VENDORS - Communications

Send and track emails, create internal notes, alerts and calendar entries, and attach files for this Vendor record

• Refresh to load any Communications that may have been created since last refresh and that may not be displaying
• Communication List Filters / Search / Customization -see Vendor List - Access / List Functionality

• Export Communications to Excel in .xlsx or CSV format - see Vendors - Export
• Create Note (Communication / Attachment) for the selected Vendor
  • option to Insert Date/Time into the message body
  • Add Attachment(s) of any file type which will copy the file to C:\ProgramData\Spire\ media
    • to centralize these files, there is the option to Migrate them onto the Spire Server in C:\ProgramData\Spire\media\(database name)
      • Tools > Migrate Files

• • Add Link for a URL or file not in the centralized location mentioned above

• • Open Related (Vendor)
  • Mark Completed - to insert the current logon date in the Completed Date field so this alert no longer pops up but you don’t want to delete it
  • enter Subject
  • select Type from a preset list or Add one on-the-fly from the browse list:
  • enter the message in the body
  • Assigned To - any user in the system or leave blank for ‘Unassigned’
  • Due Date (triggered by system date, not logon date) - schedule the message to:

• • • popup at the Assigned User's logon:

                     

• • • • view all scheduled Alerts in Tools > View Notes Due Today
    • display a yellow banner when this Vendor record is opened
    • display on the Assigned User’s Calendar where the Communication can be accessed, with view options:

• • • • Show Modules to select which originating Module(s) to display (from modules you currently have access to)
      • Show Users to select which User’s entries you wish to see in your Calendar if User Setting View All Calendars is checked
        • each User’s entries will be a different colour

• • • • Show Unassigned to see entries not assigned to a User (will show in black)
      • Show Completed to display all Calendar entries marked as Completed
  • Number - optionally sequence the communication, for sorting in Filters and Reports
  • Completed Date - enter any date to discontinue this alert or click on Mark Completed to insert the current logon date

• • •   Print - to print this message on the Purchase Order for this Vendor
      • Select Where – Purchase Order
    • Alert will:
      • cause a red banner to display when this Vendor record is opened
      • activate a pop-up when the Vendor is used on a Purchase Order
    •   Save / Save and Close / Save and Create New
    • the Communication will also display here in the Communications module, where you have access to the following:

• • • • Mark Completed to stop the Alert if you don’t want to delete it
      • Open Related (Vendor record)

• Create Email - see Vendors - Email

• Edit the selected Communication
• Delete the selected Communication(s)
• Communication Context Menu - right-click on any line(s) to display         

Note that the colour of the banner displayed indicates the ‘status’ of the note:

• Yellow - a date has been entered
• Red - ‘Alert’ has been checked
• Blue - no date has been entered, and ‘Alert' has not been checked