Accessed via
Address Management
and selection of the
New
option
(from the
File
menu) or the
icon.
Selection of this option enables the creation of a new address group.
This Address Groups form is split into three parts that are as follows:
In addition to displaying the form name the Title Bar provides a number of useful buttons.
In order to create the new address group the following fields are to be completed:
The code required to identify the customer (for example, 8ANDERSO ) is to be input directly. This is an alphanumeric field and may be up to eight characters in length. Characters should be in uppercase. The Tab key is used to move to the next field. If the code is already in use by another customer record then the system prompts Address Group Already Exists . If the code is not in use then the cursor moves to the Magic Number field which is the next stage of the address group creation routine.
This field is prompting for the CRM Company number to be linked to the customer address group in question. This field is mandatory. The magic number may be entered directly, if known, or the ellipsis button (...) immediately to the right of this form initiates a CRM Company Search . The ellipsis button within the CRM Company form may be used to locate the appropriate CRM company to link to the address group. A new customer CRM record may be created at this time but the preferred method is to establish the CRM record prior to creating the new address group. Having located the required company record the Exit command button within the CRM company form is used to exit the record and return the CRM company magic number to the New Address Group form.
Once the company Magic Number is confirmed a similar routine is used to establish the main contact (customer) for that company. This field is mandatory.
The Customer Number field is prompting for the CRM Customer number to be linked to the customer address group in question. The magic number may be entered directly, if known, or the ellipsis button (...) immediately to the right of this form initiates a CRM Customer Search. The ellipsis button within the CRM Customer form may be used to locate the appropriate CRM customer to link to the address group. A new customer customer record may be created at this time but the preferred method is to establish the CRM record prior to creating the new address group. Having located the required customer record the Exit command button within the CRM customer form is used to exit the record and return the CRM customer magic number to the New Address Groupform.
A checkbox which, when selected, also generates the Contract Administration Sub-Record and enables the following additional fields so that the address group may be linked to the appropriate Sales Ledger code (this is not a mandatory field):
- Account Code
This code may be keyed directly, if known (for example, A0010 ), or the ellipsis button (...) immediately to the right of this field initiates a Customer Accounts Search that enables selection from the current available SL account codes. The cursor is located in the search field. Key part or all of the required customer account shortname (for example, CALOR - this must be in the correct case) and select the Shortname command button. Accounts matching the entered criteria are displayed and, having selected the required code by highlighting with the mouse, the OK command button is used to confirm this selection and return to the New Address Group form.
- SL Account Source
Two mutually exclusive option buttons which denote whether the address group is to be linked to a Company Sales Ledger account or an individual Customer Sales Ledger account.
The following two command buttons are available:
Confirms the new address group information and creates the address group record. A default set of contact names and addresses ( Address Types within the Details Tab ) are created based on the Company and Customer records already identified. These address types may be accepted if suitable but may be amended if required to include other CRM company/customer records as contact points for the different operational areas.
A prompt is also displayed as each associated sub-record is saved for example, Maintenance Record Saved, Contract Admin Record Saved, Terminations Record Saved , etc.
If details are incomplete, the following message is displayed: Unable to create new Address Group, details incomplete .
Returns to the Address Group s form without taking any action.