Managing Contacts

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For each client record, enter the contact at the client site whom you contact for the client's financial information. You can enter one contact per client record.

Steps: Add

You can access the Add Contact dialog box to add a contact person for a client.

To add a contact:

  1. From the client basic information section, click the Create link next to the Contact label.

    The Create Client as Contact dialog box is displayed.

  2. Complete all the required fields.

    Field Name

    Required Field?

    Description

    Client Type

    Yes

    The type of client:

    • Business

    • Individual

    • Organization

    Note: Clients with the Organization client type are typically non-profit organizations.

    Full Name

    Yes

    Client's full name (e.g., Abernathy, Inc. or Winston Abernathy).

    Character field.

    Client Number

    No

    Number that uniquely identifies a client record.

    Integer (numeric) field.

    Tax ID, SSN, or Tax ID/SSN

    No

    Client's IRS federal tax ID number (if a business or organization) or Social Security Number (if an individual).

    Integer (numeric) field.

     

  3. Click the OK button to save the information and close the Create Client as Contact dialog box.

    At this point, Statement Analyzer performs a duplicate check. If any of the fields match an existing client record, a Duplicate Check dialog box is displayed, showing the existing client record. You have a couple of options here:

    • To use a client that is listed as the contact, click the client name and then click Use Selected Client As Contact. You can right-click a listed client and select Go To Client to review that client's record. However, this will close the Create Client as Contact dialog box.

    • To go ahead and create this client record, click Create New Client As Contact.

  4. If the new client was added successfully, complete all required fields and any optional fields on the Create Contact dialog box you feel are necessary.

    Field Name

    Required Field?

    Description

    Capacity

    Yes

    This field defaults to the only acceptable designation: Financial Statement Contact.

    Title

    No

    Contact person's job title.

    Character field with a 15-character limit.

    Salutation

    No

    Displays the salutation for the contact.

    % Owner

    No

    Displays the percentage of ownership that the contact has with the client.

    Ext. Comment

    No

    Indicates if the comment will be shared with other departments within your organization. If the check box is selected, the comment will be shared with other departments. If the check box is not selected, the comment will be shared only within your department.

    Check box.

    Comment

    No

    Provides a space for more information about the communication type.

    Address Type

    Address Details

    Primary?

    Comment

    No

    These fields appear on the Create Contact Address dialog box after you click and select Create Contact Address.

    Note: You can click to expand the Address field so you can type the contact's address information into separate fields. To save the data and collapse the field, click . To collapse the field without saving the data, click .  

    Character field with a 15-character limit.

    Type

    Yes

    This field appears on the Create Contact Communication dialog box after you click and select Create Contact Communication.

    • Business Phone

    • Cell Phone

    • Direct Line

    • Fax

    • Home Phone

    • Pager

    • Work E-mail

    • Home E-mail

    • Website

    Information

    Yes

    Enter the phone, e-mail, or website information, depending on the selection you made in the Type field.

    Primary?

    No

    Indicates if the communication type that you entered is the primary one for the contact.

    Comment

    No

    Notes regarding the contact record. The comments can be shared either internally within your department only or externally with other departments within your organization.

    Character field with a 15-character limit.

    Phone Number

    No

    Contact's telephone number, including area code.

    Note: You can click to expand the Phone Number field so you can type the contact's telephone information into separate fields. To save the data and collapse the field, click . To collapse the field without saving the data, click .

    Integer (numeric) field.

    Fax Number

    No

    Contact's fax number, including area code.

    Note: You can click to expand the Fax Number field so you can type the contact's fax number information into separate fields. To save the data and collapse the field, click . To collapse the field without saving the data, click .  

    Integer (numeric) field.

     

  5. Click the OK button to save the information and close the Create Client as Contact dialog box.

The new contact is now added to the system, and the Contact Profile section is displayed.

Steps: Edit

You can access the Edit Contact dialog box to edit a contact's profile. Contact information is stored with each corresponding client record. So, if a contact person is also a contact for another client in the system, you will need to edit the contact information for both clients.

To edit a contact:

  1. Perform the steps for Finding a Client.

  2. From the client basic information section, click the [Contact Name] link next to the Contact label to open the Contact Profile section.

  3. From the Contact Profile section, click and then click Edit to open the Edit Contact dialog box.

  4. From the Edit Contact dialog box, modify the information as necessary. Refer to the Field Details section for more information.

  5. Click the OK button to save the changes and close the Edit Contact dialog box.

Steps: Remove

You can access the Client Basic Information section to remove a contact record. You can also remove a contact from the Contact Profile section.

Note: When you remove a contact from a client record, you are not actually deleting the contact itself (which is also a client record). You are removing the association of that client as a contact for the other client.

To remove a contact from the client basic information section:

  1. From the client basic information section, click and then click Remove Contact.

    A Confirm dialog box is displayed.

  2. Click Yes to remove the contact record.

    The client is no longer associated with the client as a contact and the Confirm dialog box is closed.

To delete a contact from the Contact Profile section:

  1. From the client basic information section, click the [Contact Name] link next to the Contact label to open the Contact Profile section.

  2. From the Contact Profile section, click and then click Remove Contact to delete the contact record.

    A Confirm dialog box is displayed.

  3. Click Yes to remove the contact record.

    The client is no longer associated with the client as a contact and the Confirm dialog box is closed.