(New) Line Item Notes and Alerts

Notes and/or alerts can be added to a line item to call attention to it or to send a note to the vendor. The number of notes and/or alerts in the line item displays after the Notes and Alerts link. If there are alerts for the line item, a red flag displays.

If an alert is added to a line item while the purchase order is still pending a message will pop up when the line item is received. If you add the alert after the PO is activated, there will be no popup, but the red flag will still display in the line item.

Alert Notifications

If you are receiving the line item from within the PO, the popup looks like this:

If you are receiving the line item from an invoice after closing it, the popup looks like this:

To add a note in batch to one or more line items:

1. Select the line items you would like to add a note to.
2. Enter the note text in the box that says “New Line Item Note…”
3. If the note is to be sent to the vendor, check off the “Note is vendor-public” checkbox.
4. Click Apply To Selected

To add a note or an alert to a single line item:

• Click on the Notes and Alerts link in the line item. You will see options for adding both notes and alerts.
• To Add a Note
  1. Enter the note in the Note Text box.
  2. Check off the Vendor Public checkbox if the note is to be sent to the vendor.
  3. Click Create Note.
  4. Click on the red X or the Notes and Alerts link to close the box.
• To Add an Alert
  1. Enter your text in the Alert Comments box.
  2. Select the type of alert from the dropdown. [Alert types include: attention, notify, replacement, and update.]
  3. Click Create Alert.
  4. A red flag appears next to the Notes and Alerts link.

To delete a line item note or alert:

1. Click on the Notes and Alerts link in the line item.
2. Click on the red Delete next to the note or alert you want to delete.