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Jim2® Business Engine Help File

Navigation: Jim2 Functions > CardFiles

CardFile Header

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The CardFile header records information relating to the card code, name, postal and delivery addresses, contact name, and type (customer, vendor, etc.).

 

cardfile types

 

The following fields and checkboxes appear in the CardFile header when on the Card tab (bottom left of form).

 

card tab2

 

Field

Explanation

Card Code

This is a free type field. Enter a unique card code of up to 10 alphanumeric characters, including any of 0-9 A-Z . / - (excluding other special characters). Spaces will always be replaced by a full stop (.).

 

Click on the Card Code wording, which is a hyperlink, allowing viewing of the customer's debtor record, vendor's creditor record, or creating a list of their objects.

 

hover to view

 

If the cardfile is ticked as both a customer and a vendor, Creditors can also be viewed from here.

ABN

The customer or vendor's ABN number.

Contact

Whilst a contact name can be entered here, it is also possible to choose a name from the dropdown list of contacts that have been added in the Contacts tab in the footer.

Name

The customer, vendor, etc. name (maximum 200 characters).

Residential

Tick if the address is residential. Assists freight companies in their deliveries.

 

Ticked signifies it is residential. Unticked signifies it is not residential. Solid black box indicates it is unknown.

Address

The postal address of the customer, vendor or user (ie. a post office box address, if they have one).

Suburb

The suburb.

 

Note: When entering a suburb, there may be more than one per state. Choose the correct one by either state or postcode.

State

The state.

Postcode

The postcode.

 

Note: There may be more than one postcode per suburb, ie. a post office may have a different code to the actual suburb.

 

Info

Jim2 supports New Zealand postcodes.

Country

This will be the default country, but can be changed.

Delivery Address

The delivery (physical) address, suburb, state, postcode and country. If the delivery address is the same as the postal address, use the Button - Double Arrow Head to copy the relevant data across to the corresponding delivery address fields.

Acc Mgr

The account manager assigned to the customer if account managers are being used. This is usually the sales person responsible for the customer.

Ship Via

Enter Ship Via information, ie. FedEx.

Groups

Any Groups attached to this cardfile.

Branch/Sub-Branch/GL Dept

If Branches, Sub-Branches and/or GL Departments are enabled, choose from the dropdown options.

Type

Ticked box signifies the cardfile is a customer, vendor, user, ship and/or personal cardfile. Cardfiles can have multiples ticked here, ie. can be a customer and vendor, etc.

Active checkbox

Unticked box will not show that cardfile type. See Quality (small) below.

Checkbox (Selected)

Will only return results for what has been ticked.

Checkbox (Unticked)

Will not return results for any unticked boxes.

Checkbox (Partially Selected)

Will return results for either.

Parent Card#

Click the ellipsis [...] to choose the parent card of this ship card if Ship# is ticked.

 

Quality

Once the Customer, Vendor or User (any or all) has been selected as the cardfile type(s) and the cardfile saved, those selection(s) cannot be unticked. However, unticking the Active box will make that particular type inactive. Any cardfile type can be made inactive to effectively hide a cardfile that has transactions recorded against it (since only cardfiles with no recorded transactions can be deleted). See CardFile Merging & Deleting for information on how to delete cardfiles which don't have any recorded transactions in Jim2.

 

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.

 

Info

If a customer or vendor has been made inactive for any reason, whenever a user tries to use that cardfile, they will be prompted with a message:

 

inactive customer

 

Tip

Most Jim2 forms have hidden hyperlinks that open another relevant form. The CardFile header has only one hyperlinked field: Card Code. If the cardfile is that of a customer, the Card Code field will go to that customer's debtor record. Similarly, if it is a vendor, this will open their creditor record. If the cardfile is both a customer and a vendor, the choice to view debtors or creditors is available. More information about hyperlinks can be found here.

 

Further information

Auto Postcode/Suburb Lookup

CardFile Contact Types

CardFile Form Tabs

CardFile Header

CardFile List

CardFile Merging & Deleting

CardFile Options

CardFile Payment Terms

CardFile Price Levels

CardFile Preview Pane

CardFile Reports

CardFile Security

CardFile Setup

CardFile Types

CardFiles at a Glance

Time Sheets

Timers and Labour

 

How to

Add a CardFile

Add A New User

Add CardFiles to Groups

Add Contact Details

Add Customer Details

Add Customer Specific Reports

Add Documents to CardFiles

Add Groups to a CardFile

Add Multiple CardFiles

Add User Details

Add Vendor Details

Browse for a CardFile

Bulk Update CardFiles with BPAY Ref

Create a CardFile List

Export a CardFile List

Export Email Contact Report

Import CardFiles

 

 

Make Prepayments/Refunds

Quick Add CardFile

Reassign Users

Remove 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