27 Overview to Address Book Supplemental Data
This chapter contains these topics:
27.1 Objectives
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To create a database of information about your addresses that is both meaningful and useful to your organization
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To determine what data you want to track
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To determine how you want to report the data
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To set up, add, and revise the data
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To secure the data
27.2 About Address Book Supplemental Data
In addition to the data in the standard master files (Customer Master, Supplier Master, and Address Book Master), you can maintain supplemental data with the Central Information File (CIF). This file contains different types of data for prospects, employees, customers, and suppliers.
Generally, the data you maintain for an employee is different from the data you maintain for a customer or prospect. You can assign search types to differentiate among these different types of address book entries. In addition, you can transfer data. For example, if your prospect eventually becomes your customer, you can transfer their data to a new customer record by changing the search type of the address book number.
After you set up your supplemental data, you can classify the data by categories, such as accounts payable, accounts receivable, or sales. You can then control which data type classifications display upon inquiry. You can also allow or disallow access to data types. You control data type classifications and access to data types by setting up sequences for:
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Group IDs
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User IDs
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*ALL
The tasks within address book supplemental data consist of:
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Defining data types
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Entering and copying supplemental data
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Changing data types
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Viewing supplemental data
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Working with supplemental data reports
27.2.1 When Do You Use Supplemental Data?
There are many uses for supplemental data in your business. The following graphic shows several commonplace applications for supplemental data.
27.2.2 What Are the Major Files in the Supplemental Database?
Figure 27-2 Major Files in the Supplemental Database
Description of "Figure 27-2 Major Files in the Supplemental Database"