eContacts is a CRM database designed for e-mail programs and web site authentication. Management and system users can easily and efficiently develop a feature rich and robust user database for their web site and use it with 3rd party applications, Elliott Software and Elliott Web Solutions.
The eContacts database is divided into four areas of information for each contact. These sections are available by tab menus for each contact. These tabs menus consist of (1) Identification, (2) Web Access, (3) Billing and Credit Information, and (4) Relationships.
eContacts will integrate with the Elliott Software, Elliott Shopping Cart, Notes, and is the database for the Mass E-Mail program. The only requirement to using eContacts is a contact e-mail address. The advantages and rewards of eContacts are further enhanced by the Mass E-Mail Program. Users should read the Mass E-Mail chapter to better appreciate this CRM database and it’s structuring.
Any master record can have an eContact and can be accessed anywhere you have access to Elliott Notes, e.g., order entry, Vendor File, order inquiry. Since the most frequently used master record for eContacts is the Customer File, go to:
A/R Main Menu à Maintenance à Customer File
Click the eContacts Icon or Press F12
Contacts Window for Customer 300
Click Add New
Field Entry Descriptions – Identification Screen
Contact’s email address. This is how a contact is identified.
15 alphanumeric characters.
Link to <customer name>
Click this box to use the name and address from the customer record.
Leave it blank to use another name and address.
If you checked the “Link to” box above, then these fields will be populated with values from the Customer File and entry is not permitted. If you wish to fill in these fields, uncheck the “Link to” box above.
Click this box to use the phone number from the customer record.
Leave it blank to use another phone number.
If you checked the “Link Phone” box above, then the phone field will be populated with the phone number from the Customer File and entry is not permitted. If you wish to fill in the phone number, uncheck the “Link Phone” box above.
The extension field can be filled in regardless if the “Link Phone” button is checked or not.
Link to fax of <customer name>
Click this box to use the fax number from the customer record.
Leave it blank to use another fax number.
If you checked the “Link to fax of…” box above, then the fax field will be populated with the fax number from the Customer File and entry is not permitted. If you wish to fill in the fax number, uncheck the “Link to fax of…” box above.
Contact’s home telephone number.
Contact’s Mobile number.
Web Access Screen
This screen stores contact information for authentication, web access, e-mail management, and permission rights. Permission rights are based on a user defined “Role” assigned to the contact.
Entry Field Descriptions – Web Access Screen
This screen is divided into two sections, Web Access Information and E-Mail Details.
The Web Access Information fields only apply if you are using Elliott Web Solutions (Shopping Cart) or if you have a 3rd Party Shopping Cart that honors the access rights defined by the eContacts Role, (see next page).
The E-Mail Details applies to all Elliott Software users.
Web Access Information
Contact’s password used when a login is required
Used to confirm a newly added or changed password.
Additional verification such as “Mother’s Maiden Name”
Not currently implemented
Answer to Password Hint
Block Web Access
Click to deny user access to web site areas where login is required
State why user was blocked
Date user was blocked
User Defined for permission rights to Elliott Software
Type in Role Name
Click Role button
Screen to right appears
Primary Files: This is the file that the contact is attached to; in this case it is the Customer file.
Subordinate Files: Files attached to the Customer File, e.g., Ship-To, eContacts File, Invoice History Inquiries, etc.
Transaction Files: Enter orders, apply cash receipts, etc.
If “Add” is flagged, “Change” will be flagged automatically. If “Change” is flagged, “Add” is not automatic.
If “Delete” is flagged, “Change” and “Inquire” are flagged automatically.
You are not giving the eContacts rights to access these files, only permission to what they can do. Access to the files is determined by what you make available from your web site.
For your salesmen to view their customer records, add orders, etc., you would open the Salesman file and add them as an eContact. As a result, the Salesman File becomes the primary file and the Customer File and any transaction files are subordinates.
Roles are based by Relationship and are not universal. Roles only apply to the eContact and the record they are attached to in the relationship.
Do Not Send E-Mail
Click Box to remove eContacts from the Mass E-Mail Program
Date applied to above
Accepts HTML content
Click if eContact accepts HTML content
Used to manually update how many e-mail messages have been returned due to delivery error. If count is high, user may consider removing the contact from the e-mail list.
Entry Field Descriptions - Billing/Credit Window
Although the Billing/Credit folder applies to the Elliott Web solution System, it can also be used as a convenient way to store customer credit card information.
A lot of security is built into Elliott to protect sensitive information entered into Elliott. The credit card number is encrypted and will only display stars (*) except for the last four digits. A workstation must be preauthorized before a user can charge a credit card. This authorization takes place from the Utilities menu in Global Setup. A credit card can be charged from the COP Payment Window, in Accounts Receivable and here in the eContact window. When the Payment button is pressed, Elliott will prompt for an amount and will charge the credit card that was highlighted.
Here are some notes to help you maximize your credit card processing:
- To qualify for a better rate when processing Visa cards, always pass the Zip Code (even if it is incorrect). Then the transaction category is CPS NO Card. For CMP, the rate is 1.99% in this category.
- If you don’t pass the Zip Code, then the transaction will be considered as EIRF. For CMP, the rate is 2.29%.
- If you don’t settle the same day, then the transaction will be considered as EIRF. For CMP, the rate is 2.29%.
- MasterCard does not care about the Zip Code. The standard Merit I rate for CMP is 2.03%.
- If it is a Corporate MasterCard (like a government or Ford issued card for an employee), then the DATA Rate I is 2.63%
- If you pass the customer number field for a Corporate MasterCard card, then you are in DATA Rate II which is 1.93%.
- Therefore, the rule is (a) Always pass the Zip Code (for VISA); (b) Always pass the Customer Code (for Corporate MasterCard); (c) Always settle the same day (use Auto Settle).
- Visa Check Card does not like AVSONLY (an authorization with $0.00 amount). An alternative way of doing AVSONLY is to do an authorization of $1.00 and never come back to perform the FORCE transaction.
- For some reason American Express does not validate the CVV2 value.
- For some reason, American Express only validates on the Zip Code and does not bother with the street address.
Entry Field Descriptions – Billing/Credit Window
Link Billing To
You can link the name and address used in credit card authorization to the contact’s name and address, the customer’s name and address or not linked to either so that the name and address can be entered manually.
If the “Link Billing To” selection is “None,” then the user can enter these fields. Otherwise, they are populated with information from the customer or the contact.
Multiple credit cards can be entered for each contact. The following fields detail the credit card information:
Enter the credit card type (Visa, MasterCard, American Express, etc.).
Enter the credit card number.
Enter the expiration date.
Enter the the name that appears on the credit card.
Indicate if this is the primary credit card to use when charging this contact.
An eContact may have many relationships; the contact may work for two companies, a salesman may be the owner of another company, the customer is also a vendor, etc. Elliott eContacts tracks and manages these relationships for you.
When you open eContacts for a record, it will display all the associated eContacts as shown below. From this window we can edit, add new contacts, make a contact the primary contact in this relationship or delete a contact record.
If an eContact has several relationships, you can view these by clicking on the contact’s Relationships Tab as shown below.
In any Relationship there can only be one Primary Record, normally this is the file the eContact is attached to. This can also determine how the eContact’s address information is managed from relationship to relationship.
The Notes tab will display all of the notes for the contact and the customer.
You can add, change and delete the notes from here.
The Links tab will display all of the links for the contact and the customer.
You can add, change and delete the links from here.
The Attributes tab will display all of the attributes for the contact and the customer.
You can add, change and delete the attributes from here.
The Activity tab will display some of the activity for the contact and the customer.
You can print and filter the information displayed.
The Orders tab will display all of the orders and their line items for the customer.
You can sort the information displayed by clicking on the header of each column.
The Invoices tab will display all of the invoices and their line items for the customer.
You can sort the information displayed by clicking on the header of each column.
Managing eContact Information
The purpose of relationships is to have one eContact record that can be maintained throughout the system. If you change the eContact information in the Identification Screen, it will update that eContact wherever he has a relationship.
Exception to The Rule The Position Field is unique to a relationship. Changes in one relationship will not update other relationships.
If you flag Use Address of . . . . , Use Phone, or Use Fax of . . . . . then changes cannot be made to these fields.
If eContact is using the above address information of the Primary record, then whenever changes are made to this record (Customer File in our example) it will update the eContact information globally. Address information can only be linked to One Primary record throughout the system.
If an eContact requires a different address for different relationships, do not flag the Use “ . . . . .” fields.
Web Access Information Unique to the relationship. Changes in one relationship will not update other relationships.
Billing/Credit Information Unique to the relationship. Changes in one relationship will not update other relationships.
E-Mail Address This is the eContact identifier. If you change this e-mail address in another relationship, the system will create a new eContact.