The memo function is available in several places throughout the Sage 100 product including customers, vendors, and inventory. Today, I’m going to use a customer master for our presentation. Let’s navigate to “Accounts Receivable” > “Main” > “Customer Maintenance” and once you’re in the maintenance screen, pick the customer for which you want to add a post-it note. As soon as you select them, you see a memo automatically appears. I will show you how this occurs and how to create your own. For now, just click “OK” to pass through this memo that already exists.
Next to our record navigation button is an icon that looks like a memo pad. When it is displayed in color, that indicates that notes exist. If it were greyed out then no notes have yet been attached. Click on the notepad which opens a selection list. You can see that this client currently has two notes attached. One for an invoicing policy and one for credit checking. You can double click on either of these to modify or delete them. Instead, I’m going to click on the “Create a New Memo” button to open a new memo pad.
You can enter in any unique code for your memo, I’m going to put “SHIP” since I am making a memo about their shipping requirements and write a complete description. The “Memo Date” field is the system date that the memo is created. The expiration date is an optional date you can include if you want the memo to be purged. The “Reminder Start Date” and “Reminder End Date” allow us to control when reminders will pop up or be included for print. In this example, I’m going to leave them empty.
The “Auto Display” determines when memos will display. “Always” will show the memo regardless of the reminder start and stop dates. That is what I call the post-it note setting. “Never” will keep your notes attached but will not display during any data entry. This would be a good setting for collection notes or notes with attachments like worksheets. “Reminder Date” will of course display during the date range specified by the start and end date settings. This would be good if you were offering to sell an item to a client for a specific price for a limited time maybe as a result of a new contract negotiation or loss leader. I want this to always show, or until the client gives us different shipping instructions. So, I’m going to click “Always.” I have no attachment, so now we can go straight to the shipping field and write a memo. Now you have to decide when you want this memo to pop up. I have many choices under “Settings” and in this case because it has to do with invoicing processes, I want to make sure that every time accounts receivable enters that they see the note so I’m going to check “AR Invoice Date Entry.” I also want to make sure anytime a sales order is generated, I want them to see the memo as well so I’m going to check “Sales Order Entry.” Once you select your options, click “OK” and “Accept.” Now let’s see what this will look like for other users in the system.
Let’s navigate to “Accounts Receivable” > “Main” “Invoice Data Entry.” Assign your invoice number, and I’m going to pick the same customer. When you do, you can see that the memo code or the post-it you created is now showing. This is a powerful tool of Sage 100 that is too often overlooked. Power up your system by adding this extra level of information today. Yes, it’s that easy!
Sheri Blaho is the Vice President of Sales and Marketing for CS3 Technology. Her education as an accountant combined with her years of system design and programming gives her a unique perspective that is a great advantage for all customers. While primarily focused on HR, Payroll and Time Collection systems, she can answer questions regarding ERP solutions too.