Notes

All Agenda Development programs use a common system to attach an unlimited number of notes to any object.  Depending on the program you are using, you can attach notes to Customers, Parts, Work Centers, Quotes, Customer Returns, Salesmen, People, Nafta forms, and many others.  These notes can be set up to only be displayed to you.  These notes can include a paragraph description explaining the note in detail and can also link to another document (such as a Word document, an Excel spreadsheet, an audio or video file, etc) for unlimited capabilities.

 

MasterQ-PRO and MasterQ-ENT also include the ability for notes to be designated as "Must View".  A Must View note is automatically displayed anytime an item is referenced. 

 

As an example, you might add a note saying that Devious Customer, Inc. always wants to negotiate prices.  If the note is designated must view, then the note would be displayed anytime anyone started preparing a new quote for Devious Customer, Inc. 

 

Must View notes also work with the private option, in which case the note would appear every time you accessed Devious Customer Inc. but not for other users of the program.

 

The Notes button is located in the lower left corner of each object record.  If at least one note exists for this object, an open book icon appears on the button.  A closed book icon indicates that no notes currently exist for this item. 

 

Notes can be created manually by the User whenever needed.  The date and time are automatically added to the note.  Changes can only be made to notes by the User that created them or Super-Users. 

 

Notes can also be created automatically by the system when certain events occur.  Examples of these times might be when a quote is created, when a Customer Return Authorization is issued, when an inventory safety stock level is changed or when an engineering change is posted (depending upon which Agenda Development programs you have installed, of course). These automatic notes can be turned off an on using the Tools|System Setup command, although your User account must be designated as a Super-User or QMaster SuperUser to set these options.  For instructions on setting the auto-note options, click here.

 

 

 

Notes may be viewed by clicking the book icon

Clicking the open book icon located in the lower left corner of a window will display any associated notes for that item.  A closed book icon indicates that no notes are available.  An open book tells you there are notes in the file.  Notes are available for all users to view with a couple of important exceptions below.

 

Private Notes

A note marked as Private will only be displayed to the author or to Users who are designated as Super-Users or MasterQ Super Users.  This may be helpful in limiting the number of displayed notes. 

 

Requires Quote Authorization to View

A note marked as Requires Quote Authorization to View will only be displayed to users who are authorized to use the MasterQ program.  Typically these would be notes related to customer pricing.  Agenda Development offers a family of programs that streamline various office functions, but not all programs or users need access to your pricing information.  For example, our NaftaBlaster uses the same customer database to create Nafta certificate of origin documents quickly.  MasterQ typically adds notes to the customer file when quotes are created.  Users who are given access to the NaftaBlaster may not necessarily be permitted access to your pricing.  This feature allows you to enter notes regarding pricing without disclosing the information to every person using your system.

 

Must View Notes

A very handy feature is the Must View option for notes.  Checking this box will force the note to be displayed anytime an object is accessed.  For example, if you have a customer who requires freight charges to be included in quoted prices, you could add a Must View note explaining this.  Anytime you begin to create a quote using MasterQ, the reminder note will pop up before you may proceed.  This feature could also be used to remind you of the customer's credit status, or to remind you to refer the customer to a particular sales rep or distributor.

 

 

Who can Change or Delete a note?

When notes are created, a Delete Date can be specified.  When that date is reached, the note is scheduled for removal and will be deleted without any further action.  If no Delete Date is entered, the note will never be automatically erased.

 

Notes may also be removed manually.  Agenda Development programs attach the user's initials to each note that is created.  Only the user who originally created the note or a Super User can edit or delete it manually. 

 

 

A short video demonstrates how notes can be used effectively. Click here.  Internet access required.