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@@ -148,4 +148,4 @@ In addition some notifications can be filtered by tag as required.
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### User settings tab
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This section is a duplicate of the [User settings](home-user-settings.md) form available to users when they log in. This tab is provided for and Administrator to edit or set up Users in advance.
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This section is a duplicate of the [User settings](home-user-settings.md) form available to all logged in users. This tab is provided for and Administrator to edit or set up Users in advance.
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The Customer contacts [form](ay-start-form-overview.md) is used to create and edit Customer contacts in AyaNova.
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Customer contacts are used for two purposes
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- for reference purposes as a Contact of the Customer each with their own contact information
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- as an optional Customer User account that allows the customer contact to login to AyaNova and use the [Customer access](adm-global-settings.md#customer-access-settings) self-service features
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Customer contacts are people associated with a Customer or Head office that might need to be contacted by AyaNova users and / or are allowed to log in to AyaNova's [Customer access](adm-global-settings.md#customer-access-settings) self-service features.
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## Authorization Roles required
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@@ -29,68 +26,62 @@ Read only access
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Customer contacts are accessed in the following ways:
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- From the `Customers` navigation pane `Customer contacts` item
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- By clicking on the [open record icon](ay-start-form-autocomplete.md#opening-selected-record) any Tax code selection list on any other form where Customer contacts can be selected such as the Work order, Quote and Preventive Maintenance forms
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- From any [data table](ay-start-form-data-tables.md) column showing Customer contacts such as the [Work order list](svc-workorders.md)
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- Contacts for a single Customer are listed in the [Contacts tab](customers.md#Contacts-tab) of the Customer edit form
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- All Customer Contacts are listed in the `Customers` navigation pane `Customer contacts` [data table](ay-start-form-data-tables.md) form
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## How Customer contacts work
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### Adding new Contacts
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### Selecting
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Customer contacts are selected on [Purchase orders](inv-purchase-orders.md), [Work orders](svc-workorders.md), [Quotes](svc-quotes.md) and [Preventive Maintenance](svc-pms.md) orders to indicate and calculate taxes for both purchase and sales events.
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### Locked when used
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Tax code Percentages and Tax on Tax fields are **locked** to prevent editing once they are used on another object in order to protect the historical record. Other fields remain editable as they would not affect past record tax calculations.
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After an edit and save that affects any of the calculation affecting fields the AyaNova server will check if any objects are using this Tax code and if any are found will prevent the change and report back all object types involved. Options are to remove or switch the Tax code from the existing in-use objects to be able to edit those fields or simply make a new Tax code.
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### Retiring
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When a tax rate changes a new tax code must be made to replace the previously used tax code with the now outdated rate in order to preserve historical data. The old rate must be "retired" to prevent it from being used in future.
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When a tax code is retired it should be set to inactive by un-checking it's Active checkbox and a new active tax code created to take it's place. Setting to inactive prevents it from being selected on new records but still shows it on historical records.
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Due to the need to replace customer contacts from time to time and the requirement that Names be unique we recommend customer contacts be named uniquely by appending the year they go into effect or some other system that makes sense for your needs.
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### Automatic default
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Customer contacts can be set to default automatically (you can still change the default when necessary) in [Global Settings](adm-global-settings.md#default-parts-purchase-tax).
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A default tax code can not be deleted unless it is removed as a default first.
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### Not required
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Customer contacts are optional and not required to be used if they are not appropriate for your situation.
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New customer contacts are added through the [Customer form](customers.md) or [Head office form](head-offices.md).
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## Customer contacts data table
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The Customer contacts [data table](ay-start-form-data-tables.md) lists all the Customer contacts available and provides all data table [common menu options](ay-start-form-data-tables.md#common-menu-options).
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## Tax code edit form
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## Customer contact edit form
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The Tax code edit form contains all the [standard edit form](ay-start-edit-forms.md) functionality and contains the following fields:
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### Contact tab
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The Customer contact edit form contains all the [standard edit form](ay-start-edit-forms.md) functionality and contains the following fields:
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#### Organization
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The first field is a read only field showing the Contact's [Customer](customers.md) or [Head office](head-offices.md) account and also provides a link to open that record.
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#### Name
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This is the name of the rate as it's displayed in forms and reports. A rate name must be unique from all other Customer contacts entered. Remember this is the Name that Customers will see on reports if provided to them.
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This is the only required field. Enter the User name here, we recommend `Firstname Lastname` format however as long as it's unique you can enter anything you wish here to identify Users in all areas of the AyaNova user interface.
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#### Authorization roles
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# CUSTOMER-CONTACT Placeholder
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There are only two roles available, the full `Customer` role and the more restricted `Customer - restricted` role.
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This works in conjunction with the [Customer access](adm-global-settings.md#customer-access-settings) self-service feature controls to restrict access.
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[UNDER CONSTRUCTION]
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#### New login name / New password
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#b4beta (this is new and should be doccd)
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Set or reset the User's login name and password here. Note that the User can also change their own login credentials in their User settings so it's often the case that a temporary set of credentials is set here by the administrator and then the User themselves will use this to login and immediately change their login and password.
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This form is used to manage Customer type Users known as "Contacts" in AyaNova.
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If this value is changed while a User is actively logged in, it doesn't take effect until the _next_ time they login.
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## LOGIN NAME
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If you do not provide or set up a login and password this Contact will not have access to log in to AyaNova.
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We recommend using the users Email address as their login name
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#### Last login
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## User Settings
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This read only field shows the most recent date and time this Contact logged in.
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This section is a duplicate of the [User settings](home-user-settings.md) form and is available to the Contact user to manage their own settings only if enabled under [Global settings](adm-global-settings.md).
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#### Active
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Note that Tags are not visible to Contact type users anywhere in AyaNova as that is considered private information to be used only by regular AyaNova Users ("Inside" Users - staff) so the Tags section of a Customer Contact form is available only when opened by a inside staff type (non Customer) User with sufficent rights.
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The active field controls whether a Contact user is enabled in AyaNova. Inactive Contacts can not log in.
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##### Revoking access / locking out Contacts
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Only active Contacts can login. If a Contact user is set to inactive their authentication token is immediately revoked and even if they are currently logged in they will be logged out the moment they attempt any operation in AyaNova that needs to connect with the server or when the web application attempts to connect behind the scenes to check for notifications as it periodically does.
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This means the moment a Contact user is deactivated and saved they are effectively locked out of AyaNova.
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#### Notes / Tags / Wiki / Attached files
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Contact users will not see or have access to these features, they are provided for AyaNova administration purposes.
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### User settings tab
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This section is a duplicate of the [User settings](home-user-settings.md) form available to all logged in users. This tab is provided for and Administrator to edit or set up Contact users in advance.
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@@ -8,6 +8,10 @@
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The Customer edit form contains all the [standard edit form](ay-start-edit-forms.md) functionality and contains the following fields:
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### Contacts tab
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(there is a link to here from cust-contacts)
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#### Name
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