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SYSTEM NOTEPAD

MODULE: SALES
REFERENCE: NOTEPAD.DOC

AUTHOR: ANGUS LAING

REVIEWER: DAN JARZIN


DOCUMENT VERSION: 1.0
PRODUCT RELEASE: 6.0
Copyright © 1997, Masterpack International, Inc.

This document is copyright of Masterpack International, Inc. No part of this


document may be copied, reproduced, translated, converted, recorded,
adapted or transmitted or otherwise dealt with in any form or by any means,
whether electronic or mechanical, including by way of storage or retrieval in
a database or retrieval system, for any purpose.

While every precaution has been taken to insure the accuracy of the
information contained in this document, Masterpack International accepts no
responsibility for inadvertent errors or omissions. The information contained
in this document is subject to change without notice.

Masterpack is a registered trademark of Masterpack International.


All other trademarks are the property of their respective holders.

THE CONTENT OF THIS DOCUMENT


IS COMPANY CONFIDENTIAL.

NOT TO BE DISTRIBUTED TO
ANY PERSON OR ORGANISATION
OUTSIDE MASTERPACK INTERNATIONAL.
C O N T E N T S

PAGE

OVERVIEW....................................................................................................1

BUSINESS CONCEPT..............................................................................................1

DEFINITIONS......................................................................................................1
BUSINESS FUNCTION.............................................................................................2

TYPICAL BUSINESS CONDITIONS.................................................................................2


CRITICAL BUSINESS BENEFIT....................................................................................2

BUSINESS PROCESS.........................................................................................4

BUSINESS PROCESS FLOW......................................................................................4


BUSINESS PROCESS NARRATIVE.................................................................................5

SETUP........................................................................................................8

SET UP REQUIREMENTS.........................................................................................8
KEY SET UP EXAMPLES..........................................................................................9

SET UP ISSUES AND REPERCUSSIONS........................................................................10

STRENGTHS...........................................................................................12

ISSUES......................................................................................................13

POTENTIAL ENHANCEMENTS....................................................................................13

IMPLEMENTATION OR FUNCTIONAL CONSIDERATIONS..........................................................14

CONTACTS.............................................................................................15
OVERVIE
W

Business Concept
Making a note against an entity in masterpack provides a structure in
which to hold and retrieve unstructured information. The notepad
presents different views of itself depending on the operator who is
viewing the notepad and the situation in Masterpack where they are
viewing it from. The concept is that the notepad is able to intuitively
present notes which are of relevance to the user at the time of viewing.
Additionally groups of users may be barred from viewing notes of a
sensitive nature.

Definitions
■ Note - A comment relating to an entity in Masterpack’s data
structure. Made by a single operator at a point in time.
■ Notepad - A collection of notes relating to an entity in
Masterpack’s data structure.
■ Entity - Any transaction or master file is considered an
entity. Eg notes applicable to a sales order or to a customer
master file.
■ Notepad Focus - The type of notes a user is initially
presented with when the notepad is invoked.
■ Notepad Access - The types of notes a user is allowed to
view, amend , insert and delete.
■ Note Types - These serve to group notes from a common
source within Masterpack. The note type defines how the note
is linked to Masterpack’s data structure. For example any AR
(accounts receivable) note is related to a customer master
record. (see set up issues for more information).

■ Note Topics - Note Topics serve as filters to allow the


operator to view a selection of entries from the notepad which
are of a subject matter relevant to the business function
being performed.

■ Related Notes - A related note is a note which is of a


different type to those being viewed but can be linked to the
notes being viewed through Masterpack’s data structures.

OVERVIEW PAGE 1
■ Auto Note - A note generated by the Masterpack system as
a result of making a transaction. No additional user input is
required.

Business Function
The notepad is used whenever it is advantageous to have a record of
business processes in a narrative form.

Typical Business Conditions


The notepad can be used to hold notes against any data entity in
Masterpack. Any unstructured data which provides additional information
of value to the business is best collected and viewed via the notepad.

■ Notes collected against a customer. These may


document receipts made, service calls placed and
completed, marketing information sent, statements faxed,
reminder letters sent, cheques dishonoured and goods
despatched. These could be viewed before any contact is
made with the customer. The notepad would be set up so
the notes presented to each user would be of a topic
which are of relevance to the business function being
performed.
■ Notes collected against a contact. It is also likely that an
individual representative of a customer, prospect or
supplier has called in or is being called during a
masterpack session. In this case the notes against the
contact can be viewed. More general, related notes
against the contact’s company can also be viewed if
desired.

Critical Business Benefit


■ Business visibility in narrative form. Most of the structured
data in Masterpack does not provide an easy to follow
story. By using the notepad it is possible to gather
together the story from different parts of the system in an
easily understood narrative.
■ Continuity in dealings. The communications made with
representatives of other companies are made with
knowledge of what has been communicated before.

OVERVIEW PAGE 2
■ Better Customer Service. The notepad allows each contact
to become richer. Consider the following. A customer
service representative noted a question a customer
contact had about how to use a particular product. Before
a telemarketing representative makes their weekly call he
views the notepad. He could then find the answer to the
customer’s query before making the call.
■ Continuity in dealings. The communications made with
representatives of other companies are made with
knowledge of what has been communicated before.
■ Efficiency and productivity. The use of the notepad assists
in preventing different individuals from duplicating tasks.
■ Sensitivity with customers. Issues raised in the service
and Receivables modules can be visible to telemarketing
operators. Thus when attempting to gain more business
the sales operators will have a better picture of any
service calls or payment issues outstanding. When
attempting to gain more business the sales operators will
have a better picture of the existing state of the business
relationship.
■ Less reliance on particular individuals. Given detailed
recording of communication other people can more easily
pick up for absent employees.

OVERVIEW PAGE 3
BUSINESS
PROCESS

Business Process Flow

Start Transaction

Change Notepad
Focus
View Other Notes
View Notepad.

View Related
Notes
Modify
Transaction based
on contents of
notepad .

Complete
Transaction
Automatic Note
Generated

Operator Updates
Notepad

Operator Sends
Note To Other
Users Via Mail

-End of Process
-

BUSINESS PROCESS PAGE 4


Business Process Narrative
Start Transaction

■ From within a module Masterpack will load the current


customer or vendor into a “current area” (this can be
manually set using the Current option). When accessing
the Notepad the current information is used to direct the
focus of the Notepad. So, from within an customer inquiry
the current customer notes will default.

Check Notepad Alert

■ If Notes exist against the entity the transaction or enquiry


is being made on then the system will display the word
‘Notes’ on the screen. This alerts the operator to view the
notepad.

View Notepad

■ This is invoked from the NOTE function or “/NOTE”. The


notepad appears. It initially displays notes which are of a
type and topics defined in the set up for the operator. The
window can be scrolled to view older notes. During set up
users have a notepad focus defined. This determines the
type and topics initially viewed when accessing the
notepad. This can vary from module to module. The
combination of notepad focus and current record is used
to select the notes displayed.

Change Notepad Focus

■ If too many notes are displayed the operator may wish to


focus in on particular notes. This can be done from the
SELECT process within the notepad. The operator can use
the select process to filter the notes displayed. For
example a salesman may wish to view credit control notes
at one time and marketing notes at another time. This can
be achieved by changing the topic. The user can also
filter notes based on the user who made the note the
reference (transaction number) and the date the note was

BUSINESS PROCESS PAGE 5


made. The notepad can also be searched for particular
text.

View Master / Transaction Details

■ Whilst reading the notepad the masterpack master record


and transaction enquiries which relate to the note may be
viewed to gain more information. For example a salesman
reading notes about his customer’s credit problems may
wish to check their current credit settings from the
Receivables master record. They may also want to check
if the transaction is still on hold.

View Related Notes

■ If related notes are available the system lists the related


types along the bottom of the notepad screen. These
notes can then be selected via the others function and
viewed as above. Eg Service notes can be related to AR
type notes ie view notes made against service calls and
related notes on the customer master file.

Modify Approach

■ Based on the contents of the notepad the operator may


decide to change his intended course of action

Complete Transaction

■ If the transaction is completed an automatic note can be


generated.

Automatic Note Generated

■ Certain transaction types can be configured in notepad set


up to automatically generate a note. For example a note
can be generated when an order is placed noting the
value of the order.

BUSINESS PROCESS PAGE 6


Operator Updates Notepad

■ Whilst making the transaction or after completing it the


operator may add further information to the notepad. A
new note may be added, or the existing automatically or
manually generated previous notes may be amended.
Subject to security notes can be amended, inserted or
deleted - see function keys within the notepad.
■ SB+ Email can also be used to mail the note to other
users at the time of making the note.

Review Notes

■ It may be desirable to periodically review notes of a


particular topic. For example all service notes of type
customer complaint may be reviewed on a weekly basis
by the managing director. This is available from the
system utilities report ‘Operator Notepad Listing’

BUSINESS PROCESS PAGE 7


SETU
P
Set Up Requirements

SETUP MENU SELECTION


Note Types Utilities > Setup > Notepad >
Note Types
Note Topics Utilities > Setup > Notepad >
Topics
Notepad Access And Focus Utilities > Setup > Notepad >
Access
Notepad Control Utilities > Setup > Notepad >
Control
Controls generation of Auto
Notes
Convert Old Notepads Utilities > Setup > Notepad >
Old Notepads.
The old notepads in releases
prior to 5.6 must be converted
using this option.
Operator Setup Utilities > Setup > Company
Control > Operator Control
Attaches an access profile to the
operator
Receivables Master Receivables > Maintenance >
Master > More
Auto notes. This controls the
quantity of auto notes generated
for the customer. Higher the
number, the more notes they
get.

SET UP PAGE 8
Key Set Up examples

CONDITIONS AFFECTING CHOICE SELECTION/SET-UP OPTION


OVERALL: Define who will be Setup can be controlled to a user
viewing what , with what at a topic level. The nature of
privileges before you start this set up will control the ease
mapping type and topic defaults with which users will have
and security. access to their notes.
Everyone Requires the same Assign all operators to the
notepad access [See notepad ‘System Profile’ (number 1) in
access, and operator setup] Operator maintenance.
Use existing Types delivered Types are generally related to a
with the system. module (it is possible to have
more than one type within a
module). Eg AR type when used
is linked to the AR.MASTER file …

Some operators are privileged to Setup a new topic for the
see notes that others may not privileged notes.
access.
Copy the system profile to a new
profile - done at TCL.
Change the system profile to
exclude the view of the
privileged note topic.
Assign the privileged operators
to the new profile in operator
maintenance.
Different operators require a Setup a range of access profiles
fundamentally different view of for each functional group. Assign
the notepad. each operator to the relevant
group in operator maintenance
Some customers do not require Set the auto notes flag to 0 in
auto notes. A number of auto Customer Master. Eg a customer
notes processes have been who has 50 dispatches per day
established. would clutter the note pad if
auto notes were turned on for
dispatches.
Some transactions should not Remove the note type and topic
generate auto notes. from that transaction type in
notepad control. A dishonoured
check should create an auto
note or promises to pay
transactions should too.

SET UP PAGE 9
Set Up Issues and Repercussions

SETUP ISSUE REPERCUSSIONS


Notepad input focus and When the operator makes a note
notepad viewing focus are set it will not be immediately visible
up differently for an operator. to them. In access set up their
viewing focus may be different
to their entry default eg may
enter a “credit” topic note but
may not initially view it.
Many different note types Relevant notes may not be
immediately visible. Will only be
seen when related notes are
viewed.
Few Note Types Will have to use topics to
differentiate notes.
Notepad focus varies across Notes viewed from different
modules modules will initially show
different notes.
Be aware of number of purge Number of days to purge the
days note is set up on the topic
function.

Tips
■ For full and unexpurgated technical documentation refer to
the masterpack help item SYHELP NOTE.TECH
■ Only the processes listed in the control function have the
ability to generate auto notes. If it is required to generate
auto notes from other processes then additional
programming is necessary.
■ Similarly, if the existing auto notes are required to show
different information then the existing program used to
generate the note must be changed. For example it may be
desired to note the product line or products purchased when
an order is placed as well as the order value.
■ The standard setup for notepad control is held in a record
$$$$ in SY.NOTE.CONTROL.
■ If your company code is missing these defaults then this
record can be used as a template.

SET UP PAGE 10
■ Setting up new note types is not something which can be
done without careful consideration and understanding of the
internal workings of Masterpack.
■ Setting up note topics can be very straightforward.

SET UP PAGE 11
STRENGTH
S

■ Common access method and function across the system.


■ Readily accessible, particularly in GUI using the note
button.
■ Multi level security.
■ Alerts the user to existing notes
■ Can be configured to suit different company cultures.
■ Intuitively directs the user to the relevant part of the
notepad.
■ Application has many potential uses.

STRENGTHS PAGE 12
ISSUE
S

Potential Enhancements
■ Setup requires careful consideration. Too easy to set up the
notepad so people will hate it.

■ The parameters shipped with the system are inconsistent.


E.g. notepad topics listed in the control screen (auto pay
defaults) are not actually defined as topics.
■ If setup is done incorrectly the notepad can be frustrating
to use. For example you may be set up to add notes of a
type you don’t initially see.
■ In some cases function keys / action bars are used to add
notes of the correct type, such as in AR transaction
enquiry. Some cases do not have a NOTE function key.
(GUI has note button.)
■ In AR inquiry using the note button will generate an AR
type note. Using the transaction note function key will
generate an ART type note (transaction note down to
allocated trx level). Confusing.
■ The notepad may intuitively add notes in a way which is at
odds with what the user intended.

■ The standard templates supplied with Masterpack are


inadequate. There should be access templates which are
aligned to user functions. These could then be easily
applied to different operators.

ISSUES PAGE 13
Implementation or Functional Considerations
None noted.

ISSUES PAGE 14
CONTACT
S

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