Contacts Tutorials Creating and Editing

Contacts is the address book of your staff, customers, suppliers and other contacts (see Contacts Default View).

💡These tutorials explain how to create and edit person and entity contacts, complete their tabs, add images and fix common problems.

How to Choose Between a Person and an Entity#

1. Persons:
   1. Your staff members, reps or contractors who are individuals.
   2. Add the following attribute groups (predefined lists of information for you to fill in):
      1. Bank: Fields for bank details.
      2. Staff: Classifies the contact as a Sales Rep, Project Resource and/or Timekeeping Resource. Lets you enter an hourly rate, which is used for timekeeping.
   3. Provides a tab to link the contact to an entity.
2. Entities:
   1. Customers, suppliers or individuals (e.g. contractors) who trade as businesses (e.g. who are registered for VAT).
   2. Add the following attribute groups (predefined lists of information for you to fill in):
      1. Customers: Fields include codes, credit terms and limits, contacts, and billing methods.
      2. Suppliers: Fields include codes, credit terms and limits, contacts, and billing methods.
      3. Currency and Tax: Fields include currency for invoices, default VAT Types, VAT registration numbers and withholding tax information.
      4. Bank: Fields for bank details.
   3. Provides a tab to fill in employee details.

How to Create a Contact: Person#

1. Navigate to Main Menu > Setup > Contacts.
2. Click New (button) > Person.
3. Fill in the Header section as follows:
   1. Name =
      1. Enter a title in the first box.
      2. Enter the person’s full name in the second box, or fill in the forenames and surname and then click FS to fill in the full name automatically.
   2. Forenames = Enter the person’s forenames.
   3. Surname = Enter the person’s surname (spaces are allowed).
   4. Known As = Enter the name by which the person is known.
   5. ID No. = Enter a government-issued identification number (e.g. ID number, passport number, or social security number).
   6. Categories = Click the three dots (…) next to Categories and select the categories you want to add.
      • Note: You create categories with Menu (button) > Edit Categories.
   7. Telephone = Enter a landline phone number including any international dialling codes.
   8. Mobile = Enter a mobile number including any international dialling codes.
   9. WhatsApp = Enter the number the person uses for messaging services, including any international dialling codes.
      • Note: The name WhatsApp is a setting, so this field may show the name of your preferred messaging service instead.
   10. Email = Enter the person’s email address.
   11. Postal Address: Filled in with the default postal address from Addresses (tab).
   12. Physical Address: Filled in with the default physical address from Addresses (tab).
4. Complete the Attributes (tab).
5. Complete the Addresses (tab).
6. Complete the Entities (tab).
7. Complete the Assets (tab).

How to Create a Contact: Entity#

1. Navigate to Main Menu > Setup > Contacts.
2. Click New (button) > Entity.
3. Fill in the Header section as follows:
   1. Name = Enter the full legal name of the entity.
   2. Known As = Enter the entity’s trade name.
   3. Reg No. = Enter the organisation’s registration number.
   4. Categories = Click the three dots (…) next to Categories and select the categories you want to add.
      • Note: You create categories with Menu (button) > Edit Categories.
   5. Telephone = Enter a landline phone number including any international dialling codes.
   6. Mobile = Enter a mobile number including any international dialling codes.
   7. WhatsApp = Enter the number the entity uses for messaging services, including any international dialling codes.
      • Note: The name WhatsApp is a setting, so this field may show the name of your preferred messaging service instead.
   8. Email = Enter the entity’s email address.
   9. Website = Enter the entity’s website address.
   10. Postal Address: Filled in with the default postal address from Addresses (tab).
   11. Physical Address: Filled in with the default physical address from Addresses (tab).
4. Complete the Attributes (tab).
5. Complete the Addresses (tab).
6. Complete the Employees (tab).
7. Complete the Assets (tab).

Completing the Tabs#

How to Complete Attributes (tab)#

1. Add Attribute Groups:
   1. Click Attributes (button) and select an attribute set from the dropdown list.
      • Note: The list depends on whether you are creating a Person or Entity. If Custom attributes were created, the groups also appear on the list.
   2. Click the Value column next to each entry (on the right) and enter or select the required information.

How to Complete Addresses (tab)#

1. Click Addresses (tab).
2. Click the top row where it shows: Click here to add a new row.
3. Fill in the details as follows:
   1. Description = Enter a description that is meaningful to you (e.g. Head Office, Home).
   2. Line 1 = Enter the first line of the address (e.g. 12 Baxter Street, or Unit 8, First Floor, Amigo Building).
   3. Line 2 = Enter the second line of the address if needed (e.g. the street address if the first line was a building or housing estate).
   4. City = Enter the name of the city, town or equivalent.
   5. State/Province = Enter the name of the state, province, or equivalent.
   6. Country = Enter the name of the country.
   7. Code = Enter the postal, zip, or similar code.
   8. GPS = Enter the GPS location of the contact.
      • Note: Click the icon in the GPS field for a template of how to enter the coordinates. The Navigate feature of the Mobile App uses the GPS coordinates.
   9. Default = Select one of these options to set this address as that default (leave blank if the address is not a default address):
      • Physical
      • Postal
      • Billing
        • Note: 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.
4. Click Save (button).
   • Note: The default Street and Postal addresses appear in the Header section only after you click Save (button). The default addresses cannot be deleted but can be edited.

How to Copy an Address#

1. Click Addresses (tab).
2. Right-click the address you want to copy and select Copy.
   • Note: The copy is added with “ - Copy” at the end of its Description (e.g. Head Office - Copy), and is selected.
3. Edit the copy as needed (e.g. change the description, or select a Default).
4. Click Save (button).

How to Complete Entities (tab)#

1. Click Entities (tab).
2. Click Entity (button) next to Add.
3. Name = Select a name from the dropdown list.
4. Position = Select a position from the dropdown list.
5. Location = Select a location from the dropdown list (the list holds the descriptions of the entity’s addresses).
6. Click Save (button).

How to Complete Employees (tab)#

1. Click Employees (tab).
2. Add an existing contact as an employee:
   1. Click Employee (button) next to Add and select Select Contact.
   2. Name = Select a name from the dropdown list.
   3. Position = Select a position from the dropdown list.
   4. Location = Select a location from the dropdown list (the list holds the descriptions of the entity’s addresses).
   5. Click Save (button).
3. Add an employee:
   1. Click Employee (button) next to Add and select Add Contact.
   2. Fill in the form that opens. It has the same fields as the header of a person contact.
   3. Close the popup.
   4. In the Location column, select a location from the dropdown list (the list holds the descriptions of the entity’s addresses).
   5. Click Save (button).

How to Complete Assets (tab): Selecting Assets#

1. Click Assets (tab).
2. Click Asset (button) next to Add.
3. Click Select Assets.
4. On the popup:
   1. Select the Type from the dropdown list.
   2. Click View (button).
   3. Enter part of the name in the search box (optional).
   4. Select the assets to add (use Ctrl + left-click to select more than one).
   5. Click Select (button).

How to Complete Assets (tab): Adding Assets#

1. Click Assets (tab).
2. Click Asset (button) next to Add.
3. Click Add Asset and select a type of asset from the dropdown list.
4. Complete the form as needed. See Assets for detailed instructions.
5. Close the form to return to Edit Contacts. The asset is added.

How to Edit a Single Contact Record#

1. Navigate to Contacts.
2. Double-click an entry to edit it.
3. Click Edit (button).
4. Make your changes as described in the sections above.
5. Click Save (button).

How to Edit Multiple Contact Records#

1. Navigate to a list of contacts.
2. Check the box of each contact you want to update.
3. Click Actions (button) > Batch Update.
4. Select Category from the dropdown list on the left.
5. Select a category from the adjacent dropdown list.
6. Click Add (button) to add the category, or Remove (button) to remove it.
7. Confirm the update.

How to Add Image Profiles#

1. Navigate to Contacts.
2. Double-click a person contact to open their record.
3. Click Menu (button) > View/Edit Image Profile.
4. On the popup:
   1. Click Edit (button).
   2. Description = Prefilled with the user’s name. You can edit the name or select an option from the Description Lookup List.
      • Note: You can edit the lookup list by clicking Menu (button) > Edit Description Lookup Lists.
   3. Type: Locked to Image Profile.
   4. Proceed with either Step e or Step f.
   5. Click Capture Image (tab) to take a photo of the contact.
      1. The photo appears on screen.
      2. Click Pause (button).
      3. Click Save (button).
      4. The image appears along with a link to the image on the Detail tab.
         • Note: Click Switch (button) to switch to a different camera attached to the device. Click the settings icon on the image to change the device or resolution.
   6. Click Upload from Device (tab) to upload a photo.
      1. Drag a file onto Drop File Here, or click Select Files from Your Device and navigate to the file.
      2. The image appears along with a link to the image on the Detail tab.
      3. Click Save (button) if it is not greyed out.
   7. Close the popup.

How to Add Notes and Attachments#

1. Navigate to Contacts.
2. Right-click a contact and select View/Edit Notes & Attachments.
3. Add any notes or attachments.

How to Create an Address Lookup List#

1. Navigate to Contacts.
2. Click Menu (button) > Default.
3. Right-click a contact and select Edit Contact.
4. Click Menu (button) > Edit Address Lookup Lists.
5. On the top dropdown list, select the Address field you want to create a lookup list for.
6. Enter the entries, one per line.
7. Click Save (button).

Troubleshooting#

Missing Features and Functionality#

1. When a contact is opened from a different module (e.g. transactions), it is opened with limited functionality.
2. Navigate to Main Menu > Setup > Contacts and reopen the contact there to gain full functionality.

Unable to Edit a Contact#

1. If there is an Edit button on the screen and it is not blue, click it to start editing.
2. You need User Access: Edit Rights to edit a contact.

Mouse Clicks Are Not Generating a Response#

1. If you try to edit a record and you are not in editing mode (Edit (button) is not blue), it appears as if nothing is happening.
2. If you try to edit a setting on a form that adds the settings, it appears as if nothing is happening. (Settings can only be edited after they are added.)

Warning Messages Keep Appearing#

1. A warning appears when you try to complete an action that is not allowed or unavailable. For example:
   1. A feature is unavailable to you, but available to other users (e.g. you do not have the required access rights).
   2. A feature is generally available, but unavailable for that specific item.
   3. A feature was available, but certain actions disabled it.
2. You are trying to complete an action, but not all the necessary conditions are met (e.g. the transaction or items do not have the required statuses).