Notes and Emails

Many windows in Acctivate contain a Notes and Emails tab used to record information for a particular record.

Notes

The notes tab can be used to document information, save attachments, and set a reminder for a user to follow up on. The notes tab can be found on the following windows:

  • Edit Product
  • Edit Customer
    • Customer tab
    • Ship To tab
    • Credit tab
  • Enter Sales Quote, Enter Order, Enter Credit Memo
  • Enter Purchase order
  • Inventory Trace
  • Enter Business Activity

To Add a note:

  1. Open the appropriate window.
  2. Click on the Notes tab.
  3. On the Notes tab, click +New.

You can also locate a record in the List found in the left menu and click the +Create... button, then select Note.

In the Note window that appears, you can enter the text note you'd like to save. If the note should be followed up as a Reminder by a user, set the Followup by field to the user. This will allow to you set a Followup by Date and optionally, a Followup by Time. Notes can also have attachments saved with them. Click the paper clip icon in the Note window to select and attach a document.

Once you've entered in the Note text, and optionally assigned it to a user or attached a document, you can click Save and Close.

When viewing the notes tab of a window, notes which have no follow up user assigned will be marked as Completed upon saving, indicated by a check mark. A note that is open, waiting to be followed up on, will appear as unchecked until it's completed.

The user who created the note can Delete or Edit the note from the Notes tab of the Edit Product Window.

Emails

The Email tab of a window will show all emails sent from that window.

Some window, such as the Enter Sales Order and Enter Purchase Order window allow you to email a sales document/form, however you can send emails without an attachment by clicking the mail icon next to (or near) the email field. For example, the Edit Customer window contains a mail icon next to the Email field on the Phone side tab of the Customer tab.

If using the Outlook desktop client or the Thunderbird desktop client, you can "drag and drop" emails from the email client to the Email tab, saving the emails to this tab. If a user has permissions to delete their sent emails, they can delete an email by double clicking the email to open it, then clicking the red X to delete it from the Email tab (if the email has been sent, deleting the email will not recall the sent email from the recipient’s inbox).