4.8 KiB
Customer contacts
The Customer contacts form is used to create and edit Customer contacts in AyaNova.
Customer contacts are used for two purposes
- for reference purposes as a Contact of the Customer each with their own contact information
- as an optional Customer User account that allows the customer contact to login to AyaNova and use the Customer access self-service features
Authorization Roles required
This form is available to User's with the following roles:
Full access
- Accounting
- Business administration
- Service manager
- Sales
Read only access
- Business administration - restricted
- Service manager - restricted
- Service technician
- Sales - restricted
How to access Customer contacts
Customer contacts are accessed in the following ways:
- From the
Customersnavigation paneCustomer contactsitem - By clicking on the open record icon 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
- From any data table column showing Customer contacts such as the Work order list
How Customer contacts work
Selecting
Customer contacts are selected on Purchase orders, Work orders, Quotes and Preventive Maintenance orders to indicate and calculate taxes for both purchase and sales events.
Locked when used
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.
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.
Retiring
When a tax rate changes a new tax code must be made to replace the previously used tax code with the now outdated rate in order to preserve historical data.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.
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.
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.
Automatic default
Customer contacts can be set to default automatically (you can still change the default when necessary) in Global Settings.
A default tax code can not be deleted unless it is removed as a default first.
Not required
Customer contacts are optional and not required to be used if they are not appropriate for your situation.
Customer contacts data table
The Customer contacts data table lists all the Customer contacts available and provides all data table common menu options.
Tax code edit form
The Tax code edit form contains all the standard edit form functionality and contains the following fields:
Name
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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CUSTOMER-CONTACT Placeholder
[UNDER CONSTRUCTION]
#b4beta (this is new and should be doccd)
This form is used to manage Customer type Users known as "Contacts" in AyaNova.
LOGIN NAME
We recommend using the users Email address as their login name
User Settings
This section is a duplicate of the User settings form and is available to the Contact user to manage their own settings only if enabled under Global settings.
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.