Create and View User Notes Version

Contents

Overview

User notes provide additional information or comments about data elements in Supply Chain. You can create and view user notes for records such as: inventory items, catalog items, purchase orders, requisitions, order guides, par carts, pick lists, receipts, invoices, general ledger account codes, journal vouchers, allocations, budgets, departments, organizations, asset locations, vendors, manufacturers, payment runs, bank accounts, and more.

User notes appear when you click the yellow note icon next to an element in a list, or select User Notes from the Menu. An element can have multiple sets of notes written by different people. Notes can be edited and deleted.

Purchase orders can contain user notes and other kinds of notes as well, such as internal notes that do not print on the PO. For details, see Create and View Purchase Order Notes.

Item catalog user notes are an example in this topic.

ePHI Concerns and User Notes

Features are built into Supply Chain to ensure the privacy of electronic protected health information (ePHI), in compliance with HIPAA requirements. Among the features designed to protect ePHI data is a setting on the user profile that restricts unauthorized users from viewing patient information in panels, spreadsheets, reports, printed documents, and other application elements.

Important: You should be aware, however, that if you enter free-form ePHI data in user notes attached to contracts, purchase orders, requisitions, order guides, item records, invoices, and any other application documents, the ePHI data cannot be protected from display (or editing) by unauthorized users. Your site may wish to establish a policy for notes so that you are not inadvertently making ePHI information visible.

To add a user note to a record:

1. Access the appropriate list or record.

• For example, to access the item catalog, from the Materials Management main Contents, select Inventory > Item Catalog.
• On the Quick Click page, click Show All.
  The Item Catalog list appears.
• Locate the item that you want to create notes for.

2. Next to the list element of interest (such as an item number) click Menu > Add User Note.
   A blank User Notes Edit panel appears for writing a user note (Figure 1).

Figure 1 - Edit Panel for User Notes

3. Write the note.
4. Click Save.
5. Specify a path that links to an external file, if you wish.

The path can be a URL (that is, a web address beginning with http://) or a path to a file in your network (beginning with \\).
Restriction: Do not create a link to a file on your computer's local disk drive. Local drives begin with C:, D: or sometimes E: These locations are not valid for the link because no one else will be able to access the linked file. The file must be in a network location.

• To specify an external link, in the External Link box, key in the file location, or click Find file to search for the file and select it (Figure 1).
  You can link to files with extensions .htm, .pdf, .xls, .doc (and other Microsoft Office formats), .jpg, .gif, .wav files, and others.
• Click Save.

6. Click Submit when you are finished. The User Notes Edit panel disappears, and Supply Chain returns to your previous location.

To view user notes:

1. Access the appropriate list or record.

• For example, to access the item catalog, from the Materials Management main Contents, select Inventory > Item Catalog.
• On the "Quick Click" page, click Show All.
  The Item Catalog list appears.
• Locate the item.

2. Next to the list element of interest (such as an item number) click the user note icon or click Menu > User Note.
   A list of user notes appears (Figure 2).
   • You can also create a new user note by clicking New. (The User Note Edit panel appears, as in Figure 1).

Figure 2 - List of User Notes for an Item

To edit a user note:

1. From the User Notes list (Figure 2) select Menu > Edit or click beside the note.
   The User Notes Edit panel appears (Figure 1).

2. Enter changes to the note and click Submit.
   Click Refresh to view the list line that contains the note.

To delete a user note:

1. From the User Notes list (Figure 2) select Menu > Delete beside the note.
   A message appears warning you that you are about to delete the note.
2. Click Delete.
   The note disappears from the list.

Item Note Copy

Notes written to an item catalog record can be copied to the inventory record(s) when the item is assigned to an asset location.

To copy an item note to an inventory record created for the item:

1. On the Item Catalog list, next to the item that you wish to assign to an asset location, click Menu > Assign to Asset Location.
   The Assign to Asset Location panel appears.
2. Select the asset location(s) for the item.
   A validation panel is displayed (Figure 3).
   The Copy Notes check box is on the panel (Figure 3). Select the check box to copy user notes from the item catalog record to the new item inventory record in the asset location.

Figure 3 - Copying an Item Note to an Asset Location Record

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