How to Export Record Notes in Acumatica

By default, Acumatica does not include record notes in Excel exports. However, you can retrieve and export them using a Generic Inquiry (GI). This guide outlines the steps to link record notes with your data to ensure they appear in your exports.

Why Are Notes Not Exported Automatically?

Acumatica stores notes in a separate table, and the default export functionality does not pull data from this table. To include record notes, you must create a Generic Inquiry and manually join the relevant tables.

Steps to Export Notes Using a Generic Inquiry

Step 1: Locate the Data Source

Identify the Data Access Class (DAC) used for the records you want to export. This ensures you join the correct tables when setting up your Generic Inquiry.

Step 2: Create a New Generic Inquiry

1. Go to Generic Inquiry.
2. Click + New Inquiry to start a new one and name it.
3. Add your DAC table and Note table in the Tables tab.

Step 3: Link the Notes Table

1. Add the left join for your DAC table and the Note table on the Relations tab.
2. Create a relationship between Note.NoteID → YourTable.NoteID.

Step 4: Add NoteText to the Results

1. Go to the Results Grid tab.
2. Add a new field and select Note.NoteText.
3. (Optional) Rename the column caption for clarity.

Step 5: Save and Test the Inquiry

1. Click Save to finalize the Generic Inquiry.
2. Run the inquiry to verify that the notes appear in the results.

Step 6: Export to Excel

1. Click Export to Excel at the top of the Generic Inquiry results page.
2. Open the exported file to confirm that the NoteText is included.

Conclusion

Using a Generic Inquiry, you can successfully export record notes from Acumatica. By linking the NOTE table and including NoteText in your results, you ensure that all relevant information appears in the final Excel file.