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 contactYou 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.
- 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.
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:
- 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.
A vendor contact cannot be deleted if it is referenced on a vendor note.
To delete a vendor contact, highlight the vendor contact in the HD view and click 
, or open the vendor contact record and select 
> Edit > Delete. In either case, ActivityHD prompts you to confirm your action. Click Delete to delete the vendor contact.
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:
- Right-click the Contacts folder and select Select and Report > Contact Labels from the shortcut menu.
- On the Selection tab, define any filters to apply to the data.
- To create labels for specifically selected vendor contacts:
- 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.
- Click
and select Contact Labels from the drop-down menu.
- To create a label for a particular vendor contact from the Contact window:
- 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.
- Click and select Contact Labels from the drop-down menu.
- To create labels for all or a filtered subset of vendor contacts:
- 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
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:
- Right-click the Contacts folder and select Select and Report > Contacts Listing from the shortcut menu.
- On the Selection tab, define any filters to apply to the data.
- To report on specifically selected vendor contacts:
- 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.
- Click and select Contacts Listing from the drop-down menu.
- To report on a particular vendor contact from the Contact window:
- In the HD view, locate and double-click the vendor contact to report on. The Contact window opens with the vendor contact loaded.
- Click and select Contacts Listing from the drop-down menu.
- To report on all or a filtered subset of vendor contacts:
- 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
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.
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.
Contact tab
ActivityHD automatically updates the Full Name field with any changes you make in this section.
A prefix for the contact's name.
Examples
Mr., Ms., Mrs., Dr.
If applicable, a suffix for the contact's name.
Examples
Jr., Sr., III
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.
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.
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.
Other tab
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Vendor contacts security
Common accesses available on vendor contacts
| Access | A user with this access can... |
|---|---|
| Change | Use the mass change action on vendor contacts. |
| 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 action profiles and report profiles 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. |
Vendor contact filters
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. |
Report Email dialog
- 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.
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