Enter Supplier Contacts

Explanation

This activity is used to connect a contact person to a supplier.

Prerequisites

There are no prerequisites.

System Effects

If the contact is not already defined as a Person, the contact will be registered in Person.

Window

Supplier

Related Window Descriptions

Supplier
Add Contact
Find Person

Procedure

To enter a known supplier contact that is already defined in Person.

  1. Open the Supplier window and query for the relevant supplier.
  2. Select the Contact tab and create a new record.
  3. Enter the Person ID manually or via List of Values.
  4. If you want, you can specify the role of contact person in the Role free text field.
  5. If you want, you can specify a specific Supplier Address manually or via List of  Values.
  6. If you want, you can specify a Contact Address manually or via List of Values.
  7. If you want, you can set the contact as Supplier Primary and/or Supplier Secondary by selecting their respective checkboxes.
  8. If a Contact Address has been entered, you can set the contact as Address Primary and/or Address Secondary by selecting their respective checkboxes.
  9. You can connect a contact to all addresses by selecting Connect All Supplier Addresses check box.
  10. If you want, you can enter a note in the Note field.
  11. Save the record.

To enter a supplier contact by finding a Person already defined in Person or by defining a new Person in Person.

  1. Open the Supplier window, query for the correct supplier.
  2. Select the Contact tab.
  3. Right click and click on the Add Contact option to open the Add Contact dialog.
  4. Enter the name of the contact in the Name field and click Find to find any persons already defined in Person. The Select Person dialog box will be displayed. The system will make a check for possible duplicates based on what has been entered in the First Name and Last Name fields and possible matches will be displayed in the bottom part of the dialog box.
  5. If one or several possible matches are found and one of them is the person you want to use as a contact, select the corresponding row and click OK. Optionally enter additional information in the Add Contact dialog box. Click OK to confirm. A new contact is now created and a connection to the existing person is made.
  6. If possible matches are not found click Cancel to create a person in Person and to enter the person as a contact person for the supplier.
  7. If required select the applicable roles from the Role list.
  8. Enter communication methods like Phone No, E-mail etc.
  9. If required, specify a supplier address ID in the Address ID field. You can manually enter an address ID or select one from the list by clicking List. Note: When this dialog box is opened via Request for Order Quotation or Request for Agreement Quotation window, value in the Supplier Document Address field on the Supplier tab is retrieved as the default value. No value is displayed by default in this field when this dialog box is opened from Supplier/Contact tab since the contact is regarded as a general supplier contact.
  10. Optionally to copy this address to the entered contact person, select the Copy Address to Contact check box.