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Entering a Contact - Header

No.
Enter the unique code you are assigning to this Contact: this is the means by which this Contact will be identified elsewhere in HansaWorld Enterprise. The field holds up to 20 letters and/or numbers. A default will be offered, based on the Contact Number of the previous record entered.

Once you have saved the record, you cannot change the Contact Number simply by typing into the field. If you need to change a Contact Number, use the Conversions - Master and Conversions - Contacts settings in the System module. These settings will change the Contact Number both here and in all other registers where the Contact has been used.

Short
Use this field if you need an alternative means of identifying the Contact - information entered here appears in the Short column in the 'Contacts: Browse' window. You can give the same Short Code to Contacts of a similar nature so that they will be grouped together in the 'Contacts: Browse' window when you sort it by the Short column. The field holds up to ten letters and/or numbers.

Customer Category
Paste Special    Customer Categories setting, Sales Ledger
Supplier Category
Paste Special    Supplier Categories setting, Purchase Ledger
If the Contact is a Customer, you can assign it to a Customer Category. If it is a Supplier, you can assign it to a Supplier Category.

Customer Categories enable you to classify similar Customers together. Every Customer belonging to the same Category can use the same default Price List, Discount Matrix and Debtor Account, saving you the work of having to specify these for each Customer individually. If you have entered a Default Customer Category in the Contact Settings setting, it will be entered here automatically. If the Contact is a Customer, you must enter a Customer Category if you are using the Demand Customer Category option in the same setting.

Supplier Categories enable you to classify similar Suppliers together. Every Supplier belonging to the same Category can use the same default Creditor and On Account Accounts, saving you the work of having to specify these for each Supplier individually.

Name
Enter the Name of the Contact.

If you want the Contact Name to be printed as part of the address in all documents, use the Organisation Name option in the Form Settings setting in the System module.

Customer, Supplier
Check one or both of these boxes to indicate whether the Contact you are entering is a potential or actual Customer or Supplier (or both). If the Contact is a Contact Person who works for a Customer or Supplier company, do not check either of these boxes unless the Contact Person is also a Customer or Supplier in a private capacity.

If you originally opened the Contact register in a sales-orientated module (e.g. Sales Ledger or Sales Orders module), the new record will be marked as a Customer automatically. If you originally opened the Contact register in a purchase-orientated module (e.g. Purchase Ledger or Purchase Orders module), the new record will be marked as a Supplier automatically. Similarly, if you created the new record by clicking the [New] button in the 'Paste Special' window listing Contacts, these check boxes will be set automatically depending on the context. For example, if you entered a Sales Order, activated 'Paste Special' from the Customer field and clicked [New], the new record will be marked as a Customer.

If you have marked a Contact as a Customer only, you will be able to use it in all sales registers (e.g. Quotations, Sales Orders, Sales Invoices, Deliveries), but not in any purchase registers. Similarly, if you have marked it as a Supplier only, you will be able to use it in all purchase registers (e.g. Purchase Orders, Purchase Invoices, Goods Receipts), but not in any sales registers. You can use both Customers and Suppliers in Activities (i.e. in the Calendar and Task Manager), Customer Letters and Mails.

Once you have marked a Contact as a Customer and you have issued at least one Sales Order or Invoice to that Contact, you will not be able to remove the check from the Customer box. Similarly, if you have marked a Contact as a Supplier and you have received at least one Purchase Order or Invoice from that Contact, you will not be able to remove the check from the Supplier box.

Throughout these web pages, the term "Customer" has been used when referring to Contacts marked as Customers, and the term "Supplier" refers to Contacts marked as Suppliers.

Guest
If you are using the Hotel module and the Contact is a hotel guest, check this box. If you originally opened the Contact register from the Hotel module), the new record will be marked both as a Customer and a Guest automatically.

Update Address
In the UK, you can use this button to obtain the Contact's address from a central post code database. Enter the Contact's post code on the fifth line of the Invoice Address and then press this button. The street name will be placed in the first line of the address and other address details will be brought in as appropriate. A list of premises will also be opened, where you can select the correct house number, house name or company name. The company name will be copied to the Name field above if this is empty, and the house number (if any) will be incorporated into the first line of the address.

Similarly, in Latvia you can obtain the Contact's address from a central VAT Registration Number database. Enter the Contact's VAT Number on the 'Company' card and then press this button.

To use this chargeable internet service, you must have registered your database in the UK or Latvia using the Automatic Internet Enabler method, as described on the Enabler Key page.