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The Contact
Entry window lets you create a record of contact with a customer
or supplier.
Contact
Types
Several
different contact types may be tracked. Contacts may be recorded as
: Conversation; E-Mail; Fax; Letter; Telephone.
As well
as just recording the details of the contact, you may also generate
the following :
E-Mail - if you choose an e-mail contact, you may write the e-mail in
CashBook 200, and send it to your default e-mail program.
Letter and Fax - this option allows the contact details that you
enter into CashBook 200 with
a normal document in Microsoft Word 2001 on the Macintosh and
Microsoft Word 2000 on Windows.
Selecting
a Contact and a Contact Type
If you
are editing an existing contact, and need to change the details of
the contact person or choose a different contact method, click the Change
Contact button to display the window shown below. If you are
creating a new contact entry, this window will appear immediately.
There
are three steps to selecting:
(1) Select a contact type - You may choose between Conversation;
E-Mail; Fax; Letter; Telephone.
(2) Select a contact - The drop down list of contacts will
include any that you have set up for this customer or supplier,
including alternative and other contacts.
(3) Select a location - The drop down list of locations
includes any you have set up for the contact selected in part (2).
Once you have selected the location, it will appear in the box
beneath the Select a location listbox - where you may alter
the details, if required.
When you are happy with the details, click the OK button to
return to the Contact Entry window.
Processing
the contact
If you
have created a Conversation or Telephone contact,
there is nothing further to do, apart from filling in the details of
the contact.
If, however, you have created a E-mail, Fax or Letter,
you may process the contact as follows:
E-Mail - After completing the details of the e-mail, including
the recipient's e-mail address in the Address box and the
e-mail subject in the Subject box, click the E-mail
button to send the e-mail to your default mail program. CashBook 200
does not automatically send the e-mail, but it does pass the
e-mail to your mail program, ready for it to be sent.
Letter and Fax - After completing the details of the letter or
fax, clicking the Word process button will link the details to
a
normal document in Microsoft Word 2001 on the Macintosh and
Microsoft Word 2000 on Windows. These Word documents must be stored
in the Letters folder, which is inside the CashBook 200 folder. To see how this process works, look at the fragment of one
of the sample letters which comes with the program - "Individual
Mailing.doc".
As
you can see in the picture above, there are three special pieces of
text - <<Address>>, <<Subject>> and <<Details>>.
When the mailing process starts, these pieces of text will be
replaced by the contents of the respective boxes on the Contact
Entry window.
To create your own letters and faxes with which to produce a mailing, write a
normal Word document, and then save it in the Letters folder
(It is important that you save the document with ".doc" at
the end of the filename - even on a Macintosh). The letter should be
written in the same way as any other Microsoft Word document, the
only difference being the use of <<Address>>, <<Subject>>
and <<Details>>.
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