Contacts
- Julie Hanlon
Contacts in Jiwa are used to record and keep track of prospects and could, for example, be used for promotions, mail outs or labels as well as targets for mailout and promotional campaigns.
New debtor and creditor records automatically create a record in the Contacts module. Records can exist in the Contacts system without there being a corresponding debtor or creditor record. A Contact record can be used at any time to create a debtor and/or a creditor record.
Where matching Debtor and Contacts records exists, making changes in the debtor will automatically update the corresponding Contact record
Where a change is made in a Contact record, the corresponding change will only be made on the Debtor record when the Synchronise with Debtor and/or Creditor is ticked.
The Synchronise with Debtor and/or Creditor check box is a system setting that persists against the currently open contact form only. If you have the check box ticked, then scroll forward to other contacts, the setting will continue to apply to any contact in the currently open form. It’s not linked to the contact record. It’s a setting that applies to the form, not the contact record, and not the logged in user.
The setting is off by default so if you open contacts in a new form it will now appear off.
You don’t need the Sync button ticked to force changes in the debtor or creditor to appear in the linked Contact. Sync is only for Contact > Debtor/Creditor
The search facility in Contacts provides the ability to search on company name or first or surname of the contacts.
Creating a New Contact
New contact records are automatically created when creating debtor or creditor records.
If your contact is still a prospect, or associate, you can create a Contact record independently of debtors or creditors.
Making a Contact a Debtor
A Contact record can be made into a Debtor record at any time. Once the link has been made, it cannot be broken. The following example creates a new debtor.
There is a tick box here called “Make Debtor”. This can only be done once to create a record, after that the option will be greyed out. The Account No. allocated to the Debtor record is independent of the contact record and automatically uses the next one in System Numbers.
Single left mouse click on the Account No. hyperlink on this tab will drill through to the Debtors Maintenance record that is linked to this Contact.
Changing the account number of the debtor will change the account number link on the As Debtor tab of the Contact.
Making a Contact a Creditor
The behaviour is the same for creditors as debtors.
Contact Address
The contact address fields map to the mailing address of the debtor or creditor (not the delivery addresses).