Adding Attachments to an Invoice

Disburser Self-Service users and Workflow users can add attachments to invoices as long as it is prior to the invoice being posted to the agency's ERP. Check with your Disburser Administrator to ensure the Invoice Post Rule is set to: Select to have invoices post only after Workflow routing is complete; otherwise workflow users will not be able to add attachments to invoices created through the Collector module.

The Disburser Administrator configures the maximum number of attachments that can be added per invoice as well as the acceptable file types. The Disburser user must have the Invoice - View permission to add attachments to an invoice or credit memo.

Follow the requirements below when adding attachments:

• Disburser users can add attachments to invoice/credit memo up until the invoice/credit memo is in the Ready to Post status.

• For agencies configured with Workflow, an agency can only delete agency entered attachments to the invoice/credit memo at Task Level 1. Attachments can be added and subsequently deleted at other Task Levels if the routing action (Approve, Edit, Confirm) has not been completed. Attachments can be added and subsequently deleted in the Task Level prior to completing the routing action.

• A Disburser user cannot delete attachments added by a different user.

• If a Rule Set is configured for Invoice Batch Upload and the Enforce Attachments check box is selected, then at least one attachment is required for each invoice/credit memo uploaded through Connect:Direct or Secure Transport using the Invoice Batch Upload task.

• Attachment error messages display in the Invoice Audit Trail in the Disburser module.

IPP applies the following validation rules to attachments:

• IPP restricts the attachment file name to 132 characters and it cannot contain any invalid characters. Valid characters include the following:

• • ABCDEFGHIJKLMNOPQRSTUVWXYZ

  • abcdefghijklmnopqrstuvwxyz

  • 1234567890_(underscore), . (period), - (hyphen)

• The attachment file size cannot exceed approximately 10 MBs. If exceeded, the application produces a validation error message.

• Attachment exception errors can be fixed by reloading the invoice/credit memo and attachments or by editing the invoice/credit memo in the UI and selecting Submit.

The Attachment List table Uploaded By field displays the method of uploading. For example:

• If the attachment is uploaded by a Collector user through the UI, the Uploaded By field displays the name of the vendor company.

• If the attachment is added by a Disburser user through the UI, the Uploaded By field displays the Disburser user’s last name, first name.

• If the attachment is uploaded through Batch Upload, the Uploaded By field displays Invoice Batch.

• If the attachment is uploaded by a Collector user using eFile, the Uploaded By field displays eFile Upload.

To add attachments to an invoice:

1. From the Invoices tab, click the In Process sub-tab.

2. Search for the invoice you want to open and click the link in the Invoice # column. Note: IPP retains your search criteria for the duration of the session.

3. Click the invoice Summary tab.

4. Click Add Attachments to open the Select New Attachments page.

5. Click Browse to locate the file you want to attach and click Open. Disburser Administrators configure the allowable attachment file types.

6. In the Nickname/Alias (optional) text box, type a name for the file.

7. Click Attach. IPP displays the attachment file name in the Attachments List table, along with the Nickname, file size, file type, user, and date.

• To view the attachment, click the View link under the Actions column.

• To delete the attachment, click the Delete link under the Actions column. Disburser users cannot delete Collector added invoice/credit memo attachments.

IPP retains the deleted attachment file names with the status "Deleted" in the Actions column.

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