Evopos stores customers and suppliers as in the same place as contacts.
Under contacts we have contact persons, you can have multiple contact persons per contact and store their individual email address and phone numbers.
There are many fields that can be populated on a contact record including ones on the different tabs on the bottom right of the screen. Some of the fields can be made compulsory (See Settings / System / Contacts). See the reference tables below for a description of the various fields available.
Contact Categories allow us to categorise our contacts - See Contact Categories for more information.
Evopos Contacts have been designed to handle both personal names and company names in an easy and consistent way.
Personal Names
With individual names, it is normally best to enter the surname first followed by a comma and then their first name (The comma will automatically reverse it to the normal format when printing etc)
Entering the surname first usually makes it easier to find the correct record, as the first names are often shortened or only initials given, we recommend adding individual name in the following format: SURNAME, FIRST NAME eg: BROWN,JOHN
Also when you enter a new contact name in this format, the surname, forename and greeting information are populated better in the fields under the People Tab in the bottom right hand corner of the Contacts screen.
Company Names
When entering a company name we would just enter it normally eg: EVOPOS UK LTD or MICROSOFT CORPORATION
Greeting
The Greeting field works better than the old First Name, Last Name scenario as it allows us to set a more personal greeting that can be used in SMS and Email marketing.
Multiple Contact persons
We can have multiple persons for a Company contact in the People tab. Use the Add Person and Delete Person buttons to manage the various different contacts you have at the company. You may know a sales rep and the managing director, so you will want to add both people to this record. This is especially useful for storing multiple email addresses or direct telephone numbers.
Menu Options
|
Button |
Description |
|---|---|
|
Edit |
Edit the information for the selected contact |
|
New |
Create a new Contact. See Creating Contacts topic for more information. |
|
Delete |
Delete the selected Contact. If the Contact has any transaction history, the system will not allow you to delete the record, but will instead mark it as in-active. |
|
Labels |
Print address labels or loyalty card barcodes. The Address option will print a small label based on your printer settings. Address A4 will print an A4 address label with your logo. Loyalty will print a loyalty card barcode Delivery address will print a small label with the contacts deliver address on it. |
|
Payments |
Take Pre-Payments and pay outstanding amounts on account (Payments Received). |
|
Comms |
Build mailing lists and send correspondence to contacts. See Communications (Comms) topic for more information. |
|
New Action |
Create a new Task, Appointment, Report or Prospect Action for the selected Contact |
|
Sales |
View a list of previous Sales for the contact. |
|
Cust Ord |
See a list of Customer Order information for the selected contact. |
People Tab
|
Field |
Description |
|---|---|
|
Name |
Company or person name. If adding a new person, always reverse the surname and forename to ensure similar surnames are grouped together. They should also be comma separated. For example SMITH, JOHN or BLOGGS, MR. JOE. Company names can be added as normal. For example EVOPOS UK LTD. |
|
Address |
First and second lines of the address. |
|
Map |
Displays a Google Map of the selected location. The address must be exact to show the correct position on the map. |
|
Town |
The contacts Town. |
|
County |
The contacts County. |
|
Postcode |
The contacts Postcode. The postcode button can be used to display a list of addresses at the entered postcode for fast and mistake-free address inputting. You will need the Postcode Lookup utility to access this function. |
|
Country |
The contacts Country. |
|
Source |
Specify how the contact heard about you or discovered your business. |
|
Q-Reports |
View a list of detailed history reports. |
|
Notes |
Used for any additional notes regarding the contact. The editor is in rich text format and HTML code can also be used. |
|
Add/Del Person |
Some companies may have multiple contacts. You can add extra names, numbers and emails to one address record. |
|
Main |
Specifies the main contact person if there is more than one available. |
|
Sync with Outlook |
Syncs the contact to your outlook contacts. (UNDER CONSTRUCTION) |
|
Work |
Work telephone number. |
|
Mobile |
Mobile telephone number. TIP: You can click the mobile button to create and send an SMS text to the selected mobile number. See SMS Text Messagingtopic for more information. |
|
Home |
Home telephone number. |
|
Fax |
Fax number. |
|
|
Email address. TIP: Click the Email button to create and send an email to the selected contact. See Email topic for more information. |
|
Image Box |
Add an image or photograph for the contact. See Managing Images topic for more information. |
|
DOB |
The contacts Date Of Birth. |
|
Name |
The Contacts name. For example PETER SMITH |
|
Greeting |
How you would greet the person or address in a Text For example: Pete. |
|
Position |
If the contact details are for a company, this is for the position of the contact name within the company. For example, Managing Director, or Sales Person. |
|
Licence |
Type of Driving Licence, or licence Number. |
Category Tab
Contact Categories are a great way to categorise your various contact records into specific groups, for easier searching, reporting and mail merging. A contact can belong to multiple categories and you can define your own
For example we may have: Suppliers, Retail, Trade, VIP, Race fan, etc
To add a contact to a category go to Contacts, and select the Category Tab at the bottom right of the screen.
In the above example, we have added the Retail category to the contact. If the category shows in the Selected column, it is correctly assigned to the contact record.
To do this, click on the category name in the Available column, then click the Add button to move it to the Selected column.
If you want to take the category off the contact record, select it in the Selected column and click the Remove button.
You can set a default Category to be entered on each new contact or alternatively you can force at least one category to be selected when creating or editing. To set this up see Settings / System / Contacts.
Making your own categories
If you want to change the default categories, or create some new ones, you can use the New, Edit & Delete buttons underneath the Available column.
These can then be added to the contact record as normal.
NOTE: If you delete a category it will be un-assigned from every contact in your database. Use with caution.
Sales Tab
The settings in this section are related to transactions such as sales invoices
|
Field |
Description |
|---|---|
|
Price Level Override |
Set a price level which adjusts the prices on an invoice when invoicing the contact. See the Price Levels topic for more information. |
|
Tax Rate Override |
Set a specific tax rate for the customer which overrides the default tax rate when creating invoices. |
|
Debtor Notes |
Add notes relating to the debt which the contact owes. |
|
Pop up Message |
Create a message which pops up on the Sales screen when you add the contact record to the transaction. |
|
Card Details |
An encrypted field for Card Number, expiry date and security code. |
|
Loyalty Card Points |
The amount of points acquired under your loyalty scheme. |
|
Loyalty Card Expire |
The date which the loyalty card expires. |
|
Force CustRef/OrdNo |
Prompts you to add a customer reference whenever you create a transaction for the contact. |
|
On Stop (No Account) |
Prevents any Account Sales for this contact. |
|
Default Credit Days |
Sets the due date for Account invoices based on the amount of days entered. You can enter 0 for a casual period, which has no specific due date. Enter any numerical figure for the exact amount of days. E.g. 7 or 30. For an exact date in the next month, use the prefix 8 followed by the date. E.g. 806 = 6th of next month. 826 = 26th of next month. For an exact date two months from the invoice date (next +1), use the prefix 9 followed by the date. E.g. 907 = 7th day, two months from invoice. 923 = 23rd day, two months from invoice. |
|
Limit |
Set a limit amount for account sales. |
|
Debt Control Method |
Set a debt control method. You can set it to Admin Charge, Admin Charge + Interest, or Settlement Discount. |
|
Settlement Disc |
Set a percentage discount which is applied to payments |
Delivery Tab
Within this tab you can set a delivery address for the selected contact. Just click Edit and enter the Delivery Name and the Delivery Address. This address will appear in the Deliver To box on the Sales screen when you add this contact record to the transaction.
NOTE: You can use a post
Auto Inv To allows you to automatically invoice an address other than the current contact. Just drop down the field and select the required contact for invoicing. The Deliver To field will be populated with the current contact and the Invoice To field will show whichever contact you have selected in the Auto Inv To box.
Purchase Tab
The settings in this area enable you to adjust particular defaults for new purchase transactions.
|
Field |
Description |
|---|---|
|
Default Nominal |
Set a default nominal for new purchase invoices. |
|
Default Tax Code |
Set a default Tax code for new purchase invoices. |
|
Supplier Account No |
Input your account number for this supplier. |
|
Credit Limit |
Enter your credit limit |
|
Settlement Discount |
Set a settlement discount percentage |
|
Bank BSB/Sort Code |
Supplier's Bank Sort Code (UK) or BSB code (AU) |
|
Bank Account No |
Supplier's bank account number. |
|
Bank Account Name |
Name of supplier's bank. |
|
PO Default Type |
Set a delivery type default when creating a new purchase order for a supplier. S = Supply, C = Cancel, B = Backorder. |
|
Avg Delivery Days |
Set an average amount of days for delivery. This will automatically set the ETA date on new purchase orders. |
|
PO Message |
Set a default message to appear in the Delivery field on a new purchase order for this contact. |
Other Tab
You can set various other general contact settings here
|
Field |
Description |
|---|---|
|
Customer No |
Individual customer number. You can edit this field and create your own numbers. You might want to give short numbers for regular account customers so that you can quickly add them to a sale. |
|
Tax Number |
Their company Tax number, if they have one. |
|
Default Reminder |
Select whether an SMS or Email reminder is sent when receiving customer ordered parts, or completing repair jobs. Select NONE to set no default. |
|
Default Document |
Select how documents will be handled with this contact. This mainly applies to invoices. The options are to Print, Email & Print, Email or None. |
|
Allocated To |
Select an operator to be an allocated account manager. |
|
Web Site Address |
Web address. E.g. www.evopos.com |
|
User Defined fields x 4 |
These fields can be used for any data or information you require. You can change the names of the fields in Settings > System > Contacts. |
|
Web ID |
Web ID |
|
Area |
The area code for the contact. |
|
Active |
If Active is ticked, you can invoice the contact and add them to other transactions. If you untick this, they will remain in the database, but will not be available for invoices etc. |
|
Send Mail |
Untick this field if you want to exclude the contact from a Comms mailing list. |
Units Tab
This tab allows you to add Units to the ownership of the customer, or edit the details of a Unit already owned.
Add Unit
To add a new unit to a customer, just click the Add Unit button.
Then choose from the following options:
•All available Units - Choose an existing Unit from a list. These units are usually already allocated to a contact, so this option enables you to migrate it from one contact to another if the ownership has changed.
•Create a New Unit from Model Templates - If the unit has never been inputted onto the system before, just type the model number into the search field to find a model template, then click Select to add the unique details for the Unit. NOTE: If the model template does not exist, just type the model number into the search field and click Yes when prompted to create one. You can then select it as normal.
Edit Unit
If you want to change any details for a unit, just click Edit to bring up the unit main details window. Then click Edit in the left hand menu to change the details. Once you have finished, click Save and Return to finalise the changes.
History Tab
The History tab shows a detailed list of any transactions linked to the selected Contact. These include Sales, Purchases, Prospect Entries, Tasks and Communications.
You can use the buttons at the top of the window to choose which information is displayed, and you can click on the Date, or Description headings to change the order of the list.
Another feature, on the Prospect list, is that if you click Edit on the left hand menu, you can edit the summary information for any prospect entries.