Getting Started - Adding a New Contact
Your professional accounting firm has retained a new
client. You need to enter all of the client's intake
information into your contact list. The client's personal
data is:
| Contact Name: |
John P. Smith, CEO |
| Company Name: |
WidgetCO |
| Company Address: |
17125 Widget Drive
Denver, CO 65894 |
| Company Phone: |
970-555-6655 |
| Company Mobile Phone: |
970-555-4455 |
| Company FAX: |
970-555-9988 |
| Company E-mail: |
jpsmith@widgetco.org |
John's middle name is Paul and this is the name he uses;
however, all of his legal documents use his full first name,
middle initial, and last name.
John Smith has also retained your firm for his personal taxes
for the year. His home specific information is:
| Address: |
6548 58th Street
Boulder, CO 98789 |
| Phone: |
970-555-2121 |
| Home Mobile: |
970-555-6598 |
| E-mail address: |
jpsmith@mail.com |
John is also in the Mountain Time zone. This is important
because your firm's trust department is in New York and they
will need to be able to contact Mr. Smith during reasonable
hours.
Using
ContactManager, first click on the
New
Contact toolbar icon.
This will open the
Contact Information screen where
you will enter the above information.
Once you are in the
Contact Information screen,
complete the following steps to set up John Smith as a new
contact:
- Select the Contact Type from the list in this
field.
- Enter the Client ID number as assigned by your
firm. This can be a numeric, alpha or a combination of
both. If your firm does not assign client numbers then it
is acceptable to leave this field blank.
- In the SSN/TIN field, enter the contact's Social
Security Number or Taxpayer Identification Number.
- Enter the Birth Date of the Contact. In our
example, Mr. Smith has the same birth date as you do.
- In the Prefix field, select the correct prefix
for the contact. In our example, "Mr." would be
appropriate.
- Enter the first name, middle initial (or name), and
last name in the appropriate fields. For our example we are
going to enter "John P. Smith". As you can see, while you
are entering our contact's name, the Sticky Label is
also recording the contact's name.
- If your contact has a Suffix, select it from the
selection provided. If your contact's suffix is not listed,
you may type it into the field.
- Sometimes the contacts we meet will go by a name
different from their legal name. In our example, our new
contact goes by "Paul" (his middle name). This should be
entered in the Nickname field.
- Enter the Salutation Style in the next
field.
- The Signature field will be populated with the
prefix you choose, and the first, middle, and last name of
the contact. The signature will appear in gray, however,
you can change the information by tabbing or clicking into
the field and making the necessary adjustments.
- Select the Preferred communications method,
Preferred Email Address, and Preferred Address for
contact from the lists provided.
- The Comments field is used to enter general
comments about the client For example, our new client does
not accept phone calls after 9 P.M.
Once the basic general information is complete, continue
by filling in the fields in the
Home Specific
Information section with the information from our
example. After the
Home Specific Information is
complete, click on the
Work tab. This will take you to
the
Company Specific Information fields. Fill in all
of the fields in the company information section for the
contact. If the company information is shared with another
contact, then click on the checkbox indicating this. By
selecting this option, it will assist you in searching for
all contacts with the same work or home specific information.
Introduction
Welcome to ContactManager