Address Book Setup Guide

Address Book Setup Guide

Overview

This guide covers the setup and configuration of the Organization (ENT) and the Contacts applications. Data conversions are referenced in this guide, but will not be covered in detail.

Each implementation is unique, and there may be additional setup or configuration needed beyond what is covered in this guide.

The Sales Tax and Zip Code Setup Guide should be reviewed and completed before adding Organizations. It will help avoid issues with missing counties and missing tax tables.

Provide Customer with Address Book Import Templates

A current version of each template file should be exported from their respective import screen. Re-using a saved file can lead to working with an outdated format that may be missing features.

• Customer Import File – CUSTIMP TEMPLATE FILE.XLS
• Vendor Import File – VENDIMP TEMPLATE FILE.XLS
• Contact Import File – CONTACTIMPORT TEMPLATE FILE.XLS

Review and Update Rule Maintenance Records

The following rule maintenance records control options and settings for the Organization and Contact applications directly. There are several other rule maintenance records that are required for integrating Address Book with Order Entry, Task Management and Time Billing, Shipping, and others. Setup for the other rule maintenance records is covered in their respective guides.

Organization Attributes (ATT_ENT)

This rule controls the attributes available for Organizations.

• The common, system-required attributes should all exist in the MASTER CID rule
• Custom attributes and UDF forms can be added as needed
• Use the ‘Import Prg’ (LOG3) option for any attributes that should be assignable during import

Contact Attributes (ATT_CON)

This rule controls the attributes available for Contact records.

• The common, system-required attributes should all exist in the MASTER CID rule
• Customize the default RFQTYPE and SOTYPE rule details for each customer

http://www.abiscorp.com/adjwiki/rule-att_con.ashx

Contact Phone Type Codes (PHONECODE)

This rule controls the available phone type labels in the contact record. The order and default flags control which labels are set as the first four default phone types.

• The default rule values in the MASTER CID rule are generally acceptable

http://www.abiscorp.com/adjwiki/rule-phonecode.ashx

Customer Business Type (BUSTYPE)

This rule allows users to specify business types they wish to track for credit reporting. The Business Type drop-down is in the BillTo record. Business Type may be available for custom reporting.

• Business Type is not widely used

Customer Class (CUSTCLASS)

This rule allows users to specify different customer classes for organization reporting. Customer Class is optional and may be used for specifying customer specific information to print on some forms or for custom reporting.

• Customer Class is not widely used

Customer Territory Codes (TERR)

This rule controls the valid sales territories used for certain sales reports.

• Optional setup, mainly used for customers with specialized sales teams, or a need to report on customers by territory

Add or Import Employee Contact Records

For smaller customers with a few employees, it may be simpler to add the employee contact records manually. For larger customers with many employees, get an employee list with job title, and all contact information and create a contact import file.

Use the CONTACTIMPORT TEMPLATE FILE.XLS template and gather the following details for each employee:

• Full Name (First, Middle, Last)
• Job Title/Role
• Salutation (optional)
• Phone numbers 1 through 4 (it is not required to have 4 numbers per employee)
• Email Address 1 and 2 (email address 2 is optional, but can be reported on, or used as a reference)

Assign Additional Attributes as Needed

Account Managers, Salespersons, and Buyers must be set up, at a minimum, if customer is using Order Entry and Purchase Orders.

• Resource (any customer can benefit from tracking Supervisor, hire dates, and work schedule details, even if they aren’t using tasks)
• Note Owner (allows notes to be assigned to users for follow-up)
• Account Manager (defines the employee as an Acct Mgr for Quotes, Sales Orders, and Projects)
• Salesperson (defines the employee as a Salesperson for Quotes, Sales Orders, and Projects)
• Buyer (defines the employee as a Buyer for Purchasing)
• Project Manager (defines the employee as a Project Mgr for Projects)
• Project Extra 1,2,3 (these labels are usually redefined per customer, sets the employee as these roles for Projects)
• Contract Manager (defines the employee as the internal contact for Contract Master)

Import User in Adjutant Records

After employee contact records have been imported (or added manually), use the USERIMP TEMPLATE FILE.XLS template to create User in Adjutant records for all employees that will log in to Adjutant. The User Record Import Guide covers the import format and procedures. The Import User utility creates the User in Adjutant attribute with all data from the import template filled out. You will still need to assign security options for each user.

• Perform a SQL query to isolate all of the employee contact records from the vcontact table. The 'CONTID' value is needed for each employee to link to the User in Adjutant record.
  • select contid, firstname, lastname, from vcontact where custid = 'XXXXXX' (where custid equals the custid for the organization, or you can use an adddate filter)
  • You can also include emaila in the QRY if the customer is setting up individual email addresses instead of using a global notes@ email address for users
• Complete all needed columns in the template file
• Use the Import User File screen to import and create the user records

Prepare for Data Imports

The following rule maintenance records control how other applications integrate with Address Book. Setup for the following rules should be covered in their respective applications. However, in order to import many of these details into Organization records correctly, the corresponding rules must be set up first with valid details and default settings.

Terms of Payment Codes (TERMS)

The TERMS rule is used for Accounts Receivable (BillTo) and Accounts Payable (RemitTo).

http://www.abiscorp.com/adjwiki/rule-terms.ashx

Customer Comment Codes (CUSTCOMM)

The CUSTCOMM rule defines pre-set comments that can be used in Order Entry and AR Invoice Master. A default customer comment can be set in the BillTo attribute.

http://www.abiscorp.com/adjwiki/rule-custcomm.ashx

Customer Transaction Codes (CUSTCAT)

The CUSTCAT rule controls G/L Transaction Categories. A DEF category must exist, but additional codes can be added if the customer’s accounting schema requires it.

http://www.abiscorp.com/adjwiki/rule-custcat.ashx

Customer Price Groups (ENTGRP)

The ENTGRP rule controls valid pricing control schemes for Order Entry. A customer’s price code is set in the SoldTo attribute.

http://www.abiscorp.com/adjwiki/rule-entgrp.ashx

Ship Via Codes (SHIPVIA)

The SHIPVIA rule controls valid shipping methods in Order Entry and Shipping. The default Ship Via can be set for a customer in the ShipTo attribute and the SoldFrom attribute for a vendor.

Free On Board (FOB) Codes (FOB)

The FOB rule controls the valid FOB options in Order Entry and Purchasing. The default FOB entry can be set for a customer in the ShipTo attribute and the SoldFrom attribute for a vendor.

http://www.abiscorp.com/adjwiki/rule-fob.ashx

Freight Terms (FREIGHT)

The FREIGHT rule controls the valid freight terms in Order entry. The default FREIGHT entry can be set for a customer in the ShipTo attribute and the SoldFrom attribute for a vendor.

1099 Types (TYPE1099)

The TYPE1099 rule controls the 1099 types that can be tracked in the RemitTo attribute for vendors.

Task Work Categories (WORKCAT)

The WORKCAT rule controls valid work categories for the Task Management application. The default WORKCAT can be set for a customer in the ShipTo attribute.

Task Zone Codes (LZONE)

The LZONE rule controls valid zones for service orders. The customer zone can be set on the Org record.

Scrub and Import Customer, Vendor, and Contact Data

Refer to Address Book Conversion Guides for detailed information on the import and reconciliation process.

• Customer Import Guide

• Vendor Import Guide

• Contacts Import Guide

Review System Functionality

Once all core system setup has been completed, perform the following system functionality tests. Some of these will require additional setup in other areas in order to create transactions and report data for testing. Work through each associated setup guide to complete the required setup and verify that each area below is functioning as expected in the new server setup.

• Verify that reports can be previewed
• Verify that drilldowns work, this uses an HTML viewer different than previewing a regular report
• Verify that the doc vaults are accessible
• Verify that printing is working
• Verify that both outbound/inbound emailing are working