Introduktion till registret Kontakter

Kontaktregistret är där du sparar information om varje företag och de individer du har kontakt med. De kan vara dina kunder, leverantörer, fraktföretag, fabriker eller hyresföretag, försäljningskontakter eller personer som arbetar på företagen. Kontakter behöver inte representera företag som du köpt produkter eller tjänster från, de kan vara vilken leverantör eller kund som helst. Du bör även spara information om personer i kontaktregistret, detta kan vara personer som arbetar för kunderna eller leverantörerna eller privata kontakter. I det första alternativet kommer du ha olika poster för kunden eller leverantören och kontaktpersonen. Kontaktpersonen och kunden eller leverantören kommer att vara länkad och du kan se hur genom registret Kontaktrelationer. (beskrivet här).

Registret kan du komma åt från Modulerna Fakturering, Inköp, Avtal, Offerter, Order, CRM och Serviceordermodulen, om de är installerade. För att öppna ett register, välj knappen [Välj Modul] på Huvudmenyn för att välja någon av dessa moduler och klicka på knappen [Kontakter], även den finns på Huvudmenyn.

Sökfönstret för kontakter öppnas, och du kan se de registrerade kontakterna.

Välj, visa EAN-lok. kod istället för Momsregnr i sökfönstret i inställningen Kontaktinställningar i modulen Fakturering om du vill att EAN-lok. kod ska visas i sökfönstret för kontakter istället för Momsregnr.

Registrera en kontakt

För att registrera en ny Kontakt, klicka på knappen [Ny] eller använd kortkommandot Ctrl-N (Windows och Linux) eller Äpple - N (Mac). Alternativt, markera en kund som är liknar den du vill registrera och klicka [Kopia] på knappraden.

Fönstret Kontakt: Ny visas, det är tomt om du klickat [Ny] eller innehåller samma information som den kopierade kontakten.

Eftersom mängden information om en kontakt inte får plats i ett enda fönster, så har kontaktfönstret delats in i sju flikar. Högst upp på varje finns kontakthuvudet. Det innehåller Kundnummer, Kortkod, Kundkategori, Namn och Avdelning. Det finns sju olika flikar i Kontakthuvudet.

Genom att klicka på flikarna så kan du navigera mellan korten. Kontakthuvudet är alltid synligt, som en påminnelse om vilken Kontakt du jobbar med.

När du registrerar kontaktinformation kan det krävas att man fyller i fält från andra register de kan du se från funktionen 'Klistra in special'. Där du kan använda 'Klistra in special' finns texten tillsammans med modulen där inställningen kan hittas. Klicka på länkarna för alla detaljer av en speciell inställning.

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.

Entering a Contact - Contact Card

Inv. Address
Used as default in    Sales and Purchase Orders, Sales Invoices
Enter here the address to which Sales Invoices, statements, Purchase Orders and Payments are to be sent.

If you want to give a name to each of the individual address lines, use the 'Address' card of the User Defined Fields - Contacts setting in the CRM module. This can be useful if, for example, you want to indicate that the town is always to be typed into the third line of the address. This has been done in the illustration above.

Sort Key
This field can be used in countries where a post code, zip code or other area code appears on a separate line in an address. If you want this information to be printed on your Picking Lists and Delivery Notes, include the "Sorting" field in your Form design.

You can also use this field to organise your Customers into zones to provide a guide for delivery drivers. The Sort Key is copied to the Sorting field of the Sales Order record. The Sorted Order List report in the Sales Order module is a list in Sort Key order of Sales Orders with a particular Planned Delivery Date.

Department
You can record the name of a Department here. This might be necessary if you are dealing with several Departments in the same company.

Alternatively, if your company has several departments, you can specify the one responsible for relations with this company here.

You can sort the Customer List report by Department.

Telephone, Fax, Mobile, E-mail, Skype Name, SIP
Enter the Contact's main telephone, mobile and fax numbers, email and SIP addresses and Skype name here.

If you are using the HansaWorld Enterprise Fax Server, the fax number will be used when faxing documents to this Contact.

You can use the 'Update Fax Numbers' Maintenance function in the System module to remove spaces and dashes from all Contacts' Fax Numbers. This will be necessary if you will be sending faxes through the fax server, in which case fax numbers should not contain non-numeric characters.

The email address will be used when you need to send Mails to the company, and when you need to send Customer Letters by email.

If you need to call the Contact, click the [Communicate] button in the Button Bar:

The following window opens, containing the Contact's contact details:

Subject to your computer or network having the suitable connection software and hardware, click on a contact method in the list on the left, and then click the appropriate button on the right.
[Skype]
If you click this button and the Skype application is running, the Contact will be called using Skype or SkypeOut (if you clicked on a telephone number as the contact method). If the call is answered, a new Activity window will be opened, allowing you to record the details of the conversation immediately. When the call ends, click the [End Activity] button in the Activity: this will bring an End Time and Cost (Time) in to the Activity and will also save the Activity. If you prefer to chat using Skype instead of initiating a voice call, click the Skype Name in the left-hand list and then click the [Chat] button.

[e-Mail]
Click this button to open a new Mail record containing the Contact's email address, allowing you to send an email to the Contact. If you are using Windows and have checked the Use External Mail Software box in the Mail and Conference Settings setting in the E-mail and Conferences module, the new Mail will not be opened in HansaWorld Enterprise but instead in your default mail application.

[Text SMS]
Click this button to open a new Text SMS record containing the Contact's mobile number, allowing you to send a text message to the Contact. To use this chargeable internet service, you must have registered your database using the Automatic Internet Enabler method, as described on the 'Enabler Key' page. The Contact's mobile number must be an international number including country code, with + not 00 as the prefix, as shown in the illustration.
Web Site
If the Contact has a website, enter its address (URL) here.

Primary Contact
Paste Special    Contact Persons in Contact register
Used as default in    Quotations, Sales Orders, Sales Invoices
You can enter the name of your main contact person here: it will be transferred as a default entry whenever you use this Contact record in a transaction. If you need to add more contact names, use the 'Create Contact' function on the Operations menu. The 'Paste Special' list will only contain Contact Persons that work for the Customer or Supplier. Please refer to the Linking Contacts and Companies page for more details.

Classification
Paste Special    Contact Classifications setting, CRM module
This field provides a further means of grouping Contacts of a similar type together. You can use it as a reporting and mailing criterion in the CRM module and in the Sales Ledger. You can assign several Classifications to each Contact record, separated by commas.

The 'Add Class to Customers' Maintenance function in the CRM module allows you to assign Classifications to Customers based on the Items they have bought or not bought.
At the bottom of the 'Contact' card, there is a grid. If the Contact is a Customer or Supplier, this grid will list the Contact Persons working for them. Please refer to the Linking Contact Persons and Companies - the Customer Relations Register page for full details.

Entering a Contact - Delivery Card

Del. Address
Used as a default in    Deliveries, Returned Goods to Supplier records
Specify the Contact's usual delivery address here.

If the Contact has several Delivery Addresses, record them in the Delivery Addresses setting in the Sales Orders module. You will then be able to select the appropriate one in Quotations, Sales Orders, Sales Invoices, Deliveries and Returned Goods to Supplier records as necessary.

If you want to give a name to each of the individual address lines, use the 'Address' card of the User Defined Fields - Contacts setting in the CRM module. This can be useful if, for example, you want to indicate that the town is always to be typed into the third line of the address. This has been done in the illustration above.

Order Comment
If the Contact is a Customer, text entered here will be copied to the Comment fields of all their Quotations ('Del' card), Sales Orders ('Del. Terms' card), Contracts ('Del. Terms' card), Service Orders ('Comment' card) and Sales Invoices ('Delivery' card).

Freight No
If the Contact is a Customer, in some countries you can allocate them a specific Freight Number, to be quoted in every Delivery. If you want Freight Numbers to be printed on delivery documents, include the "Customer Freight Number" field in your Form design.

Region
Paste Special    Regions setting, Sales Ledger
The Region (e.g. the state, province or county) where the Contact is located. If the Contact is a Customer, this will be copied to the Region field in all Quotations, Orders, Invoices and Deliveries. This will be useful if you are situated in a country where sales taxes vary depending on where Customers are located.

Sales Del. Terms
Paste Special    Delivery Terms setting, Sales Orders module
Used as default in    Sales Orders
Purch. Del. Terms
Paste Special    Delivery Terms setting, Sales Orders module
Used as default in    Purchase Orders
Use these two fields to specify the Delivery Terms that you will use when shipping goods to this Contact and that they will use when shipping goods to you. You will tend to use these fields for international companies: examples might be Cost, Insurance, Freight or Free On Board.

You can specify translations in different Languages for each Delivery Term name: the Language in the Contact record (specified on the 'Company' card) will determine which translation will be printed on Delivery Notes and Purchase Orders.

Sales Del. Mode
Paste Special    Delivery Modes setting, Sales Orders module
Used as default in    Sales Orders, Deliveries
Purch. Del. Mode
Paste Special    Delivery Modes setting, Sales Orders module
Used as default in    Purchase Orders
Enter the mode of shipping (i.e. shipping method) that you will tend to use when shipping goods to this Contact and that they will use when shipping goods to you. Examples might be Post or Courier, or might specify the name of the courier that is most frequently used.

You can specify translations in different Languages of each Delivery Mode name: the Language in the Contact record (specified on the 'Company' card) will determine which translation will be printed on Delivery Notes and Purchase Orders.

You can also design different versions of documents such as Invoices, Delivery Notes and Purchase Ordersfor each Delivery Mode, perhaps incorporating appropriate payment instructions. To do this, enter the Delivery Mode in the Language field when defining documents. Document definition is described here.

Delivery Date Based On
If the Contact is a Customer and you issue a Delivery to them from a Sales Order, the Delivery Date can default to the current date or to the Planned Delivery Date entered in the Order. Specify here which option is to be used for this Contact.

If you choose the Planned Delivery Date option, the current date will be used if the Planned Delivery Date in the Order is blank. The Planned Delivery Date field must use the Date format, set in the Planned Delivery setting in the Sales Orders module.

Entering a Contact - Terms Card

Sales Pay. Terms
Paste Special    Payment Terms setting, Sales/Purchase Ledger
Used as default in    Quotations, Sales Orders, Sales Invoices
Purch. Pay. Terms
Paste Special    Payment Terms setting, Sales/Purchase Ledger
Used as default in    Purchase Orders, Purchase Invoices
Specify here the Payment Terms to be used with the Contact. These Terms will be copied to Sales and Purchase Invoices, where they will ensure that the Due Dates are calculated correctly. Payment Terms also allow you to configure a system of early settlement discounts.

Specifying Sales or Purchase Payment Terms in each Invoice provide the basis for the debt chasing and credit management reports provided in HansaWorld Enterprise.

In the Baltic States, there are circumstances where Purchase Invoices should follow the same number sequence as that used by Payments and Cash Out records. For this to happen, define the number sequences using the right-hand From and To fields on flip C of the Payment Modes setting. Then check the Common Number Series box in the Cash Book Settings setting in the Cash Book module. Finally, enter Payment Modes to the Purch. Pay. Terms field for cash Suppliers. When you enter such a Supplier in a Purchase Invoice, the Invoice Number will change to one in the correct sequence. When you approve the Invoice, it will be treated as paid and no posting to a Creditor Account will be made. Instead, a credit posting will be made to the Account of the Payment Mode (i.e. a bank or cash Account).

If you have entered a Default Payment Term in the Contact Settings setting, it will be entered to the Sales Pay. Terms field automatically.

Sales Credit Limit
Specify here the Credit Limit that you have granted to this company. This figure should be in your home Currency. You can use the Credit Limit setting in the Sales Ledger can be used to warn against or prevent the entering of Orders or Invoices for Customers who have exceeded their Credit Limit.

If you want to allow a company no credit at all, set their Sales Credit Limit to 0.01.

Purch. Credit Limit
Specify the Credit Limit extended to your firm by this company here. This is for information only.

Their Supp. Code
If the Contact is a Customer, enter the Supplier Number that they are using for your firm in their database.

Their Cust. No.
If the Contact is a Supplier, enter the Customer Number that they are using for your firm in their database. If you want this to be printed on Purchase Order documents, Purchase Order Contracts, Purchase Order Quotations and Supplier Invoices, include the "Own Customer Number" field in your Form designs. If you want it to be printed in Payment Forms, include the "Our Customer Number" field in your Form design.

Invoice To
Paste Special    Customers and Suppliers in Contact register
If the Contact is a Customer who will not be paying your Invoices themselves but may, for example, be purchasing through a leasing company, enter the Contact Number of that company here (that company must also be a Customer or a Supplier in the Contact register).

When Sales Invoices for this Customer are created from Sales Orders, they will be made out to the company specified here.

Purch. Invoice To
Paste Special    Suppliers in Contact register
If the Contact is a Supplier that uses a factoring company (to which Payments are to be sent), enter the Contact Number of that company here (that company must also be a Supplier in the Contact register).

ANA Code
Record the unique number assigned by the Article Numbering Association to this Contact here. This will most usually be necessary if the Contact is an EDI (Electronic Data Interchange) Customer (set using the check box described below) or is a Supplier to whom you will issue EDI Purchase Orders. In the UK, companies with an ANA Code can create their own bar codes.

Min. Order Sum
If the Contact is a Supplier, record here the minimum order value they will accept. This is for information purposes only, although it can be shown in the Purchase Order Stock report.

Interest Rate
If the Contact is a Customer to whom you may be issuing Interest Invoices, enter here the annual rate of interest to be used in calculating interest charges.

If you leave this field blank, the percentage will be taken from the Interest setting in the Sales Ledger. Wherever the percentage is taken from, the Sales Account and VAT Code are specified using the Interest setting: you can also use that setting to specify any fee to be levied for the raising of Interest Invoices.

Interest Invoices are raised using the 'Create Interest Invoices' Maintenance function in the Sales Ledger, and will only be raised for Customers whose Interest box has been checked (described below).

Reference
If the Contact is a Supplier, the Reference entered here will be copied to the Reference field on the 'Terms' card of any Purchase Invoices entered in the Supplier's name.

Creation Date
This field automatically records when this Contact record was added to your HansaWorld Enterprise database and cannot be changed.

You can use the Customer List report to list Customers that were added or changed after a certain date.

Last Changed
This field is updated automatically whenever you make a modification to the Contact record on screen.

Closed
Check this box if the Contact is no longer to be used (if the Contact is a Customer or Supplier, you cannot delete it altogether if Sales Orders or Sales or Purchase Invoices have been raised in their name). Closed Contacts will appear in the 'Contacts: Browse' window but not in the Contacts 'Paste Special' list. You will not be able to enter Sales Orders or Sales or Purchase Invoices for closed Customers or Suppliers. You can re-open a closed Contact at any time.

If the Closed Contact is a Contact Person working for a Customer or Supplier company, they will still appear in the list of people working for that company at the bottom of the 'Contact' card, but a red line will be drawn through their name and details. They will not appear in the 'Paste Special' list of Contact Persons obtained from the Primary Contact and Attn. fields in various registers.

EGO Customer
This check box is designed for use in Denmark, where Invoices issued to some Customers are not printed out but are sent electronically to a third party such as the Post Office for processing. Check this box for all such Customers. Please refer to your local HansaWorld representative for full details.

On Hold
If the Contact is a Customer that you have put on hold, check this box. You can raise Sales Invoices for Customers that are on hold, but you will not be able to approve them (commit them to the Sales and Nominal Ledgers). You will be able to enter Orders for such Customers, but you won't be able to create Deliveries (ship any goods to them).

Some Maintenance functions (e.g. 'Create Contract Invoices' in the Contracts module and 'Create Deliveries from Orders') will not create new records for Customers that are on hold.

EDI Customer
The EDI (Electronic Data Interchange) module allows you to receive Sales Orders and issue Invoices electronically in particular formats. If you have this module and this Contact is a Customer that uses this system, check this box. You can only raise EDI Invoices for Customers with this box checked. Please refer to your local representative for full details.

Reminders
Check this box if the Contact is a Customer that you want to receive Open Invoice Customer Statements and Reminders for late payment.

If this box is on for a Customer, you can ensure reminders are not sent for particular Invoices by checking the No Reminder box on the 'Delivery' card of the Invoice screen.

Allow Login
If you are using the HansaWorld Enterprise Web Shop facility and wish to allow this Contact to place Orders over the web, check this box. They can use their Customer Number or email address as Login IDs, and you can allocate them a password using the 'Change Password' function on the Operations menu of the 'Contacts: Browse' window.

If you would like this check box to be on by default in new Contact records, use the Allow Login option in the Contact Settings setting.

Interest
Check this box if the Contact is a Customer that is to be sent interest Invoices for late payments. Please refer here for full details of this feature.

If this box is on for a Customer, you can ensure interest is not charged on particular Invoices by checking the No Interest box on the 'Delivery' card of the Invoice screen.

Fiscal Invoices Only
If the Contact is a Customer, check this box if their Invoices are to be classified as Fiscal Invoices. Fiscal Invoices should be printed on fiscal printers in some countries.

On Account
Check this box if the Contact is Customer from whom you want to be able to receive Prepayments and On Account Receipts (i.e. you want to allow them to pay before you have invoiced them) and/or the Contact is a Supplier to whom you want to be able to issue Prepayments and On Account Payments (i.e. to be able to pay them before you receive Invoices). Full details of the sales side can be found here and of the purchase side here.

On the sales side, before you can enter Prepayments and On Account Receipts, you must specify an On Account A/C on the 'Debtors' card of the Account Usage S/L setting. Alternatively, you can specify such an Account in the Debtors On Account A/C field in the Customer Category. This Account will be credited with the value of these Receipts.

On the purchase side, before you can enter Prepayments and On Account Payments, you must specify an On Account A/C on the 'Creditors' card of the Account Usage P/L setting. Alternatively, you can specify such an Account in the Supplier Category or in the individual Contact record (on the 'Accounts' card). This Account will be debited with the value of these Payments.
If you would like this check box to be on by default in new Contact records, use the On Account option in the Contact Settings setting.

No Mass Letters
Check this box if you want printed letters to be sent to the Contact when specifically addressed to them, but you do not want the Contact to be included in mass mailing campaigns. A mass mailing campaign is one generated from a Customer Letter whose Customer field is empty.

You can switch this option on or off for several Contacts at once using the Maintenance function in the CRM module. If you would like this check box to be on by default in new Contact records, use the No Mass Letters option in the Contact Settings setting.

No Mass Emailing
Check this box if you want single emails to be sent to the Contact when specifically addressed to them, but you do not want the Contact to be included in mass emailing campaigns. A mass emailing campaign is one generated from a Customer Letter whose Customer field is empty.

You can switch this option on or off for several Contacts at once using the Maintenance function in the CRM module. If you would like this check box to be on by default in new Contact records, use the No Mass Emailing option in the Contact Settings setting.

No Factoring
If you use a factoring company to pay your Sales Invoices, you will regularly use the 'Invoices for Factoring' Export function in the Sales Ledger to send details of your Invoices to the factoring company. If you want to receive payment from a particular Customer yourself and do not want details of that Customer's Invoices to be sent to the factoring company, check this box.

No Environment Tax
If the Contact is a Customer, check this box if you do not want environment tax to be charged on their Invoices. Please refer to the description of the Environment Tax setting here for full details of this feature.

No Extra Tax
If the Contact is a Customer, check this box if you do not want Extra Tax to be charged on their Invoices. Please refer to the description of flip B of the VAT Codes setting here for full details of this feature. If you want to charge Extra Tax to a Customer but at a discounted rate, use the Extra Tax Customer Discounts setting in the Sales Ledger.

If the Contact is a Supplier, this check box will not apply. Extra Tax will always be calculated in Purchase Invoices at the full rate if the VAT Code has a Tax %.

No Region Perceptions
If the Contact is a Customer, check this box if you do not want Regional Perception Tax to be charged on their Invoices. Please refer to the description of the Regional Perception Taxes setting here for full details of this feature. If you want to charge Regional Perception Tax to a Customer but at a discounted rate, use the Regional Perception Customer Discounts setting in the Sales Ledger.

Group Invoicing Only
Check this box if the Contact is a Customer to whom Invoices can only be issued from Sales Orders using the 'Group Invoicing' Maintenance function. You will not be able to issue Invoices using the 'Invoice Delivered Orders' Maintenance function or the 'Create Invoice' function on the Operations menu of the Sales Order window. You will still be able to enter Invoices directly to the Invoice register.

Entering a Contact - Terms Card - Check Boxes

This page describes the check boxes on the 'Terms' card of the Contact record. Please follow the links below for descriptions of the other cards:
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Closed
Tick this box if a Contact is no longer to be used (if a Contact is a Customer or Supplier, you cannot delete it altogether if they have at least one Sales Order or Sales or Purchase Invoice). Closed Contacts will appear in the 'Contacts: Browse' window but not in the Contacts 'Paste Special' list. You will not be able to enter Sales Orders or Sales or Purchase Invoices for closed Customers or Suppliers. You can re-open a closed Contact at any time.

If a Closed Contact is a Contact Person working for a Customer or Supplier company, they will still appear in the list of people working for that company at the bottom of the 'Contact' card, but a red line will be drawn through their name and details. They will not appear in the 'Paste Special' list of Contact Persons when you open it from the Primary Contact and Attention fields in various registers.

You can mark several Customers or Suppliers as Closed at once using the 'Close Contacts' Maintenance function in the CRM module.

EGO Customer
This check box is designed for use in Denmark, where Invoices issued to some Customers are not printed out but are sent electronically to a third party such as the Post Office for processing. Tick this box for all such Customers. Please refer to your local HansaWorld representative for full details.

On Hold
If a Contact is a Customer that you have put on hold, tick this box. You can raise Sales Invoices for Customers that are on hold, but you will not be able to mark them as OK (commit them to the Sales and Nominal Ledgers). You will be able to enter Orders for such Customers, but you won't be able to create Deliveries (ship any goods to them).

Some Maintenance functions (e.g. 'Create Contract Invoices' in the Contracts module and 'Create Deliveries from Orders') will not create new records for Customers that are on hold.

EDI Customer
The EDI (Electronic Data Interchange) module allows you to receive Sales Orders and issue Invoices electronically in particular formats. If you are using this module and a Contact is a Customer that uses this system, tick this box. You can only raise EDI Invoices for Customers for whom this box has been ticked. Please refer to your local representative for full details.

Reminders
Tick this box if a Contact is a Customer to whom you will need to send Reminders for late payment when appropriate.

If you have ticked this box in the Contact record for a particular Customer, you can ensure that reminders will not be sent for individual Invoices by ticking the No Reminder box on the 'Delivery' card of the Invoice window.

If you have not ticked this box in the Contact record for a Customer, Reminders will never be printed for that Customer. You can also specify that Open Invoice Customer Statements will not be printed for that Customer, by selecting the Customers with Reminders Only or Skip No Reminders options. The Skip No Reminders option will also exclude Invoices in which you have ticked the No Reminder box from the statements. When sending Open Invoice Customer Statements by email using the 'Create Open Invoice Customer Statement Email' Maintenance function, statements will never be sent to the Customer.

Allow Login
If you are using the Standard ERP Web Shop facility and wish to allow the Contact to place Orders over the web, tick this box. They can use their Customer Number or email address as Login IDs, and you can allocate them a password using the 'Change Password' function on the Operations menu of the 'Contacts: Browse' window.

If you would like this check box to be ticked by default in new Contact records, select the Allow Login option in the Contact Settings setting.

Interest
Tick this box if a Contact is a Customer that is to be sent interest Invoices for late payments. Please refer here for full details about this feature.

If you have ticked this box in the Contact record for a particular Customer, you can ensure interest will not be charged for individual Invoices by ticking the No Interest box on the 'Delivery' card of the Invoice screen.

Fiscal Invoices Only
If a Contact is a Customer, tick this box if their Invoices are to be classified as Fiscal Invoices. Fiscal Invoices should be printed on fiscal printers in some countries. Please refer to your local HansaWorld representative for more details.

On Account
Tick this box if a Contact is Customer from whom you want to be able to receive Prepayments and On Account Receipts (i.e. you want to allow them to pay before you have invoiced them) and/or the Contact is a Supplier to whom you want to be able to issue Prepayments and On Account Payments (i.e. to be able to pay them before you receive Invoices). Full details about the sales side can be found here and about the purchase side here.

On the sales side, before you can enter Prepayments and On Account Receipts, you must specify an On Account A/C on the 'Debtors' card of the Account Usage S/L setting. Additionally, you can specify such an Account in the Debtors On Account A/C field in the Customer Category. This Account will be credited with the value of these Receipts.

On the purchase side, before you can enter Prepayments and On Account Payments, you must specify an On Account A/C on the 'Creditors' card of the Account Usage P/L setting. Additionally, you can specify such an Account in the Supplier Category or in the individual Contact record (on the 'Accounts' card). This Account will be debited with the value of these Payments.
If you would like this check box to be ticked by default in new Contact records, select the On Account option in the Contact Settings setting.

No Mass Letters
Tick this box if you do not want printed letters to be sent to the Contact from the Customer Letter register.

Note that if you have included a Contact in a Mailing List that you have used in a Customer Letter, printed letters will be sent to the Contact from that Customer Letter even if this box is ticked.

You can switch this option on or off for several Contacts at once using the 'Mass Emailing' Maintenance function in the CRM module. If you would like this check box to be ticked by default in new Contact records, select the No Mass Letters option in the Contact Settings setting.

No Factoring
If you use a factoring company to pay your Sales Invoices, you will regularly use the 'Invoices for Factoring' Export function in the Sales Ledger to send your Invoices to the factoring company. If you want to receive payment from a particular Customer yourself and do not want that Customer's Invoices to be sent to the factoring company, tick this box.

The 'Invoices for Factoring' Export function is capable of creating files in many different formats suitable for sending to many different banks. You should specify the format that you wish to use by choosing a Factoring Bank in the Factoring Export setting in the Sales Ledger. The 'Invoices for Factoring' function will not export Invoices issued to Customers in which the No Factoring box has been ticked if you are using one of the following Factoring Banks :

If you are using a Factoring Bank that is not listed above, the No Factoring check box will be ignored (i.e. a Customer's Invoices will be exported by the 'Invoices for Factoring' Export function even if you have ticked the No Factoring box for that Customer).

If you are using the 'Finvoice' Export function in the Sales Ledger, you can again use the No Factoring box to prevent that function from exporting Invoices issued to a particular Customer. The 'Finvoice' Export function is only available in Finland (i.e. when the VAT Law in the Company Info setting is "Finnish").

No Mass Emailing
Tick this box if you want do not emails to be sent to the Contact from the Customer Letter register.

Note that if you have included a Contact in a Mailing List that you have used in a Customer Letter, letters will be emailed to the Contact from that Customer Letter even if this box is ticked.

You can switch this option on or off for several Contacts at once using the 'Mass Emailing' Maintenance function in the CRM module. If you would like this check box to be ticked by default in new Contact records, select the No Mass Emailing option in the Contact Settings setting.

No Extra Tax
If a Contact is a Customer, tick this box if you do not want Extra Tax to be charged on their Invoices. Please refer to the description of flip B of the VAT Codes setting here for full details about this feature. If you want to charge Extra Tax to a Customer but at a discounted rate, use the Extra Tax Customer Discounts setting in the Sales Ledger.

If a Contact is a Supplier, this check box will not apply. Extra Tax will always be calculated in Purchase Invoices at the full rate if the VAT Code has a Tax %.

No Environment Tax
If the Contact is a Customer, tick this box if you do not want environment tax to be charged on their Invoices. Please refer to the description of the Environment Tax setting here for full details about this feature.

No Region Perceptions
This option is only used in Argentina and will not be visible in many countries.

If a Contact is a Customer, tick this box if you do not want Regional Perception Tax to be charged on their Invoices. If you want to charge Regional Perception Tax to a Customer but at a discounted rate, use the Regional Perception Customer Discounts setting in the Sales Ledger.

Group Inv. Only
Tick this box if a Contact is a Customer to whom Invoices can only be issued from Sales Orders using the 'Group Invoicing' Maintenance function in the Sales Orders module. Selecting this option will mean that you will not be able to create Invoices directly from Orders or Deliveries using the 'Invoice' function on the Create menu, and the 'Invoice Delivered Orders' Maintenance function will not create Invoices for the Customer. You will still be able to enter Invoices directly to the Invoice register.

The 'Group Invoicing' Maintenance function includes an Only Group Invoice Customers option that you can use if you only want to issue Invoices to Customers for whom the Group Inv. Only box has been ticked.

Reverse VAT
Tick this box if a Contact is a Customer in the Domestic VAT Zone to whom you will sell Items of any value on a reverse charge VAT basis. If you do not tick this box, you will still be able to sell Items on a reverse charge VAT basis, but only if the value of the sale falls between specified minimum and maximum figures. Please refer to the 'Reverse Charge VAT in Sales Invoices' page for more details about selling Items on a reverse charge VAT basis to a Customer in the Domestic VAT Zone. This option will only be visible in Latvia, Lithuania, Poland and the UK (i.e. when the VAT Law in the Company Info setting is "Latvian", "Lithuanian", "Polish" or "Default").

Self Billing
Used as default in    Invoices and Purchase Invoices
A self-billing Invoice is an Invoice that a company issues to itself. For example, a company may have received goods from a Supplier on the agreement that invoicing will occur as it sells or consumes them. That company will create self-billing Purchase Invoices when necessary, notifying the Supplier as it does so. That Supplier should then create corresponding Sales Invoices. If you are the Supplier in a self-billing agreement, you can mark the Contact record for your Customer as self-billing using this check box. Similarly, if you are the Customer in a self-billing agreement, you can mark your Supplier as self-billing. When you create Sales or Purchase Invoices for the Customer or Supplier respectively, they will be marked as self-billing. Self-billing Invoices and Purchase Invoices are separately flagged when included in SAF-T exports in Portugal.
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The Contact register in Standard ERP:

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Entering a Contact - Pricing Card

Price List
Paste Special    Price List register, Pricing module
Used as default in    Quotations, Sales Orders, Sales Invoices
If the Contact is a Customer and you wish to assign a particular Price List to them, you can do so here. It will determine the prices used in all sales transactions for this Customer.

Note that you can also allocate Price Lists to Customer Categories. This makes it easy to allocate or change the Price List of a group of Customers in a single step. Any Price List specified here will override that of the Customer Category (if any) to which the Customer belongs.

Please refer to the Price List page for full details of how to use Price Lists. If you need to use dated Price Lists, please refer also to the section below describing the Price Based On options.

Sales Currency
Paste Special    Currency register, System module
Used as default in    Quotations, Sales Orders, Sales Invoices
Purch. Currency
Paste Special    Currency register, System module
Used as default in    Purchase Orders, Purchase Invoices, Goods Receipts
Use these two fields to specify the Currencies to be used when selling to and buying from this Contact.

When you enter a sales transaction, all prices of Items will be converted from the home Currency to the Sales Currency specified here using the latest Exchange Rates.

When you enter Purchase Orders manually, all prices of Items will be converted from the home Currency to the Purch. Currency specified here using the agreed Exchange Rate. When you create Purchase Orders using the automated 'Create Purchase Orders' function, the Purch. Currency specified here and the latest Exchange Rate will be used.

You will not be able to use any Currency in sales or purchase transactions in the name of this Contact other than those specified here. If you need to be able to use more than one Currency with a particular Contact, leave these fields blank.

Once you have specified a Sales Currency and have used the Contact in a sales transaction of any kind, you should not change the Sales Currency. Similarly, you should not change the Purch. Currency once you have used the contact in a purchasing transaction.

Discount Matrix
Paste Special    Discount Matrix register, Pricing module
Used as default in    Quotations, Sales Orders, Sales Invoices
If the Contact is a Customer and you wish to assign a particular Discount Matrix to them, you can do so here. Discount Matrices allow you to set up a quantity discount structure and are fully described here. When you enter a sales transaction for this Customer, the Discount Matrix entered here will determine the default percentage discount for each Item, depending on the quantity ordered.

You can also allocate Discount Matrices to Customer Categories. This makes it easy to allocate or change the Discount Matrix of a group of Customers in a single step. Any Discount Matrix specified here will override that of the Customer Category (if any) to which the Customer belongs.

Salesman
Paste Special    Person register, System module
Used as default in    Quotations, Sales Orders, Sales Invoices, Purchase Invoices
Enter the initials of the salesman responsible for this Contact's account. By default, Sales Orders and Sales and Purchase Invoices for this company will be attributed to the salesman entered here.

This field is also used by the Limited Access module: please refer to the description of the Sales Group field (below) for details.

Default Items
Paste Special    Default Items setting, Sales Ledger
The Default Items setting allows you to define sets of Items that are always to appear on Sales Invoices for certain Customers. If this Contact is a Customer, specify here a particular Default Item record (i.e. a particular set of Items) for them. When you enter an Invoice, the default Items will be added when you enter the Customer Number. They will also be added to Sales Invoices created from Orders (although they will not appear in the Orders themselves or in Deliveries) and to those created in batches using the 'Group Invoicing' Maintenance function in the Sales Orders module. They will not appear in Interest Invoices.

Sales Group
Paste Special    Sales Groups setting, System module
Default taken from    Salesman
The Sales Group is brought in from the Person record after you have entered a Salesman. If you have the Limited Access module, you can use this field to prevent a user from seeing all Contacts in the 'Contacts: Browse' and Contact 'Paste Special' windows by restricting their view to their own Contacts or to those of their Sales Group.

Please refer to the page describing the Person register for full details of the Limited Access module.

Price Based On
When you enter Sales Orders, if you are using dated Price Lists the choice of Price List can depend on the Order Date, the Planned Delivery Date or the Despatch Date. Specify here which option is to be used for this Contact, if it is a Customer.

If you choose the Planned Delivery Date option, the standard Price List will be used if the Planned Delivery Date in the Sales Order is blank or in the wrong format. The Planned Delivery Date field must use the Date format, set in the Planned Delivery setting in the Sales Orders module. If you choose the Despatch Date option, the standard Price List will be used if the Despatch Date in the Sales Order is blank. The standard Price List is the one specified for the Customer in the field above, or the one in the Customer Category.

When you enter Invoices directly to the Invoice register, Price List selection will always depend on the Invoice Date. Similarly, when you enter Quotations, Price List selection will always depend on the Quotation Date.

Dated Price Lists are described here, with an example here.

Entering a Contact - Company Card

Comment
If the Contact is a Supplier, text entered here will be copied to the Comment field of all their Purchase Invoices ('Other' card).

Warning on Sales
If the Contact is a Customer, text entered here will appear as a warning whenever you enter a Sales Order or Sales Invoice in their name.

Warning on Purchase
If the Contact is a Supplier, text entered here will appear as a warning whenever you enter a Purchase Order or Purchase Invoice in their name.

Language
Paste Special    Languages setting, System module
You can design different versions of documents such as Invoices, Purchase Orders and Delivery Notes, containing text in various Languages. The appropriate version of each document will be printed for each Contact, depending on Language specified here. You can override this Language in individual Orders, Invoices, etc. In addition, some of the information shown on screen and in printed documents, such as Item Names, Payment Terms and Delivery Modes, will be in the appropriate translation.

Reg. No. 1
If the Contact is a limited company, enter their Company Registration Number here.

The Customer Status report contains a [Credit History] text button that will open a separate report showing the Customer's credit history. This is a chargeable internet service: to use it you must have entered a Reg No 1 in this field for the Customer whose credit history you are interested in, and you must have registered your database in Estonia using the Automatic Internet Enabler method, as described on the 'Enabler Key' page.

Country
Paste Special    Countries setting, System module
Enter the Country in which the Contact is located. If you then enter a VAT Number below, HansaWorld Enterprise will check it is in the correct format for the Country, assuming you have defined VAT Number formats for each Country in the VAT Number Masks setting in the System module.

Reg. No. 2
Paste Special    Registration Defaults setting, Sales Ledger
This field is used in Finland, where companies have two registration numbers.

Elsewhere, you can use the 'Paste Special' link to the Registration Defaults setting to bring in default Sales and Purchase VAT Codes and Language.

Sales VAT Code
Paste Special    VAT Codes setting, Nominal Ledger
Purch. VAT Code
Paste Special    VAT Codes setting, Nominal Ledger
If the Contact is a Customer, the Sales VAT Code will determine the rate at which VAT will be charged in sales to this Contact and the Output VAT Account to be credited.

When you create Sales Orders or Sales Invoices for this Customer, this Sales VAT Code will take precedence over the VAT Codes specified in the Item and the Item Group and on the 'Sales' card of the Account Usage S/L setting in the Sales Ledger. Usually, you should only specify a Sales VAT Code here for an individual Customer if for some reason your usual VAT accounting method does not apply to them.

If the Contact is a Supplier, the Purch. VAT Code will determine the rate at which VAT will be charged to you by this Contact and the Input VAT Account to be debited.

When you enter Purchase Invoices for this Supplier directly to the Purchase Invoice register, this Purch. VAT Code will take precedence over the VAT Codes specified in the Account record and in the Account Usage P/L setting in the Purchase Ledger.

Similarly, when you create Purchase Invoices for this Supplier from Goods Receipts, this Purch. VAT Code will take precedence over the VAT Codes specified in the Item and the Item Group and in the setting in the Purchase Ledger, but will be overridden by the VAT Code specified for the Item(s).

VAT Reg No
It is important that you record the Contact's VAT Number here if they are in the "Within EU" Zone as this information is required for EU VAT reporting purposes.

When you save the record, there will be a that the VAT Number has not been used in any other Contact record. If this check fails, you will be warned, but you will still be able to save the record. To find the other Customer, open the 'Contacts: Browse' window using the F3/⌘-Shft-F keyboard shortcut and sort the list by VAT Reg. No.

HansaWorld Enterprise can also check that the VAT Number entered here is in the correct format for the Country specified above. To use this feature, define the correct formats in the VAT Number Masks setting in the System module. If the Country above is blank, the check will be made using the Country from the Company Info setting (i.e. your own country). If that is blank, no validation check will be made. Because of this feature, be sure to enter the Contact's Country above before their VAT Number.

Type
Use these options to specify whether the Contact is a company or an individual person. This will affect the check that the VAT Number is correct in Argentina and Paraguay.

VAT Zone
Used as default in    Quotations, Sales and Purchase Orders, Sales and Purchase Invoices
Select a Zone for this Contact. This will be used in Sales and Purchase Orders and in Sales and Purchase Invoices to control VAT calculation and accounting, and the choice of Sales Account. You can assign separate default sales VAT Codes and Sales Accounts to each Zone on the 'Sales' card of the Account Usage S/L setting in the Sales Ledger. You can assign separate default purchase VAT Codes to each Zone on the 'VAT' card of the Account Usage P/L setting in the Purchase Ledger.

On the sales side, it is important that you record the VAT Numbers (see above) of Customers in the "Within EU" Zone.

When you raise Sales Invoices for Customers in the "Within EU" and "Outside EU" Zones, VAT will not be charged, irrespective of the VAT Code used on the 'Sales' card of the Account Usage S/L setting. If you want VAT to be calculated and credited to the Output Account from the VAT Code in the normal way, place these Customers in the "Inside EU (Post VAT)" and "Outside EU (Post VAT)" Zones.

Similarly, on the Purchase Side, VAT will not be calculated on Purchase Invoices received from Suppliers in the "Outside EU" Zone. If the Supplier is in the "Inside EU" Zone, VAT from Purchase Invoices will be debited to the Input Account from the VAT Code and credited to the Output Account from the VAT Code. For this reason, it is recommended that you use dedicated VAT Code for VAT on EU Acquisitions, with Input and Output Accounts that are not used in any other VAT Code. The full Invoice amount will be debited to the Cost Account. If you want VAT to be calculated in the normal way, with no posting to the Output Account and with the total excluding VAT being debited to the Cost Account, place your Suppliers in the "Inside EU (Post VAT)" and "Outside EU (Post VAT)" Zones.

Entering a Contact - Accounts Card

Creditor A/C
Paste Special    Account register, Nominal Ledger/System module
If the Contact is a Supplier and you want to use a particular Creditor Account, enter its Account number here.

If you leave this field empty the Creditor Account will be taken from the Supplier Category (or the Customer Category if the Supplier Category field is empty) or from the Creditor Account on the 'Creditors' card of the Account Usage P/L setting.

Bank Account
Enter the Contact's main bank account number here. If the Contact is a Supplier, this bank account number will be transferred to any Purchase Invoices and Payments (flip H) entered in the Supplier's name, facilitating payment by the transfer of funds between banks.

Cost A/C
Paste Special    Account register, Nominal Ledger/System module
If the Company is a Supplier, you can determine that a particular Cost Account (i.e. Purchase Account) will be offered as a default in the first Purchase Invoice row when you enter a new Purchase Invoice. This can be particularly useful in the cases of specialist Suppliers and of Suppliers of services such as electricity or telephone services, whose Purchase Invoices are usually debited to the same Account.

If you want to set a default Cost Account for this Supplier, enter its Account Number here.

Note that this field must contain a value if you intend to raise Purchase Invoices in this Supplier's name remotely from the Purchase Order screen and you are using the Consolidate Items to Supplier Cost Account or Consolidate by Items and Project options in the Purchase Invoice Settings setting. In the case of the Consolidate Items to Supplier Cost Account option, this will be the Cost Account debited by those Purchase Invoices.

Bank Account 2
This field is used by the 'Banking File' Export function. Please refer to your local HansaWorld representative for details.

Cred. On Acc. A/C
Paste Special    Account register, Nominal Ledger/System module
If the company is a Supplier and you need to be able to issue Prepayments or On Account Payments to them without reference to a specific Invoice, you may want to use a special Account for such Payments. Specify that Account here, and switch on the On Account check box on the 'Terms' card.

When you issue a Prepayment or On Account Payment, it will be debited to this Account. Subsequently, when you receive the Invoice and allocate it to that Payment, the same Account will be credited in place of the default Creditor Account. Please refer to the On Account Payments and Prepayments page for full details of this process.

The Account specified here will override any such Accounts specified for the Supplier Category of the Supplier or in the Account Usage P/L setting ( card).

On the sales side, it is not possible to specify a Debtor On Account A/C at company level. This will always be taken from the Customer Category or from the Account Usage S/L setting.

Account Operator
Paste Special    Banks setting, Purchase Ledger
Enter the name of the Contact's bank or building society here. If the company is a Supplier, their bank information will be transferred to any Purchase Invoices ('Other' card) and Payments (flip H) entered in their name, facilitating payment by the transfer of funds between banks.

Sales Objects
Paste Special    Object register, Nominal Ledger/System module
Used as default in    Quotations, Sales Orders, Sales Invoices
Purch. Objects
Paste Special    Object register, System module
You can specify up to 20 Objects in each of these fields, separated by commas. You might define separate Objects to represent different departments, cost centres or product types. This provides a flexible method of analysis that can be used in Nominal Ledger reports.

The Sales Objects will be used as defaults in all Sales Orders, Sales Invoices and other sales transactions involving this company.

On the purchase side, when you enter a Purchase Invoice, the Purch. Objects entered here will be brought in to the Objects field on the 'Terms' card of the Purchase Invoice screen if you are using the Objects on Creditor Account option in the Account Usage P/L setting. In any Nominal Ledger Transactions generated from the Invoice, these Objects will be assigned to the debit posting to the Purchase Account(s) and, if you are using the Objects on Creditor Account option, to the credit posting to the Creditor Account.

When a Nominal Ledger Transaction is generated from a Goods Receipt, the Purch. Objects will be assigned to the credit posting to the Purchase Accruals Account. If you are using the Supplier Object on Stock A/C option on the 'Creditors' card of the Account Usage P/L setting, they will be assigned to the debit posting to the Stock Account as well.

IBAN Code
If the Contact has an IBAN (International Bank Account Number), enter it here. IBAN is a standard account number format, permitting cross border payments in Europe. This information will be used when necessary by HansaWorld Enterprise's electronic payment and payment export functions.

Sort Code
Enter the Sort Code (branch number) of the company's bank here. If the company is a Supplier, their Sort Code will be transferred to any Purchase Invoices ('Identifiers' card) and Payments (flip H) entered in the Supplier's name, facilitating payment by the transfer of funds between banks.

Withholding Payment Modes
Paste Special    Payment Modes setting, Sales/Purchase Ledger
This field is intended for use in Argentina, where the responsibility for the collection of some of the input VAT lies with the recipient of Purchase Invoices. This is done by paying a percentage of the Invoice amount directly to the authorities. You can define separate Payment Modes with different percentages, and then, if the Contact is a Supplier, specify those that can be used with the Supplier using this field. This will ensure that the percentage calculation is always correct for this Supplier. The Payment Mode must be of the Withholding Type. For full details of this feature, please refer to your local HansaWorld representative.

Entering a Contact - E-Records Card

This page describes the fields on the 'E-Records' card of the Contact record. Please follow the links below for descriptions of the other cards:
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In some countries and depending on configuration, you can have Invoices sent electronically automatically when you mark them as OK and save. You can also receive Purchase Invoices that have been sent to you electronically.

Sending and receiving Invoices electronically are both chargeable Cloud Services: please refer to your local HansaWorld representative for details.

If you are sending Invoices electronically, use the 'E-Records' card to specify how Invoices should be sent to particular Customers. If you are receiving Invoices, use the 'E-Records' card to specify how Invoices from particular Suppliers will be sent to you.

The options that are available on the 'E-Records' card and the configuration that is required will depend on your country of operation. Again, please refer to your local HansaWorld representative for details.

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The Contact register in Standard ERP:

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Entering a Contact - Web Card

Main Classification
Paste Special    Item Classifications setting, Stock module
If you are using the HansaWorld Enterprise Web Shop, you may wish to offer different Items to different Customers. You can do this by dividing the Items into sets known as "Classifications" and then specifying a Classification for each Customer. Customers will see only those Items in the relevant Classification when they log on to your Web Shop site.

If you specify a Classification at the individual Customer level, it will override one that has been specified at the Customer Category level.

If you do not specify a Classification for a Customer or Customer Category, the Classification with the Code "MAIN" will be used. If there is no "MAIN" Classification, or if you have specified a non-existent Classification has been specified for the Customer, no Items will be listed when the Customer logs on.

Display on the Web
Paste Special    Display on the Web setting, Web Shop module
Web Shop Customers are usually shown the prices of your Items, but not the current stock levels of those Items. If you want to change either or both of these defaults for a particular Customer, enter an appropriate record in the Display On The Web setting in the Web Shop module, and then enter the Code of that record in this field.

Freight Code
Paste Special    Web Freight setting, Web Shop module
If you are using the HansaWorld Enterprise Web Shop, you may wish to define various methods by which freight charges will be calculated on Orders placed over the web (e.g. for local, national and international delivery). These calculation methods are defined in the Web Freight setting in the Web Shop module: specify here which method is to be used for this Customer.

Entering a Contact - Comments Card

Comment
If the Contact is a Contact Person, any comment entered here will be printed in the Customer List report, if you print it using the Include All Contact Persons option.

Title
If the Contact is a Contact Person, enter their Job Title as it appears on their business card. If you want this information to be printed on your Customer Letters, include the "Contact Person Title" field in your Form design. The Title is also shown in the 'Paste Special' list, so it can be useful information if there are Contact Persons with similar names working for a Customer or Supplier.

Job Description
Paste Special    Job Descriptions setting, CRM module
If the Contact is a Contact Person, use this field to describe the role of the person within their company. It allows you to side step any slight differences in Job Title terminology that may exist in different companies. For example, the generic role of Finance Director might have "Director (Finance)" as its Job Title in one company but "Director of Finance" in another. Enter the generic title ("Finance Director") in the Job Description field of such Contacts, to enable you to mail all Finance Directors together, irrespective of differences in inter-company terminology.

Salutation 1, 2 and 3
If the Contact is a Contact Person, use these fields to record greetings with various degrees of formality. It is recommended that you enter Salutations in all three fields, even if they are the same.

When you design the Forms that will be used to print Customer Letters, you can include the Salutation 1, 2 or 3 fields depending on the formality of the letter. You can also use these fields when designing Invoices.

Entering a Contact - Guest Card

This card allows you to record various pieces of personal information about the Contact, if the Contact is a Guest that you have entered using the Hotel module.

Entering a Contact - User Defined Card

Please refer to the description of the 'Values' card in the User Defined Fields - Contacts setting here for details of this card.

Entering a Contact - Notes Card

This page describes the fields on the 'Notes' card of the Contact record. Please follow the links below for descriptions of the other cards:
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The 'Notes' card contains a text field that you can use to record any comments about a Contact

The Contact register in Standard ERP:

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Entering a Contact - BI Card

This page describes the fields on the 'BI' card of the Contact record. Please follow the links below for descriptions of the other cards:
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If you are using the BI module (i.e. if the BI option on the 'Technical' card in the Configuration setting in the System module is selected), a thirteenth card entitled 'BI' will be added to the Contact record. If a Contact is a Customer, this card will contain a graph displaying monthly sales over the past year. If you double-click on the graph, it will be opened in a new window where you can change the graph type and the parameters such as the period covered by the graph. You can use Access Groups to prevent certain users from double-clicking on the graph, by denying them access to the 'View BI' Action.

The Contact register in Standard ERP:

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Editing a Contact

The Contact register must be kept up to date, so it will need editing from time to time.

In the 'Contacts: Browse' window that appears when you open the Contact register, the Contacts are initially shown in Contact Number order. You can change the sort order by clicking on one of the headings. The underlined heading shows the current sort order.

To search for a specific Contact, enter the text to be found in the Search field in the top right-hand corner of the window and press Return. The text should be such that it would appear in the current sort column: to search by Contact Name, for example, sort by Contact Name before entering a Contact Name (or its initial letters) to the Search field.

To modify a Contact's record, double-click on the line in the browse window. That record will be opened in a window entitled 'Contact: Inspect'. The fields in this window are the same as those in the 'Contact: New' window: please refer here for a detailed description of each field.

Edit the fields as necessary. Move from field to field with the Return key, or with the arrow keys. Click [Save] when you have finished, to save changes.

Deleting a Contact

Select and open the Contact record in the same way as for editing. Select 'Delete' from the Record menu. The Contact is deleted. Note that once Sales or Purchase Orders or Invoices have been entered in a Contact's name, that Contact can no longer be deleted.

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You cannot undo the deletion of a Contact record.

Linking Contact Persons and Companies - The Contact Relations Register

Customers, Suppliers and Contact Persons are all stored in the Contact register. On this page, we describe linking Contact Persons to the company they work for.
  1. The first step is to enter a Contact record representing the company. Mark the company as a Customer or Supplier or both, as appropriate. Remember that marking the company as a Customer or Supplier does not necessarily mean it has purchased goods or services from your business, or sold goods or services to you: the company can also be a potential customer or supplier to your business. Marking the company as a Customer or Supplier makes it available to the various sales or purchase registers respectively. Ensure you save this record before moving to step 2.

  2. The next step is to enter a Contact record representing a person working for the company (i.e. a Contact Person). Choose 'Linked Contact Person' from the Create menu (Windows/Mac OS X) or + menu (iOS/Android). A new record will be created in the Contact register and will be opened in a new window entitled 'Contact: Inspect'. This means the record has already been saved and is being opened to allow you to enter the Contact Person's name and contact details if these are different to those of the parent company:

    The address details, telephone and fax will be copied from the parent company. Enter the Contact Person's name and appropriate contact information. As the Contact Person works for a company that has been marked as a Customer or a Supplier, you should not check these boxes in the Contact Person record (unless the Contact Person is also a Customer or Supplier in a private capacity).

  3. Save the Contact Person and close the record by clicking the close box (Windows/Mac OS X) or by tapping < (iOS/Android). The Contact Person will have been added to the list at the bottom of the 'Contact' card of the parent company's Contact record:

    This list will contain all the Contact Persons working for the Customer or Supplier. As with all lists in Standard ERP, you can sort this one by clicking (Windows/Mac OS X) or tapping (iOS/Android) on a column heading. If you need to open the Contact record of a Contact Person, double-click or tap a line in this list.

  4. The 'Linked Contact Person' function just described will create a new record in the Contact register for a Contact Person, and will connect this new Contact Person to the Customer or Supplier. If, however, there already is a record for the Contact Person in the Contact register, you can use the 'Link Existing Contact' function instead. When you select this function from the Operations menu (Windows/Mac OS X) or Tools menu (iOS/Android) of the parent company's Contact record, the 'Add Contact' window will appear:

    Enter the Contact Number of the Contact Person or choose it using 'Paste Special' and press [Save]. The Contact Person will be added to the list at the bottom of the 'Contact' card of the parent company's Contact record. If the Contact Person was already connected to another Customer or Supplier, that relationship will not be disturbed, so the Contact Person will now be connected to two parent companies.

  5. The 'Linked Contact Person' and 'Link Existing Contact' functions are the easiest ways to add a Contact Person to a Customer or Supplier, but you can also use a more manual method. First, enter a new record to the Contact register for the Contact Person. No address, telephone or mobile information will be offered, so you will need to enter this information yourself (unless you duplicate an existing Contact Person):

    Now, you need to connect the Contact Person to the Customer or Supplier. The Contact Relations register in the CRM module provides this connection. The 'Linked Contact Person' and 'Link Existing Contact' functions described in the previous step will both create records in the Contact Relations register automatically, connecting a Contact Person to a Customer or Supplier. In this case, as you created the Contact Person manually, you also need to create the connecting Contact Relations record yourself. To do this, ensure you are in the CRM module, open the Contact Relations register and create a new record:

    Customer
    Paste Special    Customers, Suppliers and Contact Persons in Contact register
    Specify the Customer or Supplier for whom the Contact Person works.

    Contact
    Paste Special    Contact Persons in Contact register
    Specify the Contact Person.

    Start Date
    Paste Special    Choose date
    Enter the date when the Contact Person started working for the Customer or Supplier. This is for information only.

    End Date
    Paste Special    Choose date
    If appropriate, enter the date when the Contact Person stopped working for the Customer or Supplier. This is for information only.

    Invalid
    If the Contact Person stops working for the Customer or Supplier, you can mark the Contact Relations record as Invalid. This is described in step 9 below.

    When you save the Contact Relations record, the Contact Person will be added to the list at the bottom of the 'Contact' card of the Customer or Supplier:

  6. The Contact Relations register allows a Contact Person to work for more than one company. Simply enter as many records to the Contact Relations register as necessary, linking the Contact Person to the companies they work for:

    The Contact Person is listed in the Contact records for both companies:

  7. The information shown in the list at the bottom of the 'Contact' card of the Customer or Supplier is stored in the Contact Relations register. If you edit a Contact Person, the connected Contact Relations record will be updated immediately, making the change visible in the list in the Customer or Supplier record. For example, if you change a Contact Person's Email Address, the Email Address in the relevant Contact Relations record will be updated and so the new Email Address will be visible in the list in the Customer or Supplier record immediately.

    If a Contact Person works for more than one Customer or Supplier, that Contact Person will have more than one Contact Relations record. It is likely that such a Contact Person will have different contact details for each company.

    When you connect a Contact Person to a second Customer or Supplier (as was done at the end of step 6), it is likely that their contact details for the second Customer or Supplier will not be correct and so you will need to change the contact details in the relevant Contact Relations record. To do this, open the Contact record for the second Customer or Supplier, highlight the Contact Person in the list at the bottom of the 'Contact' card and select 'Edit Linked Contact Data' from the Operations menu. The relevant Contact Relations record will open:

    When you open the Contact Relations record in this way, the window will contain fields related to contact details that are not visible when opening the record in other ways (e.g. as shown in the illustrations in step 7. Update the record in the usual way. After doing so, the Contact Person will be listed in the Contact records for the Customers or Suppliers, with different contact details:

    As mentioned at the beginning of this step, if you change the contact details in the Contact record for a Contact Person, those changes will be fed through to the related Contact Relations record automatically. However, if a Contact Person has more than one Contact Relations record, changes to their Email Address, Courtesy Title and/or Job Title will not be fed through to the Contact Relations records because these details are likely to be different in each one.

    The 'Edit Linked Contact Data' function cannot be used on iOS or Android.

  8. If you change the Invoice Address in the Contact record for a Customer or Supplier and you need the change to be copied to the connected Contact Persons, save the changes to the Customer or Supplier and then select 'Update Contact Persons' from the Operations or Tools menu.

  9. If a Contact Person stops working for a Customer or Supplier, you can do one of the following:

    1. You can delete the relevant Contact Relations record. This will break the link between the Contact Person and the Customer or Supplier. Alternatively, if the Contact Person moves to another Customer or Supplier, you can enter the new Customer or Supplier in the Contact Relations record.

    2. You can mark the relevant Contact Relations record as Invalid. The link between the Contact Person and the Customer or Supplier will remain, but the Contact Person will no longer appear in 'Paste Special' lists or in the list in the Customer or Supplier record:
      IMAGE(065.JPG) You can use this method if you want to remember that the Contact Person once worked for the Customer or Supplier, between the dates recorded in the Contact Relations record. If the Contact Person moves to another Customer or Supplier, you can create a new Contact Relations record.

    3. You can open the Customer or Supplier record, highlight the Contact Person in the list at the bottom of the window and select 'Remove Linked Contact' from the Operations menu. This function will mark the relevant Contact Relations record as Invalid and is therefore similar to option (ii) but means you do not need to find the Contact Relations record. This method cannot be used on iOS or Android.

    4. You can mark the Contact Person as Closed (on the 'Terms' card of their Contact record). All Contact Relations records for the Contact Person will be marked as Invalid automatically. The Contact Person will no longer appear in 'Paste Special' lists. This option will not be suitable if the Contact Person moves to another Customer or Supplier, or works for more than one at the same time. It closes the Contact Person as a whole, so they will not appear in 'Paste Special' lists of Contact Persons belonging to the new or second companies.

    5. You can delete the Contact Person record altogether. This option is not recommended if you want to keep your Contact History with the Contact Person. All Contact Relations records for the Contact Person will be deleted automatically.

  10. Once you have entered a Customer or Supplier and all its Contact Persons, you can work with them quickly and easily. For example, when you enter a Sales Invoice, the 'Paste Special' list from the Customer field will only list Customers:

    When you enter a Purchase Invoice, the 'Paste Special' list from the Supplier field will only list Suppliers:

    In some cases (e.g. Activities, Customer Letters), you can specify Customers and Suppliers. When you open the 'Paste Special' list from the Customer field, it will list Customers, but there will be a [Suppliers] button at the top of the list, allowing you to choose a Supplier if necessary:

    In many records, you can choose a Contact Person as well as a Customer or Supplier. The Primary Contact from the 'Contact' card of the Customer or Supplier will be brought in as a default. To choose a different Contact Person, activate 'Paste Special' from the Contact or Attention field (the name of this field varies depending on the register):

    This list will only contain Contact Persons that work for the Customer or Supplier. Closed Contact Persons will not be included in the list. The Primary Contact from the 'Contact' card of the Customer or Supplier will be included in the list, but will not be listed twice if you have a separate Contact record for that Person. Note that the Title of each Contact Person is shown in the list, so you should record this information if you have it (on the 'Comments' card of the Contact record), to make selection of the correct Contact Person easier.

  11. If you will be sending documents by email to a Customer or Supplier and you need to specify that particular documents will be sent to particular Contact Persons (e.g. that Invoices should be sent to one Contact Person and that statements should be sent to another Contact Person), you can set this up using the Additional Email Recipients setting in the CRM module. Please refer to the description of that setting here for details.
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The Contact register in Standard ERP:

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Operations Menu

The Operations menus for Contacts are shown above. The first illustration shows the Operations menu for the 'Contacts: Browse' window: highlight a Contact in the list before selecting the function. You can also apply the function to a group of Contacts: highlight the first Contact in the group and then click on the last while holding down the Shift key. Then select the function. The second illustration shows the Operations menu for the 'Contact: New' and 'Contact: Inspect' windows.

Operations Menu - Customer Status

You can use the 'Customer Status' function with Contacts that are Customers. It prints to screen a Customer Status report, which shows the account status of the Customer currently on screen or of those Customers highlighted in the browse window.

In its basic form, this report will first show the Customer Number, Name and telephone number. This information will be followed by a list of the Customer's Contact Classifications. The five most recently paid Invoices will then be listed, as will all open (unpaid) Invoices.

You can have much more information shown in the report, such as lists of recent Activities, Contract Quotations, Contracts, Quotations and Orders, and monthly sales figures for the past year. To have this extra information shown in the report, create a record for yourself in the Info in Customer Status Report setting in the CRM module. As you can create separate records in this setting for each user, you can control how much of this additional information will be shown to different users. You can effectively give each user a different report definition.

Simply creating a record for yourself in the Info in Customer Status Report setting will add the Customer's address, Warning on Sales if there is one, Credit Limit and turnover for the first period in the Reporting Periods setting to the top of the report. The remainder of the report will then follow the specification in your Info in Customer Status Report record.

If the appearance of the Customer Status report is not as you expect (i.e. the Customer's address, Warning on Sales if there is one, Credit Limit and turnover are not shown, and the report only lists Invoices), the probable cause is you do not have a record in the Info in Customer Status Report setting.

As well as using the 'Customer Status' function described here, you can also produce a Customer Status report using the following methods:

In the first four cases, the report will follow the specification in your Info in Customer Status Report record. In the last case, there will be no reference to the Info in Customer Status Report setting and the basic version of the report as described in the second paragraph of this section will be produced.

The Customer Status report has the Standard ERP Drill-down feature. You can open many records such as Contact Persons, Activities, Quotations and Invoices from the report by clicking in the appropriate places (i.e. on Contact Person names, on Activity Dates and on Quotation and Invoice Numbers). You can also click on a Person's initials to open an Activities, Persons report for that Person. Text with the drill-down feature is shown underlined in the report. If you have a record in the Info in Customer Status Report setting, the report will also contain a [New Activity] text button that you can click to create an empty new Activity and a [Credit History] text button that will open a separate report showing the Customer's credit history. This is a chargeable Cloud Service: to use it you must have registered your database in Estonia using the Automatic Internet Enabler method, as described on the 'Enabler Key' page. You must also have entered a Reg No 1 on the 'Company' card of the Contact record for the Customer whose credit history you are interested in.

As previously mentioned, this function will print to screen a Customer Status report for the Customer currently on screen or for those Customers highlighted in the browse window. If you run the function for a Contact Person, it will produce a Customer Status report for the Customer for whom the Contact Person works (i.e. the Customer that is linked to the Contact Person in the Contact Relations register). The function will have no effect if you try to use it with other Contacts (e.g with Suppliers).

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In this chapter:

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Operations Menu - Supplier Status

You can use the 'Supplier Status' function with Contacts that are Suppliers. It provides an immediate report listing previous Purchase Invoices and Payments for the Supplier currently on screen or for those highlighted in the browse window. It also shows total amount due figures. The function will have no effect if you try to use it with a company that is not marked as a Supplier.

Depending on the availability of the CRM module, additional information can also be shown in the report, such as lists of recent Activities, Goods Receipts and Purchase Orders and monthly purchasing figures for the past year. Use the Info on Supplier Status Report setting in the CRM module to control how much of this additional information will be shown to different users, each of whom can be given a different report definition. If the appearance of the report is not as expected (it only lists Purchase Invoices and Contact Persons), the probable cause is that there is no record in the Info on Supplier Status Report setting for the user producing the report.

The Supplier Status report has the HansaWorld Enterprise Drill-down feature. You can open many records such as Contact Persons, Activities, Goods Receipts and Purchase Invoices from the report by clicking in the appropriate places (i.e. on Contact Person names, on Activity Dates and on Goods Receipt and Purchase Invoice Numbers). You can also click on a Person's initials to open an Activities, Persons report for that Person. Text with the drill-down feature is shown underlined in the report.

Operations Menu - Change Password

If you are using the HansaWorld Enterprise Web Shop facility and a Contact is a Customer who will be placing Orders over the web, you should use this function to give them a password. You should also check the Allow Login box on the 'Terms' card of the Customer's Contact record. The Contact will be able to use their Contact Number or email address as Login IDs.

To set a password for a Customer, highlight their name in the 'Contacts: Browse' window and select 'Change Password' from the Operations menu. The following window is opened:

Enter the old password if there is one and then type in the new one twice to ensure that it is correct. Passwords are case-sensitive. Press the Shift-Enter key combination to close the window and save: use the close box if you do not want to save changes. The password is case-sensitive.

If you want create a random password and send it to the Customer in a Mail, open the Contact record and select 'Create Random Password Mail' from the Operations menu.

If you want to set rules for passwords (e.g. to impose a minimum number of characters, or to require at least one alpha or numeric character), use the Password Security setting in the System module.

Operations Menu - Search

You can search for Contacts containing a certain word or phrase. To do this, open the 'Contacts: Browse' window and select 'Search' from the Operations menu. The following window opens:

Search for
Enter here the word or phrase that you are looking for.

Search in
Choose the field where you want to search for the word or phrase.
Press [Run] to activate the search. A report will be printed to screen, listing the Contacts found. In the report, click on the Name of a Contact to open the record.

Operations Menu - Contact - Link Existing Contact

Please refer to the Linking Contact Persons and Companies - The Contact Relations Register page for details about the 'Link Existing Contact' function.

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The Contact register in Standard ERP:

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Operations Menu - Contact - Remove Linked Contact

Please refer to the Linking Contact Persons and Companies - The Contact Relations Register page for details about the 'Remove Linked Contact' function.

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The Contact register in Standard ERP:

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Operations Menu - Contact - Edit Linked Contact Data

Please refer to the Linking Contact Persons and Companies - The Contact Relations Register page for details about the 'Edit Linked Contact Data' function.

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The Contact register in Standard ERP:

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Operations Menu - Update Address

If the Contact is a Customer or Supplier, use this function to update all their Contact Persons with the latest Invoice Address details. Change the Invoice Address as appropriate, save the Contact record and then select this function from the Operations menu. The new Invoice Address will be copied to all Contact Persons. Other contact details (e.g. telephone number, mobile, Delivery Address etc) will not be copied as Contact Person records are likely to contain personal numbers (e.g. extension numbers).

Create Menu - Contacts

The Create menus for Contacts are shown above. On the left is the Create menu for the 'Contacts: Browse' window. On the right is the Create menu for the 'Contact: New' and 'Contact: Inspect' windows. If you are using iOS or Android, you can access the Create menu functions through the + menu.

'New' and 'Duplicate' are standard functions that are provided on every Create and + menu. Use these functions to create new records, in this case in the Contact register. Please follow the links below for details about the other functions:

The Contact register in Standard ERP:
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Operations Menu - Create Activity

Use this function to create records in the Activity register in the System module. This can be useful if, for example, you need to schedule a call to a new Contact.

When you select the function, the following screen appears, where you can create a new Activity:

The new record is opened in a window entitled 'Activity: Inspect'. This means that it has already been saved and is being opened for checking. If you created the Activity from a Customer or Supplier, the Customer or Supplier Number and Name, Primary Contact and Phone Number will be brought in automatically to the fields on the 'Customer' card. If you created the Activity from a Contact Person, their Name and Phone Number and the Number and Name of the Customer or Supplier they work for will be brought in to the 'Customer' card. If the Contact Person works for more than one Customer or Supplier, the one with the lowest Number will be used. No default Activity Type will be offered, while the Task Type will be To Do, and the Symbol will be Other. The Start Date of the Activity will be the current date, and the Person will be the current user.

After amendment if necessary, save the record in the Activity register by clicking the [Save] button in the Button Bar and close it using the close box. Alternatively, if you no longer require the Activity, remove it using the 'Delete' function on the Record menu. In either case, you will be returned to the Contact window.

The Contact and the Activity will be connected to each other through the Attachments facility. This allows you to open the Contact quickly and easily when reviewing the Activity, or to open the Activity from the Contact. When viewing the Activity or Contact, click the button with the paper clip image to open a list of attachments. Then double-click an item in this list to open it.

The Contact does not have to be saved before you create an Activity.

The 'Activity: Inspect' window is fully described here.

Operations Menu - Create Contact

Please refer to the Linking Contact Persons and Companies - the Customer Relations Register page for details of this function.

Operations Menu - Create Email

Use this function if you need to send an email to the Contact. When you select the function, the window shown below appears, where you can create a new Mail.

The new record is opened in a window entitled 'Mail: New'. This means that it has not yet been saved. The current user will be the default sender of the Mail, and the To field will contain the email address of the Contact. After you have written a message and when you are then ready to send the Mail, check the Sent box. Finally, save the Mail by clicking the [Save] button in the Button Bar. If you are using the Lock and Send E-Mails Automatically option in the Mail and Conference Settings setting in the E-mail and Conferences module and the Mail contains an external email address (i.e. one with the @ sign), it will now be sent automatically. If you are not using this option, select 'Send E-mail' from the Operations menu after the Mail has been saved. Finally, close the Mail using the close box. You will be returned to the Contact window.

If the function does not create a Mail, the probable causes are:

  1. The current user does not have a Mailbox.

  2. The Contact does not have an email address.

  3. The Contact has not been saved.

Create Menu - Contact - Tags/Objects

This page describes the 'Tags/Objects' function on the Create menu in the Contact record window. If you are using iOS or Android, the 'Tags/Objects' function is on the + menu.

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If you need to create Tags/Objects that are specific to each Contact, there are two methods that you can use:

  1. You can have a Tag/Object created automatically whenever you save a Contact for the first time. To use this method, select the Automatically Create Sales Tags/Objects on Contacts and/or Automatically Create Purchase Tags/Objects on Contacts options in the Contact Settings setting.

  2. After saving a Contact, you can create a Tag/Object by selecting this 'Tags/Objects' function from the Create menu (Windows/Mac OS X) or + menu (iOS/Android).
In both cases, the new Tags/Objects will be assigned to the Contact automatically, as follows:
The new Tag/Object will be added to any Tags/Objects that are already there. The existing Tags/Objects will not be overwritten.

The Contact Number will be used as the Code of the new Tag/Object. For example, Tag/Object 001 will be created from Contact 001.

If you need the new Tag/Objects to be assigned to Tag/Object Types, specify those Tag/Object Types in the Sales Tag/Object Type and Purchase Tag/Object Type fields in the Contact Settings setting. If you need the Sales Tag/Object and Purchase Tag/Object to be assigned to different Tag/Object Types, you should specify Start Strings in those Tag/Object Types so that Tags/Objects with different Codes can be created. This will allow you to avoid the issue that Tag/Object 001 cannot be assigned to two Tag/Object Types, an issue that would otherwise arise if a Contact is both a Customer and a Supplier. If you have specified Lengths (maximum numbers of characters) in each Tag/Object Type, take care that these are sufficient for Tag/Object Codes to be constructed from the Start Str and Contact Numbers.

The two methods will only create Tags/Objects from Contacts that are Customers or Suppliers, not from other Contacts such as Contact Persons. So, if you are using the automatic method, be sure to mark a new Contact as a Customer or Supplier before saving for the first time.

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The Contact register in Standard ERP:

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Operations Menu - Create Random Password Mail

If you are using the HansaWorld Enterprise Web Shop facility and a Contact is a Customer who will be placing Orders over the web, you can use this function to generate a password for them. You should also check the Allow Login box on the 'Terms' card of the Customer's Contact record. The Contact will be able to use their Contact Number or email address as Login IDs.

To set a password for a Contact, double-click their name in the 'Contacts: Browse' window and, when the 'Contact: Inspect' window opens, select 'Create Random Password Mail' from the Operations menu. The window shown below appears, where you can create a new Mail.

The new record is opened in a window entitled 'Mail: Inspect'. This means that it has already been saved and is being opened for checking. The current user will be the default sender of the Mail. The To field will contain the email address of the Contact. The Subject field will contain the random password. After you have written a message and when you are then ready to send the Mail, check the Sent box. Finally, save the Mail by clicking the [Save] button in the Button Bar. If you are using the Lock and Send E-Mails Automatically option in the Mail and Conference Settings setting in the E-mail and Conferences module and the Mail contains an external email address (i.e. one with the @ sign), it will now be sent automatically. If you are not using this option, select 'Send E-mail' from the Operations menu after the Mail has been saved. Finally, close the Mail using the close box. You will be returned to the Contact window.

If the function does not create a Mail, the probable causes are:

  1. The current user does not have a Mailbox.

  2. The Contact does not have an email address.

  3. The Contact has not been saved.