To add a personal card

1. Go to the Card File command centre and click Cards List. The Cards List window appears.
2. Click New. The Card Information window appears.
   
3. Select the Personal card type from the Card Type list.
4. Type the nameforthe card and press Tab.
5. If you want to, complete the other fields in the Profile tab.
6. Click the Card Details tab. In this tab, you can:
   • add a picture—see Card pictures.
   • enter a card ID—these are useful for grouping your cards. See Card identification codes.
   • use custom lists and fields—you can record additional information about the card. See Customising cards.
7. When you have finished entering the card details, clickOK to save the card and close theCard Information window.

To add an employee card (New Zealand)

1. Go to the Card File command centre and click Cards List. The Cards List window appears.
2. Click New. The Card Information window appears.
   
3. Select the Employee card type from the Card Type list.
4. Type the nameforthe card and press Tab.
5. If you want to, complete the other fields in the Profile tab.
6. Click the Card Details tab. In this tab, you can:
   • add a picture—see Card pictures.
   • enter a card ID—these are useful for grouping your cards. See Card identification codes.
   • use custom lists and fields—you can record additional information about the card. See Customising cards.
7. When you have finished entering the card details, clickOK to save the card and close theCard Information window.

To update a card

If you need to update the details in an existing card:

1. Open the card (go to Card File > Cards List > click the applicable tab > click the zoom arrow to open the card).
2. Make the required changes.
3. Click OK.

For details on where specific information is recorded in a card, see above for information about specific card types (customers, suppliers, etc.).

To update multiple cards at once

If you need to update lots of cards, see this help topic for all the details.

Here's the basic process:

1. Export the cards you want to update
2. Open and modify the exported file using Microsoft Excel
3. Import the updated information back into AccountRight.

To change a card type, e.g. customer to supplier

Once you've created a card, you can't change the Card Type. So if you need to change a customer to a supplier or vice-versa, you'll need to create a new card.

You can delete a card if it hasn't been used it in a transaction. But if it has, you can make it inactive to remove it from your lists.

To add an additional address, phone number or email address to a card

You can enter additional addresses, phone numbers and email addresses on the Profile tab of the card using the Location field.

Select a Location then enter the additional details.

This example shows separate details stored under Address 1 and Address 2.

To delete a card

You can only delete a card if it has never been used in a transaction. If it has been used, you will not be able to delete it, even after deleting any associated transactions.This makes sure you keep a history of cards used in transactions for auditing reports.

As an alternative, you can make the card inactive or combine the card with another one to remove the old card from your lists.

To delete a card

1. Go to the Lists menu and choose Cards.
2. Locate the card you want to delete.

3. Right-click the card and choose Delete Card.
   

   Delete Card greyed-out? Your user role needs to be set up with permission to delete. If you need to regularly change transactions, ask your administrator to add this permission to your user role.

To make a card inactive

1. Go to the Lists menu and choose Cards.
2. Right-click the card to be made inactive and choose Mark Inactive.
3. Read the displayed information.
4. Click OK.
5. If you later need to activate the card:
   1. Go to the Lists menu and choose Cards.
   2. Select the option Show Inactive.
   3. Right-click the card to be activated and choose Mark Active.

What if I have a supplier who is also a customer?

You can set them up as a supplier and customer, and record payments and receipts as you usually do.

However, another way you can manage your payments is to offset your outstanding customer and supplier invoices by recording a contra payment. For all the details see Dealing with a supplier who is also a customer.