Fields in the Card Information window

Fields
Card Information window - Profile view

A/P Balance
This field displays the current outstanding balance of your purchases with the selected vendor. To view the Analyze Payables window, which contains a list of the transactions that make up this balance, click the zoom arrow.

This field appears only if you're viewing a vendor card.

A/R Balance
This field displays the current outstanding balance of the sales for the selected customer. To view the Analyze Receivables window, which contains a summary list of the transactions that make up this balance, click the zoom arrow.

This field appears only if you're viewing a customer card.

Card Type
Choose a type of card -- Customer, Vendor, Employee or Personal -- from the list.

You don't have to track individual customers if you don't want to. However, if your company makes sales of any type, you'll need to set up at least one customer card. You may want to name this card "Cash Customer" or something similar to distinguish it as a card used to track sales.

Similarly, if you don't track individual vendors, you'll need to set up at least one vendor card if you make purchases of any type. You may wish to set up a vendor card named "Cash Vendor" or something similar to distinguish it as a card used to track purchases.

Designation
Choose between Individual (for an individual person or a specific company contact) and Company for the card displayed in this window. Last Name and First Name fields are displayed if you choose Individual; a Name field is displayed if you choose Company.

Inactive Card
Mark this option if you rarely use this card and you don't wish to see it in selection lists. If you mark the card as inactive, existing transactions won't be affected in any way and you'll still be able to enter new transactions for the customer, vendor, employee or personal card if you wish.

When you print the Card File [Summary] or Card File [Detail] reports, you have the option to omit inactive cards.

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 choose not to make an entry in this field, the ID "*Default ID" will be assigned to the card.

You can use card IDs to customize information in the Find Transactions window and on the Card Transaction report.

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

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.

Address
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.

If the Bill To entry is the same as the Ship To entry, you can leave the Ship To address blank.

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.

City
For each address, enter the city in which this person or company is located.

State
For each address, enter the state in which this person or company is located.

ZIP
For each address, enter the ZIP code for the area in which this person or company is located.

Country
For each address, enter the country in which this person or company is located.

Phone # 1
For each address, enter the telephone number of the person or company whose card you're viewing.

Phone # 2
For each address, enter a second telephone number of the person or company whose card you're viewing.

Phone # 3
For each address, enter a third telephone number of the person or company whose card you're viewing.

Fax
For each address, enter the fax number of the person or company whose card you're viewing.

E-mail
For each address, enter the email address of the person or company whose card you're viewing.

WWW
For each address, enter the web site address of the person or company whose card you're viewing.

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
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.

This field appears only if you're viewing a customer or vendor card.

Print button
Click this button to print the Card File [Detail] report for this card. The report will display all the entries you've made for the card in the Card Information window.

Letter button
Click this button to send a personalized letter to the selected card. You can use this feature, for example, to write collection letters, apologies or notices that your customer's items have been back ordered.

When you click this button, the Select From List window will appear with a list of letter templates you can use to create personalized letters for the person or company you've selected. Select a template and click Use Template; your word processing software will open, and a personalized letter will be created for you. You can make changes to the letter before printing it if you like.

Note: In order to use OfficeLink, you must also be using an OfficeLink-compatible word processing program (See Creating personalized letters using OfficeLink).

E-mail button
If your computer is connected to the Internet, click this button to open the E-mail window, which can be used to send a message to this individual or company.

WWW button
If your computer is connected to the Internet, you can click the WWW button to launch your Internet browser and display the web site entered here.

New button
Click this button to begin entering a new card in the Card Information window.

OK button
Click this button to accept the entries you've made in this window.