To provide additional information about a document, attachments can be included on purchasing documents and bid responses.

 

Document header attachments are made when Information is specific to an entire purchasing document (Purchase Requisition, Quotation Request, Contract, or Purchase Order).

 

Detail line attachments are made when a line of detail on a purchasing document requires more descriptive information about the item being purchased than is contained within the detail line.  

 

Different types of attachments are used based upon the type of information required:

 

o Text 

o  Object, Linking and Embedding (OLE) 

o File  

o URL (Web Page)  

 

 

Text Attachments

 

o Only the first Text Attachment will print on a procurement document.  The system allows you to have multiple attachments.

o Text attachments on originating documents are included on generated or copied documents.

 

Object, Linking and Embedding (OLE) Attachments

 

o An embedded file can be in MS Word, MS Excel, or PDF (Adobe Acrobat®).  An OLE attachment is converted into and stored as a stg file.

o The OLE attachments do not print on any procurement documents.  If the information is to be included with a document, it must be sent electronically or printed independently.

o OLE attachments automatically copy to documents that are generated from the original document.  There is one exception, Purchase Orders do not carry the RFP or the ITB documents from a Contract. 

o OLE attachments can be modified.  These modifications are not tracked by User ID; however, track changes can be used.  Revisions to OLE Attachments only affect the current document.

File Attachments

 

o The embedded file can be in MS Word, MS Excel, or PDF (Adobe Acrobat®).

o The File attachments do not print on any procurement documents.  If the information is to be included with a document, it must be sent electronically or printed independently.

o File attachments automatically copy to documents that are generated from the original document.

o File attachments can be opened in Read Only format and cannot be modified once they are attached to the document in NIS.  The File Attachment is for viewing purpose only. Any changes to File Attachments, including text, pasting graphics, will not be saved.

 

URL Attachments (Web Page)

 

o URL media object function attaches a link to a web page

o URL attachments automatically copy to documents that are generated from the original document.


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