Billto File Phone Number Maintenance Screen

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You can use this file to store different types of phone numbers and Internet connections.

Field Name	Description/Instructions
Number Type	T - telephone number F - fax number I - Internet/email address C - Order Contact - allows you to designate entries as “order contacts” for the account. Depending on how the options are set on the System Wide Setting - Options for Customer Order Contacts, phone number records flagged as order contacts will: — Automatically populate the Order Contact field on the Order Header; if there is only one record flagged as an order contact. — Limits the search done from within the Order Contact field on the Order Header screen (by entering a “?” in the field) to only those records designated as order contacts. Note: The only entries required for a “C” Customer Contact record are the Acct# and Description.
Area Code	Specify area codes except for number type I.
Phone#/ Email	Alphanumeric field that accommodates different types of numbers. Do not use spaces or punctuation in telephone or fax numbers. Note: This field is optional for C (Order Contact type entries), and can also be used to record data such as a user number or membership ID. It should not be used in conjunction with the Description field to add more characters to the description. This causes the Description to appear before the Phone# information on reports. There are two ways to enter email addresses. When entering email names, 17 characters including the @ symbol can be entered on this line. If there are more than 17 characters, the additional characters can be entered on the Description/URL line. Or, as shown in the example above, you can enter email names up through the @ symbol and then enter the URL on the Description/URL field.
Account Number	Leave this field blank to default to the account number currently displayed. You can also enter numbers for other accounts by overriding the account number.
Description	A description of what the number represents (optional).
Del	Enter D to delete an entry.
S=Special Opts	This option lets you designate email address to receive price lists, order acknowledgements, and invoices. Note: The System Wide Setting - Options for Back Order Fill contains an option that allows you to send an email to an email contact when a back order is filled.

You can limit the screens to a particular number type (T, F, or I) by entering data into the Display Only Num Type field. Press F1 to display the next account number with Phone Number File entries. Press F11 to display the previous account number with phone number file entries.

Use option S to designate fax numbers for auto-fax applications, or email addresses for automatic Internet applications. You can use this screen to designate a fax number as the auto fax number for outbound price lists, order acknowledgements, or invoices. You can also enter an additional number to be included as part of the fax number for long distance numbers.

Special instructions remain in place even when a phone and/or fax number is changed. This saves you from having to go back and reset any special instructions into the new/changed phone number record.

On the alternate Phone Number File Maintenance Program, you can display and update special auto-fax and auto-email information.

Abbreviation	Description
AF	Auto-fax
EM	Email
PL	Price lists
AK	Order acknowledgements
IN	Invoices
EXT DIG	Extra digit to be dialed before a fax number. You can program certain digits to always be dialed before any fax number. However, if you have 10-digit fax numbers that are considered local, and they cannot preceded by a 1, you might need to use the extra digit field to designate which numbers require the 1.
Opt	Option D deletes a phone number.
Types	A All types F Fax numbers I Internet addresses T Telephone numbers
Area Codes	You can limit the screen to specific area codes.
Position to Account#	You can enter an account number to reposition the screen to the phone number records for that account number.