Once your remarks are set up, you need to make sure you use them to cover your butt on your invoices.  Some uses of remarks I have seen include:

• Disclaimers
• Thank yous
• Documentation requirements
• After hours phone numbers
• Cancellation penalties
• Acceptance of terms and pricing

When you are generating an invoice, up at the top center you will see a window that says BRANCH REMARKS.  This should display the remarks you selected to ALWAYS PRINT, and you can verify them.  Just below that window to the right is a button that says REMARKS.

Click that and you will see a window that looks familiar (it was in the set-up step). Now, just select (or unselect) any remarks that you need or don’t need.

You cannot change the order of the remarks in this window (go back to set-up to do that) and any remarks you add will be printed to the bottom.

This is frustrating for me when I need to add an international disclaimer as I always want my “Thank You” at the bottom. So what I end up doing is unchecking them all and then checking the ones I want in the order I want and they come out OK.

Tags: Invoice, Invoice Set Up, Remarks

Each agency has different remarks and ClientBase makes it really easy for you to include these on your invoices.  I have several set up for my agency. Some print all the time and others only print when I check them.

• Standard thank you (all the time)
• Disclaimer (all the time)
• Passport requirements (sometimes if international)

You get the idea. But how to set that up….

To enter a remark, head to  UTILITIES–>BRANCH. Then select the branch you want to work with (for most single locations it will be Branch 0.

Click MODIFY

In the left navigation window, under the INVOICE SETTINGS section, highlight REMARKS.  Now you can go to town.

NEW will enter a new remark. INSERT will insert it when you are done.  If you need to modify an existing one, use MODIFY.

In the description, this is only seen by you. Make it easy enough to recall what it is, but short enough to see in the invoicing screen.

Select if you want this to ALWAYS PRINT  (or uncheck it if it is optional for each invoice)

In the REMARKS screen, type in your remark (Thank you for shopping….). You can just type along and the text will wrap when you print. However, at the end, put in a hard return (ENTER key) and this will put a space between this remark and the next one.

Tomorrow we will talk about how to find these in the invoice screen,

Tags: Invoice, Invoice Set Up, Remarks