Difference between revisions of "What is a general notes template?"

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== Summary ==
 
== Summary ==
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This article explains what a general notes template is and how best to use them.
  
 
== More Information ==
 
== More Information ==
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Throughout Platinum there are several sections where you can add General Notes to a record, e.g., Stock Codes; Customers and Suppliers; Units; Order Items. These notes can be used in various ways - they can be used on reports and other print-outs; they can be used for holding any sort of extra information.
  
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{{FAQ}}{{Guide}}{{KB_Tags|general notes, templates}}
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=== Adding Notes ===
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In this example, the use of the General Notes on a Customer Account will be used.
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* Go to {{Menu|{{SL}}|Customer File Maintenance|Add or Edit Customers}} and edit any Customer as an example.
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* Use the "Notes" tab, or {{DataValue|Click}} the "Check Box" at the bottom left of the displayed window or press {{KeyPress|C-F8}}.
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* Any extra information relating to that Customer can be entered in the space provided, with the option to stamp a Date and Time if required using the {{KeyPress|F5}} key.
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* This text is also searchable.
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* A "Tick" now appears in the check box to indicate that General Notes information has been entered.
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=== Templates ===
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You can use a {{DataValue|:}} to indicate that you want to use a template. The cursor will be auto positioned after the prompt for that line when entering text.
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{{Example|text={{DataValue|Zone:}} on a line would place the cursor after the {{DataValue|:}} ready for you to enter a zone for that customer.}}
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=== Reporting ===
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All General/Extra notes can be reported on from within the {{RGen}} by using the [[REF:rprgfnotes|$NOTES{}]] funciton.
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Information can be extracted from a "General Notes Template" by also using the above function.
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{{Example|text=
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An example of a Customer general notes template could look like :
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<pre>
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Zone : TWG
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Discount Structure : ZN
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Closed : Sat, Sun
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</pre>
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This information could be stored against all or some customers, if you wanted to range your report by only customer that had the {{DataPrompt|Zone:}} prompt set you could enter the following in your range so that any customer that didn't have a zone set would not appear on the report.
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<code>$LJUSTIFY{$SUBSTR_AFT{$NOTES{A42,1,"Zone :"}, "Zone :"}, 50}</code>
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The above would return {{DataValue|TWG}}.
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In your range to only report on customers that had a 'zone' set you would need :
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<code>$LJUSTIFY{$SUBSTR_AFT{$NOTES{A42,1,"Zone :"}, "Zone :"}, 50} <nowiki><></nowiki> ""</code>
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to only report on customers in zone {{DataValue|TWG}} you would need :
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<code>$LJUSTIFY{$SUBSTR_AFT{$NOTES{A42,1,"Zone :"}, "Zone :"}, 50} = "TWG"</code>
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}}
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== See also ==
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* [[Creating a new customer or supplier]]
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* [[REF:rprgfnotes|Reporting on General Notes in the Report Generators]]
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* [[REF:rprgfljustify|Removing leading spaces]]
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{{KB_Tags|general notes, templates}}
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{{Guide}}{{Hint}}

Latest revision as of 12:51, 15 January 2024

Summary

This article explains what a general notes template is and how best to use them.

More Information

Throughout Platinum there are several sections where you can add General Notes to a record, e.g., Stock Codes; Customers and Suppliers; Units; Order Items. These notes can be used in various ways - they can be used on reports and other print-outs; they can be used for holding any sort of extra information.

Adding Notes

In this example, the use of the General Notes on a Customer Account will be used.

  • Go to " Sales Ledger Customer File Maintenance Add or Edit Customers" and edit any Customer as an example.
  • Use the "Notes" tab, or 'Click' the "Check Box" at the bottom left of the displayed window or press <Ctrl+F8>.
  • Any extra information relating to that Customer can be entered in the space provided, with the option to stamp a Date and Time if required using the <F5> key.
  • This text is also searchable.
  • A "Tick" now appears in the check box to indicate that General Notes information has been entered.

Templates

You can use a ':' to indicate that you want to use a template. The cursor will be auto positioned after the prompt for that line when entering text.

'Zone:' on a line would place the cursor after the ':' ready for you to enter a zone for that customer.

Reporting

All General/Extra notes can be reported on from within the Report Generator by using the $NOTES{} funciton.

Information can be extracted from a "General Notes Template" by also using the above function.

An example of a Customer general notes template could look like : 
Zone : TWG
Discount Structure : ZN
Closed : Sat, Sun

This information could be stored against all or some customers, if you wanted to range your report by only customer that had the "Zone:" prompt set you could enter the following in your range so that any customer that didn't have a zone set would not appear on the report.

$LJUSTIFY{$SUBSTR_AFT{$NOTES{A42,1,"Zone :"}, "Zone :"}, 50}

The above would return 'TWG'.

In your range to only report on customers that had a 'zone' set you would need :

$LJUSTIFY{$SUBSTR_AFT{$NOTES{A42,1,"Zone :"}, "Zone :"}, 50} <> ""

to only report on customers in zone 'TWG' you would need :

$LJUSTIFY{$SUBSTR_AFT{$NOTES{A42,1,"Zone :"}, "Zone :"}, 50} = "TWG"

See also


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