Create a New Contact
- Matthew Garrett
The New Contact Wizard is designed to help enter a new contacts' details into TFS.
How to Create a New Contact
- From the Client menu, select Contacts.
- Click the New button. The Create/Select Entity prompt will appear.
- Click the Yes button to create a new entity that is NOT already established in the system.
The Create a New Contact Wizard
Refer to the following steps to add Contact details.
The General tab allows users to enter basic information about a contact.
Selecting an Entity Type
Changing the entity type will dynamically change the dialog.
- Click Type popup button (
). The Select Entity Type dialog will be displayed.
- Select the required entity type.
- Click the OK button.
Selecting the Relationship Type
- Click Relationship popup button (
). The Select Relationship Type dialog will be displayed.
- Select the required relationship type.
- Click the OK button.
If the Relationship Type is changed to applicant, client, director, guarantor, partner or shareholder, the Guarantor? and Include on Application? fields will be set to Yes. This can be manually changed if required.
IMPORTANT CONCEPTS
Guarantor: If Guarantor? is set to No, then Include on Application? will also be set to No. This can be changed manually if required.
The following two expandable sections show the General tab when a different entity type is selected.
Selecting a Service
- Click the Company popup button (
). The Select Service dialog will be displayed. - From the Entity Role drop-down list, select an entity.
- Enter all or part of the entity's name in the Name field to further filter the Entity list.
- From the Entity list, select the required service.
- If you know the name of the contact, select the required contact.
- Click the OK button.
The References tab allows users to enter contact's referees.
Selecting a Reference Type
- Click the Type popup button (
). The Select Reference Type dialog will be displayed. - Select the required reference type.
- Click the OK button. The Select Reference Type dialog will close.
Adding a Reference
- Enter the reference details.
- Click the right-arrow button (
) to move the reference into the Reference list on the right-hand side of the dialog.
Note: to remove a redundant or incorrect reference, select the reference from the References list and click the left-arrow button (
).
IMPORTANT CONCEPTS:
Clear Reference Fields Button (
): click to clear the reference information.
The Accounts tab allows users to enter account details for a contact. These can be used in mail merge documents to create direct debit forms.
Adding a Bank Account
- Enter the account details.
- Click the right-arrow button (
) to move the account into the Accounts list on the right-hand side of the dialog.
To remove a redundant or incorrect account, select the account from the Accounts list and click the left-arrow button (
).
The Employment tab allows users to enter a contact's employment history.
Adding an Employment Item
- Enter the employment details.
- Click the right-arrow button (
) to move the employment into the Employment list on the right-hand side of the dialog.
To remove a redundant or incorrect employment, select the employment from the Employment list and click the left-arrow button (
).
IMPORTANT CONCEPTS
- Clear Employment Fields Button (
): click to clear the reference information. - Occupation Field: enter the Occupation field as it is used in both the finance application as well as SmartLodge.
- Income Group: if the income details are entered, an income asset is created on the Assets tab (Step 7 - Assets). If the income details require changing, this will be done through the employment record.
- Employer Group: the employer details can be entered manually or via the popup button (
) next to the Name field. - Employment List: displays the employment history list. Users can set the current employment using the Set Primary button (
).
The Assets tab allows users to enter details of the contact's current assets.
Selecting Joint Owners
If you have added other client contacts on the Contacts tab, they will appear in the Joint Owners list. Before clicking the right-arrow button to add an asset, double-click a contact in the Joint Owners list to indicate that an asset is jointly owned
A tick next to the contact in the Joint Owners list means that when an asset is added, the contacts with a tick will also have a link to the asset.
Adding an Asset
- Enter the asset details.
- Click the right-arrow button (
) to move the asset into the Assets list on the right-hand side of the dialog.
- To remove a redundant or incorrect asset, select the asset from the Assets list and click the left-arrow button (
). - A user cannot remove an Income Asset Type IF it was created as part of creating an employment history. To remove that particular Income Asset Type, please return to Step 6 - Employment.
IMPORTANT CONCEPTS
- Asset Type: use the Space Bar to toggle between Asset and Income.
- Encumbrance Group: if another party has a financial stake in an asset, set the encumbrance to Yes. This will allow the user to enter the details of the company that has the encumbrance and the amount of the encumbrance. If an asset has an encumbrance, this creates a liability record. The encumbrance Notes are the notes that will be displayed next to the liability.
- Clear Asset Fields Button (
): click to clear the reference information.
The Liabilities tab allows users to enter the contact's current liabilities.
Selecting Joint Owners
If you have added other client contacts on the Contacts tab, they will appear in the Joint Owners list. Before clicking the right-arrow button to add a liability, double-click a contact in the Joint Owners list to indicate that a liability is jointly owned.
A tick next to the contact in the Joint Owners list means that when a liability is added, the contacts with a tick will also have a link to the liability.
Adding a Liability
- Enter the liability details.
- Click the right-arrow button (
) to move the liability into the Liabilities list on the right-hand side of the dialog.
1. To remove a redundant or incorrect liability, select the liability from the Liabilities list and click the left-arrow button (
).
2. A user cannot remove a liability from the Liabilities list that is an encumbrance for an asset. This form of liability can only be edited from the Asset that created the encumbrance (Step 7 - Assets).
IMPORTANT CONCEPTS
- Liability Type: use the Space Bar to toggle between Liability and Expense.
- Clear Liability Fields Button (
): click to clear the reference information.