Welcome to the basic record management topic, within this section we will be focusing on the records where the contact information will be stored.
ProspectSoft is a hierarchical database which can be explained visibly with the tree structure shown below. The three records we will be focusing on in this section is Company, Division & Contact.
At the very top of the tree sits the ‘Company’ level. As a starting point this is essentially a label, something to hook all the other information under; as well as offering a consolidated view of everything underneath it. An Example of a Company might be ‘Tesco’.
Icons are used throughout the database which should help you to navigate through the system with ease. The icon used for a Company is shown above.
Sitting under a Company label, such as Tesco, is where we then hold ‘Division’ information. You can have an infinite amount of Divisions underneath a Company and the rule of thumb is normally to create a division for each different physical location. So, referring to the Tesco example, you might have every single Tesco store created under the Tesco Company as a separate Division.
It is also at the division level where we integrate with the accounting system, so this is where the Sales ledger and Purchase ledger codes are held which allows us to get sales history information from the accounts system.
The icon associated with a Division is shown above.
From each of the Divisions that exist you can then manage all the ‘Contacts’ that work at that Division (again this can be infinite). You should have a contact record for every employee that is known to you, so this might be all the people that work at the Tesco in Manchester for example. Each Contact record stores information that is relevant to that Contact.
The icon associated with a Contact is shown above.