29 Enter and Copy Supplemental Data

You can enter supplemental data for such things as notes, comments, plans, or other information that you want in an employee, customer, or supplier record. For example, you might want to enter notes in a customer record about an important meeting.

If the supplemental data applies to more than one record, you can copy the data into all of the records to which it applies. Entering and copying supplemental data consists of:

This chapter contains these topics:

• Section 29.1, "Entering Detailed Supplemental Information,"

• Section 29.2, "Copying Detailed Supplemental Information,"

• Section 29.3, "Entering Narrative Text,"

• Section 29.4, "Copying Narrative Text."

29.1 Entering Detailed Supplemental Information

Navigation

From Address Book (G01), enter 27

From A/B Advanced and Technical Operations (G0131), choose CIF Supplemental Data

From CIF Supplemental Data (G01312) choose Data Entry

When you want to enter notes in your employee, customer, or supplier records, enter detailed supplemental information. Supplemental information includes such things as a contact person and method of delivery.

You can enter detailed supplemental information only for data types in the C (Code) mode.

To enter detailed supplemental information

On Data Entry

1. Complete the following fields:

   • Address Number

   • Skip to Class (optional)

   • Skip to Type (optional)

2. Next to a data type in the C mode, complete the following field:

   • Option

   The form that appears depends on the data type you choose.

   Figure 29-1 Warranty screen

   
   Description of "Figure 29-1 Warranty screen"
   
   

3. On the form that appears, complete any entry fields as necessary.

Field	Explanation
Skip To Class	A user-defined code that identifies a group of data types in the Central Information File.
Skip To Type	Use this field to limit the display of data types.

29.2 Copying Detailed Supplemental Information

Navigation

From Address Book (G01), enter 27

From A/B Advanced and Technical Operations (G0131), choose CIF Supplemental Data

From CIF Supplemental Data (G01312) choose Data Entry

Copying detailed supplemental information is useful when you want to assign the same information to multiple records. For example, you can assign the same sales quote to multiple customers.

You can copy detailed supplemental information only for data types in the C (Code) mode.

To copy detailed supplemental information

On Data Entry

1. Locate an address record with the appropriate data type.

2. Select a data type.

   The form that appears depends on the data type you choose.

3. On the form that appears, complete the following field for the address number to which you want to copy the data type:

   • Address Number

4. Press Enter.

Field	Explanation
Address Number	A number that identifies an entry in the Address Book system. Use this number to identify employees, applicants, participants, customers, suppliers, tenants, and any other Address Book members.

29.3 Entering Narrative Text

Navigation

From Address Book (G01), enter 27

From A/B Advanced and Technical Operations (G0131), choose CIF Supplemental Data

From CIF Supplemental Data (G01312) choose Data Entry

Enter narrative text to record additional information about an address or data type.

To enter narrative text

On Data Entry

1. Complete the following field:

   • Address Number

2. Complete the following field to access Supplemental Data - Narrative:

   • Option

   Figure 29-2 Supplemental Data - Narrative screen

   
   Description of "Figure 29-2 Supplemental Data - Narrative screen"
   
   

3. On Supplemental Data - Narrative, enter narrative text.

29.4 Copying Narrative Text

Navigation

From Address Book (G01), enter 27

From A/B Advanced and Technical Operations (G0131), choose CIF Supplemental Data

From CIF Supplemental Data (G01312) choose Data Entry

Copy narrative text whenever the information you have entered applies to multiple customers, suppliers, prospects, or other address numbers.

To copy narrative text

On Data Entry

1. Complete the following field:

   • Address Number

2. Complete the following field next to the narrative type that applies to the text to be copied:

   • Option

   Figure 29-3 Data Entry screen

   
   Description of "Figure 29-3 Data Entry screen"
   
   

3. On Supplemental Data - Narrative, for every line of text to be copied, complete the following field:

   • Option

     Figure 29-4 Data Entry (Option) screen

     
     Description of "Figure 29-4 Data Entry (Option) screen"
     
     

4. Complete the following field for the destination address and select the Add option:

   • Address Number

   A second window appears with the existing text for the data type you entered.

   Figure 29-5 Supplemental Data - Narrative (With Text) screen

   
   Description of "Figure 29-5 Supplemental Data - Narrative (With Text) screen"