Managing Attachments (Oracle Purchasing Help)


	Previous	Next		Contents	Index	Navigation	Glossary	Library

Managing Attachments

Item Attachments

You can provide attachments for your items. When you reference an item on a purchasing document, Purchasing makes the corresponding item attachments available for you to review. Purchasing also prints text attachments on your purchase orders and RFQs if you choose Supplier as the usage when you create the item attachment.

Requisition and Standard Purchase Order Attachments

You can create attachments for your requisition headers and lines. When you AutoCreate a requisition line onto a purchase order, Purchasing copies the attachments from the requisition header and line to the corresponding purchase order line. As a buyer, you can provide additional attachments to a purchase order even after you AutoCreated it from a requisition.

If the purchase order line references more than one requisition line, Purchasing copies only the header and line attachments from the requisition line that is the basis for the purchase order line. For example, if you place multiple requisition lines onto a single purchase order line, Purchasing copies only the requisition header and line attachments from the line where you use the Copy option.

For each requisition line copied, the corresponding header level attachment is copied. For example, you have a requisition with 3 lines and they have 3 line level attachments and a header level attachment. You then AutoCreate this requisition to a purchase order with 3 lines, each of the 3 lines in the purchase order would have the specific line attachment and the common header attachment.

Blanket Purchase Agreement and Release Notes

You can create long attachments for your blanket purchase agreements at the header and line level. You can review the blanket purchase agreement header attachment on the corresponding release header, and you can enter new attachments on the release header. You can also review the blanket agreement line attachment on the corresponding release shipment, and you can enter new attachments for the shipments. Purchasing does not copy requisition attachments to a blanket agreement or release when you AutoCreate a release.

Requisition, RFQ, and Quotation Notes

Similar to standard purchase orders, Purchasing copies requisition header and line attachments to the corresponding RFQ line. Purchasing copies all RFQ header and line attachments to the corresponding quotation header and line when you copy a quotation using the Entire RFQ or RFQ Header and Lines options in the Copy Document window. Purchasing copies only the attachments from the RFQ header to the quotation header when you copy a quotation using RFQ Header Only. If you choose the Selective option when copying a quotation, Purchasing copies the RFQ header attachments to the quotation header and lets you decide which line attachments you want to copy to the quotation line.

Printing Attachments

You can print text attachments on your purchase orders and RFQs. To print an attachment on a purchase order or an RFQ, simply designate Supplier as the usage for the attachment. Purchasing prints these attachments on the corresponding purchase order or RFQ. Purchasing prints as much as possible on each page and continues printing on the next page where applicable.

Purchasing also prints item attachments and attachments with usage Receiver on the Receipt Traveler.

Usages in Attachments

You can enter unlimited attachments on any requisition, purchase order, quotation, or request for quotation (RFQ). You decide which standard attachments to print on your documents and reports. You can easily combine the one-time attachments you enter for a specific document with predefined standard attachments. You can even create a new attachment directly from an existing attachment or use attachments to enter long descriptions for the items you purchase.

Understanding Usages

Purchasing provides you with a list of predefined usages you can use depending on the type of document you create. The following list shows the usages available for each document you can create.

Supplier You can use this usage on purchase orders, RFQs, quotations, requisitions, and for items. Purchasing prints all Supplier text attachments on your documents.

Receiver You can use this usage on purchase orders, quotations, RFQs, receipts, requisitions, and for items. Purchasing displays these attachments to the receiver in the receiving windows and prints text attachments on the Receipt Traveler.

Approver You can use this usage on requisitions. Purchasing displays these attachments to the approvers when they approve your requisitions.

Buyer You can use this usage on requisitions. Purchasing displays these attachments to the buyers when they create purchase orders from your requisitions.

[Document] Internal You can enter these attachments only on a specific [Document]. Reference this usage when you want to enter information specific to a purchase order, quotation, RFQ, receipt, requisition, or item. Purchasing does not print or display these attachments outside the window you use to enter the document. RCV Internal attachments, however, are printed on the Receipt Traveler.

Payables You can use this usage on purchase orders. Purchasing displays these attachments during invoice matching in Accounts Payable.

Defining a Standard Attachment

To define a standard attachment, you simply provide the usage for this attachment, a meaningful and unique name, and the attachment itself. You can also provide a start date and end date to control the availability of this attachment. Purchasing defaults today's date as the start date for standard attachments. You can easily inactivate an attachment by entering an end date for it. You cannot use a standard attachment on a document after the end date has expired. You define standard attachments in the Documents window. See: Defining Product Specific Documents.

Referencing a Standard Attachment

After you define your standard attachments, you can reference them on your documents. You can reference as many standard attachments to your documents as you want.

Supplier	You can use this usage on purchase orders, RFQs, quotations, requisitions, and for items. Purchasing prints all Supplier text attachments on your documents.
Receiver	You can use this usage on purchase orders, quotations, RFQs, receipts, requisitions, and for items. Purchasing displays these attachments to the receiver in the receiving windows and prints text attachments on the Receipt Traveler.
Approver	You can use this usage on requisitions. Purchasing displays these attachments to the approvers when they approve your requisitions.
Buyer	You can use this usage on requisitions. Purchasing displays these attachments to the buyers when they create purchase orders from your requisitions.
[Document] Internal	You can enter these attachments only on a specific [Document]. Reference this usage when you want to enter information specific to a purchase order, quotation, RFQ, receipt, requisition, or item. Purchasing does not print or display these attachments outside the window you use to enter the document. RCV Internal attachments, however, are printed on the Receipt Traveler.
Payables	You can use this usage on purchase orders. Purchasing displays these attachments during invoice matching in Accounts Payable.