Before you start

Back up your data as these files can't be recreated if you encounter issues during an upgrade. You'll need to restore from a backup taken before the upgrade and try again.

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Record a contact on a customer record

1. Select Customers then double-click the required customer and select Communications.
2. Select Add entry. 
3. Complete the communication information as required, then press Save.

Communication Details

Telephone/Letter/Fax/Email/Meeting	Select the type of communication.
Subject	Enter a subject or topic.
Balance	A read-only field showing the customer or supplier balance.
Date	Enter the date of the communication.
Our contact	Choose the name of the communicator.
Contact Type	Choose the communication type.
Style	For letters or emails, choose the appropriate letter style.
Location	For meetings, choose the relevant location.

Contact details

Spoke to/To from/Met	Enter details of who was contacted. This option name changes based on the communication type.
Telephone	Shows the telephone number from the customer or supplier record.
Street1/Street2 etc.	Shows the address from the customer or supplier record.

Telephone Timer

Use this to record the duration of a call. When the call begins, press Start and the timer counts until you press Stop.

Communication Result

Outcome	Choose the appropriate outcome for the communication. If you choose Payment Promised, the Promised Amount becomes available to enter.
Promised amount	If you choose Payment Promised from the Outcome menu, you should enter the promised amount here.
Follow up / Due	Enter the agreed follow-up date. If Promised Payment is the chosen outcome, then choose the due date.
New Account Status	If required, you can amend the account status based on the communication.
Credit position	If required, you can update the credit position here.

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Record a contact when sending a statement or letter

When emailing, printing or exporting certain statements and letters, for example, chase letters, you see the following prompt:

'Do you want to update the communications history?'

If you want to update the communication history, press Yes. If not, press No.

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Further options available in the Communications window

• Edit any saved communication - in the communications window select the required entry then press Edit entry
• Amend the columns displayed - right-click a column heading then select or clear the options as required
• Sort the list - select the appropriate column heading
• Filter the list by date - choose the required From and To dates
• Print a list of communication summary information - press Print List
• Export the communication information to Excel - press Send to Excel