Upload and Associate a Supporting Document with a Purchasing Item

You can attach supporting documents, such as specification documentation, bids, and packing lists, to purchase requisitions, request for price quotes, purchase orders, and receipt of purchase order items in the Purchasing application.

You can upload and associate supporting documents with line items for in-progress, submitted, changed, or rejected purchase requisitions, request for price quotes, and purchase orders. You cannot upload and associate documents with purchase requisitions, request for price quotes, or purchase orders that are approved, final printed, or released.

If you are uploading a Microsoft Excel file, format the file so that each Excel page has a defined print area. This ensures that the PDF conversion process will not insert page breaks or change the formatting such that columns are broken.

Vision does not support the upload of password-protected documents.

To upload and associate a document with a line item for a purchase requisition, request for price quote, purchase order, or purchase order receiving, complete the following steps:

  1. From the Vision Navigation menu, click Purchasing, and then select any of the following: Purchase Requisitions, Request for Price Quotes, Purchase Order, or Receiving.
  2. On the purchasing form, use the Search field to open an existing purchasing item, or create a new one.
  3. On the purchasing form, click in the Document field for a line item for which to upload and associate a document. The Document field is located in the following grids in each Purchasing application:
    Purchasing Application Document Field Location
    Purchase Requisitions Items grid on the General tab of the Purchase Requisitions form
    Request for Price Quote On the General tab of the Request for Price Quote form in the following grids:
    • Items grid
    • Suggested Vendors grid

    For request for price quotes, you can associate documents with a request for price quote line item as well as associating different documents with the suggested vendor for a line item.

    Purchase Orders Line Items grid on the Line Items tab of the Purchase Orders form
    Receiving Line Items grid on the Purchase Order Receivings form
  4. On the Supporting Document dialog box, click the Upload option on the grid toolbar.
  5. On the Open dialog box, select one or more files to upload and click Open. To select multiple files, press the CTRL key on your keyboard as you click another file in the list. On the Supporting Document dialog box:
    • An uploaded document displays in a row in the grid.
    • The Selected check box in the row is selected automatically. This indicates that the uploaded document is associated with the purchase order line item.
    • The Associate With New Detail Lines check box in the row is selected automatically. This means that Vision will associate this uploaded document with any new line item that you add to the purchase order. Clear the check box if you do not want this to happen.
  6. On the Supporting Document dialog box, click OK to return to the purchasing form. After you upload and associate a document with a line item, the icon in the Document field in the Items grid changes from an icon with a blue arrow to an icon with the green check mark to indicate that the line item has an associated document.
  7. When you finish, click Save.
Parent Topic: Procedures