3.0 Contacts (Clients and Suppliers)

The success of any business depends on how well it serves the clients. Therefore you will naturally want to keep track of them in the best way possible. The contact database contains all the necessary information for you to contact your clients. The contacts are grouped together under the company they work for (or their own name if they don't work for a company).

3.1 Adding New Contacts

On the Main Menu screen in the software, click the "Contacts" button. The "Find Company/Person" lookup screen will list all your existing contacts.

Click on the "New" button (to the right) to set up a new contact.

The top section contains the main contact details for the company. For example:-

The bottom section contains the contact information for individual contacts within the company. For example:-

When you have finished setting up a contact, you can add another company by clicking the "Add" button on the toolbar. The close button will go back to the main screen when you are finished.

Tip! Don't be put off if a box appears to be too small, you can enter as much data as you like. If the contents of the box appears too short, you can double click on the box to zoom in, enabling you to view all the contents.

3.2 Searching for Existing Contacts

On the Main Menu screen, click on the "Contacts" button. The "Find Company/Person" screen will show the companies and people working for them. Tick the "Show All" box if you want to include unlisted companies in your search (i.e. companies with their "List" option set to "No"). In the "Search" box, type the name or part of the name of the contact you're looking for, then press "Enter" on your keyboard to show the matching contacts.

Tip!Ticking the "Search All" box will allow you to search all the fields (e.g. "Notes" and "Address"). This is useful if you've forgotten a contact's name, but remember their address, for example.

When you've found the contact you're looking for, simply double click that line to bring up their details. Alternatively, click on the line then click the "Lookup" button to the right.

3.3 Changing Existing Contact Information

If a company name changes or is spelt incorrectly, then it can be changed by looking up the contact from the "Contacts" screen. Being a relational database, all records (including quotes, invoices etc.) will be updated automatically.

3.4 Deleting Contacts

To delete the main contact, click on the "Delete" button on the toolbar. Note: You will only be able to delete a contact if the contact isn't linked to any existing invoices, quotes, or payments in the Cashbook, etc.

Tip!If you're unable to delete a contact because it's linked to existing invoices, quotes, or payments in the Cashbook, etc., then you can simply 'unlist' them. To do this, set the "List" option to "No". This allows you to keep all the history intact for that contact, without their details getting in the way when searching for contacts.

To delete an individual's details from within the main contact, right click on the applicable line/row for that contact and choose "Delete Selected Line". Alternatively, you can click on the grey area to the left of the person's first name and the entire row will be highlighted. You can then hit the "Delete" key on your keyboard to delete the contact.

3.5 Importing Contacts

The import contacts screen provides you with a convenient way of importing your existing contacts. Before attempting to import contacts, it is highly recommended that you become familiar with the process.

To view the import contacts screen, click on the "Contacts" menu (at the very top of the screen) and select "Import Contacts". You will be presented with the screen shown below:-

The first step is to open your existing contacts list spreadsheet in a program like Microsoft Excel. Then you need to make sure you've arranged the columns in a similiar manner to the layout found on the Import Contacts screen.

Note: For your first import, we recommend that you only import one contact (one line of data) to test the process.

In your contacts list spreadsheet, select the "Company" column containing all of the company names. Copy this column (usually by right clicking with your mouse and choosing "Copy"). Next, on the import contacts screen, click on the "Company" column. The "Company" column should be highlighted. Paste the company name data into the highlighted column by clicking on the "Edit" menu (at the very top of the screen) and selecting "Paste". Repeat this copy and paste procedure for the remaining columns. It is OK if some columns remain blank, the rest of the data will still be imported.

Once you've pasted all the columns of data you require in the Import Contacts screen, it pays to double check it all. Once you are ready to import, simply click on the "Import" button on the toolbar. The time needed to import will depend upon the number of contacts being imported.

Once the import is complete, a message box will appear informing you of how many contacts were imported. If there were any errors during the import, then the message box should tell you why. Any contacts that haven't been imported will remain on the Import Contacts list. From there you can either try and fix them and import again, or delete them, and enter them manually. The most common reason an import won't work is because the company already exists (in which case it is best to enter it manually).

Note: You can close the Import Contacts screen and not lose all the contact data that you have pasted in. It will remain there until you import the data.

3.6 People to Call

The "People to Call" screen lists all the people you need to contact today. This includes all your clients and suppliers who have a recall date of today or earlier. On the Main Menu screen, under "Contacts", click on the "People to Call" button. Contacts are listed by "Recall" date from earliest to latest. If the People to Call list is ignored, then contacts will remain listed until the next time it is looked at. This helps to ensure that contacts are not forgotten.

Once a call has been made, the "Recall" date can be changed or deleted if no call is required. If it's deleted, the contact will disappear from the People to Call screen when the screen is closed.

To view the contact details for people on the People to Call screen, click on the small binoculars button next to the contact of interest. Any contact details can be changed in the Contacts screen.

3.7 Phone List

The Phone List is accessed by clicking "Print Phone List" from the "Contacts" option on the Main Menu screen. It lists the phone number of all contacts and is sorted alphabetically by company name. If a Contact is unlisted (i.e. they have their "List" option set to "No") then they will not appear on this list.

3.8 Address List

The Address List is accessed by clicking "Print Address List" from the "Contacts" option on the Main Menu screen. It lists the postal address of all contacts and is sorted alphabetically by company name. If a Contact is unlisted (i.e. they have their "List" option set to "No") then they will not appear on this list.

3.9 Income and Expense History

To view all income/expenses you've received from a particular contact, lookup that contact, then click on either the "Income" or "Expenses" button on the toolbar. This displays all income or expenses, respectively, (based on entries in the cashbook) for that contact. The date range can be changed at the top of the screen. If no income/expenses are found for the selected contact, then a message appears informing you.

You can print preview or print out the list, using the "Preview" or "Print" buttons.

3.10 Invoice, Quotes, and Project History

Just like with income/expenses (in the prior section) the invoice, project and quotation histories can be viewed by clicking on the corresponding button ("Invoice", "Quotes" or "Projects") on the contacts screen. The date range can be changed at the top of the screen. If no data for the selected contact is found, then a message appears informing you.

You can print preview or print out the list, using the "Preview" or "Print" buttons.