Main Tab

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A Contact can be an Accounts Receivable customer or an ordinary Contact. The Relationship field captures the type of Contact and allows or disallows customer linking based on Customer Relationship Management Module Control, Main tab, Allow Contact to Customer linking.

If the Contact is an AR Customer, then you can link the contact to an existing AR Customer or to generate a new AR Customer. Contact and/or AR Customer detail updates as:

• New/Existing Contact link to new ARCustomer
• AR Customer updates with Contact detail
• Contact Code updates AR Customer Code
• Contact Alpha updates AR Customer Alpha
• Contact Full Name updates AR Customer Name
• Contacts contact detail updates AR Customer Contact detail
• Contacts Personal Street Address updates AR Customer Address
• Contact Sales Person updates AR Customer Sales Person
• New/Existing Contact link to existing AR Customer
• Contacts Code, Surname and Full Name updated with AR Code, Alpha and Name
• Contacts Personal Street Address updated with AR Address
• Contact details updated with AR contact details (only if empty on Contact)
• Contacts Sales Person updated with AR Sales Person

The Customer relationship value is drill down enabled, giving access to the Accounts Receivable Customer detail.

The Main tab captures general Contact detail such as telephone numbers. It also links the Contact to the Organisation selected. The Organisation is selected from a dropdown list, containing all the Organisations in the CRM database.

Using the Status field enables you to distinguish between your active and inactive Contacts, limiting the number of records retrieved during enquiry or reporting. You can also tag Contacts as temporary or ready for deletion. A utility is available to bulk delete all the Contacts marked as ready for deletion.

The Contacts position within the Organisation is captured through the Title and Reports To fields. The list of available people to report to contains all other Contacts within the selected Organisation. The Organisation structure, created during Organisation Maintenance, displays. This gives you a clear picture of where the Contact fits into the overall Organisation.

Note:

• Inactive and Ready for Delete Organisations and Contacts are disabled in the display.
• Use the Module Control, Main tab settings to define the default display for the chart: Organisation Chart or None.

The Advanced Search feature (binoculars on the tool bar) enables you to find a specific Contact based on any of:

• Code
• Surname
• Name
• Phone
• Organisation

All matching Contacts display in a table. You can drill down on the required Contact to view or maintain it.

• The Advanced Search can also be used to determine if a Contact already exists, before you add it to the database. This is to ensure that duplicate entries are not created.
• A duplicate check is auto performed when a new Contact is submitted. The duplicate check is based on Name, Business Phone and Email (Special characters are removed when the duplicate check is performed). If a duplicate Contact is found, then the Duplication Maintenance form displays which enables you to drill down and delete the duplicate record or to mark it as a non-duplicate.

Code

Enter a unique code. This field is alphanumeric. You can set the Codes to be generated by Greentree Desktop. in CRM System Settings.

Surname

Enter the Surname of the Contact, or Surname and Initials. You can search for a Contact in Surname order or on Name order using the Full Name field. If Surname is left blank, Greentree defaults Surname to the last work in Full Name.

Using proper case is enforced. If the First letter of every word is not entered in uppercase and the remainder of the word in lowercase, then Greentree will revert the first letter of every word to uppercase, followed by lowercase.

Full Name

Enter the Full Name of the Contact as:

• Name
• Surname

Enter up to 50 alphanumeric characters. The Full Name determines the Formal/Casual Salutation.

Using proper case is enforced. If the First letter of every word is not entered in uppercase and the remainder of the word in lowercase, then Greentree will revert the first letter of every word to uppercase, followed by lowercase.

View

This field determines which records you have access to. The default view is set in CRM System Settings. You can modify your view (depending on your security level), by selecting a different value from the list.

Organisation

Select the Organisation for the item from the list of Organisations. All organisations contained in the CRM database display in the list of options.

Position

Enter the Job/Position Title of the Contact. Up to 60 alphanumeric characters can be entered.

Reports To

Select the person that the Contact reports to from the list. The list contains all the Contacts entered against the selected Organisation.

Sales Person

If the Contact belongs to an Organisation of Relationship Type Customer, then the Sales Person defaults to the Sales Person of the Organisation and the From Organisation option is selected. You can deselect this option and maintain the Sales Person.

If the Contact does not belong to a Customer Type Organisation and the Contact itself is of Relationship Type Customer, then the Sales Person defaults to the Sales Person of the linked AR Customer.

If neither the linked Organisation nor the Contact is of Relationship Type Customer then this field can reflect the Sales Person of the Organisation using the From Organisation option. If you choose not to default this field from the Organisation, then you can maintain it.

Primary Contact

If selected, the contact is marked as the Primary contact within the Organisation. This is the main person your company will deal with. This person will also be contacted for referral, if you do not know whom to contact. A single primary contact is permitted per organisation.

Debt Collection Contact

Select this option if the Contact is responsible for Debt Collection related tasks at the Organisation. Only one Contact can be the Debt Collection Contact at a Company. If selected for a second Contact Greentree will auto update this setting for the previous Debt Collection Contact.

Organisation Phone Number

The phone number of the Organisation displays.

Organisation Fax Number

The fax number of the Organisation displays.

Contact Business Phone

Enter the business phone number for the Contact.

If the Contact is a Customer, this applies:

• If the AR Customer Business Phone details are updated, then the checkbox is selected and the Contact Business Phone updated with the new Business Phone of the AR Customer.
• If the Organisation Business Phone details are updated and the Contact Business Phone is taken from the Organisation, then the linked AR Customer Business Phone updates with the new Business Phone of the Organisation.

Phone number masking is set in Country Maintenance.

After Hours Phone

Enter the home phone number of the Contact.

Phone number masking is set in Country Maintenance.

Mobile

Enter the Mobile number. Up to 20 alphanumeric characters can be entered. Using Mobile Masks can be enabled or off in System > System Setup > Country Maintenance. If turned on, you can enter the Phone Mask for the selected Country. The phone mask is auto updated if the Country on the Business Street Address, Internal tab, is maintained.

Fax Number

Enter the fax number of the Contact.

If the Contact is of Relationship Customer, then these applies:

• If the AR Customer Fax updates, then the checkbox is selected and the Contact Fax updated with the new Fax of the AR Customer.
• If the Organisation Fax updates and the Contact Fax defaults from the Organisation, then the linked AR Customer Fax updates to reflect the new Fax of the Organisation.

Phone number masking is set in Country Maintenance.

Email Address

Enter the email address of the contact.

Pager

Enter the Pager number. You can enter up to 20 alphanumeric characters.

Relationship

Select the Contacts relationship with your company. Contact types available to select will have been set up previously in Contact Relationship Maintenance. All contacts are classified as being either an other type, or a customer type:

Other

The Contact does not have a direct link to Accounts Receivable. The Contact may or may not have a link to Accounts Receivable through the Organisation it belongs to.

Customer

The Contact is a Customer and must be linked to an Accounts Receivable Customer. When you select a contact of this type, the Convert to Customer frame appears, displaying all Accounts Receivable Customers. You can select a Accounts Receivable Customer from the drop down lists or create a AR Customer by selecting the New button. The Accounts Receivable Customer Maintenance form will be opened.

Contact detail fields will be pre-filled with information entered on the Contact Maintenance form. A link is established between this Organisation and Greentree Financials to enable direct update to the Accounts Receivable Customer form. This also integrates invoices and sales orders with Greentree Financials. The CRM Contact currency is set to the AR Customer currency.

If a Quote is generated for a Customer Contact, which belongs to a Customer Organisation, then Greentree prompts you to indicate if the Contact or Organisation should be Invoiced. If the Contact is selected, the currency from the customer is used in the calculation of the foreign currency values. Quotes created for Organisation and Contact customers can have different currency values.

Status

Use this field to distinguish between the active and inactive Contacts in your database. The Status field displays the status values of Greentree Financials:

• Active - The relationship we have with the Contact is currently active.
• Inactive - The relationship we had with the Contact is no longer active.
• Ready for Deletion - You can mark a Contact as Ready to be deleted. A simple procedure can remove all these records for you, keeping your data up to date. The recommended use is to mark items as Inactive for a certain period, update them to Ready for Deletion once you are certain that you will not require their information in future. All records related to this item will permanently be deleted from the database.
• Temporary - This status is used for Prospective Contacts, indicating that they may only be included in the database for a temporary period. They will either be converted to a matured Relationship or marked as Ready for Deletion if the outcome of the prospect is not successful.

Organisation Hierarchy

The Organisation hierarchy represents the Organisation and its Contacts in their current state.

• Organisation Chart - This option displays the full Organisation hierarchy with all the departments/branches. The Contacts and their reporting structure within the Organisation are also displayed.

  Inactive records are disabled in the display.

• None - The Organisation hierarchy is not displayed. This option improves performance if you have organisations with many Contacts.

The default is set in CRM System Settings.

Verified

This field indicates:

• Whether the record is checked for accuracy
• When Added, by Whom
• When Last Edited, by Whom Select, if record is verified.

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