Contacts

3/6/2018

CONTACTS for your Projects can be included in MyCorbu BOOKS.

There are three places where Contacts are accessed. The first is on the Timesheet so that everyone can easily look up Contacts. The second is on the Projects page, accessed by Level 3 Users. This is where Contacts and Contact Organizations can be managed. The third location is on the Bookkeeping page, accessed by Level 4 Users and Admins.
See Payors / Payees article, too.

TIMESHEET PAGE

Contacts can be accessed by everyone on their Timesheet page. The button reading "Contacts By Project"(A) opens a table of Projects(B).

Select the project that you are interested in and click the 'view' link(C) to see all the contacts for that Project(D).

Select a Contact and click 'view'(E) and you will see additional information on that Contact. A list of Projects that the Contact has participated in and Comments about that Contact are displayed.

'Contact Org Role' is a way of sorting or filtering Contacts and gives a quick way of identifying what design service they performed.

PROJECTS PAGE

The same kind of access is available on the Projects Page for convenience. Managing the Contacts and Contact Organizations is done from here.

The Contacts database consists of Organizations and the individual Contacts that are associated with each Organization. These two tables are connected so that it isn't necessary to enter organization information over and over (or run into alternate spellings that jumble search results).

On the Projects Page access is by way of the 'Contacts By Project'(F) menu button, and this works the same as on the Timesheet Page except that editing is possible.

Selecting the 'All Contacts' menu button opens a table of all the Contacts you have entered(G). There is a button above the table to 'Add Contact'(H), which opens this form(J).

The Form for adding a Contact(J) requires you to select the Organization they belong to. If you haven't entered that info yet, click the PLUS sign next to the drop down menu and you will be able to add an Organization 'on the fly'. You will also be required to select at least one Project that this person is associated with.

IF YOU ARE INITIATING THE CONTACTS FEATURE OR ADDING SEVERAL CONTACTS AT ONCE, ADD THE CONTACT ORGANIZATIONS FIRST, THEN THE CONTACTS.

THIS WORKS MUCH SMOOTHER.

The third menu button in the Contacts Menu(F) is 'Add Contact Org', and this is the Form(K) that it opens.

There is a place to store the 'Main' phone number for the organization and a Comments box to document key observations about working with them. The 'ROLE' box is a drop down menu that has a list of roles that you encounter on projects. Most roles are designers or consultants. There are choices for Contractor and Subcontractor also.

This is the list of roles. (The letter is just for sorting with most common first.)

A - Client
B - Structural
C - Mechanical
D - Electrical
F - Surveyor
G - Civil
H - Landscape
J - Interiors
K - Furniture
L - Graphics
O - Contractor
P - Subcontractor
Q - Construction Manager
V - Vendor
X - Other
Z - Books (for use in Bookkeeping)

Bookkeeping Page

On the Bookkeeping Page, which is accessed by Level 4 users, you will find a link at the top of the page for accessing Payors/Payees. These are the Contact Organizations with the "Z - Books" role. Payors/Payees are a subset of your Contact Organizations that are used in financial transactions. They may have more than one role.

Clicking this link opens a table of all Contact Organizations, and offers a button for adding a new Contact Organization. This button opens the same form as described above.

When entering a transaction, if you have not already created a Payor/Payee, you can do it on-the-fly as shown in this form below.

Clicking the '+' sign opens this form in which you can enter the new Payor/Payee (Contact Organization) that you need without disrupting your bookkeeping procedure. Later you can edit this new entry to add more information if desired.

revised: May 4, 2018

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