Job Descriptions and Internal Memos

In AutoMagic the convention is that if an internal memo or job description exists on a sale, it refers to the item immediately above. If you do not want the comment to be linked to the item above, leave a blank Job Description or Internal Memo line between the item and the comment.

A job description (item reference JD) is a comment line that prints on the customer's documents but does not add any price or VAT. An internal memo (item reference IM) is a comment for your own staff — it is never printed on the customer's documents.

1. Create reusable job description templates (Sales → Master Data → Job Descriptions)
2. Insert job description and internal memo lines on a sale
3. Set the sales message and terms that print on your documents

Reusable job descriptions can be created by selecting Sales → Master Data → Job Descriptions from the main menu bar. The table will show any existing templates; a new template can be added by pressing the New button.

In the dialog enter:

1. A short identifier for the template (the ID field).
2. The main text for the template (the Description field).

To change a template later, select the row and click the Edit action, or double-click the row. To remove a template, select the row and click the Delete action.

A job description is a comment on an invoice about a particular item that will be printed on the printout for the customer.

An internal memo is a comment on an invoice about a particular item that will not be printed on the printout for the customer. Internal memos are displayed on the screen and printed on picking lists.

1. For a Job Description type JD in the Item Ref column of a sale and put the comment in the description field.
2. For an Internal Memo type IM in the Item Ref column of a sale and put the comment in the description field.
3. Alternatively, to add several lines of text at once, click Menu → Book out → Insert text block. In the “Insert Text Box” dialog type the text — each line becomes its own job description line — and click OK.

To change the text of a line afterwards, select the JD or IM row and click the Edit action, change the text in the Description box and click OK. The Select all comments action selects all job description and memo rows at once.

In a sale, a job description template can be used by one of the following:

1. JD/<ID> creates a JD comment using the main text of the template that will be printed.
2. IM/<ID> creates an IM (internal memo) comment using the main text of the template that will not be printed.
3. MC/<ID> creates a Miscellaneous charge on the invoice using the template text as the description.

The <ID> is the short identifier from the Job Descriptions area.

The sales message is a block of text that prints on sales documents such as invoices, credit notes, quotations, delivery notes and collection notes.

1. Go to Settings → Options.
2. In the Search box, type message.
3. Select the message option under the sales category and edit the text.
4. Select the account_message option under the sales.invoice category to add an extra message that prints only on account (credit) invoices.
5. Click Save to store the changes.

1. Go to Settings → Options.
2. In the Search box, type terms.
3. Edit the option you need:
   1. terms under Sales Invoice — printed on invoices, credit notes, delivery notes, collection notes and proof of delivery documents.
   2. terms under Sales Quotation — printed on quotations.
   3. terms under Sales Statement — printed on statements.
   4. general_terms under Sales — printed in the footer of every sales document.
4. Click Save to store the changes.

If the text is too long for the message and terms options, or you want to attach full pages (for example a detailed terms and conditions sheet), use PDF Matter instead. PDF Matter attaches PDF pages to the front or end of your sales documents, and can be set per customer group.

See the PDF Matter help page: PDF Matter