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23. General Notes
1) Concept
2) Useage
3) Overview of Notes Held
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23.1 Concept
In a competitive environment, a company can distinguish itself from its competitors by giving a more personal service to its customers. Most E.R.P. business software offer little scope for holding such personal service data. However, Acceptum offers a 'Notes' facility by which general notes can be entered, held and retrieved, with each Note being related to a specific document. What is more, more than one note can be held per document, each Note being time stamped at its creation.
General Notes can be entered for:
- Sales Orders,
- Purchase Orders,
- Production Orders,
- Suppliers Invoices,
- Fixed Assets
- Time Logs
- Job Costings
- Meetings
- Posted Ledger Journals
- Budget Lines
- Forecasts
- Contact Management Activities
The General Notes facility is available when the  icon is enabled.
These General Notes are for INTERNAL communications only, they cannot be printed on a Sales Invoice, for example.
However, they can be printed individually and physically attached to another document.
Notes have infinite uses, a few examples being:
- Sales Order delivery instructions
- Notes from a supplier concerning a Purchase Order or Invoice
- Production management notes on why a production order is being put on hold
- Customer contact/communication restrictions - when or when not to telephone
- Sale or Return Terms or changes to the standard terms
- Sales Office instructions to warehouse staff on how the customer wants things packed/despatched
- Accountants notes on the reasons behind a Forecast or Budget Line entry
- Marketing notes detailing an e-mailing Contact Management Activity
- The reasoning behind a Job Costing
- Explanation of a complex journal posted to the ledger with amount breakdowns
- Extensive description of tasks performed on a Time Log entry
- A full description of a fixed asset with its useage history
General Notes relating to a primary document DO NOT automatically get carried across to a Ledger posting. In other words when a Sales Order Invoice is posted to the Ledger, its notes do not get associated with the Ledger entry.
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23.2 Useage
Click the icon to open the General Notes window.
When the General Notes window is open, as you scroll through a primary document window (e.g. Sales Orders), the General Notes window is updated to show the Notes held for each specific document.
To add a new Note for a specific document, select the document on its List or Detail window, then click the General Notes window to activate it, then click the toolbars 'Add New Item' icon (or click 'Add Note' on the Notes window). A new Note record will be created with its key set to the active primary document. The Notes 'Type' will be set to 'General' - this should be changed to a summary phrase describing what the Note concerns, e.g. Delivery Instructions, Packing Instructions, Sale or Return Terms, Contact Instructions, etc.
Having created a Note and set its Type, use the Note attribute to enter the full text of the note. If you double click this attribute a larger entry window is opened.
General Notes can be deleted in the normal manner - select the Note and click the toolbars 'Delete' icon.
Individual Notes can be printed by selecting the Note and clicking the  icon.
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23.3 Overview of Notes Held
Use menu option 'Utilities|View General Notes' to see all the Notes held for a specific company.
Double click the Note column to open a window to show the full text of the Note.
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