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Notes

The Notes section of the Order application provides a centralised location for capturing, storing, and managing important information, observations, and documentation related to each order. This function is essential for maintaining comprehensive order records, facilitating team communication, and preserving critical details throughout the order lifecycle.

The Notes section appears on the Order main page and serves as a dedicated workspace for recording free-form information that doesn't fit into structured fields or formal documentation sections. This function is essential for maintaining a complete audit trail, capturing contextual information, and ensuring that important details are preserved and accessible to all stakeholders involved in the order process.

Quick Check - Before You Start
  • Decide whether the note should be private if it must not appear on the supplier-facing Purchase Order.
  • Use Display in Report only when you intend selected notes to appear in generated Purchase Order documents.

Order > Notes

Features

The Notes section provides comprehensive functionality for managing order-related documentation and collaboration:

Feature Description
Free-form Text Entry Enter notes in any format without restrictions, allowing for flexible documentation of observations, decisions, or important information. This essential feature enables users to capture contextual details that may not fit into structured fields. Notes
@ Mentions Use the dedicated @ icon in the textbox tool panel or press @ while typing to mention multiple team members at once. The dropdown list shows up to 10 results, making it easier to find and mention colleagues in larger teams. This multiselect feature allows you to notify several people simultaneously in a single action. Each mentioned user displays an X button next to their name, making it easy to remove them if needed.
Reply, Edit, Delete, React Using Emojis Engage with notes through threaded replies, edit existing notes to update information, delete notes when no longer needed, and react using emojis to provide quick feedback or acknowledgment. These collaborative features allow active communication and ensuring notes remain current and relevant throughout the order lifecycle. Notes Feature
Set as Private Mark notes as private to restrict visibility to internal users only. When enabled, private notes are not shared with suppliers and are excluded from the Supplier Version of the Purchase Order Form, making this feature critical for documenting sensitive information, internal discussions, or confidential details that should remain within your organisation. Only notes marked as 'public' (non-private) are included in the Supplier Version of the Purchase Order Form. Notes Lock
Pin Notes Pin important notes to the top of the notes section for quick reference. This feature can be used for highlighting critical information, urgent updates, or key decisions that need immediate visibility, ensuring that the most important information is always accessible. Notes Pin
Display in Report This feature applies when generating a document from Order > Documents > Purchase Orders. In the document, the Notes that you selected to display in report will appear here. When generating the Supplier Version of the Purchase Order Form, only public (non-private) notes that are selected to display in report are included in the document. Notes Display

Adding Notes

Step Action
1 Click in the notes (text) field to begin entering information.
2 Enter your notes. It may be observations or documentation as needed.
3 Notes will be posted once you click the Save button.

Helpful Tips

  • Document Early and Often: Add notes as information becomes available rather than waiting until the end of the order process.
  • Be Specific: Include specific details, dates, and references that will be meaningful later.
  • Link to Related Information: Reference related documents, comments, or sections when relevant to provide context.

Troubleshooting

Why did my note not appear on the supplier Purchase Order?

Private notes are excluded from the supplier version. Only public notes selected for Display in Report are included when generating the Supplier Purchase Order.

Steps to resolve:

  1. Edit the note and turn off Set as Private if suppliers should see it.
  2. Enable Display in Report for notes that must print on the document.
Why can I not find someone when I use @ mention?

The mention list shows up to ten matches. Type more of the name to narrow results, or confirm the person exists in your staff directory and has access to the order context.

I clicked Save—where is my note?

Notes post only after Save. If the screen refreshed without saving, re-enter the text and click Save again.