Show/Hide Toolbars

Jim2® Business Engine Help File

Navigation: Jim2 Functions > Purchases and Expenses

Purchase/Expense Comment Grid

Scroll Prev Top Next More

This section of the Purchase/Expense Order form contains a grid for recording relevant user comments to the purchase record, along with storing all related emails to the purchase/expense.. Because these comments form part of the quality record for each purchase, any additions by a user are automatically time/date/initial stamped for accuracy, and provide an excellent quality record of events. As a result of this, you cannot re-order the comments within the grid. Comments within the Comment grid are normally for internal use, and as such will not form part of the purchase/expense order print copy (report) that is transmitted to the vendor.

 

purchase comments

 

Info

A time/date/initial comment line will be added to the Comment grid whenever the status of the purchase order is changed. Conversely, if a comment with a status is added to the Comment grid, Jim2 will ask the user if they would like to change the status of the purchase order.

 

change po status

 

The fields within the Comment grid are described below:

 

Field

Explanation

paperclip icon

Will show if there are attachments to an email or not.

mail icon

Email comments, ie. replied, forward, read, not read (shows icons).

Date

The date and time that the comment was added (hold the mouse pointer over the Date field and the time will pop up).

Initials

Shows the initials of the user who added the comment.

Status

This field will show the current status of the purchase order.

Comment

This is a multi-line text field with word wrap (limited to 8,000 characters) where you can enter relevant information.

 

The following options appear when you right click in any of the fields in the Comment grid.

 

quote comments popup

 

Field

Explanation

Add new

Will add a new line in the Comment grid.

Delete

Will delete the line that has been added to the job.

Send all comments via email

Will automatically send all comments of this job via email.

Reply, Reply All, Forward

Reply, reply all or forward email.

Show Grouping

Adds the familiar list grouping option to the Comment grid so users can group by all available grid columns.

 

show grouping

 

Show Find panel

Enables the Search panel, and gives the user the ability to search within the grid.

 

Show find panel v4.1

 

Grid Columns...

This sets up the grid columns that will be displayed for this user, or all users. By default, the columns shown are: Date, Initials, Status, and Comment grid.

Save Layout

Save the current column configuration. Administrators will be asked if they want to update the default layout for all users. Once saved, this will become the default layout.

Use Default Layout

Reset your grid layout back to its default layout.

 

Info

When a PO is sent electronically, a comment to that effect will be automatically added to the Comment grid.

 

Info

Your security level governs whether or not you are able to edit other people's comments within the Comment grid.

 

Filters

Filter in comments grid

 

Within the Comment grid, hover over a heading and you will see the Filter filter icon image appear. Select the filter and you will see a list of available filters to help you refine your search. This is particularly useful when there are a lot of comments within the grid. These filters will only show comments within the grid specific to the filter you choose.

 

Column Filter

Filter Choices

Attachments

All, Custom, No Attachments, Has Attachments.

Email

All, Custom, Comment, Email Replied, Email Forwarded, Email Read, Email Not Read.

Date

All, Custom, then shows all dates within the grid.

Initials

All, Custom, then shows the initials of all users within this field.

Inc

All, Custom, False. When this field is ticked, show comments on website. When a customer goes to the job on the website, this comment will show. Unticked = don't show.

Status

All, Custom, then shows all statuses within this field.

 

The custom filter choice allows you to define your search further:

 

custom filter

 

Spellcheck

Spell checker is usable within key text entry areas such as the Comment grid and Labour Entry screens. Note that all spelling options are at a user level.

 

You can quickly adjust Autocorrect options whilst within the spell checker by right clicking within the Edit screen:

 

spellcheck

Right click options within Comment grid

 

autocorrect options

 

Among the Autocorrect options is the ability to turn on or off the auto-complete function.

 

Note that Autocorrect is off by default in a new Jim2 setup.

 

Info

Spellcheck settings are per user.

 

Further information:

Purchases Security

Expenses at a Glance

Purchases at a Glance

Add a Negative Expense Order

Add a Purchase Order

Add an Amount to a PO when Finished at $0

Add an Expense Order

Add Comments to a Purchase Order

Add Purchase Back order

Add Stock to a Purchase Order

Auto Create a Purchase Order

Create a PO from a Similar or Previous PO

Create a Purchase Order List

Debtors Purchase Orders

Employee Reimbursements

 

 

Enter Serial Numbers

Expense Order Stock Grid

Expenses Tab on POs

Fix Incorrect Pricing after PO on Finished Status

How does Cost of Goods work

Link Expenses to a Purchase Order

Manufacturing Purchase Orders

Opening Balance Purchase Order

Print a Purchase/Expense Order

Purchase an Asset Under Finance

Purchase Consignment Stock

Purchase List Header

Purchase Order List

Purchase Order Reports

Purchase Order Stock Grid

 

Purchase/Expense Order Footer

Purchase/Expense Order Header

Purchases/Expenses Status

Purchases/Expenses Tabs

Receive Consignment Stock

Receive Stock

Record One Invoice number on Multiple Purchase Orders

Record Overseas Purchases, GST and Import Costs

Return to Vendor

Round up Supplier Invoices

Unprint Purchase/Expense

View or Edit a Purchase/Expense