Memos

Solution Properties

Solution ID:

200427112206288

Last Modified Date:

Wed Nov 16 15:43:49 UTC 2022

Taxonomy Path:

Case category//How do I...//processing

Author:

[email protected]

Memos

Description

It's easy to use the Memo tab on records to enter miscellaneous information and to attach documents and references to the record. For example, if you've saved a customer email as a file, you could attach it to the customer's record. Let's take a look.

Cause

Resolution

NOTE: The information stored in the memo fields can't be printed or added to reports.

Where are memos available?

Memos are available in the following types of record:

Customers
Suppliers
Nominal
Bank
Products and services
Projects - Projects option not available in Sage 50 Accounts Essentials and Standard.
Department - Memo option not available in Sage 50 Accounts Essentials.

Enter a memo

Open the required record then click the Memo tab.
Enter or edit text as required.
Click Save.

Working with attachments

Add an attachment to a record

NOTE: Not available in Sage 50 Essentials.

Open the required record then click the Memo tab.
Click Add Attachment and select either Electronic Attachment or Filing System Reference then click OK.

Enter the attachment or reference details as follows:

Electronic attachment

Click Browse, locate and select the required file, click Open, select one of the following options then click OK.

Leave the file in its current location - Creates a shortcut to the file location.
Copy the file into the Sage 50 Accounts data folder - Creates a copy of the file in your Sage data.
Move the file into the Sage 50 Accounts data folder - Moves the file from the current location to your Sage data.

NOTE: Copying or moving the file to your data may increase the size of your All files backups.

Filing system reference

This refers to a paper document and is for reference purposes only.

Type the location and name of the document then click OK.

Click OK.

NOTE: If you add attachments via Customers/Suppliers these don't synchronise via RDA.

Delete an attachment

Select the required file, then click Delete Attachment.

View attachment properties

Select the required file, then click Properties.

Open an attachment

Select the required file, then click Open Attachment.

Further information

Memo files - Read more >

The files created when you save a memo are stored in the Memo folder alongside the ACCDATA folder.

EXAMPLE:

Data folder	Memo folder
C:\ProgramData\Sage\Accounts\ 2017\COMPANY.000\ACCDATA	C:\ProgramData\Sage\Accounts\ 2017\COMPANY.000\MEMO
S:\Sage\ACCDATA	S:\Sage\MEMO

Each record's memo is saves in the MEMO folder as an individual file using the record Account Reference and one of the following file extensions:

Record type	File extension
Customer	.SLM
Supplier	.PLM
Nominal	.NLM
Bank	.BLM
Product	.ILM
Project	.CLM
Department	.DLM

EXAMPLE: If a memo is added to customer SMITH01, the memo would be saved using the file name SMITH01.SLM

NOTE: Product memos don't use the Product Code as the file name. The file names are numeric and are in the order in which the memos were created. For example, the first product memo created has the file name 1.ilm, the second is 2.ilm and so on.

Credit Memo

This is a memo entered within the Credit Control tab in a customer or supplier record.
The data saves to CREDMEMO.DTA.

How do I backup memos and attachments? - Read more >

Memos - these are included when you select to backup Data Files in the backup window.
Attachments -these are included when you select to backup Attachments in the backup window.

Errors: 'Waiting to open file *.SLM / *.PLM' or 'This program cannot display the webpage' - Read more >

This is a customer (.SLM) or supplier (.PLM) memo file. Ensure that the MEMO folder is not read-only and that the current user has access rights to this folder.

This can often happen when customer or supplier accounts are created using an account reference that's a reserved file name in Windows. This happens because Sage Accounts attempts to create a file using the Account Reference for the file name. For example, a memo created on a customer record with the Account Reference CON, will attempt to create the file CON.SLM. Because CON can't be used for file names in windows, the Waiting to open file message is displayed. The following are examples of restricted file names in Windows:

CON
COMx (where x is a number from 0 - 9)
LPTx (where x is a number from 0 - 9)
PRN
AUX
CLOCK$
NUL

You may also get this message if your customer's anti-virus software has intercepted a virus on this file and therefore prevents the file from being opened.

To resolve this, you need to create a new Customer or Supplier Record then use the Corrections option to change the account reference on the transactions.

[BCB:119:Limitless - 50 Accounts - Customers:ECB]

Steps to duplicate