The Card File

What you will need

To set up the card file you need the following information:

• Customer name, addresses, phone, fax, contacts and credit terms.
• Supplier name, addresses, phone, fax, contacts and credit terms.
• Employee name, addresses, phone, fax, and payroll details.

What you need to do

The card file is where you keep all the information about your employees, your customers and your suppliers (vendors). It is easiest to enter all this information at once. Go to the main command file and click on the Card File icon. Click on the Cards button. Click on the New button and the Card File Entry window appears.

One of these cards must be filled out for each of your employees, customers and suppliers (vendors). You can also fill out cards for personal contacts. Select the card type from the pull down menu attached to the Card Type field and fill out the rest of the information shown on the screen. Tab will move you to the next field, enter will move you down a line in the current field.

For Customer Cards, the first address is the mailing address. This is the address that bills will be sent to. The next address, labeled shipping address, is where goods will be delivered.

For suppliers (vendors) the first address is the one that will appear on the cheques sent to the suppliers. A second address is supplied for their street address if necessary.

Identifiers are one letter codes (A-Z) for you to use to mark certain people. For example, s could mean a customer who is a slow payer.

The Salutation is what is to appear after "Dear .." on a letter.

The Contact Name is the name of your main contact for the supplier or customer – the person you deal with the most.

Notes will be displayed in the preset field, so keep them short.

Selecting Track Sales History will keep monthly sales totals for this customer or salesperson.

Selecting the Terms button allows you to set the credit terms for each customer and supplier. Default values are set in the preferences window.

Select Payroll to set the salary conditions for each employee. Select History to record their pay details to date.

Click OK to record the card details.

The next time you look at a customer card, the current account receivable balance for this customer will be displayed.

The next time you look at a supplier (vendor) card, the current account payable balance for this supplier will be displayed.

Exercise

Create and complete the card files based on the information within your data sheet.

 

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