In this topic you will learn how to Add, Change, or Delete Comments at the Header and Line level.
NOTE: Comments will be added while entering the Requisitions.
Header
Comments may be added to a requisition at the Header level using the Add Comments link. Users should only enter information that applies to the entire requisition (e.g. new supplier information, suggested suppliers for bid, address for mailing the Purchase Order when the supplier has multiple locations, etc.) at the Header level. Specific shipping or delivery instructions applicable to all line items may also be entered at the Header level.
In this exercise you will add comments at the Line level.
NOTE: The instructions shown here may be used to enter comments at the Line and Header level. The method used to add, change and delete comments is the same for both.
NOTE: Comments will display and print on the requisition, so do not include any comments you do wish to be seen in Line Comments.
Click the Spell Check Comment Text button.
Misspelled words are highlighted and alternative spellings are provided.
Click the Change button.
NOTE: Be very careful when using this feature.
Send to Supplier
If the Send to Supplier checkbox is checked, any comments shown will be printed on the PO. Purchasing will check this box if needed.
Click the Add a new row at row 1 button to insert a row if additional space is needed.
You may continue to insert comment boxes as needed. Inserted row(s) are independent of each other and have unlimited characters. Comments will display below line item information on the requisition.
Click the View All link.
The Use Standard Comments and Use Item Specifications links should not be used.
Inactivate Comments
Comments cannot be deleted, but can be inactivated so that they will not show in the system or on the requisition. The comment box will be grayed out by the system when the Inactivate button is clicked.
NOTE: When a user navigates away from the Line Comments page, the system will remove the inactivated comment boxes from the page. Inactivated comment boxes cannot be recovered once a user navigates away from the page; they must be re-entered.
Click the OK button to return to the Requisition page.
Click the Save button.
NOTE: Users should save whenever a change is made to the requisition.
Header (continued)
Justification for purchase can be added as header comments. The Approval Justification box should be checked. The information entered as a header comment with the approval justification box checked off will display on the requisition approval page when the approver selects the requisition from his worklist.
Comments added at the Header level will display and print after all line item information.
Line Comments
Comments may also be added for a specific line item in the Line Comments page. Comments added in Line Comments will display and print with the corresponding line item. Only information that applies to that particular line item(i.e. item specifications) should be entered in its Line Comments page.
Do not enter vendor information or the address for mailing a PO in the Line Comments page. That information must be entered at the Header level.
You may enter free-text comments by typing in the Comments field. You may use the Enter key on your computer keyboard in the comment box to move to the next line.
Comment boxes have no limits set for the number of characters entered. It is recommended that users limit comments in each box to half a page. New comments boxes can be added if more space is required. There is no limit on the number of comment boxes that can be added. If you need to enter lengthy comments (e.g. specifications) you may opt to send those electronically, or deliver a hard copy to Purchasing with a notation of the Requisition ID to which it should be attached. Documents can also be attached to the comment box as well.
Users may copy and paste comments from the web and Microsoft applications such as Word. The spell check feature is also available for each comment box.
Clicking the Undo button will re-activate an inactivated comment box as long as you have not navigated away from the Line Comments page. Inactivated comment boxes cannot be re-activated once you navigate away from the page.
If you create multiple comments and wish to see the order in which the comments print on the requisition, select Ascending for the Sort Sequence and then click the Sort button. The comments will print in Ascending date order from the oldest comment to the newest comment.
NOTE: The white Comment bubble now is now filled with blue dots, indicating comments have been added.
This completes Add, Change, or Delete Comments
NOTE: Comments will display and print on the requisition, so do not include any comments you do wish to be seen in Line Comments.