Entering Document Text and Notes—Exercises

Basic Data Setup

Entering Customer

Purpose: The purpose of this exercise is to set up the customer required for running this particular functionality.

Windows:
Customer

1. Copy the customer 1010 and give it the ID XX-1010, where XX stands for your initials.

General exercise for Customer Basic Data.

Entering Supplier

Purpose: The purpose of this exercise is to set up the supplier required for running this particular functionality.

Windows:
Supplier

1. Copy the supplier 5010 and give it the ID XX-5010, where XX stands for your initials.

General exercise for Supplier Basic Data.

Entering Inventory Part

Purpose: The purpose of this exercise is to set up the inventory part required for running this particular functionality.

Windows:
Inventory Part

1. Enter an inventory part with Part Number XX-58-581 and Part Description Wheel 195/50R15.

General exercise for Purchased Inventory Part.

Entering Purchase Part

Purpose: The purpose of this exercise is to set up the purchase part required for running this particular functionality.

Windows:
Supplier for Purchase Part

1. Connect the inventory part XX-58-581 with the supplier XX-5010.

General exercise for Purchase Part.

Main Exercise

Purpose: The purpose of these exercises is to understand how to enter internal notes, document phrases, and use output types.

Windows:
Inventory Part
Purchase Requisition
Customer Order
Purchase Order /No Part Order Lines
Document Text Administration /Phrases
Document Text Administration /Document Phrases
Document Text Administration /Output Types

Entering Internal Note

You are responsible for some of the inventory parts. For one of the parts, you want to indicate that you should check the safety stock parameter each time you order the product.

1. Open the Inventory Part/General window and query for one of your parts starting with XX, as your initials.
2. Select one of the parts and open the note window by right-clicking and then clicking Note.
3. Enter note text and click OK, then click Save. In which way is it indicated that there is a note for this part?

The Construction Dept. at our company wants to check the quality of the wheels from our second supplier.

1. Enter a note on the requisition line to inform the buyer who is responsible for buying wheels that you want these parts to be inspected.

Your foreign customer informs you that they want to have a copy of the delivery note sent by mail to them when the ordered parts are shipped.

1. Enter a note on the customer order to inform the shipping department.

Entering Note for No-Number Part

The administration needs a spare part for their old copier.

1. Open the Purchase Order/No Part Order Lines window and order the spare part as a no-number part.
2. Add a detailed description of the spare part by using the text processing functionality.

Entering a Document Phrase

Inform our suppliers that during the first week of next month, our company will be closed for inventory counting and therefore we are unable to handle any arriving goods. Create a phrase with time limitation and connect it to a specific document.

1. Open the Document Text Administration/Phrases window.
2. Enter the message explaining our inventory counting for the suppliers and save.
3. Click the Document Phrases tab and create a new document phrase.
4. Let the message be shown on the purchase order. The message should only be valid from today until the first week of next month has ended.
5. Create a purchase order and print it.

Inform our customers that during the first week of next month our company will be closed for inventory counting and therefore we are unable to send any goods during this period.

1. Open the Document Text Administration/Phrases window.
2. Enter the message explaining our inventory counting for the customers and save.
3. Click the Document Phrases tab and create a new document phrase.
4. Let the message be shown on the customer order. The message should only be valid from today until the first week of next month has ended.
5. Create a customer order and print it.

Entering Document Text Using Output Types

One of our customers has promised to test a new tire material we are developing together with our supplier. Inform the customer that we are adding two more wheel sets to the order, and that these are meant for testing.

1. Open the Document Text Administration/Output Types window.
2. Create a new output type and select the documents, Customer Order and Delivery Note, to connect to the output type from the List of Values.
3. Create a customer order for customer XX-1010 and enter the document text by right-clicking and then clicking Document Text.
4. Select the output type you created and enter the message manually.

An overseas customer wants to add some front wheel sets to their next container shipment which will leave in the middle of next week. Purchase some wheel sets from our supplier and inform the customer of our urgent need for these wheel sets.

1. Open the Document Text Administration/Output Types window.
2. Create a new output type and select the documents, Purchase Order, Confirmation Reminder, and Delivery Reminder, to connect to the output type from the List of Values.
3. Create a purchase order and enter the document text by right-clicking and then clicking Document Text.
4. Select the output type you created and enter the message manually.