Annotating Purchasing Documents
Purchasing provides you with powerful features to create attachments for your purchasing documents. You can provide unlimited text, specify who can review the attachments, and print text attachments onto your purchase orders. You can even modify existing attachments to personalize your messages for different suppliers. You can easily provide all the information you need when you create your purchasing documents. You should be able to:
- Provide unlimited text attachments on your purchasing documents
- Designate the appropriate people who can review the attachments
- Print text attachments on your purchase orders and RFQs for the supplier to review
- Reuse attachments on different documents
- Copy and modify existing attachments to speed up data entry
- Copy attachments from your requisitions to your RFQs and purchase orders
- Provide standard attachments for an item that you can reference whenever you create a purchasing document for that item
Major Features
Copy
You can copy an existing long attachment so that you can customize it without having to retype the entire attachment. This feature is particularly useful if you have a lengthy document that you want to modify for different suppliers.
Usage
You can indicate who has access to your long attachments. You indicate whether the attachment is for an approver, receiver, buyer, or supplier. Or you can indicate that you want the attachment for internal use only. You can also enter attachments that will be displayed during invoice matching in Accounts Payable. To understand how to enter and review attachments for different usages, see: Managing Attachments.
Using Brief Notes
You can provide brief notes on most of your documents. Unlike attachments, you cannot copy notes from one document to the next. You should provide notes when the attachment contains no more than 240 characters, you do not want to reuse the note on other documents, or you do not want to format the note. Otherwise, you should use attachments to provide additional text for your documents.
Using Attachments
You can provide as much text as you want for your documents. You can provide attachments at the header and line level for the following documents:
- Standard and Planned Purchase Orders (also shipment level)
- Blanket Purchase Agreements
- Releases (header and shipment levels)
- Contract Purchase Agreements (header level only)
- Receipts (line level only)
- Receiving Transactions (line level only)
You can also provide attachments for your items. When you create an attachment, you designate whether you want the attachment to be available to the supplier, receiver, approver, or buyer. Or, you can designate that you want the attachment to appear to anyone who has access to that particular document on-line. Refer to the section in this document titled Notes Step by Step to understand how to create attachments.
See Also
Attaching Notes to Purchasing Documents
Managing Attachments
