Master Records > Address Maintenance > Set Up Address Record

The Contacts page of the Address Maintenance function allows you to set and define the default company contacts associated with the address code record. When an address record is used in a certain transaction, the contact information associated to the address record is automatically shown in the transaction screen.

To enter contact information in this page, perform the following:

1.To add a new contact record associated with this address record, click the Add button to activate a new line in the Contacts grid.

To add an existing contact record to this address record, simply click the Add Existing button in the Contacts grid. All relevant information of the existing contact will be displayed in their respective fields.

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

3.In the Details tab, perform these steps:

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

3.2. Mark the Default Contact checkbox if you want to set this contact record as the primary contact for vendor or customer communications. Marking this checkbox will show the contact's name in the Default Contact field in the Information page.

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

4.In the Phone tab, perform the following:

4.1. Click the Add button in the grid toolbar to activate a new line in the grid. For subsequent phone number entries, you may click the Add button to activate a line in the grid or click the Insert 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 Type field the contact's phone number type. Click the drop-down button to select from the options on the list. You may click the Type field to access the Miscellaneous Code Maintenance function where you can add, amend, or delete Phone Types.

4.3. In the Country field, enter the country location of the contact. Click the drop-down button to select from the options on the list. The Country Code field value is pre-filled which corresponds to the country entered in the Country field.

4.4. Enter in the Phone field, the actual phone number of the contact person and enter in the Ext field the extension number, if any.

Note: The phone numbers under the Phone column are clickable. When clicked, it will launch Microsoft's default Phone Link application with the phone number pre-filled. To successfully use this feature, be sure that Microsoft's Phone Link application is set up in the workstation you are using.

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

5.In the Email tab, enter the contact person's email information maintained by either the contact person or the company he/she represents. Perform these steps in this tab:

5.1. Click the Add button in the grid toolbar to activate a new line in the grid. For subsequent email address entries, you may click the Add button to activate a line in the grid or click the Insert 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 in the Type field the contact's email type (e.g. work, home, mobile, etc.). You may click the Type field to access the Miscellaneous Code Maintenance function where you can add, amend, or delete Email Types.

5.3. In the Email Address field, enter the contact's actual email address. You may select from one of the pre-filled domain names or enter it manually if it is not one of the options.

Note: The email addresses under the Email Address column are clickable. When clicked, it will launch Microsoft's default Mail application with the email address already filled in. To successfully use this feature, be sure that Microsoft's Mail application is properly configured in the workstation you are using.

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

6.For subsequent contact entries, you may click the Add button or Add Existing button as necessary.

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, Phone, and Email nested tabs.

3.Review or amend the information entered in the fields available in the Details, 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.

To delete a contact person from 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 for confirmation to delete the highlighted contact's record. Select the Yes button to confirm; otherwise, click No.

Note: Deleting a contact from the Contacts page in this function will only delete its association with the address record. You must access the Contact Maintenance if you want to delete a contact record from the system.

Contacts Page

Contacts Page

See Also