Visit notes in the ERP
For managers and administrators: when a vehicle leaves the zone of an ERP site, Filodos can write one note into your SoftOne, Entersoft, SAP Business One, or SAP S/4HANA Cloud ERP. The note tells which vehicle visited the site, and when. Part of the documentation.
When Filodos writes a note
- A linked vehicle enters the zone of an ERP site, and later leaves it. The departure starts one note.
- A stay shorter than the Shortest visit setting (default 60 seconds) gives no note. This skips vehicles that only drive past.
- A departure without a recorded arrival gives no note. Filodos does not guess the arrival time.
- Each departure gives one note only, also when the fleet data arrives two times.
- Times in the note are Athens local time.
Turn on visit notes
- Open Organization → ERP and select the connection.
- In the Workflow panel, find Visit notes.
- Turn on Write a note into the ERP after each visit.
- Set the target in the ERP (see Where the note goes).
- Click Save workflow.
Visit notes need zones from the ERP. Set up the sites first: ERP sites and zones.
The note text
Edit the Note text. The default text is Greek:
Filodos: το όχημα {vehicle} ήταν στο {site_name} στις {date}, {arrived}–{departed} ({duration_min} λεπτά).Filodos replaces each placeholder with a value:
| Placeholder | Value | Example |
|---|---|---|
{vehicle} | Vehicle name | ΙΚΥ-1234 |
{site_key} | ERP record key of the site | 47 |
{site_code} | Site code | C047 |
{site_name} | Site name | Σούπερ Μάρκετ Καλλιθέας |
{date} | Arrival date | 05/10/2026 |
{arrived}, {departed} | Arrival and departure time | 09:42, 10:05 |
{duration_min} | Stay in minutes | 23 |
{arrived_at}, {departed_at} | Full timestamps with offset | 2026-10-05T09:42:00+03:00 |
{date_iso} | Arrival date for SAP date fields | 2026-10-05 |
{arrived_time}, {departed_time} | Arrival and departure time for SAP time fields | 09:42:00, 10:05:00 |
{text} | The finished note text. Use it in the ERP fields, not in the note text itself. |
An unknown placeholder stops the save with a message.
Where the note goes
SoftOne
Filodos makes one new record with the Soft1 setData service. Set the object, and one row for each field: the table, the field, and the value. Example for a CRM action:
| Table | Field | Value |
|---|---|---|
SOACTION | TRDR | {site_key} |
SOACTION | COMMENTS | {text} |
The object, table, and field names are an example. Your partner tells you the correct object for your installation.
Entersoft
Filodos attaches one text document (ES00Documents) to the ERP record of the site. Set the document TableName (for example ESGOPerson), the TableID if your installation needs it, and the document title (default Filodos {date} {vehicle}). The record key column of the sites must hold the entity GID.
SAP Business One
Filodos makes one new record through the Service Layer, by default one activity (Activities) on the business partner. Set the entity, its key field, and one row for each field. An optional dedupe field stops a second activity. See Activities in SAP.
SAP S/4HANA Cloud
Filodos makes one new record through the tenant OData API, by default one note (A_BusinessPartnerNote) on the business partner. Set the entity, its key field, and one row for each field. An optional dedupe field stops a second note. Each value is cut to 3000 characters. See Notes in S/4HANA.
The visit-note log
The Visit notes panel lists the newest notes with their state:
- pending: waiting to go out, or waiting for a retry. A network error, a timeout, or an ERP overload retries after 1 minute, 5 minutes, 30 minutes, 2 hours, and 12 hours.
- written: the ERP accepted the note. The ERP record column shows the id of the new record or document.
- failed: the ERP refused the note, for example a wrong object or field name. Fix the workflow. Later visits use the fixed settings.
SoftOne has no duplicate protection. If the ERP saved a note but its answer was lost, the retry can write a second note. Entersoft notes do not have this problem: a retry updates the same document. SAP activities and S/4HANA notes have this problem only without a dedupe field.