Companies

The Companies and Contacts modules within Function Point will provide you with the tools required to manage the relationships with all of your clients and vendors.  You can consider these modules of the system your Customer Relationship Management (CRM) database.

The CRM modules in Function Point are:

  • Companies
  • Contacts
  • Notes
  • Messages

Independently, each module stores names, addresses and correspondence. Combined, they allow the tracking of relationships, responsibilities and accountability for all of your work.

Table of Contents

Click on any of the titles below to navigate directly to related information or scroll down to view the entire page.

Find Company

List Companies

View Company

Add Company

Find Company

Find Company

 

Enter your search criteria on the find page.

 

***You can fill out as many or as few cells as you wish.  The more cells you search by, the more narrow your search criteria becomes, producing a smaller find list.

  •  This can be any information you know about the company.
    • Part of the company name or the company code.
    • Part of the company address or city.
    • The staff member who created the file.
    • The company type or industry type.
    • The status of the company.
    • Any type of contact information available.
    • Specific details that may be in the company overview field.

This will result in one of three potential pages being displayed: 

  • If there are multiple items found, a "company find list" page will be displayed.
    • Select the desired item to go straight to the associated "company details" page.
  • If only one item is found, then the company details page for that one item will result.
  • If there are no items found, a red stop sign with the words "Sorry, no company was found" will be displayed.

Tips on Finding Specific Records.

  • Enter just the first few letters of a name or other information (such as city) being used to query.
    • This will ensure that spelling errors do not occur in the search if you are not positive of the spelling, resulting in matches not being found.
  • To find a range of Job Numbers or Dates use three dots between the values.
    • For example July 1, 2007...July 31, 2007. 
      • Leaving the second value blank will go to todays date or most recent job number.
      • Leaving the year blank will default to the current year.
      • For dates in all fields throughout the system, you are able to type words such as "today","tomorrow", "next week", "next mon", etc and the system will be able to recognize those associated dates 
  • If you are searching for something specific always click "find" as "find all" will always show you the entire list.
  • You can choose to search by text that "begins with," "ends with" or "contains" by selecting the appropriate radio buttons in the lower right section of the screen.
  • Clicking a date on the calendar will populate the date field with the specific date you choose.

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List Companies

List Companies

The list view displays multiple rows of records from the selected module after you have started your search.

  • Selecting, Sorting, and Printing are the primary actions taken from a list view.
  • The number of rows in the found set is displayed just below the header, as well as the number of pages.
    • The system default is usually set to show only 25 rows which can be changed in the admin section.
    • If a search of a module results in more than 25 records, a double arrow button with page numbers will appear above the column headings allowing you to scroll through the pages, or select a specific page.

You have the ability to sort through the list and organize the information according to your preference.

  • Start by removing the previous sort order by clicking on the "remove sort order" icon (eraser).
  • Click on the column header you want to sort by and you will see an ascending or descending arrow.
    • To change the direction of the sort, click on the column header again.
    • To sort by multiple columns, click on each column you would like to search by.
      • For example, you can sort by company type first, then alphabetize within the company type by clicking on the company name column after.
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View Company

Company Details

After doing a search and selecting a specific record you will land on the "company details" page. 

  • Detail pages throughout the system show only one selected record that was chosen from the module.
  • There are specific sections and features of the detail page that are consistent across all detail pages in the system.
    • The upper page details and icon placement.
    • The view of variable lower inserts.

The company details page holds all the main information about a client or vendor.

The variable lower inserts provide access for viewing and navigating to related information.

  • Contacts.
  • Briefs.
  • Projects.
  • Estimates.
  • Jobs.
  • Invoices.
  • Notes. 

Each of these buttons will allow you to see the related information within the bottom part of the screen.

  • You have the ability to click on any item to go the its specific detail screen.
    • For example, if you are viewing the contact insert and want to see details about a specific person you can select the person's name to go directly to his/her contact details.
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Add Company

Add Company

You can add a company to your system from a number of different pages. 

  • Company Find.
  • Company List. 
  • Company Details. 
  • Contact Details.

We suggest that you always attempt to find a company in the system prior to adding a new company.

  • This practice will reduce the occurrence of duplicate entries and confusion.

It is also recommended that you fill in as many cells as possible, which allows you to more efficiently search, and find companies when you cannot remember all the specific details. 

The following fields are required when entering a company:

  • Company Name.
  • Company Type.
  • Industry Type.

Optional fields include:

  • Address.
  • Prov/State.
  • Postal Code/Zip.
  • Country.
  • Phone.
  • Fax.
  • Website URL.
  • Status.
  • Tax Group.
  • CSR (customer service representative.)
  • Qualification (used to qualify the entry relative to business potential.)
  • Source (how did the company find out about your business.)

Editing Companies

  • To make changes to any of the company information (i.e. mailing address, phone number, etc.) just click "edit details" on the right hand side of the Company Details page.

Notes:

  • The drop down menu items for company type and industry type are controlled via the administrative menu. Please refer to the List Maintenance section of the Admin page (lock icon) for more details on how to add/remove items from these lists.
  • Always hit submit when entering information.
    • This will ensure you save what you have created/edited.
    • Selection of the cancel or back button without hitting submit will return the user to the previous page and remove all of the data entered.
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