Creating Reminder Notes

Creating a reminder note lets you alert your employees to special information about a customer, vendor, or process. The note displays on the screens you specify. You can also use a note to display a reminder to your employees when they log in or out.

Unlike order entry prompts and messages, reminder notes can be used with more entities and in more parts of the system. For example, below, you can display reminder notes on screens in Sales Order Entry, Transfer Order Entry, R/F Receiving or Shipping, A/P or A/R Inquiries, or Activity Log Entry or Viewing. You can even display these reminders in Direct Order Entry, so they appear when entering a purchase order for a direct shipment — but not when entering a purchase order being shipped to you.

You can also specify an expiration date for a note, so it only displays during the month of December for instance. You could use that type of reminder to suggest expedited shipping during the holiday season.

You can create and manage reminders on a blank Reminder Notes Maintenance screen, as described next. Or, you can create them for a customer or vendor, with their information already entered in the Entity field.

For a customer, select Files > Customer > Add'l Info hot key / Reminder Notes hot key.
For a vendor, select Files > Vendor > Add'l Data hot key / Reminder Notes hot key.

To create and manage reminder notes:

From the System > System Files menu, select Reminder Notes Maintenance.
Specify where the note is attached by doing one of the following:

In the Cust/Vendor field, enter the name of a customer or vendor.
In the User/Group field, enter a user or Message Group.

In the Note Title field, enter the title that will display across the top of the note screen.
If desired, press F10 in the Expire Date field and specify an expiration date.
In the Note field, enter the complete text for the reminder note.
Use the Where Displayed hot key to specify where the note displays. For example, specify the SOE Status screen.

Press Esc to save your changes and close the screen.

To...	Use this hot key...
open the Where Displayed Selection screen	Where Displayed Press F10 on a blank line to specify where the note displays. For a customer or vendor, you can specify multiple screens or use a list. For a user or group, you can use the choices below or use a list.
permanently delete the current note	Delete Confirm when prompted.
specify when and how a user or group is reminded	User Reminder Control The User Reminder Control screen displays.

To control reminders for users:

Create or edit the reminder note, as described above.
Use the Where Displayed hot key, then specify where the reminder displays:

First Logon or Every Logon.
First Logoff or Every Logoff.

Use the User Reminder Control hot key, which opens the User Reminder Control screen below.

Control when the reminder note displays:

In the Start Date and Time fields, specify when the reminder starts.
In the Expir. Date and Time fields, specify when the reminder expires.

In the Send Read Receipt (Y/N) field, enter a Y to get a message once the user has read the reminder.
In the Send Reminder Once Only (Y/N) field, enter N to repeat the reminder during the specified time period.
In the Display Time from and to fields, if desired specify the hours the reminder is displayed.
When you are finished, press Esc to return to the Reminder Notes Maintenance screen.