Overview

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

Essential Information

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• 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

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Add a Comment

1. During checkout, in Attachments, click the + sign to add a comment.
2. Enter the proper information:
   
   1. In Type, select Text.
   2. In Category, select To Supplier.
   3. 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).
   4. In Title, enter a description of the comment (e.g. Shipping Charges).

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Add a Comment After the Fact

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

• Once a PO has been generated, you may add this comment via a change order instead.