Preferred Mailing Address Feature

The Preferred Mailing Address feature allows you to override the default address when running a report, by replacing it with an address type that you have selected prior to running the report. This feature can be very helpful. For example, if you have many contacts that are tied to a specific account but you want to have a different mailing address for any one of the contacts, this feature allows you to do that. You can specify an individual preferred mailing address for each contact.

In Wintouch there are two Address Books that can be accessed when you are in the Account Summary. The Account Address Book can be accessed by selecting Account from the Account Summary desktop menu, then Address Type . The Account Address Book has all the addresses that are associated to the account. For example, an account can have a main address. The main address can be the address that would be listing as the company location. But there may be other addresses that are relevant to the account such as billing address or shipping address. All these addresses can be stored in the Account Address Book. The Contact Address Book has the Addresses that are associated with the contact and each contact that is associated to an account has it's own Contact Address Book. To access the Contact Address Book select Contact from the Account Summary desktop, then Address Book. The address book that will open will be the address book that is associated to the contact that is currently displayed in the Account Summary window. When you select the Preferred Mailing Address feature to assign a preferred mailing address to a contact a list of address will display from which an address must be selected. The addresses that are viewed will be all the addresses from both the Account and Contact address books. In the below example we will walk through the procedure of assigning a preferred mailing address to a contact within an account and then view the results when running a report.

Example

• Please note the address that is currently displayed in the Account Summary below. The address below is the Main Address to the account, and is displayed by default. Now take note of the Contact that is currently displayed in the Account Summary below. The contact name is Alex Lambert.

  

• Here we have ran an Account/Contact report and we have listed the mailing addresses that are currently associated to each contact. As you can see we have not applied a preferred mailing address to any of the contacts so all of the contacts in this account are displaying the Main Address as the default. In the next step we will show how to apply a Preferred Mailing Address to the contact Alex Lambert.

  

1. Select Contact from the Account Summary desktop menu, then Profiles from the drop-down menu, and then select Edit Personal Information from the sub-menu.

   Note: The Contact Profile window that opens will be the profile window that corresponds with the contact that is currently displayed in the Account Summary, so make sure that the contact that you are intending to apply the preferred mailing address to is the contact that is displayed in the Account Summary.

   

2. In the Contact Profile window locate the Preferred Mailing Address field and press the Select button.

   

3. When the Address Book window opens select the address you wish to apply as the preferred mailing address and press the Select button.

   Note: Remember that this Address Book will display the addresses from both the Account and Contact Address Book.

   

4. Notice in the Contact Profile window the address you selected is now displayed as the Preferred Mailing Address within the preferred mailing address field. Now press the OK button and the contact Alex Lambert now has a preferred mailing address.

   

Using the Preferred Mailing Address Feature in a Report

Now that we have given the contact a Preferred Mailing Address, lets run the same report we previously viewed to see the change.

1. From the Main Desktop menu select Reports , then Profile and Address from the drop-down menu, and then Account/Contact from the sub-menu.

   

2. In the Reports Definition window highlight the group you will be using to run your report, and then check the Use Preferred Mailing Address if Available check box, then press the OK button.

   Note: In our case I have created a group that will only yield the one account we are using, and running the report at the account/contact level will yield all the contacts associated to this account.

   

3. In the Customize Table Tools window select the fields you want displayed in the report and press OK . I have selected the fields Account Name , Address Line 1 , City , State , Zip Code , Contact First Name , and Contact Last Name.

   

4. Notice in the report below Alex Lambert is no longer displaying the default address we saw before. He now has his own Preferred Mailing Address. All the contacts in this account can be given a preferred mailing address and the address can be selected from any of the addresses that are found in both the Account or Contact Address Books.