Code
The Note Category code can be numeric or alpha.
The code “TFR” is reserved for notes pertaining to system transfers e.g. Product Transfers.
The code “DH” is reserved for notes pertaining to document history e.g. Order confirmation emailed to xx
For details on the use of “codes”, see The Role of “Codes” in Online Advantage
Category Name
Enter the Note Category description. This is shown when choosing a note category when entering a note.
For more details on descriptions, see The Role of “Names & Descriptions” in Online Advantage
Note Category Type
Choose a type for the Note Category. The type allows Note Categories to be grouped together. For example, ‘Debt Collection notes’, ‘Asset notes’ and ‘GL Posting notes’ could be grouped under the type ‘Finance’, whilst ‘Rep Visit’, ‘Customer Review’ and ‘Sales Call’ might be grouped under ‘CRM’. This list is not user defined.
Note Retention
Specify the time period you would like to retain notes created under this category. For example, if you had a category of notes for debt collection, or promises to pay, you may want to keep those for the last 7 years, whereas if you have notes about monthly warehouse inspections, you may only want to keep those for 1 year.
You can, of course, choose the ‘Never Delete’ option to retain notes indefinitely.
Pay special attention to the system note category ‘DH-Document History’. Notes under this category record the method of sending of documents such as Invoices, Credits and Purchase Orders. If you do not require a long history of this information then it is best to choose a short retention period for this category to optimise system performance.
Tip: if you make many sales to a cash customer account, then the volume of Document History notes is high for that account. You can choose to retain Document History notes for 3 months (for example) by this Notes Category function, and override that to 1 month via the Trading Terms function.
For the purposes of simplicity, a year is treated as 365 days and a month as 30 days. No leap year or variable month days are taken into account for retention purposes.
Roles
If notes falling under this category are restricted to certain roles, then enter those roles here. For example, financial notes might be restricted to users in the Accounts Receivable and Chief Financial Officer roles only.