Special Buttons
| [Clone] | Lets you Clone the contact. This creates a duplicate record with all fields identical to the source record. Simply change the fields you need to and press [OK] to save the new record. This feature makes it easy to create several contacts with similar information within the same company. |
Fields
GENERAL TAB
| ORGANIZATION | The company name of this contact. (Leave blank if this contact is not attached to a particular organization.) |
| SEARCH NAME | The name you will use to search for this contact withshortcut when in the [Name] tab of the contacts browse. The search name defaults to the ORGANIZATION field. Refer to the Choosing Search Names topic for information on selecting a proper search name. |
| ADDRESS | The address of this contact. Note that this is the mailing or shipping address. |
| STATE/POSTAL CODE | There is room for a ten-digit code. Note, however that the lookup database only functions on five-digit United States Zip Codes. |
| COUNTRY | This field can also be used for the CRT (Carrier Route) code, maximizing your mailing dollar by offering the option to save on bulk mailings when available. The contents of this field will appear along with the address on invoices, labels, etc. |
| CONTACT | The name of your contact person in the Company. (Salutation, First and Last Names, Honorific fields). |
| TITLE | The title of your contact person in the Company. |
| NICKNAME | This field can be used in mail merge to add a personal touch. |
| PHONE # | The primary Phone Number of this location. Enter up to a 4 digit extentsion immediately following the Phone # for this contact’s office. |
| FAX # | The Fax Phone Number of this location. |
| MODEM # | The phone for use with this contact’s computer. |
| The e-mail address for this contact. (Example: john@contactcompany.com)
Right clicking on this field will launch your e-mail client to send a message to this address. |
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| INTERNET | The internet address for this contact. (Example: www.contactcompany.com )
Right clicking on this field will launch your web browser and take you to this web site. |
| EMPLOYEE ID | The Employee ID for the salesperson assigned to this contact. By default, your user ID will be inserted here for new records, although you can change this if you want. Use the field lookup button or <Enter> on the blank field for a list of valid employees. |
| CUSTOMER ID | Use this field to link the contact to an existing customer. You may assign as many contacts as you like to the same customer ID. Use the field lookup button to select from a customer browse. |
| VENDOR ID | Use this field to link the contact to an existing vendor. You may assign as many contacts as you like to the same vendor ID. Use the field lookup button to select from a vendor browse. |
| STATUS | This field is used to assign each contact a value indicating its prominence or status in the sales cycle. For example, you may wish to classify your contacts according to how hot they are (A,B,C,D,E). Set up a list of IDs in FILES|Contact Status then assign each contact the proper ID. Now you can quickly print or view a list of your hottest prospects to save time when selling. |
| INDUSTRY | The type of business to which this contact belongs. This field is used strictly for sorting purposes on reports and may be assigned any meaningful value. |
| SOURCE | Used to identify how the contact came to your business. You might use the following scheme to track the effectiveness of an advertising campaign:
CODE DESCRIPTION DIRECT Direct Mailing PHONE Phone Canvassing TRADEMAG Trade magazines YELLOWPG Yellow Pages BRM Business Reply Mail Using this information, you could then print a list showing how many contacts were attracted to your business by each method of advertising. Beconsistent in how you enter information in the INDUSTRY and SOURCE fields in order for your reports to be effectively grouped or filtered. For example, you would want to always use ‘DIRECT’ and not sometimes ‘Direct’ as the program sees this as two different things. |
| DEPARTMENT | Use this optional field to note the department worked in by this contact. |
| ALTERNATE PHONE#S | Each contact may be assigned an unllimited number of alternate phone numbers which display in the browse at the right of the Communications Group. Use the [Insert], [Change] and [Delete] buttons to manage these numbers. The Dialer will automatically dial the number that is currently highlighted in the browse. |
DATES/KEYWORDS//MAILING LIST/SALES NOTES TAB
| SALES NOTES | This Note Taker field stores free text about the contact you wish to see every time you review their record. Unlike activities, it is not meant to store a particular event (although it can) but rather general items. |
| MAILING LISTS | Each contact may be assigned to one or more mailing lists, which are maintained in the CONTACTS menu. Mailing lists are one more way to categorize your contacts, plus they provide a way to instantly print labels and letters and export data for mail merge based for only the members of a selected list. This browse displays the current mailing lists for which this contact is a member. You can change assignments using the [Insert], [Change] and [Delete] buttons. |
| LAST MAILING | The date that the last Label or Envelope was printed for this record. |
| FIRST CONTACT | The first date this contact was called or visited. This defaults to the date the contact was created. |
| LAST CONTACT | This field is automatically updated when you enter a CONTACT DATE in an activity assigned to this contact. |
| NEXT CONTACT | The next scheduled date to follow up with this contact. This field is automatically updated when you enter a FOLLOW UP DATE in an activity assigned to this contact. |
| X DATE | Enter a date to track for this contact such as a birthdate or anniversary. |
| CATEGORY 1 | A field you can use to classify contacts in any convenient way. You can sort and filter reports and queries based on this field. This can be used to group contacts by product interest, territory, or any other use. |
| CATEGORY 2 | Similar to CATEGORY 1. This field is for reporting purposes only, allowing you to group contacts according to a particular classification such as product interest. |
| CATEGORY 3 | Similar to CATEGORY 1. This field is for reporting purposes only, allowing you to group contacts according to a particular classification such as product interest. |
| CATEGORY 4 | Similar to CATEGORY 1. This field is for reporting purposes only, allowing you to group contacts according to a particular classification such as product interest. |
| KEYWORDS | Each contact may be assigned to one or more keywords, which are maintained in the CONTACTS menu. Keywords are one more way to categorize your contacts. This browse displays the current keywords to which this contact is linked. You can change assignments using the [Insert], [Change] and [Delete] buttons. |
ON LINE USER TAB
The following fields are used primarily for setting up Contacts as individual user accounts in our WebSAFE and Ollie internet programs.
| USER ID | Enter the Contacts User ID when accessing Simple Accounting over the internet. |
| PASSWORD | Enter the Contacts personal password when accessing Simple Accounting over the internet. |
| LAST REVISION DATE | Enter the last date the User changed their password. By default, Ollie and WebSAFE will ask users to change their passwords every ninety days (although this can be overridden in SASE.)
If a User enters an incorrect password three times in a row during an Ollie or WebSAFE session, this field is blanked out and the User will be denied access to on-line ordering until a new password is entered into SAFE. If you leave the LAST REVISION DATE blank when entering a new password, the user will be allowed access to Ollie/WebSAFE for one session only. They will be warned to proceed immediately to their User Profile and create a new Password. This allows you to provide them with a temporary (non-secure) password which they can immediately change to one of their own choosing. |
| REQUIRE PERMISSION
BY COST CENTER TO PLACE ORDERS? |
Does this Contact require permission to place orders from a Cost Center Approver or a single Approver.
Check this box if the User has separate approvers based on the Cost Center he or she is purchasing for. In that case, all the User’s orders will be forwarded to the Cost Center’s Approver if the dollar amount of the order is above the $ ORDER LIMIT. Leave this box unchecked if the User always has a single Approver. If this is the case, select that Approver using the APPROVER button below. |
| APPROVER (Button) | If the User has only one Approver, regardless of Cost Center, you may select that Approver from the Contacts Browse, here. |
| $ ORDER LIMIT | This sets the maximum dollar amount per order for an on-line user without requiring approval. Setting this zero forces all orders for this User to be forwarded to an Approver. |
LINKED SITE  |
Which Customer Site does this Contact belong to? This determines which Products he/she will be able to order over the internet, as each Site has its own set of linked Products. |
| LINKED COST CENTERS | Lists the Cost Centers to which this Contact is assigned.
The D column in the mini-browse indicates that this Contact is the Default for a particular Cost Center. Being the Default for a Cost Center, allows this Contact to manage all other Contacts linked to a particular Cost Center when logged into Ollie or WebSAFE. Every Contact must be assigned to at least one Cost Center in order to place orders in Ollie or WebSAFE. |
This button activates a [tooltip slug="browse-box"]browse box[/tooltip]. It is always placed directly to the right of an entry field and allows you to select a value for the entry field from the browse box. The browse box usually has all the same functions as if you had selected it from the main menu, so you can add, edit or delete records in the browse without leaving your original task.
Pressing <F6> on your keyboard when you are in a field with a lookup button works the same as pressing the Field Lookup button itself!