Marketing Data Maintenance

Document path Reference Contents > Marketing > Marketing Data Maintenance

All maintenance functions are performed using either the toolbar tools or from the Marketing Menu.

Button

Action

Revert to Saved

To revert any changes to the previously saved version.

Save as Shown

To save the changes you have made to the data file.

Cancel

Aborts the process currently in session. The keyboard equivalent is the Esc key for Windows computers and Command-.(full stop or period) for the Mac.

OK

The OK button updates the data you have entered, or confirms the selection and/or processes the function you have called.

Synchronise checkbox

Check if you want any changes to index and default project codes to be synchronised with linked customers and addresses/contacts with both linked customers and suppliers. This is subject to optMarketSyncAvoid option.

Tip TIP: You can setup the optMarketSyncAvoid option in Settings Maintenance. Set this to a number to suppress the customer synchronisation of particular codes. 1 = Index code 1, 2 = Index Code 2, 4 = Mkt. Project and , 8 = Addresses and Contacts. For a combination, add these numbers together. 0 = all codes and addresses/contacts will be synchronised. 15 suppresses all synchronisation.

The rules of address/contact synchronisation are as follows:

  1. Addresses and Contacts are never deleted in the customer/supplier.
  2. Sychronisation only be applied where the description matches.
  3. Where a description is not matched, an address (with all contacts) or a single contact is added.
  4. As a consequence of rule 3, a change in a description will lead to an addition to the customer/supplier.
  5. The default will be the address with the same description as the default marketing record address/contact.

Find

Operate the Find tool. Tab through the key fields and enter data in the field you want to find on. With the cursor still in that field, confirm with an OK. You can also initiate a find by double-clicking on the Name entry field. Remember that keyword find can be used here by prefixing your find with *, ? or ?? in the Name field.

Previous and Next

Shows the Previous Previous or Next Next record using the key field shown at the bottom of the window. You can cycle through the key fields by double-clicking on the text note.

Add a New Business

Use the Add Add tool to create a new blank business record.

Tip TIP: You can setup the optMarketDefaults option in Settings Maintenance. You can enter a comma-delimited list of field default values for new Marketing records in the form of ADCDEAR=Sir,ADCSALU=Mr. Can accept any field in DEAFILE, ADRFILE, ADCFILE and DEEFILE. Date values are days from or before today, e.g. DEACALL=5 will make the Callback Date 5 days ahead.

The window has four tab panes.

Business

Addresses

Contacts

Events and History

Business

This pane shows business wide details and classification codes.

Field

Description

Name

Marketing Businesses. Name (Business name). {DEAFILE.DEANAME char 40}

Unlike Customers, marketing business records have an automatically assigned number to identify a record but the company name is the unique key field for the file.

Tip TIP: In a multi-user environment you should adopt policies for the format of the Business Name so that records are easy to find by others. For example, do not use punctuation:

F. G. Wilson and Company Limited should be F G Wilson and Co Ltd

EDA Corporation should be E D A Corporation

Putting spaces between initials copes with all styles and is a good standard to adopt.

Flag 1

Marketing Businesses. Flag 1. {DEAFILE.DEAFLG1 char 1}

Flag 2

Marketing Businesses. Flag 2. {DEAFILE.DEAFLG2 char 1}

Flag 3

Marketing Businesses. Flag 3. {DEAFILE.DEAFLG3 char 1}

Index 1 code

Marketing Businesses. Index code 1. {DEAFILE.DEAIDX1 char 4}

Index 1 Name

Marketing Businesses. Index code 1. {DEAFILE.DEAIDX1 char 4}

Show

Click this button to display a list of alternatives for the field alongside the button. Double-clicking on a list line will enter the value from the list.

Index 1 List

Lists all available customer index 1 codes Double-click on a code line to select that code for this record.

Index 2 code

Marketing Businesses. Index code 2. {DEAFILE.DEAIDX2 char 4}

Index 2 Name

Marketing Businesses. Index code 2. {DEAFILE.DEAIDX2 char 4}

Show

Click this button to display a list of alternatives for the field alongside the button. Double-clicking on a list line will enter the value from the list.

Index 2 List

Lists all available customer index 2 codes. Double-click on a code line to select this code for the record.

Marketing project code

Marketing Businesses. Default marketing project code (IDXID = con('0',DEAMKTP)). {DEAFILE.DEAMKTP char 4 Idx}

Tip TIP: Marketing Project Codes are index classification codes that ultimately provide a way of analysing sales and commission history with respect to marketing activities you have undertaken. For example, you may participate in an exhibition and wish, over time, to evaluate the sales success of that exhibition. Another example may be an advertising campaign, and for that you may be interested in how many marketing events occur as a consequence.

Marketing Project Codes are entered on the following data records:

  • Marketing Events
  • Marketing Businesses
  • Customers
  • Quotation and Sales Order Headers
  • Quotation and Sales Order Line Items
  • Jobs and Estimates (but not lines)
  • Sales History
  • Sales Commissions
In all cases entering a code is optional (i.e. it can remain blank, unlike normal Index Codes), but if a code is entered, it must be pre-defined in the File -- System Manager -- Index Codes Maintenance window.

With all the above data files the marketing project code can be used for selection and sort in reports and other functions.

The following rules apply to the flow of codes across records:

  • New Marketing Events default to the Marketing Business project code.
  • New Marketing Businesses created from Customers default to the Customer project code.
  • When Synchronisation is in force, linked Customers have the same project codes as Marketing Businesses.
  • When a Quotation, SO, Job or Estimate is created, the header project code defaults to that of the Customer selected.
  • Quotation or Sales Order Line Item project codes default to the current header project code.
  • Sales History and Sales Commission project codes derive from the originating Sales Order Line Items or Job header. In the case of A/R Invoices the project code defaults to the Customer's.
  • Sales History project codes can be changed in the Process -- Sales Dispatch -- Amend History References window.
  • Sales Commission project codes can be changed in the Process -- Sales Dispatch -- Review Sales Commissions window.

Marketing project description

Index and Other Codes. Index code, scrap reason, QA test or Incoterm description. {IDXFILE.IDXDESC char 255}

Show

Lists the available marketing codes set up the File -- System Manager -- Index Codes. Double-click on a listed code to enter that value.

State

Marketing Businesses. State code. {DEAFILE.DEASTAT char 2}

Location

Marketing Businesses. Location keyword. {DEAFILE.DEACITY char 25}

Information

Marketing Businesses. Information. {DEAFILE.DEAEMPL char 30}

Trade description

Marketing Businesses. Trade description. {DEAFILE.DEATYPE char 200}

Address and contact

The selected address and contact, the default when first read. You can change this in the Addresses pane and also the elements included. See Address Maintenance Subwindow for more help.

Right-click on this field to obtain print functions for the currently selected address and contact:

Address and Contact additional context menu functions.

Print Standard Letter opens the Standard Letter Selection window and Print 4x4 Label opens the 4 by 4 Label Position window.

Note NOTE: For help on formatting of addresses with contacts and the control you have over what elements are included and any text enhancements, see "Formatting Addresses for Printing" section in the Address Maintenance Subwindow topic.

Comments

Marketing Businesses. Comments. {DEAFILE.DEACOMM char 32000}

Linked customer code

Marketing Businesses. Link to customer with CUSCODE. {DEAFILE.DEACUSC char 6}

You can drag a customer from the Customer Scratchpad to link a customer to a marketing record. Linking in this way can provide powerful Customer Relationship Management capabilities.

Tip TIP: To create a marketing record from a customer, go to the Customer Maintenance window, select the customer, and click on the View or Create Marketing button.

Tip TIP: When building a marketing list using the selection dialog, you can drag selected customers or suppliers from the Customer or Supplier Scratchpads and drop them on to the OK button. This will build a list of the linked marketing records associated with the selected customers or suppliers.

Linked supplier code

Marketing Businesses. Link to Supplier with SUPCODE. {DEAFILE.DEASUPC char 6}

You can drag a supplier from the Supplier Scratchpad to link a supplier to a marketing record. Linking in this way can provide powerful Supplier Relationship Management capabilities.

Tip TIP: To create a marketing record from a supplier, go to the Supplier Maintenance window, select the supplier, and click on the View or Create Marketing button.

Business record Id

Marketing Businesses. Company record identifier from MCNDEA. {DEAFILE.DEAID number}

Created date and time

Marketing Businesses. Date record created. {DEAFILE.DEACREA date datetime}

Last modified

Marketing Businesses. Date and Time of last update. {DEAFILE.DEAUPDT date datetime 8}

The system automatically updates two control fields that are shown. The date and time of the last change to the record and the User ID of the person changing the data. The last modified date and time can be used in selection, so that you can select all records modified since date/time.

Tip TIP: Use of this field, in combination with ownership control using flags or index codes, can enable you to keep multiple active versions of the data and provide for routine updating, one to the other. For example, you may have a remote salesman operating with a sub-set of records. With prudent manual controls, you can align both sets of data through modem transfers.

Last update User Id

Marketing Businesses. User ID of last Update. {DEAFILE.DEAUSER char 3}

Selected Contact

The currently selected contact.

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Addresses

Default address and alternative addresses. Some address-specific defaults such as Tax Regime is also maintained here.

Addresses are maintained in the Address Maintenance Subwindow. See that for help.

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Contacts

Contact details for the address selected.

Contacts are maintained in the Contact Maintenance Subwindow. See that for help.

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Events and History

Event history and future events for the business.

Events are generally associated with a contact but for events not specific to a contact, the association can be cleared (using the list context menu).

Field

Description

Event List

List of all events recorded against the business.

Tip TIP:The context menu on the list contains four extra functions. Two of them enable you to filter the list so that only certain lines are shown (data stored is unaffected). The other two are provided to manage the contact associated with events:

  • Event list context menu
  • Filter List to Column Value: Hides all lines that do not have the same column value as the currently selected row. The column is determined by where you right-click. Can be applied a number of times.
  • Remove Last Filter: Replaces lines previously filtered in the last filter operation.
  • Change Selected to Current Contact: Changes the multiple selected events to associate with the currently selected contact (in the address/contact tab panes and shown on the bottom of the event tab pane.
  • Clear Selected to No Contact: Changes the multiple selected events to associate with no contact.

Date and time

Marketing Events. Date and time of event. {DEEFILE.DEEDATE date datetime}

Type

Marketing Events. Type code of event. {DEEFILE.DEETYPE char 3}

Reference

Marketing Events. User reference for event. {DEEFILE.DEEREF char 15}

User Id

Marketing Events. System user id who generated the event. {DEEFILE.DEEINIT char 3}

Marketing project code

Marketing Events. Marketing project code (IDXID = con('0',DEEMKTP)). {DEEFILE.DEEMKTP char 4 Idx} See the Marketing Business section for more details of Marketing Project codes and their use.

Marketing project description

Index and Other Codes. Index code, scrap reason, QA test or Incoterm description. {IDXFILE.IDXDESC char 255}

Show

Lists the available marketing codes set up the File -- System Manager -- Index Codes. Double-click on a listed code to enter that value.

Comment

Marketing Events. Comments. {DEEFILE.DEECOMM char 10000000}

Callback Date

Marketing Businesses. Call-back Date. {DEAFILE.DEACALL date date1980}

Selected contact

The currently selected contact.

Button

Action

Add Event

To add a new event to the event list for this business. The Contact that is associated with the new event is that which is currently selected in the Address/Contacts tab panes and shown at the bottom of the Events tab pane. You can change it will the List context menu.

Delete Event

To delete the selected event in the event list for this business.

Tip TIP: You can setup Workflow Triggers to automatically create Marketing Events. Linked Customer or Supplier activity can trigger such automatic events. See Workflow Trigger Alert Maintenance for more details.

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See also: -

Compiled in Program Version 3.10. Help data last modified 1 APR 2012 11:18. Class wMarketMaint last modified 10 MAR 2010 09:36:48.

Document path Reference Contents > Marketing > Marketing Data Maintenance