Master Records > Vendor Code > Set Up Vendor

The Contacts page allows you to add, update and review the names, titles, phone and fax numbers, and e-mail addresses of contacts for a vendor. You can create and maintain an unlimited number of contact records for the vendor record. In this page you can also set a vendor's primary contact.

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

1. Activate a new line in the Contacts grid by clicking the Add button 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. In the designated Notes area you may enter additional notes that you want to save for this particular contact person.

3.3. To add a picture or image for the contact record, click the image box to display the Select Image window. Locate the image file that you want to use; then, select the file.

4.In the Address tab, perform the following:

4.1. Click the Add button in the grid toolbar to activate a new line in the grid. 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 address type. Click the drop-down button to select from the options on the list. You access the Miscellaneous Code Maintenance function where you can add, amend, or delete Address Types.

4.3. Enter in the Company field the contact's company name. You may click the Lookup button to select from a list. Once a valid company is entered, the address' related information are displayed in their respective fields in the grid such as street, city, state/province, zip code, and country.

4.4. Mark the Default field if you want to set the record as the default address.

5.In the Phone tab, perform the following:

5.1. Click the Add button in the grid toolbar to activate a new line in the grid. 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 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.

5.3. 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.

5.4. 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.

5.5. 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 maintained by either the contact person or the company he/she represents. Perform these steps in this tab:

6.1. Click the Add button in the grid toolbar to activate a new line in the grid. 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 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.

6.3. 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.

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

7.The Primary field in the Contacts grid is read-only. To set a contact person as the primary contact for the vendor record, access the Information page and enter in the Primary Contact area the contact person's information. The corresponding Primary field of the contact will be marked once the vendor record is saved.

8.For subsequent contact entries you want to add, you may click the Add button to activate a new contact line in the grid or click the Insert 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 Vendor 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 Vendor Maintenance function toolbar.

Contacts

Contacts

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