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Marketing: Marketing Data Maintenance

OVERVIEW

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

File Path

Masters > Marketing > View

This file path takes you to the Marketing Data Maintenance window. This window has four tabs.

Business Tab

Graphical user interface, text, application, email

Description automatically generated

Name

Company name of customer. 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: 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.

Find button

This button puts the system in ‘find’ mode.

Synchronise

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: 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:

Addresses and Contacts are never deleted in the customer/supplier.

Synchronisation only be applied where the description matches.

Where a description is not matched, an address (with all contacts) or a single contact is added.

As a consequence of rule 3, a change in a description will lead to an addition to the customer/supplier.

The default will be the address with the same description as the default marketing record address/contact.

Flags 1,2,3

These marketing business flags are used to sort information when printing reports.

Click to view any linked external files. Hold the shift key down and click to create a new file link for the record.

Index 1 Code

Code and name of index code 1.

Index 2 code

Code and name of index code 2.

Project

Code and name of project code.

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.

Show buttons

Click these buttons 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.

Address field

The default address for this customer.

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.

State

State code

Location

Location key word

Information

Relevant information.

Trade description

Trade description

Comments

Relevant comments are entered here.

Linked Customer

Link to customer with CUSCODE.

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: 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: 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.

View button

When linked to a customer or supplier, the View buttons will become active.

Linked Supplier

Link to Supplier with SUPCODE.

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: 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

Company record identifier from MCNDEA.

Language

Language code.

For details of the Language Swap system for which this can be used see Introduction to the Language Swap System.

Language Swap icon

Clicking the language swap icon will bring up the Language Swap Maintenance by Record window.

Created

Date and time the record was created.

Last modified

Date and Time of last update.

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: 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.

by

User ID of last update.

Selected contact

The currently selected contact.

Next & Previous on name

Shows the Previous or 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.

Print copies of letters, envelopes, labels etc to all contacts marked mailable as well as the default contact on the default address.

Clipboard icon

Copy name and address to clipboard.

Show listing window icon

This brings up the Marketing Listing window.

Standard letter icon

To print a standard letter to the selected contact. This will open the Standard Letter Selection window.

To print an envelope for the selected contact.

To print a 4×4 printed label for the selected contact.

Print contacts details.

Revert to saved button

To revert any changes to the previously saved version.

Save as shown button

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

Address tab

Graphical user interface, application

Description automatically generated

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.

Plus icon

Select to add new address to customer.

Minus icon

Delete the current address.

Tick icon

Click to set the current address as default.

Click to view any linked external files. Hold the shift key down and click to create a new file link for the record.

Language swap icon

Click to open Language Swap Maintenance by Record or File window.

Address Tabs

Description

Address description for internal identification.

Company name

Company name typically copied from parent record.

Address

Company address.

Postcode or ZIP

Company postcode or Zip code.

Country

Country code and description.

Show button

Click to display a list of alternatives. Double click on list line to enter that value.

Comments

Relevant comments.

ID

Serial number identifier generated from MCDCAD.

Contact

Selected contact for the selected address.

Telephone

Telephone number.

Fax

Fax number.

Telex

Telex number.

Email

Contact email address.

Web

Business web address.

Contacts tab

Graphical user interface, application

Description automatically generated

Contacts are maintained in the Contact Maintenance Subwindow.

Title

Salutation (eg. Mr).

Mailable

Contact can be mailed to (the default contact is always mailable).

First name

Contacts first name.

Last name

Contacts last name.

‘Dear’

Salutation for letter

Description

Contact description for internal identification.

Job

Contacts Job title.

Department

Contacts department within the business.

Phone

Contacts telephone number.

Fax

Contacts fax number.

Mobile

Contacts mobile number.

Comments

Relevant comments.

ID

Serial number identification generated from MCDADC.

Description field

List of all contacts for the selected address.

Home

Contacts home telephone number.

IP Voice

Contacts IP voice over internet ‘telephone’ number.

Email

Contacts email address.

Contact Image

Photo picture of the contact can be used in customisation (In Vision 1:1 ratio is expected). To enter an image, right click and select past from clipboard.

Events and History tab

Graphical user interface, text, application

Description automatically generated

Event and History field

List of events recorded against the business.

TIP: The context menu on the list (right click in Event and History field) 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:

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

Date and time of highlighted event.

Type

Marketing code of event.

Reference

User reference for event.

User

System user id of person who generated the event.

Project

Marketing project code and description.

See the Marketing Business section for more details of Marketing Project codes and their use.

Show button

Clicking this will show a list of all available default marketing project codes. Double click on code line to select this code for the event.

Make Default

Click to make the business default project the currently selected project.

Comments

Relevant comments.

Callback date

Date for next call back.

Add Event button

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 Selected button

To delete the selected events from the event list for this business.

Selected contact

The currently selected contact.

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.

Also see:

  • Marketing Menu
  • Marketing Toolbar
  • Address Maintenance Subwindow
  • Contact Maintenance Subwindow
  • Marketing List

Compiled in Program Version 6.00. Help date last modified on 27 July 2022

Class wMarketMaint last modified 25 May 2022.

Updated on July 27, 2022