Phone Numbers and Email Addresses

This help topic is applicable to the following TireMaster applications:

TireMaster Point of Sale

TireMaster Plus

TireMaster Corporate

Phone numbers and email addresses can be classified by assigning contact types.

You can add multiple phone numbers and email addresses to customer and vendor records.

Note: When you add a phone number or email address, you can associate a name with it. For example, the customer record for Rex and Mary Jones could have one phone number associated with the name Rex and another associated with the name Mary. In this scenario, you could also include phone numbers for the couple’s teenage children. At point of sale, both the phone number (or email address) and the associated name are displayed on the Invoice Entry screen.

To add phone numbers and email addresses

1. If you haven’t already done so, add a new customer or vendor or look up an existing customer or vendor. For more information, see Add a Cash Customer, Add an AR Customer, Customer Searches, Add a Vendor, or Vendor Searches.
2. To add up to five contact methods, complete the following steps. If you want to enable texting for cell phone numbers, add those phone numbers using the method described in step 3.
a. If the phone number and email fields are not active, click Edit Contact on the Customer Maintenance screen or click Edit on the Vendor Maintenance screen.
b. If you need to change the contact type, select it from the drop-down.
Note: If your TireMaster system is set up to display contact information in the same order for all customers and vendors, the phone numbers and email addresses will be arranged in that order once you click OK, regardless of how you enter them here. For more information, see Organize Contact Information.
Tip: If the drop-down doesn’t include the contact type you want to assign, you can add your own. For more information, see Add Contact Types
c. Type the phone number or email address.
Note: When you initially add contact information, the phone number or email address at the top of the list is designated as the primary contact method, and the second one is designated as the alternate contact method. For customers, the primary contact method is assigned to work orders by default. If you want to use a different phone number or email address as the primary contact method, you can change it. For more information, see Update the Primary Contact Method.
Tip: Hyphens are automatically inserted in phone numbers. If a phone number includes an extension, type it as well. For example, 208‑333‑6000 ext. 102.
d. Type a description or the name of the person or business to whom the phone number or email address belongs.
3. For each additional phone number and email address you need, complete the following steps.
a. Click Phone & E-mail. The Contact List appears.
b. Click Add. The Add/Edit Phone Number screen appears.
c. Do the following as needed:

Select a different method of defining the contact type from the drop-down.

Type the phone number or email address in the Number/E-Mail field.

Type a description or the name of the person or business to whom the phone number or email address belongs.

For cell phone numbers that are allowed to receive text messages, select the Send Text check box. This check box is available only when a contact type for cell phones is selected.

Note: If you’re using the Text to Pay application with TireMaster, selecting Send Text allows you to indicate that the customer has given you verbal authorization to send him/her text messages.

For the email address you want to set as the customer’s default, select the Default E‑mail check box. This check box is available only when a contact type for emails is selected.

Note: If you use third party marketing applications, the default email address is the one to which promotional messages for customers will be sent.
d. To save the new number or email address, click OK.
e. Change the position for the phone number or email address if needed. To change the position, select the number or email address and click Move Up or Move Down as needed.
4. Make any other needed changes to the customer or vendor record. Otherwise, close the Customer Maintenance or Vendor Maintenance screen.

When the contact information for customers or vendors changes or is no longer relevant, you can ensure that those details are up-to-date in TireMaster.

When a customer’s or vendor’s phone number or email address changes, you can update the contact information in TireMaster.

Note: Depending on how your customer types are set up, contact information is ordered the same for all customers and vendors or its organized on an individual basis. For more information, see Organize Contact Information.

Updating a phone number or email address

1. If you haven’t already done so, look up the customer or vendor whose phone number needs to be updated. For more information, see Customer Searches or Vendor Searches.
2. To update a phone number or email address on the General tab, complete following steps. If you need to move the contact to a different position on the Contact List or work with its text or default email settings, use the update method described in step 3.
a. For customers, click Edit Contact. For vendors, click Edit instead.
Note: Depending on your security settings, you can also click the Edit button on the Customer Maintenance screen.
b. If you don’t see the number or email you want to update, click to move down the list. This functionality is available in TireMaster 9.4.0.
c. Do the following as needed.

Select a different contact type from the drop-down.

Note: If your TireMaster system is set up to display contact information in the same order for all customers and vendors, the phone numbers and email addresses will be arranged in that order once you click OK, regardless of how you enter them here. For more information, see Organize Contact Information.

Type a different phone number or email address.

Note: If you’re updating a customer email address that’s used to deliver statements, TireMaster will prompt you to also update the email address in customer’s statement settings when you save your changes. This functionality is available in TireMaster 9.4.0.

Type a different name or description for the phone number or email address.

3. To update a phone number or email address from the Contact List, complete the following steps. Use this method if you need to reposition the contact on the Contact List, enable texting, or update the default email setting.
a. Click Phone & E-mail. The Contact List opens.
b. If you need to move a phone number or email address, select it and click Move Up or Move Down.
c. If you need to change the type, texting, or email settings for a phone number or email address, select it and click Edit. The Add/Edit Phone Number screen opens.
d. Do the following as needed:

For a different contact type, select it from the drop-down

For a different number, email address, or name, type your changes.

To enable or disable texting for cell phone numbers, select or clear the Send Text check box. This check box is available only when the cell phone contact type is selected.

To change the default status for an email address, select or clear the Default E-Mail address. This check box is available only when the email contact type is selected.

e. Click OK to save your changes.
4. Close the Contact List.

When a customer or vendor no longer uses a phone number or an email address, you can delete it.

To delete a phone number or email address

1. If you haven’t already done so, look up the customer or vendor whose phone number or email address needs to be deleted. For more information, see Customer Searches or Vendor Searches.
2. On the Customer Maintenance or Vendor Maintenance screen, make sure the General tab is selected. Then click Phone & E‑mail. The Contact List opens.
3. Select the phone number or email address you need to remove and click Delete. A confirmation message appears.
4. Click Yes. The phone number or email address is removed from the list.
5. If the deleted phone number or email address was the main or secondary contact method, define a new primary or alternate contact number. For more information, see Organize Contact Information.
6. Close the Contact List.