Private customer notes with access levels, order and line notes with print control, standing shipping and packing notes, and tasks assigned to staff with dates, priority, reminders and attached records.
Every account has a story the ERP does not capture in a field: why the credit limit is what it is, what the buyer said on the phone, which shipment went wrong. AIMS360 gives that story a home on the customer, on the order and on the line, with rules about who sees it and what prints. And when something has to happen next, a task assigns it to a person with a date.
It depends on who should read them. Private notes about the account go on the customer record, with an access level per note. Instructions the buyer or the warehouse must see go on the order, on the short header lines that print everywhere or on the line they concern. Standing shipping and packing rules sit on the customer and print on every pick ticket. And the running history of an order goes in the long order note, started with an asterisk so it never prints.
That is the whole design in one sentence: the place you write a note decides its audience. Get the place right and nothing private lands on an invoice, and nothing the warehouse needed stays hidden in a screen they never open.
| Note | Where it lives | Who sees it | What brands put there |
|---|---|---|---|
| Customer notes | The customer record, notes tab | Private. Internal only, never on a document. | The account history: slow to pay, bounces boxes, asked for a different rep, the conversation that explains the credit limit. Each note has a subject, a body and an access level. |
| Order notes, short | Customer order, first header, two lines of up to 30 characters | Prints on every related form: confirmation, pick ticket, invoice. | Call before shipping. Gift wrap. Deliver to the side door. The kind of instruction the buyer and the warehouse both need to see. |
| Order notes, long | Customer order, second header | Prints only if you choose to at print time, and never if the note contains an asterisk. | The order history: every call about payment, every change, every addition. Start it with an asterisk and it can never leak onto a document. |
| Line item notes | A single style and color on the order | Prints by default on confirmations, pick tickets, invoices, cut tickets and purchase orders. | A substitution the buyer agreed to, a hangtag exception, a size run change on one style only. |
| Shipping, packing and VAS | The customer record, additional details | Prints on the pick ticket and travels to an integrated 3PL on the 940. | Routing guide rules, carton and label requirements, value added services the retailer expects on every shipment. |
| Tasks | The tasks module, and the customer record | Assigned to people, with dates, priority, reminders and attached records. | Follow up on the unpaid invoice Friday. Chase the missing PO. Confirm the store list before the season order ships. |
The customer record itself, with everything else that lives on it, is on customer details. The people you email, and which email goes to whom, are on customer contacts.
The notes tab on the customer record holds the history of the relationship: payment habits, shipping problems, the reason behind a decision. It is internal by design and never prints on a document. Each note has a subject, a body and its own access level, so the tab can hold both the official account history and one rep's private observation.
Any user can read and edit the note. The shared account history, the thing everyone should know before they call.
Everyone can read it, nobody else can change it. The credit decision, the agreed exception, the note that should stay exactly as written.
Only the person who wrote it can see it. A rep's own working notes on an account, kept on the record rather than in a notebook.
An asterisk anywhere in an order note tells AIMS360 not to print that note on any document. It is the single most useful thing to know about notes in the system, because it turns the long order note into a private history and keeps the short notes for the customer and the warehouse.
| Field | Prints |
|---|---|
| Two short header notes | Up to 30 characters each. Always print on every related form: order confirmation, pick ticket, invoice. For instructions the buyer and the warehouse must see, such as call before shipping. |
| Long header note | As long as you like. Prints only if you select the option at print time, and never if it contains an asterisk. Start it with an asterisk and keep the order history there: every call, change, addition and payment conversation. |
| Line item note | Attached to one style and color on the order. Prints by default on confirmations, pick tickets, invoices, cut tickets and purchase orders. For the substitution, the hangtag exception, the size run change on one line. |
| Asterisk ruleAll or nothing | Per note, not per line. You cannot mark some lines of a note to print and others not. Anything that should print goes in a separate note without one. |
Shipping instructions, packing notes and value added service requirements go on the customer record under additional details. They print on the pick ticket and pass to an integrated 3PL on the outbound 940, and they copy onto every new order automatically. They do not update orders that already exist, so a mid season change to a routing guide means changing the customer for the future and the open orders by hand. Packing and VAS notes print on the classic pick ticket formats.
A task is a reminder or a follow up assigned to people inside AIMS360, with the record it is about attached. Chase the missing PO. Call about the unpaid invoice on Friday. Confirm the store list before the season order ships. The task list shows what you created and what was assigned to you, and it filters and sorts like every other grid.
Assign the task to one or more staff members and copy the people who should know. It lands in their task list and stays visible to you as the creator.
A start date, a completion date and a priority. Add reminders so it surfaces before it is due, and set it to recur for the weekly and monthly routines.
Pick a module tab, click add, select the records. A task can carry the order, the cut ticket, the purchase order or the customer it is about, so it opens straight into the work.
Every task you created or were assigned, in one grid, double click to open. Filter to today, to overdue, to one customer, to one person.
Tasks are for your own team. If the warehouse or the buyer needs to know something, it goes in a note that prints. Who did what on the record itself is on the audit trail.
Payment habits, shipping problems, the reason for the credit limit. Notes tab, full access for the shared history, no access for personal working notes.
Every call and change on that order. The asterisk means it can never print, so nobody has to think about it.
Call before shipping, gift receipt, deliver to the side door. Thirty characters, prints everywhere, no asterisk.
Line item notes print on the documents that line appears on, including the cut ticket and the purchase order, so a substitution reaches production too.
Shipping, packing and value added service notes, agreed with your warehouse or 3PL so both sides read them the same way.
Assigned, dated, with the record attached. If it recurs, set it to recur. If it is urgent, set the priority so the list sorts it to the top.
No campaigns, no lead scoring, no pipeline. This is the relationship record for accounts you already sell to. Brands that want prospecting and marketing automation connect a dedicated tool through the customers and CRM integrations.
A note cannot be filtered, grouped or counted. If the thing you are writing is really a value, such as a buying group or a program name, make it a custom field so it can go in a view or a report.
One asterisk anywhere in a note stops the whole note printing. There is no way to print half a note. Split it into two notes if part of it should reach the customer.
Shipping, packing and VAS notes copy to new orders when they are created. Change them on the customer and existing orders keep the old text until someone edits them.
It depends on who should read them. Private notes about the account go on the customer record, with an access level per note. Instructions the buyer or the warehouse must see go on the order, either the two short header lines that print on every form, or a line item note on the style they concern. Standing shipping, packing and value added service requirements sit on the customer record and print on every pick ticket. And the running history of an order goes in the long order note, started with an asterisk so it never prints.
An asterisk anywhere in an order note tells AIMS360 not to print that note on any document. It is the switch brands use to keep order history private: start the long order note with an asterisk and every call, change and payment conversation stays inside the system. The rule is all or nothing per note; you cannot mark individual lines to print or not. Anything the customer or the warehouse should see goes in a separate note without one.
Each note carries its own access level. Full access means other users can read and edit it. Read only means they can read it but not change it. No access means nobody sees it except the person who wrote it. So a rep's private observation about an account and the company's official account history can live on the same tab without the same audience.
No. Notes on the customer record are internal and never appear on a confirmation, pick ticket, invoice or statement. They exist so your own staff can see the history of the relationship before they pick up the phone.
The two short lines on the first order header hold up to 30 characters each and print on every related form, so they are for instructions the buyer and the warehouse must see: call before shipping, gift receipt, side door. The long note on the second header holds as much as you like and prints only if you choose to at print time, and never if it contains an asterisk. That is where the order history lives.
Yes. A line item note attaches to a single style and color on the order, and prints by default on the confirmation, pick ticket, invoice, cut ticket and purchase order. Brands use it for a substitution the buyer agreed to, a hangtag exception or a size run change that applies to one line and not the whole order.
On the customer record, not the order. The shipping, packing and value added service notes print on the pick ticket and pass to an integrated 3PL on the outbound 940, so they reach the floor on every shipment without being retyped. They copy onto new orders at the time the order is created, so a change on the customer does not update orders that already exist.
Reminders and follow ups assigned to people. A task has a to and a cc list of staff, a subject, a start and completion date, a priority and a body. It can carry reminders, it can recur, and it can have records attached: an order, a cut ticket, a purchase order, whatever the task is about. Tasks you created or were assigned appear in your task list, which filters and sorts like every other grid.
Yes. From the task, pick the module tab, click add and select the records. A task to chase a late delivery can carry the purchase order it is about, and a task to confirm a store list can carry the customer, so whoever picks it up opens straight into the right record.
Yes. A task can be set to repeat, so the Friday receivables call, the monthly statement run or the weekly check on open EDI documents comes back on schedule without anyone recreating it. Reminders are set on the task as well.
Yes. Use the to and cc lists to assign the task to one or more staff members. It appears in their task list with the dates, the priority and any attached records, and stays visible to you as the creator.
It is the customer relationship side of an ERP: the notes, contacts, history and follow ups that go with an account you already do business with. It does not run marketing campaigns, score leads or manage a prospect pipeline. Brands that want that pair a dedicated tool through the customers and CRM integrations and keep the operational record here.
Sometimes it should be. If you want to filter, sort, group or count by it, it belongs in a custom field, ideally a dropdown so the values stay consistent. If it is a sentence explaining a situation to a colleague, it is a note. The trap is a free text note holding data you meant to report on, because notes cannot be grouped.
The two short header notes and any line item notes print on the pick ticket if they are used. The long header note prints on the pick ticket only if you select that option at print time and the note has no asterisk. The shipping, packing and value added service notes from the customer record print on the pick ticket by design; packing and VAS notes print on the classic pick ticket formats.
The history of that order: every call to the customer, every change, every addition, every payment conversation. Start it with an asterisk. Then anything the customer actually needs to see, like call before shipping, goes in one of the short header notes instead, without an asterisk, so it prints.
Customer notes are internal to AIMS360 and are not shown to buyers on the portal. Reps writing orders can add line notes and confirmation notes on the order they are building, which follow the same print rules as notes entered in the ERP.
Notes and tasks carry the user and the date, and changes to the records they sit on are covered by the audit trail, so the question of who changed the terms on this account, and when, has an answer without asking around.
Through the documents, not the notes tab. Short header notes and line item notes print on the pick ticket. Shipping, packing and value added service notes from the customer record print on the pick ticket and travel on the 940 to an integrated 3PL. A task is for your own staff; if the warehouse needs to know, it goes in a note that prints.
The one that says call this buyer before anything ships. We will show you where it lives in AIMS360 so it prints on the pick ticket every time, and where the rest of that account's story goes so it never does.
