Purpose

To provide instructions for completing the quarterly Trilogy contact review by comparing the latest contact list from Scott to the P21 contact listing, creating new contacts as needed, and requesting inactivation of outdated contacts.

Scope

This procedure applies to staff responsible for maintaining Trilogy contact records and coordinating contact setup or inactivation based on the quarterly review.

Prerequisites

  • The quarterly contact list from Scott has been received.
  • Access to P21 Customer Maintenance and Excel Query is available.
  • The user can open, edit, sort, and save exported spreadsheet files.
  • The user can send contact additions or inactivation requests to CS.

Procedure

  1. Receive the quarterly contact list from Scott for Trilogy accounts.
  2. Open P21 and go to Customer Maintenance.
  3. Select Mass Update.
  4. Click Excel Query.
  5. Turn on all fields for Customer Information, Contacts, and Tax.
  6. In the filter criteria, set Class 4 equal to Trilogy.
  7. Run the query and click through all tabs to verify the data pulled correctly.
  8. Export the query results as an XLS file.
  9. Open the exported P21 file and go to the Contacts tab.
  10. Insert a new column between Customer ID and Contact ID.
  11. Title the new column Other Exemption #.
  12. Use a VLOOKUP to bring in the Other Exemption Number from the Tax tab.
  13. Copy the formula down for all applicable rows.
  14. Copy the completed Other Exemption # column and paste it as values.
  15. Sort the P21 file by the Other Exemption # column.
  16. Open Scott’s file and sort it by Location Code.
  17. Compare names and email addresses for each location between Scott’s file and the P21 file.
  18. Identify any contacts on Scott’s list that are not in P21.
  19. Send these contacts to CS for setup.
  20. Identify any contacts in P21 that are not on Scott’s list.
  21. Send these contacts to CS to inactivate.

Quality / Verification

  • Confirm the P21 query was filtered using Class 4 equal to Trilogy.
  • Confirm all Customer Information, Contacts, and Tax fields were included in the export.
  • Confirm the Other Exemption # column was populated correctly from the Tax tab and pasted as values.
  • Confirm both files were sorted before comparing contacts.
  • Confirm all contacts missing from P21 were sent to CS for setup.
  • Confirm all outdated contacts found in P21 were sent to CS for inactivation.

Notes

  • Scott’s quarterly file is the source used to validate which Trilogy contacts should remain active for ordering.
  • A handwritten note indicated updating P21 as needed to confirm all contacts match; this SOP reflects the clarified process of sending additions to CS for setup and extra P21 contacts to CS for inactivation.