Bank contacts
Set up bank contacts to keep track of the people you work with at your bank(s). While a bank can have many contacts, a particular contact can only be associated with one bank. Bank contacts are stored as separate records so that banks can be filtered and sorted in the HD view like other entities.
Create a bank contact
- In the Navigation pane, highlight the Bank Reconciliation > Setup > Contacts folder.
- Click . The New Bank Contact window opens.
- Enter the contact's Full Name. When you tab out of this field, the components of the name are loaded in the Name section below. The Full Name field and the fields in the Name section are synced so that any change you make to one affects the other.
- In the Bank field, select the code of the bank the contact is associated with.
- In the Phone Numbers section, enter any phone numbers you want to store for the contact.
- In the Information section, enter the contact's Job Title, Mail Stop, and Email address.
- Save the new bank contact record.
Purpose
The Bank Contacts Listing provides a list of bank contacts recorded in Bank Reconciliation.
Content
For each bank contact included on the report, the listing shows:
- bank name
- job title
- phone number
- mail stop
- email address.
In addition, you can include one or more of the following:
- name and phone number detail
- timestamps
- memos
- custom fields.
The following total appears on the report:
- record count.
Print the report
- In the Navigation pane, highlight the Bank Reconciliation > Setup > Contacts folder.
- Start the report set-up wizard.
- To report on all or a filtered subset of bank contacts:
- Right-click the Contacts folder and select Select and Report > Bank Contacts Listing from the shortcut menu.
- On the Selection tab, define any filters to apply to the data.
- To report on specifically selected bank contacts:
- In the HD view, select the bank contacts to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
- Click .
- To report on a particular bank contact from the Bank Contact window:
- In the HD view, locate and double-click the bank contact to report on. The Bank Contact window opens with the bank contact loaded.
- Click .
- To report on all or a filtered subset of bank contacts:
- Select the Options tab.
- Mark the checkbox(es) for the additional information to include:
- Name and Phone Number Detail
- 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)
- 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 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).
- - Provides access to two preview options.
Data extensions
The following data extension is available for the report:
- Bank contacts
Contact Record ID
The bank contact's full name. The contact name must be unique among other contacts for the bank.
When you leave this field, ActivityHD parses the name and loads the parts of the name in the fields in the Name section. If entering the full name does not produce the desired result, you can enter values directly into the individual fields and ActivityHD will update the full name.
Select the bank that the contact is associated with.
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
The prefix for the bank contact's name.
Examples
Dr., Mrs., Ms., Mr., Prof
The suffix for the bank contact's name.
Examples
Jr., Sr., III
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".
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
Bank contacts security
Common accesses available on bank contacts
Access | A user with this access can... |
---|---|
Change | Use the mass change action on bank contacts. |
Custom Fields | Create and edit custom fields for bank contacts. |
Data | Have read-only access to bank contacts from anywhere in the software (e.g., field validations, filters, date expressions). |
Delete | Delete bank contacts. |
Edit | Edit bank contact records. |
Export | Export bank contact records from ActivityHD. |
Import | Import bank contact records into ActivityHD. |
New | Create new bank contact records. |
Read | Have read-only access to bank contact records. |
Report | Run reports with bank contact information. |
Report Designs | Create and edit report designs with bank 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 bank contacts. |
Shared Filters | Create and edit shared filters on bank contacts. |
Visible | View the Bank contacts folder in the Navigation pane. |
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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