The contacts list

The Contacts list displays all your contacts. You can see the list by clicking Contacts. If you want to see only customers or vendors, open the Contacts menu and select either option to filter the list.

Set up and work with contacts (11:21)

From Contacts, you can:

  • Create new contact records for customers and vendors.
  • View existing customer and vendor details – To do this, click the contact.
  • Edit existing contact records.
  • Delete contact records. Note: Once you’ve posted transactions against a contact, you can’t delete the record.
  • View, print, and email customer statements.
  • View vendor statements.
  • Manage account allocations, for example, allocate outstanding payments on account to invoices.
  • Search for a particular contact – To do this, enter the information you want to find in the Type to search box.
  • Import contacts
  • Search for a particular contact – To do this, enter the information you want to find in the Type the contact name to search box.
  • Use the action toolbar to print, email, export, and delete your contacts from the list.

Contact activity

Activity summary

The Activity tab shows a snapshot of information about the contact, including:

  • The main contact details.
  • Total sales or purchases to date.
  • The date of the last sale or purchase and receipt or payment.
  • Details of the total outstanding and overdue balances for the contact.
  • The date of the oldest invoice and credit days.

If you need to edit or change the main contact, you can do this from the Addresses tab.

Transaction activity

The transaction activity shows details of the transactions that you enter for the contact. You can:

  • Search for transactions by reference or value.
  • View transactions between specific dates using the from and to dates.
  • View certain transaction types from the Filter menu.
  • View or edit details of transactions and account allocations. To do this, click the relevant entry.

You can also use the action toolbar to print, email, or export the transaction list.

Addresses and contacts

If necessary you can edit the main address and contact details. You can also enter multiple addresses, for example you may want to enter a delivery address and a head office address. You can create more than one contact for each address. The contacts are linked to the address and if you delete the address, it also deletes the contacts attached to it.

To edit addresses and contacts, click the Addresses tab and then do one of the following:

  • To add a new address, click Add Address and enter the information. Click Save.
  • To add a new contact, click the relevant address and then Add Contact. Enter the information and click Save.
  • To change the main address, click the relevant address and select the Main Address? check box. Click Save.
  • To change the main address contact, click the relevant address, Click the contact you want to be the main contact and select the Main Contact? check box. Click Save.
  • To delete an address or contact > click the relevant option > click the delete button, .

You can’t delete the main address or contact. If you need to do this, create the new address or address contact first, set it as the main address or contact, then delete the original.

Activity summary

The Activity tab shows a snapshot of information about the contact, including:

  • The main contact details.
  • Total money in or money out to date.

If you need to edit or change the main contact, you can do this from the Address tab.

Contact activity

The transactions you enter for each contact, show at the bottom of a each contact record. It lists details of the transactions that you enter. You can:

  • Search for transactions by reference or value.
  • View transactions between specific dates by changing the from and to dates.
  • View or edit details of transactions. To do this, click a specific entry.
  • Delete transactions. To do this, click the delete Error: S3 Image cannot be found start_delete_option.png option next to the specific transaction. Click Yes.

Address

If required, you can change the main address and contact details. To change addresses and contacts:

  • 1. Click the Address tab.
  • 2. Make any necessary changes.
  • 3. Click Save.