Adding or Removing Document Comments

Some Of the nominals and ledgers used in this topic may be different to those in your chart of accounts.

Adding comments to a document can provide useful information to other users regarding the document. For example, you could include an explanation as to why a document has been placed in dispute, or an explanation of why payment has not yet been received from a customer. You can manually or automatically date stamp the comment with the date, time, and the name of the person who added the comment.

This topic assumes you are familiar with running enquiries and creating documents. For more information, please see Running a Detail Enquiry or Running a Document Enquiry, and Completing Document Input Forms.

Adding or removing document comments consists of the following:

Adding Comments to a Document

Removing Comments from a Document

Adding Comments to a Document

Comments can be added to a document when it is created using a document input form or after it has been posted using the comment function available from any of the enquiry windows. Please select from the following:

Adding Comments to a Document when it is Created

Adding Comments to a Posted Document

Adding Comments to a Document when it is Created

Comments can be added to the overall document or to a specific detail line if the document input form allows multiple items/transactions to be recorded.

Adding Comments to the Overall Document

  1. When you have completed all the required details for the payment/transaction on the document input form, select COMMENT, then select DOCUMENT COMMENT to add a comment to the overall document.
  2. The Document Comment dialog is displayed. Enter the details of the comment you want to add to the document, select DATE STAMP to add the details of the user adding the comment, the date, and the time, then select OK. The comment is then visible against the document when it is posted in any of the enquiry windows.

Adding Comments to a Detail Line within the Document

  1. When you have completed all the required details for the payment/transaction on the document input form, select anywhere in the detail line to which you want to add a comment, select COMMENT, then select DETAIL COMMENT.
  2. The Detail Line Comment dialog is displayed. Enter the details of the comment you want to add to the detail line, select DATE STAMP to add the details of the user adding the comment, the date, and the time, then select OK. The comment is then visible against the document detail line when it is posted in any of the enquiry windows.

Adding Comments to a Posted Document

Adding Comments to the Overall Document

  1. On the enquiry window, select the required document, then select COMMENTS.
  2. The Document Comment dialog is displayed. Enter the details of the comment you want to add to the document, select DATE STAMP to add the details of the user adding the comment, the date, and the time, then select OK.
  3. The Comment icon is then displayed against the document in the enquiry window. To view or edit the comment, right-select on the document, then select Comments from the pop-up menu or select COMMENTS.

Adding Comments to a Detail Line on a Document

You are unable to view document detail lines on some enquiry windows. If the enquiry window allows detail lines to be displayed, select Expand (+) adjacent to the Document Type column.

  1. On the enquiry window, select the required document, select the required detail line, then select COMMENTS.
  2. The Detail Comment dialog is displayed. Enter the details of the comment you want to add to the detail line, select DATE STAMP to add the details of the user adding the comment, the date, and the time, then select OK.
  3. The Comment icon is then displayed against the detail line in the enquiry window. To view or edit the comment, right-select on the detail line, then select Comments from the pop-up menu or select COMMENTS.

Removing Comments from a Document

Comments can only be removed from posted documents from the any of the enquiry windows or by editing the document. Please select from the following:

Removing Comments from a Posted Document

Editing a Document to Remove Comments

Removing Comments from a Posted Document

Removing Comments from the Overall Document

  1. On the enquiry window, select the required document, right-select on the document, then select Comments from the pop-up menu or select COMMENTS.
  2. The Document Comment dialog is displayed. If there is more than one comment and you only want to remove a specific comment, select in the comment, then press the Backspace key until all the details of the comment you want to remove have been deleted. If you want to remove all comments, select CLEAR.
    Selecting CLEAR removes all comments that have been added to the document. You are unable to recover the comments if you select OK. If you accidentally select CLEAR, select Cancel to return to the enquiry window, and the comments are not removed.
  3. The Comment icon is then no longer displayed adjacent to the Document Type column in the enquiry window.

Removing Comments from a Detail Line on a Document

You are unable to view document detail lines on some enquiry windows. If the enquiry window allows detail lines to be displayed, select Expand (+) adjacent to the Document Type column.

  1. On the enquiry window, select the required document, right-select on the detail line, then select Comments from the pop-up menu or select COMMENTS.
  2. The Detail Comment dialog is displayed. If there is more than one comment and you only want to remove a specific comment, select in the comment, then press the Backspace key until all the details of the comment you want to remove have been deleted. If you want to remove all comments, select CLEAR.
    Selecting CLEAR removes all comments that have been added to the detail line. You are unable to recover the comments if you select OK. If you accidentally select CLEAR, select Cancel to return to the enquiry window, and the comments are not removed.
  3. The Comment icon is then no longer displayed adjacent to the Nominal column on the detail line in the enquiry window.

Editing a Document to Remove Comments

You can remove a comment from a document while editing the document.

  1. On the enquiry window, select the required document, then select EDIT.
  2. The PSFJournal document input form populated with the details of the document is displayed. Select COMMENT, then select DOCUMENT COMMENT.
    To remove a comment from a detail line, select in the required detail line, select COMMENT, then select DETAIL COMMENT.
  3. The Document Comment or Detail Line Comment dialog is displayed. If there is more than one comment and you only want to remove a specific comment, select in the comment, then press the Backspace key until all the details of the comment you want to remove have been deleted. If you want to remove all comments, select CLEAR.
    Selecting CLEAR removes all comments that have been added. You are unable to recover the comments if you select OK. If you accidentally select CLEAR, select Cancel to return to the PSFJournal document input form, and the comments are not removed.
  4. When you have removed the comments, select POST to post an updated copy of the document.
  5. The Comment icon is then no longer displayed against the document or detail line in the enquiry window.