Address Book Maintenance

Introduction

The purpose of this process is to maintain the Address Book for the entire Advantos Enterprise application database. All names, address, phone#s etc are maintained in this Address Book. No module data, such as vendors, clients, employees, residents, etc, contains names, addresses, and phone#s. These module data use the Address Book indirectly, which means users need to be careful about creating duplicate Address Book entries.

Generally, when you add a primary record (a vendor, client, employee, resident, etc) you have the opportuntity to select an already created Address Book entries to associate it with. By entering a [?] you can always review the available Address Book for an already existing record. DON'T create duplicate Address Book entry. Always check to see if an entry exists to use before adding a new one.

Most of the fields require data are self explanatory. There are a couple needing additional explanation.

Is this a Company or a Person

This is a question always asked when makine a new Address Book entry. The only difference between these types of entries is a Company doesn't have a first/middle name while persons do. In addition, the company field is automatically filled in for a company while the user can enter data for a person.

City, State, and Zip

This field is where a zip code, and ONLY a zip code, is entered. However, the City, State, and Zip is displayed. So, when entering data in this field, only enter a zip code. To maintain the zip codes, you should use the Zip Code Maintenance program.

Email Address

This is the email address the Advantos Enterprise module uses to communicate with this Address Book entry.

Web Password

This is the password this Address Book entry will use to access the Hometastic Web Portal. Please note: the password is not viewable by anyone who is not a system administrator.

Web Access

This is the level of Web access allowed to this address book entry in the Hometastic module. Access is allowed for user data access, client wide financial reporting access, and confidential director information access. When users sign up for Web Portal access they are automatically given user access privileges.

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