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Quantum VS Help: File Maintenance |
The Document Defaults tab enables you to specify default contacts for each Supplier for each document type, such as a person's email address, fax number, printer or hard disk location.
For example, we might use the Document Defaults tab for the supplier Absolute Homecare Services Ltd to record the default contact for the Document Type 'Purchase Order' as Jennifer Wilcox. Therefore, when a Purchase Order is created for Absolute Homecare Services Ltd it will automatically be emailed to Jennifer Wilcox at Absolute Homecare Services Ltd.
To define Document Defaults for a Supplier:
1. Find and open the Supplier record for the required Supplier. See Finding Suppliers.
2. Click the Document Defaults tab:
3. The Document Type column lists the available document types for a Supplier record, while the Default Contact column lists the specified default contact for each Document Type.
Note: If a Default Contact has not yet been specified for any available Document Type, the Default Contact will be shown as 'No Default Specified'.
To define the Default Contact for one of the available document types, click the link for the appropriate document (e.g. Purchase Order).
4. The Default Contact Point for... window appears. To select a default contact, click the Select New Contact Point button:
5. The Available 'Contact Points' for this Supplier are listed/made visible.
Note: These Contact Points are defined/added in the Supplier Contacts tab for this Supplier. See Adding Supplier Contacts or Creating A Contact Record.
If necessary:
You may filter the contact methods shown by checking/unchecking the Show Emails and Show Faxes fields.
If there is more than one page of Available Contact Points listed, use the arrow keys to scroll from one page to another.
6. Click the appropriate button to select the default contact for the chosen document type (e.g. select 'jenniferw@absolutehomecare.co.uk' as the default contact point for Purchase Orders for the selected Supplier).
7. Click OK to close the Default Contact Point for... window.
The defined Default Contact is shown against the Document Type in the Document Defaults tab of the Supplier record.
8. If necessary, repeat steps 3 - 7 to define contact points for other document types for the current Supplier.
Consider a scenario where the Quantum VS user Abbie Sherwin raises a Purchase Order for the Supplier Absolute Homecare Services Ltd.
The two main factors that define the document's default print destination are the:
Default output method for this document type (Purchase Order) - as defined in the User record - IO Control Fields tab; and the
Document Default Contact Point for this document type (Purchase Order) - as defined in the Supplier record - Document Defaults tab.
Imagine that these are set as follows. In the:
User record for Abbie Sherwin: the default output method for Purchase Order is 9996 – Email / Fax Only, meaning the PDF Document produced will be sent to the Email Address or Fax Number maintained against the Customer or Supplier record.
Supplier record for Absolute Homecare Services Ltd: the Document Default Contact Point for Purchase Orders is Jennifer Wilcox, with the email address 'jenniferw@absolutehomecare.co.uk'.
Therefore, any Purchase Order printed by Abbie Sherwin will, by default, be output to the Email Address or Fax Number maintained against the Supplier record.
However, the Document Default for this document type - if one has been defined - takes precedence. Therefore, if Abbie Sherwin prints a Purchase Order for Absolute Homecare Services Ltd, the Purchase Order is automatically sent to the email address 'jenniferw@absolutehomecare.co.uk'.
Note: Most document types have the option to override the default by selecting an alternative 'print' (or reprint) destination/method for the currently open document on a one-off basis.
NEXT: Part Numbers Tab: Viewing A Supplier's Product Part Numbers