Address Book Module

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4.1.1 Address Book Overview

 

The Address Book Module in pc/MRP allows you to store, edit, and track information about customers, vendors, employees, and resellers. Address Book information is automatically imported into sales orders, purchase orders, sales quotes, and purchase request for quotes. The Address Book will be your primary source for customer data. The addrbook.dbf file is encrypted with pc/MRP versions 7.04 and higher as credit card numbers are stored in this data base file.

 

4.2.1 Enter A New Address, Step 1, Modules, Address Book, New

 

To enter a new customer or vendor address By selecting Modules, Address Book, and New, you can enter a new address. Enter the company name or last name of the person whose address you wish to enter. The pop up screen will ask if you wish to import address information from another address. Answer YES, if you have a common base address for numerous clients at one location and do not wish to keep typing in the same address repeatedly.


4.2.2 Enter A New Address, Step 2, Enter Company Name

 


 

 

 

Enter the company name or last name of the person whose address you wish to enter. The pop up screen will ask if you wish to import address information from another address. Answer YES, if you have a common base address for numerous clients at one location and do not wish to keep typing in the same address repeatedly.

 


4.2.3 Enter A New Address, Step 3, Enter Company Type and Status

 


 

The top row of fields, Addr ID, Company Name, Addr Type, Status, and Balance, appear above the tabbed pages.

 

The Address ID Code will consist of the first three alpha characters of the name followed by three numeric digits. For example, Hewlett Packard would be coded HEW001. If there were already an HEW001 in the address book, pc/MRP would display HEW002 as the address ID code. You can override the pc/MRP ID code and enter any code you care to. We do recommend the address ID code contain some significance so that it is easier to begin scrolling close to the address you are looking for.

 

The Address Type and Status are user definable fields. The contents of these fields can be modified through option 52 in pc/MRP's settings and utilities module. The Address Type may contain CUS for customer, EMP for employee, VEN for vendor, PRO for prospect, etc. The Status field contains the status of the account. If "BAD" is selected, a red flag reading Bad Account appears on the top left of the Address. If PRB for Probation is selected as an Address Type, a red flag reading Probation Account appears on the top left of the Address. If DIS is selected then this vendor is discontinued and their information will not be populated into a purchase order.

 

The Balance field contains the current balance for the customer.   In addition the Average Days to Pay will appear next to the balance.   This will be displayed in red if there is an unpaid invoice over 30 days old.

 

4.2.4 Enter A New Address, Step 4, Enter Company Information on Company Tab Page

 


 

 

The Company page of the address book data entry screen allows you to enter the: Company Name, Street Address, City, Zip Code, Country, Phone Number, FAX Number, Contact, Title, Salutation, Email Address, Credit Card Number and Expiration Date, Serial Number, Start Date and unlimited comment information.

 

The Credit Card Number will be encrypted whenever the address record is saved and stored in the address book data base file.

 

The Display Map Button will display a map of the address provided you are connected to the internet.

 


4.2.5 Enter A New Address, Step 5, Enter Company Contact and Tax Information

 


 

 

The Salesman, Commission, Region, and Territory Fields may be used to track customers and salespersons. Every time a sales order is entered for a customer, the data from these fields will be automatically entered into the sales and invoice records.

 

The Salesman Email address field contains the salespersonís email address.

 

If  your company has divisions and or departments the first two digits of the Division Field should contain the Division Number and the second two digits should contain the department number.  This would match the last 4 digits of the 8 character chart of accounts number if you are using pc/MRPís Accounting Module and have divisions and departments.

 

The Sales Level field is used to determine if a customer will be invoiced for a sales level 1, 2, 3, 4, or 5 price qty breaks.

 

The Discount field contains the trade discount for customers or vendors. For accounting purposes, do not include the Terms discount in with the trade discount, as you never know if the customer will pay his bill in time to get the terms discount.

 

The Related Document Number field can be used to store a contract number for this address. Whenever a purchase order or sales order is entered, the related document number is transferred to the purchase or sales order's related document field.

 

The Resale Number field can be used to store the customer's resale number.

 

The Credit Limit field allows credit limits to be established for each customer. Option 53 in the settings and utilities menu, enables or disables a warning message from popping up if a sales order exceeds the customer's credit limit. In addition option 53 will also allow you to establish an over ride password.

 

The Yearly Quota field stores the yearly quota goal for each customer. This field is used in an optional sales analysis report to provide % to quota for each customer.

 

The Tax Code field stores the tax id number for each account.  Pc/MRP's accounting module allows users to enter and maintain a Tax Id data base file containing state and county tax rates for user defined tax code entities such as CA01, CA02, OR01, etc. When an entity's tax rate changes, the user would change the tax code entity's tax rate and then press "Update" to update the tax rate on all addresses that have that tax entity code. If you do not wish to use the Tax Id data file, and still need to have a tax included on the sales order, just enter a tax percent into the Tax % field.

 

Check the IRS Form 1099 check box field if you feel you may need to print out a 1099 form for this customer in the future. At the end of the year, you can print out the 1099 forms and the 1099MISC by selecting Modules, Accounting and IRS Tax forms.  See the Accounting Overview chapter for further details.

 

The Tax % field contains the sales tax percent for each customer. Whenever a person enters a sales order and selects taxable, that customer's tax rate from the address book will automatically be inserted into the sales order.

 

The Referred By field can be used to store the name of the person or entity that referred this customer to you.

 

The Source, Purpose, Priority, Interest, and Concern fields are all user definable fields. These fields can be modified through option 52 in the settings and utilities. These entries allow pc/MRP to store additional personalized information about the entry and provide various address printouts, reports, and labels parsed to the end users specifications. Priority may contain a HIGH, LOW, or MEDIUM designation. Interests may contain GOLF, SOCCER... Concerns could contain such things as quality, timeliness, fair pricing. Inevitably, this allows Sales or any other department to keep detailed information on prospects, customers, and all entries to more efficiently meet the needs of people and their organizations.

 


4.2.6 Enter A New Address, Step 6, Enter Billing\Shipping or Remit To\Shipping Information  

 


 

 

 

Whenever a sales order is created for a customer, pc/MRP will automatically insert the Billing Address and Shipping Address from this page.   If you leave the Billing and Shipping Addresses blank pc/MRP, will insert the main customer address into a sales orderís Billing and Shipping Addresses.  


If you change the Address Type to vendor, VEN, you can enter a Remit to Address instead of a Billing Address.    pc/MRP will use the Remit to Address when you print out a check for the vendor.

 

The Billing and Shipping Address Buttons will automatically insert the main address into the Billing and Shipping Fields.

 

The Show Map Buttons will display a map of the billing and shipping addresses.


4.2.7 Enter A New Address, Step 7, Documents Tab

 


 

 

When entering an address for the first time this page will be empty.   However in the future this page will allow you to review all pc/MRP documents (Purchase Orders, Receivers, Invoices, etc) for this customer.

 

Selecting the Documents Tab will display all of the documents for this company as shown below.  The rows are also color-coded.  Rows in black are complete.  Rows in green are  open, rows in Red are open (Complete does not equal Y) and overdue. 

 

In addition pc/MRP will track UPS, FedEx, DHL, and U.S. Postal Service packages provided the document contains a valid tracking number.  The user must have Internet Explorer installed to track DHL and U.S. Postal Service packages.

 

 


4.2.8 Enter A New Address, Step 8, QuickBooks Tab (QuickBooks Users Only)

 


 

 

 

The QuickBooks Tab is only visible for users who have purchased pc/MRPís Optional QuickBooks Interface Module.  

 

If the addresses are imported from QuickBooks, pc/MRPís Customer and Vendor ID fields will match the Customer and Vendor Name Fields in QuickBooks. 

 

If you are entering a new address that does not exist in QuickBooks, the fields will be blank.   Enter the Customer and or Vendor Name that is to go into QuickBooks.   If you do not enter a name, pc/MRP will automatically fill out these fields as shown above.  

 

If you are entering a new address that already exists in QuickBooks, make sure the Customer Id and or Vendor Id matches the name field in QuickBooks(case does not matter).   If they do not match, the address will be added to QuickBooks the first time  it is listed as the vendor or customer on an exported receiver or invoice.


4.2.9 Enter A New Address, Step 9, Print Address Labels

 


 

 

 

The Label button at the bottom of the page will allow you to create shipping labels for this address entry. The labels used here are: ADDRLBM.LBX, ADDRLBS.LBX, and ADDRLBS2.LBX

 

 


4.2.10 Enter A New Address, Step 10, Log Book

 


 

 

The Logbook button at the bottom of the page will allow you to enter a logbook for each customer and vendor to record conversations, commitments, etc. Settings and Utilities Option 80 can set pc/MRP to open up a Notepad or Word file.   Pressing the F5 key in Notepad will automatically enter the date and time into your notepad text.

 

Once you are finished entering the new address, press the OK Button down at the bottom of the address book screen.

 

 


4.2.11 Enter A New Address, Step 11, Create Pop Messages for the Address

 


 

 

You can create Pop-up Messages that will pop up when a user edits this address, enters a sales order, enters a purchase order, etc.   For example you can make sure a message pops up warning the user to accept Check or Credit Card Only when a sales order is entered for this customer.

 

Once you are finished entering the new address, press the OK Button down at the bottom of the address book screen.


4.2.12 Enter A New Address, Step 12, Display a map for the Address

 


 

 

 

 

Press the Show Map Button to display a map of the address.   Your computer must be connected to the internet for this to work.

 

 


4.2.13 Enter A New Address, Step 13, Create a tickler message for this address

 

 


 

 

Press the Tickler Button to create a tickler message for this address.   This option is only available to users who have purchased the Tickler/Task Manager Optional Module.

 

Pressing F4, will also allow you to create a new tickler or task from any module within pc/MRP.   

 

Pressing Alt F4 will allow you to edit a ticker or task from any module within pc/MRP.   See chapter 16.18 for details.



4.3.1 Edit an Address

 

This option allows users to scroll, edit, delete, undelete, or run queries against Address Book information.

 

Selecting an Indexed Search allows users to search on indexed fields.  This allows pc/MRP to find the information much faster.  To perform an Indexed Search select the:

Indexed Search tab

Desired Sort Order, Account ID Number, Customer Name, Serial Number, or telephone number

Enter the applicable data in the Begin Scrolling At: field

Select the desired Action, View or Edit

Press Search

pc/MRP will automatically scroll to the desired record or the nearest match.

Select the correct record by scrolling and press Ok to proceed to the edit screen for that record.

 

Selecting to run a Queried Search allows users to build, run, save, and load queries for the Address Book table.  For further details, see chapter 15.14.

 

Almost every field in the Address Book is editable.  However, users must understand several key concepts:

 

If you have changed the Address ID Code, a pop up screen will ask, "Change Address ID Code through out all modules, purchasing, sales, etc". Answer Yes, if you wish to change the address ID code in every module. (It is recommended that you answer Yes.)

 

Use the Delete button to mark a record for deletion.  Use the Undelete button to unmark the record for deletion.


4.4.1 Print/Display Address Reports and Labels

 


 

 

To print  out an address book or a series of labels, select Modules, Address Book, Print and the screen shown above will appear.

 

By example, let us say we wanted to know every customer who's CITY is Salt Lake City, their CURRENT BALANCE is less than $1000.00, and their INTERESTS are GOLF.

 

The end user would select CITY under the All other Addresses FIELD. Select This CITY, and type Salt Lake City in the gray area under the All other Addresses FIELD. The end user could simply type Salt, and select Partial for a MATCH. However, since we are looking for Salt Lake City, not all cities that have Salt in the name, the end user would simply select Exact for the MATCH.

 

Select CURRENT BALANCE under the All other Addresses FIELD. Select the CURRENT BALANCE is, using the drop down menu select LESS THAN, and finally write $1000.00 in the gray area under the All other Addresses FIELD.

Select Interests under the All other Addresses FIELD. Select This INTEREST, and write in GOLF in the gray area under the All other Addresses FIELD.

 

An end user can unselect a constraint by going back to the FIELD and selecting ALL.... Furthermore, an end user can choose specific address entries after running the report by checking the Use the individual Address Picker box. After selecting the criteria for your query, the end user must decide what they wish to GENERATE. pc/MRP can generate: an ADDRESS BOOK, MAILING LABELS 4 x 2-7/16, or STOCK LABELS 3-1/2 X 15/16.

 

Any of the above may be SORTED BY a PRIMARY and or a SECONDARY field. The information can be SORTED BY: ADDRESS ID CODE, ADDRESS TYPE, CITY, CONCERN, COUNTRY, CREDIT LIMIT, CURRENT BALANCE, DATE ENTERED, INTEREST, PHONE, PRIORITY, PURPOSE, REGION, SALESMAND, SOURCE, STATE, TAX CODE, TERRITORY, YEARLY QUOTA, and ZIP CODE

 

The end user can select where they wish the data to go to by selecting SEND OUTPUT TO and utilizing the drop down menu. pc/MRP can SEND OUTPUT TO: the DISPLAY, PRINT-NARROW, PRINT-WIDE, an ASCII TEXT FILE, XLS FILE, or a DBF FILE

 

By selecting a DBF FILE, the end user can import information onto word processing programs such as Word or Word Perfect for creating form letters or catalogs. Specifically in Word, an end user can create a form letter by following these steps.

Create the desired Address Book by choosing the desired data and send it to a DBF file.

 

Open Word and select Tools, Mail Merge. You will be prompted to complete three tasks:

1. Main Document. This is where you decide what you want to make with the merged data.
2. Data Source. This is where you select the DBF file created above.
3. Merge the data with the document. After performing these tasks, the merged information is made available through a drop down menu under the tool-bar in Word.

 

Through the drop down menu, double click the desired fields putting them in their desired locations and enter the desired text. Such fields as Salutation, Contact Name, and Title may be best utilized in these circumstances.

 

4.5.1 Find by Description (All Addresses)

 

Searching the address book will printout or display all addresses matching the partial description you entered.

 

4.6.1 Index

 

Use this option to re-index the Address Book Data Base File. All of pc/MRP's index files are automatically maintained but occasionally it may be necessary to use this option to update the index file.

 

4.7.1 Remove Marked Records

 

Select this option to remove all of the records marked for deletion from the disk. The size of the data base file will be reduced and automatically re-indexed.