Entering Contact Information

The contact record contains information on people with whom you do business, such as phone number, fax number, and e-mail address. Create contact records for people associated with your customers and vendors. The system stores contact records as part of a customer or vendor record to aid in searching for those individuals that you enter as contacts.

To enter contact information:

Display the Contact Maintenance screen.

In the First Name field, enter the contact's first name.
In the Middle field, enter the contact's middle name or middle initial, as needed.
In the Last Name field, enter the contact's last name.
In the Sal field, press F10 and select the salutation that applies to this contact. Salutations are defined in the Valid Salutations control maintenance record.
For the contact's mailing address do one of the following:

In the Use Entity Address field, enter an asterisk (*) to use the customer or vendor address listed in the Entity field.
In the Address field, enter the contact's mailing address, if different from the entity's address, in the fields provided.

To enter additional customers or vendors with which this contact is associated use the Add'l Entities hot key. This is useful for de-centralized large customers who may have many bill-to accounts and the contact associates with all of these accounts.
In the Sort By field, enter the most significant word of the contact name or any combination of numbers and letters, up to 15 characters, as tokens for the system to sort.
In the Title field, enter the contact's job title, such as "Receptionist" or "Showroom Salesperson."
In the Classification field, press F10 and select this contact's primary work area. Use the Classify hot key to enter additional classifications.

Contact classification is defined in the Valid SFA Contact Classifications control maintenance record.

In the Phone field, enter one or more telephone or fax numbers for this contact.
In the Codes field, press F10 and select the code that describes the type of phone number, such as Fax or Cellular. Phone codes are defined in the Valid Phone Codes control maintenance record.
In the Description field, enter a description of the selected code, if needed, for example, where each phone or fax machine is located, such as office phone, lab phone, home phone, car phone, office fax, or home fax.
Use the following hot keys, as needed:

Hot Key	Function
Add'l Data	This screen is user-defined for your company.
Delete	Deletes this contact record. and prompts you to confirm the deletion.
Log	Displays the Maintenance Log Viewing screen, which shows the history of changes made to this contact record.
Entity	Displays the customer or vendor record associated with this contact.
Credit Card	Enter or view credit card information for this contact.
WWW	Enter e-mail and internet information for this contact.
WOE	Enter web order information for this contact.
Classify	Enter multiple classifications. See step 10, above.
Keywords	Enter keywords the system uses to search for this contact. The hot key is highlighted when keywords have been entered.

Press Esc to save the settings and exit the screen.