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, and. The system stores contact records as part of a customer or vendor record to aid in searching for contacts.

To enter contact information:

1. Display the Contact Maintenance window.

2. In the Sal field, select the salutation that applies to this contact. Salutations are defined in the Valid Salutationscontrol maintenance record.

3. In the First Name field, enter the contact's first name.

4. In the Middle field, enter the contact's middle name or middle initial, as needed.

5. In the Last Name field, enter the contact's last name.

6. For the contact's mailing address do one of the following:

• To use the entity's address for the contact, in the Entity area, enter an entity's name and select the Use Entity Address check box. In Sales Order Entry, when you enter a user ID in the Ordered By field, the system looks to this entry to populate corresponding the Email Address field.

• In the Address area, enter the contact's mailing address, if different from the entity's address, in the fields provided.

7. To enter additional customers or vendors with which this contact is associated select File >Additional Entities. This is useful for de-centralized large customers who may have many bill-to accounts and the contact associates with all of these accounts.

8. In the Sort By field, enter the most significant word of the contact name or any combination of numbers and letters as tokens for the system to sort.

9. In the Title field, enter the contact's job title, such as "Receptionist" or "Showroom Salesperson."

10. In the Classification field, select this contact's primary work area. Select Classification Maintenance to enter user-defined classifications.

Contact classification is defined in the Valid SFA Contact Classificationscontrol maintenance record.

11. On the Phone List tab, enter the contact's primary phone and fax numbers in the Phone column. For example, in the Description column enter Fax1 for the primary fax number, and Main for the main office number.

The system uses the first phone number in this list to populate the Sales Order Header with a contact number.

Note: Use these tabs as a quick-reference list. This information is not directly connected to the information entered through the Create NewContacts button on the Contacts tab, where you add detailed contact information.

12. Click the WWW tab, and enter the contact's e-mail and internet information.

13. In the Codes field, select the code that describes the type of phone number, such as Fax or Cellular. Phone codes are defined in the Valid Phone Codescontrol maintenance record. If you do not enter the fax code, faxed invoices, statements, and memos go to the main fax number.

14. 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.

15. Save your changes and exit the dialog box.

More Options for Entering Contact Information

The following are some common options you might use while entering contact information:

See Also:

Displaying Contact Maintenance

Assigning SFA Access to Entities

Entering User-Defined Contact Data for Entities

Handling Postal Codes for International Addresses