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 email 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 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 Alias field the alias that you want to assign for the contact's address. You may click the Lookup button to select the address alias from a list. Once an alias 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.

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.

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

7.Mark the Primary field in the Contacts grid if you want to set the record as the default contact person for the customer record.

8.For subsequent contact entries you want to add, 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 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: Deleting a contact from the Contacts page in this function will only delete its association with the customer record. You must access the Contact Maintenance if you want to delete a contact record from the system.

Contacts

Contacts

See Also