Version 5.9
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The Orders, Customer and Suppliers screens contain several tabs at the lower portion of the screen, one of which is the Notes tab. The contents of the Notes tab on each of these screens is basically the same, except for the labeling of the right-hand pane and the Type of note that is selected, which changes according to which screen is being viewed. Refer to Figure 1. The fields described on this tab are also part of the Desc./Notes tab of the Inventory screen, and the View Notes & Tasks screen.
A list of all the Notes or Tasks that have been created in association with the current order, customer or supplier record is displayed in the left-hand pane. Select a note from the list and view the details of that note in the right-hand pane.
To use the Task system, the Order Manager's Security System must be enabled and user accounts created, so that tasks can be assigned to a particular individual. It is not necessary to have the security system enabled to create Notes, however.
Use the buttons along the top of the tab to manage the note or task: view outgoing emails associated with the current note, print the note, reply to the note, search for a note, as well as Add, Edit, Cancel and complete (Task Completed) a note or task.
The Delete button will not be visible unless system parameter AllowDeleteNotes is set to TRUE. If a note or task has an associated reply, the program will not delete it, even if this parameter is TRUE. Refer to Knowledge Base articles, Notes and Tasks for more information about these functions.
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Figure 1: Notes tab of View Suppliers screen
if the selected note or task has an outgoing email associated with it, this button will open the Preview Email Message screen, which displays the subject and text of the correspondence that was sent
when a follow-up task associated with the note or task has been finished, click this button to is mark it complete; it will no longer appear in the Assignee's task list
if a task is no longer relevant or needed, click this button to mark it as completed, and it will no longer appear in the task list for the person to whom it was assigned; to completely remove the task from the system, use the [Delete] button
this button opens the Add Note screen, where additional information can be added to the selected note or task, or it can be re-assigned to another user, etc.
if the [Search] button has been used to locate the note or task, clicking this button will remove the search criteria that was entered previously
this button will open the Search for Notes screen, where the user may enter criteria that can be used to locate a note or task quickly
this button will open the Add Note screen where the pertinent information can be recorded and a follow-up task can be assigned to the appropriate user
this button will open the Edit Note screen where additional information can be added to a note or task or its status can be changed, etc.
clicking this button will result in the selected note or task being removed from the system; to prevent the note or task from appearing on a user's task list without removing it from the system, use the [Cancel] button instead
this pane is on the left-hand side of the screen and is where the user can select a note or task to review
this field will contain the narrative details of the of the note or task
the date that the note or task was entered will be in the first field and the time of day will appear in the second field on this line
this field will reflect the name of the user that entered the note or task
this field is intended for categorizing notes or tasks; select one of the pre-defined events, or trigger, for the note or task's creation, from the drop-down list
use the List Maintenance Note Events list to define appropriate categories for the business
this field is intended for prioritizing notes or tasks; select one of the pre-defined priority codes from the drop-down list
use the List Maintenance Note Priority Codes list to define codes that are meaningful to the business; the code entered can be letters or numerals, or a combination of both
manually type in any appropriate word or phrase that might help locate this note in the future when using the [Search] button
these are not managed by the List Maintenance feature
use this field to select the type of follow-up activity that will be associated with the note or task
use the List Maintenance Note Actions list to define follow-up actions that are meaningful to the business
select the user to whom the task will be assigned via the drop-down list, which is populated with the names of the users that are defined in the Order Manager's Security System
enter a date when the task needs to be finished
when the [Completed] button is clicked, this field will be populated with the current date in the first field and the time of day will appear in the second field on this line
indicates the type of record that the note or task applies to, Order, Customer, Inventory, or Supplier; it can also indicate that this note is a Reply to another note or task
if the selected note or task has an email associated with it, this box will be automatically checked by the program and the View Outgoing Email button can be used to view subject and text of the message that was sent
Created: 1/20/11
Modified: 1/9/12
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