Adding Comments to Purchase Orders

Use the Purchase Order Entry window to add comments for individual line items. For example, if you received an over-shipment of items, but have decided to keep the surplus in your inventory, add a comment informing accounts payable to send payment.

You can also add comments that are unattached to the line items and saved at the order level. For example, you can thank your customers for purchasing with you and include any return information they may need.

The comments added to purchase orders print on the purchase order for the warehouse agent. You can delete a line item comment if needed.

Consider the following control maintenance records when adding comments to purchase orders:

• Copy Procure Comments to P/O

• Exclude Original Sale Line Item Comment From Returned P/O

• Line Item Standard Comments

• Exclude Procure Comments From OE Group Procurements

• Copy Comments For Procured Items To Transfers

To add a comment for a P/O line item:

1. From the Purchase menu, select Purchase Order Entry to display the purchase order entry window.

2. Display the purchase order for which you want to add a comment.

3. Place the cursor on the line item for which you want to enter a comment.

4. From the Line Item menu, select Comment to display the Comments window.

5. In the Comment Type field, select the category for the comment you are entering.

Note: Selecting Replace Description inserts the product description in the comment field.

6. In the Comment field, enter any additional comment information and select File > Save.

7. Save your changes and exit the window.

The comment displays below the product description on the purchase order Body tab.

8. Save your changes and exit the window.

To add an order-level comment:

1. From the Purchase menu, select Purchase Order Entry to display the purchase order entry window.

2. Display the purchase order for which you want to add a comment.

3. From the Line Item menu, select Comment to display the Comments window.

4. In the Comment Type field, select the category for the comment you are entering.

5. In the Comment field, enter any additional comment information and select File > Save.

The comment displays on its own line item and prints on the invoice.

6. Save your changes and exit the window.

To delete a comment for a PO line item:

1. From the Purchase menu, select Purchase Order Entry to display the purchase order entry window.

2. Display the purchase order for which you want to add a note.

3. Place the cursor on the line item for which you want to remove a comment.

4. From the Line Item menu, select Comment to display the Comments window.

5. Delete part or all of the comment.

6. Save your changes and exit the window.

The comment no longer displays below the product description on the purchase order Body tab.

7. Save your changes and exit the window.

See Also:

Purchase Orders Overview