Sage 200 Professional - Product Help

Contacts (sales account)

Use the Contacts tab to create a list of customer contact details; such as telephone number, mobile, fax, email address, website address and job role.

How to

Add an account contact

Open: Sales Ledger > Sales Accounts > Enter New Account.

Open: Sales Ledger > Sales Accounts > Amend Account Details.

Select the customer account.
Select the Contacts tab.
Select Add.
Enter the contact name.
Enter the contact Details.
To add more than one item of information
1. Select More.
2. Select Add to enter additional items of information.
3. Select the item that should be displayed as the default for the contact, then select Set as Default.
  
  Note: If you delete the default item, the next item in the list will be the default item.
4. Select OK to save the details.
To specify a role for your contact:
1. Select Add.
2. Select a role from the drop-down list.
3. If this is the preferred contact for this role, select the Preferred Contact check box.
Select OK to confirm the new contact's details.

The contact is shown in the Contacts list.
To display the details of the contact, select Show detail.

Duplicate an account contact

Open: Sales Ledger > Sales Accounts > Enter New Account.

Open: Sales Ledger > Sales Accounts > Amend Account Details.

Select the customer account.
Select the Contacts tab.
Select Add.
Select Duplicate.
- In the Contact to duplicate list, select the contact you want to use as a basis for the new contact record.
- To duplicate the list of roles attached to the contact, select the Duplicate roles check box.
- Select OK to duplicate the contact.
Edit the contact's name and details.
To add more than one item of information
1. Select More.
2. Select Add to enter additional items of information.
3. Select the item that should be displayed as the default for the contact, then select Set as Default.
  
  Note: If you delete the default item, the next item in the list will be the default item.
4. Select OK to save the details.
Select OK to confirm the new contact's details.

Edit an account contact

Open: Sales Ledger > Sales Accounts > Enter New Account.

Open: Sales Ledger > Sales Accounts > Amend Account Details.

Select the customer account.
Select the Contacts tab.
Select the contact, then select Edit.
Edit the contact's name and details.
Select OK to save the changes.

Delete a contact

Open: Sales Ledger > Sales Accounts > Enter New Account.

Open: Sales Ledger > Sales Accounts > Amend Account Details.

Select the customer account.
Select the Contacts tab.
Select the contact, then select Delete.
Select Yes to confirm you want to delete the contact.

You cannot delete a contact if:

The contact is a Preferred Contact for one of the mandatory roles - Account or SendStatementTo. You must first set a different contact to be the preferred contact for either of these roles.
The contact is the only contact for the customer. While you cannot delete your last contact, you can set the contact name and all its details to be blank.

Set the contact as the default

Open: Sales Ledger > Sales Accounts > Enter New Account.

Open: Sales Ledger > Sales Accounts > Amend Account Details.

Select the customer account.
Select the Contacts tab.
Select the contact, then select Set as Default.
The default contact is marked with Yes in the Default column.

The default contact details are automatically used by Sage 200 on customer reports such as the Aged Debtors Report, and on the Customer List.

Note: Setting a contact as the Default is the same as setting that person to be the preferred contact for the Account job role.

View an account contact

Open: Sales Ledger > Sales Enquiries > Account Enquiry.

Open: Sales Ledger > Sales Accounts > Amend Account Details.

Select the customer account.
Select the Contacts tab.
Select Details.
Select More to view details about the Telephone, Mobile, Fax, E-mail and Website.
- Select Close when you have finished viewing these details.
Select Close when you have finished viewing account contact details.

Useful info

About job roles

Job roles allow you to group your account contacts and identify key contacts more easily.

You can set up customer and supplier roles in Accounting System Manager.

When you create a customer record, a blank default contact record is created. This contact record automatically includes the mandatory job roles that are specified in Accounting System Manager - Account and SendStatementTo. To set up the contact details for this blank record, select the blank row and select Edit.

When you add more contacts to customer records, no roles will be added to those contacts.

The mandatory roles, Account and SendStatementTo, must have one preferred contact for each customer record. Mandatory roles can only be deleted from a contact record if that contact is not the preferred contact for that role.

Job roles allow you to:

Specify a preferred contact for a role.

A role can only have one preferred contact per account. For example, if a customer account has 5 contacts all assigned the role of buyer, only one of the contacts can be set up as the preferred contact for this role. This helps you to identify the person that you should contact first.
Add multiple roles to a single contact. For example, you might have a contact that is the buyer, seller and admin assistant.
Specify the email address to send an electronic statement to your customer.

This is the SendStatementTo role. When you add the SendStatementTo role to a customer contact name and mark the role as the preferred contact, Sage 200 uses the default email address of this contact when you send a statement via e-mail. An electronic version of the statement is sent to your inbox. From there you can check and send the emails as you require.

See also

Enter or amend customer accounts

Communications (sales account)

Customer and supplier roles