====== 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.

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

===== Templates =====

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:

  - **A short identifier** for the template (the ''ID'' field).
  - **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.

===== What's the difference between an Internal Memo and a Job Description? =====

==== Job Description ====

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

==== Internal Memo ====

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.

|| Line | Item Ref | Prints for the customer | Affects price ||
|| Job Description | ''JD'' | Yes | No ||
|| Internal Memo | ''IM'' | No | No ||

===== How do I insert a comment on a sale? =====

  - For a ''Job Description'' type ''JD'' in the ''Item Ref'' column of a sale and put the comment in the description field.
  - For an ''Internal Memo'' type ''IM'' in the ''Item Ref'' column of a sale and put the comment in the description field.
  - 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.

===== How do I use a job description template? =====

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

  - ''JD/<ID>'' creates a JD comment using the main text of the template that **will** be printed.
  - ''IM/<ID>'' creates an IM (internal memo) comment using the main text of the template that will **not** be printed.
  - ''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.

===== How do I set the sales message? =====

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

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

===== How do I set the terms and conditions on my sale documents? =====

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

===== What if I have a lot of terms or information to add? =====

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: [[pdfmattre|PDF Matter]]
===== Who can use these features? =====

|| Action | Permission required ||
|| ''Sales'' → ''Master Data'' → ''Job Descriptions'' | Administrator only ||
|| Add an internal memo (''IM'') line to a sale | **Sales** permission ''INTERNAL_MENO'' — "Allowed to place internal memo on sales" ||
|| ''Settings'' → ''Options'' | Administrator only ||