Adding an Attachment to a Requisition

 

Purpose

Use this procedure to add an attachment to a requisition.

Trigger

Perform this procedure when any of the following apply:

-The specifications are too large to fit into the Description field (i.e., greater than 240 characters).

-You have a note to send to the Supplier regarding delivery information or a contact name and phone number.

-You want the Receiver to see a note when accepting items in the Receipts screen.

Prerequisites

·         Create a requisition up through the Location field and save it; do not complete and forward the requisition.

·         Determine if you will create a new attachment or use an existing one from the Attachment catalog.

·         If you intend to paste text from another source (such as Microsoft Word) into the Attachment screen, check the word count so that you know the number of characters contained in the text.  In Microsoft Word, this is shown in Tools, Word Count, Characters (with spaces).

Menu Path

Use the following menu path(s) to begin this task:

·         Select WVU Requestor (or WVU Approver) to go to the Navigator WVU Requestor (or WVU Approver) screen.

·         Select +Requisitions.

·         Select Requisitions.

Helpful Hints

·         An attachment can be associated with either the entire requisition or with only a specific requisition line. 

Procedure

1.       Start the task using the menu path.

Requisitions (WVU

 

2.       If the attachment will be attached to a single requisition line, click within that line.  If the attachment will be attached to the entire requisition, click anywhere in the header (e.g., in the Status field).

3.       Click the attachment icon (paper clip) on the toolbar to reach the Attachment screen  .

Attachments - 1

 

4.       Perform one of the following:

If	Go To
You are creating a new attachment	Step 5
You are retrieving an existing attachment from the attachment catalog	Step 16

5.       Click in the Category field and then on the List of Values.

Categories

 

6.       Enter a percent sign (%) in the Find area and then click on the Find button.

Categories

 

7.       Click  and click OK.

    If you send an attachment to the Supplier, do not send it to the Approver and Buyer.  The Approver and Buyer will be able to see any attachment sent to the Supplier; when you send the Attachment only to the Supplier, the Attachment Catalog can be kept to a manageable size.

8.       Complete the Description field.  This is only a label for the attachment, and is not the field that will contain the full attachment.

Attachments - 1

 

9.       Complete the Data Type field.

Datatypes

 

    Choose Short Text for an attachment containing fewer than 2,000 characters (including spaces.)  Choose Long Text for an attachment containing between 2,000 and 64,000 characters (including spaces).

Attachments - 1

 

10.     Enter the attachment text in the available space, either by keying directly or by using the Control V keyboard command to paste text from another source.

Attachments - 1

 

11.     Save your work by clicking the save icon on the toolbar .

12.     Exit the attachment screen by clicking on the X in the upper right corner.

13.     In the main Requisitions screen, verify that the paper clip icon now has a piece of paper attached to it by clicking in the header and then back in the Lines portion of the requisition  .

14.     Complete the Requisition as described in Create a Requisition.

15.     You have completed this task.

16.     Click  .

Document Catalog

 

17.     Click within the Documents Description field on the bottom half of the screen.

18.     Click on the View menu, choose Query by Example, and then Enter (or hit F11 on the keyboard).

Oracle Applications - CRP11i

 

19.     In the Documents Description field, enter the Description originally given to the Attachment, or just a portion of it.  Enclose this within percent signs if you do not know the full Description.

Document Catalog

 

20.     Click on the View menu, choose Query by Example, and then Run (or hit Ctrl + F11 on the keyboard).

Oracle Applications - CRP11i

 

Document Catalog

 

21.     Click within the row whose attachment text you want to view.

22.     Click .

Document

 

23.     After reading the text and verifying that it is the correct attachment, click  .

Document Catalog

 

24.     To select this attachment, click  .

25.     Save your work by clicking the save icon on the toolbar  .

26.     Exit the attachment screen by clicking on the X in the upper right corner.

27.     In the main Requisitions screen, verify that the paper clip icon now has a piece of paper attached to it by clicking in the header and then back in the Lines portion of the requisition .

28.     Complete the Requisition as described in Create a Requisition.

29.     You have completed this task.

Result

You have attached an attachment to the requisition.  If it is to be attached to the Supplier, it will be printed on the purchase order.  WVU employees, such as the Approver or Buyer, can see in MAP that the requisition contains an attachment because the paper clip in the toolbar will be attached to a piece of paper.

Comments

    Include at least a partial description of the purchase in the Description field in the requisition line.  (For example, "Dell Workstation.  See attachment for complete description.")  Do not enter only, "See Attachment."

    Do not use the Attachment to order items not described in the Requisition Lines.  Additional items should be ordered on subsequent requisition lines.