Events, Activities
Using the "Events, Activities" feature, you can add records of events and activities to a specific business partner entered in the address book. The system has 3 preset event/activity types (Event, Note, and Task), which differ in their content. You can use them to record information about potential deals, delivery defect records, complaints, or customer commendations. The form is linked to the Company Addresses form and the Events tab in the Business Partners module.
There are two ways to add events/activities and view them:
menu Business Partners – Events, Activities – contains all events/activities for all companies,
menu Business Partners – Company Addresses – Events tab – displays events/activities for a specific company.
to create a new record, click the "New" button
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"Main" Tab
Activity type: The available values (event, note, task, etc.) are maintained in the menu Business Partners – Event/Activity Types.
The fields available for completion change based on the selected activity type
Event
Subject: Enter a brief description of the event/activity.
Location: The venue of the event/activity.
Responsible employee: Select the person responsible for the given event/activity. The available options are persons registered in the menu Tools – Company Users.
Company: Select the company the event/activity relates to. The available values come from the menu Business Partners – Company Addresses.
Order: Select an order. The available values come from the menu Sales – Orders.
Start time: The date and time the event/activity begins.
Completion time: The date and time the event/activity ends.
Note
Subject: Enter a brief description of the event/activity.
Responsible employee: Select the person responsible for the given event/activity. The available options are persons registered in the menu Tools – Company Users.
Company: Select the company the event/activity relates to. The available values come from the menu Business Partners – Company Addresses.
Order: Select an order. The available values come from the menu Sales – Orders.
User: The user is the creator of the event (read-only).
External company: An additional option to link a second company with a reference to the Company Address Book.
Start time: The date and time the event/activity begins.
Task
Subject: Enter a brief description of the event/activity.
Priority: Select the priority of the given task from the drop-down list. The available options are Very Low, Low, Medium, High, Critical. Tasks can be filtered and sorted by the selected priority.
Event status: Select the current status of the given task from the drop-down list. The available options are New, In Progress, Done, Rejected.
Due date: Enter the date by which the given task is to be completed.
Start time: The date and time the event/activity begins.
Completion time: The date and time the event/activity ends.
Responsible employee: Select the person responsible for the given event/activity. The available options are persons registered in the menu Tools – Company Users.
Company: Select the company the event/activity relates to. The available values come from the menu Business Partners – Company Addresses.
Order: Select an order. The available values come from the menu Sales – Orders.
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"Attachments" Tab
On this tab, you can archive various documents related to the given event or activity, such as contracts, declarations, reports, and minutes.
The toolbar at the top of the table contains a number of buttons; the meaning of some of them is described in the dedicated chapter "Program Controls".
Using the "New" button, you can add a new attachment. When adding an attachment, you can choose from the following options:
File – a file from your local computer is loaded into the database,
Internet link – the application stores a link (URL); the data of the referenced source is not loaded into the application,
File link – the application stores a link to a file on the local computer's disk; the file data is not loaded into the application (do not rename, move, or delete the referenced file).
Each attached file has a folder icon that allows you to view the attachment at any time. Using the folder icon, you can also save the attachment to a different location. The scan button is used to scan the document, and the second option allows you to select a scanner and scanning parameters.
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"Description" Tab
Description: A more detailed characterization of the event/activity.
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"Additional Specifications" Tab
Contacts: Using the "Add" button, you can add additional contacts to the event/activity independently of the company, and using the "Remove" button, you can remove them from the event/activity.
Contact detail: Details of the selected contact: Last name, First name, Position, E-mail, Phone, Mobile.
Persons: Using the "Add" button, you can assign persons from the menu Tools – Company Users, and using the "Remove" button, you can remove them from the event/activity.
Labels: You can attach various labels to a specific event/activity. Clicking the "Attach" button displays a table for selecting labels. From the left-hand Available Labels table, use the arrow to move the labels you want to assign to the given record into the right-hand Selected Labels table, then confirm your selection by clicking "OK". If you need to add a label that is not yet in the left-hand Available Labels table, use the "Manage Labels" button. This opens the labels code list (menu Tools – Code Lists – Labels), where you can add the required label.
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"Note" Tab
Note: Any information relating to the event/activity.
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"Activity Costs" Tab
Click the "Add" button. The detail record for the event/activity cost will open.
Activity cost type: A drop-down list showing costs from the menu Business Partners – Event/Activity Cost Types, e.g. Note, Task, Event.
Price list: Clicking the icon on the right opens the menu Goods – Price List, where you can select a price list item related to the given event/activity.
Realized quantity: The number of completed events/activities.
Invoiced quantity: The number of events/activities that have been invoiced.
Responsible employee: Select the person responsible for the given event/activity. The available options are persons registered in the menu Tools – Company Users.
Cost time: The date of the event/activity cost.
To be invoiced: Check this flag if the costs for the event/activity are yet to be invoiced.
Invoiced: Check this flag if the costs for the event/activity have already been invoiced.
Note: Any additional information about the event/activity.