Initial review of contacts

Check to confirm it is ok to review and edit contact data

If your Readysell system is live, it is ok to start reviewing contact data at any time

If your Readysell system is not yet live, you have to check that the stage 2 data conversion has been completed before you can change any data. Your Readysell implementation project will have three stages of data conversion. You have to be sure that your stage 2 conversion has been completed before you start tidying up contact data, otherwise you will loose all your work. If in doubt, do not start changing the data, contact Readysell to check. The data conversion stages are:

Stage 1 where data is first converted just good enough for training
Stage 2 (this is when it is ok to start tidying up contacts) when the contacts, customer and product data is imported for the last time. At this point you can start tidying up contacts and address details
Stage 3 is the transaction, history and stock conversion on the final weekend

We recommend investing a few hours in having a Readysell support team member walk you through how to implement this process. You can do it yourself, but having one of our support experts help you is worth a few hours support change. Getting contracts right will have ongoing benefits to your business.

Overview

Some contacts import with no name, no email address, no job description, no flag or the wrong flag for the contact.

Look for patterns in the data, Readysell can do much of the initial work for you if you can define some patterns we can use to clean up the data with automated scripts. We routinely save 90% of the tidy up type by applying rules to mass tidy up contact data according to patterns in the data or by taking best estimates of some of the results. Make sure you make use of our assistance to automate this task where possible.

Make sure you start this work as soon as the final master file data conversion is complete. This normally takes several days, don't leave yourself short of time to complete this critical task.

Important Note: Before you start, make sure the stage 2 conversion of your data has been completed! After the stage 2 conversion, Readysell will not import contact data again. If you edit contact data before the stage 2 conversion, all you work will be lost!

Video

Important tips

Please do not:
- Tidy up customer and supplier contacts at once using the default active contacts list view. Select the specific customer or supplier contact list list view designed for reviewing each kind of contact. This will make the process a lot easier
- Export data to excel and edit it there
- Edit data on a system that is not yet live unless the stage 2 data conversion has been completed
- Click through each card and change the contacts on the contact tab for the card one at a time
- Worry about the primary checkbox. It is for reference only, it does not cause any particular special treatment of the contact. You can add rules around the primary contact, but by default is it like a note or reference only field
- Try to fix every contact manually. Look for patterns. Readysell can mass deleted or merge contacts if there are many contacts that are duplicated, blank etc. But we don't know your contacts. You have to identify the pattern and let us know what you want done.
Please Do:
- Look for patterns in contacts and let Readysell know if there are any rules we might apply to your data for contacts after it is imported. To delete duplicates or merge contacts
- If you need to delete a contact, set the 'archived' property to true. You can't delete a contact that has been used by the system
- Email address should be filled in for all contacts that get an email from you or to whom you send an email
- The card.status should be active for all customers and suppliers that you still deal with
- Note :Card.IsCustomer is checked for customer cards and Card.IsSupplier is checked for cards that are suppliers
- If you have a new system that is not yet live. The contact details converted from your previous system into Readysell may not make best use of the features available in Readysell. The imported contacts will probably be messy and will not Many new Readysell users find they need to tidy up and adjust their contact information.

Step1: Customer contact data review procedure

The recommended procedure is as follows:

- Log onto Relationship>Card>Contacts.
- Use the column chooser to add the archived field to the contacts list view
- Select the 'All Contacts' list format from the list view
- Make the changes you need one at a time
- Only if you have a huge number of changes to make:
- - Change the modification checking option on the tools tab of the button ribbon at the top of the screen to "On Close Only". (click on Tools>Modification Checking>On Close) This removes the need to click save after you change each line
  - Make all the changes you require in blocks of about 20 records. Then occasionally click the save button
  - This approach is faster, but on balance, the risk of not being able to save after you have changed a group of records or of missing save on a group of changes is not worth it.
The fields you must check include:
- Job Descriptions should agree to the Office Brands standard if you are an Office Brands Dealer
  
  You may need to turn on the same checkbox on more than one contact for a customer. For example if two contacts are to receive sale invoices. Then you would turn on the 'Accounts payable' flag.
- Contact flags for customer cards:
  - 'Accounts payable' should be checked for at least one contact for each customer card. This is the person that receives invoices and statements. You can have two contacts with this check box ticked. If so they will both get invoices and statements. The email address should be on on this contact, so you can email statements and invoices
  - 'Purchasing office' should be checked if you want to enable the possibility of emailing copies of sales orders to the contact person when a sale order is placed. This requires workstation settings to be configured in order to actually send the email
  - 'Service' should be checked if you use the service module and this contact person can be the primary contact person for machine.
  - Ensure that 'Card:Statement Delivery Method" is set Email if there is a email address and 'Is Payable' is flagged is you wish to email the statement.
  - Check the 'Card:Invoice Delivery' method has a form of Email if you wish to email the Invoice

Step 2: Contact Readysell and have our support team help with the following:

- Work out from the Customers Card if you wish to have your Invoices set to either one of the following listed below and note it on the Shared Document and Readysell will construct a script for you.
  Eg if you have a Customer Contact set to email and the contact has the flag turned on for 'Is Payable' then set the Invoice Method on all customers to be 'Print immediately and Email Batch/Automatic'. By Readysell constructing a script and doing a mass update, you can then tidy up cards that you dont with to email.
- Work out from the customers Card the method you wish to use in respect to Customer Statements. If you have a contact set to 'Is Payable' and that contact has an email address and one of your Addresses is set to 'Accounts' then ask Readysell to update the Statement Method = Email/Fax. You can manually change any you dont wish to email manually and set them to print.
- If you have a Customer that you wish to Invoice as either One Invoice Per order or Batch Invoicing you need to manually set the Invoice mode on that customer then set the Delviery Docket Method.

Step 3. Supplier contact data review procedure

The recommended procedure is as follows:

- Select the contacts list view from relationships>contacts on the navigation menu
- Use the column chooser to add the archived field to the contacts list view
- Select the 'Supplier contact data review' list format from the list view
- Change the modification checking option on the tools tab of the button ribbon at the top of the screen to "On Close Only" (click on Tools>Modification Checking>On Close). This removes the need to click save after you change each line
- Make all the changes you require in blocks of about 20 records. Then occasionally click the save button
The key fields to check include:
- Job Descriptions should agree to the Office Brands standard if you are an Office Brands Dealer
- Email address should be filled in for all contacts that get an email from you or to whom you send an email to Remittance and Purchase Orders
- The card.status should be active for all suppliers that you still deal with
- Note :Card.IsSupplier is checked for supplier cards
  
  You may need to turn on the same checkbox on more than one contact for a supplier. For example if two contacts are to receive supplier remittance. Then you would turn on the 'Account receivable' flag.
- Turning on the same contact flag for more than one contact at suppliers
- Contact flags for supplier cards:
  - 'Account receivable' should be checked for at least one contact for each supplier card. This is the person that receives Supplier Remittance. You can have two contacts with this check box ticked. If so they will both get the remittance. The email address should be on one these contacts, so you can email the remittance.
  - 'Sales' should be checked for supplier contacts that receive purchase orders from your business. This requires workstation settings to be configured in order to actually send the email
  - Check that the Card:Auto Email Remittance flag is turned on for suppliers that you wish to receive a emailed remittance

Step 4. Contact Readysell and have our support team help with the following:

- Work out from the Suppliers Card if you wish to Email Remittance. If so Readysell can construct a Script to set the 'Auto Email Remit' = True
- If you are Emailing Remittances you will also have to have a Contact set to 'Is Receivable' and that contact has to have an email addresses. Readysell can also help by constructing a script to set one of these flags. Then you will need a bit of manual tidying up to do yourself.
- If the majority of your suppliers are paid by Electronic Transfer 'EFT' Readysell can help by constructing a script to set the 'Supplier Tender'= EFT. You can manually go back to the suppliers that you dont pay by that method and set it yourself.
- If the majority of your suppliers are getting Emailed the Purchase Orders, Readysell can help by setting all Contacts that have an Email Address to have a flag of 'is sales' turned on.
- If you can see any room for mass updates to speed up the contact data cleanup process.