Main Tab

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 the option Allow Contact to Customer linking on the Main tab of the Customer Relationship Management Module Control form.

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. The contact and/or AR customer detail updates as:

• New or existing contact links to a new AR customer
• AR customer updates with contact detail
• The contact's code updates the AR customer's code.
• The contact's alpha updates the AR customer's alpha.
• The contact's full name updates the AR customer's name.
• The contact's contact detail updates the AR customer's contact detail.
• The contact's personal street address updates the AR customer's personal street address.
• The contact's salesperson updates the AR customer's sales person.
• New or existing contact links to existing AR customer
• The contact's code, surname, and full name are updated with the AR code, alpha, and name.
• The contact's personal street address is updated with the AR address.
• The contact's details are updated with the AR contact details.
• The contact's salesperson is updated with the AR salesperson.

You can drill down on the Customer relationship value to view the Accounts Receivable customer's detail.

Inactive and ready for delete organisations and contacts are disabled in the display.

The setting on the Main tab on the Module Control form define the default display for the chart: Organisation Chart or None.

Use the Advanced Search feature to find a contact based on any of:

• Code
• Surname
• Name
• Phone
• Organisation

All matching contacts display in a table. You can drill down on the contact to view or edit it:

• You can use Advanced Search 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. If a duplicate contact is found, then the Duplication Maintenance form displays. You can drill down and delete the duplicate record or to mark it as a non-duplicate.

Code

Enter a unique alphanumeric code.

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 Desktop defaults Surname to the last word in the Full Name field.

Note: Greentree Desktop enforces the use of proper case. If the first letter of every word is not entered in uppercase and the remainder of the word is in lowercase, then Greentree Desktop reverts 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 or casual salutation.

Note: Greentree Desktop enforces the use of proper case. If the first letter of every word is not entered in uppercase and the remainder of the word is in lowercase, then Greentree Desktop reverts 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 on the CRM System Settings form. 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.

Position

Enter the contact's job or position title, up to 60 alphanumeric characters.

Reports To

Select the person that the contact reports to from the list.

Sales Person

If the Contact belongs to an organisation of relationship type Customer, then the salesperson defaults to the salesperson of the organisation and the From Organisation option is selected. You can deselect this option and edit the salesperson.

If the contact does not belong to a customer type organisation and the contact is of relationship type Customer, then the salesperson defaults to the salesperson of the linked AR customer.

If neither the linked organisation nor the contact is of relationship type Customer then this field contains the salesperson of the organisation using the From Organisation option.

Primary Contact

If you select this option, the contact is marked as the main person your company will deal with. This person is also 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 you select this option for a second contact, Greentree Desktop automatically updates this setting for the previous debt collection contact.

Organisation Phone Number

The phone number of the organisation.

Organisation Fax Number

The fax number of the organisation.

Contact Business Phone

Enter the business phone number for the contact.

If the contact is a customer, and:

• If the AR customer business phone details are updated, then the this option is selected and the contact business phone updates 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.

After Hours Phone

Enter the home phone number of the contact.

Mobile

Enter the mobile number. You can enable mobile masks on the Country Maintenance form. If enabled, you can enter the phone mask for the selected country.

Fax Number

Enter the contact's fax number.

If the contact is a customer, and:

• If the AR customer's fax number changes, then the checkbox is selected and the contact fax updated with the AR customer's new fax number.
• If the organisation's fax number changes and the contact fax defaults from the organisation, then the linked AR customer's fax number to reflect the organisation's new fax number.

Email Address

Enter the email address of the contact.

Pager

Enter the pager number.

Relationship

Select the contacts relationship with your company. Contact types are set up on the Contact Relationship Maintenance form. 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 dropdown lists or create an AR customer by clicking the New button. The Accounts Receivable Customer Maintenance form opens.

The contact's detail fields are pre-filled with information entered on the Contact Maintenance form. A link is established between this organisation and Greentree Desktop to enable direct update to the Accounts Receivable Customer form. This also integrates invoices and sales orders. The CRM contact's currency is set to the AR customer's currency.

Note: If a quote is generated for a customer contact, which belongs to a customer organisation, then Greentree Desktop 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 these statuses:

• Active - The relationship with the contact is active.
• Inactive - The relationship with the contact is no longer active.
• Ready for Deletion - You can mark a contact as Ready to be deleted. Mark items as Inactive for a certain period, update them to Ready for Deletion once you are certain that you do 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 and branches. The contacts and their reporting structure in the organisation also display.

  Note: Inactive records are disabled in the display.

The default is set on the CRM System Settings form.

• Duplication Maintenance
• Contact Relationship Maintenance