Master Records > Customer > Set Up Customer Record

The Contacts Page allows you to add, update and review the names, titles, phone and fax numbers, and e-mail addresses of as many contact persons as you have for this customer. In this page you can also set a contact record as the customer's primary contact person.

To enter contact person records in the Contacts page, perform the steps below:

1. Activate a line new in the Contacts grid by clicking the Append row to end in the grid toolbar.

2.In the grid's new blank line, click the Show () button beside the First Name column to display the Details, Address, Phone, and Email nested tabs.

3.In the Details tab, perform the following:

3.1. Enter pertinent information relating to this contact such as the first name, last name, salutation and title.

3.2. Mark the Customer Contact checkbox if the contact record is a customer contact. This checkbox is disabled if the Sales Order or the Accounts Receivable modules are not activated.

3.3. Mark the Vendor Contact checkbox if the contact record is a vendor contact. This checkbox is disabled if the Purchase Order or the Accounts Payable modules are not activated.

3.4. In the designated Notes area you may enter additional notes that you want to save for this particular contact person.

4.In the Address tab, perform the following:

4.1. Click the Append row to end button in the grid toolbar to activate a new line in the grid. For subsequent address entries, you may click the Append row to end button to activate a line in the grid or click the Insert row before current button to insert a blank line above the currently selected line.

To delete a line in the grid, select the line that you want to delete; then, click the Delete button in the grid toolbar.

4.2. Enter in the Address Code field the code for the contact's address. You may click the List box button to select the appropriate address code from a list. Once a valid address code is entered, the address' related information are displayed in their respective fields in the grid such as company, street, city, state/province, zip code and country.

5.In the Phone tab, perform the following:

5.1. Click the Append row to end button in the grid toolbar to activate a new line in the grid. For subsequent phone number entries, you may click the Append row to end button to activate a line in the grid or click the Insert row before current button to insert a blank line above the currently selected line.

To delete a line in the grid, select the line that you want to delete; then, click the Delete button in the grid toolbar.

5.2. Enter pertinent information such as the contact phone number's type, country of location, country code, phone number, and extension number, if any.

5.3. Mark the Default column to signify that the phone number is the contact person's main line for phone communication.

6.In the Email tab, enter the contact person's email information as well as any social media accounts maintained by either the contact person or the company he/she represents. Perform these steps in this tab:

6.1. Click the Append row to end button in the grid toolbar to activate a new line in the grid. For subsequent email address entries, you may click the Append row to end button to activate a line in the grid or click the Insert row before current button to insert a blank line above the currently selected line.

To delete a line in the grid, select the line that you want to delete; then, click the Delete button in the grid toolbar.

6.2. Enter in the Type field the contact's e-communication type (e.g. work, home, Facebook, Twitter, etc.) and enter the corresponding information in the E-mail Address field.

6.3. Mark the Default column to signify that the e-communication record is the contact person's main line for email or online communication.

6.4. Click the Show () button beside the Type column to display the Report Email Setup settings for the contact record. Define the contact's e-mail recipient status for each report listed under the Report column. For each report that you want the contact as an e-mail recipient, click the List box button in the E-mail Recipient Field; then, select either To (primary recipient), Cc (secondary recipient), or Bcc (blind copy secondary recipient) option. You may leave the E-mail Recipient field blank if the contact is not an email recipient of the report. These settings will automatically reflect in the E-mail Setup page.

7.For subsequent contact entries you want to add, you may click the Append row to end button to activate a new contact line in the grid or click the Insert row before current button to insert a blank line above the currently selected contact record.

To update a contact person's record in the Contacts page, perform the steps below:

1.Highlight the contact person's record in the Contacts grid.

2.Click the Show () button beside the First Name column to display the Details, Address, Phone, and Email nested tabs.

3.Review or amend the information entered in the fields available in the Details, Address, Phone, and Email nested tabs.

4.When you are ready, click the Save button from the function toolbar to save your changes; otherwise, click Cancel.

Note: Clicking the Save button from the function toolbar will also save whatever changes you entered in the other pages of the Customer Maintenance function. Be very careful then of what other changes you might enter in the function's other pages.

To delete a contact person's record in the Contacts page, perform the steps below:

1.Highlight the contact person's record in the Contacts grid.

2.Click the Delete button from the Contacts grid toolbar. A message box will be displayed requesting confirmation to delete the highlighted contact's record. Select the Yes button to confirm; otherwise, click the No button. Deleting a line in the Contacts grid will also delete the entries in the Details, Address, Phone, and Email tabs for the contact record being deleted.

Note: Once you confirm deletion of a contact record that is deleted in the Contacts Page, the contact record will be deleted even if you click the Cancel button from the Customer Maintenance function toolbar.

Contacts Page

Contacts Page

See Also