Additional Notes on Transactions

This new features allows for additional commentary to be recorded against a transaction after the transaction has been generated. This allows you to record, for example, additional notes against an overdue invoice with detail as to any reason for delay in payment.

The Notes can be added via the Account Enquiry, the Ledger Enquiry or Allocation Actions within the Sales or Purchase Ledger.

Account Enquiry – within the Account Enquiry when highlighting a transaction you can use the Notes button or the <F7-Option> key to add/update/view any note entries recorded against the transaction. If any existing notes are recorded the status line shows details from the first line of notes.

Ledger Enquiry – within the Ledger Enquiry when highlighting a transaction you can use the Notes button to add/update/view any note entries recorded against the transaction. Again if any existing notes are recorded the status line shows details from the first line of notes.

Allocation Actions – within the Allocation Action options when a transaction is highlighted the <F7-Option> key can be used to add/update/view any note entries recorded against the transaction. Again if any existing notes the status line shows details from the first line.

 Notes

Database Changes

New data items are required on the sales/purchase transaction file to record the additional notes. You can update the database layout by selecting Installation off the main menu followed by Application Manager and then Restructure a Database.

Select the application, elect to change the ‘Live’ files, and then select the transactions file.<Page-Down> until you reach a range of blank items and then press <Enter> against a blank entry to create the item(s) below.

Item Name Type Description

NOTES X (64) Holds first line of notes.

NOTES-N X (64) Holds the nth line of notes (maximum of 10 lines). All data items must be consecutive within the file.

Enter the item name in the first input and then press <Enter> to set the item type (F4 is available), enter the size required and press <Enter> to complete the entry.

Once the database changes have been made press <ESC> to complete and then choose UPDATE to update the changes. Press <Enter> to confirm prompts to ‘Extract Existing Data to the new Database Structure’ and (if appropriate) ‘Copy Table entries from Old Database to New Database’ - the new database structure is then updated. When prompted to ‘Remove .OLD Database’ you generally respond ‘No’ for backup purposes.

If prompted to ‘Carry Out the Same Restructure on the "BASE” File as well?’ respond as required.The BASE file is used if/when you create a new company based on the existing structure, if this is likely to happen respond ‘Yes’ and repeat the entry of new items above taking care to ensure you create at the same item positions and with the same type.

Set Database Profiles

The new data items need to be referenced within the Datafile Database Profiles. The profiles are set by selecting Installation from the main menu followed by Application Manager and then Set Database Profiles. Select the required application and then select the parameter screen Transaction Optional 3 to reference the new items.

Against the prompts on the left for Notes: First and Notes: Last reference the range of new data items added (<F4-Select> is available if required).