Internal and External Attachments on Purchase orders

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Posted on by Indiguna

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All,

1. What is the purpose of attachments with type 'File' or 'image' along with 'external' restriction, if we are going to print and send to a vendor? These Files/ images are not printed with the Purchase order document. This works well with vendor collaboration active vendors so the vendor gets these attachments through the portal for any external restrictions. But not understanding the purpose of the same for vendors who receive manual PO documents.

2. I also attached an external 'Note' on the line level with a specific description hoping to see it printed on the PO document body. Instead, it prints a generic sentence saying 'This text is from the purchase order form notes'. What other setups I should do for it to print my specific note details added on PO line?

Thanks!

Indiguna

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Martin Dráb 237,801 Most Valuable Professional on at

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1) You can't simply print any file. If you're saying that your business process doesn't have any use for external files, don't use them.

2) Form notes is a different thing than attachment. Which report are you talking about? Purchase order confirmation? We could take a look if the report supports line-level notes. I guess it doesn't, but you could customize it to do what you need.

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Indiguna 317 on at

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Thank you for your reply. Yes, I am talking about PO confirmation.

then the questions are

1. what is the purpose of external notes, if the vendor facing document doesn't print it?

2. It already prints 'This text is from the purchase order form notes' in the line level as I mentioned. where does that come from?

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Martin Dráb 237,801 Most Valuable Professional on at

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1. It's up to you how you use them, if it all. If you never expose any files and images to vendors in any way (e.g. through a data entity), then you don't have to care whether they're set internal or external. Or set them always as internal.

2. As it says, it comes from form notes (Accounts payable > Setup > Forms > Form notes).

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Indiguna 317 on at

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I did some testing on this and sharing my findings.

Accounts payable >setup > forms > Form notes does not relate to attachments. This form notes print a standard note on every PO. that is not what I was looking for.

I wanted to show external attachment Notes to the Vendor but not internal ones.

This is handled by Accounts payable > setup > Forms > Form setup and the two fields under Purchase order. When you set this up to a 'Note' document Type and attach that 'Note' type with internal / external selection, it works. So We can print these external notes on the PO for vendor to see.

Best,

Indiguna

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