SYSPRO Ribbon bar > Setup > Financial > Contact Management Setup Wizard

Contact Management Setup Wizard

You use this wizard to set up your SYSPRO Contact Management System.

The main aim of the wizard is to automatically enter data in the Contact Management System (CMS) from data that already exists in your SYSPRO system.

The Contact Management Setup Wizard must be run in its entirety before you can use the SYSPRO Contact Management System. Once you have successfully run the wizard, you need to use the Contact Management program to define the setup options and defaults you require for your Contact Management System.

Preferences

Field Description
Preferences Define default options to apply to the setup wizard.
Contact creation options These options enable you to exclude the automatic creation of Contacts within the Contact Management System.
Skip creation of a Contact for each Operator Select this if you do not want to create each SYSPRO operator as a contact.

If you don't create operators as contacts within the CMS system, you will be unable to use MS Outlook to record emails sent/received by operators in the Contact Management System.
Skip creation of a Contact for each Customer with a previously defined contact Select this if you do not want the wizard to create a Contact for each existing SYSPRO Customer where a Contact is already defined.

If you select this preference, then you will need to manually create customer contacts and capture their details.
Skip creation of a Contact for each Customer with a previously defined contact Select this if you do not want the wizard to create a Contact for each existing SYSPRO Supplier where a Contact is already defined.

If you select this preference, then you will need to manually create supplier contacts and capture their details.

Wizard options

Field Description
Screen 1 - Start the process Begin setting up the Contact Management System.
Screen 2 - Lookup tables

Populates initial lookup tables used by the Account Maintenance and Post Activity programs.
Screen 3 - Email setup

Sets up email to use MS Outlook

The SYSPRO Contact Management System requires that the MS Outlook email client is used for sending emails from SYSPRO applications. This step enables you to define a Regarding, Result and Follow up flag against each email message sent.
Screen 4 - My Organization name Creates the 'My Organization' Account.

This defaults to the Company name, but can be changed.

The My Organization account is a special type of account that represents your own organization. The wizard creates all your SYSPRO operators as contacts in My Organization.

Screen 5 - Create employee contacts

Optionally creates a Contact for each operator on your system and links these operators to My Organization.

This step is NOT performed if you selected the Skip creation of a Contact for each Customer with a previously defined contact preference.
Screen 6 - Contacts details Optionally enter your organization's telephone number/fax number/website address. If entered, then these details are assigned as the details for each employee contact created in 'My Organization.
Screen 7 - Work - Physical Optionally enter your organization"s physical address. If entered, then this physical address is assigned to each employee contact created in 'My Organization'.

These fields default to the values defined in the Delivery address fields defined against your company.
Screen 8 - Work - Postal Optionally enter your organization"s postal address. If entered, then this postal address is assigned to each employee contact created in 'My Organization'.

These fields default to the values defined in the Company address fields defined against your company.
Screen 9 - Add contact for each customer

Optionally creates a Contact for each existing SYSPRO customer where a Contact is already defined. The contact name in the first Contact field on the Contact tab is used.

In addition the following customer information is used to populate the customer contact fields:

  • the Sold to address (Address tab) is used as the Postal address
  • the Ship to address (Address tab) is used as the physical address
  • the Telephone, Fax and Email address are used as their equivalents in the Contact Management System
This step is NOT performed if you selected the Skip creation of a Contact for each Operator preference.
Screen 10 - Add contact for each supplier

Optionally creates a Contact for each existing SYSPRO supplier where a Contact is already defined.

In addition the following supplier information is used to populate the supplier contact fields:

  • the Address (Address tab) is used as the Physical address
  • the Remittance address (Address tab) is used as the postal address
  • the Telephone and Fax (Basic tab) are used as their equivalents in the Contact Management System
This step is NOT performed if you selected the Skip creation of a Contact for each Supplier with a previously defined contact preference.
Screen 11 - Unassigned contacts

Creates a holding Account for contacts not yet assigned to an organization

An 'Unassigned Account' with a single Contact is created for Activities you may want to record for individuals for whom you have not yet created a Contact.
Screen 12 - Finish This screen displays the successful setup of your Contact Management system. Select Finish to update your company control record and close the wizard.