Customer Notes - Documentation Acosys

Used By

sales staff, cashiers, sales admins, or finance

Data Type

notes

Search Keys

Code, Name, Date

When to Use This Form

When customer information needs to be recorded officially so it is easy to trace.
When a credit limit or customer note type needs to be recorded as history.
When sales, cashiers, or finance need customer context before processing the next transaction.

Before You Start

Make sure the selected customer is correct.
Make sure the Division and Customer Note Type match the purpose of the note.
Check the credit limit and credit limit type before the note is saved.

Workflow

Open Sales & POS / Returns & Receivables / Customer Notes.
Select the Division, date, time, and the customer concerned.
Check the name, address, credit limit, and credit limit type shown from the customer data.
Select the Customer Note Type, then write the note clearly and only as needed.
Save, then make sure the note can be traced from reports or the customer history.

Key Fields

Field	Explanation for Users	Status
Invoice `transid`	Customer note number that identifies the history entry.	Required
Division `division`	Division where the customer note was created.	Required
Date `transdate`	Date the customer note was created.	Required
Time `transtime`	Time the customer note was created.	Required
Customer `hrcustomer`	Customer that the note is about.	Optional
Code `customerid`	Customer code used to make sure the note goes to the right customer.	Required
Name `customername`	Customer name read from the customer master data.	Optional
Address `customeraddress`	Customer address read from the customer master data.	Optional
Credit Limit `customercreditlimit`	Customer credit limit at the time the note was created.	Optional
Credit Limit Type `customercreditlimittype`	Credit limit type that applies to the customer.	Optional
Customer Note Type `customernoteid`	Note category so the customer history is easy to filter.	Required
Last Modified `updatetimestamp`	The last time the customer note was updated.	Optional

Details and Relations

This form has no detail table. The note is linked to the Division, the customer, and the Customer Note Type.

What Happens After Saving

The note is saved as part of the customer information history.
Sales, cashiers, and finance can use this note as context before processing the customer's transactions.
Credit limit notes help trace the reason for changes or exceptions for a particular customer.

Common Problems

Note does not appear when searched: check the Division, date, customer, and keyword.
Wrong customer: cancel the changes before saving, then select the correct customer.
Data cannot be saved: make sure the Invoice, Division, date, customer, and Note Type have been filled in.

Available Fields

The following list summarizes the fields available on the form. Rarely used fields are still listed so they are easy to look up during training or support.

Field	Explanation for Users	Status
Invoice `transid`	Customer note number that identifies the history entry.	Required
Division `division`	Division where the customer note was created.	Required
Date `transdate`	Date the customer note was created.	Required
Time `transtime`	Time the customer note was created.	Required
Customer `hrcustomer`	Customer that the note is about.	Optional
Code `customerid`	Customer code used to make sure the note goes to the right customer.	Required
Name `customername`	Customer name read from the customer master data.	Optional
Address `customeraddress`	Customer address read from the customer master data.	Optional
Credit Limit `customercreditlimit`	Customer credit limit at the time the note was created.	Optional
Credit Limit Type `customercreditlimittype`	Credit limit type that applies to the customer.	Optional
Customer Note Type `customernoteid`	Note category so the customer history is easy to filter.	Required
Note `notes`	Note is used for additional remarks so the reason for the entry or data change is easy to understand.	Optional
Modified By `useredit`	User who last modified the customer note.	Optional
Last Modified `updatetimestamp`	The last time the customer note was updated.	Optional

User Checklist

The selected customer is correct. Date, Division, and Note Type match the context. Credit limit and credit limit type have been checked. The note is clear, concise, and cannot be misread.

Menu Location

Sales & POS / Returns & Receivables / Customer Notes
/form/customernote