We've seen a few questions recently regarding Requisition Management where the customer is using non-inventoried items and because of it, there isn’t any description that can be pulled from Dynamics GP. Because of this, the customer will often add a description in the Description or Comments fields in the Add Items window when adding the non-inventoried items to the requisition.
The problem with this is that in the Employee Center > Purchase Request Details, the 'Description' field does show what is written in the Description field in the Add Item window, but when the item is final approved and they pull it up under the Purchasing Center > Requisitions page, the Descriptions field there shows the actual description pulled from GP, which will be blank with non-inventoried items.
To get around this, we can add the ItemComment and/or ItemText fields to the query being used by the Purchasing Center > Requisitions page to pull the item’s information.
--The ItemComment field will display anything added to the Description field in the Add Items window.
--The ItemText field will display anything added to the Comments field in the Add Items window.
The steps to do this are as follows:
1. Log on to Business Portal as a user who has administrator rights.
2. On the Business Portal Main page, click Site Actions, and then click Site Settings.
3. In the Business Portal Administration section, click Query organization.
4. Expand the following nodes:
•Dynamics
•Requisition Management
5. Click 'CreatePO List', and then click Move to Folder.
6. In the Browse for Folder window, expand the following nodes:
•QueryPages
•Purchasing
•personal
7. Click the appropriate user folder, and then click OK.
8. On the Business Portal menu, click Purchasing Center.
9. On the left side of the window, click Queries in the View All Site Content section.
10. In the My Queries section, click 'CreatePO List', and then click Modify Query.
11. In the Modify Query window, click the Select Columns tab, and then click to select the ItemComment and/or ItemText check box.
--The ItemComment field will display anything added to the Description field in the Add Items window.
--The ItemText field will display anything added to the Comments field in the Add Items window.
12. Click the Arrange Columns tab, and then click ItemComment and/or ItemText
13. Click Up to move ItemComment and/or ItemText underneath Description, and then click OK.
14. Click Save Query. Make sure that the text in the Name field is 'CreatePO List', and then click Save.
15. Click Business Portal to return to the main page.
16. Click Site Actions, and then click Site Settings.
17. In the Business Portal Administration section, click Query organization.
18. Expand the following nodes:
•QueryPages
•Purchasing
•personal
19. Expand the appropriate user folder, and then click 'CreatePO List'.
20. Click Move to Folder.
21. In the Browse for Folder window, expand the Dynamics node, click Requisition Management, and then click OK.
22. Launch a fresh IE session and verify the changes to the query have taken affect.
Again, ItemComment field holds what is entered in the Description field on the Add Item window, the ItemText field holds what is entered in the Comment field on the Add Item window.
This way, users could add a description to the non-inventoried items when they add them to the requisitions, and then be able to see that description after they final approve it.
Thank you