Using Contact Codes

From Wiki.cfssoftware.com

When you are going through your customer records and need to contact one of your customers regarding late payment you always need to enter a contact code. This will tell anyone that looks at this record when the customer was contacted, who contacted the customer, and what happened when the customer was contacted. To enter a contact on an account you need to select C for contact on the customer record page. This will bring up a screen that looks like this:

Enter the code that describes the contact you had with the customer and the promise date that the customer gave you. If there is not a promise date to enter just press enter and it will accept the code. Each company has their list of contact codes that you will be able to use. If you are authorized to do so you can create a new contact code by typing in a code that that is not currently on the list. The new contact will be listed first in the screen. Any pending promises will be in red (or blinking if the software is running in monochrome). If there are more than three contacts in the list, a red (blinking if in monochrome) arrow will be displayed on the screen.

While only the last three contact codes are displayed on the Customer Record screen, you can also view the older codes in detailed information area. To view the older contact codes you can will need to go to the detailed information screen by selecting <T> Det this will bring you to a screen that looks like this:

You will then want to select <C> for All Contacts which will bring up this screen:

By selecting <V> you can view the last 25 contact codes that were assigned to this account. If you believe that the customer has more than 25 contact codes, you can view those also. At the customer record screen you will want to choose <O> for old. This will bring up a screen that looks like this:

You will want to select <D> for Detail Info which will bring up the Detail Information screen again. You will then want to select <C> for All Contacts which will bring up the old contacts for the account.

Contact Codes become important while using the work account screen. While working accounts when you go to a customer record and enter a contact code and promise date the account will be taken out of the work accounts. If the account is not current by the time the promise date comes around the account will be put back into the work account screen and you will have to contact the customer again.