Defining Notes in Advance
You can predefine standard, template, and one-time notes to attach to your orders, returns, order lines, or return lines.
You can define the rule(s) that Order Entry/Shipping uses to determine whether to apply a note to an order or return. You can specify that notes be applied to orders or lines for a certain customer, bill-to customer, ship-to customer, item, order type, and/or purchase order. You can create complex and and or conditions for your rules. Order Entry/Shipping applies notes automatically according to these rules when you choose the Apply Notes option from the Special menu in the Sales Orders or Returns windows.
Notes can print automatically on the Bill of Lading, Commercial Invoice, Pack Slip, Pick Slip, and Sales Order Acknowledgement shipping documents, depending on the note categories you have defined.
Prerequisites
To define notes:
1. Navigate to the Documents window.
The choices available here depend on your definitions in the Note Categories window.
3. Enter a category Description.
4. Choose a Data Type Source or accept the default.
The default selection derives from your definition in the Note Categories window. You can choose any data type, but Order Entry/Shipping provides a default to speed note definition.
5. If you chose the Image data type, choose a Storage Source.
6. If you chose the Image data type, specify a filename; if you chose the Web Page data type, enter a Uniform Resource Locator (URL).
The browser that Order Entry/Shipping uses to display Web-based attachments is determined by the Web Browser system profile option. See: Common User Profile Options.
Standard notes, once defined, can be applied to any number of orders, returns, or lines. You can edit a standard note only in the Documents window. Once a standard note has been applied, if you subsequently modify its contents, your changes are reflected in each order, return, or line to which the note is applied.
Template notes, like standard notes, can be attached to numerous orders, returns, or lines. However, to provide unique information for a particular order or return, you can modify a template note in the Attachments window. After an applied template note is modified in Attachments, it becomes a one-time note. See: Applying Notes.
One-time notes let you attach unique information to one order or return.
8. Optionally enter the Effective Date range.
You cannot apply a note after the date range has passed.
9. If the data type is Image, optionally adjust the magnification.
Note: This task applies only to Short Text and Long Text documents.
1. Navigate to the Documents window.
2. Define or query a text note.
3. Choose the Addition Rules button.
The Addition Rules window appears.
This value is a number that optionally groups rules.
Rules with the same group number must both be true for the note to be applied. This is an and condition. For example, if you want Order Entry/Shipping to apply this note to an order from a specific customer and for a specific item, enter the same number in this field for both rules.
For rules with different numbers, only one needs to be true for Order Entry/Shipping to apply the note to an order or return. This is an or condition. For example, if you want Order Entry/Shipping to apply this note to orders from either one customer or another customer, enter different numbers in this field for each rule.
5. Select the Object and Identifier that you want Order Entry/Shipping to use when deciding whether to apply this note.
For example, choose Customer in the Object field and specify the customer Acme, Inc. in the Identifier field.
If you choose Item or Ship To Customer as the identifier, Order Entry/Shipping applies the note at the line level. The choices Customer, Order Type, Purchase Order, and Bill To Customer cause Order Entry/Shipping to apply notes at the order or return level.
See Also
Defining Note Categories
Attachments Window
Applying Notes
Overview of Sales Orders
Overview of Returns
Define your note usage formats. See: Defining Order Entry/Shipping QuickCodes.