Contacts Tab (Vendor Maintenance Form)

You can add vendor contact to the Vendor Maintenance form using this tab (Alt-O).

Adding a Contact using the Contacts Tab

Where ever you add a contact, in Account Maintenance or Vendor Maintenance, the first contact record you add is always Contact 0. Typically this is the person that receives all correspondence that is sent by the application to the business you are corresponding with.

To add a new contact to a vendor record:

1. From the Main Menu, choose Purchasing > Database > Vendor to display the Vendor Maintenance form.

2. From the Code list, choose the vendor record you want to add the contact to.

3. Click the Contacts tab to display the contact fields.

Vendor_Maintenance_Contacts

4. In each field enter the information you need to effectively communicate with your vendor contact.

5. When you have completed your entries, choose the appropriate function key to save:

  • When you add a new contact, choose the Save (F6) key before you process the form.

  • When you edit an existing contact, choose the Modify (F6) key before you process the form.
    Important: Selecting these function keys saves the contact information to the record; if you choose the Process (F12) key without saving using the F6 key, the contact information is not saved to the database. If you process a form that contains new or changed contacts without choosing the F6 function key, a warning message displays:

    • Sub folders have unsaved changes

6. When you have completed all of the additions and changes in the maintenance form, choose Process (F12) to save the changes to the database.

You can assign multiple email addresses to the same contact. To do this, separate each individual address with either a comma (,) or semicolon (;). Multiple addresses are split into separate "mail-to" recipients, and all addresses will be visible to the other email recipients.

A Note about Email Settings and Delivery

Email is a fast, easy, and inexpensive way to deliver copies of Point of Sale documents to customers and vendors; however, keep in mind that email delivery is not guaranteed. Even with a valid email address, it's possible that any email message may never reach the intended recipient. In addition, there isn't a foolproof way of confirming delivery without some type of response from, or communication with, the intended recipient.

From the application, it's possible to see if an email was submitted successfully or not to your designated SMTP server, but this is still no guarantee of delivery. An email may have a valid domain, but not be a valid account. Sometimes the recipient's mail server will bounce the message back to the sender, but not always. It is also possible for the mail server host or the recipient's mail application to automatically delete any messages it thinks are spam.

Before you rely on email for important communication, such as billing, we suggest that your company put in place some type of email verification process. This may be as simple as sending one manual test email to the customer and asking them to verify that this is the address to which the statement should be delivered and to reply as confirmation they've received the message. After receiving the confirmation, you can confidently enable email delivery.

In addition, it may be wise to provide customers who choose email delivery with some form of agreement, disclaimer, or statement regarding possible delivery issues. For example, this might inform them that email delivery is not guaranteed and that they are still responsible for paying their bill even if they don't receive a copy of their statement electronically. This statement could even be included in the initial confirmation email along with a message that their reply constitutes agreement with your company’s terms.