MYOB How to Set Up Your Card File Profile

By Sonya McLaughlan

In the Command Centre click on Card File, then Card List. A window will appear listing All Cards. The Card List is a record of all your Customers, Suppliers, Employees and any Personal people you wish to keep a record of.

At the bottom of the screen, click on New this will take you to the Profile window. Choose the Card Type you wish to enter - Customer, Supplier, Employee or Personal and the Designation - Company or Individual of that card. Enter the Name and hit enter. The Address window will open allowing you to enter their address and details. The Location drop down window allows you to have five different addresses as some businesses have a Billing Address to send the invoice to but different addresses to deliver the goods to ie the Shipping Address.

Complete all the address fields and contact details relevant to the company or person you wish to keep a record of. If the shipping address is different to the mailing address, click on the Location field again and select Address 2: Ship To and complete the address fields.

Once you have entered several Cards you will notice in the Cards List window they will be displayed in alphabetical order. If you need to adjust or add any details you simply click on the arrow displayed on the left hand side (which we call drill into) and the Profile window will display the cards details. You then can make any necessary alterations.

The Card List window also acts as a mini address book where you have displayed the name and primary contact number of the card for easy reference. You can search for a particular card by typing the Card Name or employees Last Name in the Search By window at the top. This will take you directly to that card and their details.

You can at any time Drill into a card and make changes by clicking on the white arrow on the left hand side of your screen. A Card cannot be deleted if it has any transactions recorded against it. The latest versions of MYOB also allow you to Combine Cards if you have created duplicate Cards for the same company or person - ie J. Bloggs and Bloggs Joe. The transactions for both cards are combined onto one card.