Difference between revisions of "Customer Service:CNS - Duplicate Management"
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*Every 3 months, the CNS Management Coordinator will check for duplicate records. |
*Every 3 months, the CNS Management Coordinator will check for duplicate records. |
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| + | ==Identify Duplicate Record== |
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| − | ==Common Duplications or Errors== |
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| + | #Identify the duplication in CNS such as same name |
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| − | *Each customer account requires a '''Main Info''' contact which will be shown on customer listings and address labels |
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| + | #Check for any differences in data such as phone number, email addresses, links etc |
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| + | #Write down the vendor links |
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| + | ==Check Document List prior to deletion== |
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| − | ==Steps to Delete Records== |
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| + | #Goto 5 Show documents list and enter '''5''' and press '''enter''' |
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| + | #Place '''DS''' next to INVOICE or PURCHORD (note customer will not have PURCHORD but vendor could have both) and press '''enter''' |
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| + | #Enter Cust/Vendor number and press '''enter''' |
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| + | #Enter '''MA''' next to Document and press '''enter''' (make sure the contact number is not the contact record you are deleting) |
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| + | #If the contact number is the record you are deleting, you must replace with a new contact record (note contact is a 4 digit number which is not the same as the account number) |
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| + | ==Move Data to new Record Prior to Deletion== |
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| − | |||
| + | #Go back to 3 Show list of names and enter '''3''' and press '''enter''' |
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| − | #Select '''3 CNS -- Contacts''' |
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| + | #Move data to record which will not be deleted |
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| − | #Select '''3 Show list of names''' |
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| − | #Enter |
+ | #Enter '''PU''' on the record you are deleting and press '''enter''' |
| − | #Press '''F6''' to add a new record |
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| − | #Enter '''MAIN INFO''' under First Name |
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| − | #Enter '''Store Name''' under Surname |
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| − | #Enter '''Y''' for Publish to Lotus Notes |
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| − | #Enter '''MANUAL''' under Source Code for Name |
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| − | #Enter '''Y''' under Allowed on Web |
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| − | #Press '''Enter''' |
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| − | |||
| − | [[File:Nancy45.PNG|400px]] |
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| − | |||
| − | ===Entering Cust/Links=== |
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| − | #Press '''F11''' to link to Customer Account |
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| − | #Press '''F6''' to add new record |
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| − | #Enter '''account number''' under link to Customer/Vendor |
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| − | #Enter Effective Dates (ending date should be Dec 31 50) |
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| − | #Press '''Enter''' |
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| − | |||
| − | ===Entering Roles=== |
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| − | #Press '''F8''' to enter Contact role (note Main Info often does not have a role but could have the REMAD role which is the remittance advice email for EFT payments) |
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| − | #Press '''F6''' to add record |
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| − | #Enter '''Account number''' under Customer/Vendor |
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| − | #Enter '''REMADEM''' under Role Code |
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| − | #Enter Effective Dates (ending date should be Dec 31 50) |
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| − | #Press '''Enter''' |
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| − | #Press '''F12''' to move back until you reach the CNS - Enter/Update Contact Names screen |
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| − | |||
| − | [[File:Nancy46.PNG|400px]] |
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| − | |||
| − | ===Entering Addresses=== |
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| − | #Press '''F8''' (Phone/Email) |
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| − | #Press '''F6''' to add a record |
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| − | #Enter Effective Dates (ending date should be Dec 31 50) |
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| − | #Enter each Type (WORKPH, WORKFX, WORKEM, ORDCON & RMADEM) |
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| − | #Enter Phone/Email or Fax dialing string |
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| − | #Enter '''AC''' under Status |
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| − | #Press '''Enter''' |
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| − | #Press '''F12''' |
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| − | |||
| − | [[File:Nancy47.PNG|400px]] |
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| − | |||
| − | ==Entering CNS Individual Contact== |
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| − | You do not have to enter the main telephone or fax numbers if they have been entered in '''MAIN INFO'''. |
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| − | |||
| − | #Select '''3 CNS -- Contacts''' |
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| − | #Select '''3 Show list of names''' |
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| − | #Enter Individual name to ensure you do not enter a duplicate entry |
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| − | #Press '''F6''' to add a new record |
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| − | #Enter Salutation |
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| − | #Enter First Name |
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| − | #Enter Surname |
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| − | #Enter '''Y''' for Publish to Lotus Notes |
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| − | #Enter '''MANUAL''' under Source Code for Name |
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| − | #Enter '''Y''' under Allowed on Web |
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| − | #Press '''Enter''' |
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| − | |||
| − | ===Entering Cust/Links=== |
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| − | #Press '''F11''' to link to Customer Account |
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| − | #Press '''F6''' to add new record |
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| − | #Enter '''account number''' under link to Customer/Vendor |
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| − | #Enter Effective Dates (ending date should be Dec 31 50) |
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| − | #Press '''Enter''' |
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| − | |||
| − | ===Entering Roles=== |
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| − | #Press '''F8''' to enter Contact role (note Main Info often does not have a role but could have the REMAD role which is the remittance advice email for EFT payments) |
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| − | #Press '''F6''' to add record |
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| − | #Enter '''Account number''' under Customer/Vendor |
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| − | #Enter Role Code (STORE OWN, PHARMACIST, MANAGER, RMADEM (if contact is the remittance advice contact) |
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| − | #Enter Effective Dates (ending date should be Dec 31 50) |
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| − | #Press '''Enter''' |
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| − | #Press '''F12''' to move back until you reach the CNS - Enter/Update Contact Names screen |
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| − | |||
| − | [[File:Nancy46.PNG|400px]] |
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| − | |||
| − | ===Entering Addresses=== |
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| − | #Press '''F8''' (Phone/Email) |
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| − | #Press '''F6''' to add a record |
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| − | #Enter Effective Dates (ending date should be Dec 31 50) |
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| − | #Enter each Type (CELLPH & RMADEM) |
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| − | #Enter Phone/Email or Fax dialing string |
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| − | #Enter '''AC''' under Status |
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| − | #Press '''Enter''' |
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| − | #Press '''F12''' |
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| − | |||
| − | [[File:Nancy47.PNG|400px]] |
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| − | |||
| − | ==Entering Documents List== |
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| − | You must enter the main email and fax addresses to documents list which will be the default for any invoice/credit notes sent to the customer |
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| − | |||
| − | #Select '''3 CNS -- Contacts''' |
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| − | #Select '''5 Show documents list''' |
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| − | #Press '''Enter''' |
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| − | #Enter '''DS''' next to INVOICE |
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| − | #Press '''Enter''' |
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| − | #Enter '''Customer number''' under Cust/Vendor |
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| − | #Press '''Enter''' |
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| − | #Press '''F6''' to add a new record |
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| − | #Enter '''?''' under Related to Customer/Vendor |
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| − | #Press '''Enter''' |
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| − | #Enter '''Customer number''' under Code |
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| − | #Press '''Enter''' |
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| − | #Enter '''1''' next to Cust number and press '''enter''' |
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| − | #Enter '''?''' under Contact to Customer Vendor Link |
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| − | #Press '''Enter''' |
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| − | #Enter '''Customer number''' under Cust Link |
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| − | #Press '''Enter''' |
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| − | #Enter '''1''' next to Main INFO contact and press '''enter'' |
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| − | #Enter '''Email''' under Mode and '''WORKEM''' under Dist Type |
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| − | #Press '''Enter''' |
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| − | #Press '''F12''' |
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| − | #Press '''F6''' to add a new record |
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| − | #Enter '''?''' under Related to Customer/Vendor |
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| − | #Press '''Enter''' |
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| − | #Enter '''Customer number''' under Code |
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| − | #Press '''Enter''' |
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| − | #Enter '''1''' next to Cust number and press '''enter''' |
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| − | #Enter '''?''' under Contact to Customer Vendor Link |
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| − | #Press '''Enter''' |
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| − | #Enter '''Customer number''' under Cust Link |
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| − | #Press '''Enter''' |
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| − | #Enter '''1''' next to Main INFO contact and press '''enter'' |
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| − | #Enter '''Fax''' under Mode and '''WORKFX''' under Dist Type |
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| − | #Press '''Enter''' |
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| − | #Press '''F12''' |
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[[Category:Workflows-Customer Service]] |
[[Category:Workflows-Customer Service]] |
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Latest revision as of 23:45, 18 December 2020
Entering CNS Main Info Contact
- An effective CNS Management system will ensure that there are no duplicates and if there are duplicates identified, all links must be checked prior to the deletion.
- Every 3 months, the CNS Management Coordinator will check for duplicate records.
Identify Duplicate Record
- Identify the duplication in CNS such as same name
- Check for any differences in data such as phone number, email addresses, links etc
- Write down the vendor links
Check Document List prior to deletion
- Goto 5 Show documents list and enter 5 and press enter
- Place DS next to INVOICE or PURCHORD (note customer will not have PURCHORD but vendor could have both) and press enter
- Enter Cust/Vendor number and press enter
- Enter MA next to Document and press enter (make sure the contact number is not the contact record you are deleting)
- If the contact number is the record you are deleting, you must replace with a new contact record (note contact is a 4 digit number which is not the same as the account number)
Move Data to new Record Prior to Deletion
- Go back to 3 Show list of names and enter 3 and press enter
- Move data to record which will not be deleted
- Enter PU on the record you are deleting and press enter