How to Attach and View Documents

LAST UPDATED: April 8, 2015

What You Should Know

View Document Attachments in the Information Warehouse

With Prime, at the point of original transaction, you can attach or upload supporting documents. These attachments can be viewed in various source systems, such as Prime Financials and Concur. Additionally, document attachments are easily accessible via many of the financial Information Warehouse reports. The following reports provide access to document attachments.

  • FIN015 Transaction Detail – varies by transaction type
  • FIN040 Purchase Order Detail – Requisition Attachments
  • FIN039 Payables Summary – Invoice Attachments
  • FIN041 Payables Detail – Invoice Image
  • FIN042 Expense Report Transaction Listing – Receipt Image
  • FIN043 Credit Card Transaction Listing – Receipt Image

Learn more about each of these reports using the Report Reference Guides.

If you are unable to locate a specific attachment, contact the Financial Service Center for assistance.

New Suppliers

The request for and creation of new suppliers is performed in Prime Financials. During the request process you will attach documents and forms to support the supplier request. Learn more about how to Request a New Supplier. Learn how to request a new supplier in Prime Financials. Request a New Supplier Step-by-Step

Requisitions and Purchase Orders

During requisition creation you may attach documents which support the reason for the requisition such as a statement of work, supplier agreement or email exchanges with the supplier. Once the requisition becomes a purchase order, you may also attach subsequent documents such as receipts, shipping documents and internal email content regarding the purchase. For approval purposes it is often helpful to attach emails regarding chartstring distribution of expenses.

Learn more about how to Add Attachments and Comments to a Requisition.

Requisition attachments can be viewed from the following Information Warehouse reports:

  • FIN015 Transaction Detail – varies by transaction type
  • FIN040 Purchase Order Detail – Requisition Attachments

Invoices

The Office of Finance and Treasury (Accounts Payable department) is responsible for scanning and uploading all supplier invoices into Prime Financials. This ensures timely supplier payment and invoices ensures that the Office of Finance and Treasury can act as the Office of Record.

All suppliers must send their PO invoices directly to Accounts Payable by either of the following methods:

Email: Suppliers can send their invoices to invoices@princeton.edu
Mail: Suppliers can mail their invoices to:

Princeton University
Accounts Payable Department
PO Box 33
Princeton, NJ
08543-0033
United States

If a supplier sends a receipt directly to a department, the invoice can be scanned and emails to invoices@princeton.edu.

Invoices can be viewed from the following Information Warehouse Reports:
• FIN039 Payables Summary – Invoice Attachments
• FIN041 Payables Detail – Invoice Image
 

Reimbursement Receipts and Credit Card Receipts

Supporting documentation for Concur expenses can be added through the Concur application.

Receipts can be viewed from the following Information Warehouse Reports:

  • FIN042 Expense Report Transaction Listing – Receipt Image
  • FIN043 Credit Card Transaction Listing – Receipt Image

Journals

Attachments can be added to Journals as documentation backup and to support the Journal approval process. Learn more about how to Add an Attachment to a Journal


 

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