Adding a File Attachment to a CFS Requisition When creating a requisition, there are certain purchases that may require additional documentation. The Attachment feature is used to attach this documentation. Examples of this documentation include: Official Function Forms Membership Worksheets Vendor Quote Forms Note: For universal viewing, attachments must be in PDF format. Steps to Add an Attachment to a CFS Requisition: 1. Create and save a new requisition. OR Open an incomplete or rejected requisition from the Requisitions Summary screen. 2. Before submitting your requisition to the approval process, click in the Description field in the Header Area. Header Area Documents must be attached at the Header Area to display the Attachment Indicator when the requisition is opened. 3. On the Requisition Toolbar, select the paper clip icon. The Java Warning Security dialog box may display the first time you add an attachment to a requisition during a session. Each time you log in to CFS a new session is started. 4. If the Java Warning Security dialog box displays, click Yes. Technology Training Services (480) 731-8287
When the Attachments window displays, the Sequence field will be highlighted and display a Sequence Number by default. 5. Tab to the Category field. 6. In the Category field, click the List of Values icon. 7. In the Find field, enter the % sign, and then press Enter. 2
8. From the List of Values, select the To Buyer category, and then click OK. The To Buyer category is the only category that a requisition preparer will use. The cursor will automatically advance to the Description field. 9. In the Description field, enter the appropriate description for the supporting documentation. Attachment examples include Official Function Forms, Membership Worksheets, and Vendor Quote Forms. 3
10. Tab to the Data Type field. 11. In the Data Type field, click the List of Values icon. 12. From the List of Values, select the File data type, and then click OK. The Decision dialog box will display briefly and then the File Upload Form window will display directly on top. 13. If the File Upload Form window is not visible, click on the Internet Explorer icon in the taskbar to display the window. 14. At the File Upload Form window, click the Browse button. 4
15. At the Choose File to Upload window, navigate to the appropriate attachment, select it, and then click Open. CFS will allow you to attach documents in various formats (i.e. Word, PDF, etc.) However, it is recommended that you attach the PDF version of the file to ensure quick and easy viewing access from different areas within CFS. 16. At the File Upload window, click OK. The File Upload Form will display a message confirming that the attachment has been uploaded successfully. 17. At the File Upload Form window, click the Red X in the top right corner to close it. 5
18. At the Decision dialog box, click Yes. The cursor automatically advances to the Sequence field. 19. On the Toolbar, click the Save icon. 20. If you need to add multiple attachments, press the down arrow to add a line, and then repeat steps 5 19 for each attachment. 21. To confirm that the document was attached, click the Source Tab. The File or URL field will display the name of the file that was uploaded as an attachment. 22. After attaching all of the appropriate files, click on the X in the top right corner to close the Attachments window. 23. To submit the requisition for approval, click the Approve button. 24. In the Approve Documents window, click the Forward checkbox. 25. In the Forward To field, delete Click to Pick, and enter the last name of the person to whom you are sending the requisition, and press Tab. If you press Enter, the requisition is automatically sent. If a list of names displays, select the appropriate name and click OK. (If you pressed Enter instead of Tab, the requisition was automatically sent.) 26. To submit your requisition to the approval process, click the OK button. 6