Notes in Order Entry allow you to record information that follows a job through its entire lifecycle. From Quote, to Order, to Claim, and into related modules such as Schedule Pro, CPM, and RFMS Mobile.
Each note type serves a specific purpose and determines who can see it and where it prints. Understanding which note type to use ensures the right information appears on the correct documents.
Notes can be entered at two levels:
- Order-level notes - apply to the entire Quote, Order, or Claim.
- Line-level notes - apply to a specific product or service line.
The Notes icon appears on both the browse screen and the record view for Quotes, Orders, and Claims. When a note exists, the icon label displays in red.
Order-Level Notes
Order-level notes are accessed by opening the record and selection Notes from the toolbar or by highlighting the record in the browse screen and clicking Notes.
Each tab in the Notes window represents a different note type.
Purpose
Used for internal communication within your company. These notes never print on customer documents.
Where to Add
- From the toolbar, select Notes.
- Choose the Order Internal tab.
- Enter the note text and select OK to save.
Viewable In
- Order Entry (Quotes, Orders, Claims)
- Schedule Pro
- CPM
- Inventory
Behavior
- Does NOT print on invoices, work orders, or picking tickets.
- Carries forward when a Quote is exported to an Order
Purpose
Used for customer-facing comments that print on the invoice or quote.
Where to Add
- Click Notes and select the Order Custom tab.
- Type the message you want to appear for the customer.
- Save the note.
Viewable In
- Order Entry
- Prints on: Quotes, Invoices, and related customer documents.
- Visible in RFMS Mobile under customer-facing documents.
Behavior
- Transfers from Quote to Order during export.
- Commonly used for disclaimers, delivery instructions, or payment notes.
Purpose
Provides instructions for installers or subcontractors.
Where to Add
- Open Notes and select the Work Order Custom tab.
- Enter installation or site preparation details.
- Save the note.
Viewable In
- Order Entry
- Schedule Pro (Work Tickets)
- RFMS Mobile Work Order app
Behavior
- Prints on Work Orders and Installation Tickets only.
- Not visible to customers.
- Remains attached to the order even after invoicing.
Purpose
Supplies information for warehouse or distribution staff.
Where to Add
- From Notes, select the Picking Ticket Custom tab.
- Enter warehouse or delivery notes.
- Save.
Viewable In
- Order Entry
- Warehouse Picking Tickets
Behavior
- Prints on Picking Tickets.
- Does not carry forward to invoices or customer documents.
Purpose
Displays a consolidated view of all notes associated with the record, including those from other modules (Accounts Payable, CPM, etc.).
Where to Access
- Select Notes, then choose View All Notes & Remarks.
Viewable In
- Read-only view in Order Entry.
- Can include notes added from outside the Order Entry module.
Line-Level Notes
Line-level notes apply to specific products or services within an order. They are added through the Lines area of the record.
Each line note type affects where the information is displayed or printed.
Purpose
Internal-only communication about a specific line item (e.g., “Verify stock before order”).
Where to Add
- Highlight the desired line item.
- Click the Notes icon below the line grid.
- Choose Line Internal and enter text.
Viewable In
- Order Entry
- Schedule Pro
- CPM
- Inventory
Behavior
- Does not print on customer or installer documents.
- Transfers with the line when exported to a purchase order (v21+).
Purpose
Used for notes that should appear on customer-facing documents for a specific line item.
Where to Add
- Highlight the line.
- Click Notes, then select Line Custom.
- Enter and save the text.
Viewable In
- Order Entry
- Prints on customer documents (invoice, quote, etc.).
- Visible in RFMS Mobile under order details.
Behavior
- Prints directly below the related line item on customer-facing forms.
- Transfers to purchase order notes when applicable.
Purpose
Displays predefined notes from the product record (e.g., care instructions or sales restrictions).
Where to View
- Highlight a line and select Notes → Product.
Viewable In
- Order Entry (read-only)
- RFMS Mobile (Product Details)
Behavior
- Cannot be edited or deleted from Order Entry.
- Maintained in the Product file.
Purpose
Displays warranty information maintained in the product record.
Where to View
- Select the product line, click Notes, then choose Warranty.
Viewable In
- Order Entry (read-only)
- Prints on applicable customer documents if enabled by form setup.
Quote and Claim Notes
All note types described above function identically in Quotes and Claims:
- Quotes: Notes entered here carry forward to Orders upon export.
- Claims: Notes remain within the claim record and do not flow back to the originating order.
Best Practices
- Use the correct note type to ensure visibility in the right place.
- Keep notes concise and professional; avoid duplicate information.
- Confirm visibility settings before printing or exporting documents.
- Use View All Notes & Remarks to verify that internal and customer-facing notes are separated correctly.
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