Attachments in po not shown in the invoices

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Posted on by Pierrot de la Vega

When making a purchase order and adding an attachment, one does not see it during the invoice process. He only sees it in the vendor transactions.

The issue here would be that two different persons with two different positions are working on this process (one making the po, the other making the invoicing) but then does not see any files that were previously attached. It is only possible to see it at the end with the vendor transactions, so people could add twice the same file or miss some information basically. the attachments should simply be following from the purchase order to the invoice.

Any idea?

Best

Unai

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Financial Management

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SouravDam 11,723 on at

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RE: Attachments in po not shown in the invoices

Hi Unai Emery,

Currently we are using same roles for Finance users who are able to see attachments in both PO list and inside PO form wherever it is attached by a purchasing agent.

Check for the person who is not able to see the attachments in D365 made by others whether; Enable document handling check box is set as 'Yes' for that user or not in below path.

System administration > Users > Users > Select the user > Go to User options > Click on 'Preferences'.

If this is not yet set, then set this as 'Yes'.

Best regards,
Sourav Dam
Pierrot de la Vega 55 on at

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RE: Attachments in po not shown in the invoices

Hello there,

Yes I know how to attach notes, files etc on PO I was just wondering how could one financial person could view such information before posting the invoice...

roles and security won't help...

thanks anyways
Pierrot de la Vega 55 on at

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RE: Attachments in po not shown in the invoices

Hi,

yes it is by design which is not really understandable as this may lead to miscommunication between the different people involved in the process. I wonder how people manage to pass such information between them using d365 FO
qianwang 7,153 on at

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RE: Attachments in po not shown in the invoices

Hi Unai ,

According to my test, this is by design and you can create an idea to Microsoft or contact your developer for help.

Regards,

QianQW
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SouravDam 11,723 on at

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RE: Attachments in po not shown in the invoices

Hi Unai Emery,

You can add attachments either in PO header level or when you are inside the PO form. Example is below.

In list of PO ---

Or inside the PO document itself ---

The attachment at the time of invoicing is only for the user who will be doing the invoicing; generally for Finance users who have access to the PO invoice form.

In general; most of the Finance users have below roles assigned to them to perform their tasks. You need to check first what are the privileges set for these roles and what is missing which could be the reason of this issue.

However, I am not sure whether adding roles like Buying agent and Purchasing agent to the Finance users, will allow them to see the attachment what purchasing people have made in system or nor.

You can try this in UAT environment if this works and keep us posted in this forum.

Best regards,
Sourav Dam
Pierrot de la Vega 55 on at

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RE: Attachments in po not shown in the invoices

Hi Ludwig,

Let's say that for example I want to attach a PDF file (with some comments, details about the vendor and the purchase order) to my purchase order using the paperclip icon.

Thus, I do it before confirmation. Lets say that this action was undertaken by the purchasing agent.

Then, it is time for invoicing and this screen is only available for the accounting people. Before generating/ posting the invoice they also have the opportunity to add some attachments

The problem here is that they don't see the attachments that were uploaded by the purchasing agent beforehand (and linked to the purchase order). And it could be problematic if this information was important to share with the accounting department.

In conclusion, the attachments are not following from the PO to the invoicing process. Yes you can see it afterwards in the invoice journal, or vendor transaction but then it is too late since the PO invoice was already posted.

Best

Unai
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Sukrut Parab 71,682 Moderator on at

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RE: Attachments in po not shown in the invoices

If you want it on the invoice Journal screen (AP>Inquiries> Invoice journal ) and its not available out of the box then its a system modification. When you enter invoice journal from the journal screen upon posting that journal attachment is available on transaction. You could try to look at the same functionality and make the attachment flow from PO to invoice journal header.
Ludwig Reinhard Microsoft Employee on at

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RE: Attachments in po not shown in the invoices

Hello Unai,

Can you describe how and in which form the attachment is made?

Can you also provide some details on the people (roles) and the process how you work on the PO up until recording of the PO invoice?

Many thanks,

Ludwig