Address Book

The Address Book is a simple listing of phones and addresses for any contacts who are not already in an account.

HINT-- The Address Book is a useful business management utility that helps keep all of your info in the same file. It may not be present in some version sof Goldenseal business management software.

When to Use the Address Book

Use the Address Book for anyone whom you'd like to keep track of, and who is not already listed somewhere else in the Goldenseal software.

HINT-- Use Prospects records for potential customers. Use Accounts for customers, suppliers and others with whom you do business.

The Address Book is useful for any of the following:

  • Job applicants
  • Possible subcontractors or suppliers
  • Friends and relatives
  • Certified Gargoyle Inspectors
  • Government officials
  • Marketing contacts
  • "Networking" contacts
  • Police, fire and other emergency numbers
  • Project neighbors

Entering Address Book Records

To enter an Address Book record, follow these steps:

  1. Choose Address Book from the Costs menu.
  2. Click the New button, or choose New Record from the Edit menu.
  3. Fill in details about the item.

QUICK SETUP HINT-- You only need to fill in the Name field.  All other fields are optional.


Data Fields

Enter the following info for each Address Book record:

Name-- Enter a brief name for the person or business. HINT-- the Name field appears in menus in other records that refer to Address Book records.
Full Name-- Enter a complete name for the person or business. HINT-- the Full Name field appears when you print labels or envelopes from Address Book records.
Contact-- If the account is for a business, enter the name of a contact person.
Daytime Phone-- Enter a daytime phone for the person or business.
Evening Phone-- Enter an evening phone for the person or business.
Fax-- Enter a fax number for the person or business.
Address-- Enter the address where you'll send marketing information. Type the street information into the first box, then city, state and zip code or postal codes into the other three boxes. HINT-- Goldenseal uses separate fields to make it easier to find entries by their city, state or zip code.
E-mail-- Enter an email address for the person or business.
Comments-- Type in any comments you may have about the person or business. HINT-- You can enter key words in this box to make it easier to find groups of possible clients.
Created-- When you create a new Address Book record, Goldenseal automatically assigns a creation date.
Record Number-- Goldenseal automatically assigns each record a unique number.
Type-- Enter the type of person or business.  You can classify records any way you'd like with the Address Book Types list.
Source-- Enter where this person heard about your company (for example, from a referral, an advertisement or a trade show).  You can classify sources any way you'd like with the Prospect Sources list.
Referral Class-- Use the popup field to enter the type of account that referred this person or business.
Referred By-- Enter the account who referred this person or business.
Employee Contact-- Enter the employee who will handle this person or business.
Allow One Time Names-- Turn on this checkbox if you use this record for miscellaneous contacts that you'll type in for Appointments or the Contact Log.
View Contacts-- Click on the View Contacts buttons to see contact records for this prospect.

Calculated Fields

The Address Book record shows two calculated fields:

Last Contact Date-- The date of the most recent contact with this record.
Number of Contacts-- The number of contacts so far.  This number is calculated from the number of contact records you've entered for this prospect-- including Appointments, Contact Log records and Estimates.

Status Fields

You can use the Status popup field to mark any Address Book record as Active, Hot, Dormant or Inactive.
There is no functional difference between the different Status values, but you can use the Find command to locate records with any type of status.

Use the Flag and Printer Flag buttons at lower left to mark this record for reports and printing.
Use the Form Type button at lower left to switch to a simpler layout.

Optional Fields

Use the Custom Layouts command to add any of the following optional fields:

Include in Starter File-- Add this field to the layout if you want to include some Address Book records in a starter file 'clone' of the company file.
Time-- Add this field to record the time when you entered each record.

HINT-- You can also add custom fields to store any other information for your Address Book records.

Viewing Contacts

To view contact records for this person or business, click one of the buttons in the right side of the record layout

Click View Appointments to see Appointments with this person or business.
Click View Contact Log to see Contact Log records for this person or business.
Click View Document Log to see Document Log records for this person or business.
Click View Estimates to see Estimates for this person or business.

Entering Contacts

To enter an appointment with this person or business, click the Enter Appointment button.

To enter a call, email or letter from this person or business, click the Enter Contact Log button.

Using the Address Book

Use the Find command to locate phone or address information for any record in the Address Book.

You can print mailing labels or phone sheets for any Address Book records with the Print Forms command.

Printing Mailing Labels

To print mailing labels, choose Print Forms from the File menu, and choose Mailing Labels as a Form Type.

HINT-- To change the label size or layout details, choose Custom Layouts from the Options menu, and choose Printed Forms from the submenu.

Related Links

       Entering Records | Changing Records | Deleting Records | Voiding Records
       Finding Records | Sorting Records | Fixing Mistakes
       Viewing Contacts | Entering Contacts

       Lead Tracking Software | Business Management Software

RELATED Business Transactions
       Contact Reports | Customer Accounts | Prospects | Sales Reps