Notes

Where to display Notes

Configure what triggers the display of Notes:

• Any Sage 300 screen (including 3^rd Party modules developed in the SDK)
• Any Sage 300 data (e.g. specific Users, Customers, Items, batches or transactions)
• Any Sage 300 field, including Grid fields, (except for check-boxes or drop-down selections)
• Filter displayed Notes by specifying two fields, e.g. combine Vendor & Item
• Store multiple Notes for the same field, and configure which will be displayed

Notes Options

• Set Note colours, e.g. to indicate importance and attract attention
• Include plain text, rich text, hyperlinks and even small images in a Note
• Set display characteristics (e.g. Alert Box, auto pop-up, flashing tray icon)
• Use Orchid Extender to create dynamic 'Extended Notes' (see below)
• Use Orchid Optional Tables to create structured notes (see below)

Controlling Access to Notes

• Optional role-based restrictions determine the functions available to users
• You control who can add, edit, or delete Notes
• You can set up role-based rules to target messages to the right people
• Notes can appear every time the linked data is displayed, or be restricted to specific screens

Viewing Notes

• When the user opens a Sage 300 screen or transaction record, any existing Notes linked to fields on that screen, or to the screen itself, will appear in the Alert Box (subject to any role-based restrictions).
• Notes can pop-up automatically, and/or be accessed via a Note Icon or function key.
• Flashing tray icon to indicate a note exists.
• Pin the Alert Box to the associated screen, or unpin it (e.g. to display on a separate monitor)

Adding & Editing Notes

• Edit and/or New buttons are presented in the Alert Box, allowing users to maintain Notes without leaving the Sage 300 screen (subject to any role-based restrictions)
• If Notes have been configured for a screen but none currently exist, a blank Note icon will be displayed on the screen’s menu bar and can be clicked to initiate entry of a new Note
• Alternatively, a pop-up window can automatically prompt for entry of a new Note

Importing Notes

• Use options and utilities to import Notes from a CSV file

Use Case Examples

• Procedural notes to guide data entry – great for educating inexperienced users
• Customer-specific notes, e.g. during Order Entry note that this Customer doesn’t accept deliveries after 3pm
• Item-specific notes, e.g. during Purchase Order entry note that this product is on special discount, or requires inspection upon receipt, or Model 123 is being replaced by Model 456
• Dual-key Notes, e.g. Customer X has special labelling requirements for shipments of certain Items
• Notes to support GL Budget entry, e.g. by account and date