Notes

Purpose

The Notes feature is used to view/add whatever notes (or internal “memos”) are required against selected important “data” elements of the Online Advantage system. At any time in the system you can view/add notes from the displays menus, or you can directly view/add notes relating to a particular element via the menu link that is associated with the “data”. Notes are basically free-form text that can be recorded in the system for future reference. They can be used for many/any purposes that you decide is appropriate. Below is a list of some possible reasons peope record notes in the system:

• Debt Collection Notes
• Account Rep Visits Notes
• Sales Calls Notes
• Customer Service Follow-ups
• Supplier Price Review Notes
• Customer Complaint Notes
• Product details/specification Notes
• GL Postings/Account “workings”
• Asset details/specification Notes
• CRM Notes

All notes created in the system are allocated a Note Category on input to assist in future reporting and the sorting/selection of notes on display screens in the system. There is no limit to how many notes can be created in the system, and no limit to the length of each note you want to record.

When saving a note, you have these additional options available:

Reminder

Once a note is created, you can set a “reminder” for yourself, or for other users in the system. Reminders are “date” activated messages that will instruct the system to send the recorded “note” to the nominated user(s). The note will appear in the users Online Advantage inbox on the date specified against the reminder.

Message

Similar to the “reminder” function, the note you have recorded can also be sent to the inbox of a nominated OA user, or users, as required. The difference here is that the message is delivered immediately to the user(s) rather than being “date” activated. This is a great way to record the details of some “event” on the system and then share it with other people. For instance, you might record the particulars of a successful Sales Call on a new client and then send the details of that note to you Sales and Customer Service Team so they are aware of the details. It should also be pointed out that you can send notes to people as an email. Not only can you select to send the note to any user in OA, but you can also enter an email address so that the note is forwarded to internal or external third party email addresses directly from within OA.

Note: When viewing/editing notes, you cannot change a note entered by another user without their password. You can make a copy of the note and amend the new note.

Data Input

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Step 1 – Note Key

The note key will vary depending on the data element being updated. If you are viewing notes via the data elements menu link, then the key automatically ‘feeds in’ to the notes function and this input is skipped. The following data elements are available to enter/view notes against:

• Customers
• Suppliers
• Contacts
• Products
• Inventory (product and location)
• Serial/Batch numbers
• Chart of Accounts
• GL Statistics
• Work Orders
• Jobs
• Employees
• Assets

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Step 2 – Details

Category

Select the category of the note. See related topic: Note Categories for more details.

Subject

Enter a short subject for the note. If you email the note, this will become the subject of the email.

Details

Enter the details of the note. If you email the note, this will become the body of the email. There is no limit to the length of the free-form text you can enter onto a note.
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