Contact Management Query

This program lets you to view information about the people with whom you do business.

The query provides several views into your contact information, enabling you to see the relationships between organizations (i.e. accounts, customers and suppliers) and the respective contacts for these organizations.

Exploring

Things you can do in this program include:

  • Configure preferences on view layouts, the level of detail displayed and search functionality

  • View recorded activities

  • Search for contact information

  • Create new accounts, contacts and/or activities

  • Maintain existing accounts, contacts and/or activities

This program is accessed from the Program List of the Syspro menu:

  • Program List > Contact Management

Accounts in the Contact Management System let you manage your contacts, such as customers and suppliers (existing or potential), leads, colleagues or any other internal or external contact person.

Contacts assigned to prospective accounts can later be converted into customers and suppliers.

Activities in the Contact Management System are events that are recorded against your contacts, such as phone calls, emails, meetings and tasks.

Contacts are the customers, suppliers, and accounts that are connected to the organizations with which you do business.

SYSPRO's Contact Management System enables you to store and query information about the people you interact with in the business environment. It assists you in tracking communications, appointments, activities, etc., between the touchpoints of an organization.

A customer provides the mechanism for you to raise sales orders within SYSPRO.

The static information captured against a customer is used when processing sales transactions and determines, for example, the tax and discounts applicable.

Documents generated from these transactions (e.g. invoices, credit notes, debit notes) are also stored against the customer.

The customer code can be used as a filtering tool when generating reports.

Customers are maintained using the Customers program (Program List > Accounts Receivable > Setup).

Within SYSPRO, a geographic area represents a specific region in which your customer or supplier resides.

You assign customers to geographic areas and configure your system to apply the rate of tax for a stocked order line according to the customer's geographic area.

You use geographic areas to integrate sales and payments to General Ledger.

You use the geographic area as a report selection criterion and for subtotalling and sequencing a number of reports within SYSPRO.

You capture geographic area details using the Geographic Area Maintenance program.

When recording activities within the Contact Management System, this indicates the where the activity took place.

Organizations are used to group or categorize your accounts, customers, and suppliers.

You can assign a structure (or hierarchy) to the organizations in your lists to provide an understanding of the company, groups, divisions, etc. This does not affect any financial processes within SYSPRO.

You can create and maintain organization lists using the Organization Lists program.

Suppliers provide a mechanism for you to raise purchase orders within SYSPRO, as well as being used as a selection criterion to generate reports.

You can configure group suppliers to facilitate group and intercompany group payments (i.e. processing a single large remittance to a primary supplier instead of multiple payments to many individual suppliers).

Static information configured against a supplier is used to determine applicable tax, discounts, etc., when processing purchasing transactions.

Documents received from a supplier (e.g. invoices, credit notes, debit notes, etc.) are stored against the supplier and let you keep track of the company's liabilities.

You maintain supplier details using the Suppliers program and you create group suppliers using the AP Group Suppliers program (Program List > Accounts Payable > Setup).

Starting

You restrict operator access to activities within a program using the Operator Maintenance program.

Controls whether an operator can delete activities using the following programs:

  • Contact Activity Posting
  • Contact Management Query

You can restrict operator access to programs by assigning them to groups and applying access control against the group (configured using the Operator Groups program).

The following configuration options in Syspro may affect processing within this program or feature, including whether certain fields and options are accessible.

The Setup Options program lets you configure how Syspro behaves across all modules. These settings can affect processing within this program.

Setup Options > User Defined Fields > Contact Management > Accounts

  • Field 1

  • Field 2

  • Field 3

  • Field 4

  • Field 5

Solving

Why don't you drop us a line with some useful information we can add here?

* product-authoring@syspro.com

Using

  • Columns in a listview are sometimes hidden by default. You can reinstate them using the Field Chooser option from the context-sensitive menu (displayed by right-clicking a header column header in the listview). Select and drag the required column to a position in the listview header.
  • Fields on a pane are sometimes removed by default. You can reinstate them using the Field Selector option from the context-sensitive menu (displayed by right-clicking any field in the pane). Select and drag the required fields onto the pane.The captions for fields are also sometimes hidden. You can select the Show Captions option from the context-sensitive menu to see a list of them. Click on the relevant caption to reinstate it to the form. If the Show Captions option is grayed out, it means no captions are hidden for that form.
  • Press Ctrl+F1 within a listview or form to view a complete list of functions available.

Referencing

Field Description

Options

This uses the Contact Query Preferences program to let you configure various preferences for the following programs:

  • Organization Search

  • Contact Management Query

  • My Organization Query

These preferences range from the layout of the views and the level of detail, to the filter and search criteria for the information you would like to display.

In the Syspro Desktop version, you can access the Preferences pane from the Options menu or by selecting the Setup Custom Filter button. In Syspro Web UI (Avanti) you can select the Preferences icon.

New

This lets you create a new account, contact, or activity in the Contact Management System using the Accounts, Contacts and Contact Activity Posting programs depending on your selection. You can also update or enter information for existing organizations.

This opens the Accounts program to add a new account into the Contact Management System.

An Account is a contact who is neither a supplier nor a customer (e.g. a prospective customer, consultant, or competitor).

This opens the Contacts program to add a new contact to the Contact Management System.

This opens the Contact Activity Posting program to add an activity to the currently displayed contact.

Before creating an activity, you need to have selected a contact first.

By default, selecting New will open the Accounts program.

This provides you with a consolidated view of information relating to each of the organizations you deal with (i.e. accounts, customers and suppliers).

This displays information relating to an organization's contacts and activities.

This lets you search for and find organizations, contacts or activities in the Contact Management System. Preferences for this view are defined using the Contact Query Preferences program.

Field Description

Search string

Indicate the details (optionally including wildcard characters) that you want to locate.

Select the arrow to begin the search according to the criteria you specified.

Search on

This lets you search organizations, contacts or activities.

Include

This option is only enabled when you select to search on organizations. You can select to search information in all organizations, account organizations only, customer organizations only or supplier organizations only.

Stop

This stops the current search.

Clear

This removes all returned search entries from the listview.
Save as List This lets you save the list of items (matching the criteria you defined) as an Organization List.