Notes and the customer's purchase order on the quote

Where to find them

On the quote screen: in the cart (New Quote) and on the page of a quote in draft:

• free text goes in the Notes card, at the end of the screen (click the title to open it);
• the customer's purchase order number goes in the Customer card, under the Add purchase order number option.

The quote's text fields and who reads each one

The Notes card can have up to three similar text boxes. What sets one apart from another is who reads it:

• Notes: the customer reads it. It appears on the quote and comes out in the PDF and in Excel.
• Internal Notes: only your team reads it. The screen says Team only. It doesn't leave Vendria.
• Billing note: only appears when your store sends orders to an ERP; it is the text that goes into the order in the ERP.

When in doubt, write to the customer in Notes and to your colleagues in Internal Notes.

Notes: the text the customer sees

Use Notes for what the customer needs to know: a special agreed condition, a delivery reminder, their order reference. The text appears on the quote page the customer opens and comes out in the PDF and in Excel. Below the box, a counter shows how many characters you have used.

When your store sends orders to an ERP that receives this text, the screen warns that it also goes into the order's notes in the ERP, and how many characters fit there.

⚠️ If the text goes over what fits in the ERP order, the screen warns in orange that these notes will not be sent to the ERP and says how many characters to cut. The rest of the order goes through normally.

In a store whose ERP does not receive the Notes, the box does not appear. If the quote already arrived with text in it, the box stays visible, with the suggestion to move the content to Internal Notes; deleting the text removes the field from the screen.

Internal Notes: the message for the team

Internal Notes is the place for what the customer should not see: margin, an arrangement with the manager, a collection reminder. The text does not appear for the buyer, does not come out in the PDF or in Excel and does not go to the ERP.

⚠️ When the store sends orders to an ERP, the order there has an "internal note" field, but what goes into it is only the Vendria document number, never this text. That is why Internal Notes are marked with doesn't go to the ERP. Instructions for the customer's back office cannot go here.

Billing note, in stores with an ERP

When your store sends orders to an ERP that accepts a billing note, the card gets the Billing note box (example in the box itself: deliver to a branch, invoice on a specific day). It is written for whoever invoices the order on the customer's side.

• The counter below shows the limit. When the delivery address also goes inside this note, the screen explains how many characters it already takes up.
• If the text goes over the limit, the screen warns that the note will not be sent to the ERP and how much to cut.
• Some characters are not saved by the ERP; the screen lists which. Line breaks become a single space in the ERP.

The customer's purchase order number (PO)

When the customer has their own purchase order number, record it on the quote:

1. In the Customer card, check Add purchase order number.
2. Type the number in Purchase Order No. (Customer's order).

The number appears on the quote page and in the PDF as Purchase Order No.. When your store sends orders to an ERP that receives the PO, the field shows the Goes to the ERP mark and the number goes along in the order there.

Unchecking Add purchase order number deletes the PO from the quote.

PO limits in the ERP

Each ERP accepts a maximum PO length. When your store's ERP is tighter than usual, the screen shows Maximum followed by the number of characters, with this store's ERP limit, and the field does not let you type beyond it.

⚠️ In stores whose ERP does not store certain characters (such as emoji and some symbols), the screen warns in red which character is the problem. With it, the whole PO cannot be saved (a changed number would not match the customer's), and the quote only saves after you delete the character.

If the PO was saved earlier and ended up longer than the ERP's limit, the screen warns in red how many characters it has and that, as it is, the number will not be saved on the order. Shorten it.

Note per branch, on an allocated order

On an order allocated among branches, when your store sends orders to an ERP that accepts notes, each branch card in Allocation by store has, at the end, the This store's invoicing note box. It applies only to that branch's order, for example, the unloading dock or who to talk to on arrival.

• The text is saved when you leave the box.
• The space is shared with that branch's delivery address and with the note for the whole order, so one branch's limit may be smaller than another's.
• If it goes over the limit, the text will not be sent to the ERP, and that branch's delivery address goes with it. The screen warns you and says how much to cut.

Outside editing, the card only shows the branch's note when it has text. For the allocation itself, see Allocation: split a line's quantity among the customer's branches.

Common questions

Will the customer see the Internal Notes? No. Not on their screen, not in the PDF, not in the ERP.

I wrote in Notes and the ERP did not receive it. Check the mark next to the field and the orange warning: the store may not send this field to the ERP, or the text went over the size that fits there.

The quote doesn't save after I typed the PO. The PO has a character the store's ERP does not store. Delete the character shown in red.

Where does the PO appear for the customer? On the quote page and in the PDF, as Purchase Order No..