Order Document Notes

Owned by Stephen Juliano (Unlicensed)
Last updated: Feb 23, 2022 by Colleen Juliano
3 min read

Overview

There were several situations in terms of Document Notation that require the order, invoice and purchase order to be used as a means of communication with their intended recipients. The Order Document Notes mini module was created to allow notes such as instructions or user specific tag lines to be added to documents after they had been processed which was previously not possible. Once notes are added to a document they can be reprinted and the notes will appear. Some of the highlights of the mini module are:

  • Note capability was added to orders, invoices and purchase orders

  • Templates can be made and saved to reduce entry time.

  • Templates can be either public or private.

  • Notes needed to be editable even after document processing.

The Order Document Notes screen stores the templates that can be used to create Order Document Notes.

Creating and Storing Templates

In an effort to minimize typing and order entry time we have created a F9 function that can pull in templates to the documentation notes. Instead of typing:
"Please confirm receipt of this order & advise
Shipment Date with Tracking Number by email
To bubba@bubbasbeans.com or by
Fax to 555-252-6785 Thank You!" 
On every Purchase order, you will only have to open the Document Notes, press F9 and choose the template name you assigned the note from the order entry or order query/change screen. 
The template can also be used as a template: 
"Please include the following customer information on 
all packaging slips, bills of laden, labels and invoices
PO#:
PR#:
NSN#:
TCN#:" 
This information can be stored as a template and be pulled in with F9 from the order, on the document notes tab and the user will only have to add the actual numbers by using the edit screen. To create a template:

  • Enter a code – A brief code to call the template so you do not have to type long names all the time.

  • Enter a Description - A detailed enough description so you will know what the template is for just by reading the description

  • Enter Notes - This field is just like the document notes field in order entry, you can type the note box or double click for the enter/edit format-able notes screen. The notes field only shows 2 lines for space reasons if you double click you will see the whole note. You can have up to 1000 characters per note and multiple notes per document.

  • "Print On" - Check which document you would like this document note to be eligible to print on. (Order, Purchase Order or Invoice)

  • Public – TRX will know which user is in the screen by the user ID. So by unchecking the Public box you can create notes that only a specific user can see.

Example: "INV Pay Public" will be used by anybody creating an order so it will be marked public. But "INV" will only be used by the enterprise user so that should be unchecked. - Instead of having 6 different confirmations pop up when you press F9 you will only get yours if everybody keeps their confirmation private. It is a general housekeeping function to cut down on clutter for the individual user.

  • Filters – The filters are there to help you sort through the different notes.

Press the save icon to save your note and have it as an option when you press the F9 key in order entry or order entry Query. Create Once Use Many TimesÂ