Many objects in Jim2 require a cardfile to be entered. Add CardFile allows users to create cardfiles of all types, including customer, vendor and ship type.
 |
If Jim2 is being used in a retail environment, there is a way to quickly add a customer's details containing only minimal information while they wait. For details, refer to the section on Quick Add CardFile. |
1.On the ribbon, go to CardFiles > Add CardFile. The Adding CardFile form is displayed showing the cardfile header.
2.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.
3.Press Enter to move to the Contact field. Enter a contact name for this cardfile.
 |
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.
|
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.
|
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.
9.Choose what type of cardfile it is (Customer, Vendor, User, Prospect, etc. or any combination) by ticking the applicable boxes.
|
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). |
•Tick Customer if the company sells to this entity.
•Tick Vendor if the company buys from this entity.
•Tick User if this entity is a Jim2 user within the company.
•Tick Prospect if this is for a prospect you are quoting, and has not yet become a customer..
•Tick Ship if this cardfile is for ship (delivery) addresses only. This is not necessarily a customer or vendor, but is usually linked to one. After ticking Ship, an extra field will appear allowing to link to an existing parent card (linking is optional).
A cardfile can be both a Customer and a Ship. This would be where most goods and services are billed to the parent card, but sometimes the ship will require to be invoiced instead. In this case, tick Customer as well to allow for entry of terms and price levels, etc.
Similarly Vendor and Ship. In the case of a buying group, most purchases will be made through the buying group, but sometimes they may purchase directly from the supplier.
|
Only essential tabs within a cardfile will be displayed/accessible. If a cardfile is for a customer only, the Vendor or User tabs will not show in the form's footer. |
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.
There may be situations where one or more staff (users) may purchase from the company, and/or the company may purchase from them. If so, as well as selecting User as their CardFile Type, select Customer and/or Vendor.
|
To add emergency or family contact details for users (staff), record those details on the Contacts tab. |
Further information