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Contact
You can find a video describing Contact Management on the MYOB Greentree Campus.
On This Page
Security
These settings determine the level of access given to the Contact form:
Module:
- System > System Setup > Company Maintenance / Modules in Use / CRM Basics / Contacts and Relationships
Form:
- User Preference / Access / Suite / CRM Basics or Mobile Sales or Mobile Service or Mobile Enquiry
- User Preferences / Menu security / CRM / Relationships / Contacts.
Record:
Read:
- CRM User Preferences / Privileges / Read All Records and/or Read Team Records / Contact.
Add:
- CRM User Preferences / Privileges / Add My Own Records / Contact.
Edit:
- CRM User Preferences / Privileges / Change All Records and/or Change Team Records / Contact.
Delete:
- CRM User Preferences / Privileges / Delete All Records and/or Delete Team Records / Contact.
Verify:
- CRM User Preferences / Privileges / Can Verify Information.
Users with on the Mobile Enquiry suite cannot add, edit or delete
records.
CONTACT
FA droplist showing contact Full Name, Position, Address 1, Suburb, and Email.
To search:
- select CONTACT
- enter a partial contact name
- Enterprise search will automatically activate
- [TAB] or [ENTER] off the search result to view.
Selecting the field title provides the option of choosing which fields are included in the search. By default All is selected.
Additional search fields can be added via System > System Setup > Class Maintenance.
To Add:
- select Add New
- enter the contact name
- [TAB] or [ENTER] off the field.
Duplication check
Only available when selecting to Add New.
Greentree Browser checks for duplicates when focus moves out of the CONTACT field.
If an exact match is found, a Possible duplicate names panel is displayed showing the Name, Relationship, Address, Suburb, State and Phone number of all potential duplicate record/s.
Ignore:
- active by default
- ignores all potential matches
- closes the Possible duplicate names panel
- returns you to the Contact form in Add New mode
- any data entered on the form is retained.
You do not need to select a line in the grid before selecting Ignore.
Select:
- becomes active when a duplicate match is selected
- changes form view from Add New to Edit Details mode
- any data entered on the form is cleared and replaced with the selected contact detail.
To View:
Available when the option to change records is deselected in user preferences.
- select CONTACT
- enter the contact code or name
- on the Smart button, select View Details.
To Edit:
Available when the option to change records is selected in user preferences.
- select CONTACT
- enter the contact code or name
- on the Smart button, select Edit Details.
The F9 droplist is not available during Edit Details mode.
Overview
About this contact
Name and contact details for the selected contact.
Select the email address to open an email form with the contact's email address pre-populated.
Relationship
The business relationship this contact has with your company ie customer,other.
Organisation
Name and contact details for the organisation associated with the contact, along with:
Salesperson
The person responsible for liaising with this contact.
Address
By default, the contacts business street address is displayed in Map View.
The location is marked with a 
.
The view can be moved in any direction by a left click or tap and hold to drag the map from left to right, or up and down.
To increase the map size, double click or double tap.
A larger map can be accessed from the address menu.
Select 
to switch between:
- View address
- View map
- View large map
- alternate address options.
Where no likely match exists, the address text is displayed, and on selecting View map or View large map a message 'Map view is not available for this address' is returned.
The address options available are those set under Contact Maintenance / Addresses. These may be:
- Business street
- Business postal
- Personal street
- Personal postal
Where the contact is also a customer, any addresses set under Customer Maintenance > Delivery are available for selection. These are displayed by:
- Delivery address number
- Suburb.
A different default address may be set using Screen Designer.
Selected Contact
Displays the contact details for the contact selected under Internal or External.
Internal
Displays contacts for the active organisation.
Where Show inactive is:
- selected - all contacts, including those set to inactive and ready for deletion are listed
- deselected - only active contacts are listed.
Where a subsidiary contact exists, select 
beside the contact name to
display this additional level.
External
Shows all organisations and contacts cross-referenced to the currently displayed contact.
Activity
Security
Details available for viewing depend on these access settings:
- User Preference / Menu security
- CRM User Preferences / Privileges for Read All Records and/or Read Team Records.
Summary
Where the Relationship includes customer, these details are displayed:
- Current, Overdue, Future, Hold, Total, Sales Orders and Retention balances
- MTD, YTD, Last Year Sales and Last Receipt history
- Balance Type and Currency.
Where Balance type = Open Item, selecting a balance will display the transaction detail in the grid.
Select
to Show child balances (available
only to parent contacts) or Show foreign currency
(available only where the customer currency is not the company currency).
Credit
Where Relationship includes customer, and Enable credit checking is selected on the Credit tab of Customer Maintenance, a Credit section is displayed showing the contacts overall credit limit and any outstanding balances.
Receivables
Current posting period transactions are displayed in the grid for all Accounts Receivable (AR) document types.
AR invoices, AR receipts, AR credit notes, AR refunds and AR journals are selected by default.
To change the display:
- select Filter
- change the selection options
- select Apply.
Reset clears the filter back to the default values.
Documents
Appointments, Communications, Followups, Leads, Quotes and Calls/Service Requests for the active contact are viewable on the Documents tab.
Show All is selected by default.
To change the display:
- select Filter
- change the filter options
- select Apply.
Reset clears the filter back to the default values.
To view the source document, double click on a result in the grid.
Drilldown capability depends on these access settings:
- User Preference / Menu security / CRM for the respective module area and form
- CRM User Preferences / Privileges for Read All Records and/or Read Team Records.
Filter options
The fields available depend on the document type selected:
Show
- Defaults to All
- View available document types in the droplist
- Options available for selection depend on user security settings.
Dates
- Defaults to All
- Available for all document types
- Select
to view/change the date range - Display the calendar date picker.
Hide closed
- Defaults to selected
- Available for all document types
- Hides documents with a closed status.
Method
- Available for Communication documents only
- Select or view the available communication methods in the droplist
- Allows for filtering by method of communication.
Expected
- Available for Lead or Quote documents only
- Leads Expected value is the sum of Potential for all leads displayed
- Quotes Expected value is the sum of Net Price for all quotes displayed.
Forecast
- Available for Lead documents only
- Leads Forecast value is the sum of Forecast for all leads displayed.
Only Primary
- Defaults to selected
- Available for Quote documents only
- When selected, only primary quotes are displayed.
Interested party
- Available for Calls/Service Requests documents only
- When selected, results include calls/service requests where the contact is an interested party.
Calls
- Defaults to selected
- Available for Calls/Service Requests documents only
- Visible where the logged in user has access to BOTH calls and service requests
- When selected, results include calls.
SRs
- Defaults to selected
- Available for Calls/Service Requests documents only
- Visible where the logged in user has access to BOTH calls and service requests
- When selected, results include service requests.
Attributes
Trees
The name and branch (where selected) of all trees assigned to the contact and customer are displayed in alphabetic order.
Our fields
All user defined fields (UDFs) assigned to the contact and customer are displayed in alphabetic order.
UDFs are editable when selecting to Add New or Edit Details from the Contact smart button.
Analysis
The Analysis tab is available for contacts who are a Relationship type customer.
Security
These settings determine access to the Analysis tab:
- System / Accounts Receivable / Module Control / Main / Use Sales Analysis
- User Preferences / Menu Security / Enquiry / Accounts Receivable.
Sales
Grid
Sales Analysis lines are summarised per period, by line type and code.
The grid is filtered by the start and end dates of the periods shown in the graph as follows:
- Quantity - The total for the period.
- Code - The customer code.
- Description - Details.
- Amount - The net amount. Select Show local currency, to display foreign currency balances in local currency.
- Tax - The tax amount. Select Show local currency to display foreign currency tax balances in local currency.
- Profit - Is displayed where Show profit is selected.
Column views
Columns can be sorted or hidden from view as required.
The default sort order is by Amount from highest to lowest.
Filter options
All periods
When selected, the From Date/Period, To Date/Period fields are hidden.
From
Defaults to 11 periods prior to the customers current posting period.
(period)
Defaults to 11 periods prior to the customers current posting period.
To
Defaults to the current financial year.
(period)
Defaults to the customers current posting period.
Add / Edit / View
Accessed by selecting Add New, Edit Details or View Details on the Contact smart button.
Refer to security settings at the top of this topic for access details.
Contact information
Surname
The surname of the contact.
In Add New mode:
- if left blank, on Save, Surname defaults to the last full word in the CONTACT field.
Organisation (mandatory)
The name of the organisation for this contact.
The droplist displays the organisation's Name, Address 1, Address 2, Address3, and Post code .
Position
The position the contact holds within the organisation.
Reports to
The person within the organisation that the contact reports to.
When selected, the contacts tree on the Internal tab of the Organisation form updates to display the contact at a subsidiary level to that of the person they report to.
Salesperson
The salesperson assigned to this contact.
New contacts
Defaults from CRM User Preferences / Sales / Default Sales Person, otherwise is blank.
To change the default:
- select Salesperson
- clear the default name
- [TAB] or [ENTER] off the field.
Synched
Defaults to deselected.
If selected, the Contact Salesperson defaults to the Organisation Salesperson and is read only.
If deselected, Salesperson is editable.
Phone
The phone number for the contact.
Where Use phone number masking is selected in System > System Setup > Country Maintenance, this field is automatically formatted to the mask set under Phone/Fax mask.
Mobile
The mobile number for the contact.
Where Use phone number masking is selected in System > System Setup > Country Maintenance, this field is automatically formatted to the mask set under Mobile phone mask.
Duplication check
Only available when selecting to Add New.
A duplication check is carried out when focus moves out of the Mobile field.
If an exact match is found, a Possible duplicate mobile numbers panel is displayed showing the Mobile, Full Name, Organisation, Position and Address of all potential duplicate record/s.
Ignore:
- active by default
- ignores all potential matches
- closes the Possible duplicate mobile numbers panel
- returns you to the Contact form in Add New mode
- any data entered on the form is retained.
You do not need to select a line in the grid before selecting Ignore.
Select:
- becomes active when a duplicate match is selected
- changes form view from Add New to Edit Details mode
- any data entered on the form is cleared and replaced with the selected mobile contact detail.
Fax
The fax number for the contact.
Where Use phone number masking is selected in System > System Setup > Country Maintenance, this field is automatically formatted to the mask set under Phone/Fax mask.
The email address for the contact.
Addresses
Address type
The street and postal address options for the contact. These are:
- Business street
- Business postal
- Personal street
- Personal postal
Update from
You can select these from the droplist:
- None
- Organisation
- Street (available for postal addresses only).
Where None is selected, address details are editable. Where Organisation or Street is selected, the address details default and are read only.
Address
The address details for the selected Address type.
Editable where Update from for the Address type is set to None, otherwise read only.
Suburb / City
The suburb / city for the selected Address type.
You can select these from the droplist:
- Suburb, Post code, State (AUS)
- Suburb, Post code, City (NZ)
- Suburb, Post code, County (UK)
- City, Zip code, State (USA)
On selection, all three fields are updated but may be manually overwritten.
Droplist options are filtered based on Country. If no Post code / Suburb details are stored for the country, this is a text field with no search capability.
State / City / County displays where Use "State" in address details is selected in System > System Setup > Country Maintenance.
Editable where Update from for the Address type is set to None, otherwise read only.
Post code
The street address postcode for the selected Address type.
You can select this information from the droplist:
- Post code, Suburb, State (AUS)
- Post code, Suburb, City (NZ)
- Post code, Suburb, County (UK)
- Zip code, City, State (USA)
On selection, all three fields are updated but may be manually overwritten.
Droplist options are filtered based on Country. If no Post code / Suburb details are stored for the country, this is a text field with no search capability.
State / City / County displays where Use "State" in address details is selected in System > System Setup > Country Maintenance.
Editable where Update from for the Address type is set to None, otherwise read only.
State
The State / City / County for the selected Address type.
Is available when Use "State" in address details is selected in System > System Setup > Country Maintenance.
Editable where Update from for the Address type is set to None, otherwise read only.
You can select these from the droplist:
- State code, State description (AUS, USA)
- City code, City description (NZ)
- County code, City description (UK)
On selection, the State / City / County code is displayed.
Droplist options are filtered based on Country.
Country
Automatically defaults to the active company country.
Editable where Update from for the selected Address type is set to None, otherwise read only.
Note: Country
determines droplist options available in the related address fields of
:
- Suburb / City
- Postcode / Zip code
- State / City / County.
Time zone
Is available when Use "Timezone" in address details is selected in System > System Setup > Country Maintenance.
Editable where Update from for the selected Address type is set to None, otherwise read only.
Details
Title
Select an applicable title for the contact.
Where Salutation style is set to Formal, Title is used as part of the default contact salutation.
Titles are maintained in CRM > System > Utilities > Maintain Lookups / Contact Title.
Salutation style
Salutation style affects what detail is displayed in the Salutation field.
Select from these options in the droplist:
- Formal - Default setting. Title and Surname concatenated
- Casual - The first word of the contacts Full name
- Non conforming - Salutation field is editable.
Salutation
How the contact should be addressed.
Displays based on the Salutation style setting.
Where Salutation style is set to:
- Formal or Casual, Salutation is pre-populated and read only
- Non conforming, Salutation is left blank and editable.
Gender
Defaults to blank.
Date of birth
The contacts date of birth.
May be left blank.
Where entered, this is used to calculate and populate the contact Age field.
Age
The contacts age in years.
Calculates from the Date of birth to the current year.
Blank where Date of birth is blank.
Occupation
Occupations are maintained in CRM > System > Utilities > Maintain Lookups / Occupation Category.
Exclude from Mailing list
Defaults to deselected.
If selected, the contact and all organisations linked to the contact, are excluded from mailing lists.
Exclude from Call roster
Defaults to deselected.
If selected, the contact and all organisations linked to the contact, are excluded from call rosters.
Attributes
This tab contains tree and user defined field (UDF) details for the Contact and Customer.
Security
Trees and Our fields available for viewing or editing depend on these access settings:
- User Preference / Menu security / CRM / Relationships / Organisastions
- CRM User Preferences / Privileges for Read, Change All Records and/or Read, Change Team Records.
Contact / Customer
Trees
The name and branch (where selected) of all trees assigned to the contact are displayed in alphabetic order.
Where the Contact is also a customer, any trees assigned against that customer are included.
If the same tree/branch is assigned against both customer and contact, this appears on each subtab.
Trees and branches are maintained in System > Trees > Tree Maintenance.
Synchronisation
Synchronisation occurs the first time the contact is linked to a customer/supplier.
The tree must have the CRM Contact and AR Customer/AP Supplier
classes selected in Tree Maintenance.
Rules
If the contact:
- has a value and customer/supplier is blank, contact updates the customer/supplier
- is blank, customer/supplier update the contact
- customer and supplier all have a value, the contact updates the customer/supplier.
Our fields
Visible where User defined fields (UDFs) have been created for this class.
UDFs are maintained in these areas:
- Organisations: CRM > System > Relationships > Contact User Fields
- Customers: System > Accounts Receivable > User Field Maintenance
All user defined fields (UDFs) assigned to the contact are displayed in alphabetical order.
Where the Contact is also a customer, any UDFs assigned against the customer are included.
If the same UDF is assigned against both customer and contact, this shows in each subtab.
Synchronisation
Synchronisation occurs the first time a contact is linked to a customer, and whenever UDF values for a linked record are updated.
For synchronisation to occur the UDF Name and Type must match.
Rules
For a Boolean type UDF, contact updates customer.
For a non-Boolean type UDF, if the contact:
- has a value and customer/supplier is blank, contact updates the customer
- is blank, customer update the contact
- customer and supplier all have a value, the contact updates the customer.