Creating and maintaining contact persons
Menu paths
- CRM ➔ Accounts ➔ Contact persons
- Finance ➔ Accounts receivable ➔ Maintain
- Finance ➔ Accounts payable ➔ Maintain
Introduction
This screen allows you to create an entry for a contact person or modify the existing entry. Apart from creating or modifying the entry of the contact person, you can also modify the contact information of your resources.
What version are you using?
The information in this document is based on product update 405. If you have versions lower than this, certain features explained here will not be applicable.
How do I create contact persons?
- In the Finance ➔ Accounts receivable ➔ Maintain or Finance ➔ Accounts payable ➔ Maintain screen, select an account receivable or account payable, and then click Open. If you are accessing from the CRM ➔ Accounts ➔ Contact persons screen, click New, and then go to step 4.
- From the Accounts – Debtors or Accounts - Creditors screen, click the Contact tab.
- Click
 New in the Contact persons section.
- Define the fields.
- Click Save.
- Click Close.
How do I edit contact persons?
- In the Finance ➔ Accounts receivable ➔ Maintain or Finance ➔ Accounts payable ➔ Maintain screen, select an account receivable or account payable, and then click Open. If you are accessing from the CRM ➔ Accounts ➔ Contact persons screen, select the required contact person, click Open, and then go to step 5.
- From the Accounts – Debtors or Accounts – Creditors screen, click the Contact tab.
- Select the required contact person in the Contact persons section.
- Click
 Edit in the Contact persons section.
- Make the necessary change(s).
- Click Save.
- Click Close.
How do I delete contact persons?
- In the Finance ➔ Accounts receivable ➔ Maintain or Finance ➔ Accounts payable ➔ Maintain screen, select an account receivable or account payable, and then click Open. If you are accessing from the CRM ➔ Accounts ➔/ Contact persons screen, select the required contact person, and then click Delete.
- From the Accounts – Debtors or Accounts – Creditors screen, click the Contact tab.
- Select the required contact person in the Contact persons section.
- Click
 Delete in the Contact persons section.
- Click Save.
- Click Close.
Keep in mind: If are deleting the contact person from the Accounts – Debtors or Accounts – Creditors screen, the contact person can be deleted only if the contact person is not the main contact person.
How do I view the delivery address of the contact person?
- In the Finance ➔ Accounts receivable ➔ Maintain or Finance ➔ Accounts payable ➔ Maintain screen, select an account receivable or account payable, and then click Open. If you are accessing from the CRM ➔ Accounts ➔ Contact persons screen, select the required contact person, click Open, and then go to step 5.
- From the Accounts – Debtors or Accounts – Creditors screen, click the Contact tab.
- Select the required contact person in the Contact persons section.
- Click
 Edit in the Contact persons section.
- Click Delivery address.
- Click Save. For more information, see Maintaining addresses of account contact persons.
- Click Close.
Keep in mind: If there are no delivery addresses attached to the contact person, a new delivery address will be created based on the contact’s visit address.
How do I create a mail merge document in Microsoft Word with the details of the contact person?
- In the Finance ➔ Accounts receivable ➔ Maintain or Finance ➔ Accounts payable ➔ Maintain screen, select an account receivable or account payable, and then click Open. If you are accessing from the CRM ➔ Accounts ➔ Contact persons screen, select the required contact person, click Open, and then go to step 5.
- From the Accounts – Debtors or Accounts – Creditors screen, click the Contact tab.
- Select the required contact person in the Contact persons section.
- Click
 Edit in the Contact persons section.
- Click Word merge.
- Define the fields.
- Click Preview to generate the overview in the Microsoft Word print preview format or Start to generate the overview in Microsoft Word. For more information, see Overview: Word merge.
How do I add addresses for contact persons?
- In the Finance ➔ Accounts receivable ➔ Maintain or Finance ➔ Accounts payable ➔ Maintain screen, select an account receivable or account payable, and then click Open. If you are accessing from the CRM ➔ Accounts ➔ Contact persons screen, select the required contact person, click Open, and then go to step 5.
- From the Accounts – Debtors or Accounts – Creditors screen, click the Contact tab.
- Select the required contact person in the Contact persons section.
- Click
 Edit in the Contact persons section.
- Click the Basics tab.
- Click New in the Addresses section.
- Select the required address type.
- Click Select.
- Define the fields.
- Click Save. For more information, see Maintaining addresses of account contact person.
- Click Close.
How do I edit addresses for contact persons?
- In the Finance ➔ Accounts receivable ➔ Maintain or Finance ➔ Accounts payable ➔ Maintain screen, select an account receivable or account payable, and then click Open. If you are accessing from the CRM ➔ Accounts ➔ Contact persons screen, select the required contact person, click Open, and then go to step 5.
- From the Accounts – Debtors or Accounts – Creditors screen, click the Contact tab.
- Select the required contact person in the Contact persons section.
- Click Edit in the Contact persons section.
- Click the Basics tab.
- Select the required address in the Addresses section.
- Click Edit in the Addresses section.
- Make the necessary change(s).
- Click Save. For more information, see Maintaining addresses of account contact person.
- Click Close.
How do I delete addresses for contact persons?
- In the Finance ➔ Accounts receivable ➔ Maintain or Finance ➔ Accounts payable ➔ Maintain screen, select an account receivable or account payable, and then click Open. If you are accessing from the CRM ➔ Accounts ➔ Contact persons screen, select the required contact person, click Open, and then go to step 5.
- From the Accounts – Debtors or Accounts – Creditors screen, click the Contact tab.
- Select the required contact person in the Contact persons section.
- Click Edit in the Contact persons section.
- Click the Basics tab.
- Select the required address in the Addresses section.
- Click Delete.
- Click Close.
How do I add external references for contact persons?
- In the Finance ➔ Accounts receivable ➔ Maintain or Finance ➔ Accounts payable ➔ Maintain screen, select an account receivable or account payable, and then click Open. If you are accessing from the CRM ➔ Accounts ➔ Contact persons screen, select the required contact person, click Open, and then go to step 5.
- From the Accounts – Debtors or Accounts – Creditors screen, click the Contact tab.
- Select the required contact person in the Contact persons section.
- Click Edit in the Contact persons section.
- Click the Basics tab.
- Click New in the External References section.
- Define the fields.
- Click Save.
- Click Close.
How do I edit the external references for contact persons?
- In the Finance ➔ Accounts receivable ➔ Maintain or Finance ➔ Accounts payable ➔ Maintain screen, select an account receivable or account payable, and then click Open. If you are accessing from the CRM ➔ Accounts ➔ Contact persons screen, select the required contact person, click Open, and then go to step 5.
- From the Accounts – Debtors or Accounts – Creditors screen, click the Contact tab.
- Select the required contact person in the Contact persons section.
- Click Edit in the Contact persons section.
- Click the Basics tab.
- Select the required external reference in the External References section.
- Click Edit.
- Make the necessary change(s).
- Click Save.
- Click Close.
How do I delete external references for contact persons?
- In the Finance ➔ Accounts receivable ➔ Maintain or Finance ➔ Accounts payable ➔ Maintain screen, select an account receivable or account payable, and then click Open. If you are accessing from the CRM ➔ Accounts ➔ Contact persons screen, select the required contact person, click Open, and then go to step 5.
- From the Accounts – Debtors or Accounts – Creditors screen, click the Contact tab.
- Select the required contact person in the Contact persons section.
- Click Edit in the Contact persons section.
- Click the Basics tab.
- Select the required external reference in the External References section.
- Click Delete.
- Click Close.
How do I add documents for contact persons?
- In the Finance ➔ Accounts receivable ➔ Maintain or Finance ➔ Accounts payable ➔ Maintain screen, select an account receivable or account payable, and then click Open. If you are accessing from the CRM ➔ Accounts ➔ Contact persons screen, select the required contact person, click Open, and then go to step 5.
- From the Accounts – Debtors or Accounts – Creditors screen, click the Contact tab.
- Select the required contact person in the Contact persons section.
- Click Edit in the Contact persons section.
- Click the Documents tab.
- Click New.
- Select a file in the Attachment section.
- Click Select.
- Define the fields.
- Click Save.
- Click Close.
- In the Contact persons screen, click Close.
How do I edit documents for contact persons?
- In the Finance ➔ Accounts receivable ➔ Maintain or Finance ➔ Accounts payable ➔ Maintain screen, select an account receivable or account payable, and then click Open. If you are accessing from the CRM ➔ Accounts ➔ Contact persons screen, select the required contact person, click Open, and then go to step 5.
- From the Accounts – Debtors or Accounts – Creditors screen, click the Contact tab.
- Select the required contact person in the Contact persons section.
- Click Edit in the Contact persons section.
- Click the Documents tab.
- Select the required document in the Documents section.
- Click
 .
- Select the required document in the Documents section.
- Click Edit.
- Make the necessary change(s).
- Click Save.
- Click Close.
- In the Contact persons screen, click Close.
How do I delete documents for contact persons?
- In the Finance ➔ Accounts receivable ➔ Maintain or Finance ➔ Accounts payable ➔ Maintain screen, select an account receivable or account payable, and then click Open. If you are accessing from the CRM ➔ Accounts ➔ Contact persons screen, select the required contact person, click Open, and then go to step 5.
- From the Accounts – Debtors or Accounts – Creditors screen, click the Contact tab.
- Select the required contact person in the Contact persons section.
- Click Edit in the Contact persons section.
- Click the Documents tab.
- Select the required document in the Documents section.
- Click .
- Select the required document in the Documents section.
- Click Delete.
- Click Close.
How do I edit activities for contact persons?
- In the Finance ➔ Accounts receivable ➔ Maintain or Finance ➔ Accounts payable ➔ Maintain screen, select an account receivable or account payable, and then click Open. If you are accessing from the CRM ➔ Accounts ➔ Contact persons screen, select the required contact person, click Open, and then go to step 5.
- From the Accounts – Debtors or Accounts – Creditors screen, click the Contact tab.
- Select the required contact person in the Contact persons section.
- Click Edit in the Contact persons section.
- Click the Activity tab.
- Select the required activity in the Activities section.
- Click Edit.
- Make the necessary change(s).
- Click Save.
- Click Close.
- In the Contact persons screen, click Close.
How do I delete activities for contact persons?
- In the Finance ➔ Accounts receivable ➔ Maintain or Finance ➔ Accounts payable ➔ Maintain screen, select an account receivable or account payable, and then click Open. If you are accessing from the CRM ➔ Accounts ➔ Contact persons screen, select the required contact person, click Open, and then go to step 5.
- From the Accounts – Debtors or Accounts – Creditors screen, click the Contact tab.
- Select the required contact person in the Contact persons section.
- Click Edit in the Contact persons section.
- Click the Activity tab.
- Select the required activity in the Activities section.
- Click Delete. A message “Delete” will be displayed.
- Click Yes.
- Click Close.
Fields
Account
Type or select an account code to link this contact person to the selected account. This field cannot be edited once you save the contact person.
| Tab Name |
Description (full HTML content) |
| Basics |
Title
Type or select a salutation title for the contact person.
Contact name
Type the full name of the contact person. You can also click  to enter more details.
Note: In the Contact screen, you can type the initials, first name, middle name, and last name (family name) of the contact person. The last name is mandatory. Exact Globe Next will then create the full name information in the Contact name field based on the information.
Job description
Type the job description of the contact person.
Job title
Type or select the job title of the contact person.
Phone
Type the telephone number of the contact person. You can also type the telephone extension in the next field.
If the telephony application in your computer is properly configured, you can use your computer to call this telephone number by clicking  .
Fax
Type the facsimile number of the contact person.
Mobile
Type the mobile telephone number of the contact person.
Main
Select this check box to set this person as the main contact person of the selected Account. If this person is set as the main contact person, the Portal access check box is shown.
Active
This check box is selected if this contact person information is active in Exact Globe Next. You cannot change the selection for this check box.
Financial contact person
Select this check box to include the details of the contact person in the financial documents, such as debtor statements and reminders. However, only one financial contact person can be selected for each debtor. The financial contact person and main contact person can be the same or different person.
E-mail
Type the e-mail address of the contact person. Click  to create a new e-mail for this person in Microsoft Outlook.
Manager
Type or select an account manager for this contact person.
Gender
Select the gender of this person. Select Unknown to leave the gender unspecified.
Language
Type or select a language code as the main language of this contact person.
Portal access
Select this check box to grant portal access to the contact person.
Note: This check box is available only if the Main check box is selected.
Addresses section
This displays the addresses linked to this contact person. You can click New to create address information, Edit to edit the selected address information, or Delete to delete the selected address information.
Note: These icons will be disabled if the People check box under the Exact Synergy/Exact Synergy Enterprise section in the General settings screen is selected. For more information, see General settings.
External references section
This displays the social media linked to this contact person. You can click New to add a new social media, Edit to change the social media for the selected contact person, or Delete to delete the selected social media.
|
| Financial |
Credit card details section
Credit card number
Type a credit card number for the contact person.
Name on credit card
Type the name that is displayed on the credit card.
Type
Select the type of credit card. By default, American Express is displayed.
Security code
Type the security code of the credit card.
Expiry date
Type or select the expiry date of the credit card.
|
| Business card |
Business card section
This displays the scanned business card of the contact person. To attach a scanned image (BMP, JPEG, or GIF formats), click  Picture.
|
| Notes |
Notes section
You can type any text notes for this contact person here.
|
| Documents |
Group by
Select None, Date, or Type to group and sort the documents attached to this contact person according to this grouping method.
Documents section
This section displays the documents attached to this contact person. You can click New to attach a new document, Edit to open and modify the information of the selected document, or Delete to delete the selected document.
|
| Activity |
Type
Select an activity type to list only activities of this type in Activities. Select All to list all types of activities.
Status
Select Open or Realized to list only activities of this status in Activities. Select All to list activities regardless of the status.
Priority
Select Urgent, High, Medium, Low, or Long term to list only activities with this priority. Select All to list activities regardless of priority.
Activities section
This section displays the activities linked to this contact person. You can click Edit to open and modify the information of the selected activity or Delete to remove the selected activity.
|
| Extra |
This tab shows only the customized free fields as defined at System à General à Free fields (select Contact persons at Table). For more information, see Maintaining free fields.
Note: The fields displayed in this tab depends on your free fields settings.
|
| Log |
This tab allows you to set the search criteria and number of rows to display the system log entries related to this contact person information. You cannot edit the system log entries.
Person
Type or select a person to display the system log entries of this contact person made by the selected person.
|
Buttons
Account
Click this to open the company account information of the contact person. If the contact person is a resource, the resource information will be displayed.
Note: This button is available only if you are creating a contact person.
Delivery address
Click this to view the delivery address of the contact person. If there are no delivery addresses attached to the contact person, a new delivery address will be created based on the visit address of the contact person. For more information, see Maintaining addresses of account contact persons.
Word merge
Click this to create a mail merge document in Microsoft Word with the details of the contact person.
Save
Click this to save the contact person.
Note: This button will be disabled if the People check box under the Exact Synergy/Exact Synergy Enterprise section in the General settings screen is selected. For more information, see General settings.
Close
Click this to exit.
Related documents
| Main Category: |
Attachments & notes |
Document Type: |
Online help main |
| Category: |
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Security level: |
All - 0 |
| Sub category: |
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Document ID: |
15.725.152 |
| Assortment: |
Exact Globe+
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Date: |
26-09-2022 |
| Release: |
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Attachment: |
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| Disclaimer |
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