Vendor contacts

A vendor contact is a person at your vendor with whom your organization has a special contact relationship. You can add an unlimited number of contacts per vendor. Each vendor contact must be associated with exactly one vendor location. You can designate one contact as the primary contact for the vendor.

Note

You must create vendor locations before creating vendor contacts.

Create a vendor contact

You can create vendor contacts from the Contacts folder or from a vendor record on the Contacts tab. The difference is that when you create a contact from the vendor record, some of the fields will be prefilled for you.

Create a vendor contact

In the Navigation pane, highlight the Accounts Payable > Vendors > Contacts folder.
Click . The New Contact window opens.
Enter the Full Name of the vendor contact. The full name must be unique among other vendor contacts for the vendor. When you tab out of this field, the fields in the Name section are filled in for you with the parts of the name you supplied. If you need to make changes to the name, you can make them in the Name fields.
If the contact is the primary contact for the vendor, mark the Primary? checkbox. Only one primary contact can be designated per vendor.
In the Vendor field, select the vendor to associate with the contact.
In the Name fields, enter any name details to add that didn't get added when you entered the Full Name earlier. Entries you make here also update the Full Name field.
In the Vendor Location field, select the vendor location to associate with the contact.
In the Information section, enter the contact's Job Title, Mail Stop, and Email. After you enter an address in the Email field, the address becomes a "mailto" hyperlink. If you press Ctrl+click on the address, your mail client will open with an email pre-addressed to the contact.
In the Phone Numbers section, enter one or more phone numbers for the contact.
Save the new vendor contact.

Combine vendor contacts

In order to combine two or more vendor contacts, the target vendor contact and the source vendor contact(s) must be associated with the same vendor.

To combine two or more vendor contacts:

Combine vendor contacts

In the Navigation pane, highlight the Accounts Payable > Vendors > Contacts folder.
Start the Combine wizard using one of the following methods:

To use filters to select the source contacts(s) to combine:

Right-click the Contacts folder and select Select and Combine from the shortcut menu.
On the Selection tab, define any filters to apply to the data.

To hand-select the source contact(s) to combine:

In the HD view, select the source contact(s) to combine. You can use Ctrl and/or Shift selection to select multiple contacts.
Click .

On the Combine tab in the Combine Into field, select the target contact.
Click Next >>. ActivityHD prompts you to confirm that you want to combine the selected contacts.
Click Yes.
When the process is complete, click Finish.

Delete a vendor contact

Contact Labels

AP Vendor Contact Labels

Purpose

Contact Labels produces a list of vendor contact name and addresses formatted for label printing.

Content

For each vendor contact included, the labels show:

vendor name
vendor contact name
contact address.

Print the report

In the Navigation pane, highlight the Accounts Payable > Vendors > Contacts folder.
Start the report set-up wizard.
- To create labels for all or a filtered subset of vendor contacts:
  1. Right-click the Contacts folder and select Select and Report > Contact Labels from the shortcut menu.
  2. On the Selection tab, define any filters to apply to the data.
- To create labels for specifically selected vendor contacts:
  1. In the HD view, select the vendor contacts to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
  2. Click and select Contact Labels from the drop-down menu.
- To create a label for a particular vendor contact from the Contact window:
  1. In the HD view, locate and double-click the vendor contact you want to create a label for. The Contact window opens with the vendor contact loaded.
  2. Click and select Contact Labels from the drop-down menu.
Select the Options tab.
In the Display Name field, select the order in which to present contact names on the labels. Your options are:
- First Name Last Name
- Last Name, First Name
Select the Sorting tab.
In the Available Sort Options list box, highlight the field(s) to sort the labels by, then click to move your selection(s) to the Assigned Sort Options list box.
If you selected multiple sort fields, use and to arrange the sort fields in the order you want them applied.
Select the Output tab.
In the Design field, look up and select the report design to use.

In the toolbar, click the icon for the type of output you want:

- Provides access to two preview options.
- Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
- Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
- Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
- Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).

Data extensions

The following data extension is available for the report:

Contacts

Contacts Listing

AP Vendor Contacts Listing

Purpose

The Contacts Listing provides a list of contacts recorded for the vendors in Accounts Payable.

Content

For each vendor contact included on the report, the listing shows:

vendor contact's full name
vendor
job title
phone number
mail stop
email address
whether the contact is the vendor's primary contact
whether the contact has been flagged as obsolete.

In addition, you can include one or more of the following:

all phone numbers and name details
vendor locations
timestamps
memos
custom fields.

The following total appears on the report:

record count.

Print the report

In the Navigation pane, highlight the Accounts Payable > Vendors > Contacts folder.
Start the report set-up wizard.
- To report on all or a filtered subset of vendor contacts:
  1. Right-click the Contacts folder and select Select and Report > Contacts Listing from the shortcut menu.
  2. On the Selection tab, define any filters to apply to the data.
- To report on specifically selected vendor contacts:
  1. In the HD view, select the vendor contacts to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
  2. Click and select Contacts Listing from the drop-down menu.
- To report on a particular vendor contact from the Contact window:
  1. In the HD view, locate and double-click the vendor contact to report on. The Contact window opens with the vendor contact loaded.
  2. Click and select Contacts Listing from the drop-down menu.
Select the Options tab.
Mark the checkbox(es) for the additional information to include:
- All Phone Numbers and Name Details
- Vendor Locations
- Report Options. To include a section at the end of the report with the report settings used to produce the report, leave the checkbox marked. To produce the report without this information, clear the checkbox.
- Timestamps
- Memos
- Custom Fields (only visible if custom fields are set up)
To include a section at the end of the report with the report settings used to produce the report, leave the Include Report Options checkbox marked. To produce the report without this information, clear the checkbox.
In the Display Name field, select the order in which to present contact names on the listing. Your options are:
- First Name Last Name
- Last Name, First Name
Select the Sorting tab.
In the Available Sort Options list box, highlight the field(s) to sort the report by, then click to move your selection(s) to the Assigned Sort Options list box.
If you selected multiple sort fields, use or to arrange the sort fields in the order you want them applied.
Select the Output tab.
In the Design field, look up and select the report design to use.

In the toolbar, click the icon for the type of output you want:

- Provides access to two preview options.
- Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
- Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
- Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
- Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).

Data extensions

The following data extension is available for the report:

Contacts

Contact Record ID

Full Name

The full name of the vendor contact. The contact's name must be unique among other contacts for the vendor.

ActivityHD parses the name you enter here and loads its individual parts in the fields in the Name section. If you do not get the desired results, you can type the contact's name directly into the fields in the Name section.

Vendor

Select the vendor the contact is associated with. This field is disabled after the contact record is saved.

If you create the contact record from the vendor's Contacts tab, the vendor name is prefilled for you.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Primary?

Mark this checkbox if this contact is the primary contact for the vendor. Only one contact per vendor can be flagged as primary.

Contact tab

Name

ActivityHD automatically updates the Full Name field with any changes you make in this section.

Prefix

A prefix for the contact's name.

Examples

Mr., Ms., Mrs., Dr.

First

The contact's first name.

Middle

The contact's middle name or initial.

Last

The contact's last name.

Suffix

If applicable, a suffix for the contact's name.

Examples

Jr., Sr., III

Vendor Location

Location

The vendor location for the vendor contact. If the vendor has a location flagged as the reporting location, that location loads as the default vendor location. Each vendor contact must be associated with exactly one vendor location.

Address and phone information for the vendor location display in the text box below.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Information

Job Title

The contact's job title with the vendor.

Mail Stop

The contact's mail stop. A mail stop is an internal address designated by an organization for delivery of an individual's or a department's mail.

The contact's email address. The email address becomes a hyperlink on which you can press Ctrl+click to launch your email client with an email pre-addressed to the contact.

Phone Numbers

Work

The contact's main work number.

Mobile

The contact's cell phone number.

Home

The contact's home phone number.

Fax

The contact's fax number.

Other

Another phone number for the contact.

Custom tab

This tab is visible if custom fields exist for the entity. At a minimum, if there are custom fields, a Fields subtab will be present. One or more additional categories of subtabs may also be visible.

Fields subtab

This tab prompts for values for any custom fields set up for entity records of this entity type. Respond to the prompts as appropriate.

References subtab

This tab is visible if other records reference the current record.

Reference

From the drop-down list, select the custom field to view references for. Reference custom fields have the following format: PackageName.EntityName.CustomFieldName.

Example

Suppose a custom field exists on PRCodes that references an ARCode. On the ARCode record, on the Custom > References subtab, you can view all the PRCodes which reference that ARCode.

Exchange Folder subtab

This tab is visible only if you set up a custom field with a data type of "Exchange Folder". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified Exchange folder.

File subtab

This tab is visible only if you set up a custom field with a data type of "File". The label on the tab is the name assigned to the custom field.

This tab renders the contents of the specified file according to its file type.

Internet Address subtab

This tab is visible only if you set up a custom field with a data type of "Internet Address". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified web page.

Network Folder subtab

This tab is visible only if you set up a custom field with a data type of "Network Folder". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified network folder.

Data Links tab

See "Data Links".

Notes tab

The Notes pane shows the Notes HD view filtered to show all notes for the selected contact.

Double-click a row in the pane to drill down to its record in the Note window.

Attachments tab

The Attachments tab is visible if any record for a given entity has an attachment. If the Attachments tab is not visible, this implies that no record of the entity type has an attachment on it; however, once an attachment is added to any record of the entity type, the Attachments tab will become available.

Attachments

The list box shows the files which are attached to the current record. Highlight a file name to preview the file in the adjacent pane. Double-click a file name to open the file in its native editor.

Preview pane

If a file name is highlighted in the Attachments list box, this pane shows a preview of the file contents. Some file types cannot be previewed but can be double-clicked to open in their native editor.

Change Logs tab

This tab is visible if the user has "Change Logs" access to the associated data folder resource.

The Change Logs pane shows the Change Logs HD view filtered to show all change logs for the selected entity record.

Double-click a row in the pane to drill down to its record in the Change Log window.

Other tab

Memo tab

To include additional information about this record not collected elsewhere, enter it in this text box. This area supports common keyboard shortcuts such as Ctrl+C to copy and Ctrl+V to paste.

Timestamps tab

This tab shows the user who created this record and the date and time of creation as well as the user, date, and time of the latest modification to the record.

Developer tab

This tab is visible only when developer features are enabled.

Automation subtab

This subtab shows field names and values for the current data record. Use the information in the subtab to assist when creating automation objects such as bots and import files. The field names and field values can be copied from the text box and pasted directly into your code or application. To copy content from the text box, highlight the content to copy and press Ctrl+C or right-click your selection and select Copy from the context menu.

Export (XML | JSON) subtab

This subtab shows the XML syntax for exporting the selected data record. The syntax can be copied from the text box as an exemplar for creating your own automation objects for bots, import files, ActivWebAPI, etc. To copy content from the text box, highlight the content to copy and press Ctrl+C or right-click your selection and select Copy from the context menu.

Import (XML | JSON) subtab

This subtab allows you to select a file for import and shows the XML syntax for importing data records. Use the subtab to explore the XML syntax for importing data records. In particular, you can investigate the syntax which results when using Data.Import and ActivWebAPI data POST and DELETE routes.

Change Log (XML | JSON) subtab

This subtab is visible only when the Enable Change Logs option is marked in System Options or Company Options (depending on whether the feature applies at the system or the company level). This is the default setting when developer features are enabled.

This subtab allows you to investigate changes to the current data record. The syntax can be copied for use in bots, dashboards, ActivWebAPI, and other automation. To copy content from the text box, highlight the content to copy and press Ctrl+C or right-click your selection and select Copy from the context menu.

Select Statement (SQL) subtab

This subtab allows you to investigate the SQL select statement used to retrieve the current data record. The syntax can be copied as an exemplar for data sources and other automation. To copy content from the text box, highlight the content to copy and press Ctrl+C or right-click your selection and select Copy from the context menu.

Extras\Accounts Payable\Import AP Contacts.xls

Common accesses available on vendor contacts

Access	A user with this access can...
Change	Use the mass change action on vendor contacts.
Change Logs
Custom Fields	Create and edit custom fields for vendor contacts.
Data	Have read-only access to vendor contacts from anywhere in the software (e.g., field validations, filters, date expressions).
Delete	Delete vendor contacts.
Edit	Edit vendor contact records.
Export	Export vendor contact records from ActivityHD.
Import	Import vendor contact records into ActivityHD.
New	Create new vendor contact records.
Read	Have read-only access to vendor contact records.
Report	Run reports with vendor contact information.
Report Designs	Create and edit report designs with vendor contact information. This access enables the Report Designs button on the Output tab of report dialogs.
Shared Answers	Create and edit saved answers related to vendor contacts.
Shared Filters	Create and edit shared filters on vendor contacts.
Visible	View the Contacts folder in the Navigation pane.

Special accesses available on vendor contacts

Access	A user with this access can...
Combine	Combine vendor contact records.

The following built-in filter is available for vendor contacts:

Filter Name	Effect
? Vendor	Prompts for a vendor and lists the vendors that contain the specified search string.

AccountingWare, LLC

6224 34th Street

Lubbock, TX 79407

806.687.8500 | 800.354.7152

Vendor contacts

Create a vendor contact

Combine vendor contacts

AP Vendor Contact Labels

Purpose

Content

Print the report

Data extensions

AP Vendor Contacts Listing

Purpose

Content

Print the report

Data extensions

Contact Record ID

Contact tab

Custom tab

Fields subtab

References subtab

Exchange Folder subtab

File subtab

Internet Address subtab

Network Folder subtab

Data Links tab

Notes tab

Attachments tab

Change Logs tab

Other tab

Developer tab

Automation subtab

Export (XML | JSON) subtab

Import (XML | JSON) subtab

Change Log (XML | JSON) subtab

Select Statement (SQL) subtab

Vendor contacts security

Common accesses available on vendor contacts

Special accesses available on vendor contacts

Vendor contact filters