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Client Contact may be used to create an on-line directory of Client, Division, and Product contacts phone numbers and addresses in one application.
Use of this application is optional. The address and email information entered here can be used when creating an AR Statement and using the Webvantage Auto AR Statement features.
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From the Advantage Main Menu select Maintenance. Expand the Client section and select Client Contact to display the Client Contact screen. Highlight a client to display their existing Client Contacts. Inactive Client Contacts will also be included in this listing.
To add a Client Contact, click the Add button in the Options tab. Enter the following information on the Client Contact popup:
Client - Select the client from the dropdown.
Code (Required) - Enter the Contact Code for the Client using up to 6 characters. At this point, the Contact will be available at the Client, all Divisions and all Product levels.
To give the client contact access to only specific Division or Products, click the Division/Product Tab and check the specific Divisions and/or Products.
Contact Type - Select the type of contact from the dropdown. This can be used to filter out contacts in various areas of the system where contacts can be selected.
Inactive - The new Client Contact will automatically be added as Active (Inactive checkbox unchecked). To mark this contact inactive, check this box.
Enter the following for the Client Contact's Information:
First Name (up to 30 characters)
MI (up to 1 character)
Last Name (up to 30 characters)
Title (up to 40 characters)
Email (up to 50 characters)
Address 1 (up to 40 characters)
Address 2 (up to 40 characters)
City (up to 30 characters)
Country (up to 20 characters)
State (up to 10 characters)
Zip (up to 10 characters)
Country (up to 20 characters)
Phone / Extension (up to 13 characters / up to 5 digits)
Fax / Extension (up to 13 characters / up to 5 digits)
Cell (up to 13 characters)
Comment - This comment will be displayed in Webvantage Client Contact view.
Schedule User - By checking this field, it allows the Client Contact to be assigned to tasks with Project Schedule (Webvantage Project Schedule only).
Client Portal User - By checking this field, the Client Contact can be allowed access to Client Portal. (See Webvantage Help / Client Portal Security for additional setup instructions for Client Portal access)
Gets Alerts - Contact will receive Alerts.
Email Recipient - Contact will receive emails.
Inactive - Check this option to make this Client Contact inactive.
Copy Address from Client - Check this option to copy the address from the Client.
The address fields and email address field established here may be selected to be used in the Advantage | Maintenance | Accounting | A/R Statement application to determine which contact address and email address should receive an AR Statement when it is generated through the Webvantage auto AR Statement application.
Defining Contacts at the Division and/or Division/Product level allows the user to see the levels for which the contact is assigned and filter the data for selection in other applications. In applications where the contact code may be entered, the list box will display contacts where the client, division, and product codes match. If the division and product codes are non-existent, they will be considered a match.
The available Divisions and Products for the Client will be displayed, in a tree-format.
To associate the Client Contact at a Division level, check the Division's checkbox. Once selected, the Product(s) become available for selection.
To limit the Client Contact to particular Products, check the applicable Product's checkbox (optional). Only the Client Contacts that are defined with a Client, Division, and Product will be available in AR Statement Setup at the Product level.
When all fields are completed, click the Save button.
Click on the View Details icon of the Client Contact. Make the necessary changes and click on the Save button. To remove a Client Contact from a Division and/or Product, uncheck the applicable checkbox.
When a Client Contact is no longer valid, it may be necessary to delete the record from the database. On the Client Contact grid listing, click the Delete icon located on the row for the Client Contact. A message displays to verify that the Client Contact should be deleted. Click Yes to delete the Client Contact, or click No to cancel the deletion.
If a Client Contact is associated with any application, Job Jacket, Project Schedule, A/R Statements or has received/sent an Alert, it cannot be deleted. A message stating that the Client Contact is currently in use and cannot be deleted will display. When this occurs, utilize the Inactive option.
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