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)
- Click the Line Comments button for the requisition line for which you'd like to add the attachment.
- Enter a comment in the Comment Text box for the attachment.
- Click Add Attachment.
- My Device > Select File > Open > Upload > Done.
- Switch the Send to Supplier toggle to Yes if that attachment should be sent to the vendor.
- 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).
- Click the Line Comments button for the requisition line for which you'd like to add the attachment.
- Enter a comment in the Comment Text box for the attachment.
- Switch the Send to Supplier toggle to Yes if that attachment should be sent to the vendor.
- Once you’ve entered the comment, click Done.
Add Header Comments (no attachment)
- Click the Header Comments button on the Requisition Checkout page.
- Enter a comment in the Comment Text box for the attachment.
- Switch the Send to Supplier toggle to Yes if that attachment should be sent to the vendor.
- 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.
- 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
- Search for and locate the requisition.
- 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.
Note: If Edit is not an option in the menu, the requisition can no longer be edited.
- Requisition Shopping Cart page will appear. Click Checkout button.
- Requisition Checkout page will appear. Under Requisition Lines Overview, click Line Comments to view attachments.
- Enter a comment in the Comment Text box for the attachment.
- Click Add Attachment.
- My Device > Select File > Open > Upload > Done.
- Switch the Send to Supplier toggle to Yes if that attachment should be sent to the vendor.
- Once you’ve uploaded the attachment, click Done.
For additional assistance please contact the IT Support Center at 847-491-4357 (1-HELP) or email consultant@northwestern.edu.