In this topic you will learn how to Add, Change and Delete Comments.
Header Comments
Comments that apply to all line items can be added in the Header section to the Add Comments link. If you need to add new vendor information, vendors suggested for a RFQ, an alternate mailing address, etc., you will add this information to the requisition using the Add Comments link. Any specific shipping or delivery instructions may be added there as well.
For this example, comments will be added for a specific line item. Comments are added using the same method at both the Header and Line level.
The process for adding comments, whether at the Header or Line level, is the same, so the process demonstrated here is used for both.
A spell check option is available on the Line Comments page. The same method as used in Word to spell check is used in PeopleSoft.
Misspelled words are highlighted and can be ignored, Changed or Added.
Enter the file location and name in the blank field, or click the Browse button to search for the file in your directory.
Click the View button to view the document. This will open a new window.
No changes can be made to the document once it is attached to the requisition. If changes to the document are required, delete the attachment, make the changes to the original document and then attach the revised document to the requisition.
Changes made on the Line Comments page must be saved to the requisition.
Line Comments
Comments can also be added at the line level using Line Comments. When entered as Line Comments, the information will relate to the specific line item only and will display and print with the corresponding line item.
The end-user will enter information that applies to a particular line item on the Line Comments page. Some examples of comments that may be added are: if additional space is needed for long descriptions; if there are multiple items being ordered and the shipping or delivery instructions applies to a particular line item, the user may choose to enter the specific shipping or delivery instructions in the Line Comments page for that particular line; etc.).
The Comments box on the Line Comments page is a free-text box. You can use the Enter key on your keyboard in the comment box to move to the next line.
The Comment box is limited to 2,000 characters. It is recommended the end-user limit comments to 2 or 3 pages in a comment box. If additional space is needed, a new comment box will be added. You can copy and paste information from another application such as Word or the Web.
If you need to enter lengthy comments, you can also elect to send the information via e-mail or deliver a hard copy to Purchasing. The Requisition ID must be noted on the document if either of these options is used.
Documents can be attached to the requisition as well. Currently no documents are attached to the requisition, which is indicated by the word Attachment being grayed out.
The name of the attached document displays to the right of the word Attachment.
The Attach button is grayed out and the View and Delete button are now active.
NOTE: Once the attachment is added, the requisition must be saved. For training purposes only, you will not save the requisition until later in the exercise.
If the wrong attachment is added, the document can be removed by clicking the Delete button. You must then exit the Line Comments page and Save the requisition for the document to be deleted.
The Send to Vendor, Shown at Receipt and Shown at Voucher check boxes will remain blank. Purchasing will check these boxes if needed.
The only difference between the Add Ship To Comments and the Line Comments page is the Copy Item Specs link is missing. In place of this link is the Ship To: field.
Normally, you would click the OK button to return to the Schedule page.
For training purposes only, click the Cancel button.
Standard Comments
You can insert pre-defined comments using the Copy Standard Comments link.
If more comment space is needed, you can add comment boxes. There is no limit on the number of comment that can be added.
Click the Copy Standard Comments link.
NOTE: The Copy Item Specs option is not used.
Delete Comments
Comments boxes are never really deleted from the system. You can prevent a comment box from displaying and printing by clicking the Inactivate button. This will cause the comment box to be grayed out. The inactive comment box will continue to be seen on the page until you navigate away from it.
A comment can be reactivated by clicking the Undo button. However, if you navigate away from the page prior to reactivating the comment, you will have to re-enter the comment information.
Added rows are independent of each other, so documents added to one row will not display on another. Use the arrows to move from row to row. The View All link can also be used to view all rows at one time.
You can edit the comments by clicking in the comment box and making the necessary changes.
NOTE: Shipping and/or delivery instructions for a specific line item should never be added to the Add Ship TO Comments on the Schedule page. Vendor and address information for mailing the PO should never be added at the line level. Vendor and address information for mailing the PO must be entered in the Header section using the Add Comments link.
This completes Add, Change and Delete Comments.
The only difference between the Add Ship To Comments and the Line Comments page is the Copy Item Specs link is missing. In place of this link is the Ship To: field.
