Add a Contact to a Billing Account

You can add contact information, such as address, phone number, and email address to a billing account.

Before adding a contact to a billing account, you may want to ensure the following have been created:

• Contact Category. Contact Categories are managed in the Setup application’s Categories Module.

To add address, phone number, or email addresses to a customer account, refer to the Related Topics.

Complete the following steps to create a new contact for the billing account:

1. Select Customer Billing from the Gotransverse application menu .

   

   Customers Window

   You may see a Customers and an Accounts tab or just the Accounts window, depending on the value for the Allow Multi-Customer Accounts Billing system setting. The Allow Multi-Customer Accounts system setting must be set to True to see both tabs. If this system setting is set to False, you will only see the Accounts window while in the Customers module. Refer to System Settings for more information about configuring system settings.

2. Select a customer from the list or search for a customer from the Search field to open the Customer Summary window.

   To quickly access a customer or billing account, click the icon on the title bar (on either the Customers or Accounts window) and enter part of the customer or billing account name. If you do not see the Accounts tab, you can still search for a billing account from the Customers window by entering part of the number in the Search field. You can also bookmark regularly-used pages. Refer to Search Feature for more information.

   

   Customer Summary Window

   Click the icon in the left pane to hide it. Click the icon to open it.

   You can manage which columns display in any table with a Configure or Columns button by clicking the button and selecting desired columns. In addition. If the table includes a Filter button, you can filter the table contents. If the table includes an Export button, you can export visible table contents (up to 50) to a CSV (comma-separated values) file. Refer to Data Tables for more information about using these features.

3. On the Customer Summary window, complete one of the following actions:

   1. For the account you wish to create a contact, click the ellipsis icon in the Actions column and select Create Contact to open the Create Contact window.

      

      Create Contact Option

   2. OR, select an account under the Accounts detail tab to open the Account Details window. Select Create Contact from the Account drop-down menu to open the Create Contact window.

      

      Accounts Drop-down Menu - Create Contact Option

4. On the Create Contact window, enter the contact information:

   Depending on your configuration, there may be more or less fields than those listed. Click Configure Fields and select the additional configurable and custom fields you want to display from the drop-down list. Click outside the list window to close it. The system saves the set of selected fields per user so they display the next time you create a customer.

   

   Create Contact Window

   Optionally, you can use the Configure Fields drop-down list to add additional fields if necessary. Click outside the pop-up window to close it.

   

   Create Contact Configure Fields Drop-down List

   

   Create Contact With All Fields

   Required fields are marked with an asterisk.

• First Name* — Enter the customer’s first name.

• Last Name* — Enter the customer’s last name.

• Company Name — Enter the company name associated with this contact.

• Title — Enter the title for the contact, such as VP, Director, or whatever is appropriate.

• Department — Enter the title for the contact.

• Contact Category — Enter the contact category for the contact. Contact Categories are managed in the Setup application’s Categories Module.

• Phone Number — Enter the phone number for the contact. Select a Type from the drop-down list, such as Office, Home, Fax, or Mobile. Then enter the phone number. Do not use dashes. For example, if the phone number is 567-8900, enter 5678900.

• Add Phone Number — Click to add additional phone numbers. You can add four phone numbers for the contact.

• Email — Enter the email address for the contact. Select a Type from the drop-down list, such as Primary or Secondary. Then enter the phone number.

• Add Email Address — Click to add additional phone numbers. You can add two email addresses for the contact.

• Addresses* — Select the Billing Address, Service Address, or Shipping Address checkbox. Additional fields display (see image, below). You can select to enter all three addresses separately. However, for either Service Address or Shipping Address, you can select the Same As Billing checkbox to use the same address as the Billing Address.

  

  Billing Address Fields

• Country* — Enter the country from the drop-down-list or enter the first couple of letters of the country to display related names in the drop-down list.

• Address Line 1* — Enter the first line of the address.

• Address Line 2 — Enter the second line of the address, if necessary.

• City* — Enter the city.

• Postal Code — Enter the postal code for the address.

• Same As Billing checkbox — If either the Service Address or Shipping Address checkbox is selected, select this checkbox to use the address you entered for the Billing Address. The additional fields that displayed when you selected either of these checkboxes will close, and a Same As Billing checkbox will display next to the address checkbox that you selected to use the Billing Address (see image, below).

  

  Create Contact Window with Service and Shipping Address Selected for Same As Billing

5. Click Create Contact OR click the Create Another checkbox to create the contact and open another Create Contact window.

 

 

 

 

Topic updated: 07/2024.