“In this page, a detailed and comprehensive overview of the Contact Categories page, its advantages, how to access it, and an explanation of how to add a new category are presented.
To access the ‘Contact Categories’ page, please follow these instructions:
- Start by clicking on the ‘Settings’ menu in the main menu.
- Then, click on ‘Resource Management’ available in the top bar of the page.
- You will be redirected to the ‘Contact Categories’ page, which displays all categories saved in the system.
Advantages of the ‘Contact Categories’ page:
- Contact categories are an essential tool for organizing communication with individuals and other entities, whether they are customers or suppliers. These categories can also be used to categorize communications based on the purpose of communication. This means you can add more than one category and contact number for the same person or entity. For example, contact numbers can be categorized and organized based on their purpose, such as communications related to orders or those related to invoices and payments.
- These categories allow you to better organize incoming and outgoing communications. For example, incoming communications like invoices from suppliers and customer inquiries can be categorized under ‘Incoming Communications,’ while outgoing communications like invoices sent to customers and corporate correspondence can be categorized under ‘Outgoing Communications.’ As for invoices and payments, they can be categorized based on financial transactions. For example, received invoices from suppliers can be categorized as ‘Incoming Invoices,’ and payments made to these suppliers can be categorized as ‘Incoming Payments.’ The same operations can be carried out for customers.
- These categories are customizable and can be modified according to the company’s needs and organizational structure. They can be easily implemented using accounting software used in the company. This tool facilitates the process of communication and information management effectively.
Editing Contact Categories: The system provides the option to edit existing contact categories, allowing you to adjust them according to your specific needs.
Viewing Contact Categories and Their Data on the Page: All available contact categories in the system are displayed on the page with detailed information about each category. This information includes the category name, description, and other relevant details.
Explanation of How to Add a ‘New Contact Category’:
- Contact Category Type: Start by selecting the general type of the new contact category. This can be, for example, ‘Business Operations,’ or any other type that suits your needs.
- Subtype of Contact Category: After selecting the general type, you can specify the subtype if applicable. For example, if you choose ‘Business Operations’ as the main type, you can specify the subtype as ‘Customers’ or ‘Suppliers.’
- Short Name of the Category: You may need to give the category a short and clear name. This name will help you easily distinguish categories when searching or browsing.
- Category Description: If necessary, you can add a description to the category that explains additional details about it. This can be useful if you have similar categories.
Once all the required data is filled out, click the ‘Add New Record’ button to save the changes.”