Custom contact files

A custom contact file is an extra table under an organisation, person or a type thereof (such as a debtor). In a custom contact file you can track a history, such as timesheets of temporary staff, a kilometre administration, a list of promotional gifts provided, etc.

Description

There are two differences between custom files and custom contact files:

• A custom contact file is a table, a custom file is not.

  You can track a history in a contact file, such as a list of timesheets from temporary staff or a list of promotional gifts that you have given to prospects.

• A custom contact file is linked to an organisation or person and, if applicable, to a type of organisation or person, a custom file is linked to one particular Profit file.

  If, for example, you link a certain custom file to organisations and sales contacts, you link the same table to both organisations and sales contacts.

A custom contact file is an extra Profit file. In this custom contact file you can add custom fields, which you can populate directly for organisations, persons, or organisation or person types. You can link a custom contact file to different types of organisations and persons (employee, sales contact, purchase contact, etc.) simultaneously.

You can find all custom contact files you add in the Management Tool under the Organisations/Persons product group (there is no Contact product group). This also applies if you have chosen to make a new custom contact file visible for employees only. (In contrast, you must, for example, create a custom tab directly at the Employee product group level if you want to see it for an employee).

Note:

Without the Enterprise tools (separate module), for every environment 1 custom contact file is available. With the Enterprise tools, you can create up to 20 custom contact files.

If you require more than 1 custom contact file, contact AFAS Sales or your account manager.

Procedure

• Activate a custom contact file

  If you want to add a custom contact file, you must activate this. Enter the name and determine for which files the custom contact file must be available.

• Add a custom contact file

  Add the custom fields to the Organisation/person table.

• Place custom fields on a tab

  Add a custom tab and place the custom fields on it. Profit will show the tabs in every function you set in the Visible with column upon activation.

• Authorise a custom contact file

  If you added tabs to the Management tool you must authorise them. Additionally, Profit has a separate function for viewing custom contact files; you can authorise this function separately.

• Add data to a custom contact file

  You can fill custom contact files using the properties of organisations, purchase and sales relations, etc., depending on which files are selected in the environment settings.

• View a custom contact file

  Every custom contact file has a separate view in which Profit shows all the entry lines, regardless of the organisation, sales contact, purchase contact, etc. with which you recorded them.

• Change the master file for a custom contact file

  You can change the master file to which a custom contact file is linked.

• Import a custom contact file

  You can import a custom contact file. You have the option to import new records and edit existing records via the import.

• Configure the display of the custom contact file in InSite

  You can display a custom contact file as an overview in InSite.

Also see