CardFile Contact Types

There are system cardfile 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
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)

When emailing out, Jim2 will determine who should receive that email. For example, Email Invoices or Email Statements.

These email contact types can be added to multiple cardfile 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

Alternatively, select Email Invoice, then add both emails into the field beside this with a semi colon between., eg. john.smith@sample.commary.brown@sample.com

In both examples, 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 (Managed Print Services Edition)

▪Email Purchases.

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

▪Print

▪Email

▪Don’t Send

▪Email & Print.

This setting is on the Customer tab of the cardfile in the Send Statement via and Send Invoice via checkboxes.

Fax requires faxing software to be installed.

Other cardfile contact types can be created via Tools > Setups > CardFiles > Contact Types. The use of contact types can also be restricted to only those listed – this is performed via Tools > Options > CardFile.