There are several different types of comments you might need to enter on your purchase orders. Often the same comments are repeatedly entered into orders. For these types of comments you can set up a Comment Code, which can then be applied to a purchase order by the buyer. This ensures that the comments are consistent and accurate on the purchase orders to which they are applied. This can also decrease entry time by allowing the buyer to choose a code, instead of repeatedly typing out the message.

If you have comments that either require long descriptions or that sometimes appear together on purchase orders, you can create grouped Comment Codes to further decrease entry time.

Grouped codes have the first five characters alike and the sixth character different. The example in this topic uses the following grouping method for Comment Codes:

Each Comment Code identifies a different comment line (line of text). The sixth character can be a letter or a number. When selecting a Comment Code using the Lookup during purchase order entry, the system adds all comments for all codes that have the same first five characters to the transaction. This feature is useful for both long descriptions and for different comments that sometimes appear together on transactions.

If you have a one-time comment to add, you can do so directly in the entering or receiving detail grid (see Entering Comments).