The article below pertains to Procure to Pay (P2P) for the following applications and/or module(s):
AP Automation
Procurement
1. Purpose of comment templates
Comment templates allow the use of predefined standard texts in the comment field when processing workflow documents. Think of frequently used explanations when rejecting, deleting, or returning an invoice. Instead of retyping an explanation each time, a suitable template can be selected and adjusted if desired.
Comment templates are available for the following document types:
- Invoice
- Purchase request
- Purchase order
- Goods receipt
Free requests and shopping carts are not supported.
2. Access and permissions
The use of comment templates is available to anyone with access to the comment field in a workflow document. To manage templates (create, edit, delete), the permission commenttemplates:has_full_access is required. Contact your system administrator to have this permission assigned.
Navigation path for use:
AP Automation → [Open Invoice] → Audit panel → Comment field
Navigation path for management:
Setup → Platform → Comment templates
3. Overview of functionality
3.1 Templates
A comment template consists of the following fields:
- Category – the category under which the template falls
- Document type – the document type within which the template is available: Invoice, Purchase request, Purchase order or Goods receipt
- Standard text – the predefined text that is inserted into the comment field upon selection
3.2 Categories
Templates can be organised into categories. A category consists of the following fields:
- Code – a unique code for the category
- Category name – the name as visible to users
- Status – active or inactive
4. Managing comment templates
4.1 Navigation
Go to:
Setup → Platform → Comment templates
This section is only accessible to users who have been assigned the permission commenttemplates:has_full_access.
4.2 Creating a category
1. Go to Categories
Navigate to Setup → Platform → Comment templates → Categories and click New.
2. Fill in the fields
Enter the code, category name, description, and status.
3. Save
Click Save to create the category.
4.3 Creating a comment template
1. Go to Templates
Navigate to Setup → Platform → Comment templates → Templates and click New.
2. Fill in the fields
Select a category, choose the document type for which the template should be available, and enter the standard text.
3. Save
Click Save.
5. Using a comment template
5.1 Navigation
Go to:
AP Automation → [Open Invoice] → Audit panel → Comment field
5.2 Steps
1. Open the comment field
Click Edit on the document and navigate to the comment field.
2. Select a template
Above the comment field, a dropdown list is available with the templates set for this document type. Select the desired template. The standard text is automatically placed in the comment field.
3. Adjust the text (optional)
The inserted text can be freely modified before saving the comment.
4. Save
Save the document. The comment will be included in the audit history of the document.
6. Best practices
- Create categories that align with common actions, such as Rejection, Correction request, or Approval.
- Keep standard texts short and clear so they can be quickly adjusted where needed.
- Remove templates that are no longer in use to keep the dropdown list clear.
- Assign the permission
commenttemplates:has_full_accessonly to administrators or key users responsible for managing templates.
7. Summary
- Comment templates provide the ability to insert standard texts when adding a comment to a workflow document.
- Templates are available for Invoice, Purchase request, Purchase order, and Goods receipt.
- After insertion, the text is freely editable.
- Templates and categories are managed via Setup → Platform → Comment templates.
- Managing templates requires the permission
commenttemplates:has_full_access.