myTourplan

Debtor Contacts

This is the first of three tasks in this section of the user manual that describe communications-related functions under the Debtors > Communication menu.

NOTE: The numbering is simply for reference - there is no particular order in which tasks need to be completed and, depending on the Debtor, they might not all be needed.

The list is:

  1. Debtor Contacts (this task)
  2. Debtor Documentation
  3. Debtor Queue Entries

The Contacts screen displays all contacts for a Debtor.

Add Debtor Contact Details

  1. Make sure the required debtor / agent is displayed (see Insert a Debtor / Agent or Retrieve an Existing Debtor).
  2. From the Debtors menu, select .
    1. Click the Debtors hamburger menu to expand it:

    2. Click Communication to expand the Debtors Communication menu:

    3. Select Contacts to open the Debtors contacts list screen:

    For example, the contacts list screen for ANZYVR - Aussie & Kiwi Travel (one contact only):

  3. Click to add a new entry.

  4. On the screen, select a Contact Type, enter a Contact Name and fill-in any other contact details required.

    For example: A Managers Contact has been entered.

  5. Click to keep the changes.

    Insert Debtor Contact Screen

    If Save is clicked, the Insert Debtor Contact screen re-appears with the (mandatory) Contact Name field empty, waiting for another contact to be entered. This allows further contacts to be added reusing some or all of the precious contacts detail - email domain, web, phone etc but not Contact Name.

  6. Click to discard any changes.

  7. When Save is clicked (followed by Exit to close the Insert Debtor Contact dialogue), the contact is saved and appears in the on the Debtors screen.

Insert Debtor Contact Fields

Contact Type

The type of contact.

Examples are: AC – Accounts; SA – Sales; RS – Reservations; AD – Administration etc. These must first be set up in Code setup > Messaging > Contact Types.

Contact Types can be used multiple times in this screen - e.g., there can be more than one contact with a Contact Type of 'RS' (Reservations), provided the Contact Name is different for each contact.

Contact Name

The name of the contact. E.g. Ms Catherine Watson. Generic names can also be used—e.g. Reservations, Accounts etc.

Phone Number

The phone number for this contact. The number may be different to other contacts at this agency.

Mobile Phone Number

The mobile phone number for this contact. The number may be different to other contacts at this agency.

Fax Number

The fax number for this contact. The number may be different to other contacts at this agency.

Email Address

The email address for this contact.

Web Address

The web address for this agent(optional).

NOTE:  

  • When the above entries have been completed, click the OK button to save the contact details. The Contact Name field will be cleared and details of the next contact can be entered. Phone, fax, email and web details are retained, but can be overridden if necessary.

  • If the Debtors CRM Integration is enabled, then a further tab is available in the dialogue which allows additional detail to be entered for the contact.
  • When entries of all contacts for this agent have been completed, click the Cancel button to return to the Debtor Contacts screen, where an updated list of the contacts is now displayed.

Updating Contact Details

To change the details of a contact, single-click the contact to open the Debtor Contact screen and edit the fields as required. Click Save when done.

Deleting Contact Details

To delete a contact from the list, single-click the contact to open the Debtor Contact screen and click Delete: