Adding Phone Numbers and E-mail Addresses

Customer and vendor records can include multiple phone numbers and e-mail addresses, which you can classify by assigning contact types.

Note: When you add a phone number or e-mail 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 e-mail address) and the associated name are displayed on the Invoice Entry screen.

Adding phone numbers and e-mail 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 Adding a Customer, Adding a Vendor, or Looking Up Customer and Vendor Names.

Either the Customer Maintenance or the Vendor Maintenance screen appears.

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 e-mail 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 Organizing 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 Contact Types.

c. Type the phone number or e-mail address.

Note: When you initially add contact information, the phone number or e-mail 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 Updating 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 e-mail address belongs.

3. For each additional phone number and e-mail 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. To define the contact type, make a selection from the drop-down.

Note: If the drop-down doesn’t include the contact type you want to assign, you can add your own. For more information, see Contact Types.

d. Type the phone number or e-mail address in the Number/E-Mail field.

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.

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

f. 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.

g. For the e-mail 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 e-mails is selected.

Note: If you use third party marketing applications, the default e-mail address is the one to which promotional messages for customers will be sent.

h. To save the new number or e-mail address, click OK.

i. Change the position for the phone number or e-mail address if needed. To change the position, select the number or e-mail 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.