Account Notes (ACCNOT)

 
The Account Notes view allows you to create, modify and delete Account Notes for Customers and Prospects.

• If the Prospect or Customer was a Lead in the Lead Master with associated Lead Notes, the Lead Notes automatically become Account Notes when the Lead is converted to a Prospect.

• Note: The functionality of maintaining Customer Notes is currently based in Pointforce Enterprise (PFE). Customer Notes are available in iTopia through the Account Notes-Consolidated view. (Reminder: Customer Notes created in PFE apply to Customers only.)

You can access Account Notes information for an existing Account or you can create a new Account Note for an Account. The following fields are available on the Account Notes view and are based on the order in which they appear in the grid on the search page:

• Company Number - every record in the PointForce iTopia SQL database includes the Company Number. When reviewing the results from your search, the Company Number will display for all Account records. Note: You cannot modify the Company Number field in the grid.

• Customer Code - the Customer Code displays for every customer record. You cannot modify the Customer Code in the grid.

• Customer Name - the Customer Name assigned to the Customer Code selected displays.

• Note Text - the Note Text displays for existing Notes. You can edit this field on the grid by double clicking on the cell you wish to update. Click on the check mark to update the field or click on the 'x' to cancel the edit.

• Note Number - displays the Note Number assigned to the Company/Customer/Note/CRM Note Category, Note Source and Note Type record.

• CRM Note Category - displays the CRM Note Category assigned to the current record. CRM Note Categories are maintained in the CRM Note Category table, in the CRM module. You can edit this field on the grid by double clicking on the cell you wish to update. The lookup allows you to select from a list of available CRM Note Categories. Click on the check mark to update the field or click on the 'x' to cancel the edit.

• Note Source - displays the source of the Account:
  • L - Lead (created in Lead Notes and moved over to Account Notes)
  • P - Prospect
  • C - Customer

  You cannot modify this field in the grid.

• Note Type - displays the type of Account Note. Valid values are:
  • Account-Account Note (default when creating a new Account Note)
  • Lead-Lead Note (displays if the account was originally a Lead)

  You cannot modify this field in the grid.

For information on the functionality of each button on the Account Notes Search Criteria Results/Grid page, click here.

Account Notes - Details Page

The following list defines every field in the Details page:

• In the Main Context section, the Company Number, Customer Code and Note Number display as reference information for the detail record you are viewing.

• Note Type - defaults to 'Account-Account Note' when creating a new Account Note. If the Account was originally a Lead, the Note Type displays as 'Lead-Lead Notes'. This field cannot be modified.

• CRM Note Category - enter or select from the lookup a CRM Note Category for the Account Note. The CRM Note Categories are maintained in the CRM Note Category table, in the CRM module. This is a mandatory field.
  • Once a Note Category is selected, the Category name displays to the right of the field.

• Note Text - enter the Note details in the Note Text field. This is a free format field that allows you to enter a maximum of 1048 characters of text.

• Time Created - displays the date and time at which the Account Note was created.

• Creator - displays the user id of the user logged into the system when the Account Note was created.

• Last Change - displays the date and time at which the Account Note was last updated.

• Modifier - displays the user id of the user logged into the system when this Account Note was last updated.

• Note Source - displays the source of the Account:
  • L - Lead (created in Lead Notes and moved over to Account Notes)
  • P - Prospect
  • C - Customer

• Customer Master (SU13)
• Customer Price Lists (SU13)
• Customer Attributes (SU13)
• Account Notes-Consolidated
• Activity Note
• Account Campaign
• Account Trade Show

For information on the functionality of each button on the Account Notes Details page, click here.

Lookup Functionality

The Execute Quick Lookup icon that displays to the right of a field opens a view that displays records related to the input field that you can select. All of the lookup views function in the same manor. If there are multiple records in a lookup the Search Critiera/Grid page is display. If there is only a single record in the lookup, the details page is opened.

The following table outlines the functionality of each button on the Search Critiera Grid page of the Lookup views:

Button Label	Icon	Functionality
Search		Searches for all records that match the Search Criteria input.
Clear		Clears the entries in the Searh Critiera.
Personalize		Opens up the Personalization section of iTopia which allows you to personalize the Search Criteria, Search Results, Sort and Details pages of the CRM Note Category. For more information on personalizing a view, click here. Note: If this button is not available on your view, you have not been assigned to a role that has been granted the 'customize' permission. Please contact your system administrator for more details.
Select Record		Selects the record and returns you to the Account Notes detail page.
View Record Details		Opens the Details page for the current record.

The following table outlines the functionality of each button on the Details page of the Lookup views:

Button Label	Icon	Functionality
Select		Selects the current record and returns you to the Account Notes page.
Go to Previous Record		Moves you to the previous record. This icon only displays if the current record is not the first record from the search.
Return to Search Page		Closes the Details page and returns you to the Search Criteria/Grid page.
Go to Next Record		Moves you to the next record. This icon only displays if the current record is not the last record from the search.