Add and manage contacts

If you regularly deal with the same customers or vendors, you can create contact records for them. This saves you time when entering your sales and purchases and helps you keep track of who owes you money and who you owe money to.

To speed up data entry, you can also import your contacts.

To create a new contact

  • 1. Click the Contacts tab.
  • 2. Click New Customer or New Vendor .
  • 3. Complete the following information:
Business Name The contact’s company name.
Contact Name The contact’s name.
Reference A reference for the contact.
Email The contact’s email address.
Mobile The contact’s mobile number.
Telephone The contact’s telephone number.
  • 4. Click the Account Details tab and then complete the following information:
Tax Rate Select the contact’s tax rate from the drop-down list.
Account Default If the contact is a customer, select a default sales ledger account. For vendors, select a default purchase ledger account. The default account is used when you create invoices, credit notes, quick entries and sales quotes.

Note: If you use products and services, when you add these items to an invoice, the default product or service ledger account is used instead.
Price Default For customer contacts only. Choose the product pricing level for the customer. For example, Sales Price, Trade or Wholesale. You can set these up in your Default settings.
  • 5. Click Delivery Address and select or clear the Same as Invoice address check box.
  • 6. Click Payments Details and complete the following information:
Set Credit Limit Select the Set Credit Limit check box and enter the credit limit value. The credit limit is displayed on the accounts receivable and accounts payable aging reports.
Set Credit Terms Select the Set Credit Terms check box and enter the number of days credit this contact will have.

Tip: If the contact is a customer, you can also enter any custom terms and conditions. These appear on the invoices you send your customer.
Account Name Enter the name of your contact’s bank account.
ABA/Routing Number Enter their bank routing number.
Account Number Enter their bank account number.
  • 7. Click Notes and enter any notes you want to record for the contact.
  • 8. Click Analysis. If you’ve created analysis groups, choose the groups you want to assign to this contact.
  • 9. Click Save.

This record is now available to use when entering transactions.

To view or edit a contact

  • 1. Click Contacts and click the relevant contact.

To quickly find a contact, enter the company name in the search box.

  • 2. Edit the details as required.
  • 3. To change an address or contact, click the Addresses tab and edit the relevant information.

When you enter an address, you can choose from different address types. For example, you might have one address for deliveries and a different address for billing. If you choose Delivery, the delivery address automatically appears on the invoice. You can enter as many address types as you want.

To add another contact for this address, click Add Contact and complete the relevant information. To add an additional address, click Add Address > complete the address and contact information. To change the default address or contact, select the Main Address? or Main Contact? check box for the relevant option.

Address contacts are linked to their addresses. If you delete an address, any contacts associated with that address are also deleted.

  • 4. To add or edit payment information, click the Payment Details tab.
  • 5. To add or edit general business information, check customer statement options, or update a vendor’s 1099 Vendor status and/or Tax ID, click the OptionsĀ tab.

If the contact is a vendor, you can update their 1099 Vendor status and/or Tax ID.

If the contact is a customer, verify that the information in the Statement Runs section is correct. By default, the method used to send all customer statements is set to By post (PDF Generated), but you can change this if needed. To change any details, click the editĀ button, make any needed changes, and then click Save. Any changes you make are applied to all future statement runs for the customer.

  • 6. Click Save.

To delete a contact

You can’t delete a contact record once you’ve used it to process transactions. Instead, to prevent any confusion, we suggest changing the contact name to Do not use.

  • 1. If a contact record has no transactions associated with it, select the check box next to the contact and click Delete.
  • 2. Click Yes.