CONTACT MANAGEMENT

Accurate information on customers, suppliers and partners is essential for any organization. Often employees keep this information in their own contact management software. If the employee or the computer is gone, so is the information. The contact management module enables you to store all contact data on a central server and allow secure access from the office, home or road. It also simplifies activities like sending personalized mass mailings, find out who is reporting to who, or what products and services a company offers.

The module can be configured for each user group by setting access rights to fields and functions. You can also define your own processes for modifying or creating data by defining custom workflows. Specific functions for your organization can be implemented on request. The standard functions of this module include:

Internet: All your data is securely stored on a central server and daily backups are made. Yet every authorized person has easy access to the information from remote offices, home or road. Everybody is working from the same database and changes are immediately visible to everybody.

Organizational structuur: Relationships between organizations, divisions and departments can be defined via a hierarchy. Contact information such as address and phone numbers are automatically inherited but can be overwritten at any level.

Organisational chart: For every person you can define one or more managers. This way it is easy to find out who a person's manager is or which persons belong to the department of a manager.

Contacts: A person can have multiple functions within different organizations or departments. For each role separate contact information can be specified and a list of all private and business contacts for a single person can be obtained.

Addresses: Addresses are maintained centrally and can be linked to organizations, persons or properties. This way address changes only need to be made in one place.

Categories: You define your own categories and assign persons and organizations to one ore more categories. This way it is easy to send a mailing to all persons or organizations that belong to say region 'south' and sector 'government'.

Interactions: Interactions such as phone calls, letters, visit reports and meeting minutes can be stored. For each interaction you can define tasks and obtain an overview of outstanding tasks.

Relations: Information on personal relationship types between people can be maintained. This can be used to contact people in case of an emergency or to keep track of business relations between managers of organizations.

Products: This shows an overview of all products and services supplied by an organization or person. The detailed information on prices and product specifications can be stored in the asset management module.

Mailings: After performing a search based on one or more criteria the contacts can be saved to a list, which can then be used to generate mailing labels or perform an email mailing. The mailing program supports personalization of text and html emails, and attachment of documents.

Cleanup: There are tools to find duplicate persons, organizations or addresses. Duplicates can be removed automatically or manually. In case the duplicate carries information that is not in the original this information can automatically be merged before the duplicate is removed.

Opportunities: Revenue opportunities can be tracked per customer. You can enter the order amount, chance of success, expected decision date and commissions to resellers. This way you can quickly get an estimate of the sales pipeline per customer, partner and account manager.

Quotations: You can create quotations and send quotions per email. The status of outstanding quotations can be viewed online and special workflows for quotation processing can be implemented.

Purchase orders: The purchase orders from the various modules are collected and can be approved. Each purchase order can be assigned to a budget and budget item so that the committed amounts can be updated.

Invoices: All invoices from the various modules can be collected and approved for payment. The invoice amount can be posted to one or more debit and credit accounts in a particular general ledger.

 View or download the contents of this page in Adobe PDF format.