Notes

Created by Migration Bot, Modified on Fri, 23 Oct at 11:31 AM by Migration Bot

Originally written by Jennifer Williams, last updated Nov 08, 2023, on the Swan Retail knowledge base (SRS).

Notes are used in throughout the SRS system. They can be used to add simple instructions or more complex information including storing attachment documents or images. They can be purely static note or have dates requiring follow-up in future.

The content of the note goes in the box to the right.

You can add multiple notes by clicking on the Add Note button.

Standard notes can be added by selecting the note from the Standard Note section and clicking on the Move Up button. (Please see Standard Notes Maintenance for setup instructions.)

By ticking the External Box, the note will appear on customer and supplier facing documents. Leaving Unticked will keep the note for internal (on-screen) use only.

Action Notes

The note can be given an Action Date (a date for the note to be completed by) and an Action User (the person to complete the action).

Once the action has been completed, you can tick the Done box (1). This will then show in the note list on the left as a completed action (2).

Any type of note (customer order header, line, drop, customer note, purchase order notes, transfer notes etc) can be set with action dates and users for follow-up but it is typically used for Customer Orders.

General users can only change other peoples notes if they have access to the Note Action Update program.
User Admins can update all notes.

Types Of Notes

Header Note

Header notes are used mainly on Customer Orders and Purchase Orders. The information placed here is in relation to the Order as a whole.

Ticking the External box allows the details to be printed on customer orders and Supplier facing documents.

Drop Note

Drop Notes are used for adding delivery specific information.

Drop notes added using Sales Order or Scheduling programs will stay with the order and are not schedule-specific, so should be marked External or not when preparing a delivery dispatch.

Drop notes are printed out on Delivery documents to give instructions to drivers. This might include information regarding access to a property, or an item that needs to be collected.

When organising an ‘On-route’ pickup delivery a drop note is added automatically to the order so the driver is reminded to collect the goods from another branch before trying to deliver.

Customer Note

Customer Notes are used to record information relevant a specific customer. Customer notes are not associated with an individual order, but to the customer themselves. Typically used for information about the customer or their account. Could include details of authorised people who can also talk about the account, such as a partner or parent.