Contacts Form

This Help File Page was last Modified on 06/08/2020

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Contacts Form

This Help File Page was last Modified on 06/08/2020

The Contacts Form provides a means to enter almost any type of contact information for almost any need.

A Contact may be entered in the Contacts Form accessed from the Receivables tab.

A Contact may be linked to a Subscriber, an Invoice, a Proposal, a Vendor, a Bill, a Purchase Order, and/or a Work Order

These specific Forms are referred to as an Entity

The same Contact may be linked to many Entities (e.g., a Subscriber, an Invoice, a Proposal, a Vendor, a Bill, a Purchase Order, and/or a Work Order Form)

 

When the Contacts Form is opened from the Receivables tab on the MKMS Desktop:

The Contacts Form acts like an Address Book where a User may:

View a list of all Active Contacts (assuming the Active Contacts Only? Check box is Checked)

Search for any Contact record using the first four or more letters on the Last Name of that Contact (or any other Search On option the User selects).

Add a new Contact information which may include address, role, phone numbers, and email addresses.

Edit an existing Contact

Deactivate an existing Contact (or Reactivate an old one) by using the Active Check box

Set the number of Contacts displayed in the list at one time.

 

HelpFilesContactsForm

Contacts Form accessed from the Receivables tab on the MKMS Desktop

 

Understanding the Contacts Form Ribbon Menu Icons:

 

HelpFilesContactsForm-RibbonMenu1

 

Add Contact - Click HelpFilesNavigatorMenu-StandardInsertthe Insert Icon to start a new Contact entry.

Edit Contact - Click HelpFilesEditIconthe Edit Icon to update the Selected Contact entry

Post - Click HelpFilesNavigatorMenu-StandardSavethe Post Icon to save a new or modified Contact entry

Cancel - Click HelpFilesNavigatorMenu-StandardCancel the Cancel Icon to abandon any new or modified information

 

Other Contacts Form Menu Options

Search - By default, the User may enter the first 4-5 letters on a Contact's Last Name and it will retrieve that Contact (or display a list of matching Contacts from which the User may choose one)

Once the entry is made, Click the Search box.

 

Search On - Using the Drop-Down Selection List, the User may choose an alternate Search method

 

HelpFilesContactsForm-SearchOnOptions

Contacts Form - Search On options

 

Active Contacts Only? - When Checked, all of the Contacts identified as Active will be listed and/or may be located using the Search option..

 

Related Contacts Only? - By Checking the Related Contacts Only Box,

a)When the Contacts Form is accessed from the Receivables tab, only the records entered in the Contacts Form accessed from the Receivables tab will be listed.

The Contacts which were specifically entered in an Entity Form (i.e., a Subscriber, an Invoice, a Proposal, a Vendor, a Bill, a Purchase Order, and/or a Work Order) will not be displayed

However, any Contacts may be located and displayed using the Search filter.

Once a Contact record is displayed, it may be Linked to the current Entity Form (see Linked Contact below).

 

b)When the Contacts Form is accessed from an Entity Form (i.e., a Subscriber, an Invoice, a Proposal, a Vendor, a Bill, a Purchase Order, and/or a Work Order), only the records entered in the Contacts Form accessed from the current Entity Form will be listed.

However, any Contacts entered in any Entity Form (or entered in the Contacts Form accessed from the Receivables tab) may be located and displayed using the Search filter.

 

c)The Forms (Entities) which have a Contacts option are:

Subscriber - Accessible from the Subscriber Options General Menu

Invoice - Accessible from the Invoice Form Ribbon Menu

Proposal - Accessible from the Prospect Options Menu

Vendor - Accessible from the Vendors Form Ribbon Menu

Bills - Accessible from the Bills Form Ribbon Menu

Purchase Order - Accessible from the Purchase Orders Form Ribbon Menu

Work Order - Accessible from the Service Request Form Ribbon Menu

 

Max records to show in grid - This option - which is located at the bottom of the Contact Names Grid is set to 50 by default.

 

HelpFilesMaxRecordsToShowInGrid

 

Provided for those Companies with a large number of Contacts

This setting allows a User to restrict the number of Contact records - that will be retrieved from the database at one time - to the Maximum number set here.

A pair of left and right arrow buttons provides movement from Grid page to Grid page.

The number of Contacts (transactions) being displayed, and the total number of applicable Contacts (transactions), is also shown.

 

Using the Contact Details tab to enter and/or update Contact information:

Add Contact - Click HelpFilesNavigatorMenu-StandardInsertthe Insert Icon to start a new Contact entry.

ID - This is the record number of the Contact entry and will be inserted when the Contact is initially saved.

Active - By default, this box will be Checked.

If this Contact will no longer be used, remove the Check mark form this box.

First Name - Enter the First Name

Last Name - Enter the Last Name

Company - Enter the Company Name if appropriate for this Contact.

Street - Enter the House/Building Number and Street Name

Street2 - Enter any additional address information such as a Floor Number or Suite.

City - Enter the Cite name

State - Enter the State (Province) abbreviation

Zip - Enter the Zip code.

Prefix - Enter the appropriate Prefix (e.g., Mr., Ms. Mrs., Dr.)

Dob - Enter their Date of Birth in the format DD/MM/YEAR or

Use the Drop-Down Date/Calendar box provided.

If no Dob is entered, once the Contact record is saved, the Dob field will be shown as 12/30/1899

Role - Briefly define the Role/Job/Position of this individual

Note - Click the Down-Arrow to open a Text Entry box where the User enter additional information about this Contact

Save - Click HelpFilesNavigatorMenu-StandardSavethe Save Icon to save a new or modified Phone entry

Cancel - Click HelpFilesNavigatorMenu-StandardCancel the Cancel Icon to abandon any new or modified information

 

Phone - Entering/Updating Telephone Contact information:

 

HelpFilesContactsForm-PhoneSection

Contacts Form - Phone section

 

Phone section's Ribbon Menu is at the bottom of the Phone section.

Insert - Click HelpFilesNavigatorMenu-StandardInsertthe Insert Icon to start a new Phone entry

Delete - Click HelpFilesNavigatorMenu-StandardDeletethe Delete Icon to remove the currently selected Phone entry

Edit - Click HelpFilesEditIconthe Edit Icon to update the Selected Phone entry

Save - Click HelpFilesNavigatorMenu-StandardSavethe Save Icon to save a new or modified Phone entry

Cancel - Click HelpFilesNavigatorMenu-StandardCancel the Cancel Icon to abandon any new or modified Phone information

 

Entering a Telephone Number:

Number - Enter the Telephone Number as a string of numbers, with no other characters included [e.g., "-", "(", ")"]

Ext - If this Telephone Number has an associated Extension, enter that Extension Number here.

Type - Using the Drop-Down Selection List provided, Choose the appropriate Contact Phone Type.

Any number of Contact Phone Types may be defined.

The instructions on how to do so are found in the Contact Phone Types chapter.

SMS - Check this box if this Telephone Number is SMS compatible (can accept Text Messages).

Save - Click HelpFilesNavigatorMenu-StandardSavethe Save Icon to save a new or modified Phone entry

Any number of Phone entries may be defined

 

Email/URL and other types of Web based Contact information:

 

HelpFilesContactsForm-EmailUrlSection

Contacts Form - Email/URL section

 

Email/URL section Ribbon Menu is at the bottom of the Email/URL section.

Insert - Click HelpFilesNavigatorMenu-StandardInsertthe Insert Icon to start a new Phone entry.

Delete - Click HelpFilesNavigatorMenu-StandardDeletethe Delete Icon to remove the currently selected Phone entry

Edit - Click HelpFilesEditIconthe Edit Icon to update the Selected Phone entry

Save - Click HelpFilesNavigatorMenu-StandardSavethe Save Icon to save a new or modified Phone entry

Cancel - Click HelpFilesNavigatorMenu-StandardCancel the Cancel Icon to abandon any new or modified information

 

Entering Email and/or URL information:

Email/URL - Enter the Email address, Facebook or another URL, Web Site, etc., as appropriate.

Type - Using the Drop-Down Selection List provided, Choose the appropriate Contact Mail Type.

Any number of Contact Mail Types may be defined.

The instructions on how to do so are found in the Contact Mail Type chapter.

Save - Click HelpFilesNavigatorMenu-StandardSavethe Save Icon to save a new or modified Email/URL entry.

Any number of Email/URL entries may be defined

 

When the Contacts Form is opened from an Entity instead of from the Receivables tab

The Forms (Entities) which have a Contacts option are:

a)Subscriber - Accessible from the Subscriber Options General Menu

b)Invoice - Accessible from the Invoice Form Ribbon Menu

c)Proposal - Accessible from the Prospect Options Menu

d)Vendor - Accessible from the Vendors Form Ribbon Menu

e)Bills - Accessible from the Bills Form Ribbon Menu

f)Purchase Order - Accessible from the Purchase Orders Form Ribbon Menu

g)Work Order - Accessible from the Service Request Form Ribbon Menu

 

In addition to all of the Contacts Form's Ribbon Menu options and data entry fields noted above:

 

HelpFilesContactsForm-RibbonMenu2

Contacts Form Ribbon Menu - Opened from an Entity Form

 

Add Contact - Click HelpFilesNavigatorMenu-StandardInsertthe Insert Icon to start a new Contact entry.

Edit Contact - Click HelpFilesEditIconthe Edit Icon to update the Selected Contact entry

Post - Click HelpFilesNavigatorMenu-StandardSavethe Post Icon to save a new or modified Contact entry

Cancel - Click HelpFilesNavigatorMenu-StandardCancel the Cancel Icon to abandon any new or modified information

 

Link Contact - Used to Link the currently displayed Contact record to the currently displayed Entity (a Subscriber, an Invoice, a Proposal, a Vendor, a Bill, a Purchase Order, and/or a Work Order Form)

< - Click the left pointing arrow to display the Linked Accounts List

 

HelpFilesContactsForm-LeftArrowOpensLinkedList

 

Linked Accounts columns:

a)Account - The Subscriber to whom the current Contact is Linked (see Link Account above)

b)Type - The Form Type (i.e., Entity) to which this Contact was originally Linked.

 

HelpFilesContactsForm-LinkedContactsList

 

> - Click the right pointing arrow to close the Linked Accounts List

 

Unlink Contact - Used to Remove the Link from the currently displayed Contact record from the currently displayed Entity (a Subscriber, an Invoice, a Proposal, a Vendor, a Bill, a Purchase Order, and/or a Work Order Form)

 

When the Contacts Form is opened from an Entity rather from the Receivables tab, an additional Relation Type field is included:

Relation Type - Using the Drop-Down Selection List provided, Choose the appropriate Contact Relation Types.

Any number of Contact Relation Types may be defined.

The instructions on how to do so are found in the Contact Relation Types chapter.

 

HelpFilesContactsForm-WorkOrder

Contacts Form - Work Order Form

 

Locating a Contact - This section is provided so that a User may locate a previously entered Contact record (subject to how the Related Contacts Only? and Active Contacts Only? boxes are currently Checked.

Search field - This field is used to enter the first four or five letters of a Contact's name who is to be located.

Search option - Once you've entered the Search characters, Click on the Search option button to display the results in the Search Results Grid immediately below.

 

HelpFilesContactsForm-Filter-Search

Contacts Form - Search entry field  and Search button

 

Search On - Alternately, use the Search On field Drop-Down Selection List to Choose a different field on which to perform the Search.

 

HelpFilesContactsForm-SearchOnOptions

Search On - Drop-Down Selection List

 

oSearch option - Once you've selected the field to Search On and entered the Search characters, Click on the Search option button to display the results in the Contacts Grid below.

 

HelpFilesContactsForm-Filter-Search-Results

Contacts Form - Search field , Search On field, Search & Clear options - Search Results Grid and updated Contract Details tab

 

Clear - Once you have finished viewing the located Contact, Click the Clear option next to the Search option to restore the full Contacts List

 

Understanding the functionality of the Related Contacts Only and the Active Contacts Only Check Boxes:

Active Contacts Only - When Checked, all of the Contacts identified as Active will be listed and/or may be located using the Search option..

 

Related Contacts Only - By Checking the Related Contacts Only Box,

a)When the Contacts Form is accessed from the Receivables tab, only the records entered in the Contacts Form accessed from the Receivables tab will be listed.

The Contacts which were specifically entered in an Entity Form (i.e., a Subscriber, an Invoice, a Proposal, a Vendor, a Bill, a Purchase Order, and/or a Work Order) will not be displayed

However, any Contacts may be located and displayed using the Search filter.

Once a Contact record is displayed, it may be Linked (see Linked Contact above) to the current Entity Form.

 

b)When the Contacts Form is accessed from an Entity Form (i.e., a Subscriber, an Invoice, a Proposal, a Vendor, a Bill, a Purchase Order, and/or a Work Order), only the records entered in the Contacts Form accessed from the current Entity Form will be listed.

However, any Contacts entered in any Entity Form (or entered in the Contacts Form accessed from the Receivables tab) may be located and displayed using the Search filter.