Use the Creating Category screen to add categories for a note type. From the Category menu, you can access programs to edit, delete, and create note categories. Any note type can have an unlimited number of additional information fields associated with it, and any category of notes can have an unlimited number of additional information fields associated with it.
Notes are sorted and stored by note type and category. Notes processing comes with a standard category for each note type. For each note type: ARDC (AR document), CUST (customer), ITEM (item), POEH (Purchase Order Header Note), POEL (Purchase Order Line Note), POPH (Purchase Order Receipt Header Note), POPL (Purchase Order Receipt Line Note), SOEH (Sales Order Header Note), SOEL (Sales Order Line Note), SOPH (Past Sales Order Header Note), SOPL (Past Sales Order Line Note), SOEL (Sales Order Line Note), SOQH (Quote Document Header Note), SOQL (Quote Document Line Note), and VEND (vendor), the system provides a GENR-general note category. You can create additional categories using the Creating Category screen. User-created categories have a 3 character ID. System generated categories have only 3 characters.
Screens from the Category menu are available to the Note Admin User set on the Security view of Company Control F/M and for general users based on setting on the Notes Security Setting for Customer/Item/Vendor Notes screen.
You can associate an unlimited number of categories depending on your system’s Note Admin User setting on the Security view of Company Control F/M. You can define a specific user as the Notes Admin User or you can set this field to None so that note categories cannot be created for the specified company.
Use the following field descriptions to enter information for notes:
1. Category ID
The category ID code. This code must begin with a dash and contain 3 characters.
2. Inactive
Indicates the category should be classed as inactive. Inactive categories cannot be used in creating notes. Inactive note categories do not automatically display notes.
3. Description
The category description.
4. Security Code Required to View Notes
The security codes that determine which users can view notes. Security codes are assigned to users on the Security view of User Code F/M (SMF410). The system compares the code entered here with those assigned to users and determines whether a user has proper security to view notes.
5. Security Code Required to Create Notes
The security codes that determine which users can create notes. The system compares the code entered here with those assigned to users and determines whether a user has proper security to create notes.
6. Allow Changing Notes
Indicate whether you allow notes in this category to be changed. You can select from: A—Always, U—Only Notes They Created, N—Never. Select A to indicate that you allow notes to be changed in this category with no restrictions, U to indicate that users can only change the notes they create, or N to never allow notes in this category to be modified.
7. Allow Deleting Notes
Indicate whether you allow notes in this category to be deleted. You can select from: A—Always, U—Only Notes They Created, N—Never. Select A to indicate that you allow notes to be deleted in this category with no restrictions, U to indicate that users can only delete the notes they create, or N to never allow notes in this category to be deleted.
8. Change/Delete Override Security Codes
Enter the security code to allow users to change and delete notes even when the category settings (that you enter above) don’t allow it. The security code you enter here overrides the Allow Deleting/Changing Notes settings. Users who have this security code assigned to them can still modify or delete notes in this category.
9. Defaults (button)
Select the Defaults button to access the Category Defaults for Notes screen where you can enter a default subject and default text to display for notes entered in this category.
Select the OK button to complete the category or the Cancel button to return to Note Entry (SME710) without creating a category.