AP notes

Security

Built-in filters

Use AP notes to record comments about vendors, contacts, locations, invoices, or payments. AP notes require a date, user, and note type. An AP note can include references to related records such as vendors, contacts, invoices, payments, or attributes with AP invoice usage. AP notes created from within another entity type automatically have references to related records. For instance, a note created from the Notes tab of the Vendor window automatically references the selected vendor; a note created in the AP Invoice window automatically references the invoice and the vendor on the invoice.

Create an AP note

You can create AP notes from the Notes folder or from vendor, contact, location, invoice, or payment records on the Notes tab.

In the Navigation pane, highlight the the Accounts Payable > Notes folder.
Click . The New Note window opens.
In the Type field, select the note type.
Enter a Description of the note.
In the Date fields, enter the date and time of the note. The default date and time are the current date and time.
In the Recall fields, enter the date and time to follow up on this note.
In the User field, select the name of the user to associate with the note. The default user is the current user, but any authorized user name can be entered.
To include references to other records in the note, add them in the References list box. To do so:
1. Click Add and select the type of record to reference from the drop-down menu. The Find dialog box opens with a list of records you can reference.
  Note
  If you create the note from the Notes folder, the References list box will be empty and the only type of reference you can add is "Vendor". Once a vendor is referenced on a note, you can add other reference types.
2. Select the record to reference and click OK. The reference is added to the list box.
To display a banner on all vendor records referenced on the note, respond to the fields in the Banner section. Otherwise, skip to step 10.
Notes
- Because banners are note specific, multiple banners can appear on a given vendor record.
- When a note banner is displayed on a record, you can click the banner caption to open the associated note record.
1. In the Caption field, enter the message to display in the banner. Captions can contain up to 255 characters.
2. From the Type dropdown, select the banner type. The banner type determines which icon displays to the left of the caption. The default banner type is "Information". Valid types are:
  - Error
  - Help
  - Information
  - Warning
In the Note text box, enter the text of the note.
Save the new AP note.

Delete an AP note

Notes Listing

Purpose

The Notes Listing provides a list of the notes recorded in Accounts Payable.

Content

For each note included on the report, the listing shows:

number
date and time
description
user
note type
note text.

In addition, you can include one or more of the following:

references
timestamps
memos
custom fields.

The following total appears on the report:

record count.

Print the report

In the Navigation pane, highlight the Accounts Payable > Notes folder.
Start the report set-up wizard.
- To report on all or a filtered subset of notes:
  1. Right-click the Notes folder and select Select and Report > Notes Listing from the shortcut menu.
  2. On the Selection tab, define any filters to apply to the data.
- To report on specifically selected notes:
  1. In the HD view, select the notes to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
  2. Click .
- To report on a particular note from the Note window:
  1. In the HD view, locate and double-click the note to report on. The Note window opens with the note loaded.
  2. Click .
Select the Options tab.
Mark the checkbox(es) for the additional information to include:
- References
- Report Options. To include a section at the end of the report with the report settings used to produce the report, leave the checkbox marked. To produce the report without this information, clear the checkbox.
- Timestamps
- Memos
- Custom Fields (only visible if custom fields are set up)
Select the Output tab.
In the Design field, look up and select the report design to use.

In the toolbar, click the icon for the type of output you want:

- Provides access to two preview options.
- Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
- Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
- Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
- Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).

Data extensions

The following data extensions are available for the report:

Notes
Note types

Note Record ID

Number

Displays the system-assigned note number. Note numbers are used to sort notes in the HD view.

Type

Select the note type.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Description

A description of the note.

Note tab

Note Event

Date

The date and time of the note. The default date and time are the current date and time.

Recall

If this note requires follow-up, the date and time to follow up on this note.

User

The name of the user to associate with the note. The default user is the current user, but any authorized user name can be entered.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

References

Use the list box to add references to other records to the note. If you accessed the Notes window from a Notes tab within another entity record, ActivityHD automatically adds references to relevant records for you. For instance, if you add a note from the AP Invoice window, ActivityHD adds references to the current invoice and to the vendor on the invoice.

Add button

Click this button to add a reference to the note. When you do, a drop-down menu opens so that you can select the reference type and then the appropriate Find dialog box opens so that you can select the record to reference.

Remove button

If you need to remove a reference from the note, highlight the reference in the References list box, then click this button.

Banner

The fields in this section define the contents of a banner which displays on every vendor referenced on the note.

Note

Because banners are note specific, multiple banners can appear on a given vendor record.
When a note banner is displayed on a record, you can click the banner caption to open the associated note record.

Caption

The message which displays in the banner. Captions can contain up to 255 characters.

Type

The banner type. The type determines which icon displays to the left of the banner caption. The default banner type is "Information". Valid types are:

Error
Help
Information
Warning

Note

The text of the note.

Custom tab

This tab is visible if custom fields exist for the entity. At a minimum, if there are custom fields, a Fields subtab will be present. One or more additional categories of subtabs may also be visible.

Fields subtab

This tab prompts for values for any custom fields set up for entity records of this entity type. Respond to the prompts as appropriate.

References subtab

This tab is visible if other records reference the current record.

Reference

From the drop-down list, select the custom field to view references for. Reference custom fields have the following format: PackageName.EntityName.CustomFieldName.

Example

Suppose a custom field exists on PRCodes that references an ARCode. On the ARCode record, on the Custom > References subtab, you can view all the PRCodes which reference that ARCode.

Exchange Folder subtab

This tab is visible only if you set up a custom field with a data type of "Exchange Folder". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified Exchange folder.

File subtab

This tab is visible only if you set up a custom field with a data type of "File". The label on the tab is the name assigned to the custom field.

This tab renders the contents of the specified file according to its file type.

Internet Address subtab

This tab is visible only if you set up a custom field with a data type of "Internet Address". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified web page.

Network Folder subtab

This tab is visible only if you set up a custom field with a data type of "Network Folder". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified network folder.

Attachments tab

The Attachments tab is visible if any record for a given entity has an attachment. If the Attachments tab is not visible, this implies that no record of the entity type has an attachment on it; however, once an attachment is added to any record of the entity type, the Attachments tab will become available.

Attachments

The list box shows the files which are attached to the current record. Highlight a file name to preview the file in the adjacent pane. Double-click a file name to open the file in its native editor.

Preview pane

If a file name is highlighted in the Attachments list box, this pane shows a preview of the file contents. Some file types cannot be previewed but can be double-clicked to open in their native editor.

Other tab

Memo tab

To include additional information about this record not collected elsewhere, enter it in this text box. This area supports common keyboard shortcuts such as Ctrl+C to copy and Ctrl+V to paste.

Timestamps tab

This tab shows the user who created this record and the date and time of creation as well as the user, date, and time of the latest modification to the record.

Extras\Accounts Payable\Import AP Notes.xls

Common accesses available on notes

Access	A user with this access can...
Change	Use the mass change action on notes.
Custom Fields	Create and edit custom fields for notes.
Data	Have read-only access to notes from anywhere in the software (e.g., field validations, filters, date expressions).
Delete	Delete notes.
Edit	Edit note records.
Export	Export note records from ActivityHD.
Import	Import note records into ActivityHD.
New	Create new note records.
Read	Have read-only access to note records.
Report	Run reports with note information.
Report Designs	Create and edit report designs with note information. This access enables the Report Designs button on the Output tab of report dialogs.
Shared Answers	Create and edit action profiles and report profiles related to notes.
Shared Filters	Create and edit shared filters on notes.
Visible	View the Notes folder in the Navigation pane.

The following built-in filters are available for notes:

Filter Name	Effect
? Description	Prompts for a description and lists notes with a description that contains the specified search string.
? Type	Prompts for a note type and lists notes with a note type that contains the specified search string.

AccountingWare, LLC

5225 S Loop 289, #207

Lubbock, TX 79424

806.687.8500 | 800.354.7152