Attachments: To Attach Files and Notes

The following activity will walk you through the process of attaching a file to a sales order and a note and of viewing the note you have attached.

Video Tutorial

This video shows you the common process but may contain less detail than the activity has. If you want to repeat the activity on your own or you are preparing to take the certification exam, we recommend that you follow the instructions in the activity steps.

FEEDBACK

Story

Suppose that you are David Chubb, a new sales manager of the SweetLife Fruits & Jams company. You have received a purchase order for three hours of juicer maintenance for the GoodFood One Restaurant customer. Also, the customer has requested that you temporarily contact them by their additional number, (212) 686-6879. You need to add a pop-up note to the customer record to warn your colleagues about the additional phone number. Then you need to create an invoice for the customer (and notice that the pop-up note appears) and attach the scanned purchase order to the invoice.

Process Overview

In this activity, you will do the following:

1. Add a pop-up note to the customer account on the Customers (AR303000) form.
2. Create an invoice, and attach the scanned purchase order (PO_GoodFood1Restaurant.pdf) from the customer to the invoice on the Invoices and Memos (AR301000) form.

System Preparation

Before you start performing the steps of this activity in MYOB Advanced, make sure that the following tasks have been performed:

• You have installed an MYOB Advanced instance with the U100 dataset, or a system administrator has performed this task for you.
• You have signed in to MYOB Advanced with the following credentials:
  • Username: chubb
  • Password: 123

  For details, see Accessing MYOB Advanced: Process Activity.

• Download the PO_GoodFood1Restaurant.pdf file to your computer.

Step 1: Adding a Pop-Up Note to a Customer Account

To add a pop-up note to the customer account of GoodFood One Restaurant, do the following:

1. Open the Customers (AR303000) form.
2. In the Customer ID box, select GoodFood One Restaurant.
3. On the form title bar, click Notes. The Enter Record Note dialog box opens.
4. In the dialog box, select the Add Pop-Up Note check box.
5. In the Pop-Up Note text box, type Contact the customer at (212)686-6879 until further notice, and click OK.

   On the form title bar, you can see a yellow icon () left of the Notes button, which indicates that a note has been added to the customer.

6. On the form toolbar, click Save.

Step 2: Creating an Invoice

To create an invoice, do the following:

1. On the Invoices and Memos (AR301000) form, add a new record.
2. In the Customer box, select GoodFood One Restaurant. Notice that the system displays the pop-up note you have added for the account. Click OK to close the box. Notice that the warning icon ( ) appears to the left of the Customer box, and when you point at it, you see the same note that you have added to the account.
3. In the Description box, type Juicer service.
4. On the Details tab, add a row, and specify the following settings:
   • Branch: HEADOFFICE
   • Inventory ID: MAINTSERV
   • Quantity: 3
5. On the form toolbar, click Save.

Step 3: Attaching a File to the Invoice

To attach a file to the invoice you have created, do the following:

1. While you are still viewing the invoice on the Invoices and Memos (AR301000) form, on the form title bar, click Files. The Files dialog box opens.
2. In the dialog box, do the following:
   1. Click Browse.
   2. In the window that opens, select the PO_GoodFood1Restaurant.pdf file (which you have downloaded earlier).
   3. Click Upload. The file is uploaded to the system; notice that the information about the uploaded file is displayed in the table of the dialog box.
   4. Close the dialog box.

   On the form title bar, you can see the number of attached files in parentheses right of the Files button.