Getting Started With Cards
The Card File command center is like a rolodex which allows you to create and customize different card categorize such as Leads, Customers, Vendors, Employees and Personal cards and also includes other features.
Lead Card: A lead is a potential sales contact (ie: an individual or organization that expresses an interest in your goods or services). Typically leads are obtained through the referral of an existing customer or through a direct response to advertising/publicity. In AccountEdge terms - Leads can only have quotes attached to them - as soon as you have an order or invoice a Lead becomes a Customer.
Customer Card: Sometimes known as a client, buyer, or purchaser is the recipient of a Good or a service, or a product obtained from a seller, vendor, or supplier via exchange for money. These are the people that you sell to.
Vendor Card: A supplier who provides goods or services to a company or individuals. A vendor often manufactures inventoriable items and sells those items to a customer. Typically vendors are tracked in either a finance system or a warehouse management system. These are the people that you purchase from.
Employee Card: An individual who works part-time or full-time under a contract of employment, whether oral or written, express or implied, and has recognized rights and duties. In AccountEdge terms - these are the only kinds of cards to whom you can write paychecks.
Personal Card: An individual's private or personal information by which another person, business, or entity can use to reach the individual. Personal cards are generally not used on transactions and you can't create sales, purchases or paychecks for them.
Creating a Card
To create a new card you will need to:
- Open AccountEdge and your company file.
- Select the Card File module in the upper right hand of the window.
- While in the Card File window there are two ways to open a New Card window. You can either:
- Select File next to Edit in the upper right of your window and choose New Card.
- Click on Cards List and at the bottom to the left select New.
- After entering all the pertinent information click OK at the the bottom of the card information window to create your new card.
The Card Information window has several tabs for inputting information about your cards: Profile, Card Detail, Selling or Buying details, Payment Details, Reminder Log, Jobs, & History. Most of these are optional information - the only thing that NEEDS to be entered is a name for the card.
Profile Tab: This is where you enter basic information for the card. You can enter addresses, contact information and a card ID for each card. For contacts who maintain a head office and multiple warehouses and regional offices you can enter up to five locations for each card—including postal address with country name, telephone number, email address and other contact information for each location on the same card. When you create a transaction, such as a sale, you can choose one of the five locations for that transaction specifically.
Card Details: You can add notes up to 1048 characters, which can be printed on customized forms such as invoices and packing slips and more. You can assign identifiers and enter information in custom lists and custom fields. You can also use the Card Details view to link graphics or images to cards. For example, you might want to include pictures of each of your customers if you are running a Gym.
Selling Details: This is specific to Customers and Leads. You can record each customer’s credit limit and terms, along with entries that will make it easier and faster for you to create quotes, orders and invoices for the customer. You can enter the default sales layout and delivery status you want to use for each customer. You can also set the following sales information about your customers in the Selling Details view:
- Set a customer time billing rate
- Specifying tax codes
- Assigning credit terms to your customers
- Assigning multiple pricing levels
- Tracking time billing activities
- Specifying tax information
- Tracking vendor payments on a 1099 statement
- Entering credit terms assigned to you by vendors
Payment Details: YYou can enter information about how a Customer usually pays you. The method and related information you enter will appear on payment transactions for the customer. For Vendors, you can enter their account information for easy payment, such as the routing number, account number and bank name. For Employees you can indicate in their payment details whether they are paid by cash, check, or electronically (Note that you can change the payment information on individual transactions before you record the transaction. For employees you can make changes on the paycheck before processing).
Reminder Log: The Reminder log is where you can view the reminders that have been recorded for the selected card and where you can add new reminders.
Jobs: The Jobs view is where you can see and manage the list of jobs that have been linked to the selected Customer or Lead. You also can use this window to open other windows where you can create new job records or edit existing job information.
History: Is available only for Lead, Customer, Vendor or Employee cards. Here you can view historical monthly totals for sales or purchases (or enter/edit pre-conversion totals) for a total of five years, plus the “current” an ‘next’ fiscal years. in addition, you can see when the customer/vendor relationship began, and statistical information regarding recent activity and payment experience.
Payroll Details: These details are specific to employee cards. More information can be found here for the US and here for Canada.
Instructions on Importing Cards. To Import card information you will need to have the .TXT file ready to import, then once in AccountEdge:
- Go to File in the upper left corner of the menu bar
- Then select Import Data in the dropdown menu (third from the bottom)
- In the second dropdown menu select Cards 7th from the bottom and continue to import the card information
- In the third drop down menu you have several options for card type. Each card type will have to be imported separately:
- Lead cards
- Customer cards
- Vendor cards
- Employee cards
- Personal cards
- Select the Card type you wish to import then continue
- The import file window appears
- After making your choices select Continue (as a note - if your file is one with Headers this tends to be easier)
- Choose the TXT file you want to import
- Once chosen the Import Data window appears.
- Select Auto Match to match up the fields that are being imported. If the field names in your text file don't match AccountEdge exactly you can match on a one to one basis by selecting the field on the left and then clicking a matching field on the right.
- After any selections are made, click import.
An Import log is generated that shows you if your records were imported with or without warnings or not at a all.
- This support article has further information on importing with AccountEdge and troubleshooting any import errors received.
- This support article was specifically designed for those coming from another software.
After you've created or imported your cards you can continue on to creating/importing your items (if you are using items) or you can start entering transactions.