Table of Contents

Configuration Package Contact

General

The functionality Configuration Package Contact supports users in migrating contact-data to Boltrics 3PL Dynamics.

Functionality

Creating contacts is the 1st step in migrating customers, vendors and/or addresses. Once a contact has been created, a customer, vendor or address can be linked to the contact. Through this link, changes in the name and addressdetails are always synchronized across tables. In the table contacts, both companies(customers/suppliers/addresses) as well as employees working for the companies can be recorded.

Step 1. Preperation

  1. Check no. series on manual entry

    1. Open the page: Marketing Setup, Tab: Numbering and click on the look-up button in the field: Contact Nos.
    2. Click on: Select from full list in the selection page.
    3. Scroll to the right side in the screen: Select No. Series and check if the field: Manual Nos. is activited.
    4. If not click on the button: Edit List and activate the field: Manual Nos.

  2. Check/update related tables Check if the following pages/tables for which values to use in the migation sheets.

    Table Remarks
    Country Check the page: Countries/Regions and note the codes for the countries of the contacts to be imported.
    Currency Check the page: Currencies and note the codes required for the contacts. If necessary add new currencycodes.
    Language Check the page: Languages and note the codes for the languages used by the contacts to be imported.
    SalesPerson Check the page: SalesPeople/Purchasers and note codes. If necessary add new salespersons
    Salutation Check the page: Salutations and note the codes requires for the contacts. If necessary add new codes.
    ZIP code It is possible to record the ZIP code, Country and City in a table. Migration a ZIPP code table is not included in the migration-activities performed by Bolrrics.
    Note

    Do not record a currency for contact when transactions are made in the default currency of the company.

Step 2. Create file with contact-data

  1. Create Excel-file for migrating contacts The following steps have to be perfomed to create an Exel-file for migrating contacs.

    1. Open page: Configuration Packages
    2. Go to the line with code: CONTACT and open the page.
    3. Click on the button: Export to Excel and confirm with Yes
    4. The file will be available in the download-folder and contains 3 worksheets; SalepersonPurchaser, ZIP Code and Contact.

  2. General guidlines entering data into the Excel-file

    1. Do not change the names of worksheets and/or colums.
    2. Do not delete/change the first 3 rows in a worksheet.
    3. Click on the title of a column to see the format of a field. Some examples of formating:
    Value Remarks
    Boolean 0=False, 1=True
    Code20 Field may contain, characters, numbers and punctuations, maximum length of value in the field: 20.
    Date Values have to be entered as DD/MM/YYYY
    Decimal A number with decimal places
    Option The comment will contain a list of values which can be used.
    Text100 Field may contain all type of characters, maximum length of value in the field: 100
    Time Values have to be entered as HH:MM:SS

  3. Enter contact data into the Excel-file The worksheets: SalesPersonPurchaser and ZIP Code do not require any futher explanation. For entering data into the worksheet Contact the following guidelines:

    Field Mandatory Remarks
    No. Yes The first number available in the No-serie of contacts.
    Name Yes The full name of the contact
    Address Yes Streetname and housenumber of the contact
    Address2 No Additional address information
    City Yes The name of the city in which the contact is situated
    Phone No. No The phone number of the contact
    Currency Code No The currency used on invoices sent/received. Do not record a currency when the contact uses the same currency as the basic administration.
    Language Code No The language used to communicate with the contact.
    Salesperson Code No The code of the internal person responsable for the contact.
    Country/Region Code Yes The code of the country in which the contact is situated.
    ZIP Code No The ZIP code of the address/city in which the contact is situated.
    State No The state/county in which the contact is situated
    Email No The emailaddress of the contact.
    Home Page No The website of the contact.
    Type Yes 0: Company 1: Person.
    Company No. Yes When type=Company then copy the value from field: No. When type=Person copy the value from the field: No from the line on which the company is entered.
    First Name No When type=Person the first name of the contact.
    Middle Name No When type=Person the middle name of the contact.
    Surname No When type=Person the surname of the contact.
    Job Title No The title of the job of the contact.
    Mobile Phone No. No The number of the mobile phone of the contact.
    Contact Business Relation Yes 1:Customer, 2:Vendor, 3:BankAccount, 4:Employee(Working for the orgnisation), 5: None(Person working for Customer and/or vendor), 6:Other 7:Multiple(When contacttype=Company and contact is both Customer as well as Vendor).
    3PL Status Template Code Yes Fixed value: CONTACT
    3PL Status Code Yes Fixed value: 10-NEW

Step 3. Importing the data into Boltrics 3PL Dynamics

The following steps have to be perfomed to import the data from the Exel-file.

  1. Open page: Configuration Packages
  2. Go to the line with code: CONTACTS and open the page.
  3. Click on the button: Import from Excel.
  4. A window will appear in which the Excel-file can be dropped.
  5. A new page will be opened: View - Config Package Import Preview. Click on the button: Import
  6. The page: Config. Package Card wil be opened. Click on the button: Apply Package and confirm with Yes.
  7. A window will apear to show the processing. When completed the number of errors, inserts and modifications will be shown.
  8. When errors are reported click on the line with the corresponding table in the field: No. of Packages Errors.
  9. The page Config. Package Records - (Tablename) will open and show the data of the records with errors. Select a line and click on th button: Show Error to read the error. Adjust the data and click on Apply data.

Step 4. Finish import

As a final step, the manual assignment of numbers should be disabled. .

Disbale manual entry on no. series

  1. Open the page: Marketing Setup, Tab: Numbering and click on the look-up button in the field: Contact Nos.
  2. Click on: Select from full list in the selection page.
  3. Scroll to the right side in the screen: Select No. Series.
  4. Click on the button: Edit List and disable the field: Manual Nos.
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