Overview

---

This article describes how to reference shipping charges indicated on a quote provided by a supplier during checkout in Oracle Procurement.

Essential Information

---

• 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).

Next Steps

---

Add a Note

1. During checkout, click the Pencil icon at the top right of the page.
2. Enter the proper information in the Notes section:
   
   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).

---

Add a Comment After the Fact

• Once a PO has been generated, you will need to add this comment via a change order instead. (KB0032091 - How to Create a PO Change Order in Oracle Procurement)

1. Navigate to the change order screen.
2. Above the lines, click the pencil.
3. In Edit Line, scroll down to Notes and Attachments.
4. In Note to Supplier, enter a comment (e.g. $[insert dollar amount] shipping charge may be prepaid and added to the invoice).
5. Click OK
6. In Description, indicate shipping has been notated.
7. Click Submit