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Jim2® Business Engine Help File

There are system card file contact types that are used to email or fax reports to the correct person. The main purpose of these contact types is to cater for large companies who have separate accounts payable and receivable departments, or handle cases where the invoices and statements go to different people.

 

Typical Report Usage

Contact Type Order of Use, First

Then

Then

Then

Statements/invoices, etc.

Email Accounts

Email (primary contact)

Email (first found)


Remittances, etc.

Email Creditors

Email Accounts

Email (primary contact)

Email (first found)

Statements, etc.

Email Debtors

Email Accounts

Email (primary contact)

Email (first found)

Invoices

Email Invoices

Email Accounts

Email (primary contact)

Email (first found)

Purchase orders

Email Purchases

Email Accounts

Email (primary contact)

Email (first found)

Page counts

Email Photocopier

(Machine Attention contact)

Email

(Machine Attention contact)

Email Photocopier (first found)

Email Accounts (first found)

Unspecified reports

Email (primary contact)

Email (first found)



Statements/invoices, etc.

Fax Accounts

Fax (primary contact)

Fax (first found)


Remittances, etc.

Fax Creditors

Fax Accounts

Fax (primary contact)

Fax (first found)

Statements, etc.

Fax Debtors

Fax Accounts

Fax (primary contact)

Fax (first found)

Invoices

Fax Invoices

Fax Accounts

Fax (primary contact)

Fax (first found)

Purchase orders

Fax Purchases

Fax Accounts

Fax (primary contact)

Fax (first found)

Page counts

Fax Photocopier

(Machine Attention contact)

Fax

(Machine Attention contact)

Fax photocopier (first found)

Fax Accounts (first found)

Unspecified reports

Fax (primary contact)

Fax (first found)



 

Nominate Multiple Email Contacts for Invoicing, Statements, Purchases, etc.

When emailing out of Jim2, a hint is passed through indicating who should receive that email. For example, Email Invoices or Email Statements.

 

You can add these Email contact types to multiple card file contacts, and the email will be sent to all those contacts.

 

For example: CardFile SAMPLE

 

Contact 1

John Smith

Email Invoice

john.smith@sample.com

Contact 2

Mary Brown

Email Invoice

mary.brown@sample.com

 

In the above example, invoices will be emailed to both John and Mary.

 

The following email types support this functionality:

Email Accounts

Email Creditors

Email Debtors

Email Invoices

Email Photocopier

Email Purchases.

 

Info

An additional card file level setting allows you to specify Email & Print on both invoices and statements. The available settings when generating an invoice or statement are:

Print

Fax

Email

Don’t Send

Email & Print

 

You’ll find this setting on the Customer tab of the card file in the Send Statement via and Send Invoice via tick boxes.

 

Tip

Fax requires faxing software to be installed on your computer.

 

You can create other card file contact types via Tools > Setups > CardFiles > Contact Types. You can also restrict the use of contact types to only those listed – this is done via Tools > Options > CardFile.

 

only allow

 

Further information:

Add a CardFile

Add A New User

Add CardFiles to Groups

Add Contact Details

Add Customer Details

Add Customer Specific Reports

Add Groups to a CardFile

Add Multiple CardFiles

Add User Details

Add Vendor Details

Auto Postcode/Suburb Lookup

Browse for a CardFile

Bulk Update CardFiles with BPAY Ref

CardFile Footer

 

CardFile Form Tabs

CardFile Header

CardFile List

CardFile Merging & Deleting

CardFile Options

CardFile Payment Terms

CardFile Price Levels

CardFile Reports

CardFile Security

CardFile Setup

CardFile Types

CardFiles

CardFiles at a Glance

Create a CardFile List

 

Export a CardFile List

Export Email Contact Report

Import CardFiles

Prepayments/Refunds

Quick Add CardFile

Reassign Users

Remove a CardFile

Set up Contact Types

Time Sheets

Timers and Labour

Use CardFile List Results

Update Multiple CardFiles

View CardFile Transactions

View or Edit a CardFile