Other Name Records

The list of other name records is a collection of records for people or companies who are not vendors, customers, or employees. This enables you to keep records for other people or companies if you write checks to or receive deposits from them.

For example, your company might donate money to a favorite charity, so you create an other name record for the charity. You might also list your owners and partners here if they contribute or withdraw equity.

To add to the list of other names:

Go to Lists > Relationships > Other Names > New.
Choose the type of record you are creating by selecting Company or Individual in the Type field.

This selection determines which fields and subtabs are used on this record.
To enter the name of this record:
- If this record is for a company, enter the name of the entity in the Company Name field,
- If this entity is an individual, enter the name of the entity in the name fields. You can also enter the entity's company in the Company Name field.
The name you enter is used to generate the entity ID in the entity ID field. To enter a entity ID manually, clear the Auto box and enter the ID.
Enter the phone, fax, and email address for this other name company or person.
Select the Other Name category in the Category field.

You can create other name categories at Setup > Accounting > Accounting Lists.
Enter the name you want to print on checks made out to this entity.
In the Email Preference field, select the format of email you want to send to this company.
Enter the Tax ID number.
In the Comments field, enter any notes about this individual or company.
In the URL field, enter the address of this company's website.
Select an image to associate with this company.

Click New to upload a new image to your file cabinet
On the Relationships subtab, you can create contacts to associate with this record.

To attach existing contacts to this record, you must first save the record. Then you can choose and attach any contact to this record.
On the Communications subtab, you can attach phone calls, tasks, events, notes, and files. For more information, see Attaching Events, Tasks, and Calls to Records and Transactions.
On the Address subtab:
1. Clear the box in the Default Shipping column if this is not the address packages are usually sent to.
2. Clear the box in the Default Billing column if this is not the address bills are usually sent to.
  
  Default billing and shipping addresses are selected when you enter a transaction for this record.
3. In the Label column, enter a descriptive name for this location. For example Branch Office, Ohio.
  
  These labels appear on the Ship Select field on the Shipping subtab of transaction records. They are used to set the shipping address for that transaction.
4. In the Attention column, enter the name of the person who receives mail at this location.
5. In the Addressee column, enter a name for the company or individual to appear on the shipping label.
6. In the Phone column, enter a number where the person receiving this mail can be reached.
7. In the Address 1, Address 2, City, State/Province, Zip, and Country columns, enter the address for this location.
  
  The complete address is shown in the Address column.
8. Check the box in the Override column if you want to change the address as it appears in the Address column.
9. Click Add.
10. Repeat these steps for each address location for this record.
On the Marketing subtab:
1. In the Global Subscription Status field, select the status you want to assign this record.
  
  If this entity has not subscribed or unsubscribed to campaigns, set this status to Soft Opt-In or Soft Opt-Out. If this status is set to Confirmed Opt-Out, you cannot change the status.
  
  Note:
  Certain jurisdictions have regulations regarding whether you can contact entities if you do not have their explicit permission to do so. For example, the European Union (EU). You should check that your global subscription status adheres to the regulations in the recipient’s jurisdiction.
  
  For more information about global subscription statuses, see Subscription Management.
2. If you use the Subscription Categories feature, you can see this record's subscription status for each category.
On the Financial subtab:
1. In the Opening Balance field, enter the total opening balance of all accounts for this other name.
2. In the Opening Balance Date field, enter or pick the date of the balance in the Opening Balance field.
3. In the Opening Balance Account field, select the account for this balance.
4. Select this entity's currency.
5. In the Terms column select the terms for this record.
6. In the Account ID column, enter the name or number for this person or company's account.
7. In the Credit Limit, enter the credit limit for this account.
Click Save.

To add to the list of other names:

Related Topics