FA notes

Create an FA note

1. In the Navigation pane, highlight the the Fixed Assets > Notes folder.
2. Click . The New Note window opens.

   

3. In the Type field, select the asset note type.
4. Enter a Description of the note.
5. In the Date fields, enter the date and time of the note. The default date and time are the current date and time.
6. In the User field, select the name of the user to associate with the note. The default user is the current user, but any authorized user name can be entered.
7. In the Recall fields, enter the date and time to follow up on the note.
8. If you want to include references to other records in the note, add them in the References list box. To do so:
   1. Click Add and select the type of record you want to reference from the drop-down menu. The Find dialog box opens with a list of records you can reference.
   2. Select the record to reference and click OK. The reference is added to the list box.
9. To display a banner on all asset records referenced on the note, respond to the fields in the Banner section. Otherwise, skip to step 10.

   Notes

   • Because banners are note specific, multiple banners can appear on a given asset record.
   • When a note banner is displayed on a record, you can click the banner caption to open the associated note record.
   1. In the Caption field, enter the message to display in the banner. Captions can contain up to 255 characters.
   2. From the Type dropdown, select the banner type. The banner type determines which icon displays to the left of the caption. The default banner type is "Information". Valid types are:
      • Error
      • Help
      • Information
      • Warning
10. In the Text field, enter the text of the note.
11. Save the new note.

Notes Listing

Purpose

The Notes Listing provides a list of the notes recorded in Fixed Assets.

Content

For each note included on the report, the listing shows:

• number
• date and time
• description
• user
• note type
• note text.

In addition, you can include one or more of the following:

• references
• timestamps
• memos
• custom fields.

The following total appears on the report:

• record count.

Print the report

1. In the Navigation pane, highlight the Fixed Assets > Notes folder.
2. Start the report set-up wizard.
   • To report on all or a filtered subset of notes:
     1. Right-click the Notes folder and select Select and Report > Notes Listing from the shortcut menu.
     2. On the Selection tab, define any filters to apply to the data.

        

   • To report on specifically selected notes:
     1. In the HD view, select the notes to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
     2. Click .
   • To report on a particular note from the Note window:
     1. In the HD view, locate and double-click the note to report on. The Note window opens with the note loaded.
     2. Click .
3. Select the Options tab.

   

4. Mark the checkbox(es) for the additional information to include:
   • References
   • Report Options. To include a section at the end of the report with the report settings used to produce the report, leave the checkbox marked. To produce the report without this information, clear the checkbox.
   • Timestamps
   • Memos
   • Custom Fields (only visible if custom fields are set up)
5. Select the Output tab.
6. In the Design field, look up and select the report design to use.
In the toolbar, click the icon for the type of output you want:
• - Provides access to two preview options.
  • Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
  • Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
• - Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
• - Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
• - Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).
From
The email account from which to send the email. Valid options are:
• Windows user default account. Sends email using the user's Windows default email account. For most users, this is the account configured in Outlook or another email client application.
• Server personal. Sends email using the email configuration for the system or company server and the email address on the current user's authorized user record. The authorized user record must have a confirmed email address.
• Server generic. Sends email using the email configuration and "from" address for the system or company server. This option requires "Send generic" access to the Server Email resource.
To
The email address(es) to which to send the email. Separate email addresses with semi-colons.
CC
The email addresses to copy on the email. Separate email addresses with semi-colons.
BCC
The email addresses to blind copy on the email. Separate email addresses with semi-colons.
Subject
The subject line.
Text box
The body of the email.

Data extensions

The following data extension is available for the report:

• Notes