SYSPRO - Contact Management Brochure

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SYSPRO Contact Management

Version 6.1


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SYSPRO is an internationally-recognized, leading

provider of enterprise business solutions. Formed

in 1978, SYSPRO was one of the first software ven-

dors to develop an Enterprise Resource Planning

(ERP) solution. Today, SYSPRO is a global business

solutions vendor, represented on six continents

and by more than 1500 channel and support

partners. Over 14,500 licensed companies across

a broad spectrum of industries in more than 60

countries trust SYSPRO as the platform on which to

manage their business processes.

Customer focus is a core component of SYSPROs

corporate culture and is one of the key reasons

why SYSPRO maintains a strong leadership position

in the enterprise application market. By focusing

on people and building lasting relationships with

customers and partners, SYSPRO consistently

excels at guiding customers through all aspects

of their implementation and ongoing usage. The

aim is to deliver world-class software that gives

customers the control, insight and agility they need

for a competitive advantage in a global economy.

As such, SYSPRO provides a unique combinat ion of

robust, scalable technologies that ensure mini-

mal risk and a high return on investment.

SYSPRO is continually developing remarkable

software that simplifies operational effectiveness

and keeps customers in control of their business-

es. Our vision is focused on meeting customer

needs today and in the future.

The most integrated, uncomplicatedand effortless business software solution

for small and medium enterprises

SYSPROIntroducing


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Contact Management

Contact Management is a means of centralizing information about all the people with whom an organiza-

tion deals, and the people within the organization who deal with them. These can range from customers to

suppliers, prospects, sister companies, consultants and competitors. All contacts and communications with

contacts can be recorded and accessed as required, thereby empowering an organization to provide a

high level of customer service with minimal effort.

Not only does Contact Management contain the information for your contacts, it also contains the informa-tion for your colleagues contacts in the same and other organizations. Contact Management provides mul-

tiple ways of looking at organization lists so that you can view the information in a way that suits you.

Information about communications (or activities) that have happened between touch points in both organi-

zations can be stored and queried. This prevents duplication of effort and provides management with a bet-

ter view of what is happening as well as the opportunity to intervene when necessary. As the system is easy to

update, it encourages users to keep the information current.

Integration with Microsoft Outlookallows email correspondence to be sent and updated as an activity

within the Contact Management system. The contact address information is stored in a structured format and

is integrated with Microsoft MapPoint,allowing you to view the address and if required generate directions.

SYSPRO provides a free utility that allows users of Microsoft Office to query and extract the contact manage-

ment data, regardless of whether they use SYSPRO or have it loaded on their workstation. This allows virtuallyeveryone in your organization to have access to the contact management data.

The contact and activity information can be accessed using Contact Management Query, which provides

an organization view, a contact view and a search view. The query can be launched from the main SYSPRO

menu or from locations within the customer and supplier queries.

Contact Management Query is the heart of the Contact Management system - use it to quickly and easily

view your contact information and search for organizations, contacts or even specific activities.

My Organization Contacts

Contact Activities

Customer Contacts

External Accounts Contacts

Microsoft MapPoint

Supplier Contacts

SYSPRO
http://syspro.com/Product/Contact_Managementhttp://syspro.com/Product/Contact_Management


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The following defines the key areas covered by the Contact Management system and explains some of the

terminology used.

Contacts - providing a centralized database

The Contact Management solution is designed primarily to manage contacts. A contact represents an

individual person and contains information such as their address, employer, job title, etc.

By recording contact information in the system, all personnel in your organization have access to a com-

mon database of up-to-date information instead of local copies of this information.

In addition, you can add your own employees to My Organization. This allows you to record communi-

cations (such as email) between your own staff as well as between external companies. For example, if

one person sends mail to an external customer and copies more than one internal employee, then each

internal employee can view the mail sent. The mail is also recorded against the external contact. You canpress F8 to view your contacts from anywhere within SYSPRO.

Activities - providing a record of phone calls, emails etc.

The Contact Management solution allows you to record activities relating to the contact. An activity could

be a phone call made or received, or an email sent or received. User-defined activities are also supported.

By recording activities in the Contact Management system, all applicable personnel in your organization

can be up to date with the most recent contact with the individual. This provides visibility using a common

database rather than each person having a local copy of their recent contacts.

To record a sales phone call, you simply click on the hyperlinked telephone number against a contact

from within the Contact Query. This invokes a dialog allowing you to capture information about the call.

The dialog allows you to capture the date and time of the call together with other information to help you

record the purpose and success of the activity. It can also include user fields.

You can set a follow-up flag together with a date/time which can be viewed in the Contact Query. The

description of the follow-up flag can be customized to cater for your requirements.

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Features


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Accounts - assigning external contacts

Accounts allow you to assign contacts to organizations that are neither customers nor suppliers. An

account can represent a prospective customer (prospect), a consulting group or even a competitor.

Accounts can be queried in much the same way as you would query customers or suppliers.

When you configure an account, you assign it a name, address and location, together with a user-defined

account type that can be used for classification purposes. Once the account has been defined, you can

link contacts to it.

If an account is a prospect, you can later create a customer from the prospect account information - a

link is maintained between the account and customer. All financial transactions are recorded against the

customer but can be viewed directly from theAccount Query. This applies to suppliers as well.

Activities allow you to enter reminders which can also go into your calendar and create a to-do list. User-

defined fields are allowed. Activities can be accessed from the SYSPRO logo on the toolbar which

allows you to post a new activity related to the operator logged into the system. When creating activities or

meetings these can be included in your calendar control whether it is the SYSPRO calendar or a Microsoft

Outlook calendar.


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Unknown Attendees reviewing and assigning new contacts

When recording an email using the SYSPRO Contact Management System, where an email address is

unknown (does not match one of the email addresses against one of the contacts), the email is recorded

as an unknown attendee.

This feature reviews all unknown attendees and, when relevant, creates a new contact and re-assigns the

activities to the new contact.

The Unknown Attendees Review program identifies unknown attendees previously recorded against all

activities. These are then shown in a listview - grouped and sorted by email address.

nAdding a new contact

Review the activities and, if applicable, elect to create a new contact.

nLinking to an existing contract

Alternatively, reassign the activities recorded against an unknown attendee to an existing contact. This

is particularly useful when the email address held against the contact was incorrect (either because it

was captured incorrectly or it had changed).

nFiltering and searching activities

The review program provides a filter by date, and shows activities grouped and sorted by email

address. The date filter defaults to today so that the initial list shown is relatively small.

nExcluding email addresses

The review program provides the ability to exclude selected email addresses. This allows you to filter out

activities that you do not wish to assign to a contact. The list of excluded activities will be remembered

the next time you use the review program.

nUnknown attendees recorded against other activity types

When posting activities other than email (such as calls, meetings, tasks or user-defined activities) you

also have the ability to record unknown attendees. E.g. when capturing details of a meeting you canrecord the names of all the attendees even the ones not previously recorded in the Contact

Management System.


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Contact Management Query

At the heart of the Contact Management system is a powerful and flexible Contact Management Query.

This provides several views into your contact information, allowing you to see the relationships between

organizations (customers, suppliers and accounts), their contacts and their activities.

Organization View

The Organization Viewallows you to quickly and easily see the relationships between the organizations

with whom you deal. You can viewAll Organizations or, more likely, you can define a list of organizations

(customers, suppliers and accounts) with which it is your responsibility to work or regularly interact.

Using an extremely simple-to-use interface, you can navigate through the organizations and view their

contacts. You can define and work with multiple organization lists.

Contact View

The Contact View allows you to concentrate

on the contacts for a single organization andview the activities recorded against them.

If you select an organization, the system shows

all activities for the entire organization. If you

select a single contact then only that contacts

activities are displayed.

Filter capabilities are easy to use and can be

user defined. They are displayed in a pull-down

list and the system remembers the last selec-

tion criteria.

Search View

The Search View allows you to quickly and

easily search for customers, suppliers, ac-

counts, contacts or activities.

Once the search results are shown, you can

use the hyperlinks to drill down to more infor-

mation about the entity.

When searching organizations, you can save

the search results as an Organization List and

maintain the list as required. You can define

search preferences.

your informationAccessing and viewing


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Organization Lists

The Organization Viewshown in the Contact Management Querydefaults to showing all organizations. In

many cases, however, it makes more sense to work with just the organizations for which you are responsible.

For example, a typical Account Manager is responsible for a number of customers, suppliers and/or

accounts.

Multiple Lists

You can configure as many organization lists as you require. This could be used to group organizations

into various types of work that you perform (e.g. new prospects vs. account management) or may rep-

resent organizations from different regions, customer size, market or other designation.

Organization lists can be published to others working in the same role or company.

After performing an organization search you can save the search result as an organization list and

either use it immediately or change it as required.

Each list can have an associated Notepad for documenting relevant information about the list.

When using the Contact Management Query, it remembers the last list you were viewing. In addition,you can set one of your lists as your favorite for quick access at any time.

Hierarchies and Company Groups

Some of the organizations you deal with may comprise a head office linked to one or more divisions or

subsidiaries. The Organization List Maintenance function makes it extremely easy to configure hierar-

chies to map onto your organizations with many levels of structure.

your informationStructuring


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Although the Contact Management solution can be used standalone, the biggest attraction is its seamless

integration to the rest of the SYSPRO suite. This includes instant access to all the contacts defined against a

customer or supplier.

SYSPRO Contact Management caters for seamless and free integration to Microsoft Office:

nMS Outlook, for sending and receiving Email

nMS Excel/Word to query organizations and contacts

nCreate letters including statements

nGraphs

nCopy and Paste

nExternal customers can be allowed access

Integration to Microsoft Outlook

Many companies use Microsoft Outlook for their email, scheduling appointments and meetings, and for

storing basic contact information. The Contact Management solution integrates with MS Outlook using

SYSPROs e.net technology.

This integration allows you to send email and simultaneously record the message as an activity in the

SYSPRO Contact Management system.

In addition, you can select one or more received email messages and have them recorded in the SYSPRO

Contact Management System. This can be automated.

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is key to successIntegration
http://syspro.com/Product/Office_Integrationhttp://syspro.com/Product/Office_Integration


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Integration to Microsoft Office

Most organizations use MS Office applications such as Excel and Word for many of their day-to-day

functions.

Our goal is for virtually everyone in your organization to have access to the SYSPRO Contact Management

information on their desktop, even if they are not regular SYSPRO users.

The SYSPRO Contact Management system has the ability to provide contact, customer, supplier and ac-

count information in your MS Word session. A pane can be invoked from an MS Word session.

The SYSPRO information is shown in a pane alongside your current document.

In the example shown, the operator has performed a search on customers. They then selected one of

the customers from the search results and drilled down into the customer details. Lastly, they drilled down

further, showing invoice information for that customer.

When you have found the information you require, you can use the arrow and/or context menu to copy

and paste the information straight into your document. Then, with a single click, transfer this information

directly into the current documents. This is a free application and can be deployed to any staff, evenexternally.


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Integration to MapPoint

The Contact Management System stores addresses using a structured format, allowing simplified and ac-

curate capture, selection and reporting.

Each address consists of the following parts:

nBuilding

nStreet

nCity

nLocality

nState/Province

nCountry

nZIP/Postal code

Thus, if you are using Microsoft MapPoint and

have the appropriate map installed, you can

drill down directly to view the map of the loca-

tion. This can be used to get general directions

and view nearby points of interest or event printthe map.

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SYSPRO - Contact Management Brochure