Setting up a Document Type

  1. Prior to attaching a document to a Vendor, the document type needs to be set up first. Whatever documents are associated with the vendor, a type needs to be created to associate the attachment. Examples of Document Types are:
    • W-9
    • Certificate of Insurance
  2. Procurement → Vendor Payments → Setup → Basic → Document Types
  3. Click the Add button to add a document type. Assign an Document Type ID, name and description to the type and click Save.


Attaching a Document to a Vendor

  1. Choose the Vendor (Procurement → Vendor Payments → Vendor Master).
  2. Click the Paperclip icon to attach a document.
    1. In the screen that follows, choose the Document Type ID.
    2. The Directory shown is the default directory in the FAST GSVs or in each user's security profile. Select your scanned document from the Files dropdown menu.
    3. Turn on the Copy Document Type to Name, or, enter a specific Name in that field.
    4. Select the Archive Type, then choose your file to attach.
    5. The Source File name will be changed to a different Destination File name. The name format will be as follows: Vendor.Document Type.Date.Time
    6. Select the monitor button next to the Source Filename to view the document to verify the correct document was selected from the Files Available.
    7. Enter a Description, if desired, in the Description field.
    8. If correct, click Save; otherwise select another file, or cancel out.
    9. NOTE: If the Destination File name which has been automatically created contains a reserved symbol, such as an & sign, an error message will be received. Cancel out of the error message and remove the reserved symbol from the File name, then Save.
  3. From the Vendor Master, click Documents to view the document attached to the vendor.


Attaching a Document to a Direct Voucher

  1. Create a voucher and save it.
  2. Click on the Paperclip.
    1. In the screen that follows, all fields are automatically populated with the information from the invoice. The scan that is attached will be associated with the Invoice ID (not the voucher). It is highly recommended that the Invoice ID be unique.
    2. Directory Name defaults from the FAST GSVs or each user's security profile
    3. Choose the file that is to be attached, then select the Monitor Icon (Preview Scan) to view and verify the correct file was selected.
    4. The file Scan Name will be changed to a New Scan Name, indicated at the bottom right of the screen. The name format will be: Vendor.Invoice ID
    5. Click Save once fields are populated.
    6. NOTE: If the New Scan Name which has been automatically created contains a reserved symbol, such as an & sign, an error message will be received. Cancel out of the error message and remove the reserved symbol from the File name, then Save.
    7. Click Cancel to exit.


Attaching a Document to a PO Voucher

  1. Add PO Voucher.
  2. When creating the invoice, enter in the information under the Invoice tab.
  3. When complete, click on the Archive tab. Click the Capture Archive flag.
    1. A screen will follow that allows you to choose the file to be attached.
    2. The Source File name will change to the Destination File name. The name format will be: Vendor.Invoice ID
    3. Once the file is chosen, select the Monitor Icon to view and verify the correct file was selected.
    4. Click Save, and you will be returned to the Add PO Invoice Screen. Then Click Save again to save the invoice with the document attached. Then continue with Add Vouchers.


Attaching a Document after an Invoice has been added

  1. Query → Vendor Invoices
  2. Range as needed to pull up the invoice. Suggest ranging on Due Date.
  3. On the Vendor Invoice Browse, the archived column should display, showing if a document is currently attached or not to the invoice.
  4. Highlight or Select desired invoice, then select the Paperclip button.
    1. In the screen that follows, everything populates exactly like Attaching a Document to a Direct Voucher as outlined above.


  • NOTE - The check archive is attached to the voucher. The invoice archive is attached to the invoice.