The CRM data entry window is a big window with a lot of fields. If you find it easier to work with a simpler display, you can select to use a different entry style.

The data entry style is selected on the General tab of the Options window opened from the CRM Control window.

As you open the CRM data entry window, the system will check the entry style you have selected and load the appropriate fields into the window. The layouts are stored in special INF files located in the Extras folder in the same directory location as your Accounts software.

The default layout is Medium, but you can select Simple, Complex or Full.

Simple - The fields on the Company Information - Details tab card are limited to 3 character fields, 2 dates and 2 number fields. The fields on the Contact Information - Details tab card are limited to 3 character fields, 2 dates, 1 number field and 1 flag. The "Interested In" options and the "Classification" options remain, as do the Allocated User field and the read-only dates, times and User information.

Medium - The fields on the Company Information - Details tab card are limited to 7 character fields, 3 dates and 3 number fields. The fields on the Contact Information - Details tab card are limited to 5 character fields, 2 dates, 2 number field and 3 flags. The "Interested In" options and the "Classification" options remain, as do the Allocated User field and the read-only dates, times and User information.

Complex - The fields on the Company Information - Details tab card are limited to 10 character fields, 5 dates and 4 number fields. The fields on the Contact Information - Details tab card are limited to 8 character fields, 3 dates, 3 number field, 4 flags and the Recall Time field. The "Interested In" options and the "Classification" options remain, as do the Allocated User field and the read-only dates, times and User information.

Full - All the fields on the Company Information - Details tab card are displayed: 14 character fields, 7 dates and 4 number fields. All the fields on the Contact Information - Details tab card are displayed: 10 character fields, 4 dates, 3 number field, 5 flags and the Recall Time field. The "Interested In" options and the "Classification" options are displayed with the Allocated User field and the read-only dates, times and User information.

When you select to insert a new Customer or Prospect record the CRM Data Entry window initially opens to the Postcode Search window.

Please note that the postcode search facility only works with AFD software.

The Data Entry window is opened from the CRM Control window by selecting an Insert option (New Prospect, New Cust.) from the toolbar or by locating an existing record using the Search tabs and clicking Edit.

The functions on the toolbar vary slightly depending on the method used to open the window:

The record can be saved immediately using the Save Now option on the toolbar. It is not necessary to do this before entering Contact information, but you will need to save the record before campaigns and tasks can be added. Whether inserting a new Prospect record or a new Customer record, the CRM Data Entry will be divided into two parts:

The upper part of the window is for the entry of:

The fields and tab cards on this part of the window are described in the Entering Company Information topic.

The lower part of the window is for information about individual Contacts within the company. This will also be colour coded according to the selection you have made on the General tab of the CRM Options window.

The fields and tab cards on this part of the window are described in the Entering Contact information topic.

You should also understand the following points about contact records:

First Contact - The first contact record will be created automatically and populated with the company details entered in the upper part of the window. This contact record should be reserved for your primary contact and changes to these contact details will update the company level record. The exception to this is the Email address field. This will update the company level record if the field on the company level record is empty but will not overwrite an address that has already been saved. Changes to the address on the address tab will update the company level record. A home phone number can be recorded on the address tab.

New Contact - A New Contact line will be available. Click on this to enter a second set of contact details.

If you have more contacts to enter, click Save Now to save the current record and add another New Contact line ready to input the next new set of details. Contact records will be allocated a number to aid identification, this will be displayed in the first column of the contact grid. If you have completed the contacts, click on Save and Close to return to the CRM Control window or Save and Next to move to the next record.

Exclude Contact from List - Contact records can be deleted and can be reused. If you wish to keep the details of a contact in your records you can tick the Exclude Contact from List option. The contact can then be excluded from contact lists by selecting Do not show excluded Contacts on the General tab of the Options window opened from the CRM Control window.

The record can be saved immediately using the Save Now option on the toolbar. It is not necessary to do this before entering Contact information, but you will need to save the record before campaigns and tasks can be added.

This window contains information about the selected record, i.e. Created and Last Changed dates, Last Invoiced and Last Payment dates, Next Contact date, Language, Levels, Stock Allocation Priority, and whether the record is Inactive.

This window is used to record the trading terms granted to the Customer or Prospect record. It includes discounts, credit limit, delivery charge and minimum order value.

The VAT registration number should be entered on this window if it is known. You should also select the VAT rate that should be applied to transactions for the selected Customer/Prospect if you know it to be different to the default.

The system default Sales analysis and Bank analysis codes will be used for transactions for this Customer/Prospect. Alternatives can be entered here.

If the Customer or Prospect has been linked to a campaign, the campaign code can be recorded on the estimate thus attributing the transaction to the campaign.

The Batch button allows you to go directly to the Batch Posting function, so that you can post the Estimate transactions that you have entered, without having to go via the Transactions menu.

Customers within your system who have been assigned to handle transactions with this Prospect or Customer are shown in this list. You are able to select a partner to assign to a customer/prospect. If you have not entered qualifying criteria in System Control, this list will be empty.

This opens the standard Print dialog, where you are able to select the Document Name, and the output method. Additionally, you can select to Attach Template to Campaign.

This opens the Document History window.

The Details tab on the CRM Data Entry window is provided for you to enter the characteristics that classify your Prospect or Customer. Most of the fields are drop-down lists and the lists behind these fields should be configured in the Popup List Configuration window before use.

The Campaign History window shows the history of all changes to the campaigns assigned to a Prospect or Customer record.

Selecting the Duplicate function will create a new Contact record from the currently selected Contact record, with the following fields duplicated: Email, Phone and Fax, All the Address fields including Postcode, Allocated User.

Selecting the Delete function will prompt you to confirm that you wish to delete the currently selected Contact record.

Remember, it is not necessary to delete Contact records, they can be flagged so that they are excluded from your lists. See the Exclude Contact from List option described above.

Please refer to the Price Records topic.

The CRM Smart Tag Summary contains information about the currently selected Prospect or Customer and contains links to the user and contact reports.

The Documents History window shows the history of documents printed through the system for the selected Prospect or Customer.