Sales Comments and Notes

Add and manage comments and internal notes on sales documents.

There are a number of ways you can add additional information to a sales document, be that for internal or external use. You might want to store a document against a sales quote to be able to refer to it later, write a note inviting your customers to an event or include customer specific delivery instructions for your warehouse to see.

Prerequisites

Ability to create sales documents.

Knowledge of modifying report layouts.

Comments and additional information can be added to sales documents in a number of ways. Select the most appropriate given the reason you are adding extra information and the outcome you want to achieve.

Sales Document Attachment Factbox.

Sales Comments.

Sales Document 'Work Description'.

Default Customer and Ship-to comments.

Sales Line Comments and Standard Text Codes.

Item Extended Texts.

Report Layouts.

Sales Document Attachment Factbox

All sales documents have an Attachment Factbox Section. Here you can add both Attachments and Notes.

Attachments: upload a pdf, image, word document, any file to the document. The attachment is stored within the database, meaning anyone else can open and read it.
Notes: type or copy/paste free text to the document. These notes are for internal use only and not suitable for printing or reporting on.

Both Attachments and Notes are copied to any posted transaction.

Sales Comments

All sales documents have a Sales Comments area, this is accessed from each document's page. Here you can add free text.

Comments have a Comment Type that impacts how each line is used within Bevica.

Comment Type

Note

Internal

These are internal comments not published anywhere.

Delivery Instr. (Sales)

Where available, these comments are transmitted to third party warehouses as delivery instructions.

Picking Instr. (Sales)

Where available, these comments are transmitted to third party warehouses as picking instructions.

Sales Documents

These comments can be made visible to Customers via Work Description. See Default Customer & Ship-to Comments and Work Description below.

Purchase Documents

These are internal comments not published anywhere.

Gift Note

Where available, these comments are transmitted to third party warehouses as gift messages.

Sales Documents 'Work Description'

The Work Description is where you add comments that you want your customer to see, they appear on Sales Order Confirmation, Posted Sales Invoice and Posted Sales Credit documents.

Default Customer & Ship-to Comments

Both the Customer and Ship-to pages have a Comments area, accessed from each pages' ribbon option. When a sales document is created, all Customer and Ship-to comments are copied to the document along with their Comment Type.

Comments with Comment Type Sales Documents are further copied to the Work Description field.

Sales Line Comments & Standard Text Codes

It is possible on any document to add comments at line level. To do this to make sure the Type field is set to 'Comment' and enter your text in the Description field. Alternatively, you can create Standard Text Codes which appear in the 'No.' field lookup.

Comment lines appear on all outputs as they appear on screen and are copied to posted documents alongside all other lines. Line comments are typically used to highlight something about a particular line, but can be used as general notes you want your customer to see.

Sales Quote and Blanket Order Comments

When a sales quote or blanket order document is created, all Customer and Ship-to comments are copied to the document along with their Comment Type. On sales quotes, comments with Comment Type Sales Documents are further copied to the Work Description field.

The Work Description and Comments can be amended if required. When users 'make order', the comments on the quote or blanket order are copied across to the sales order. Note there is no Work Description on a blanket order. This field will be populated on the sales order/s generated as per the customer and ship-to comments.

Item Extended Texts

It is possible to add multiple default comment lines against an item, these are then copied to a document whenever that item is used. From the Item card ribbon, select Extended Texts. Here you can add multiple text lines specifying, if you want, language code, valid start and end date, and which sales documents they are to be copied to.

As Sales Line Comments, above these can be used to highlight a product on offer or something unique about that item.

Report Layouts

All customer facing sales document outputs are managed by Report Layouts which are themselves Word documents. As such you can open the Word document and add a generic comment or message. That message will then appear on all subsequently printed/emailed outputs. I.e. this can be used to display Easter / Christmas office opening times, messages about current offers or company news.