9.2 Standard Comments (Purchasing)

Purpose:  Use this document as a reference to add/update Standard Comments used for purchasing transactions.

Audience:  Purchasing staff.

Role required:  ZZ Purchasing Local Config.

You must have at least one of these local college managed security roles:

  • ZD Purchasing Local Cnfig Inq
  • ZZ Purchasing Local Config

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

In Purchasing, frequently made comments can be defined as Standard Comments. Standard Comment Type codes identify the types of comments and Standard Comments codes define comments for each comment type.

The ZZ Purchasing Local Config role provides access to add a new effective-dated record if an existing Standard Comment needs to be revised for your college.  In addition, new Standard Comment Types and Standard Comments can be added to the existing list as needed.

Standard Comments

The SetID may default to WACTC.  Do NOT use this default.  Always enter your college's Business Unit Set ID.

Update an existing Standard Comment

If an existing Standard Comment needs to be updated, rather than correcting the existing record, a new effective dated row should be added.  

Navigation: NavBar > Navigator > Set Up Financials/Supply Chain > Product Related > Procurement Options > Purchasing > Standard Comments

  1. The Standard Comments search screen displays.
  2. In the SetID field, please enter your college’s Business Unit (WAxxx). Do not use the Set ID “WACTC”.
  3. Select the Standard Comment Type.
  4. Select the Search button.
  5. The Search Results display.
  6. Select the Standard Comment ID from the results.
standard comments search page
  1. The Standard Comments screen displays.
  2. Select the plus sign [+] to add a new record.
standard comments page
  1. A new record is now added. In the new record, the Effective Date will default to the current date.
  2. Input updated values in the Description and Comments fields as needed.  
  3. Select the Save button.
  4. The updated Standard Comment will then be available to users while adding Comments to purchasing transactions as shown in the following example.
updated standard comment
  1. You have successfully updated an existing Standard Comment.

Add a new Standard Comment Type

Navigation: NavBar > Navigator > Set Up Financials/Supply Chain > Product Related > Procurement Options > Purchasing > Standard Comment Type

  1. The Standard Comment Type search screen displays.
  2. Select the Add a New Value tab.
  3. The Add a New Value page displays.
  4. In the SetID field, please enter your college’s Business Unit (WAxxx). Do not use the Set ID “WACTC”.
  5. Add a new Standard Comment Type code.  
  6. Select the Add button.
standard comment type add a new value tab
  1. The Standard Comment Type page displays.
  2. The Effective Date field will default to the current date.  
  3. Input a Description for the Standard Comment Type.  The Short Desc will default, but can be edited.
  4. Select the Save button.
new standard comment type
  1. You have successfully added a new Standard Comment Type.

Add a new Standard Comment

Navigation: NavBar > Navigator > Set Up Financials/Supply Chain > Product Related > Procurement Options > Purchasing > Standard Comments

  1. The Standard Comments search screen displays.
  2. Select the Add a New Value tab.  
  3. The Add a New Value page displays.
  4. Enter the college Business Unit ID in the SetID field (do not use WACTC).
  5. Select a Standard Comment Type.
  6. Add the new Standard Comment ID.
  7. Select the Add button.
add a new value tab on standard comments search page
  1. The Standard Comments page displays.
  2. The Effective Date will default to the current date.  
  3. Add a Description and Comments for the new Standard Comment.  The Short Desc field will default in, but can be edited.  
  4. Select the Save button.
standard comments page
  1. You have successfully added a new Standard Comment.
  2. Process complete.

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