How to add, update, and inactive Standard Comments for POs

posted Aug 8, 2016, 9:51 AM by Peyri Herrera
Your organization can create Standard Comments that can be used and/or printed on purchase orders (POs). Initially, your organization was set up with one standard comment that is currently used to display your instructions to the supplier. This is the “BU Comment” that you select to display on your purchase orders. Now you can create frequently used comments as standard comments that can be added to your purchasing transactions by selecting them from the PO Header Comments “Use Standard Comments” link. 

Standard Comments screenshot from Purchasing page
From PO Header Comments click the “Use Standard Comments” link.Standard Comments

Here are the steps on how to create (add), update, and inactivate standard comments. You can access the Standard Comments screen (Main Menu > Set Up Financials/Supply Chain > Product Related > Procurement Options > Purchasing > Standard Comments) if you have the M_PO_BUYER role in PeopleSoft Finance.

Add Standard Comments

These directions explain how to create standard comments that can be used and/or printed on the PO.
  1. Navigate to Main Menu > Set Up Financials/Supply Chain > Product Related > Procurement Options > Purchasing > Standard Comments
  2. On the Add a New Value tab, enter or select the appropriate values: 
    1. SetID: Defaults to your district number. 
    2. Standard Comment Type: Select SPO
    3. bEnter the desired value to use. Limited to 4 digits. 
  3. Click Add
  4. In the Standard Comments section, enter the appropriate values: 
    1. Effective date: Defaults to today’s date. Change if necessary. 
    2. Status: Defaults to Active
    3. Description: Enter the desired description for this comment. 
    4. Short Desc: Value populates from the Description field but can be replaced with a different text. 
    5. Comments: Enter the desired text. To have a better view of the text, click on the “Display Comments in the Modal Window” icon. 
  5. Click Save. Based on the effective date entered and Active status, you can add this standard comment to the PO. 

Update Standard Comments

Here are the steps for updating/editing standard comments.
  1. Navigate to Main Menu > Set Up Financials/Supply Chain > Product Related > Procurement Options > Purchasing > Standard Comments
  2. On the Find an Existing Value tab, click on Search. NOTE: For the comment type that displays as Instructions to Supplier on the PO, enter Standard Comment Type begins with SPO and Standard Comment ID begins with ST
  3. Click on the Standard comment ID that you would like to update. 
  4. In the Standard Comments section, click on the (+) plus sign to create a new record with the desired effective date. Enter the updates in the Comments field. To have a better view of the text, click on the “Display Comments in the Modal Window” icon. 
  5. Click Save

Inactivate Standard Comment

Follow these directions to inactivate a Standard Comment.
  1. Navigate to Main Menu > Set Up Financials/Supply Chain > Product Related > Procurement Options > Purchasing > Standard Comments
  2. On the Find an Existing Value tab, click on Search. NOTE: For the comment type that displays as Instructions to Supplier on the PO, enter Standard Comment Type begins with SPO and Standard Comment ID begins with ST
  3. Click on the Standard comment ID that you would like to inactivate. 
  4. In the Standard Comments section, click on the (+) plus sign to create a new record with the desired effective date that this comment should become inactive. In the Status field, select Inactive. Enter text in the Comment field to save changes. 
  5. Click Save.