Notes Overview

NavigationManagement, Project Notes

The Notes feature allows you to add and view notes for a project. Notes is a centralized repository of project issues, events, billing decisions, change orders and other qualitative information related to a project. By tracking project information in one ‘central’ place, you do not waste time trying to get in touch with the project manager or employee about a project.  

A note is useful in the following situations:

• When billing, record all billing decisions and notes for later reference and analysis
• As part of the company’s continuous improvement and client evaluation process, use notes for post-project analysis
• Record notes for collections conversations

Although you can create notes for many items, you can create them from the Manual Invoice, Invoice Review, Vendor Bills screens, etc. These notes link to bills, invoices and payments. You can also add time entry memos to the notes.

Web Suite offers three notes options:

• Category: You can create your own note type or category. You can also make pre-existing categories inactive.
• Project Notes: You can view existing notes of all types and dates for any project, employee, client, group and so on. You can also create a new note for any category.
• Web Suite screens: You can create note entries directly from a Web Suite screen such as Manual Invoice and Vendor Bills.

Changing some attributes of the project like the Client, Project Manager, Contract Type, Contract Amount, Project Status, etc. in the Project screen creates a note automatically, providing the date when any of these fields were changed, the Employee ID of the user who made the changes and some additional information. You can set this using the Auto Track Important Project Changes option in the Global Settings-Master Information screen.

Web Suite also creates project notes automatically when you email invoices, listing the date and time, project name, invoice number and email address of the recipient. These notes are always created irrespective of the Global Settings option above.