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Memos

Created on  | Last modified on 

Summary

How to use the Memo tabs in records in Sage 50 Accounts.

Description

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, attach it to the customer's record. 

You can also enter text into the memo tab, up to a 60,000 character limit.

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

NOTE:

Not available in Sage 50 Essentials. If you're interested in upgrading, leave your details and we'll be in touch. 

Resolution

Create a memo

  1. Go to the relevant module, double-click the required bank account record, then select Memo.
  2. Place your cursor in the blank area in the lower section of the window, then enter your text.
  3. Press Save.

NOTE:

You're unable to print or add the information stored in the memo fields to reports.

 

To add an attachment

  1. Go to Bank Accounts, double-click the required bank account record, then select Memo.
  2. Select Add Attachment.
  3. Select either Electronic Attachment or Filing System Reference.
  4. Press OK.
▼ Electronic attachment
  1. On the 'Create New Attachment' window, press Browse.
  2. Locate and select the required file, then press Open.
  3. Choose the required option in the 'Attachment Type' section then press OK.

Attachment Types

Leave the file in its current location This creates a shortcut to the file in its existing location.
Copy the file into the Sage 50 Accounts data folder This copies the file into your Sage data, but also leaves the original file where it is. This will increase the size of your Sage data.
Move the file into the Sage 50 Accounts data folder This moves the file from its current location into your Sage data. This will increase the size of your Sage data.

CAUTION:

Copying or moving the file to your data can increase the size of your All files backups.

▼ Filing system reference

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

  1. Record the physical location of the document and press OK.

To delete an attachment

  1. Select the required file, select Delete attachment, then press Yes.

To open an attachment

  1. Select the required file and select Open attachment.

 

Further information

Backup memos and attachments

  • 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'.

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.

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