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.
Navigation: NUFinancials > eProcurement > Create Requisition
- Comments and attachments are added in 3. Review and Submit.
- You can attach any DOC, DOCX, JPEG, JPG, PDF, TIFF, TIF, XLS, XLSX, ZIP file. File size limit is 5 MB each or 20 MB combined.
- Purchasing policy requires that you attach a Bid Documentation Form (BD-1) or Sole Source Justification Form (SSJ-1) to non-catalog requisitions of $25,000 or more.
- Any time you attach a document to a requisition line, a comment about the attachment is required.
- The process of adding attachments and comments to non-catalog and catalog requisitions is identical except that:
- Some iBuyNU vendors do not accept comments and attachments.
- In those cases, you will see a message that the vendor does not accept them.
- Click the Add/Edit Comments icon next to the line.
- Enter a comment in the Line Comments box. (required with attachments)
- Click Add Attachment to browse to a file and upload it as an attachment.
- The File Attachment window appears. Click Browse
- Your document navigator appears, as determined by your browser and operating system. Navigate to the file you need to attach. (Navigator is not shown.)
- Double-click the file name, or select the file name and then click Open.
- The file path displays in the Browse field. Click Upload.
- The file name appears under Attachments. Click the Send to Vendor checkbox to have the attachment sent to the vendor.
Note: To attach more files, repeat the previous steps.
- Click OK when you are done attaching documents.
Note: If you forget to add a comment to your attachment, a pop-up reminder appears.
- There are 2 kinds of comments:
- Requisition Header Comments are for notes that apply to the entire requisition.
- Line Comments are notes that apply to a specific line item in the requisition.
- Comments appear internally to anyone who has the security to view the requisition (e.g., Procurement and Payment Services, Accounts Payable).
- The following checkboxes are used to send comments as noted:
- Send to Vendor (comments display to vendor when purchase order is dispatched)
- Show at Receipt (not used)
- Show at Voucher (not used)
- Approval Justification (comments display to approvers when checked).
Add a line comment (no attachment)
Adding a comment that pertains to just one line item is similar to adding an attachment with a comment. (Comments do not require attachments.)
- Click the Add/Edit Comments icon.
- Enter a comment in the Line Comments box.
- Click the Send to Vendor checkbox if you want the comment included on the purchase order that is sent to the vendor.
Add comments at the header for the requisition/purchase order
- In the Requisition Header Comments box, type a note. This box is located toward the bottom of 3.Review and Submit.
- Click the Approval Justification checkbox to allow comments to display to Approvers in their Approval Inbox.
- Option: Click the Send to Vendor checkbox to have the Requisition Header Comments sent to the vendor with the purchase order. (Show at Receipt and Shown at Voucher checkboxes are not used.)
- Always add a Requisition Header Comment if you are creating a blanket requisition.
- Explain the length of time the service and show your math for how you arrived at the estimated price.
- For more information about the appropriate use of blankets contact Procurement and Payment Services
How can you tell if an attachment or line comment exists?
- Comments bubble when there are no attachments or line comments.
- Comments bubble when there is either an attachment or a comment.
Add an attachment or comment to a submitted requisition
- You can add attachments or comments to a submitted non-catalog requisition in Pending or Open status.
Navigation: eProcurement > Manage Requisitions
- Search for the requisition to which you need to add comments or attachments/comments.
- Locate the requisition from the search results.
- In the Select Action drop-down menu for the requisition, select Edit Requisition.
- Note: If Edit Requisition is not an option in the menu, the requisition can no longer be edited. If Edit Requisition is an option, selecting this option may terminate and reset the workflow process in progress.