Use the Contacts tab to create a list of customer contact details; such as telephone number, mobile, fax, email address, website address and job role.
Job roles allow you to group your account contacts and identify key contacts more easily.
You can customer and supplier roles in Accounting System Manager.
When you create a customer record, a blank default contact record is created. This contact record automatically includes the mandatory job role that is specified in Accounting System Manager. To set up the contact details for this blank record, select the blank row and click Edit.
When subsequent contacts are added to new customer records, no roles will be added to those contact records. All mandatory roles must have one preferred contact on each customer record. Mandatory roles can be deleted from a contact record, provided that it is not the preferred contact for that role.
Job roles allow you to:
Specify a preferred contact for a role.
A role can only have one preferred contact per account. For example, if a customer account has 5 contacts all assigned the role of buyer, only one of the contacts can be set up as the preferred contact for this role. This helps you to identify the person that you should contact first.
Specify the email address to send an electronic statement to your customer.
This is the SendStatementTo role. When you add the SendStatementTo role to a customer contact name and mark the role as the preferred contact, the system uses the default email address of this contact when you send a statement via e-mail. An electronic version of the statement is sent to your inbox. From there you can check and send them as you require.
Open: Sales Ledger > Sales Accounts > Enter New Account | Contacts.
Open: Sales Ledger > Sales Accounts > Amend Account Details.
Enter the contact Details.
Note: If you have multiple numbers or addresses listed and you delete the item marked as the default, the next line becomes the default item.
To specify a role for your contact:
Click OK to confirm the new contact's details.
The contact is shown in the Contacts list.
Open: Sales Ledger > Sales Accounts > Enter New Account | Contacts.
Open: Sales Ledger > Sales Accounts > Amend Account Details.
Click Duplicate.
The Duplicate Customer Contact window appears.
Edit the contact's name and details.
Note: If you have multiple numbers or addresses listed and you delete the item marked as the default, the next line becomes the default item.
Open: Sales Ledger > Sales Accounts > Enter New Account | Contacts.
Open: Sales Ledger > Sales Accounts > Amend Account Details.
Open: Sales Ledger > Sales Accounts > Enter New Account | Contacts.
Open: Sales Ledger > Sales Accounts > Amend Account Details.
Select the contact and click Delete.
You cannot delete a contact that is the preferred contact for a role. You must change the preferred contact of the role first.
Open: Sales Ledger > Sales Accounts > Enter New Account | Contacts.
Open: Sales Ledger > Sales Accounts > Amend Account Details.
The default contact is marked with Yes in the Default column.
The default contact details are automatically used by Sage 200 Accounts on common sales ledger reports such as the Aged Debtors Report, and on the customer list.
Open: Sales Ledger > Sales Enquiries > Account Enquiry | Contacts.
Open: Sales Ledger > Sales Accounts > Amend Account Details.