The Notes and Attachments tab available on most KFS documents allows users to add notes with more information on why a document is being created and also allows users to electronically attach supporting documentation.
You should add attachments at the time you are creating your KFS document and before submitting it. However, if you submit your document and realize that you forgot to attach something, you can still add it after you have submitted the document for routing. You should do this before the fiscal officer/other approvers review your KFS document.
NOTE: The Requisition document does not allow attachments after it is fully approved; the Requisition document closes when the corresponding Purchase Order is created (either automatically by the system or by Procurement & Contracting Services) and becomes a "view only" document.
All files must be below 5MB and one of the following file types:
Adding and Viewing Attachments
A KFS user can add attachments to a KFS document at the time of document initiation, and approvers of that document (fiscal officers, organization review, central office approvers) can add attachments at the time of their review/approval. Other KFS users who are not the initiator or approver on a specific document can VIEW, but not ADD attachments. These same rules also apply to the Notes functionality.
- Attachments to your KFS documents are restricted to certain file extensions. The allowed types are: PDF, CSV, DOC, DOCX, JPEG, JPG, PNG, TIF, TIFF, TXT, XLS, XLSX, XML.
- When scanning documents to be attached, we recommend that you scan them in black and white (not color) whenever possible. Black and white documents take up less space on the KFS servers and result in better overall system performance. Documents that are too large (over 5MB) will not be accepted by the system.
- If you have a LOT of pages to scan (e.g. a multi-page invoice or phone bill), we recommend that you contact the vendor and see if they can send you the information in a PDF format. You can then simply attach that PDF to your KFS document!
- Be sure that you scan ALL relevant pages. For example, if a vendor invoice is 3 pages long, all pages of the vendor invoice need to be scanned into the system, including terms and conditions which are often found on the back side of a vendor invoice.
What Should I NOT Attach?
- You should NEVER attach documentation that contains Personally-Identifiable Information (PII). PII includes full social security numbers or complete credit card numbers. If you have a business need to attach documentation that contains this information, the PII numbers should be redacted ("masked out"), or only the last 4 digits should be displayed, in order to protect the sensitive data. If you have inadvertently attached PII information to a KFS document, contact the FIS Help Desk at firstname.lastname@example.org for assistance in getting it removed from the document.
- You should not attach patient medical history to your documents.
- You should also not attach wire transfer banking information. There is a Wire Transfer section on the Payment Request and Disbursement Voucher documents that should be used for this information.
Where Do I Add Attachments to a KFS Document?
Most KFS documents have a Notes and Attachments tab (third tab from the bottom). In this section:
- Note Text field is used to indicate what the attachment is (invoice from vendor, price quote, etc.)
- Attached File field is used to upload the file that you wish to attach
- Attachment Type is used to identify the type of file (invoice, supporting backup, etc)
- Add button is used to add the file to your document (if Add is not clicked, the file will NOT be added to your document)
Once an attachment has been added to a document, it cannot be unattached (deleted). If you inadvertently added an incorrect attachment, we recommend adding a note identifying the issue and then attaching the correct document.
Why Do I Add Attachments to a KFS Document?
KFS is considered the "Office of Record" for each transaction. Once the KFS document has been fully approved, you can refer back to the KFS document to view and download/print the attachment(s) if necessary.
Because KFS is considered the "Office of Record" for the attachments, there is no reason to mail/fax hard copy documents to central offices, such as Purchasing and Accounts Payable, and this practice is discouraged:
- For example, when processing a Requisition, electronically attach any vendor quotes directly to the document, but do not mail or fax the vendor quote to Purchasing.
- If paperwork needs to be sent with a payment to a vendor (such as a registration form or a payment stub), this paperwork can be electronically attached to your payment document. There is no need to mail or fax it to Accounts Payable.