Customer contacts

AR Customer Contact Labels

Purpose

Contact Labels produces a list of customer contact names and addresses formatted for label printing.

Content

For each customer contact included, the labels show:

• customer name
• customer contact name
• customer address.

Print the report

1. In the Navigation pane, highlight the Accounts Receivable > Customers > Contacts folder.
2. Start the report set-up wizard.
   • To create labels for all or a filtered subset of customer 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 customer contacts:
     1. In the HD view, select the customer 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 customer contact from the Contact window:
     1. In the HD view, locate and double-click the customer contact you want to create a label for. The Contact window opens with the customer contact loaded.
     2. Click and select Contact Labels from the drop-down menu.
3. Select the Options tab.

   

4. 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
5. Select the Sorting tab.

   

6. 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.
7. If you selected multiple sort fields, use and to arrange the sort fields in the order you want them applied.
8. Select the Output tab.
9. In the Design field, look up and select the report design to use.

   There are two built-in report designs for customer labels:

   • Contact Labels 2-across
   • Contact Labels 3-across
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).
From
The email account from which to send the email. Valid options are:
• Windows user default account. Sends email using the user's Windows default email account. For most users, this is the account configured in Outlook or another email client application.
• Server personal. Sends email using the email configuration for the system or company server and the email address on the current user's authorized user record. The authorized user record must have a confirmed email address.
• Server generic. Sends email using the email configuration and "from" address for the system or company server. This option requires "Send generic" access to the Server Email resource.
To
The email address(es) to which to send the email. Separate email addresses with semi-colons.
CC
The email addresses to copy on the email. Separate email addresses with semi-colons.
BCC
The email addresses to blind copy on the email. Separate email addresses with semi-colons.
Subject
The subject line.
Text box
The body of the email.

Data extensions

The following data extension is available for the report:

• Contacts

AR Customer Contacts Listing

Purpose

The Contacts Listing provides a list of the contacts associated with your customers.

Content

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

• customer contact's full name
• customer code
• customer name
• phone number
• email address
• job title
• whether the contact is the primary contact for the customer
• whether the contact record has been flagged as obsolete.

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

• all phone numbers and name details
• location information
• timestamps
• memos
• custom fields.

The following total appears on the report:

• record count.

Print the report

1. In the Navigation pane, highlight the Accounts Receivable > Customers > Contacts folder.
2. Start the report set-up wizard.
   • To report on all or a filtered subset of customer 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 customer contacts:
     1. In the HD view, select the customer 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 customer contact from the Contact window:
     1. In the HD view, locate and double-click the customer contact to report on. The Contact window opens with the customer contact loaded.
     2. Click and select Contacts Listing from the drop-down menu.
3. Select the Options tab.

   

4. Mark the checkbox(es) for the additional information to include:
   • All Phone Numbers and Name Details
   • Location Information
   • 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)
5. 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
6. Select the Sorting tab.

   

7. 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.
8. If you selected multiple sort fields, use or to arrange the sort fields in the order you want them applied.
9. Select the Output tab.
10. 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).
From
The email account from which to send the email. Valid options are:
• Windows user default account. Sends email using the user's Windows default email account. For most users, this is the account configured in Outlook or another email client application.
• Server personal. Sends email using the email configuration for the system or company server and the email address on the current user's authorized user record. The authorized user record must have a confirmed email address.
• Server generic. Sends email using the email configuration and "from" address for the system or company server. This option requires "Send generic" access to the Server Email resource.
To
The email address(es) to which to send the email. Separate email addresses with semi-colons.
CC
The email addresses to copy on the email. Separate email addresses with semi-colons.
BCC
The email addresses to blind copy on the email. Separate email addresses with semi-colons.
Subject
The subject line.
Text box
The body of the email.

Data extensions

The following data extension is available for the report:

• Contacts