AP note types

Security

Built-in filters

AP note types are used to organize AP notes. A note type is required on every AP note. Since note types are user-defined, they are very flexible. Some possible note types include "Billing Problems", "Customer Service", "Courtesy Call", "Left Message", etc.

Tip

In the Vendors HD view, you can add columns which show the vendor's latest note date for each note type.

Note Types Listing

Purpose

The Note Types Listing provides a list of the note types defined in Accounts Payable.

Content

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

description
whether the note type has been flagged as obsolete
whether the note type requires a vendor reference
whether the note type requires a contact reference
whether the note type requires an invoice reference
whether the note type requires a payment reference.

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

timestamps
memos
custom fields.

The following total appears on the report.

record count.

Print the report

In the Navigation pane, highlight the Accounts Payable > Setup > Note Types folder.
Start the report set-up wizard.
- To report on all or a filtered subset of note types:
  1. Right-click the Note Types folder and select Select and Report > Note Types Listing from the shortcut menu.
  2. On the Selection tab, define any filters to apply to the data.
- To report on specifically selected note types:
  1. In the HD view, select the note types 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 type from the Note Type window:
  1. In the HD view, locate and double-click the note type to report on. The Note Type window opens with the note type loaded.
  2. Click .
Select the Options tab.
To include a section at the end of the report with the report settings used to produce the report, leave the Include Report Options checkbox marked. To produce the report without this information, clear the checkbox.
Mark the checkbox(es) for the additional information to include:
- 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 extension is available for the report:

Note types

Note Type Record ID

Name

A unique name for the note type.

Description

A description of the note type.

Note Type tab

Require Vendor Reference?

If this checkbox is marked, a vendor reference is required on every new note of this type. This checkbox is marked by default.

Require Contact Reference?

If this checkbox is marked, a contact reference is required on every new note of this type.

Require Invoice Reference?

If this checkbox is marked, an invoice reference is required on every new note of this type.

Require Payment Reference?

If this checkbox is marked, a payment reference is required on every new note of this type.

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.

Notes tab

The Notes pane shows the Notes HD view filtered to show all notes of the selected note type.

Double-click a row in the pane to drill down to its record in the Note window.

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.

Name	Description
W-9	W-9 Form

Common accesses available on note types

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

The following built-in filters are available for note types:

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

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