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Entering Standard Comments Concept

Learn how to add, retrieve, sort, and manage standard comments on purchase orders in a step-by-step process.

jcarey
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Entering Standard Comments Concept

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  1. Entering Standard CommentsConcept

  2. Entering Standard Comments

  3. Entering Standard Comments Step 1 Begin by navigating to the Purchase Order page. Click thePurchasingmenu.

  4. Entering Standard Comments Step 2 Click thePurchase Ordersmenu.

  5. Entering Standard Comments Step 3 Click theAdd/Update POsmenu.

  6. Entering Standard Comments Step 4 Click theFind an Existing Valuetab.

  7. Entering Standard Comments Step 5 Click in thePO IDfield.

  8. Entering Standard Comments Step 6 Enter the desired information into thePO IDfield. Enter"ERV1".

  9. Entering Standard Comments Step 7 Click theSearchbutton.

  10. Entering Standard Comments Step 8 Use the Purchase Order page to enter or change PO information.

  11. Entering Standard Comments Step 9 Click the Add Comments link to enter comments for a transaction. You can enter a unique comment or select from predefined standard comments. Click theAdd Commentslink.

  12. Entering Standard Comments Step 10 Use the PO Header Comments page to enter comments for a transaction.

  13. Entering Standard Comments Step 11 Select the Retrieve Active Comments Only option to retrieve only active comments. In Add mode, this option is selected and cannot be deselected (cleared). After you inactivate a comment line using the Inactivate button, save, and then reenter the transaction. You cannot access the comment line when this option is selected. You can deselect this option to retrieve the comment line that you inactivated, in addition to any active comment lines.

  14. Entering Standard Comments Step 12 Click the Retrieve button to load existing comments into the comments text box. This button appears only if existing comments are available.

  15. Entering Standard Comments Step 13 Use the Sort Method list box to select the method that you want to use to sort the comments retrieved. Valid methods are: • Comment Time Stamp: Select to sort the comments by the time stamp assigned by the system when they were created. • Supplier Flag: Select to sort by comments flagged to be sent to the supplier.

  16. Entering Standard Comments Step 14 Click the Sort button to sort comments according to the selections that you made in the Sort Method and Sort Sequence fields.

  17. Entering Standard Comments Step 15 Click the Use Standard Comments link to copy standard comments to the purchase order header comments. When you click this link, the Standard Comments page appears. Click theUse Standard Commentslink.

  18. Entering Standard Comments Step 16 Use the Standard Comments page to add standard comments to the comments text box.

  19. Entering Standard Comments Step 17 You use the Action field to select the action that you want to perform on the standard comments. You have already specified that you want to copy comments.

  20. Entering Standard Comments Step 18 Next, you need to enter the comment type code. Standard comment types are defined on the Std Comm Type page. Click in theComment Typefield.

  21. Entering Standard Comments Step 19 Enter the desired information into theComment Typefield. Enter"DEL".

  22. Entering Standard Comments Step 20 Next, you need to enter a standard comment using its Comment ID. Different comments are available depending on the selected standard type. Click in theComment IDfield.

  23. Entering Standard Comments Step 21 Enter the desired information into theComment IDfield. Enter"SIZE".

  24. Entering Standard Comments Step 22 Click theOKbutton.

  25. Entering Standard Comments Step 23 The PO Header Comments page reappears with the comment text displayed.

  26. Entering Standard Comments Step 24 Click the Inactivate button to inactivate the currently displayed comment. The comment is not actually deleted, but is set to an inactive status. You must deselect the Retrieve Active CommentsOnly option to access any inactive comments. If you have inactivated a comment, you must select the Retrieve button to reselect the comments.

  27. Entering Standard Comments Step 25 Select the Send to Supplier option if you want comments to appear on purchase orders dispatched to suppliers. If the comments are for internal use only, deselect the option. The Send to Supplier option applies to comments in the comment text box only, not to the documents that you attach using the Associated Document fields. Click theSend to Supplieroption.

  28. Entering Standard Comments Step 26 Select the Show at Receipt option if you want comments to appear on the receipt documents.

  29. Entering Standard Comments Step 27 Select the Show at Voucher option if you want comments to appear on the vouchers.

  30. Entering Standard Comments Step 28 Use the options in the Associated Document group box to attach files to the transaction. You can attach any type of file. The documents that you choose to attach are not transmitted with the purchase order to the supplier.

  31. Entering Standard Comments Step 29 Click theOKbutton.

  32. Entering Standard Comments Step 30 Click theverticalscrollbar.

  33. Entering Standard Comments Step 31 Click theSavebutton.

  34. Entering Standard Comments Step 32 You have successfully entered standard comments for a purchase order. End of Procedure.

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