Note Entry (SME710)

How To

Use Note Entry to enter and maintain notes for AR documents, customers, items, IC transfer tickets (header and lines), and vendors.

The system displays notes information from several points within FACTS:

• System Management>Security System menu (SMS400)
  
• Item F/M (ICF910), Vendor F/M (AP910) and Customer F/M (ARF910) – You can access the Notes Entry window from the View menu option. Click View>Notes from the menu bar. The system displays the Note Entry program and any notes on file for the selected record will appear in the browser in the lower portion of the Notes Entry window. If you display a record for a customer or an item has an urgent note attached to it, the system automatically displays the urgent note in the Important Notes on File (SMI710) dialog box when you access the selected record. Double click a note line to display the View Note screen, which lists the note subject and text, note type, category, date created, and date edited.
  
• Item Inquiry (ICI610), AP Vendor Inquiry (ARI610), PO Vendor Inquiry (POI610), AR Customer Inquiry (ARI610), SO Customer Inquiry (SOI610) and SO Document Inquiry (SOI620) – Notes information is available from the Notes view and from the View menu option. Click View>Notes from the menu bar. The system displays the Note view and any notes on file for the selected record will appear in the browser in the lower portion of the window. Select the Line Detail button to display the View Note screen, which lists the note subject and text, note type, category, date created, and date edited.
  
  For PO Document Inquiry (POI620) and SO Document Inquiry (SOI620) click Options>Document Header Note Entry, Document Line Note Entry respectively to enter or modify notes for the specified document header or line in the Note Entry (SME710) program.
  
  For Item Inquiry (ICI610), AP Vendor Inquiry (ARI610), PO Vendor Inquiry (POI610), or Customer Inquiry (ARI610), click Options>Item Note Entry, Vendor Note Entry, or Customer Note Entry respectively to enter or modify notes for the specified item or customer in the Note Entry (SME710) program.
  
• Item Search and Customer Search – You can access notes information from searches. You can access the Notes Entry window from the View menu option. Click View>Notes from the menu bar.
  
• Type SME710 at the Access Code menu prompt to directly access Note Entry (SME710).
  
• You can view and/or specify Sales Order, Purchase Order document header or line notes, item, vendor or customer notes (as appropriate) from the following FACTS programs:
  
  SO Quote Entry (SOE110)
  
  Quick Look in SO Entry (SOC350)
  
  Order Entry (SOE210)
  
  Order Confirmation (SOE310)
  
  Direct Invoice Entry (SOE510)
  
  Credit Memo Entry (SOE330)
  
  Counter Sales Entry (SOE510)
  
  

SO Document Inquiry

PO Entry (POE120)

PO Receipt Entry (POE210)

Non-PO Receipt Entry (POE220)

PO Document Inquiry

Estimate Entry (JCE110)

UM Selection & Entry (ICC170)

Quick Item Add (ICF020)

When creating or editing documents and lines, the system automatically displays urgent notes for items, vendors, and customers in the Important Notes on File (SMI710) screen.

From the Menu bar, you can also click to View Customer Notes, Item Notes, Vendor Notes, Document Header or Line Notes, or AR Document Notes as appropriate from the specified SO Entry, AP Document Entry, PO Entry, PO Receiving Entry, and Transfer Entry programs.

This screen displays a listing of all urgent notes, by note type and category, for the specified customer, vendor, or item. Double click a note in the browser to display the View Note screen, which lists the note subject and text, note type, category, date created, and date edited. Depending on your security settings for notes, the system displays the Note Entry (SME710) screen which allows you to enter or modify information for notes. For detailed information on notes processing, refer to the Note Entry (SME710) topic.

You can also access notes directly from the main screen of programs that use the 3-Level Entry Driver instead of requiring a menu option. The programs include: Transfer Entry (ICE320), Shipment Confirmation (ICE 330),Receipt Confirmation (ICE340), SO Quote Entry (SOE110), Order Entry (SOE210), Order Confirmation (SOE310), Direct Invoice Entry (SOE510), Credit Memo Entry (SOE330),Counter Sales Entry (SOE510), PO Entry (POE120), PO Receipt Entry (POE210), and Non-PO Receipt Entry (POE220).

On the left side of the line item browser, you can access Note Entry (SME710) for the transfer, PO document or SO document header or line record, vendor, customer or item specified in the program.

Note Categories

Notes are sorted and stored by note type and category. There are seventeen note types available: 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), TRDH (Transfer Header), TRDL (Transfer Line), and VEND (vendor). For each of these note types, there are system generated categories, such as GEN. 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. For the Note Admin User defined on the Security view of Company Control F/M, the Note Entry program contains additional Admin and Category menu options.

Menu Options

From the Admin menu, you can access the Notes Security screen, which allows you to enter security settings for note types. On this screen you can manage which users have Note Entry access by security code, whether users can create/edit categories for note types, and manage category creation by security code. Refer to the Notes Security topic for details.

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. The Category menu is 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. Refer to the Creating Categories topic for details.

From the File menu, you can select the Print menu option to access the Print Options screen, which is used to print notes by date range, category, or urgent note status.

Click Field Descriptions for information on each field.