adding contacts

See Also:Contact Field Descriptions, Deleting Contacts

Adding Contacts

To add a contact there must be a contact window loaded. If you do not have a contact window displayed, do so now, by clicking on the contact icon. There are 2 ways to create a new contact record. The first method is suggested as it will avoid adding duplicate contacts.

1.) Open the “Find” window by clicking the Find icon or type Ctrl + F

Enter you contact’s First and Last name into the Find window and click “Go” to search the database to make sure that the contact does not already exist. If the system does not locate your contact, click the “ADD CONTACT” button in the find window. Choose the appropriate contact type from the list that appears and click the Add button. (If you decide at this point that you do not want to add a contact, you can select the cancel button.) When the system creates the new contact record, any information which that entered into the Find window will be added to the new contact record using the field search find option.

2.) Select “Add Contact” from the “File” menu or type Ctrl + A

Choose the appropriate contact type from the list that appears and click the Add button.

Which ever way you decide to use, after clicking the “Add” button, a blank contact record will be created and displayed on your screen. From here you can begin filling in the information you want to track on this contact. When filling out contact records, keep in mind that there is no required information. You can track as much or as little information on a contact as you wish. I will point out here though, that the information entered is the information used to create invoices, reports, etc. i.e.) If you enter Suzie, and then want to process an invoice and have her full name and address displayed on the invoice, you must enter that information on her contact screen. Information can be added, deleted or changed on a record at any time.

The easiest way to move from field to field in the contact window is by using your tab key, if you want to go to a field that is not in sequence you can get there by clicking your mouse in that particular field or tabbing multiple times.

AFTER ENTEING THE CONTACT’S INFORMATION THERE IS NOTHING THAT YOU NEED TO DO TO SAVE THE RECORD. The system will automatically save the information after it has been entered. A common mistake is to select ADD CONTACT after you have entered the information. This will result in a blank contact record and generally causes undue confusion. It is recommended that you delete any blank contact windows mistakenly created.