Card Information window

Card Information window—Profile view

The Card Information window—Profile view is where you enter basic information for the card, such as addresses, contact information and a card ID for each card.

If you have contacts who maintain, for example, a head office and multiple warehouses and regional offices, you can enter up to five locations for each card.

You can enter a postal address—including country name, telephone number, email address and other contact information—for each location. When you create transactions, you can choose one of the five locations to use the information for that particular location on the transaction.

Field Descriptions

A/R Balance

(Customer cards only) This field displays the current outstanding balance of the sales for the selected customer. To open the Analyze Receivables window and view a list of transactions that make up this balance, click the zoom arrow.

Card Type

Choose a type of card—Lead, Customer, Vendor, Employee or Personal—from the list.

Note that you don’t have to create individual customers or vendors if you don’t want to. But if your business buys or sells any goods or services, you need to track these transactions for financial reporting. You need to set up:

■	at least one customer card called ‘Cash Customer’ or ‘Cash Sales’.

■	at least one vendor card called ‘Cash Vendor’ or ‘Cash Purchases’.

Designation

Choose between Individual (for an individual person or a specific company contact) and Company for the card displayed in this window.

Inactive Card

Select this option if you want to make this card inactive. This means the card will not appear in selection lists and will be excluded from some reports. If you inactivate a card, existing transactions won't be affected and you can enter new transactions as usual.

Last Name and First Name or Name

Enter the last name and the first name of the individual or the name of the company you want to add to your Card File.

Card ID

Enter up to 15 alphanumeric characters to identify this card. If you do not enter a card ID, *None will appear in this field.

Location

You can enter up to five addresses for the card displayed in this window. Choose from Addresses 1 through 5.

Address details (City, State, Country, ZIP Code)

You can enter up to five addresses for the card displayed in this window. Choose from Addresses 1 through 5 in the Location field.

If you’re viewing a customer or vendor card, Address 1 is labeled as the Bill To address and Address 2 is labeled as the Ship To address.

The Bill To address will appear as a default entry on the customer’s invoices. You can override the address on individual invoices, if you want.

Telephone, fax, email and web

Enter details in the Phone # 1, # 2, # 3, fax number, email address, website address fields.

Salutation

Enter a name or title you wish to use in the greeting of a personalized letter for the person or company whose card you’re viewing. For example, if you want to greet a customer named Kara Watanabe as Kara, enter Kara in this field. The personalized letters you create for Kara Watanabe will begin with Dear Kara.

Contact

(Customer and Vendor cards) If you regularly deal with a particular contact person at this customer’s or vendor’s business, enter that person’s name here. The name you enter here can be used as the addressee for personalized letters.

Action menu

Click to open a shortcut menu of common actions and tasks associated with the selected card record. Choose a task from the list. For example, if you selected a transaction task, the transaction window appears with the selected card record already assigned to the transaction. Actions available from the menu are grouped into areas such as transaction tasks, printing tasks, and contact management tasks.

New

Click to create a new card.

Click to save your changes and close the window.

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