5.9.2 Attachments

Any document can be attached to your requisition. In the introduction to this section the types and style of attachment are defined. Two types of attachment are available:

• New Attachment – User defined attachment, created by you and added from a local drive of your PC.
• Standard Attachment – Documents that have been defined centrally and pre-loaded by your system administrator. This ensures that certain attachments are used consistently by all PECOS P2P users.

The steps that are necessary to attach documents are described in the following sections.

Select a New Attachment

1. In the Shopping Basket click on the comments and attachments paper clip icon at the required requisition, order or line level. The comments and attachments screen will open.
   
2. In the Select New Attachment section click on the Browse button to explore your network or local computer hard drive for the document you would like to attach. A separate choose file window will open for you to explore.
3. Navigate to find the document that you wish to attach to your requisition in the usual way. Highlight the appropriate document and click the Open button.
4. PECOS P2P will return you to the comments and attachments page with the name of the document you selected showing in the File Location and Type box.
5. Optionally type a name that you wish the attachment to be called in the Description box. If this is left blank PECOS P2P will use the name of the document by default.
6. Select the Attachment Type from the drop down selection box:
   • Internal – the attachment will be routed internally only and viewed by your approvers and any other user that has access to this requisition.
   • External – the attachment will be available for viewing internally but will also be sent externally to your supplier as an attachment to the purchase order.
7. Click add new attachment button.
8. PECOS P2P will display “loading attachment…..” as the document selected is downloaded and attached to your order. The time taken will depend on the size of the document and the speed of your Internet connection.
   The attachment is copied into PECOS P2P. Any modification to the original file held locally will not affect your attachment.
9. The attachment will appear listed at the top of the comments and attachments page.
   
   If you wish to remove an attachment click on the red cross in the delete column.
10. Click the back button to return to the Shopping Basket.
11.  If you have applied a new attachment you will see that the attachment icon on the requisition will change, confirming the attachment is saved.

Select a Standard Attachment

Standard Attachments will be preloaded for you by your system administrator.

1. In the Shopping Basket click on the comments and attachments paper clip icon at the required requisition, order or line level. The comments and attachments screen will open.
   
2. In the Select Standard Attachment section choose a standard attachment by clicking in the Description drop down box. PECOS P2P will display a list of pre-loaded attachments that you have been given access to by your system administrator. These documents will commonly be standard terms and conditions or delivery instructions.
3. Select the Attachment Type from the drop down selection box:
   • Internal – the attachment will be routed internally only and viewed by your approvers and any other user that has access to this requisition.
   • External – the attachment will be available for viewing internally but will also be sent externally to your supplier as an attachment to the purchase order.
4. Click the add standard attachment button.
5. After a short moment you will notice that the attachment appears listed at the top of the comments and attachments page in the attachment listing.

   If you wish to remove an attachment click on the red cross in the delete column.

   Note that a mixture of user defined and standard attachments can be added to your requisition as desired.

6. Click the back button to return to the shopping basket.
7.  If you have applied a new attachment you will see that the attachment icon on the requisition will change, confirming the attachment is saved.

Supported External Attachment Types

If the supplier’s purchase order transmission method is either eMail or XML any attachment type can be added externally to an order for transmission.

If the supplier’s purchase order transmission method is fax, only the following external attachment types are supported for transmission:

• Microsoft Word Document (.doc)
• Microsoft Excel Worksheet (.xls)
• Rich Text Format (.rtf)
• Adobe Portable Document Format (.pdf)
• Microsoft PowerPoint Presentation (.ppt)