Birthday List
This page describes the Birthday List report in the CRM module.
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The Birthday List report in the CRM module is a list of Contacts sharing a birthday. The report is compiled from information in the Birthday field on the 'Personal' card of each Contact record. As well as the birthday of each Contact, the report shows their Name, Title, Address, Telephone, Fax and Mobile Numbers, Email Address, Department and Customer or Supplier Number and Name. Email Addresses will not be printed if you are using the Exclude All Contact emails from Reports option in the Mail and Conference Settings setting in the Email and Conferences module.
When printed to screen, the Birthday List report has the Standard ERP Drill-down feature. Click (Windows/macOS) or tap (iOS/Android) on any Customer or Supplier Number to open the Contact record for an individual Customer or Supplier, and on a Contact Name to open the Contact record for a Contact Person. Each Contact Person in the report also has a [Create Reminder in Day Planner] text button. Click or tap this text to create an Activity to remind you to call or mail the Contact Person on their birthday. The new Activity will be created but not opened. The Task Type of the new Activity will be Timed To Do, the Person will be the current user and the Activity Date will be the Contact Person's birthday. The Activity will appear in the right-hand panel of the current user's Day Planner on the appropriate day.
- Period
- Paste Special
Reporting Periods setting, System module
- The report will list all Contact Persons whose birthday falls in the period specified here. For example, if the period is 1/6/2024:30/6/2024, the report will list all Contact Persons whose birthday is in June. The year will not be used.
- If you want to produce a report for a single day, simply enter the date once. Standard ERP will then convert it to period format by inserting a colon and repeating the date.
- Customers
- Paste Special
Customers in Contact register
- Range Reporting Alpha
- If you need to report on a particular Contact, enter their Contact Number here. You can also enter a range of Contact Numbers separated by a colon (:).
- Customer Category
- Paste Special
Customer Categories setting, Sales Ledger
- Range Reporting Alpha
- Enter a Customer Category here if you need the report to list Contacts belonging to a particular Customer Category.
- You can also enter a range of Customer Categories separated by a colon (:). Note however that the field will only accept five characters so you may prefer to specify the range using only the first characters (e.g. "A:M").
- Customer Class.
- Paste Special
Contact Classifications setting, CRM module
- Enter a Classification Code in this field if you want to list Contacts with a particular Classification. If the field is empty, all Contacts, with and without Classification, are included. If you enter a number of Classifications separated by commas, only those Contacts featuring all the Classifications listed will be included in the report. If you enter a number of Classifications separated by plus signs (+), all Contacts featuring at least one of the Classifications listed will be shown. If you enter a Classification preceded by an exclamation mark (!), all Contacts featuring any Classification except the one listed will be shown.
- For example:
- 1,2
- Lists Contacts with Classifications 1 and 2 (including Contacts with Classifications 1, 2 and 3).
- 1+2
- Lists Contacts with Classifications 1 or 2.
- !2
- Lists all Contacts except those with Classification 2.
- 1,!2
- Lists Contacts with Classification 1 but excludes those with Classification 2 (i.e. Contacts with Classifications 1 and 2 are not shown). Note the comma before the exclamation mark in this example.
- !1,!2
- Lists all Contacts except those with Classification 1 or 2 or both. Again, note the comma.
- !(1,2)
- Lists all Contacts except those with Classifications 1 and 2 (Contacts with Classifications 1, 2 and 3 will not be listed).
- !1+2
- Lists Contacts without Classification 1 and those with Classification 2 (Contacts with Classifications 1 and 2 will be listed).
- (1,2)+(3,4)
- Lists Contacts with Classifications 1 and 2, and those with Classifications 3 and 4.
- 1*
- Lists Contacts with Classifications beginning with 1 (e.g. 1, 10, 100).
- 1*,!1
- Lists Contacts with Classifications beginning with 1 but not 1 itself.
- *1
- Lists Contacts with Classifications ending with 1 (e.g. 1, 01, 001).
- 1*,*1
- Lists Contacts with Classifications beginning and ending with 1.
- Selection
- Use these options to choose the types of Contacts that should be included in the report. For example, if you select the Include Customers option, Contact records that you have marked as being Customers will be included in the report. If you choose the Include Contact Persons option, a Contact record will be included in the report if you have marked it as a Customer, Supplier, Guest, Employee or Dealer.
- Function
- By default , the report will list all Contact Persons whose birthday falls in the period specified in the field above. An option is to base the report on another significant date instead of the birthday. The significant date can be any of the User Defined Dates that you have added to the 'User Defined' card in the Contact record. If you have added any date fields to the Contact record, their field labels will be shown in the report specification window instead of the default label "User Date Field". Please refer to the description of the 'Values' card in the User Defined Fields - Contacts setting here for details about adding fields to the 'User Defined' card in the Contact record.
- Show Closed
- Check this box if you would like Closed Contacts to be included in the report. A Closed Contact is one that you have marked as Closed on the 'Terms' card.
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