CardFile Contact Types

There are system cardfile contact types that are used to email reports to the correct person on a cardfile.

The main purpose of these contact types is to cater for large companies who have separate accounts payable and receivable departments, or where the invoices and statements go to more than one person at the company.

When emailing, Jim2 will determine who should receive that email. Following is an example:

▪When sending a statement report to a customer, Jim2 will look for and use the Email Debtors type first to send the statement.

▪If that is not found, Jim2 will use the primary contact's email address (the primary contact's background is coloured light blue).

▪If none of these exist on the cardfile, Jim2 will use the first email found on that cardfile.

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, Invoices, etc.	Email Debtors	Email Accounts	Email (primary contact)	Email (first found)
Invoices	Email Invoices	Email Debtors	Email Accounts	Email (primary contact)
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)

These email contact types can be added to multiple contacts on a cardfile, 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, you can select Email Invoice, as the type then add both emails into the field beside this with a semi colon between,

eg. john.smith@sample.com;mary.brown@sample.com

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

Following are the email types yhat 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.

Note: Print Invoice after invoicing a job must be ticked under Tools > Job > Invoice, remembering that Print also means to email or fax. If this is not ticked, the statement cannot be emailed.

If Email & Print is selected, Jim2 will both email and print the invoice to Printer 1.

If Email is selected and Printer 2 is set to print 1 copy, Jim2 will both email and print the invoice to Printer 2.

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.