Learn how to easily manage notes efficiently to achieve every business function.

Module Description

The “Extended Note Management” module allows for advanced management of notes relating to customers and suppliers.

You can set up templates that can be used as a starting point for entering notes on the personal data. Depending on the setup type, these will be displayed to the user when entering the document or can be recalled and copied directly into the document.

Setup

Extended setup notes

From the “Extended Notes Setup” page you can set the basic functionality of the module:

• Default extended text code : This field allows you to specify a standard text code to use for grouping notes when entering them into documents. With this grouping, deleting a line simultaneously deletes all the notes entered. This field is required when entering notes into documents. The extended text entered in this field will be reflected at the document level when customer notes are recalled.
• Automatically show on sales documents : if the flag is enabled, when validating the customer number on sales documents, a pop-up appears with the notes present in the system for the selected customer.
• Automatically show on purchase documents : if the flag is enabled, when validating the supplier number on the purchase documents, a pop-up appears with the notes present in the system for the selected supplier.
• Allow user selection when inserting : If this flag is enabled, the system, when inserting notes into the document, allows the user to select which notes to insert from those configured as "insert"; otherwise, no confirmation is required and the system automatically inserts all necessary notes. Inserting notes into documents always occurs via a dedicated action.

Note Type Setup

On the Note Types page you can define the types to use to catalog your notes:

For each Note Type it is possible to insert some Subtypes :

Note Subtypes are not mandatory, you can insert a note directly linked to the Type.

Template

On the “Note Templates” page you can define templates for pre-filling notes.

For each of these templates, through the Note Template Lines action it is possible to associate the Note Types and Subtypes defined previously.

In this section you can also insert free notes, therefore not linked to any Type or Subtype.

Functionality

Definition notes

On the customer, shipping address, vendor, and order address records, there is a calculated field that indicates whether extended notes are present.

The list of notes can be opened by clicking directly on the field or via the “Show extended notes” action found under the “Related” heading.

When you open the app, you'll see a page for managing notes. From this page, you can:

• Inserting new notes from a template: Using the Apply Template function, you can view all the templates encoded in the system and select which ones to transfer to the client. Before using the function, you must click the New action. The template notes will be copied in their entirety and can be edited or deleted by the user.

• Manually enter notes: You can manually enter notes by specifying the note type and/or subtype. The type and subtype fields are informative and not mandatory.
• For each row, specify which documents it should be managed on: for each document type, you can specify whether the note should be viewable only or can be inserted into the document. If the usage is set to Insert, it will still be displayed in the document along with all the other notes, but it can also be inserted into the document body. This information is also visible in the side factbox. Notes without a specified usage will only be visible in the document's master file.

In the "Standard text code" field, you can specify a standard text to use as an alternative to the "Description" field. Using this field allows you to use notes in other languages and reuse them, as is, across multiple entities.

For each note, you can specify a validity period during which the note should be displayed/inserted in documents.

Use on documents

If the Show automatically on sales (or purchase) document flag is active in the Extended Notes Setup setup, when the Customer No. field (vendor No. field) is validated, a pop-up will appear showing all the notes entered for the customer (vendor).

These can be viewed using the field in the General tab Extended notes exist or by using the action in the document header Show extended notes:

When validating the shipping address, if any notes have been associated with it, they will be added to the customer's notes and linked to the order.

It is not possible to insert, modify or delete notes deriving from personal data on documents.

In the Actions menu there is the Insert extended notes function which allows you to report all the notes with Note usage = Insert within the lines of the document.

If the "Allow user selection during entry" flag is enabled in the Extended Notes Setup , the user will be shown a screen containing all the text entered for the customer/shipping address (supplier/order address). From here, the user can select the required text and enter it in the document lines.

If the note is linked to an extended text, this will be exploded as per standard.

If the Allow user selection during insertion field is not active in the Extended Notes Setup , using the Insert Extended Notes function will automatically report within the document lines all the extended notes that have a usage = Insert for the specific document.