Contact log

The contact log enable you to keep a detailed log of all the phone calls you and your contacts make to each other, and any other type of correspondence.

For example, let’s say that you call customer A regarding an overdue invoice. You could create a log entry that records the date of the phone call, a summary of the outcome, and the date you will want to recontact them by if their invoice is still outstanding.

When a customer or vendor calls, you can use the log entry to retrieve a complete history of your business relationship with that contact.

Automatic log entries

You can choose to automatically create log entries each time you record a sale, purchase, or banking transaction. The log entry contains basic information about the transaction, such as the invoice number, check number, and the amount. See the procedure below.

note : Your company file’s size may increase significantly

If you record many transactions and choose to automatically create log entries for them, the size of your company file may increase significantly. If the company file size becomes an issue, you can purge old log entries and other data. For more information about purging information, see Purging information that is no longer needed.

To view the contact log

1	Go to the Card File command center and click Contact Log. The View Contact Log window appears.

2	From the Name list, select the contact for whom you want to view the log.

3	If you want to view or edit the detail of an existing log entry, select the entry and click Edit.

To create a contact log entry

1	Go to the Card File command center and click Contact Log. The View Contact Log window appears.

2	From the Name list, select the contact for whom you want to create a log entry, and click Use Card.

3	Click New. The Contact Log Entry window appears.

4	Complete the Contact Log Entry window as described in the table below.

Card	The name of the contact.
Contact	Type the name of the person that is associated with this entry. For example, you can record the name of the person you spoke to on the phone. If you have specified a contact person in the contact’s card, you can click the down-arrow to choose that person.
Date	Type the date you spoke or wrote to the contact. If you are simply entering an appointment or reminder, you can enter today’s date.
Notes	Enter any information you want to save about the conversation or follow-up.
Elapsed Time	If you want to record the time you spend speaking to the contact, or working on a particular task related to the entry, type the time in hours and minutes. For example, if you spend 15 minutes, enter 15. If you spend 1 hour and 15 minutes, enter 1:15.
Recontact Date	If you want to be reminded to follow up the contact, type or select the date you want to be reminded to recontact them. The reminder will appear in the Contact Alert tab of the To Do List on this date.
Log	View all log entries for the selected contact.
New	Record the current log entry and create a new entry for this or another contact.

 

To automatically create contact log entries

1	Go to the Setup menu and choose Preferences. The Preferences window appears.

2	Click the Banking tab.

3	To create an automatic log entry for each payment you record, select the Make Contact Log Entry for Every Check option.

4	To create an automatic log entry for each receipt you record, select the Make Contact Log Entry for Every Deposit option.

5	Click the Sales tab.

6	To create an automatic log entry for each sale you record (including quotes and orders), select the Make Contact Log Entry for Every Sale option.

7	Click the Purchases tab.

8	To create an automatic log entry for each purchase you record (including quotes and orders), select the Make Contact Log Entry for Every Purchase option.

9	Click OK to close the Preferences window.

Related topics

■	Keeping in touch with your contacts

■	Other ways to keep in touch