Accounting Finance:How to: Add a New Contact to CNS

Add a New Contact

Unity Startup Menu

• Enter 2
• Click enter
• Enter 1
• Click enter
• Enter 1
• Click enter
• Enter 3
• Click enter
• Enter 3 (Show list of names)
• Click enter

Contact Names

• Check for duplications before entering new contacts
• Enter surname
• Click enter
• Note - if contact exists DO NOT CREATE new record
• Check for duplications before entering new companies
• Enter cust/vendor #
• Click enter
• Note – there could be more than one company record such as one for ORDER DESK and another for CUST SERVICE
• Click F6 to add a new contact

Enter/Update Contact Names

• All contacts must have the following fields completed:

1. Salutation
2. First Name
3. Surname
4. Lotus Notes Y
5. Source Manual
6. Web Y

• Note - CNS’s default sort is by surname; hence, surname is required to properly sort contacts
• Tab to each field and key in details or key ? to select from a list.
• Click enter when finished.

For companies: (similar to above)

• All company contacts must have the following fields completed:

1. First Name (see chart for standards)
2. Surname (full name of company)
3. Lotus Notes Y
4. Source Manual
5. Web Y

• Note – CNS’s default sort is by surname; hence, surname is required to properly sort contacts
• Tab to each field and key in details or key ? to select from a list.
• Click enter when finished.

Enter/Update Phone #/Email Addresses

• Notice that the 'Added by User/Date' field is now populated.
• Now click F8 to add phone, email or fax details
• Click F6 to add new phone, email or fax details
• Tab to each field and key in details or key ? to select from a list.
• Note: you can use the effective dates and the status field to set up new addresses in advance

1. Enter effective dates
2. Enter type
3. Enter phone/fax numbers/email address – standard format 1-800-888-8888 and lowercase for email james@unipharm.com
4. Click enter when finished
5. Click F12 to move back to previous panel

• If you need to add more contact addresses e.g. an email address or home phone number; just click F6 and repeat previous step.
• When all have been added, just click F12
• Confirm numbers and addresses are correct
• When finished, click F12

Enter/Update Contact Names

• Click F11 to link to a customer or vendor
• Click F6 to add new link
• Tab to "Link to Customer/Vendor" field.
• Key ? for list of vendor numbers
• Click enter

Customer/Vendor List and Roles

• Enter account number OR
• Tab to ‘search string” field, key in at least part of cust/vendor name.
• Enter 1 next to cust/vendor #
• Click enter

• Link to Customer/Vendor field now populated.
• Tab to effective dates fields and key in dates
• Click enter
• Click F8 to add a ‘role’ for this contact (required for all contacts with the exception of STAFF)

• Click F6 to add new link
• Click enter
• Tab to "Role Code" field.
• Key ? and click enter

• Use Pg/Dn to scroll down the list.
• Key 1 against required "role”
• Click enter to select

• Link to role now populated.
• Tab to effective dates fields and key in dates
• Click enter

• Confirm role is correct
• When finished, click F12