How to Reference Shipping Charges on a Requisition
This article describes how to reference shipping charges indicated on a quote provided by a supplier during checkout in Oracle Procurement.
- Shipping charges should not be added as a line item:
- Shipping is charged at the header and not at the line (in the same way tax is charged).
- Any line items created for shipping will need to be later canceled by the department to allow the PO to close.
- In cases of high dollar (e.g., thousands of dollars) shipping and have concerns about not reflecting shipping on the PO, please reach out to a professional buyer via Services & Support ticket.
- If requested by the supplier, shipping may instead be referenced via a comment added during checkout.
- Shipping will be paid as long as the supplier add the charge to the invoice issued to UC San Diego.
- This method is known as "prepay and add" because the supplier prepays the shipping and then adds it to the invoice.
- If the supplier is asking for shipping after a PO has been generated:
- First ask if they can accept Prepay and Add terms without a revision to the Purchase Order.
- If they will not accept the PO unless shipping is referenced, you may add a comment via a change order (instructions below).
Add a Comment
- During checkout, in Attachments, click the + sign to add a comment.
- Enter the proper information:
- In Type, select Text.
- In Category, select To Supplier.
- In File Name or URL, enter the body of the text (e.g. $[insert dollar amount] shipping charge may be prepaid and added to the invoice).
- In Title, enter a description of the comment (e.g. Shipping Charges).
Add a Comment After the Fact
- Above the lines, click the pencil.
- In Edit Line, scroll down to Notes and Attachments.
- In Note to Supplier, enter a comment (e.g. $[insert dollar amount] shipping charge may be prepaid and added to the invoice).
- Click OK
- In Description, indicate shipping has been notated.
- Click Submit
- Once a PO has been generated, you may add this comment via a change order instead.