Contacts (CON)

  1. Specify this information:
    Contact Code
    The contact code identifies the contact. This might be a shortened version of the contact's name.
    Status
    Each static data record contains a status code that determines the current processing status of the record. A status is assigned to each static reference record, for example to every account, asset, customer and supplier. It determines the current processing status of the record.
    • Open - this status is set automatically when you add a new record, for example, if you create a new account. Open items are available for input, inquiry, processing and reporting.
    • Hidden - a record with a hidden status does not appear on any inquiries but is available for input, processing and reporting.
    • Suspended/Held - a suspended record.
    • Closed/Completed - a closed record cannot be used for input or processing. For example, you cannot post transactions to a closed account or analysis code.
    You can alter the status of a record at any time. You must use the options on the Action menu to change the status.
    Name
    The contact's full name.
    Title
    The contact's title, for example Mr, Ms, Sir, Doctor.
    Salutation
    The greeting to be used on letters or documents for the contact. The salutation you enter here follows 'Dear' in the letter.
    Lookup Code
    A lookup code can be used to find a record, as an alternative to the record code. It is often set to a shortened version of the description. It is particularly useful if a record is often referred to using different codes. For example, the Chart of Accounts code for Fuel Expenses is 75201 and the Lookup Code is set to FUELEXP.
    Gender
    The gender of the contact.
    Position
    The contact's position in the company or job title.
    Comment
    Any comments you want to record about the contact.
    Base Address Code
    The contact's main address as defined using Addresses (ADD). This code must have already been defined.
    E-mail Address
    The contact's email address.
    Telephone Number
    The contact's telephone number if this is different to the one defined for the base address. For example, you might record the contact's extension number here.
    Mobile Phone Number
    The contact's personal or company mobile phone number.
    Telex/Fax Number
    A telex or fax number for the company, if this is different to the one defined for the base address.
    Contact Misc Date 1 and 2
    Two miscellaneous date fields which can be used as required.
    Contact Misc Description 1 and 2
    Two miscellaneous description fields which can be used as required.
    Contact Misc Number 1 and 2
    Two miscellaneous number fields which can be used as required.
    Contact Misc Reference 1 and 2
    Two miscellaneous reference fields which can be used as required.
  2. Save your changes.