Master Data Notes

Note

Before you can create notes, you must grant the relevant user the permission to view notes for the different areas. For more information on this, click here.

In TRASER DMS 365 you can add notes to master data. These notes will be displayed in a separate window as soon as you use a master data record in a document. The contents of this chapter are divided into the following sections:

Creating Notes for Contacts
Creating Notes for Customers
Creating Notes for Vendors
Creating Notes for Assets
Creating Notes for Items
Creating Notes for Service Items
Creating Notes for Resources

Creating Notes for Contacts

This section describes how to create a note for a contact. To do so, please proceed as follows:

Use the quick search (ALT+Q) to find the Contacts page.
Select the contact from the Contacts list for which you want to create a master data note.
Click Contact > Notes in the menu bar.
The Note Texts window opens.
Enter the desired note text into the text field in the Note Text column.
Select the checkboxes for the business areas in which the note text should be displayed to users.
Optionally select the checkbox in the Calculation column, if the note text should be displayed in calculations.

You have successfully set up a note for a contact. Depending on your selection, the note will be displayed when the contact is used in the Sales, Purchase, Service or Rental (if TRASER Rental 365 has been activated) business areas or in calculations.

Creating Notes for Customers

This section describes how to create a note for a customer. To do so, please proceed as follows:

Use the quick search (ALT+Q) to find the Customers page.
Select the contact from the Customers list for whom you want to create a master data note.
Click Customer > Notes in the menu bar.
The Note Texts window opens.
Enter the desired note text into the text field in the Note Text column.
Select the checkboxes for the business areas in which the note text should be displayed to users.
Optionally select the checkbox in the Calculation column, if the note text should be displayed in calculations.

You have successfully set up a note for a customer. Depending on your selection, the note will be displayed when the customer is used in the Sales, Purchase, Service or Rental (if TRASER Rental 365 has been activated) business areas or in calculations.

Creating Notes for Vendors

This section describes how to create a note for a vendor. To do so, please proceed as follows:

Use the quick search (ALT+Q) to find the Vendors page.
Select a vendor from the Vendors list for whom you want to create a master data note.
Click on Vendor > Notes in the menu bar.
The Note Texts window opens.
Enter the desired note text into the text field in the Note Text column.
Select the checkboxes for the business areas in which the note text should be displayed to users.
Optionally select the checkbox in the Calculation column, if the note text should be displayed in calculations.

You have successfully set up a note for a vendor. Depending on your selection, the note will be displayed when the vendor is used in the Sales, Purchase, Service or Rental (if TRASER Rental 365 has been activated) business areas or in calculations.

Creating Notes for Assets

This section describes how to create a note for an asset. To do so, please proceed as follows:

Use the quick search (ALT+Q) to find the page Fixed Assets.
Select the asset from the Fixed Assets list for which you want to create a master data note.
Click on Related > Fixed Asset > Notes in the menu bar.
Enter the desired note text into the text field in the Note Text column.
Select the checkboxes for the business areas in which the note text should be displayed to users.
Optionally select the checkbox in the Calculation column, if the note text should be displayed in calculations.

You have successfully set up a note for a fixed asset. Depending on your selection, the note will be displayed when the asset is used in the Sales, Purchase or Rental (if TRASER Rental 365 has been activated) business areas or in calculations.

Creating Notes for Items

This section describes how to create a note for an item. To do so, please proceed as follows:

Use the quick search (ALT+Q) to find the Items page.
Select an item from the Items list for which you want to create a master data note.
Click on Item > Notes in the menu bar.
The Note Texts window opens.
Enter the desired note text into the text field in the Note Text column.
Select the checkboxes for the business areas in which the note text should be displayed to users.
Optionally select the checkbox in the Calculation column, if the note text should be displayed in calculations.

You have successfully set up a note for an item. Depending on your selection, the note will be displayed when the item is used in the Sales, Purchase, Service or Rental (if TRASER Rental 365 has been activated) business areas or in calculations.

Creating Notes for Service Items

This section describes how to create a note for a service item. To do so, please proceed as follows:

Note

The Show Note Texts toggle switch in the Traser FastTab on the Service Management Setup page must be activated in order to display note texts when selecting a service item in a service quote or order. You can find more information regarding the service management setup under Service Management Setup.

Use the quick search (ALT+Q) to find the Service Items page.
Select a service item from the Service Item list for which you want to create a master data note
Click on Related > Service Item > Other > Notes in the menu bar.
Click on New to add a note text.
Enter the desired note text into the text field in the Note Text column.
Select the checkboxes for the business areas in which the note text should be displayed to users.
Optionally select the checkbox in the Calculation column, if the note text should be displayed in calculations.

Tip

In the Note Texts overview of a service item, the FactBox area (ALT+F2) displays when and by which user a note has been created, modified, or processed. Processed notes are no longer displayed in documents.
To mark a note as processed, select the checkbox in the Processed column. Alternatively, you can mark a note text as processed directly in the service document. To do so, open the Worksheet, select the desired note in the Service Notes FactBox FastTab and click on Service Notes > Mark as Processed.

You have successfully set up a note for a service item. Depending on your selection, the note will be displayed when the service item is used in the Sales, Purchase, Service or Rental (if TRASER Rental 365 has been activated) business areas or in calculations.

Creating Notes for Resources

This section describes how to create a note for a resource. To do so, please proceed as follows:

Use the quick search (ALT+Q) to find the Resources page.
Select the resource from the Resources list for which you want to create a master data note.
Click on Resource > Notes in the menu bar.
The Note Texts window opens.
Enter the desired note text into the text field in the Note Text column.
Select the checkboxes for the business areas in which the note text should be displayed to users.
Optionally select the checkbox in the Calculation column, if the note text should be displayed in calculations.

You have successfully set up a note for a resource. Depending on your selection, the note will be displayed when the resource is used in the Sales, Purchase, Service or Rental (if TRASER Rental 365 has been activated) business areas or in calculations.