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
- Choose Address Book from the Costs menu.
- Click the New button, or choose New Record from the Edit menu.
- Fill in details about the item.
SETUP HINT-- You only need to fill in the Name field. All other
fields are optional.
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.
The Address Book record shows two calculated fields:
Last Contact Date-- The date of the most recent contact with
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.
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.
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.
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.
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.
USING BUSINESS TRANSACTIONS
Records | Changing Records | Deleting
Records | Voiding Records
Finding Records | Sorting
Records | Fixing Mistakes
Viewing Contacts | Entering
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Reports | Customer Accounts | Prospects | Sales
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