Contacts Edit View

A dropdown list of recently viewed records for quick access to those records.

The button does not appear if there are no recent items.

Creates a new Person or Entity.

Select Person for an employee.

Select Entity if the contact is a customer or supplier.

• Refresh Lookups: Updates the lookup lists.
• Delete Contact: Deletes the current contact.

View/Edit Notes & Attachments

View/Edit Image Profile (Person contacts only)

View Changelog: Opens the changes made to this contact and its attributes.

Settings

• Edit User Access
• Edit Statuses (Customers)
• Edit Statuses (Suppliers)
• Edit Statuses (Assets)
• Edit Attributes
• Edit Billing Methods
• Edit Accounting (Accounts, VAT Types, Currencies, Credit Terms, Bank Profiles)
• Edit Categories
• Edit Positions
• Edit Price Lists/Promotions
• Edit Address Lookup Lists

Layout

Enter the contact’s Title and Legal Name.

If another person has the same Name or Known As, a warning appears at the top of the contact (for example, “Warning: Duplicate Name”). Only contacts of the same type are compared: a person is compared with other persons, not with entities.

The categories selected for the contact.

When you change the categories in Edit mode, the contact’s row in the Contacts list is refreshed at once.

Enter the contact’s Telephone Number.

For the call or message features to work on the mobile app, the number must be in the international format (e.g. +00 82 123 1234).

Enter the contact’s Mobile Number.

For the call or message features to work on the mobile app, the number must be in the international format (e.g. +00 82 123 1234).

Enter the contact’s Messaging Number (e.g. WhatsApp or Line). The name of the default app is a General Setting.

For the call or message features to work on the mobile app, the number must be in the international format (e.g. +00 82 123 1234).

Enter the contact’s Title and Legal Name.

If another entity has the same Name or Known As, a warning appears at the top of the contact (for example, “Warning: Duplicate Name”). Only contacts of the same type are compared: an entity is compared with other entities, not with persons.

Add categories to the contact.

When you change the categories in Edit mode, the contact’s row in the Contacts list is refreshed at once.

Enter the contact’s Telephone Number.

For the call or message features to work on the mobile app, the number must be in the international format (e.g. +00 82 123 1234).

Enter the contact’s Mobile Number.

For the call or message features to work on the mobile app, the number must be in the international format (e.g. +00 82 123 1234).

Enter the contact’s Messaging Number (e.g. WhatsApp or Line). The name of the default app is a General Setting.

For the call or message features to work on the mobile app, the number must be in the international format (e.g. +00 82 123 1234).

Add a Group/Attribute from a predefined list.

Once added, the group is listed on the left.

Click a group to show its fields on the right, where you fill in the details.

Some groups can be added more than once (e.g. the Language group can be added for each language the person speaks).

• Groups for Persons
  • Staff: Designates the contact as a Sales Rep, Project Resource and/or Timekeeping Resource, and holds the person’s Position and Hourly Cost. When the person is selected as the resource on a timekeeping record, their hourly cost fills in the record’s price.
  • Bank: Enter the person’s bank details.
• Groups for Entities
  • Customers: Adds the contact to the list of Customers and provides fields for settings and information (e.g. credit terms, contacts).
  • Suppliers: Adds the contact to the list of Suppliers and provides fields for settings and information (e.g. credit terms, contacts).
  • Currency and Tax: The currency, VAT and withholding tax settings for the customer and/or supplier (Currency, VAT Type, VAT No., Discount – Account and Withholding Tax (WHT) – Account). This group is added automatically when you create a customer or supplier.
  • Bank: Adds fields for Bank Details that apply to customers and/or suppliers.
• Custom > Name of Group: Adds the custom group to the entity.

The name of the database entry.

Use the key to add attributes to forms.

The information for the entry.

This field is editable.

Right-click the Code attribute (key code, for example, the customer or supplier code) for this option:

• Generate Code: Fills in the code with the first three characters of the contact’s name (in uppercase, without spaces), followed by the next free number on that attribute (for example, ABC001, ABC002). Unsaved changes are saved first. The Changelog shows the user who clicked Generate Code. Codes that were generated before are not changed.

Opens a new row for you to enter another address. A contact can have several addresses.

Appears only in Edit mode.

Select whether the address is the default Physical, Postal or Billing address from the dropdown list.

A contact has only one default of each kind: selecting a default removes it from the contact’s other addresses.

On customer transactions, the customer’s default Billing address fills in the Bill To field. The Bill To field appears only on customer transactions whose Transaction Type has the setting Enable Address set to Billing.

A submenu (also opened by right-clicking the entry) with these options:

• Edit Address Lookup Lists: Create or edit lookup lists for the following fields:
  • Addresses – Description
  • Addresses – City
  • Addresses – State/Province
  • Addresses – Country
  • Addresses – Code
• Copy: Adds a copy of the address, with “ - Copy” added to its description. The copy is never a default address, and the GPS coordinates are not copied.
• Delete: Deletes the entry. Default addresses cannot be deleted.

Select a location from the dropdown list.

The locations are the Description values on the selected entity’s Addresses (tab).

A submenu to:

• Open Contact: Opens the linked entity’s contact form.
• Delete Link to Entity: Removes the entity from the list but does not delete the entity as a contact.

Opens a new row.

Select an existing contact from the dropdown list in the Name field.

Once added, the fields marked in blue (✎) can be edited.

A submenu that lets you:

• Open Contact: Opens the employee contact’s record.
• Edit Employee: Opens a form where you can edit the employee’s header information. If the row has no employee selected in the Name field, the message “Please select an employee.” appears instead.
• Delete Link to Employee: Removes the employee from the list but does not delete the employee from the list of contacts.

Shows a dropdown list with these options:

• Select Assets: Select an asset from a dropdown list of all the assets. You can filter the list by Type.
• Add Asset > Vehicles: Creates a vehicle asset and adds it to the contact.
• Add Asset > Equipment: Creates an equipment asset and adds it to the contact.
• Add Asset > Other: Creates an asset of the type Other and adds it to the contact.

If no asset statuses are set up, Add Asset shows the message “Invalid Setting Status. See Menu button > Settings > Edit Status (Asset).” and no asset is created. Add the statuses first with Menu (button) > Edit Statuses (Asset).

A submenu (also opened by right-clicking the entry) with these options:

• Edit: Opens the asset’s record for editing.
• Remove Linked: Removes the link between the asset and the contact.