Purpose: This guide helps you add internal notes for your approver or external notes for your supplier and attach supporting documents to a requisition.
Before you begin:
1) You are logged into ESM Purchase™ ESM Consumer Role™ (see How to Log Into ESM).
2) You are on the checkout screen for a Quick Buy, Non-Catalog, or Store purchase.
3) You understand whether your note is for your approver (internal) or your supplier (external).
Note Types
| Note Type | Who Sees It / When to Use It |
|---|---|
| Internal Note | ESM users only — approvers, finance, administrators. Not sent to supplier. Use for approver instructions, urgency notes, justification, second/third quote references. |
| External Note | Sent to the supplier with the purchase order. Use for quotations, specifications, statements of work, delivery instructions. |
| Note: When using Quote Drop, the ingested quotation file is automatically added as an external attachment — you do not need to attach it manually. |
Steps — Adding an Internal Note
Figure 1: Checkout screen — Internal Notes field
1. On the checkout screen, scroll to the Internal Notes section.
2. Type your note in the text field. This note is visible to approvers and ESM users only — it will not be sent to the supplier.
3. To attach a supporting document (e.g., a second quote), select or drag and drop your attachment within the Internal Note section and upload your file.
Steps — Adding an External Note
Figure 2: Checkout screen — External Notes field
1. On the checkout screen, scroll to the External Notes section.
2. Type your note in the text field. This note will be included on the purchase order sent to the supplier.
3. To attach a supporting document (e.g., a statement of work or specification), select Add Attachment within the External Note section and upload your file.
Steps — Viewing Notes after Submission
Figure 3: Transaction detail view — notes and attachments visible after submission
1. From the landing page, navigate to Recent Transactions and select your transaction.
2. Notes and attachments are visible in the Order Details view.
a. Internal notes are visible to ESM users with access to the transaction.
b. External notes and attachments are visible and will be sent to the supplier.
| NOTE ✓ You're done when: Your note appears in the transaction detail view and any attached files are listed under the correct note type. |
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