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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?

1. 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.
2. From the Accounts – Debtors or Accounts - Creditors screen, click the Contact tab.
3. Click New in the Contact persons section.
4. Define the fields.
5. Click Save.
6. Click Close.

How do I edit contact persons?

1. 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.
2. From the Accounts – Debtors or Accounts – Creditors screen, click the Contact tab.
3. Select the required contact person in the Contact persons section.
4. Click Edit in the Contact persons section.
5. Make the necessary change(s).
6. Click Save.
7. Click Close.

How do I delete contact persons?

1. 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.
2. From the Accounts – Debtors or Accounts – Creditors screen, click the Contact tab.
3. Select the required contact person in the Contact persons section.
4. Click Delete in the Contact persons section.
5. Click Save.
6. 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?

1. 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.
2. From the Accounts – Debtors or Accounts – Creditors screen, click the Contact tab.
3. Select the required contact person in the Contact persons section.
4. Click Edit in the Contact persons section.
5. Click Delivery address.
6. Click Save. For more information, see Maintaining addresses of account contact persons.
7. 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?

1. 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.
2. From the Accounts – Debtors or Accounts – Creditors screen, click the Contact tab.
3. Select the required contact person in the Contact persons section.
4. Click Edit in the Contact persons section.
5. Click Word merge.
6. Define the fields.
7. 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?

1. 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.
2. From the Accounts – Debtors or Accounts – Creditors screen, click the Contact tab.
3. Select the required contact person in the Contact persons section.
4. Click Edit in the Contact persons section.
5. Click the Basics tab.
6. Click  New in the Addresses section.
7. Select the required address type.
8. Click Select.
9. Define the fields.
10. Click Save. For more information, see Maintaining addresses of account contact person.
11. Click Close.

How do I edit addresses for contact persons?

1. 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.
2. From the Accounts – Debtors or Accounts – Creditors screen, click the Contact tab.
3. Select the required contact person in the Contact persons section.
4. Click Edit in the Contact persons section.
5. Click the Basics tab.
6. Select the required address in the Addresses section.
7. Click Edit in the Addresses section.
8. Make the necessary change(s).
9. Click Save. For more information, see Maintaining addresses of account contact person.
10. Click Close.

How do I delete addresses for contact persons?

1. 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.
2. From the Accounts – Debtors or Accounts – Creditors screen, click the Contact tab.
3. Select the required contact person in the Contact persons section.
4. Click Edit in the Contact persons section.
5. Click the Basics tab.
6. Select the required address in the Addresses section.
7. Click Delete.
8. Click Close.

How do I add external references for contact persons?

1. 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.
2. From the Accounts – Debtors or Accounts – Creditors screen, click the Contact tab.
3. Select the required contact person in the Contact persons section.
4. Click Edit in the Contact persons section.
5. Click the Basics tab.
6. Click New in the External References section.
7. Define the fields.
8. Click Save.
9. Click Close.

How do I edit the external references for contact persons?

1. 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.
2. From the Accounts – Debtors or Accounts – Creditors screen, click the Contact tab.
3. Select the required contact person in the Contact persons section.
4. Click Edit in the Contact persons section.
5. Click the Basics tab.
6. Select the required external reference in the External References section.
7. Click Edit.
8. Make the necessary change(s).
9. Click Save.
10. Click Close.

How do I delete external references for contact persons?

1. 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.
2. From the Accounts – Debtors or Accounts – Creditors screen, click the Contact tab.
3. Select the required contact person in the Contact persons section.
4. Click Edit in the Contact persons section.
5. Click the Basics tab.
6. Select the required external reference in the External References section.
7. Click Delete.
8. Click Close.

How do I add documents for contact persons?

1. 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.
2. From the Accounts – Debtors or Accounts – Creditors screen, click the Contact tab.
3. Select the required contact person in the Contact persons section.
4. Click Edit in the Contact persons section.
5. Click the Documents tab.
6. Click New.
7. Select a file in the Attachment section.
8. Click Select.
9. Define the fields.
10. Click Save.
11. Click Close.
12. In the Contact persons screen, click Close.

How do I edit documents for contact persons?

1. 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.
2. From the Accounts – Debtors or Accounts – Creditors screen, click the Contact tab.
3. Select the required contact person in the Contact persons section.
4. Click Edit in the Contact persons section.
5. Click the Documents tab.
6. Select the required document in the Documents section.
7. Click .
8. Select the required document in the Documents section.
9. Click Edit.
10. Make the necessary change(s).
11. Click Save.
12. Click Close.
13. In the Contact persons screen, click Close.

How do I delete documents for contact persons?

1. 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.
2. From the Accounts – Debtors or Accounts – Creditors screen, click the Contact tab.
3. Select the required contact person in the Contact persons section.
4. Click Edit in the Contact persons section.
5. Click the Documents tab.
6. Select the required document in the Documents section.
7. Click .
8. Select the required document in the Documents section.
9. Click Delete.
10. Click Close.

How do I edit activities for contact persons?

1. 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.
2. From the Accounts – Debtors or Accounts – Creditors screen, click the Contact tab.
3. Select the required contact person in the Contact persons section.
4. Click Edit in the Contact persons section.
5. Click the Activity tab.
6. Select the required activity in the Activities section.
7. Click Edit.
8. Make the necessary change(s).
9. Click Save.
10. Click Close.
11. In the Contact persons screen, click Close.

How do I delete activities for contact persons?

1. 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.
2. From the Accounts – Debtors or Accounts – Creditors screen, click the Contact tab.
3. Select the required contact person in the Contact persons section.
4. Click Edit in the Contact persons section.
5. Click the Activity tab.
6. Select the required activity in the Activities section.
7. Click Delete. A message “Delete” will be displayed.
8. Click Yes.
9. Click Close.

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