Enter Customer Contacts

Use the Customer Contact Maintenance (CLM) program to enter, change, copy, and delete contacts for a customer. See Road Map for work flow.

Note
If you accessed this program from another program, skip step 1.

Enter the customer's number or click the Lookup icon and use the standard lookup options to select the customer from a list. If you have already entered contacts for this customer, the program displays the names and titles.
Click Add. The program prompts Contact name.
Enter the name of the person you want to receive mailings from your company.

The program prompts Default address information from customer record?

Click Yes to use the customer's address, phone number, and email address from the Customer Maintenance (CM) program or click No to enter a different address.

If you click No:
1. Enter the customer's ship-to number or click the Lookup icon and use the standard lookup options to select the ship-to number from a list. The program prompts Default address information from ship-to record?
2. Click Yes to use the ship-to address, phone number, and email address from the Customer Ship-to Maintenance (CSM) program or click No to enter a different address.
Enter data in these fields:

Field Name	Type / Max Length	Action / Description
Title	Optional 25 alphanumeric	Enter the title of this contact (for example, President, General Manager, Office Manager, or Buyer).
Ship-to	Optional 10 alphanumeric	Enter the customer's ship-to number or click the Lookup icon and use the standard lookup options to select the ship-to number from a list. Note This is a display only field when an existing contact is viewed. Use the Other info button to change the ship-to number.
Address 1 and 2	Optional 64 alphanumeric	Accept the displayed street address or enter a different address if this contact's address is different from the customer's address in the Customer Maintenance (CM) program.
City	Optional 25 alphanumeric	Accept the displayed city or enter a different city if this contact is in a different from the customer.
State	Optional 4 alphanumeric	Accept the displayed state or select a different state if this contact is in a different state.
Postal code	Optional 15 alphanumeric	Accept the displayed postal or zip code or enter a different postal code if this contact has a different address.
Country	Optional 4 alphanumeric	Accept the displayed country or select a different country if this contact is in a different country.
Phone number 1	Optional 20 alphanumeric	Accept the displayed phone number or enter a different phone number for this contact.
Phone ext 1	Optional 5 alphanumeric	Enter the telephone extension for this contact. Hint! Click the telephone receiver icon adjacent to the field to call the contact.
Phone number 2	Optional 20 alphanumeric	Enter an alternate phone number (for example, a cell phone number) for this contact.
Phone ext 2	Optional 5 alphanumeric	Enter an alternate telephone extension for this contact.
Fax number 1	Optional 20 alphanumeric	Accept the displayed fax number or enter a different fax number for this contact.
Fax number 2	Optional 20 alphanumeric	Enter an alternate fax number for this contact.
Email address	Optional 128 alphanumeric	Accept the displayed email address or enter a different email address for this contact. Hint! Click the envelope icon adjacent to the field to launch an email to the contact.
Mobile phone 1 - 2	Optional 20 alphanumeric	Enter a cellular / wireless telephone number for this contact.
Department	Optional 40 alphanumeric	Enter a company department code or name for this contact.
Label code 1 - 10	Optional 10 alphanumeric	Select label codes that apply to this contact. Each label code represents a different mailing list. For example, you can have mailing lists for specific job functions or for mailing types.

Choose the appropriate options:

To	Do This
Accept the data and enter another contact or exit	Click OK. The program prompts Contact name. Enter another name or leave blank to exit.
Exit without adding this contact	Click Cancel. The program prompts Contact name. Enter another name or leave blank to exit.
Save the displayed data and remain on the same screen	Click Apply.
Delete the displayed record	Click Delete.
Change the ship-to number	Click Other info. Enter the contact's ship-to number or click the Lookup icon and use the standard lookup options to select the ship-to number from a list. The program prompts Default address information from ship-to record? Click Yes to use the ship-to address, phone number, and email address from the Customer Ship-to Maintenance (CSM) program or click No to enter a different address.
Enter notes for this contact	Click Notes. See Enter Notes.
Enter data in custom fields your company uses	Click User. See Enter Data in User or Shadow File Fields. Note This button displays only if you have set up user-defined fields for this program in the User Fields Maintenance (XMO) program.

Note
You cannot delete a record until it has been saved; use Cancel.

Choose the appropriate options when you click OK or Cancel:

To	Do This
Add another contact	Click Add.
Delete the selected contact	Click Delete. See Delete.
Copy the selected contact	Click Copy. See Copy.
Display the selected contact	Click Select.
Display contacts from a specific contact	Click Restart. The program prompts Contact name. Enter the first contact you want to display or leave blank to begin the display with the first contact in the file.
Print the contact name listing	Click Print. See Print.
Display the previous set of records in the file	Click Page up.
Display the next set of records in the file	Click Page down.
Exit this customer	Click Exit.

Choose the appropriate options when you click Exit:

To	Do This
Display the selected record	Click OK.
Display the previous record in the file	Click Prev.
Display the next record in the file	Click Next.
Exit the program	Click Exit.