Notes are intended to provide users with a way to communicate with other users of the program and to store information; they are intended for internal use only. Notes can be entered manually and in some cases automatically.
You can add notes to the task list or to order, customer, inventory and supplier records; follow the paths below:
Main Menu> Tasks
Main Menu> View Orders> Notes tab
Main Menu> View Customers> Notes tab
Main Menu> Maintenance Menu>Inventory & Suppliers> Inventory>Descriptions/Notes tab
Main Menu>Maintenance Menu>Inventory & Suppliers>Suppliers>Notes
The Order Manager can be configured to add notes automatically to order records when an order-related event occurs. For example, you can tell the Order Manager to add a note to an order record after the order confirmation email is sent to the customer. You can also store the body of the email in the note. By default, notes are automatically added to an order when a drop-ship purchase order is sent to the supplier.
The following system parameters are available to have notes added automatically to order records:
AddEmailToNotes - When set to TRUE, the Order Manager stores the body of an email in a note; AddNoteWhenEmailSent must be set to TRUE.
AddNotesForStatusChanges - When set to TRUE, each time the status of an order or a line item changes, the Order Manager adds a note to the order record; UseStatusUpdates must be set to TRUE.
CarryForwardAddNotes - set to True to have a note added to the order whenever a balance or credit is carried to another order. Notes will be recorded in the originating and subsequent orders.
UPSShipmentAddNotes - set to TRUE to have the system add a note to an order when shipments are processed.
VerifyAddToNotes - When set to TRUE and VerifyAddressesAtImport is set to TRUE, the Order Manager verifies domestic addresses with the United States Postal Service (USPS) and, if it finds a discrepancy, stores the original and revised addresses in a note in the order record.
A Note can be assigned as a Task to another user. For more information, click here.
Adding Notes
The following example details how to add a note to a Customer record; the basic steps are the same regardless of where you add the note.
Go to one of the following, depending on your needs:
Main Menu>Check Tasks
Main Menu>View Orders >Notes tab
Main Menu>View Customers>Notes tab
Main Menu>Maintenance Menu>Inventory & Suppliers>Inventory>Description/Notes tab
Main Menu>Maintenance Menu>Inventory & Suppliers>Suppliers>Notes tab
Click the Add button. The Add Notes dialog box opens:
The date and time are completed according to the internal clock of your computer.
If you use the security system to log into the Order Manager, by default your name will appear in the By field. This drop down list contains the users set up in the security system. You cannot enter a name that does not appear in the list. Note: When you click in a field, a text explaining the field appears underneath the Enter your note here: text box.
If necessary, complete the Event field. An Event describes the reason for the note, e.g. Sales Inquiry or Media Inquiry. You can enter an event that does not appear in the drop down list. For instructions on how to populate the drop down list, click here .
If necessary, complete the Priority field, e.g. 1, 2, or 3 or High, Medium or Low. You can enter a priority that does not appear in the drop down list. For instructions on how to populate the drop down list, click here.
If necessary, complete the Keyword field.
Note: You can include the event, priority and keyword fields in queries and reports. Therefore, it is beneficial to enter standardized values to avoid excluding records inadvertently. You control the values entered in these fields by populating the drop down lists.
Enter your note in the Enter your note here: text box.
Click Save. The note appears in the tree under the View Outgoing Email button.
Additional Information
Depending on the version of Order Manager, if a record contains a note, the tab heading displays NOTES or Notes . If a record does not contain a note, the tab heading displays Notes.
The "tree" view on the left-hand side of the screen shows the notes for the current order or customer, etc.
A single note with no replies has the icon that looks like a piece of paper with writing on it.
A note that has one or more replies has the icon that looks like a file folder.
Click the Plus sign next to a folder to expand the folder and display the notes associated with the top-level note.
Click the Minus sign next to a folder to collapse the folder and hide the notes associated with the top-level note.
Notes are color-coded as follows:
Blue text on a light blue background: note has a follow-up task due on the current date.
Red text on a light blue background: note has a follow-up task that is over-due.
Pink text on a white background: note is included in the search results.
Click View Outgoing Email to display email (if any) associated with the selected note.
Click Reply to reply to the selected note. The Add Note dialog box opens and the default Followup Task is Read this note. Edit the note as needed before clicking Save.
Click Search to search for specific notes. The Search for Notes dialog box opens. Enter your search criteria. Click Search All or Search Current.
Click Show All to clear the search results and display all notes.
Click Edit to edit the selected note. Note: the Edit button is hidden if the system parameter AllowEditNotes is set to False.
Click the Delete button (not shown) to delete the selected note. The Delete button is hidden if system parameter AllowDeleteNotes is set to False.
See Also
Modified 11/18/11