When working with purchase orders (POs) in Adaptive, you may need to attach documents such as contracts, invoices, or specifications for both vendor and internal review. Below is a comprehensive guide on managing document attachments in purchase orders.
Introduction to Document Attachments in POs
Document management is an essential part of the PO process. Adaptive allows you to attach documents at various stages and ensures visibility for all relevant stakeholders, including vendors and internal users. This guide explains the available attachment methods and associated visibility settings.
Methods for Adding Attachments to Purchase Orders
There are two main methods for attaching documents to POs in Adaptive:
1. Using Default Attachments
Default attachments are documents that you want to include automatically with all purchase orders sent to vendors. To set this up:
Navigate to the Purchase Orders screen.
Access the Settings section.
Upload the required file(s) to serve as a default attachment.
These files will be applied to all POs without the need for manual attachment each time.
2. Adding Attachments Per Purchase Order
For attachments specific to an individual PO:
Open the specific purchase order in question.
Click on Send to Vendor to access the send screen.
Use the drag-and-drop functionality or click the attachment option (e.g., paperclip icon) to upload the file(s) from your computer.
These attachments are included when the PO is sent to the vendor.
Visibility of Attached Documents
Document visibility in Adaptive ensures transparency and accessibility across teams:
1. Visibility for Vendors
Any documents attached during the PO process are included when the PO is sent to the vendor, whether default or per-PO attachments.
2. Visibility for Internal Users
Documents attached to a PO are visible to internal users. After the PO is sent, the attachment will appear as a comment on the PO. Internal users can easily access and open these files from there. Notably, you only need to upload the documents once for both vendor-facing and internal visibility.
FAQs About Managing Attachments in POs
Do I need to upload the same attachment multiple times for vendors and internal users? No, documents only need to be uploaded once to the PO to be accessible by both vendors and internal users.
Where can I find attachments after sending a PO? Attachments will appear as comments on the PO, ensuring easy access by internal users.
Managing document attachments in purchase orders is a straightforward process in Adaptive. Whether attaching files globally or per PO, these tools help streamline communication and transparency across your organization.
If you have questions additional questions please reach out to us at [email protected].