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You may want to add a note if you want to insert a message about a particular account that other employees in the tax office can view.

User Entitlements

The following entitlements must be checked in order to add a note on the main Notes screen:

Users having any job can view this screen. Changes can be made with these jobs: Accounting, Attorney,CAD Save Calc Ag Rollback, CAD Owner Address Changes, CAD Wizard, Cashier1, CashierNo2, Head Cashier, Refund Manager. See Tasks, Entitlements, and Jobs for more information.

ACT8011: Allows users to view the Notes screen.

NOTES_QUERY: Allows user to query notes for specific accounts.

NOTES_INSERT:  Allows user to add notes and use the Copy Notes button.

Client Preferences:

MSG_NOTES_DURATION: Used for automatically setting the expiration date on notes that have a MSG code. This preference should be set to the number of years in the future to set the date (for ex., 1). If the preference is expired (the default setting), no expiration date will be set.

ALT_NOTES_DURATION: Used for automatically setting the expiration date on notes that have an ALT code. This preference should be set to the number of years in the future to set the date (for ex., 1). If the preference is expired (the default setting), no expiration date will be set.

There are two ways to add a note:

From the Notes button on each screen:

1. Click the Notes button in any screen; the Notes window will appear.

Note: If you enter a note for a prior year while on the Account Master screen, that note will be listed with other notes from that prior year. On the Account Status screen, notes are inserted with the year of the CURR_YEAR client preference.

2. Click the Add Notes button.  Alternatively, click in an empty line and press F6 (Insert); a blank line is inserted.

Note: While in the Account Status screen, click the Add Note button instead of F6.

3. Type the new note.
4. (optional) Type MSG in the MSG field if you want this note to be a sticky note, which allows you to see the note in the blue area at the top of most screens.

Note:  The MSG notation flags the note as the one to be displayed as the sticky note.  If more than one note is flagged with an MSG, the most recent one will be the sticky note.  For multi-owner accounts, sticky notes on the Account Status screen will be associated with the specific owner, not with the entire account. Only the first 450 characters of sticky notes will be displayed in the blue sticky note area of most screens.

5. (optional) Enter a date in the Expire Date field. The note will be removed from the screen on the indicated date.
6. To automatically enter an expiration date of one year from the current date, enter ALT in the MSG field, but leave the Expire Date field blank.  (You can also enter both ALT and your own expiration date).
7. Click Close Window; a Confirmation message will appear.
8. Click Yes to save the changes.  If you created a sticky note, it will appear in the blue area at the top of the screen.

From the Notes screen:

1. From the Main Menu, select Update, then Notes, or click the Go To drop-down list and select Notes. The Notes screen will appear.
2. If the account number has carried over from a previous screen, the screen will fill with data. Go to step 4.  
   
   If the Account Number field is blank, enter the account number, press F8.  If notes appear, go to step 4.
   
   If you get a 'Query caused no records to be retrieved' message, press Ctrl + Q, re-enter the account number, then go to step 4.

3. If you need to enter a different account number, press F7, key in the new account number, press F8.  If notes appear,go to step 4.
   
   If you get a 'Query caused no records to be retrieved' message, press Ctrl + Q, re-enter the account number, then go to step 4.

4. Click Add; the cursor will move to a blank line.
5. In the blank line, type your Note.
6. To flag a note as a 'sticky note, type MSG in the MSG field.  The note will then pop up at the top of every screen for the specified account number.  If more than one note is flagged with an MSG, the most recent one will be the sticky note.
7. If desired, enter a date in the Expire Date field. The note will then be removed from the screen on the indicated date.  
8. To automatically enter an expiration date of one year from the current date, enter ALT in the MSG field, but leave the Expire Date field blank.  (You can also enter both ALT and your own expiration date.
9. Click Save; the new note will be added.   If you created a sticky note, it will appear in the blue area at the top of the screen.
10. Click Close Window to return to the Tax Collection System screen.

3. Stop Payment and/or Stop Refund buttons can be seen on the Notes screen when these entitlements and client preferences are considered:

Stop Pay:

The Stop Pay button inserts a note with the message 'Do not accept payments'. The MSG code is ALT and the expiration date will be a year in the future.  The note will be highlighted.  Behind the scenes, a Hold Code status of SP is set in one of the database tables.

If you have been granted the role of ACT8011_REMOVE_STOP_PAY, the name of the button will change to Remove Stop Pay. Clicking this button inserts another note with the message "Do not accept payments removed." Behind the scenes, the Hold Code of SP is deleted.

Stop Refunds:

The Stop Refunds button inserts a note with the message 'Do not send refund checks'. The MSG code is ALT and the expiration date will be a year in the future.  The note will be highlighted.  Behind the scenes, a Hold Code status of SR is set in one of the database tables.

If you have been granted the role of ACT8011_REMOVE_STOP_REFUND, the name of the button will change to Remove Stop Refund. Clicking this button inserts another note with the message 'Do not send refund checks removed'. Behind the scenes, the Hold Code of SR is deleted.

Refunds cannot be issued if the SR code is present in the database and the 'Do not send refund checks' note is also present.