(A/R Pro users only)
This topic includes some general information about Customer Activity Notes, including system tasks that can impact Customer Activity Notes and the audit trail created when entering and modifying Customer Activity Notes.
If you use the utilities to change customer numbers or job numbers (functions CCN and CCJ), all notes that currently exist for the "From" customer are copied to the "To" customer.
If you delete a customer account in Customer Maintenance (MCR), all Customer Notes are also deleted.
If you delete a job account for a customer, the Customer Notes that were associated with the deleted job account are copied to the main account for that customer. The number ID of the notes that are copied to main account are re-numbered starting at the next available number.
No purge function is available at this time. All notes that are added remain in the system, including notes that are marked as Deleted.
If you enter a note with a follow-up date and a reminder, then the reminder is displayed in the Alerts Viewer. From the Alerts Viewer there is a link to take you to Customer Notes. The Customer Note and the Reminder are separate items. If you modify the note, (such as mark it Closed or Deleted), it does not update the reminder. You must act on the reminder in the Alerts Viewer.
Each note will maintain the date, time, user, and terminal for the following three sets of data (displayed in columns in the Customer Activity Notes viewer):
Creator— always filled in when a note is first created
Last Modification— only filled in if the note has been modified
Close or Delete— only filled in if the note has been closed or deleted
Customer Notes are assigned a Note# by the system, starting with number 1 for each customer. This number displays in the Note# column in the Customer Activity Notes viewer.