Create and View Purchase Order Notes Version

Contents

Overview

A PO Form Note is a note that is printed on all purchase orders. A PO Standard Note is a generic note that can be associated with individual purchase orders in the system. PO Standard Notes are maintained separately from user notes and are specific to a PO. PO Standard Notes are always printed on the corresponding purchase order. You create one or more PO Standard Notes in the system, and then associate each with various POs, as relevant.

You can also create and view User Notes and Internal Notes for POs, and view any System Notes generated by the system.

Important: From the Purchase Order Inquiry panel, adding User Notes to either the receipt line or the invoice line actually adds the notes to the purchase order line, and not to the receipt or invoice lines. The User Notes print on the Receiving Delivery document (i.e. Put List and Receipt Pick List).

Internal Notes are not printed on a PO, invoice, or receiving document.

ePHI Concerns and User Notes

Features are built into the system to ensure the privacy of electronic protected health information (ePHI), in compliance with HIPAA requirements. Among the features designed to protect ePHI data is a setting on the user profile that restricts unauthorized users from viewing patient information in panels, spreadsheets, reports, printed documents, and other application elements.

Important: You should be aware, however, that if you enter free-form ePHI data in notes attached to contracts, purchase orders, requisitions, order guides, item records, invoices, and any other application documents, the ePHI data cannot be protected from display (or editing) by unauthorized users. Your site may wish to establish a policy for notes so that you are not inadvertently making ePHI information visible.

Security

In addition to the security issues for ePHI (outlined above), the ability to display, create, and edit PO Form Notes, PO Standard Notes, and Internal Notes is governed by the "Purchasing" role object.

- To copy PO Standard Notes, the setting for the "Purchasing" role object must be Create or higher.

- To copy or view Internal Notes, or to create or edit PO Form Notes, the setting for the "Purchasing" role object must be View or higher.

To view/create PO Form Notes:

1. From the Materials Management main Contents, select Purchasing > PO Form Notes.
   The PO Form Notes panel appears. The current PO Form Notes are displayed in the text box
2. If you only want to view the form notes, click Cancel when you are finished reading them.
3. To edit the PO form notes, type the changes you want to make in the text box. Click Submit.
   The edited version of the notes will appear on the next POs created.

To view/create PO Standard Notes:

1. From the Materials Management main Contents, select Purchasing > PO Standard Notes.
   The PO Standard Notes list appears. The list shows the first line of each note.
2. To create a new PO standard note, click New. The system displays the PO Standard Notes panel.

• Enter the note in the text box on the panel. You can type as many lines in the note as you wish. The text box will give you more space and will scroll.
• Click Submit when you are finished. The PO Standard Notes list reappears.
• Click Refresh to see the first line of your new note.

3. To view a PO standard note, select Menu > Edit next to any note on the list. Click Cancel when you are finished reading the note.
4. To edit an existing standard note, select Menu > Edit. A text box appears with the note displayed.

• Type the changes in the text box.
• Click Submit when you are finished.
  The PO Standard Notes list reappears.

To copy a PO Standard Note to a PO:

1. From the Materials Management main Contents, select Purchasing > Purchase Orders (by PO or by Create Date). The list of purchase orders appears.
2. Locate the purchase order of interest on the list.
3. Next to the purchase order, select Menu > Copy PO Standard Notes.
   The system displays the Copy PO Standard Notes panel. The PO header information is on top and the list of PO standard notes available is at the bottom.
4. Click one or more boxes in the Select column for the notes that you wish to copy to the PO.
5. When you are finished selecting notes, click Submit. The system returns you to the purchase order list.
6. Click Refresh.
   Your PO appears on the list with a yellow "sticky note" icon. Click the icon to see the notes.

To view and create User Notes for POs

Note: User notes print on a purchase order. You can create and view user notes from a PO inquiry, or from the Menu on a PO list panel.

From a purchase order list,

To view user notes, next to any PO, click the yellow note icon or select Menu > User Notes. (This option is at the bottom of the menu.)

To create user notes,

1. Next to any PO, click Menu > Add User Note. (This option is at the bottom of the menu.)
   A blank user notes edit page appears for writing a user note (Figure 1).

Figure 1 - Edit Panel for User Notes

2. Write the note.
3. Click Save.
4. Specify a path that links to an external file, if you wish.

The path can be a URL (that is, a web address beginning with http://) or a path to a file in your network (beginning with \\).
Restriction: Do not create a link to a file on your computer's local disk drive. Local drives begin with C:, D: or sometimes E: These locations are not valid for the link because no one else will be able to access the linked file. The file must be in a network location.

• To specify an external link, in the External Link box, key in the file location, or click Find file to search for the file and select it.
  You can link to files with extensions .htm, .pdf, .xls, .doc (and other Microsoft Office formats), .jpg, .gif, .wav files, and others.
• Click Save.

5. Click Submit when you are finished. The edit panel disappears, and the system returns to your previous location.

On a purchase order inquiry,

To view user notes, click the User Notes tab.

To create user notes,

1. Click the User Notes tab.
2. Click New.
   A blank user notes edit page appears for writing a user note (Figure 1).
3. Follow the previous instructions.

Internal Notes

Internal notes allow internal communication about a PO and do not print on the PO. You can create and view internal notes from the Menu next to any purchase order on purchase order lists:

Vendor Buy-From Location Purchase Orders
Purchase Orders
Deleted Purchase Orders
Authorize Purchase Orders
Purchase Orders for Receiving
Purchase Orders For Matching
Purchase Orders For Matching (from the vendors list)
Vendor Purchase Orders.

To create and view Internal Notes for POs

The process of adding internal notes and the edit panels are the same as for adding regular user notes.

1. On a purchase order list, next to any PO, click Menu.
   
   

   Figure 2 is an example of the Menu elements on a purchase order list.

   

   Figure 2 - PO Menu Elements Add Internal Note and Internal Notes to Create and View Internal Notes

2. Click Add Internal Note to add a new internal note to the purchase order.
   A blank edit page appears for writing a note (Figure 1).
3. Follow the steps above.

• To view internal notes for a purchase order from a PO list, click Internal Notes on the PO Menu Figure 2 .
• On a PO inquiry, you can view and create both regular user notes and internal notes by clicking the appropriate tab (Figure 3).
  The steps are the same as those for regular user notes.

Figure 3 - Accessing Internal and Regular User Notes from PO Inquiry

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