Click on the Profile button and then select Company Profile from the drop down menu.
From the Profile screen select the Data Options tab.
Under the Data Directories section you have to enter your Contact Management data path. When you click on the Browse button, the following screen appears.
Ensure that ACT! is selected for External CM System.
Locate the ACT! data directory and select the appropriate ACT! database file.
For ACT! v5.0, select v4.0 for now and select version 3.0 for version 4.0.
RemoteDesk v3.0 version going through release right now will have this corrected.
Click on OK when this is entered. The path is updated with your selection.
Click on the Save button on the Profile screen to save the changes.
You must now proceed to the next step and select the data fields from ACT! to match with RemoteDesk
Choosing Data Fields From ACT!
To provide maximum flexibility in relating your ACT! contact data
to RemoteDesk customers, there is a special screen that allows you to make
changes. This data relationship has a default setting and will provide
basic information exchange between ACT! and RemoteDesk.
To access user defined fields in ACT! and any others, click on the Configure
button on the bottom of the ACT! interface screen.
The screen is split into two columns.
The column on the left lists all of the RemoteDesk customer master fields
that can be filled in. The column on the right, list the ACT! contact
record fields that relate to each of the RemoteDesk fields.
By scrolling through the list, you can see which ACT! field is passed
into the RemoteDesk customer record.
Pressing the Enter key or clicking on a selected line will either
Unassign the field if there was a previous entry or will bring up a window containing
the list of ACT! fields that can be accessed.
Unassigned indicates that no ACT! field is currently used
here and that RemoteDesk defaults will be used to fill in the field.
You can scroll through the complete list of ACT! fields, including the user definable
ones, to assign the right field that pertains to the customer data
selected. Clicking on the Select button will update the data settings
list with the selected ACT! field.
Simply select the contact, company name and applicable address fields for display on
the customer record in RemoteDesk.
You must re-start RemoteDesk in order for the updated changes take effect.
Once restarted, RemoteDesk can now access your ACT! data.
Using RemoteDesk with ACT!
The ACT! add-on provides a direct link to your contact profiles stored in your ACT! database.
During the entry of a new sales order in RemoteDesk, you can add new customers from your ACT! contacts
instead of entering all customer name, address and phone details manually.
During sales order entry, new customer records can be created.
Typically their information must be manually entered.
Now on the order entry screen ACT! data can be accessed.
When the contact management interface is installed into RemoteDesk, there is a new icon
added to the regular sales order entry screen.
Note - if the Contact Management icon does not appear on the order screen, check the
Company Profile setup on the Data Options tab for your contact management
type and data path setting.
The sales order entry screen is displayed when you click on the Orders
button and select Enter New Orders
from the drop down menu. The icon appears with the Customer number
field and is marked with a CM for Contact Management.
Adding a new customer from ACT!
To add a new customer from your ACT! database click on new customer
icon, and then click on the Contact Management icon CM
next to the Customer number field. To update an existing customer record
from ACT!, display that customer on the screen and then click on the CM icon.
The program uses similar search and grouping definitions that have been
set up in ACT! and are used to find your contacts. Scroll through the
contact list to find the right one. Click on the Select client button to use it in RemoteDesk.
You can also search for a contact by selecting a field to search on for example, the contacts last name.
Click on the Search for field drop down list to find the contact record
field you want to search for.
In this case4. Contacts last name. Once you choose a field to search for then enter
the Search Text field. Enter part of the last name that you want to find.
The Find button then becomes active and you can click on it to begin the
search. The program begins the search of last names from the top of your contact
list. The program will either stop on a name that matches the search criteria,
or it stops at the end of your contact list. You can use the
record position buttons to move through the file. Use the button on the left
to re-position the search at the top of the contact list to begin a new search.
Once you have the name you were looking for, click on the Select Client button to pass
the highlighted client record to RemoteDesk.
Consideration for Special Fields
Most of the fields in RemoteDesk customer profile are string or text fields
and have no special requirements. There are a few fields that do have specific
constraints and they are described here. If a field is unassigned
then the RemoteDesk Order Template is checked for a default for the
specific field when the customer is added.
Tax status: The program can accept any existing tax scheme number from 0' to 9'.
Only the first non-blank character of the selected field coming from ACT! is checked.
If it not the characters 0 to 9 then RemoteDesk uses the Order Template as a default.
Territory: Only the first two characters of the selected fields from ACT! are used as the
territory code. For example from an ACT! field containing WO - West Ontario the territory field would be set to
WO.
Terms: Only a valid RemoteDesk Terms code is acceptable. Anything else is not used and the Order Template
is used as a default.
Sales person: Only a valid RemoteDesk Salesperson code is acceptable. Anything else is not used
and the Order Template is used as a default.
Discount level: Only first non-blank character is considered. It can be either be a digit
from '0' to '5' or letter from 'A' to 'E' . (case is not important). A letter 'O' or 'N' mean no discount.
Credit Limit: Any numeric values from ACT! can set the credit limit. For example if the field contains
"1000.00" then the credit limit is set to one thousand. If there are other characters in the field
the Order Template default may be used.
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