Supporting Documents in Purchasing
You can upload and associate supporting documents with transaction line items that you enter in the Purchasing application.
Uploading and Associating Supporting Documents with Purchasing Items
In Purchasing, you can associate supporting documents with the line items for purchase requisitions, request for price quotes, purchase orders, and receipt of purchase order items. For example, you can attach equipment specifications to a purchase requisition, bids that you receive from vendors to a request for price quote, and packing slips to purchase order receipts.
You can upload and associate documents with line items for in-progress, submitted, changed, or rejected purchase requisitions, request for price quotes, and purchase orders. You cannot upload and associate documents for approved, final printed, or released purchase requisitions, request for price quotes, or purchase orders.
You upload and associate supporting documents with Purchasing line items on the Supporting Document dialog box. This dialog box opens when you click the icon in the Document field in line item grids in Purchase Requisitions, Request for Price Quote, Purchase Orders, and Receiving.
When you create a purchase order from a purchase requisition or request for price quote, the supporting documents that are associated with the line items for the purchase requisition or request for price quote carry over to the purchase order.
When you create an accounts payable voucher from a purchase order, the documents that are uploaded and associated with the line items in a purchase order are automatically carried over to the voucher.
Uploading and Associating are Separate Actions
Uploading and associating are two separate actions. First you upload supporting documents to Vision, then you associate them with a purchasing line item.
- You open the Supporting Document dialog box for line item A and upload document A.pdf. The Select check box is selected for document A.pdf. You leave it selected because you want to associate A.pdf with line item A.
- You open the Supporting Document dialog box for line item B. Document A.pdf displays in the grid on the dialog box because it is uploaded for the purchase order. You do not want to associate A.pdf with line item B, so you clear the Select check box. You upload another document B.pdf and select the Select check box for it. Document B.pdf is now associated with line item B.
- When you open the Supporting Document dialog box for either line item A or B, you will see both documents A.pdf and B.pdf (all the documents associated with all the line items for the purchase order). For line item A, only A.pdf will have the Select check box selected. For line item B, only B.pdf will have the Select check box selected.
Other Places in Vision Where You Can View Supporting Documents for Purchasing Items
- On the Purchasing tab in , when you click the hyperlink in the Requisition No., Quote No., or Order No. fields in the grids to view purchase requisitions, requests for price quotes, and purchase orders.
- On the Purchasing tab in , when you click the hyperlink in the Requisition No. or PO Number fields in the grids to view purchase requisitions and purchase orders for a project.
- When you create a voucher from a purchase order in : On the Vendor Review tab, you can view a purchase order line item's supporting documents and upload and associate new documents by clicking the icon in the Document field in the Open to Voucher grid. You can also click the hyperlink in the P.O. Number field in the grid to open the purchase order record itself and view the existing supporting documents for the purchase order items that make up the purchase order.
- On the Purchase Order tab in the Equipment Info Center, you can click the hyperlink in the PO/CO Number field to view the purchase order that an equipment item was created from and view existing supporting documents for the purchase order line items.