button.New features added, version 7.5.2
{button See Also Programs,AL("Customer Processing;General System Table Setup;Prospect
Maintenance;Vendor Maintenance",0,`',`')}
Program SPWM, System Contacts Maintenance, is used to enter and maintain the contact information for customers, prospects, and vendors. Multiple phone numbers can be entered for contacts, and a contact can be designated as a vendor contact, a prospect contact, and/or a customer contact.
* Customer contact information can also be maintained in program CMMM, Customer Master Maintenance, and program CMCM, Customer Credit Maintenance.
* Prospect contact information can also be maintained in program PRMM, Prospect Master Maintenance.
* Vendor contact information can also be maintained in program VEMM, Vendor Master Maintenance.
Emails can be generated for contacts from this program using the [Mail To] button.
1. In the Contact field, enter the contact name.
2. In the Email field, enter the contact email address.
3. If the contact is a customer contact, enter the customer number in the Customer No field.
4. If the contact is a prospect contact, enter the prospect number in the Customer No field.
5. If the contact is a customer contact, enter the ship to code for which this contact is valid in the Ship To Code field.
* You can leave this field blank if the contact is not assigned to a ship to code, or if the contact is valid for the SAME ship to code.
6. If the contact is a vendor contact, enter the vendor number in the Vendor No field.
7. In the Mail ID field, enter the Mail To ID from program MTMM, Mail To/Prospect Input for Catalogs, for this contact.
8. The Catalog ID field displays the Catalog ID for the catalog that was most recently sent to this contact with program MTMM, Mail To/Prospect Input for Catalogs, or program CMSU, Mail Label Selector.
* Catalog IDs are entered in program SPCG, Catalog ID Maintenance.
9. The Date Last Catalog Sent field displays the most recent date on which a catalog was sent to this contact with program MTMM, Mail To/Prospect Input for Catalogs, or program CMSU, Mail Label Selector. It can be updated manually.
10. The Date Last Catalog Requested field displays the most recent date on which the contact requested a catalog. It can be updated manually.
11. Set the Primary flag for the contact.
* The contact with this flag set to on will be used as the default on the Attention line for this customer and ship to code in sales order entry, provided that nothing has been entered on the Attention field for the ship to code, and no Recipient contact exists for the ship to code.
* For contacts not assigned to a ship to code, the contact with the Primary flag set to on will be used for the SAME ship to code.
12. When entering customer contacts, set the Recipient flag to the desired setting for this contact. Only one contact per ship to code can have the Recipient flag set to on.
* The contact with this flag set to on will be used as the default on the Attn line for this customer and ship to code on sales orders. The Business phone number for the contact will be entered in the Phone field for the ship to code.
* For contacts not assigned to a ship to code, the contact with the Recipient flag set to on will be used for the SAME ship to code.
* For more information, see the Addresses section of the Sales Order Entry Features.
13. If the contact is a customer contact, set the Customer Contact flag to on.
* Any combination of the contact flags can be set to on.
14. If the contact is a prospect contact, set the Prospect Contact flag to on.
* Any combination of the contact flags can be set to on.
15. If the contact is a vendor contact, set the Vendor Contact flag to on.
* Any combination of the contact flags can be set to on.
16. Set the Selected flag to on, if this contact is selected for the CSV selection or custom reporting selection with program CMSU, Mail Label Selector.
17. Set the Send Mass Mail flag to on if mass mailings include this contact.
* Mass mailings are performed in program CMSU, Mail Label Selector.
18. Set the Catalog Ok flag to on if catalogs are to be sent to this contact.
* This flag must be set to on for labels to be printed for the contact in program MTMM, Mail To/Prospect Input for Catalogs, or for the contact to be included in selections in program CMSU, Mail Label Selector.
* The Catalog Ok flag setting cascades from the top-level customer/prospect to the mail addresses to the contacts. For example:
* If you set the flag to on at the top-level customer/prospect, all mailing addresses in program MTMM, Mail To/Prospect Input for Catalogs, for the customer/prospect will have the flag set to on, and all contacts for the customer/prospect will have the flag set to on.
* If you set the flag to on at the mailing address level, all contacts assigned to the mailing address will have the flag set to on.
* You can override at the lower levels, but if the upper level is changed, all lower level records will be updated. So, if you have a customer/prospect with the flag set to on, and one mail to address with the flag set to on, and one mail to address with the flag set to off, if you set the customer/prospect flag to off, all mail to addresses for the customer/prospect and all contacts for the customer/prospect will have the flags updated to off.
19. Press [Commit]. Go to one of the following tabs:
* User Info Tab: Enter user information for the contact.
* Phone Tab: Enter telephone numbers for the contact.
* Web Access Parameters: Enter web parameters for the user for this database.
1. In the User ID field, if this contact has a user ID, enter it here. This is a user-defined field.
2. In the Password field, if this contact has a password, enter it here. This is a user-defined field.
3. In the Default Style field, enter the default style for the user. This is a user-defined field..
4. In the Metadata Server field, enter the metadata server for this user. This is a user-defined field.
5. In the Data Server field, enter the data server for this user. This is a user-defined field.
6. If this user is an anonymous user, set the Anonymous flag to on. This is a user-defined field.
7. In the User 1 through 4 fields, enter user-defined codes for the contacts. The list of values will display all previously entered user-defined codes.
* User 1 through 4 field labels are entered in program SPUF, Contact Field User Title Maintenance.
* Codes are defined in program SPUC, Contact User Codes Maintenance. If a code is entered that does not exist in program SPUC, Contact User Codes Maintenance, it will be entered automatically.
8. Enter any notes for this contact.
9. Press [Commit].
1. Multiple telephone numbers can be entered for contacts in the right block of this program. Telephone numbers are entered by telephone type.
* Two telephone types are standard with NDS Applications. These are Business and Fax. All contacts will have these two telephone type records, and they cannot be deleted. Only one record per standard telephone type can be entered per contact.
* Other telephone types are entered in program SPFT, Maintain Phone Types, and are user defined. Multiple records can be entered per user-defined telephone type and contact.
2. Once you have finished entering the contact information, go to the right block of the program to enter telephone numbers.
3. The records for the Business and Fax telephone types will be displayed automatically. These fields can be left blank if they do not apply, but they cannot be deleted.
4. In the Phone Number fields for the Business and Fax telephone types, enter the business and fax telephone numbers for the contact, if appropriate.
5. To enter another telephone type record, select the Phone Type pop-list to the desired setting. This pop-list contains all telephone types entered in program SPFT, Maintain Phone Types.
6. In the Phone Number field, enter the telephone number for the selected phone type.
7. When all telephone numbers have been entered, press [Commit].
Set up user-defined web parameters for users.
1. In the Parameter field, enter the parameter that you are setting up for the contact.
2. Set the Type pop-list to the desired setting.
3. In the Value field, enter the value for this parameter.
4. Press [Commit].
Assign catalogs entered in program SPCG, Catalog ID Maintenance, to a contact
1. All existing catalogs are displayed on this tab.
2. To assign a catalog to a contact, set the Add flag to on. When you save, the Assigned flag to the left of the location field for that catalog will be set to on.
3. To un-assign a catalog from a contact, set the Removed flag to on. When you save, the Assigned flag to the left of the location for that catalog will be set to off.
4. Press [Commit].
You can email your contact using your default MAPI program from this program. Program SPWM, System Contacts Maintenance, uses the browser program defined for the Webbrowser key in program MURM, Initialization Parameter Maintenance, as a starting point in determining the default MAPI program.
* Query the desired customer contact.
* Press the [Mail To] button.
* The program will open a blank email with the contact's email address in the To: field. You would then compose the email and send it.
Press this button to send an email to this contact using your default MAPI program.