Overview of the Note Facility
You can use the Note Facility to accomplish many things.
Some examples are:
· Attaching a Note to a Master File Record
When you create a note, you specify the note code (master file), to which the note should be attached. The Notes tab of a master file record shows all notes linked to that record. If you invoke the Note facility from within a Notes tab of a master file, Pastel defaults the note code to that master file record.
· Writing Proforma Letters to Customers and Suppliers
You create a form letter, in the Note facility. Pastel lets you enter special codes in the letter to represent customer or supplier information. When you print the letters, Pastel substitutes the individual customers' information in the code fields. For customers you can range on ageing to produce aged letters.
· Attaching Notes in the General Ledger Report Writer
As you create your reports or financial statements, you can choose whether to attach notes. When Pastel prints the reports, it will include the notes.
· Link External Files
You can link a note to a file such as a word processor, spreadsheet, or graphics program. Invoking the note in Pastel then loads the word processing, spreadsheet, or graphics program, and opens the linked file you specified in the note.
· Independent Notes
You can also create miscellaneous notes that are not attached to any master file record. You can use these for to-do lists, reminders or scratch pads. These notes belong to the ‘Other’ note category.
Working in the Note Facility revolves around three areas:
· Note Fields
Each note has its own fields. For example, you select the note category and then specify the master file record to which to attach the note. However, not all notes need to be attached to a master file record. You also need to enter the note subject and determine its priority.
These help you to organise your notes. Apart from the print, copy and paste options, you have the Data Remote facility to create, edit, delete, search and locate notes easily.
· Note Text
This is where you enter your text unless you are linking the note to a file via another package. You can enter up to 4000 characters of text, which is roughly three typed pages.
How to Create a Note
Select the category from the Note Category drop-down list box. If the note links to a master file record, enter the master file code in the Code field, or use the Zoom facility to select the record.
Enter an appropriate subject or heading for the note.
You can optionally specify the priority status and action date in the Status and Action Date fields.
If you need to link the note to an external file, select the Link to File checkbox to invoke the Browse screen. From the Browse screen you can select the file to link to the note.
You can click anywhere on the note pad to start entering text for the note.
When you complete the text, click the Save button.