- CUSTOMER/VENDOR
- The customer name is displayed if the Contact
Information window is being viewed for a Customer or for a
Site, and the vendor name is displayed if the Contact
Information window is being viewed for a Vendor.
This is only display information for reference.
CONTACT ID- In Add mode accept the next available contact number when
creating a new contact, or enter the contact number.
In Change mode to view an existing contact select it from the drop-down box.Unique Controls enforced on Contacts for Customer Sites:
When the Contact information is accessed from the Customer Site Information, the following applies:- When a new Contact is added at the Site level, the Associated to This Site box is checked automatically.
- When reviewing existing contacts, the contact list in the drop-down box on the Contact ID field for Sites provides an 'Associated' column to identify any contacts already flagged as Associated to this Site.
- If the selected Contact is not already associated with this Site, the option is provided to "add this site" to the contact, and if this is declined, then the Contact information is displayed but cannot be modified.
- If the Contact is associated with All Sites per the Customer Information flag, then the Contact associate flag on a specific Site record cannot be removed.
- Only Contacts unique to this site alone can be deleted at the Site level, however when a contact is deleted at the Customer Information level then the contact is removed from all associated sites.
- When a Site is deleted, the Contacts are not deleted as they remain linked to the Customer Information record.
ACTIVE- Check this box if this contact should receive the document
emails.
Uncheck this box if this contact should not receive document emails.
TITLE- Enter the title of this contact, or select one from the
drop-down box as setup in Contact
Titles.
This is a mandatory field, so if a title is not important to this contact, setup a blank title code in Contact Titles.
NAME- Enter the contact's name.
This is a mandatory field.Note: All remaining fields in the contact information screen are optional.
ADDRESS LINE 1- Enter an optional address for the contact.
If more space is required, use Address Line 2.
ADDRESS LINE 2- See Address Line 1.
CITY- Enter the city for the contact or select one from the City Search window.
PROV/STATE- Enter the province or state, to a maximum of 5 characters.
A window is provided listing the standard state and province codes.
POSTAL/ZIP- Enter the postal code or zip code.
A Required Document Information flag in the Company Contract Parameters can be set to ensure a valid Postal or Zip code is entered matching the mask format defined in the Currency Codes table for the Customer or Vendor currency.
COUNTRY- Enter the country code or select one from the drop-down list as setup in Country Codes.
BIRTHDAY- Enter the birth date of the contact.
COMMENTS- Enter any comments specific to this contact in the Contact Comments window.
ALL SITES- This field only applies to Contacts for Customers accessed from
Customer Information or Customer Contact Information, where it defaults to
being checked when new Contacts are added.
Check this box if this contact should be linked to all sites for this customer, and this contact should receive the document emails for all sites for this customer, as defined in the Email Types section of the Contact screen.
Uncheck this box to select specific customer sites that should be associated with this contact.
- SITES
- Enter the sites for this contact in the Contact Associated Sites window.
This Contact will only receive document emails for the associated selected sites, with the exception of Statements as the statement is usually across sites. Alls Contacts flagged to receive email statements will receive all statements for the customer.Any existing BLANK site number is valid.
ASSOCIATED TO THIS SITE- This field only applies to Contacts for Sites accessed from
Customer Site Information.
Check this box if this contact should be linked to this site.
Uncheck this box if this contact is not associated with this site.Note: If All Sites has been checked at the customer level in Customer Information this box will be checked and then disabled.
Phone/Email Information:
- WORK PHONE
- Enter the work telephone number for this contact.
- EXT
- Enter the associated work extension if applicable.
HOME PHONE- Enter the home telephone number for this contact.
MOBILE PHONE- Enter the cell telephone number for this contact.
FAX NUMBER- Enter the fax number for this contact.
PRIMARY EMAIL- Enter the contact's email address.
This address will receive any documents generated for this contact from the automatic email document processes, as defined in the Email Types section of the Contact screen.Click on the
envelope icon to the right
of the address to immediately send a message to this address using
Compose Email.Note: Refer to Company Email Configuration for information on the "Acceptable Email Address Formats".
ALTERNATE EMAIL- Enter a second contact's email address if appropriate.
This address is only used in the email document process if there is no value in the Primary Email field.Click on the
envelope icon to the right
of the address to immediately send a message to this address using
Compose Email.
ALTERNATE EMAIL- Enter a third contact's email address if appropriate.
This address is only used in the email document process if there is no value in the Primary Email field or in the first Alternate Email field.Click on the
envelope icon to the right
of the address to immediately send a message to this address using
Compose Email.
Social Media:
- Up to five Social Media types as defined company wide in the
Contact Social Media Types table, can be
listed in the Contact screen with additional media links available
in the Social Media window which can be
accessed by clicking the MORE button.
These fields can be used to capture the Contact's personal links and addresses for Internet access to sites such as FaceBook, Twitter, Web sites, etc.
Once the complete URL address is entered in the Social Media field, double click on the field or click on the Link icon to the right of the field to launch the corresponding web page.
e.g. https://www.facebook.com/Tiger
Other:
- Up to three Other types as defined company wide in the Contact User Defined Fields table, can be listed in
the Contact screen with additional links available in the Other window which can be accessed by clicking the
MORE button.
These fields can be used to capture the Contact's personal information such as BBM, etc.
Email Types:
- When certain documents for a customer or vendor are to be
printed individually or from a batch, the document can be emailed
directly to the designated contacts for that customer or vendor,
according to the Contact's "association" with the Site or all
Sites.
Multiple Contacts can be flagged to receive the same documents.
Documents will only be emailed if the 'Use Contact Document Emailing' feature is activated in the Company Email Configuration on the "Default Settings" tab and the Contact is flagged as Active.
The exception to this restriction is the Satisfaction Survey which will be emailed to relevant contacts when the feature is activated in the Divisional Miscellaneous Parameters and the survey is setup in the Customer Survey Configuration.
The emails will be sent to the address defined in the Primary Email field, and if there is no value in that field the emails will be sent to the first Alternate Email and if no value in that field they will be sent to the second Alternate Email address. If there are no addresses defined for the Contact, no email will be sent.
This Email Types field can be used to select the documents that should be emailed to an Active Contact.
Check the All Documents box if all documents for this customer/site should be emailed to this Contact, or select the specific documents that this Contact should receive.
Documents for Vendors include: -
- Purchase Orders
Documents to Email for Customers:
- ALL DOCUMENTS
- Check this box if this contact should receive emails for all
document types.
Uncheck this box to select specific document types to be received.
Customer document types include:- Contracts
- Pickup Ticket
- Invoices (Excluding Cylinder Invoices and Operator Time Charge Invoices)
- Quotations
- W.O. Estimates
- Delivery Ticket
- Statements (Including Statement printed from Customer Account Inquiry)
- Reservations
- Work Orders
Click MORE to access additional document Email Types including:
- Sales Orders
- Sale Approval Quotes
- Welcome Letter
- Statement Letters
- Contact Rate Cards
- Satisfaction Survey
- Reward Dollar Statements
- Off Rentals
- In-Yard Return Slips
- Open Contract Report per Detailed Contract Open Report based on Contact Associated Sites
- Payment Receipts from Counter Payments
Note: A Send Survey default can be set for each customer in the Additional Information of the Customer Information to apply when new Contacts are added for that customer.
Vendor document types include:
- Purchase Orders
- Remittance Advice (from Direct Credit Payments)
Resulting Emails:
The Subject line of the message that is generated in the Compose Email defaults from the Default Subject defined in the Company Email Configuration on the "Default Settings" tab.
All Contact emails including automated emails are tracked in the View Email Log.Note: This feature is disabled for the blank Customer or Vendor as documents cannot be emailed for blank customer/vendor.
Finished?