Purchase Comments and Notes

Add and manage comments and internal notes on purchase documents.

There are a number of ways you can add additional information to a purchase document, be that for internal or external use. You might want to store a document against a purchase blanket order to be able to refer to it later or include vendor-specific packaging instructions.

Prerequisites

Ability to create purchase documents.

Purchase Document Attachment Factbox

All purchase documents have an Attachment Factbox Section. Here you can add both Attachments and Notes.

Attachments: upload a pdf, image, word document or any file to the document. The attachment is stored within the database, meaning anyone else can open and read it. Note that the use of attachments will increase the size of your database especially if you are attaching large files.
Notes: type or copy/paste free text to the document. These notes are for internal use only and not suitable for printing or reporting on.

Both Attachments and Notes can be copied to a posted transaction.

Purchase Comments

All purchase documents have a Purchase Comments area, this is accessed from each document's page. Here you can add free text. Comments have a Comment Type that impacts how each line is used within Bevica.

Comment Type

Note

Internal

These are internal comments and not published anywhere.

Delivery Instr. (Sales)

These are not used on purchase documents.

Picking Instr. (Sales)

These are not used on purchase documents.

Sales Documents

These are not used on purchase documents.

Purchase Documents

These are displayed on the purchase order output.

Gift Note

These are not used on purchase documents.

Default Vendor & Order Address Comments

Both the Vendor and Order Address pages have a comments area, accessed from each pages' ribbon option. When a purchase document is created, all Vendor and Order Address comments are copied to the document along with their Comment Type.

Purchase Line Comments & Standard Text Codes

It is possible on any document to add comments at line level. To do this to make sure the Type field is set to 'Comment' and enter your text in the Description field. Alternatively, you can create Standard Text Codes which appear in the 'No.' field lookup.

Comment lines appear on all outputs as they appear on screen and are copied to posted documents alongside all other lines. Line comments are typically used to highlight something about a particular line, but can be used as general notes you want your customer to see.

Item Extended Texts

It is possible to add multiple default comment lines against an item, these are then copied to a document whenever that item is used. From the Item card ribbon, select Extended Texts. Here you can add multiple text lines specifying, if you want, language code, valid start and end date, and which purchase documents they are to be copied to.

As Purchase Line Comments above, these can be used to highlight a product on offer or something unique about that item.

Report Layouts

All vendor facing purchase document outputs are managed by Report Layouts which are themselves Word documents. As such you can open the Word document and add a generic comment or message. That message will then appear on all subsequently printed/emailed outputs. I.e. this can be used to display Easter / Christmas office opening times or company news.