Notes Entry

Menu Path: None

To use Notes Entry, click the Notes button in the ribbon in any window that allows you to add notes.

Purpose

Enter, view, edit, or delete notes.

Overview

Use Notes Entry to create and manage notes. For more information on notes, see Notes.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Notes Entry window. This button is only available if you are not entering, editing, or deleting a note.
New	Click this button to create a new note. This button is only available if you are not entering, editing, or deleting a note.
Update	Click this button to update the selected note. This button is only available if you are not entering, editing, or deleting a note. Note Double-click a note in the Notes grid to select it, and enable this button.
Delete	Click this button to delete the selected note. This button is only available if you are not entering, editing, or deleting a note. Note Double-click a note in the Notes grid to select it, and enable this button.
Show Data	Click this button to show notes data in the Notes grid based on the selected criteria.
Print	Click this button to print notes for which the check box is selected in the Print column in the Notes grid.
OK	Click this button to accept an action. This button is only available after you click the New, Update, or Delete in the ribbon.
Cancel	Click this button to cancel an action. This button is only available after you click the New, Update, or Delete in the ribbon.
Check Spelling	Click this button to check spelling for the note text entered in the Notes field. This button is only available after you click the New or Update button in the ribbon.
Users to Notify	Click this button to display Users To Notify, which allows you to select users who will receive a reminder email for the note. This button is only available if you select the Email check box on the Main tab.

Main Tab Fields and Buttons

Field or Button	Description
Subject	Enter a subject for the note. The subject appears on printed notes.
Notes Group	Enter a group for the note, or click the Lookup button to select a group. For information on setting up notes groups, see Note Group Maintenance.
Notes Type	Enter a type for the note, or click the Lookup button to select a type. For information on setting up notes types, see Note Type Maintenance.
Notes	Enter the text of the note. To check the spelling of your text, click the Check Spelling button in the ribbon.
Set Reminder	Select this check box to set a reminder for the note. If you select this check box, you must enter a date for the reminder in the Reminder Date field. When the reminder date is reached, a reminder email is sent and/or an alert appears. Note reminders are sent during log in or every 12 minutes when your session is idle. A status dialog box may appear when sending note reminders. Select the Email and/or Screen check boxes to control how the reminder is delivered. For more information on alerts, see Alerts. Note If you select the Email check box, click the Users to Notify button in the ribbon to select the email addresses to which to send the reminder.
Reminder Date	Enter a reminder date for the note, or click the drop-down arrow to select a reminder date. A reminder is only sent and/or displayed if you select the Set Reminder check box.
Email	Select this check box to send an email reminder for the note. Note If you select this check box, click the Users to Notify button in the ribbon to select the email addresses to which to send the reminder. This check box is only enabled if you select the Set Reminder check box.
Screen	Select this check box to display a reminder for the note as an alert. This check box is only enabled if you select the Set Reminder check box. For more information on alerts, see Alerts.
Order Entry	Select this check box to display the note in Order Entry. This check box is only enabled if you are entering a note for an order, a customer, or a location. Note If you select this check box for a note for an order, the note displays when the order is edited. If you select this check box for a note for a customer or location, the note displays when the customer or shipping/sales location is selected for a new sales order.
Purchase Order Entry	Select this check box to display the note in Purchase Order Maintenance. This check box is only enabled if you are entering a note for a supplier or location. Note If you select this check box for a note for a supplier or location, the note displays when the supplier or bill-to/ship-to location is selected for a new purchase order.
Voucher Entry	Select this check box to display the note in Voucher Entry, One Step Voucher and Payment Entry, and Recurring Voucher Maintenance when selecting the supplier associated with the note. This check box is only enabled if you are entering a note for a supplier.
Start Date	Enter the first date for which to display the note during order, purchase order, or voucher entry, or click the drop-down arrow to select the date. This field is only enabled if you select the Order Entry, Purchase Order Entry, or Voucher Entry check box.
End Date	Enter the last date for which to display the note during order, purchase order, or voucher entry, or click the drop-down arrow to select the date. This field is only enabled if you select the Order Entry, Purchase Order Entry, or Voucher Entry check box.
Contact	Enter a contact for the note if the note is related to a customer contact, or click the Lookup button to select a contact.
All Date Ranges	Select this check box to display notes from all dates in the Notes grid. This check box is selected by default.
From	Enter the first date for the date range for which you want to display notes in the Notes grid, or click the drop-down arrow to select a date. This field is only enabled if you clear the All Date Ranges check box.
To	Enter the last date for the date range for which you want to display notes in the Notes grid, or click the drop-down arrow to select a date. If you want to display notes for a single date, enter the same date in this field as you entered in the From field. This field is only enabled if you clear the All Date Ranges check box.
All Authors	Select this check box to display notes from all authors in the Notes grid. This check box is selected by default.
Author	Enter an author for which to display notes in the Notes grid, or click the Lookup button to select an author. This field is only enabled if you clear the All Authors check box.
Primary Sort	Select a method for sorting notes in the Notes grid.
All Notes Groups	Select this check box to display notes from all notes groups in the Notes grid. This check box is selected by default.
Notes Group	Enter a notes group for which to display notes in the Notes grid, or click the Lookup button to select a notes group. This field is only enabled if you clear the All Notes Groups check box.
Secondary Sort	Select a secondary method for sorting notes in the Notes grid.
All Notes Types	Select this check box to display notes of all types in the Notes grid. This check box is selected by default.
Notes Type	Enter a notes type for which to display notes in the Notes grid, or click the Lookup button to select a notes type. This field is only enabled if you clear the All Notes Types check box.
All Contacts	Select this check box to display notes from all contacts in the Notes grid. This check box is selected by default. Note This field may be disabled.
Contact	Enter a contact for which to display notes in the Notes grid, or click the Lookup button to select a contact. This field is only enabled if you clear the All Contacts check box.
Show Billing Customer Notes	Select this check box to display notes for a customer's billing customer. This check box is only available if you are viewing notes for a customer that is assigned a different customer as a billing customer. Note You cannot update or delete notes for the billing customer.
Show All Notes for Customer	Select this check box to display all notes for the selected customer (including customer notes, customer ship-to address notes, and customer bill-to address notes). This check box may not be available if you access Notes Entry from a window that does not include customer data.
Notes	This grid displays all existing notes. Select the check box in the Print column for notes you want to print.

Print Options Tab Fields and Buttons

Field or Button	Description
Output Option	Select one of the following output options: Screen - Output to a PDF so you can immediately view the report. File - Output to a PDF, Excel, Access, or delimited file to be stored for later use. If you select this option, specify the file type and either the output folder or file name. Printer - Output to a selected printer. If you select this option, specify a printer in the Printer field. Email - Output to your default email application. If you select this option, you are prompted to select recipients for the email, then an email is created with the report attached as a PDF file. Excel - Output directly to Excel. You can specify the location of the Excel application in the Spreadsheet File field in User Profile Maintenance. If you output to Excel, the report may include additional information.
Save Report File	Select this check box to save the Crystal Reports report (.rpt) file for the report to the folder entered in the Report Working Directory field for your user ID in User Profile Maintenance. You can use the report file to customize the report. For more information, see Crystal Reports FAQ. This check box is only available if you select the Screen radio button.
Save Access Database File	Select this check box to save the Access database (.mdb) file for the report to the folder entered in the Report Working Directory field for your user ID in User Profile Maintenance. You can use the Access database file to customize the report. For more information, see Crystal Reports FAQ. This check box is only available if you select the Screen radio button.
Output File Type	Select whether to output to a PDF, Excel, Access, or delimited (CSV, DAT, or TXT) file. These radio buttons are only available if you select the File radio button.
Specify File Name	Select this check box to specify the file name of the output report. This check box is only available if you select the File radio button.
Output Directory	Enter the location for the output report, or click the Lookup button to navigate to and select a location. This field is only available if the Specify File Name check box is cleared.
Output File Name	Enter a location and file name for the output report, or click the Lookup button to navigate to and select a location and file name. The file extension of the file name should match the selected output file type. This field is only available if you select the Specify File Name check box.
Excel Format Name	Enter an Excel format name, or click the Lookup button to select an Excel format name. Excel formats can be set up to specify which fields are output to Excel, and the order and sort order of the fields. This field is only available if you select the Excel radio button.
Format Maintenance	Click this button to display Excel Format Maintenance, which allows you to set up Excel formats. This button is only available if you select the Excel radio button.
Save As Type	Click the Lookup button to select whether to save the delimited file as a CSV, DAT, or TXT file. This field is only available if you select the Delimited radio button, and only enabled if the Specify File Name check box is cleared.
Include header	Select this check box to include a row of header information in the exported delimited file, which labels the data. This check box is only available if you select the Delimited radio button.
Delimiter	Enter a comma (,), caret (^), or vertical bar (\|) as a delimiter for the exported delimited file. This field is only available if you select the Delimited radio button.
Enclosing Character	If you want to use single or double quotation marks around data exported to a delimited file, enter ' or " in this field. Even if this field is left blank, text fields that have commas or carriage returns are enclosed in quotes. This field is only available if you select the Delimited radio button.
Printer	Click the Lookup button to select a printer. This field is only available if you select the Printer radio button.
Subject	Enter a subject for the report email. This field is only available if you select the Email radio button. If you leave this field blank, the subject is the report title.
Report File Prefix	Enter a prefix for the report file name. This field is only available if you select the Email radio button.
Add Additional Comments	Select this check box if you want to include additional comments with the emailed report. If you select this check box, the Additional Comments window appears after you click the Print button in the ribbon, and allows you to enter the comments. This check box is only available if you select the Email radio button.
Print Full Heading on All Pages	Select this check box to include the entire heading from the first page of the report on all pages of the report. This check box is cleared by default, and only enabled if you select the Screen, File, Printer, or Email radio button.
Print Title Line on All Pages	Select this check box to include the report title, page number, and printed date/time on all pages of the report. This check box is selected by default and only enabled if you select the Screen, File, Printer, or Email radio button, and if the Print Full Heading on All Pages check box is cleared.
Report Language 1	Enter the first language for the report, or click the Lookup button to select a language.
Report Language 2	Enter the second language for the report, or click the Lookup button to select a language. If you enter a language in this field, the report is printed in this language and the language entered in the Report Language 1 field.
Horizontal Shading	Select this check box to include horizontal shading on alternate lines of the report to make it easier to read report data. This check box is cleared by default, and is only enabled if you select the Screen, File, Printer, or Email radio button.
Collate	Select this check box to collate the printed copies of the report (if you are printing multiple copies of the report). This check box is cleared by default, and is only enabled if you select the Printer radio button and enter a value greater than 1 in the Number of Copies field. Example You are printing five copies of a 20 page report to distribute to five different people. Leave this check box selected, so that pages 1-20 of the first copy prints, then pages 1-20 of the second copy, etc. If you clear this check box, five copies of page 1 prints, then five copies of page 2, etc.
Horizontal Shading Color	Click the Lookup button to select the color of horizontal shading on the report. This Lookup button is only enabled if you select the Horizontal Shading check box.
Number of Copies	Enter the number of copies of the report to print. This field is only enabled if you select the Printer radio button.
Process	These radio buttons are disabled in this window.
Task Occurs	These radio buttons are disabled in this window.
Time	These fields and radio buttons are disabled in this window.
Date	This field is disabled in this window.
Task Description	This field is disabled in this window.
Scheduling Assistant Queue	This field is disabled in this window.
External Email	This check box is disabled in this window.
Screen Alert	This check box is disabled in this window.
Internal Email	This check box is disabled in this window.
Report Files	This grid displays report files set up for the report, and is only available if report files are set up for the program in Report File Maintenance. This grid includes the following columns: Print - Select the check box in this column to output the report file. Number of Copies - Enter the number of copies of the report file to print. This column is only available if you select the Printer radio button. Report Description - This column displays the description of each report file. Report Filename - This column displays the .rpt file name for each report file. Report Name - This column displays the name of each report file.