# Customer Notes Enhancements

### Customer Notes

New programmes have been added to **accounts receivable** for adding and inquiring into **free-form notes** for a customer. The inquiry into customer notes has also been added to the **sales desk** menu.

There is a total of 6 note types, spread across two styles: **reserved** and **non-reserved**, with a maximum number of reserved note types of three (3). Customer notes are date and time stamped during entry and then assigned to a particular type. There may be many notes of the same type attached to the same customer.

The use of “A” type notes will display automatically as a customer is selected in the invoice screen.

The other reserved or default note types are “B” and “C”.

#### Creating a new Note type

Use the menu option **Utilities &gt; System Setup &gt; Accounts Receivable &gt; note parameters** to add (example) a type \[**n**\] with a description of **nsf**. The singe character note type may be alphabetic or numeric.

#### Adding notes to customers:

To add a note to a customer, use the menu option **accounts receivable &gt; DATA MAINTENACE &gt; customer notes** (add). A **TAB** to search is available from the customer number field. Only A/R customers are available for notes, not VIP customers. The note is date and time stamped and the user is prompted to classify this note with a particular type.

When the note text has been completed, press \[**enter**\] to complete the field, then \[**F1**\] to accept.

Changes are allowed at the **any change?** prompt. Entering the line number for change will bring the user to the beginning of the line. If the first field of the line requires no change, pressing \[**enter**\] will advance to the beginning of the second field/section on that same line. Changes to notes are also available from the change notes menu option. A note that has been assigned to a reserved type may still be deleted.

#### Viewing/Adding Customer Notes:

Several menu options are available to view and maintain customer notes:

- **Accounts Receivable &gt; Inquiry Functions &gt; Customer Analysis**
- **Accounts Receivable &gt; Inquiry Functions &gt; Customer Notes Inquiry**
- **Sales Desk &gt; Customer Queries &gt; Customer Analysis**
- **Sales Desk &gt; Customer Queries &gt; Customer Notes**
- **Sales Desk &gt; Invoicing – Press Shift F11 from the Customer field or from the Line Type**
- **Accounts Receivable &gt; Transaction Processing &gt; Cash Receipts Processing &gt;  Cash Receipts Input – Press F11 after the Customer is entered**

Enter the customer number or use the search option to find the customer then select a note type or press enter to view all notes for the customer.

<p class="callout info">Notes are displayed in date sequence with the most recent first</p>

### Print Customer Notes on Invoices

The ability to include Customer Notes has been added to the invoice print. This requires that a Note Type be added with the setting to Print on Invoice = Y. These notes will print in the body of each invoice for the customer.

#### Note Type Maintenance

A new Note Type must be added to the system to identify which notes are to be included on the invoice. This is done using the menu option **Utilities à System Setup à Accounts Receivable à Note Parameters**. Use “1. Add Type” and use a letter or number as a code (eg “P”), assign a description and set Print on Invoice to “Y”.

#### Customer Note

Notes for the customer can be added through **Accounts Receivable à Data Maintenance à Customer Notes** or through the Invoice Screen using Shift F11 from the “customer #”. When adding the note use the type setup above and enter the text to be printed on the invoice.

<p class="callout info">The invoice will only print the first 40 characters of each line of the note text</p>

If multiple print type notes are setup for a customer, all of them will print on each invoice.