Nominal Diary

Modified on Mon, 29 Jan 2024 at 10:58 AM

TABLE OF CONTENTS


Introduction

Facility:  GL_T_003

Menu Path:  Nominal and Banking → Processing → Nominal Diary


The Diary function in Experience is used for 3 main reasons:

  • To Store a note (diary note) relating to a Customer, Supplier or Transaction. Example: Call ABC Ltd to follow up on Sales proposal.
  • To Set a Reminder to follow up on a Note. Example: Called XYZ Ltd for payment. Set reminder for the 20 May 2020.
  • To Store Documents Electronically relating to a Customer, Supplier or Transaction.


Using the Diary function in Experience users can avail themselves to have a Document Management System plus a system to record information and communication exchanged with Customers, Suppliers and/or Transactions.


Diary Security Settings

Menu Path:  System Settings → Processing → Usernames


Diary security levels are set per user and per module. Nominal, Receivables, Payables and Claims. Security levels can be set as follows:


ItemDescription
NONEUser can add Diary notes but cannot modify any Diary notes once these are saved.
OWNUser can add Diary notes and can only modify his/her own notes after these are saved.
ALLUser can add Diary notes and can amend all Diary notes, irrespective of who created them.

User UpdateAllows a user to create Diary entries and allocate them to other users.




Note:  Diary notes cannot be deleted.  Linked files on Diary Notes can  be deleted.  Once a linked file is deleted from the Diary function, the system also deletes the file from the Server/Storage location.



Using Diary Functions

Menu Path (NL): Nominal and Banking → Processing→ Nominal Diary

Menu Path (Bank): Nominal and Banking → Processing →  Bank Reconciliation

Menu Path (AP): Suppliers and Purchases → Processing→ Diary

Menu Path (AR): Customers and Sales → Processing → Diary 

Menu Path (Claims): Insurance → Claims Processing → Customer Diary


Alternatively the Diary form can be opened from the Supplier/Customer/Claims form by clicking on the Diary button.

  • Select a Supplier or Customer or Claim Number.
  • Click on the Diary button to open the Diary form.


 

Creating a Nominal Diary Entry

Menu Path: Nominal and Banking → Processing → Nominal Diary


  • Click the 'Add New' button.
  • The system will ask you if you want to create a new diary entry.  Select Yes.
  • You can enter generic diary entries that are not linked to a specific transaction or else link the entry to a particular transaction by selecting the transaction link.



More information on the fields of the above screen is listed in the table below. 


Diary Code

Diary codes are used to categorise Diary Notes.  For example you can have Diary Codes such as 

Invoices, Quotations, Policy Documents, Surveys and so on … 

Transaction Link

A Diary note can be linked to a Transaction.

When linked to a transaction, notes are visible on Transaction Inquiries.

DescriptionThe description of the diary entry.
Diary DateThe date the diary entry was created.
Reminder

Once ticked, the system will automatically default the reminder date to 7 days, 

but this can be changed, as necessary.

eFiles

Files can be linked to a Diary note in 2 ways: 

  • Using the Add button
  • Drag and drop – you can add a document by dragging a file on the Drop Files box.

Send SMS to a customer / supplier with the message that is written in the Notes field.




The Workplace and Diary Reminders

All Diary reminders are shown on the user’s workplace in the respective module.



Click on the number on the workspace to view the diary description.

Then click on the transaction number to view the Diary entry and update it accordingly.



 


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