When you open the contact window, a search window will automatically be displayed. If you wish to add a new contact, you must first close this window. When the contact window is opened it will be empty. Click on [Add] and a pop-up window will be opened. The new contact will automatically be assigned a contact number. You can change this number to any number you wish. Duplicate contact numbers will be blocked by WinTree.

 

The company name to be entered is the complete company name of the contact. Each contact is assigned a match code in WinTree. A match code is a short code of a maximum of 8 characters which you can use to search for the correct contact anywhere in the programme. You can define the match code yourself. Try to use a match code that refers directly to the contact.

 

The match code TREENURS for Tree Nursery The Happy Planter will be confusing because  there will probably be more than one contact whose name begins with Tree Nursery. HAPPYPLA would then be a better choice. After entering this data, click on [OK]. The Maintain contacts window will now open and the rest of the information about the contact can be filled in.

Frame 'Contacts'

In this frame it is possible to define a note for the contact. This note will be displayed every time the contact is selected in the programme.

Click on . A window will now be displayed in which you can enter text. At the bottom of the window you will see the checkbox ‘Always show note:’. Activate this checkbox if you want the text to always be displayed. If the contact is displayed in the programme, the note button will be coloured yellow if text has been entered.

With the buttons , the website of the contact (entered in the ‘Communication’ tab page) can be opened, an email message can be made whereby the email address of the Communication tab page is displayed, and the address of the contact can be displayed in Google Maps.

 

Frame 'General'

This frame shows the contact number, the match code and the company name. You can modify this information (with the exception of the contact number) if you wish.

Telephone 1	Enter the telephone number of the contact here.
Telephone 2	Enter an extra telephone number of the contact here.
Fax number	Enter the fax number of the contact here.

 

Frame 'Postal address'

This frame contains the input fields for defining the address info.

Company name	This is the company name that was defined when the contact was created. Behind the company name is a note button. You can enter a note here about the postal address, in the same way as for a note for the contact.
Company name 2	Enter extra text for the company name here.
For the attention of	This field can only be used if information has been entered on the ‘Contact persons’ tab page. Using the drop-down list, you can specify one of these persons to be the default. The selected contact person will be included in the address on documents.
Address/House number	Enter the street and house number of the contact here.
Address 2	Enter extra text for the address here.
Post code/Town	Enter the post code and town of the contact here.
Province	Enter the province of the contact here, if appropriate. The text you enter here will appear on the postal address when printed on documents.
Region	Use the drop-down list to select one of the regions from the basic info. The selected region will only be printed on documents if the address block is embedded in the country table.
Land	Use the drop-down list to link one of the countries that has been entered in the basic info to the contact. The country from the address info will only be printed on documents if this is a country other than the Netherlands.
Method of transport	This field is only available  if the Transports module (module number 127) has been activated. Using the drop-down list, you can select one of the method of transport (that has already been entered in the basic info).

Frame 'Others'

Representative	Using the drop-down list, select here one of the employees from the basic info.
Short code	Enter here a short code of a maximum of three characters to link an extra code to the contact. This short code can be used when printing picking lists and labels.

Use this tab page to define a non-standard delivery-, invoice- and visiting address for the contact. Only define these if these addresses deviate from the postal address on the ‘Contact’ tab page. Click on [Delivery address] to enter a non-standard delivery address. By default, the postal address will be copied to the delivery address. All the data in this window can be modified.

 

Enter a non-standard visiting- and invoice address in the same way. You can also enter a memo for each address.

Use this tab page to define one or more contact persons of the contact. Click on [Add] to add a new contact person. A window will now be displayed in which you can enter the info.

The 'Communication' tab page is divided into four frames:

 

Frame 'Output preference'

Use this frame to select the default output of the contact. This setting is used when documents are printed via the automatic output. WinTree will then use the settings of both the contact and the document (see the 'Lists' tab page in the system settings).

The check box 'Email' can always be activated, the check box 'Fax' is only available if the Communication module (module number 95) has been activated. Even though there are two checkboxes here, only one of these can be active at any one time. A contact therefore has the default of either email or fax. The 'EDI-user checkbox is only available if the EDI-I module (module number 63) has been activated. Activating this checkbox makes it possible to send the contact a document via EDI.

 

Frame 'Mailings'

This frame is used only if the 'Communication' module (module number 95) is available. By activating the checkboxes, you specify which mailing option the customer prefers. It is possible to activate both checkboxes. When sending the mailing, the choice for email or fax will be made.

 

Frame 'Other'

Varb number	Enter here the membership number of the contact at the VARB in Boskoop. This number will only be used if the Treelinq module (module numbers 110 and 119) is used. Based on this number, the stock of the VARB member will be displayed as Market in WinTree.
Tel. no. modem	This field is no longer used in WinTree.
Email	Enter here the general email address of the contact. By default, this email address is used when sending emails. If WinTree has been defined in such a way that the email address of a contact person must be used, then this email address will only be used if the contact person does not have an email address.
Website	Enter here the website address (URL) of the contact. This address is not used in WinTree.

 

Frame 'Default contact person fax/email'

Use this frame to specify to which contact person a document (internal or external) must be faxed or emailed. Using the drop-down list, for each document you can select a contact person (as entered for the contact on the 'Contact persons' tab page). When faxing or emailing the document, the fax number or the email address of this contact person will be used. When no contact person is selected, the general fax number or email address of the contact will be used.  

Only contacts that are not a customer can be deleted. First select the correct contact. Click on [Delete]. A pop-up window will now ask you for confirmation that you wish to delete this contact. Click on [OK] and the contact will be deleted.

 

If the contact is still being used elsewhere, it can not be deleted. If the contact can not be deleted, a message will be displayed in a pop-up window to say this.