User Guide to Notes

User Guide

User Guide to Notes Understanding and using MoversSuite Notes

User Guide to Notes

Efficient Workflow Solutions, LLC 2

User Guide to Notes Version 4.0 (Spring 2011)

Copyright

Copyright © 2011 by Efficient Workflow Solutions, LLC | All rights reserved

Trademarks

MoversSuite is a trademark of Efficient Workflow Solutions, LLC.

Microsoft and Microsoft Windows are registered trademarks of Microsoft Corporation.

All other product names used are trademarks of their respective owners.

Notice

The material in this document is for information only and is subject to change without notice.

While reasonable efforts have been made in the preparation of this document to assure its accuracy, Efficient Workflow Solutions, LLC assumes no liability resulting from errors or omissions in this document, or from the use of the information contained herein.

Efficient Workflow Solutions, LLC reserves the right to make changes in the product design without reservation and without notification to any person or entity.

Edition

Spring 2011

Copyright © 2011 by Efficient Workflow Solutions, LLC | All rights reserved

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Printed in the United States

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User Guide to Notes


Table of Contents NOTES IN MOVERSSUITE 4

SIMPLE NOTES 5

INFORMATIONAL NOTES 7 Accounting Note 8 Invoice Notes 10

DOCUMENTED NOTES 11

NOTES IN REPORTS 13

NOTES 14 Right-Click Options (Notes) 16 Add Note 17 Note 19

NOTES SETUP AND ADMINISTRATION 21 Note Type Setup 21

User Guide to Notes


Notes in MoversSuite

Transferring information from one user to others is the integral function of notes in MoversSuite. These notes range from simple notes that a user can enter on the fly to documented notes that permanently detail key data that affect a MoversSuite order. Notes are very useful in providing instruction and in managing the progress of a move request. Exchanging data with disparate systems, such as a van line, is another useful function of notes. Some special features of notes include the following:

Special Instructions and Directions are two commonly used notes that display on work tickets

A Claim Notification note is a special type issued with a Claim Alert; this note is included in an email that is sent out to key personnel when the alert is issued

An Accounting Note is attached to specific transactions in Payment Management and Revenue Entry and, in the case of notes attached to revenue items, the note will be visible in Microsoft Dynamics GP

Invoice notes allow the user to send a unique message to a customer via an invoice There are three primary categories of notes used in MoversSuite along with two subcategories, Accounting Note and Invoice Notes. The note categories in MoversSuite are as follows:

Simple Notes Informational Notes Documented Notes

user_guide_to_order_information.pdf

User Guide to Notes


Simple Notes Simple notes are associated to a variety of different type of records within MoversSuite and are free-form text that a user can modify when editing the record. Attributes of simple notes are as follows:

No timestamp

No user-stamp

No restrictions to add, edit, or delete note content

Size limitations on the amount of text that can be entered on some notes

Typically for internal documentation use only The following table lists and describes the available simple notes by their relative location in the MoversSuite application.

Important: Records imported into MoversSuite can overwrite existing note records.

Location Description

Account Profiles General Notes associated to a profile display within the Account Profiles tab. See Account Profile Management for information on profile setup.

These notes are unlimited in size.

Agents A message associated to a particular agent through Agent Setup displays when the agent is assigned to the order through the Agents tab. Users can modify the Memo for each order.

Users can enter up to 60 characters.

AR Credit & Collections A user can enter a message in Note section when a task is completed. See Add Task (AR Credit & Collections) for details.


Cash Receipts Notes entered for a batch and a receipt will display on several reports including Payment Receipt Report and Deposit Statement Report.

See Cash Receipts for more information.


Document Management Notes attached to a file added and edited through Properties screen incorporate with a particular document version. This data is stored outside of MoversSuite within a Microsoft SharePoint server.


Local Dispatch Day Notes associated to a particular service date allow dispatchers to communicate to dispatch at different locations.

Day Notes are unlimited in size.

The reason for a service decline in Requested Services is included in an email to key personnel. See Email Options Settings for more information. Users can enter up to 254 characters for the decline reason.

National Accounts A note set within National Account Setup appears within the Memo field in Billing Information and in Account Profile Management. Users can modify the National Account Memo for each order.

User Guide to Notes


Users can enter up to 60 characters for the memo.

Recurring Billing Setup The Location note and Item Note attached to a billing record through Add Billing Item are included on invoices generated during a billing run.

Text entered within the Invoice Note of a billing record will display on invoices generated for the record during a billing run.

Users can enter up to 512 characters for the Location.

Users can enter up to 1024 characters for either the Item Note or Invoice Note.

Store Information Users can note damage to a fixture within the Action Taken comment box within Fixtures.


User Guide to Notes


Informational Notes Informational notes are messages passed between users and company personnel, most notably between local operations members, crew, and drivers, and may be included in registration uploads for Special Services orders. Informational notes differ from simple notes in that data of the last change is saved along with the text change. Attributes of an informational note are as follows:

Timestamp

User-stamp

No restrictions to add, edit, or delete note content

Internal and external usage The following table lists and describes the available informational notes.


Move Information Special Instructions and Directions within Move Information are informational notes visible where they are set and within Order Details. Both Special Instructions and Directions display on several reports including the Work Ticket Report and are part of the data exchanged with third parties.


Invoicing The Invoice Notes set in Invoice Management displays on the generated invoice through New Complete Invoice.

See Standard Invoices for reporting details.


Payment Management Users can enter an Accounting Note to a batch record or a detail record from within Batch Management and Apply Wizard.


Revenue Entry Users can enter an Accounting Note to a revenue group or item. The note entered for revenue items will be included with corresponding transactions to Microsoft Dynamics GP.

Note:

Only notes associated to actual revenue item transactions report in Microsoft Dynamics GP.

Users can set Special Instructions within Billing Information (Revenue Entry) in addition to Move Information.


User Guide to Notes


Accounting Note Accounting Notes are messages that a user can attach to accounting transactions within Revenue Entry and Payment Management and are useful for tracking progress through a workflow and for passing comments along to other users. Additionally, Accounting Notes created for transactions in Revenue Entry also display in Microsoft Dynamics GP along with the transaction.

Figure 1: Accounting Note dialog

Users can access the Accounting Note dialog by clicking the note icon ( ) that displays on the data grids in Revenue Entry, Payment Management, and the Apply Wizard.

Figure 2: Accounting Note in Payment Management

Once a user has added a note using free-form text (up to 1024 characters) and pressed OK, the note icon will appear with a red check ( ) for the line item. The application saves the username (By) and date that the note was entered into the system (Date Entered). Once the note exists, only the text of

User Guide to Notes


the note can change. Once a transaction has posted in Revenue Entry, users will be unable to edit or delete the content of an Accounting Note.

User Guide to Notes


Invoice Notes Invoice Notes are messages attached to a particular invoice. They can be up to 1024 characters in size and print on Standard Invoices.

Figure 3: Invoice Notes dialog

Access the Invoice Notes dialog through the Invoice Note button in New Complete Invoice.

Figure 4: Invoice Note button

The application saves the username (By) and date that the note was entered into the system (Date Entered). Note: This data will not be available anywhere in MoversSuite once the application creates the invoice.

User Guide to Notes


Documented Notes Documented notes link directly to a customer, order, and/or invoice and a user can managed them through the Notes and Order Notes tabs in MoversSuite. These notes are part of the documented history and a user cannot delete them; they can, however, be appended to, which is a separate memo entry attached to the existing note. Attributes of a documented note are as follows:

Timestamp

User-stamp

Tied directly to a customer, order, and/or invoice

Tracked and managed through Notes and Order Notes tabs

Cannot be modified or deleted

Can be appended to

Integrated with third party applications (can be imported and exported)

Unlimited in size and unlimited in the number of times appended to

Specific Note Types used to classify and categories notes (see Note Type Setup)

Used internally and externally; Send to Van Line option will transfer the note automatically to a defined van line; and they can be marked Private or Public to control account visibility through the Customer Web Portal

The following table lists and describes the available documented notes.


AR Credit & Collections Notes added through this module can be associated to a customer, order, and/or invoice(s).

See Add Note (AR Credit & Collections) for more information.


Claim Alert When a Claim Alert is issued, a note of type of Claim Notification is added to the order. See Claim Notes and Claim Alerts for more information.

The contents of the message will be included in an email sent out to key order personnel. See Email Options Settings for details.


Local Services Notes created through the Send To Dispatch function will be visible through Notes, Local Dispatch, and Requested Services. The Subject will be Dispatch Note.


Notes General notes associated to an order and shipper. Users can access these notes through the following:

Notes

AR Credit & Collections (Notes tab)

Cash Receipts (Order Notes tab)

Claims (Notes tab)

Local Dispatch (Order Notes tab)

Long Distance Dispatch (Notes tab)

Payment Management (Order Notes)

User Guide to Notes


Tasks (Notes tab)


Safety Information Users can log safety events against personnel and equipment. See Safety Information in Local Dispatch and Safety Information in Long Distance Dispatch for details.


Sales Lead Information Notes added through Sales Lead Information become general notes accessible through the Notes tab. These notes will contain a type of Lead.


User Guide to Notes


Notes in Reports The following table lists the standard MoversSuite reports that contain data from a note field.

Report

AR Collections Report

Dispatching Crew Report

Dispatching Equipment Report

Dispatching Services Report

Dispatching Summary Report

Equipment Safety Events Report

Long Distance Work Ticket Report

Payment Receipt Report

Personnel Safety Events Report

Standard Invoices

Storage Details Report

Work Ticket Report

User Guide to Notes


Notes The Notes tab allows a user to manage general memos associated an order. Notes appearing within the Notes tab include those added by external processes and those manually added through the Add Notes button.

Figure 5: Notes tab

To view the complete text of a note, double-click on the note message and the Note screen will appear with the entire content of the message visible in the Selected Note Detail tab. Users will be able to copy (CTRL + C) and paste (CTRL + V) the message using keyboard shortcuts. If content of the note is too large to display in its entirety, an ellipse (…) will be display at the end of the text. The ellipse indicates that the message is continued. This is true for all data that displays for the note that is too large to fit in the grid, including Subject, Type of Note, etc. User can double-click on the record to view the entire contents of the record through the Note screen. Described in the following table are the columns and functions available within the Notes tab.

Notes: Click on the expand icon ( ) to view note details or click on the collapse icon ( ) to hide note details. Users can sort by any data column within the Notes tab.

Column/Function Description

Add Notes This function opens the Add Note screen allowing the user to define a new order note.

Hotkey: ATL + A

Order Number MoversSuite identification number assigned to the order displays in this field.

Shipper The Last Name/Company Name followed by the First Name/MI of the shipper set through the Name, Address, Phone tab.

First Data Row

User Guide to Notes


Subject This column displays the title given to the note record.

Type of Note This column displays the note type assigned to the record. The note type places the note in a particular category and identifies the record as exportable to a third party application, if utilized.

See Note Type Setup for details.

Last Entry Date This column displays the date that the note was last updated.

Last Entry By This column displays the name of the MoversSuite user that last modified or created the note.

Invoices Displays the invoice number(s) associated to the note through AR Credit & Collections.

Second Data Row

User The name of the MoversSuite user that created or appended the note displays in this Column.

Date The creation date or the date of the latest modification displays in this column.

Scope Flag indicating whether the note is visible through the Customer Web Portal (Public) or not (Private).

Users can append a note through the Note screen, which is accessed when a user double-clicks on an existing note or selects the Append To This Note option available through right-click menu options. See Right-Click Options (Notes) for more information.

User Guide to Notes


Right-Click Options (Notes) The following image displays the right-click options available to users within the Notes tab.

Figure 6: Right-click options for Notes

The following table describes the options available to users through a right-click on a selected record in Notes.

Option Description

Append To This Note This option opens the Add Note dialog allowing the user to create an appended comment to the selected note.

Expand This Note This option causes the grid to open the details of selected note

Collapse This Note This option causes the grid to close the details of selected note.

Expand All This option opens the details of all notes in the data grid.

Collapse All This option closes the details of all notes in the data grid

Always Expand When this option is selected ( ), each time the current user accesses the particular note data grid the details of all notes will display.

User Guide to Notes


Add Note Use the Add Note dialog to add and edit a documented note to an order. This screen is available through the following:

Add Notes button from Notes tab Append to Note button from within Note screen Append To This Note right-click option on selected Notes records

Figure 7: Add Note dialog

Described in the following table are the fields and function available within the Add Note dialog.

Important: Users cannot delete Note records.

Field Description

Order Number This field displays the MoversSuite identification number assigned to the order.

Shipper This field displays the shipper name as set through the Last Name/Company Name field within Name, Address, Phone.

Note Information

User Guide to Notes


Public/Private Set to Public to allow Customer Web Portal users to view this note otherwise Private (default) will restrict it from view within the portal.

Type Select a note type from the list of those defined within Note Type Setup.

The note type places the note in a particular category and identifies the record as exportable to a third party application, if utilized (see Note Type Setup for details).

Subject Enter text providing the purpose or title of the message (up to 256 characters).

Memo Enter the detailed portion of the note. The length of this message is virtually unlimited.

Send to Van Line

Enabled Check Enabled to allow the note to be uploaded to a third party application, such as to UniGroup Memo Pad, and to activate the Private and Initials fields.

Hotkey: ALT + E

Private Check Private to mark the note record as one that outside agents cannot view.

Initials Enter the initials of the person (up to 4 characters) to identify the creator of the note within a third party application.

RELATED TOPICS: Add Note (AR Credit & Collections) Claims Notes Tab Dispatching Services Report Note Note Type Setup for SIRVA Setting Note Types for UniGroup Memo Pad Uploading to UniGroup Memo Pad Valid Note Codes for Memo Pad Uploads

User Guide to Notes


Note The Note screen allows a user to view order notes attached to one or more invoices. Users will access this screen when viewing or appending to notes associated to existing, general note records by double-click on a note record in any of the Notes tabs (Note or Order Note).

Described in the following table are the fields and function available within the Note dialog.

Note: Users cannot delete Note records.

Field/Function Description

Order # This field displays the MoversSuite identification number assigned to the order.

Shipper This field displays the shipper name as set through the Last Name/Company Name and First Name fields within Name, Address, Phone.

Type The type assigned to the message from the list of those defined within Note Type Setup.

Append to Note This function evokes the Add Note dialog allowing a user to append to the open note record.

Subject This field displays the text purpose or title of the message.

Invoice(s) Displays the invoice number(s) associated to the note through AR Credit & Collections.

Memo

All Note Details This section lists all detail messages associated to the note. Records selected in this tab will have more information displayed within the Selected Note Detail tab. See Add Note for data descriptions.

Selected Note Detail This tab allows a user to view the entire content of the note record selected within the All Note Details tab. Users can highlight and select the message text and copy (CTRL +

User Guide to Notes


C) and paste (CTRL + V) it into all Microsoft Windows applications, including MoversSuite. See Add Note for data descriptions.

Close This function closes the Note window.

User Guide to Notes


Notes Setup and Administration This section details the setting need to define a Note Type for use in MoversSuite.

Note Type Setup MoversSuite Administration (standard) > MMS > Note Type

Define note types to categorize documented notes in MoversSuite. These types will be available through the Type field in Add Note. MoversSuite will also reference note types when exchanging memo data with third party applications such as UniGroup Van Lines and TechMate. The following table describes the fields available within Note Type setup.

Field Description

Note Type Enter description for the type of documented note (up to 128 characters). Users can assign the Note Type through the Type field in Add Note.

Tip:

MoversSuite recommends using a carrot symbol (^) in the Note Type description to indicate inclusion of notes of this type in an upload to a third party application.

Military/Government:

Establish a value for type 619-1 Note to be associated to military orders. Notes of this type will allow remarks to display on Form 619-1.

Van Line Code Enter the code that is used by a third party interface in identifying this record when exchanging data with MoversSuite (up to 10 characters). Verify required codes with all supported third party applications.

Fields appearing in red are required.

Default Note Type Values The following table lists the default Note Type values needed by MoversSuite.

Important: MoversSuite provides a standard list of default Note Type records many of which are required by certain pieces of functionality. Please do not alter the default list of Note Type values.

Default Value

Additional Phone Contact

Address/Phone Change

Claim Notification

Claims

Collections

Customer Service Miscellaneous

Date Changes

User Guide to Notes


Equipment Needed

Lead

Local Dispatch

Long Distance Dispatch

Materials Needed

Miscellaneous

Revenue Accounting

Valuation

Web Note

RELATED TOPICS: IGC Software Integration Setup and Administration Note Type Setup for SIRVA Note Types Setup for Memo Pad Download Note Types Setup for Memo Pad Uploads Notes SIRVA Upload and Download Setup and Administration UniGroup Download Setup and Administration UniGroup Upload Setup and Administration

User Guide to Notes

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