Comment Templates

Functionality Overview

The feature allows for the predefinition of comment sets, which can then be selected from a list and assigned to comments in documents such as:

• Sales
• Purchasing
• Transfers

The list of available templates can be found using the Comment Templates search. To create new templates, a comment template number series must first be configured in the system settings.

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Functionality Configuration

1. Defining the Number Series

If no number series is assigned for comments in the Core Extension Setup, it must be created:

Next, add a new number series dedicated to comments:

Once the number series is created, assign it to the Core Extension Setup to enable system usage.

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2. Creating Comment Templates

After configuring the number series, navigate to the Comments Template List page to create a new template:

In the new template, fill in the following details:

• Template Name
• Language Code
• Comment Lines – The text of the comment that will be added to the document

Additionally, you can specify the comment date:

• Today date
• Work date
• Constant Date

and add a comment description.

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3. Assigning Comments to a Document

This functionality utilizes the standard comment mechanism available in Business Central.

Once a template is created, comments can be added to a document, such as a Purchase Order. To do this:

1. Open the Purchase Order.
2. Navigate to Related → Orders → Comments.

In the comments window, you can Pick from template.

After importing, the comments will be added to the document and displayed in the printout.

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Examples and Scenarios

Scenario: Standard packing instructions on export orders

Need: A company ships goods internationally and each export order requires a comment with packing instructions (pallet type, customs markings). Instead of typing the text manually every time, the logistics department wants a ready-made template.

Configuration:

1. Open Comment Templates and create a new template.
2. Fill in the Template Name: Packing instructions – export.
3. In the comment lines enter:
   • EURO pallet 120x80, stretch film, customs label on each package.
   • Customs documents to be attached to package No. 1.
4. Set Date to Today.
5. Save the template.

Result: When creating an export sales order, the user navigates to Related → Comments, selects the Packing instructions – export template, and all the content is added automatically with the current date.

Tip

Create separate templates for different markets (EU, non-EU) — this way the instructions always match the customs requirements for the given destination.

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Scenario: Multilingual comments on purchase documents

Need: A company orders goods from vendors in different countries. Comments on purchase orders must be in the vendor's language (e.g., delivery notes in English for UK vendors).

Configuration:

1. Create a template Delivery instructions – UK with language code ENG.
2. In the lines enter: Please deliver Mon–Fri, 7:00–15:00. Call warehouse before arrival.
3. Create a second template Delivery instructions – PL with language code PLK.
4. In the lines enter: Delivery Mon–Fri, 7:00–15:00. Please call the warehouse before arrival.

Result: The buyer selects the appropriate template depending on the vendor. The comment on the purchase order is in a language understood by the document recipient.

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Scenario: Payment terms template on proforma invoices

Need: The sales department wants each proforma invoice to include payment terms and bank account information, without relying on the salesperson to remember.

Configuration:

1. Create a template Payment terms – proforma.
2. In the lines enter:
   • Payment by bank transfer within 7 days from the issue date.
   • Account No.: XX XXXX XXXX XXXX XXXX XXXX XXXX
   • Please include the proforma number in the transfer title.
3. Save the template.

Result: The salesperson imports the template with a single click when issuing a proforma — payment information appears on the document printout.