CardFile Types

Back Top Previous Next

When setting up or maintaining cardfiles within Jim2, they can be more than just one type. For example, a cardfile can be set as a customer and a vendor, which eliminates the need to create multiple cardfiles for the same entity. The five available selections can be used individually or combined.

Tick Customer if the company sells to this entity.

Tick Vendor if the company buys from this entity.

cardfilestatus

The example above shows that this cardfile was initially set up for someone who was both a customer and a vendor. As soon as the cardfile was saved, the two checkboxes on the left were locked and can never be unticked. At a later time, it was decided that this entity would continue to be a customer but would no longer be a vendor, so the Active box for vendor has been unticked below.

cardfilestatus1

Tick User if this entity is a Jim2 user within the company.

Tick Prospect if this entity is a prospect, ie. someone who is not a customer as yet, and you may be quoting to them.

Info

Note: Prospect may be named something different, as this is controlled by what has been set up in CardFile Options.

 

Note: Whilst you can quote a Prospect, you cannot create a job for one. You will need to tick Customer on the Prospect cardfile if you wish to proceed.

Tick Ship if this cardfile is for delivery addresses only. This is not a customer or vendor but is linked to one as a different delivery address. The cardfile has a nominated parent cardfile that is the entity being invoiced. All jobs raised on the various ship cardfiles will invoice to the linked parent cardfile account. All ship cardfiles will also show on the parent cardfile Ship Cards tab. See below for further information.

shipcard

 

Info

If any of the Customer, Vendor or User boxes are ticked when a cardfile is saved, they cannot be unticked later, although they can be made inactive by unticking the Active boxes on the right. This does not apply to Personal, or Ship, which can be ticked or unticked at any time. Furthermore, a cardfile with active transactions recorded against it cannot be deleted. Instead, disable it by unticking all Active boxes. See CardFile Merging & Deleting for information on how to delete cardfiles which don't have any recorded transactions in Jim2.

 

Ship Cards

Ship cards can be linked to parent cards (ie. other customer or vendor cardfiles).

 

The Ship Cards tab on a customer cardfile displays all related shipping cardfiles (and contact details) for that card. This grid can be filtered and sorted. Double click (or right click) to view and/or edit the related ship cardfile.

 

shpcardstab

 

Tip

There can be an unlimited number of ship cards attached to a parent card.

 

Within a job, select the parent card (who will pay for the goods) in the Cust# field, then choose the ship card (who is receiving the goods)  within the Ship# field.  By clicking the ellipsis [...] in the Ship# field, a list of all the ship cards for this parent customer will display. This is very useful when dealing with companies that have a head office for billing but the goods need to be shipped to various locations. Set up the head office as the parent card, then link multiple ship cards to this parent card.

 

Within a CardFile List search for associated ship cards. Enter the parent card via the Card# in the header of the list, then tick Ship to view ship cards of this parent.

 

A cardfile can be added as a Ship only card, without linking it to a parent card.

 

Info

Although use Ship cards in the manner described above, this does not restrict to shipping only to these addresses. On a job record, select any cardfiles as the Ship To name and address.

 

Similarly, Vendor and Ship – in the case of a buying group, most purchases will be made through the buying group, but sometimes a purchase might be made directly from the supplier.

 

There are times where 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 card may require to be invoiced because they will pay for something.

 

Further information

CardFile Options

CardFile Setup

CardFile Security

CardFile Payment Terms

CardFile Price Levels

CardFiles at a Glance

CardFile Contact Types

CardFile Header

CardFile Footer Tabs

CardFile Preview Pane

CardFile List

CardFile Reports

CardFiles

Time Sheets

Timers and Labour

Auto Postcode/Suburb Lookup

 

How to

Add a CardFile

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