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Contact persons 1. General description 2. Accumulated information 2.1 Contact person record 2.2 Associated information 3. Unique e-mail address for each contact person 4. Searching customers by contact person 5. How to quickly add a contact person ? 6. Competences 7. Related topics 1. General description Contact persons are specific persons associated to a customer, i.e. with an entry in the customer file or warehouse file in warehouse tables. One customer can have multiple contact persons. Each person may perform a different function and may be a dedicated contact person for specific matters. Application of contact person records: * Events recorded in Trawers software are associated with persons. E.g. e-mail sent and received, contacts (events) recorded in Contact Manager module. * We can search for a customer or a supplier when we know the last name of a contact person. * Incoming mail is automatically associated with customers/suppliers by e-mail address from a contact person record. * A sales invoice can be sent to a customer to a an e-mail address specified in a contact person record. Such person needs to be specified as authorized for the receipt of invoices. * A person whose information is recorded in a warehouse master entry can be contacted in order to determine date and time of dispatch of items. 2. Collected information 2.1 Contact person record Each record contains the following fields: Name and surname e.g. Anna Adams Position e.g. Chief Accountant Department symbol Department to which the contact person belongs. The symbols are permanent. They are used for automatic processes. E.g.: 1. A person working in the FI (finance and book-keeping) department will receive default notices. 2. A person working in the IT department will receive information on new software releases. Telephone, VOIP, e.g. Skype e.g. 058 623 321 321 E-mail address e.g. a.adams@acompany.com E-mail addresses must be unique in all Trawers files since they are used for searching and identifying of customers and suppliers and other persons. E-mail opt-in This is used to specify whether the person has opted in for e-mail communication. The available options are: [ ] [Y] [N] [?] Read more --> E-mail opt-in Decision-making capacity [1] [2] [3] [4] [5] An estimate of the degree to which a person's decisions can affect our own business goals. E.g. A purchase department manager will have a more significant say in purchasing our materials than a warehouse manager. Similarly, a company's department manager will have more influence on whether they will buy and ERP system than their computer technician. A person's capacity should be taken into account when making sales calls and sending marketing materials. Remote access Y/N [Y] Employees of partner companies can have remote access to a company's Trawers installation. After logging in they will have authorizations (roles) which are assigned to a user with their respective symbol. Additionally, it is necessary to provide an e-mail address and a remote access password. 2.2 Associated information * Invoice receipt person A contact person can be designated for the receipt of invoices in Receivables module. * Sending sales documents by e-mail Sales documents, offers and invoices can be automatically sent to the designated person. 3. Unique e-mail address for each contact person E-mail addresses are of special significance for the following reasons: a) A person's e-mail address is used to search for a customer in the customer file. This has an application in the system of electronic correspondence. This is why an e-mail address has to be unique in all files. The software searches through the database and gives a notification in the event that a given e-mail address is already saved in contact person record of a different customer. b) Sales documents, offers and invoices can be automatically sent to the e-mail address of a contact person. 4. Searching customers by contact person We can search a customer by full or partial name of a contact person. In order to do that, press F6, enter name and press F2/F3. E.g. New <F3> admin@furnitureland.pl 013322 Adam Newman anilwat@realproperty-anilwat.pl 010281 Anna Newton greesnet@gmail.com 014915 Gabi Newman info@nowikowja.eu 000507 Edward Newman .... ------------------------------- --------------- ---------------- Contact person's e-mail address Customer symbol Name and surname 5. How to quickly add a contact person ? From a choice list <F2> in the Customer or Supplier Master, display entry <F10>, select the contact persons tab and add <f8> a new person. 6. Competences In the Competences field we can enter a person's competence group and symbol. This information can also be extracted <F2> from HR tables. 7. Related topics Use of e-mail for contacts Customer Base Management
www.tres.pl - Baza wiedzy Trawers ERP - Spis treści