Add Prospect CardFile

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1.On the ribbon, go to CardFiles > Add CardFile. The Adding CardFile form is displayed showing the cardfile header.

addnewcardfile

2.Untick Customer and tick Prospect.

addprospect

You will see a new tab appear at the bottom called Prospect.

3.Enter a card code. The code can be up to 10 characters long, and any spaces entered will show as a full stop (.). This code can be changed at any time.

4.Press Enter to move to the Contact field. Enter a contact name for this cardfile.

Info

Entering the contact name in this field does not automatically save this under the Contacts tab (at the bottom of the form). This person's details still need to be entered there. The best method is to enter the details under the Contacts tab, then go to the Contact field in the header and use the drop down options to choose which contact is to appear here.

 

contactdropdown

4.Press Enter to move to the Name field. Enter a name for the cardfile. This is the name that will appear on the customer's invoice, or on the purchase order to the supplier.

5.Press Enter to move to the Address field. This field is the mailing address information (ie. PO box). Enter the address information.

6.Press Enter to add additional lines within the Address field.

7.Tab to the Suburb field. Enter the suburb, then press Enter. Jim2 will populate the State and Postcode fields (the Country field defaults to the default country, but can be changed by using the drop down options or just typing within the field.) The drop down options for the State and Country fields become populated over time, as cardfiles are added with new state and/or country details.

Info

If the postcode does not appear correct, you can add a new postcode by:

1.Entering the Postcode first.

2.Enter the Town name followed by 2 spaces, then saving the cardfile.

8.If the address information for mailing is the same as the delivery address, click the double arrows between the Address and Delivery Address fields to copy it across.

Info

If the address details are changed on a cardfile, this information will flow through to all jobs from that point onward – it will not update address details on objects already booked/finished, etc. (for historical purposes).

10.If branches, sub-branches or GL Departments are enabled, the Branch field will show. Choose from the drop down options. Depending on what type of cardfile is created, go to the applicable tab in the form's footer in order to complete this cardfile. See below for adding information in the cardfile footer tabs.

11.On the Prospect tab, select a Price Level (this is mandatory) and tick if Tax is required for this prospect.

prospectpricelevel

 

Prospects can have quotes created for them and these will appear on the Transactions tab in the footer of the Prospect cardfile.

 

prospectcf

 

Info

Note: Jobs cannot be created for Prospects either via Add Job, or Create Job from quote – the Prospect must be made a Customer first.

 

prospect1

 

 

How to

Add a Prospect CardFile

Add Contact Details

Add Customer Details

Add/Update a User

Add Vendor Details

Add Documents to CardFiles

Add Groups to a CardFile

Add Multiple CardFiles

Add CardFiles to Groups

Add Customer-Specific Reports

Browse for a CardFile

Bulk Update CardFiles with BPAY Ref

CardFile Merging & Deleting

Create a CardFile List

Email from a CardFile List

 

 

Export a CardFile List

Export Email Contact Report

Import CardFiles

Make Prepayments/Refunds

Quick Add CardFile

Reassign Account Managers

Reassign Users

Deactivate a CardFile

Set up an Overseas Customer

Set up Contact Types

Use CardFile List Results

Update Multiple CardFiles

View CardFile Transactions

View or Edit a CardFile