Manage business contacts in IS standard documents

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good afternoon and welcome to the modis consulting presentations for dynamics 365 business central i am brian roberts and today we'll be taking a look at microsoft dynamics 365 business central specifically some features relating to customer address and emails we'll start with some of the stuff like ship to addresses that are commonly used and you may already aware with we'll dig into more details including some contacts contact emails and ways of handling some less common situations of having to send certain documents to certain email addresses that may not match the ship to and contact stuff and so on so we're taking a look here at business central this is the sales order processor role center and i'm going to start with some of the customer setup just hop quickly hop into a customer here in this customer we have an address tab and there's a main address here this is typically your head office address or sort of main central address it's very common for customers to have branch offices separate warehouses things like that places where you may need to ship stuff to as part of your sales process so that's set up under navigate you're shipped to addresses and you can have multiple shipped to addresses in this case our head office for this customer happened to be in winnipeg and there's two shipped to addresses up here calgary and edmonton and i can click on one to open it up and we can see various address details and so on and if i want to add a new one i could certainly do so this code here can be anything you want these examples here are names of cities but they could be street names if your customer uses store numbers and things like that you could certainly use those as well this code does not appear in any customer documents but the address of course would in addition to multiple addresses that you can store for a customer you can have multiple contact names so you may have several people there may be one building or separate buildings doesn't matter so you can set up additional contacts here in this case this first line here in bold is the company and then we have john and robert as two additional contacts and you could add a new contact very easily filling out and so on modifying addresses filling in this person's phone number and so on i'm not going to bother typing in all the information here but they would then appear in the list so we've got a customer with multiple addresses multiple shipped to addresses and we've got some multiple contacts if you regularly ship to the same address all the time down in the shipping tab on the customer you can specify your default shipping location this is not required blank just means that it will go to the head office by default and on each sales order you'd have to choose the correct shipping address you also can define a primary contact which is the person you talk to the most so this pulls in choosing the contact there and so on fills in his name email things like that no trouble there you can switch it and so on this first time you create a customer you can actually type in a customer sorry contact name here and it will create a contact automatically so simple scenarios you just type in a name and proof it has done this behind the scenes for you of course you can come in here and add more people at any time so we've talked about shift to addresses and contacts i'm just going to quickly take a look at let's do a quote where you would use them and a couple of details when using them here so i'm pick this customer we are going to ship it to i've come down to the shipping and billing tab the default here is the sell to address that's the one in winnipeg i could choose an alternate shipping address and this is the list of shipped to addresses i could say this is going to go to the calgary warehouse because that's where they want it you also have the option here of choosing a custom address this is not part of the customer setup this is done specific to the sales order or quote in this case and you can type in anything you want here so could easily be different address this is useful for possible drop shipments or sending to construction sites that type of stuff here similarly on the quote you can change the contact there's three people at this company you deal with and today it was john smith who gave you a call so now that you've done this well i guess i should actually quote them something the main advantages here of doing this is when you take a look at sending this quote because i have chosen a contact it has popped in that email address automatically it's going back directly to the contact so you don't have to sit here and automatically try to manually try and figure out okay who was this and replied email etc just you've chosen the right address you've chosen the right contact proof it's off done sent and so on as well this pdf here i'm actually just going to do a preview so we can take a quick look at it we'll of course list the correct address here sent to our sorry this is the cell to address this is our shift to address here and notice that we have john smith's selected there so nicely does that form it in a way that is useful for you [Music] so we've been looking at customers we've talked about the main sold to address we've talked about the ship two addresses that's a two layer structure you can't set up a third layer it's not commonly required but sometimes you'll have a situation where you are dealing with sort of the division level and they have a bunch of stores or warehouses in that division and then there separately is a head office that handles all the financial stuff if that is required that third bill to required on the invoicing tab for this customer you can specify a bill to customer so sales coach orders shipments would go to this customer up here but when you actually do the invoice it would go to the separate customer right there this would be your head office financial only and you would have to choose the customer here if you do not have a complex customer structure you want to leave this blank there's no need to fill it in and just a navigation point i actually had to do the show more to do that just so that pops up there so when we took a look at this quote i had done my send my email and i had talked about that contact email popping in there there is another option that might be required in some companies you have a separate email address or a separate method of contacting people for invoices so the quote the sales order the shipment notice may go to the main customer so your main contact um using his email address but the invoice needs to be emailed to somewhere else um not to the primary person if that is required so we've looked at shift to addresses contacts we're going to take a look at document layouts document layouts the first time you come in here this is going to be blank and what this means is that it's using the standard uh invoice quote and so on report design this is something you can tweak so different customers get to report lights i'm not going to try and cover that today i'm just going to pull in the default selections here so it's pulled in a bunch of default report numbers and stuff i'm going to just talk about just this one column here this send to email what this does is it lets us override the email address used for specific documents such as my example of the invoice or probably invoicing credit memo would need to go to some special dedicated email address just for those so i can just fill that in and that would take care of routing that specific document for this specific customer only to a special email address um i actually i typed in this address that's perfectly fine it's easy to do you also can if you've already created that person as a contact i could grab from the listening list of contacts there so but this is a typical example the final thing i want to touch on is contacts in general um we have we have come in here to contacts and we are looking at contacts for this customer only um contacts do appear elsewhere in business central although use of on the customers is the most common when we i created a new contact here because i came from this customer it was automatically added to the customer it is possible to review and edit the list of contacts completely separately so this is a list of all contacts in the system for all customers and so on and i could hop in here and take a look at this guy i created and so on it is possible to add a new contact here and if you do that just make sure you choose the type of person and the choose the correct parent company um otherwise it will not get automatically linked in that customer screen i don't normally recommend adding contacts directly from this list of contacts here but this situation might occur when you are for example doing a mass import of something and it's easy to miss that detail and not get your contacts linked to the customers the first time around so we've taken a look at customer service ship two bill two addresses we've taken a look at contacts and contact emails and specifically as i document layout emails as well and specifically looked at where they get used and how to handle a couple sort of unusual situations with needing to route specific documents to specific emails thank you for uh watching today's session if you need any more information on customer setup or have any other questions about business central please reach out to modex consulting uh email and phone number and stuff are on the screen thank you