RECORD IDENTIFICATION METHODS
Each record is uniquely identified with an ID. Depending upon your initial set-up decision on how to identify your records, you may choose to assign IDs in one or more of the following manners:
Sequential Numbering
Enter a period (.) which uses the next available sequential number as the ID. Example: 2099
Automatic From Name
Enter A to have the system automatically assign an ID which is derived from the first 3 characters of the last name and the first 3 characters of the first name when "P" for Personal is entered, or 6 characters of the company name when "C" for Company is entered. Examples: SMIJOH (SMITH, JOHN) or HOLTOU (HOLIDAY TOURS). The ID will not display until the name or company name has been entered. If there is more than one record with the same name, the ID will contain a number. Examples: SMIJOH, SMIJOH2, SMIJOH3 Exceptions: If 3 characters are not available, the available characters will be used. Examples: ANDED (ANDERSON, ED) TOYR (TOYS R US) AJ (AJ & SONS)
User Defined
To assign an ID of your choice, enter the desired ID (unlimited characters, but only 8 will show on the screen). Do not use a period (.) in the ID.
COMPANY/PERSONAL
Enter P for personal, or C for company. NOTE: If assigning IDs Automatic From Name and if P is entered, the ID will be derived from the last and first names. If a C is entered, the ID will be derived from the company name. A C causes the Company Name to be the primary name. A P causes the person’s name to be the primary name.
NAME
This field is automatically updated with the primary name.
ADDRESS
There are unlimited lines available for the address. These are address lines only, not to include city, state, zip, or country. Space limitations allow only 2 lines to show on the screen, however you may scroll forward/backward to view additional lines. This address is used as a ‘billing address’. Additional addresses may be stored by executing the X-Function entitled Other Addresses.
CSZC
This field contains the city, state, zip code, and country. You are first prompted for the zip code. If the code exists in the Zip Code file, the rest of the information will automatically display. If not, enter the information as prompted.
PHONES
Enter the primary phone number first, followed by the primary fax number, 800 number, modem number, and other numbers, etc. The system will automatically place the hyphens in the appropriate places, provided there are seven (7) or ten (10) numbers entered. Example:
6022422929 displays as 602-242-2929 Extension numbers must be preceded by a comma: 6022422929,43 or 602-242-2929,43 This is a multi-valued field which allows unlimited lines of entry.
TYPES
Enter an appropriate phone type. Enter ??? to view/select from a list of existing phone types. The primary phone number should be coded PHONE1. Fax numbers must have a corresponding type code of FAX. NOTE: The first fax number listed will be used when generating a Fax Cover Sheet. You may use a person’s name as a phone type.
START DATE
Enter the date that this record was initially entered or when activity began. Press RETURN to accept the default of today’s date.
LAST DATE
This is the last activity date for this record which is automatically updated when activity occurs with this record. Example: When A/P or A/R transactions are posted, etc. For initial entry, use today’s date.
COMPANY
Enter a company name if applicable. You are required to enter a name if ‘C’ for COMPANY was selected above.
ATTN
The ‘attention to’ field includes last name, first name, middle initial, title, and degree of the primary contact person:
LAST NAME - Enter the last name. Example: MCMURRY
FIRST NAME - Enter the first name. Example: JOHN
MI - Enter a middle initial if applicable and include the period. Example: L.
TITLE - Enter a title and include the period. Examples: MR. MS. DR. MISS
DEGREE - Enter a degree if applicable and include the periods. Examples: M.D., D.D.S.
POSITION
Enter the contact person’s position. Example: PRESIDENT
NICK
Enter a nickname if applicable. Example: BOB