Company and Contacts

Back to Features List Schedule a Demo

Comprehensive Company and Contact Management with Powerful, Customizable, and Efficient Capabilities that Elevate Compliance, Control, and Collaboration Across Your Organization

Vista-Suite Enterprise offers company and contact management designed for efficiency. It's real-time integrated dashboards and unlimited user-defined fields empower your business to analyze data effortlessly and make informed decisions quickly. Advanced search grids, audit logs, and export compliance screening keep your operations streamlined and secure. Features like clause creation, custom warnings, robust file management, and seamless salesperson assignments eliminate manual errors and save time. With straightforward company and contact management and dynamic reporting, Vista-Suite Enterprise offers an unparalleled experience in managing relationships and optimizing workflows.

Customer and Vendor Account Managment

With company records, you can define default customer and vendor terms, tax codes, tax ID, and EOR numbers. You can even set a default currency code to be used on transactions. Payment terms defaults can be assigned separately for vendors and customers.

Categorizing and reporting on customers and vendors is important. Often, people want to be able to find end users or companies in a specific geo region or country. Too frequently, systems bury this in the addresses. Vista-Suite Enterprise lets you track these data elements completely separate from the addresses so you can use them in research, reporting, or dashboards.

Track the people associated with your customers and vendors with the contacts functionality. Each contact has the standard data elements available, such as title, role, country, and a remarks field. With a separate view for searching contacts, you can find any contact system-wide, and it's easy to add new ones with a convenient inline add feature.

In today's world, companies can have multiple locations, facilities, and billing addresses or use freight forwarders in their business. It would be best if you had a way to track all of that, and with Vista-Suite Enterprise, you can do that. Not only can you record as many addresses as you wish, but you can also flag the default for billing and shipping and identify the type of address entered, making it easier to know which one to use for different circumstances.

A powerful feature available throughout Vista-Suite Enterprise is the capability of unique user-defined fields. You can create as many user-defined fields as you need to track data elements, from notes to selection lists, currency, numbers, or even dates. Presented in a spreadsheet-like fashion promotes fast data entry, and the fields can be pulled into reports for powerful data analytics. Colored tabs quickly identify UDF values being filled in partially, entirely, or not at all.

Managing salesperson and agent assignments can be as challenging as managing the account records. If you are looking for a way to assign groups of companies to be managed by specific sales staff, or external sales agents, Vista-Suite Enterprise has the solution. We allow you to not only assign these staff members but you can even automatically add them to transactions to track their sales and commissions. Ask your sales representative about the powerful salesperson and agent management tools to learn more.

Standard statements such as terms and conditions, wire instructions, etc, are common. With Vista-Suite Enterprise, you can create clauses and define which transactions they apply to. This eliminates repetitive typing or copying and pasting of standard blocks of text.

Quality Control

Your quality programs are important, as is the management of the customer and vendor accounts by your finance teams. That is why we give you the ability to track if a record is a customer or a vendor (or both) and if that account is approved for transactions. Still, we take it a step further. With system settings, you can block unapproved companies from being used on transactions or show only those approved records when creating the transactions. This lets you manage your accounts the way you want to.

As part of the quality control features within Vista-Suite Enterprise, you can create custom messages that appear when a user interacts with a company record. They can be selected to show only on specific transaction types so that you can customize different messages for different types of transactions. But we go a step further. To ensure mistakes aren't made, you can even block a company from having certain transactions created if you choose. And, to make sure users don't blow by your important messages, a user must acknowledge each message before continuing.

Audit logs are a necessity for Aviation Software. However, unlike most systems on the market, Vista-Suite Enterprise takes the audit logs a step further. We provide a primary log that shows the date, time, and user that modified the records, but that's not all; we also show you a secondary audit log that tracks other activities like adding a note or applying an alternate part. Other software vendors often overlook these "secondary" activities, but not us. That is what makes Vista-Suite Enterprise the preferred aviation software platform.

Reports and Analytics

Company lists, export compliance, sales activity, and other reports and dashboards are available right out of the box. You can build your own reports or dashboards with the embedded tools to get the data you need.

Many systems on the market have integrated dashboards. But those systems require you to access a completely different software section or sometimes use a third-party tool altogether. Vista-Suite Enterprise gives you an integrated dashboard viewer smartly positioned with your other historical data. You can create endless dashboards to help you analyze company-specific data, making your real-time decisions easier and more informed.

Digital File and Data Management

Vista-Suite Enterprise has the most powerful file management system on the market. You can attach critical information against your company records, such as contracts, signed agreements, or other essential business documents. The file management system lets you specify expiration dates or lock a file so only an administrator can delete it. The best part of the Vista-Suite Enterprise file management system is these records are made available to you for easy access in places like transactions. Furthermore, we centralize this data in a master file library so you can search your file attachments system-wide.

Data is everything, so we built tools to help you access that data. You may have different divisions or a sister company and want to see their data inside your Vista-Suite Enterprise screens. You may have your own collection of data for reference when making business decisions, and you want that visible on your screens. Vista-Suite Enterprise can connect to ODBC-compliant data sources to pull that data into your part master, company screens, or even a data research center. We recognize that not all data can or should be stored in your ERP / MRO software. It's just a fact of life. Now, you have options to make that data accessible to your users!

Vista-Suite Enterprise allows you to transfer historical records from one company to another. Often, duplicate records can be created, and this tool helps you manage those situations. Unlike other systems, the history transfer tool lets you select what groups of transactions you want to transfer from one company to another.

Internal Notes System

Vista-Suite Enterprise's proprietary pinned notes system lets you "database" your notes and assign your own pin categories to them. This note system is so powerful that it automatically records when and who entered the note and gives you keyword search and file attachment capabilities to a specific note. It is the most powerful, comprehensive note management in aviation software today.

Customs and Export Compliance

As part of a good export compliance program, you need to be able to alert your users to special circumstances or conditions when making a sale to particular companies. You can set special alerts separate from the standard company warnings to ensure users see your messages. When you screen a company, you can record notes that support your decisions to clear, hold, or restrict companies. This, too, can be reported for audit support.

Managing your export compliance program is important. Regulations require that you perform due diligence on companies you are doing business with. With the convenient integration to Descartes eCustoms Denied Party Screening, you can check dozens of databases with a click. But it goes beyond that. We store those screening results and the date and time the screening occurred and let you report on that data. This is crucial for audits and re-screening efforts.

System Navigation and Research

We put everyday actions right on the browse grids for quick access. Reducing one or two clicks can add up over the year and cost you money, so understanding how our users operate in their jobs daily is critical to providing efficient software. Letting you perform everyday actions without opening the records reduces clicks, saves you time, and, most importantly, saves you money.

Vista-Suite Enterprise's powerful browse grids offer quick visibility to child records. For example, when you search for companies, you don't even have to open the record to view its contacts list. Just click the sub-browse and have full access to all the contacts on the spot.

Most software is clunky and restrictive when it comes to finding data. Vista-Suite Enterprise uses powerful browse grids that let you search and sort by nearly any column on the browse. With options like contains, starts with, ends with, equals or greater than, less than, and more, you can refine your search results quickly and easily. No more "F for Find" or "S for Search". It's all right there in the grids!

Have you ever had just the name, email, or phone number of a business contact and tried to find their associated company? Vista-Suite Enterprise lets you manage and research contacts independently from the company, offering eleven different sort and filter options.

Company Directory of Customers

Filter and search companies to identify specific company types, relationship types, regions, compliance statuses, approval statuses, and more.

Export Compliance Screening Results

Instantly view restricted-party screening results from the companies list to verify compliance standing and mitigate risks associated with sanctions and regulations. Requires separate Descartes Visual Compliance membership.

View Historical Transactions in Company Records

From customer quotes to work orders and everything in between, all transaction types are available within each company record.

Dashboard Analytics Within Company Records

In addition to primary system dashboards, company-specific dashboards are viewable within each company record.

Company Details in a Work Order

A view icon beside the company name reveals the full page of company details, and includes the additional tabs containing digital files, contacts, transaction history, dashboards, and more.

Contacts Directory of Customers

Filter, search, edit, and add contacts through a dedicated contact directory which also includes a link to the contact's company details page.

Standard Reports Include:

Export Compliance Status for All Companies: Sorts all companies according to the restricted party screening categories of clear, hold, or restricted. A separate Descartes membership is not required but is recommended to automate the screening process.
Filtered Company Screening Results Displays the outcomes of compliance screenings for selected companies filtered on timeframe, company name, and record status. For best results, join Descartes separately to integrate and automate restricted party screening.
Blocked Companies Report: Lists companies flagged as being blocked due to subjective preference or other concerns.
Master Company Contact Directory: All companies and their associated contacts are listed with all available details.
All Companies: Lists all companies in the system, their locations, primary contact information, and data record continuity (mapping).
Expiring Documents Report: Lists files and documents based on expiration dates to determine ones requiring attention.
Recently Added Companies: Details all the new companies that were recently added within the specified timeframe.
Pinned Notes Summary: A quick reference to all pinned notes across the system matching the specified search parameters.

Samples:

Master Company Contact Directory

All companies and their associated contacts are listed with all available details.

All Companies

Lists all companies in the system, their locations, primary contact information, and data record continuity (mapping).

Filtered Company Screening Results

Displays the outcomes of compliance screenings for selected companies filtered on timeframe, company name, and record status. For best results, join Descartes separately to integrate and automate restricted party screening.

Export Compliance Status for All Companies

Sorts all companies according to the restricted party screening categories of clear, hold, or restricted. A separate Descartes membership is not required but is recommended to automate the screening process.

Expiring Documents Report

Lists files and documents based on expiration dates to determine ones requiring attention.

Recently Added Companies

Details all the new companies that were recently added within the specified timeframe.

Software development moves fast, and features evolve over time. While we strive to keep this and other pages accurate, some information may not reflect the most recent changes. For the most current details, we recommend scheduling a live demo at ambryhill.com/demo.

Back to Core Features List