SoEasy's Database is used to store details of all contacts.
Accessing
Go to Platform > Database
Quick Review
In the image below, see if you can locate the following functions:
1) Top Menu
2) Tab menu
3) Left Sidebar
4) Edit Contact
5) Add Contact
6) Universal Search Bar
7) Quick Notes
8) Email Address (click on the address and send an email)
9) Filter GROUPS
10) Invoice with showing No Profit
11) Go to the Products Register for the currently displayed supplier
12) Customers current account balance
13) Emails Sent
14) Staff button where you can load staff details
15) Date contact was loaded
Answers
Searching
Finding someone in a big database can be tricky.
Phone numbers can help as you can search through the 'Search' button as well as other details such as email addresses:
The universal search bar is useful:
as you can also use your keyboard to manage it.
The most common search function is to hold the Shift key down for a moment and press the '?' key once.
The Key Lookup dialog will appear and by entering just a few characters of the search field name, and then press the enter key to execute the 'OK' button, the nearest matching contact will be displayed.
If it's not the right person use the right or left keyboard keys to move through the contacts until you find the person/company you are looking for.
Or you may like to use the 'List' Key which shows you an adjustable list of contacts you can scroll through. Then click the contact with your mouse and you will return to the database.
Screen Displays
There are many screen displays. The most commonly used display is the 'Database'.
A commonly reviewed display is the 'Customers' screen (for review and edit of trading terms).
Top Tabs
The Top Tabs provide quick access to specific screens:
QUOTE + P = Show/Add/Edit quotes and display the profit
QUOTE = Show/Add/Edit quotes but do not display the profit
INVOICE + P = Show/Add/Edit invoices and display the profit
INVOICE = Show/Add/Edit invoices but do not display the profit
CREDIT NT = Show/Add/Edit a Credit Note
RECEIPTS = Work with the customer's account
CREDITORS = Work with a creditor's account
PRODUCTS = Go to a suppliers products in the Product Register
HISTORY = Show the History of Items Billed to the customer
Top Menu
The Top Menu is rarely used. It has infrequently used utilities that can be used for various functions.
Note: If using the Managed Web Services system some functions may not work at your site.
Groups
All contacts entered into the database are attached to a Group so that basic profiling is performed. This is handy for when we want to work with GROUPS of contacts.
To set up Groups, go to 'Platform > Profiling' ...
... and select the 'Groups' tab.
Some common Groups are listed above.
We use the Group's abbreviation to refer to them when adding/editing a contact in the database:
Client, Supplier, Both
Another 'Profiling' function is the 'Client, Supplier, and Both setting.
- A Client can be Invoiced but not be a creditor or have products
- A Supplier can be a creditor and a supplier but not a client
- Both can be both
Trading Terms, Non GST Customer or Overseas Supplier
You can set a contact for various settings by going to the 'Default' section of the contact dialog:
Important Details
The important customer details to gather are:
First and Last Name
Cell Phone Number
Email Address
With this information we can contact them and send invoices.
Next important are their address details.
Although Soeasy allows for two addresses to be loaded, you only need to load one.
Cash Sales
You can Add a contact at any time. Avoid creating Cash Sales Invoices. Add the contact as often as possible as this gives us a marketing asset.
Also, Cash Sales accounts (there should be none but there always seem to be someone with an outstanding balance) should be avoided. If there is going to be money owing on an invoice, add the contact and in the invoice menu, there is a 'Fix' function that allows you to assign the Cash Sales invoice to a contact in the database.
"Oh your not paying today? OK let me add you to the database and I will Fix the invoice to you. What is your name, mobile, and email address?"
Change Who Gets Billed
There are two specific parent/child relationships:
When Billing This Contact,:
- Create the Invoice for Another Contact
- Invoice the Contact BUT Add the Invoice to Another Contact's Statement
This feature is found under the 'Customers' Tab:
Filtering
Filtering is an advanced topic and is best reviewed by watching a video.
Call Centre
SoEasy's Call Centre enables you to market to the contacts within your database.
It is a specialist module and here is a video on the subject:
<<< PREVIOUS TOPIC NEXT TOPIC >>>