Overview

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This article demonstrates how to add Notes and Attachments, both internal and external, when checking out in Oracle Procurement.

Essential Information

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• Internal attachments are viewable only to UC San Diego within Oracle and may include competitive quotes, procurement forms such as source selection and price reasonableness (SSPR), and internal comments.
• External attachments are viewable both to UC San Diego and the supplier and may include additional direction for the supplier, quotes or other documentation of price, and agreements.
• External attachments should only be attached when ordering with request forms, as the way in which punchout and catalog orders are transmitted does not permit the inclusion of attachments.

Next Steps

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Process before adding your order to the Cart

1. Login here
2. In Procure to Pay, click Purchase Requisitions (New).
3. Go into Requisitions Forms and select the correct form. If you are unsure which one to select, refer to KB0032726: Overview of Request Forms in Oracle Procurement for a review of when the amount-based versus the quantity-based form should be used.
4. Notes and Attachments can first be added on the 'create request' page before you add the order to your cart.

Process once added to the Cart

1. Both Notes and Attachments can also be added by first selecting either the Pencil icon at the line level or at the header level.

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Add a Note

1. Start by entering in a description of the Note (e.g. Shipping Charges).
2. Enter in the body of the text (e.g. $[insert dollar amount] shipping charge may be prepaid and added to the invoice).

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Add an Attachment

1. In Category, select Miscellaneous for Internal Attachments or To Supplier for External Attachments.
2. In the Attachment dialog box, select or drop files into the drop box.
3. You can also add a URL to the order in the bottom box.
4. Click Update to attach the file at the top of the page.

Viewing Attachments after adding them

1. If you added the attachment to the line level, it would appear as an attachment icon above the line item.

           2. If you added the attachment to the header level, it would appear as a link on the header side bar.