Fluid Requisition - Adding Attachments and Comments on a Requisition in NUFinancials (Training Guide)

This guide will walk a user (Requester) through the process of adding Comments and/or Attachments to Requisitions.

Attachments and Comments

• You can add attachments and comments when creating requisitions.
• You can also add attachments and comments to submitted requisitions, depending on their status.
• You can attach any DOC, DOCX, JPEG, PDF, TIFF, TIF, XLS, XLSX, ZIP file. File size limit is 5MB each or 20MB combined.
• Please review Purchasing policies regarding the Bid Process to see if you are required to add Bid and/or Sole Source documentation to support your purchase. See Bid Process.
• When creating multiple requisition lines, do not attach the exact same attachment to every line; attach it only to the first line.
• Comments and attachments added to non-catalog requisitions can be received and viewed by Approvers and Suppliers.
• Comments and attachments can be added to iBuyNU or catalog requisitions for internal purposes only. iBuyNU Suppliers are not able to receive or view comments and attachments.

Navigation: NUFinancials > Employee Self Service Homepage > eProcurement > Create Requisitions

 

Add Requisition Line Attachment(s)

1. Click the Line Comments button for the requisition line for which you'd like to add the attachment.

2. Enter a comment in the Comment Text box for the attachment.
3. Click Add Attachment.
   • My Device > Select File > Open > Upload > Done.
4. Switch the Send to Supplier toggle to Yes if that attachment should be sent to the vendor.
5. Once you’ve uploaded the attachment, click Done.

 

Comments

• There are two types of comments:
  • Line Comments are notes that apply to a specific line item on the requisition.
  • Header Comments are notes that apply to the entire requisition
  • Justification Comments are notes that apply to the entire requisition and will be visible during Approval Workflow/Review.
• The following toggles are used the send comments as noted:
  • Send to Supplier (comments display to vendor when purchase order is dispatched)
  • Show at Receipt (not used)
  • Show at Voucher (not used)
     

Add Line Comments (no attachment)

Adding a comment that applies to just one line item is similar to adding an attachment with a comment (Comments do not require attachments).

1. Click the Line Comments button for the requisition line for which you'd like to add the attachment.

2. Enter a comment in the Comment Text box for the attachment.
3. Switch the Send to Supplier toggle to Yes if that attachment should be sent to the vendor.
4. Once you’ve entered the comment, click Done.

 

Add Header Comments (no attachment)

1. Click the Header Comments button on the Requisition Checkout page.

2. Enter a comment in the Comment Text box for the attachment.
3. Switch the Send to Supplier toggle to Yes if that attachment should be sent to the vendor.
4. Once you’ve entered the comment, click Done.

 

Add Justification Comments (no attachment)

Note: Comments entered here will be visible to Approvers in the Approval Workflow/Approval process.

1. Enter comment in the Justification Comments section on the Requisition Checkout page.

 

Add an attachment or comment to a submitted requisition

Note: This method is only available if the requisition has not been sourced into a Purchase Order (Purchase Orders icon is grayed out). Requisition must be in a Pending or Open status.

Navigation: NUFinancials > Employee Self Service Homepage > eProcurement > My Requisitions

1. Search for and locate the requisition.
2. Select Edit Requisition from Action drop down menu.
   • Viewing an attachment will not result in re-initiating the approval process.
   • Making changes to chart strings, dollar amounts, quantities, etc. will result in re-initiating the approval process.

 

For additional assistance please contact the IT Support Center at 847-491-4357 (1-HELP) or email consultant@northwestern.edu.