Names in the Address Book

Accountants Enterprise only

You can add names to a contact using the Contact Properties for Contact window.

A name can be an employee of the practice or a contact as follows:

Contacts	Employees
Prospect	Partner
Client	Manager
Creditor	Staff
Both Creditor & Client	Clerk
Other

The fields available are:

Field	Description
Code	Each name must be given a code established in a manner that allows the name to be easily accessed. Codes are case sensitive.
Type	This identifies the Name Table Entries selected for the type of name. Press [F10] to display a pick-list of options, such as contact name, alternate name etc. The pick-list that displays at the Type field is the same list of table entries found in the Name Table option in the Maintenance menu. You may add, edit or delete entries from this list.
Details	There are four lines of up to sixty alphanumeric characters each in this field. Enter the relevant name in the address book for the contact on which you are working. You may bypass any of the lines by pressing [Enter].
Copy / Share	These functions provide access to the Address book Browser for you to select information already in the database. The Properties button is active so that you are able to amend the information you about to copy or share.

Copy

The copy function enables you to copy a name to the contact on which you are working from another contact. The result is two copies of the information

For example, if two contacts have the same business name, that business name may be copied to the contact currently selected, instead of entering the business name twice.

Copy can also be used to 'unshare' names in your database. By selecting to copy a name that is already shared you are breaking the 'share' link.

To copy a name in your database

Select the Copy from button. The Select name to copy from window opens.
Highlight the item to be copied.
Press [Enter] or press the Select button. The address book is updated with the details from the copied name.
Select OK to return to the Address Book.

The share function enables you to share a name between the contact you are working on and another contact in your database. Select Share From if you wish to link the name that you are adding to your database to another contact.

All data that is shared displays the two heads icon to indicate it is relevant to more than one contact in your database.

To share a name in your database

Select the Share from button. The Select name to share from window opens.
Highlight the name to be shared.
Press [Enter] or press the Select button. The address book is updated with the details from the shared name and the two heads icon together with the word shared displays next to the address information.
Select OK to return to the Address Book.