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Contacts Browse Screen

Contacts Browse Screen

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Contacts Browse Screen

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The Contacts screen can be selected from the option on the top menu, or from may places in the system where a contact needs to be selected.

There are many fields that can be populated on a contact record including ones on the different tabs on the bottom right of the screen. Some of the fields can be made compulsory (See Settings / System / Contacts). See the reference tables below for a description of the various fields available.

Contact Categories allow us to categorise our contacts - See Contact Categories for more information.

Evopos Contacts have been designed to handle both personal names and company names in an easy and consistent way.

Personal Names

With individual names, it is normally best to enter the surname first followed by a comma and then their first name (The comma will automatically reverse it to the normal format when printing etc)

Entering the surname first usually makes it easier to find the correct record, as the first names are often shortened or only initials given, we recommend adding individual name in the following format: SURNAME, FIRST NAME eg: BROWN,JOHN

Also when you enter a new contact name in this format, the surname, forename and greeting information are populated better in the fields under the People Tab in the bottom right hand corner of the Contacts screen.

Company Names

When entering a company name we would just enter it normally eg: EVOPOS UK LTD or MICROSOFT CORPORATION

Greeting

The Greeting field works better than the old First Name, Last Name scenario as it allows us to set a more personal greeting that can be used in SMS and Email marketing.

Multiple Contact persons

We can have multiple persons for a Company contact in the People tab. Use the Add Person and Delete Person buttons to manage the various different contacts you have at the company. You may know a sales rep and the managing director, so you will want to add both people to this record. This is especially useful for storing multiple email addresses or direct telephone numbers.

Menu Options

Button

Description

Edit

Edit the information for the selected contact

New

Create a new Contact.

See Creating Contacts topic for more information.

Delete

Delete the selected Contact.

If the Contact has any transaction history, the system will not allow you to delete the record, but will instead mark it as in-active.

Labels

Print address labels or loyalty card barcodes.

The Address option will print a small label based on your printer settings.

Address A4 will print an A4 address label with your logo.

Loyalty will print a loyalty card barcode

Delivery address will print a small label with the contacts deliver address on it.

Payments

Take Pre-Payments and pay outstanding amounts on account (Payments Received).

Comms

Build mailing lists and send correspondence to contacts.

See Communications (Comms) topic for more information.

New Action

Create a new Task, Appointment, Report or Prospect Action for the selected Contact

Sales

View a list of previous Sales for the contact.

Cust Ord

See a list of Customer Order information for the selected contact.


People Tab

Field

Description

Name

Company or person name.

If adding a new person, always reverse the surname and forename to ensure similar surnames are grouped together. They should also be comma separated. For example SMITH, JOHN or BLOGGS, MR. JOE.

Company names can be added as normal. For example EVOPOS UK LTD.

Address

First and second lines of the address.

Map

Displays a Google Map of the selected location.

The address must be exact to show the correct position on the map.

Town

The contacts Town.

County

The contacts County.

Postcode

The contacts Postcode.

The postcode button can be used to display a list of addresses at the entered postcode for fast and mistake-free address inputting. You will need the Postcode Lookup utility to access this function.

Country

The contacts Country.

Source

Specify how the contact heard about you or discovered your business.

Q-Reports

View a list of detailed history reports.

Notes

Used for any additional notes regarding the contact.

The editor is in rich text format and HTML code can also be used.

Add/Del Person

Some companies may have multiple contacts. You can add extra names, numbers and emails to one address record.

Main

Specifies the main contact person if there is more than one available.

Sync with Outlook

Syncs the contact to your outlook contacts. (UNDER CONSTRUCTION)

Work

Work telephone number.

Mobile

Mobile telephone number.

TIP: You can click the mobile button to create and send an SMS text to the selected mobile number. See SMS Text Messaging topic for more information.

Home

Home telephone number.

Fax

Fax number.

Email

Email address.

TIP: Click the Email button to create and send an email to the selected contact. See Email topic for more information.

Image Box

Add an image or photograph for the contact.

See Managing Images topic for more information.

DOB

The contacts Date Of Birth.

Name

The Contacts name. For example PETER SMITH

Greeting

How you would greet the person or address in a Text For example: Pete.

Position

If the contact details are for a company, this is for the position of the contact name within the company. For example, Managing Director, or Sales Person.

Licence

Type of Driving Licence, or licence Number.


Category Tab

Please refer to the Contact Categories topic for full information on this tab.


Sales Tab

The settings in this section are related to transactions such as sales invoices

Field

Description

Price Level Override

Set a price level which adjusts the prices on an invoice when invoicing the contact.

See the Price Levels topic for more information.

Tax Rate Override

Set a specific tax rate for the customer which overrides the default tax rate when creating invoices.

Debtor Notes

Add notes relating to the debt which the contact owes.

Pop up Message

Create a message which pops up on the Sales screen when you add the contact record to the transaction.

Card Details

An encrypted field for Card Number, expiry date and security code.

Loyalty Card Points

The amount of points acquired under your loyalty scheme.

Loyalty Card Expire

The date which the loyalty card expires.

Force CustRef/OrdNo

Prompts you to add a customer reference whenever you create a transaction for the contact.

On Stop (No Account)

Prevents any Account Sales for this contact.

Default Credit Days

Sets the due date for Account invoices based on the amount of days entered.

You can enter 0 for a casual period, which has no specific due date.

Enter any numerical figure for the exact amount of days. E.g. 7 or 30.

For an exact date in the next month, use the prefix 8 followed by the date. E.g. 806 = 6th of next month. 826 = 26th of next month.

For an exact date two months from the invoice date (next +1), use the prefix 9 followed by the date. E.g. 907 = 7th day, two months from invoice. 923 = 23rd day, two months from invoice.

Limit

Set a limit amount for account sales.

Debt Control Method

Set a debt control method.

You can set it to Admin Charge, Admin Charge + Interest, or Settlement Discount.

Settlement Disc

Set a percentage discount which is applied to payments


Delivery Tab

Within this tab you can set a delivery address for the selected contact. Just click Edit and enter the Delivery Name and the Delivery Address. This address will appear in the Deliver To box on the Sales screen when you add this contact record to the transaction.

NOTE: You can use a post

Auto Inv To allows you to automatically invoice an address other than the current contact. Just drop down the field and select the required contact for invoicing. The Deliver To field will be populated with the current contact and the Invoice To field will show whichever contact you have selected in the Auto Inv To box.


Purchase Tab

The settings in this area enable you to adjust particular defaults for new purchase transactions.

Field

Description

Default Nominal

Set a default nominal for new purchase invoices.

Default Tax Code

Set a default Tax code for new purchase invoices.

Supplier Account No

Input your account number for this supplier.

Credit Limit

Enter your credit limit

Settlement Discount

Set a settlement discount percentage

Bank BSB/Sort Code

Supplier's Bank Sort Code (UK) or BSB code (AU)

Bank Account No

Supplier's bank account number.

Bank Account Name

Name of supplier's bank.

PO Default Type

Set a delivery type default when creating a new purchase order for a supplier.

S = Supply, C = Cancel, B = Backorder.

Avg Delivery Days

Set an average amount of days for delivery. This will automatically set the ETA date on new purchase orders.

PO Message

Set a default message to appear in the Delivery field on a new purchase order for this contact.


Other Tab

You can set various other general contact settings here

Field

Description

Customer No

Individual customer number.

You can edit this field and create your own numbers. You might want to give short numbers for regular account customers so that you can quickly add them to a sale.

Tax Number

Their company Tax number, if they have one.

Default Reminder

Select whether an SMS or Email reminder is sent when receiving customer ordered parts, or completing repair jobs. Select NONE to set no default.

Default Document

Select how documents will be handled with this contact. This mainly applies to invoices.

The options are to Print, Email & Print, Email or None.

Allocated To

Select an operator to be an allocated account manager.

Web Site Address

Web address. E.g. www.evopos.com

User Defined fields x 4

These fields can be used for any data or information you require. You can change the names of the fields in Settings > System > Contacts.

Web ID

Web ID

Area

The area code for the contact.

Active

If Active is ticked, you can invoice the contact and add them to other transactions. If you untick this, they will remain in the database, but will not be available for invoices etc.

Send Mail

Untick this field if you want to exclude the contact from a Comms mailing list.


Units Tab

This tab allows you to add Units to the ownership of the customer, or edit the details of a Unit already owned.

Add Unit

To add a new unit to a customer, just click the Add Unit button.

Then choose from the following options:

All available Units - Choose an existing Unit from a list. These units are usually already allocated to a contact, so this option enables you to migrate it from one contact to another if the ownership has changed.

Create a New Unit from Model Templates - If the unit has never been inputted onto the system before, just type the model number into the search field to find a model template, then click Select to add the unique details for the Unit. NOTE: If the model template does not exist, just type the model number into the search field and click Yes when prompted to create one. You can then select it as normal.

Edit Unit

If you want to change any details for a unit, just click Edit to bring up the unit main details window. Then click Edit in the left hand menu to change the details. Once you have finished, click Save and Return to finalise the changes.


History Tab

The History tab shows a detailed list of any transactions linked to the selected Contact. These include Sales, Purchases, Prospect Entries, Tasks and Communications.

You can use the buttons at the top of the window to choose which information is displayed, and you can click on the Date, or Description headings to change the order of the list.

Another feature, on the Prospect list, is that if you click Edit on the left hand menu, you can edit the summary information for any prospect entries.