Adding a new Contact: Add > Contact
Editing an existing Contact: Contacts > Search > Edit (pencil icon)

This screen allows you to add or edit a contact. A contact is an individual or organisation that is the other party in a financial transactions and your communications and activities. Contacts may include suppliers, contractors, customers, retail stores, and employees – anyone you pay money to, or receive money from. In the accounting world they are referred to as Trade Debtors and Trade Creditors.

How do I create a Contact?

Either use the “+” icon in the main menu or wherever you see this same icon next to a contact field in any screen this will enable you to add a contact on while in that screen. When you are setting up a contact you can attach a company to it.

Companies can have many people attached to them. The Contact details that you enter are specific to that individual though.

Given Name, Family Name – Enter the contact’s name here. You can leave this blank if the contact is an organisation. You could also enter an alias such as ‘Accounts’. This is useful when wanting to create a generic contact for sending Sales and Purchases to.
Company/Organisation – Choose the contact’s organisation here or click the plus button so that you can setup a company or organisation to associate them with. One Company or Organisation can have multiple Contacts associated with it. You can leave this blank if the contact is an individual.
Business Number – Enter the contact’s business number (if applicable for your zone).
Email – Enter the contact’s email address here. This email address is used as the default ‘To’ email address displayed in the Email Invoice window when you assign the contact to an invoice (you can still change the ‘To’ address in the Email Invoice form before you send the email).
Main Phone, Other Phone, Mobile Phone, Fax – Enter the contact’s relevant phone numbers here. You can leave these options blank.
Street – Enter the contact’s street address (i.e. “Level 7, 103 Acme Lane”).
City, State, Post Code, Country – Enter the remaining details of the contact’s address.

How do I create a Contact?

Either use the “+” icon in the main menu or wherever you see this same icon next to a contact field in any screen this will enable you to add a contact on while in that screen. When you are setting up a contact you can attach a company to it.

Companies can have many people attached to them. The Contact details that you enter are specific to that individual though.

View/edit the details of a Contact

Go to the Contact List screen and find the Contact in the list you would like to view or edit. Click on the edit pencil icon and the ability to edit the details will become available.

Creating Company Contacts

When you want to enter transactions against a company, it will not be available in the contact pick list unless you add it as a contact. To add a company as a contact;

• Go into Add Contact screen.
• If the company is already available, select it from the Company pick list. If not, click on the green add icon adjacent to the company pick list, enter the details and click Save and Close.
• Fill in any other fields as required except First Name and Last Name.
• Click on Save and Close.

You have just created a company contact, and this particular contact will now appear in the contact pick list so that you can start entering transactions against it.

How do I searching for Contacts?

1. Choose the type of information you wish to search by choosing an option from the drop-down. Choose from First Name, Last Name or Company Name. Type the letters that your contact information begins with or type the full information for a very targeted list. e.g. “M” versus “Marc”.
2. Click the ‘more filters’ link if you wish to refine you search further. See Searching Your Contacts List Using More Filters.
3. Click the Show button.

Searching Your Contacts List Using More Filters

1. Click the ‘more filters’ link as part of your search.
2. Choose between Active and Inactive contacts to display. By default only Active Contacts are displayed in the search results.
3. Choose which Tags you want your list filtered by. See Filtering Your Contact List Using Tags.
4. Click the Show button.

Filtering Your Contact List Using Tags

Include All Tags	all records that have the tags selected from the tag cloud in the tag picker. So if tag A AND B is selected then all records that have A AND B assigned to them will be returned.
Include Any Tags	any records that have the tags selected from the tag cloud in the tag picker. So if tag A AND B is selected then all records that have A OR B assigned to them will be returned.
Exclude All Tags	all records that have the tags selected from the tag cloud in the tag picker. So if tag A AND B is selected then all records having A AND B assigned to them will be excluded.
Exclude Any Tags	any records that have the tags selected from the tag cloud in the tag picker. So if tag A AND B is selected then all records having A OR B assigned to them will be excluded.

If you have a very long contact list you can set the “Do not display contact list on first view” preference to allow you to first set up your filters before displaying your list of contacts. Click On Settings in the top menu and choose Contacts to set this.

How do I export Contact lists?

You can export (save) the contact list to a number of different file formats suitable for importing into a variety of different accounting, contact management, and email applications -

1. Adjust the list filters to retrieve the list of contacts you wish to export.
2. To export active contacts, locate the ‘Export for’ option about the active contacts list and select the application that you wish to import your contacts into from the drop down list. To export inactive contacts check the ‘Show inactive contacts’ check box and use the export function above the Inactive Contacts list.
3. Click the Export button next to the ‘Export for’ drop down list.
4. A window will pop up with the title ‘Downloading File’ and after a few seconds (possibly longer if you are exporting a large number of contacts) a dialog should appear asking where you would like to save the file. Follow the prompts to save the file to your computer.

Once the file has been saved to you computer you can use your chosen applications’ import feature to import the contacts.

Contact notes are not included in any of the export formats, and not all formats contain all information relating to a contact. The CSV option contains all of the contact information except contact notes and is best used if you wish to make a full backup of your contact list.

How do I clean up duplicate Contacts?

It seems you have two contacts with the same name setup. There is one ’24 Seven’ which is a Company Contact, and another which is a Regular Contact. At the moment all your purchase invoices (for ’24 Seven’) have been placed against the Company Contact ’24 Seven’. When you are selecting the contact to view purchases in the Purchase List screen, you may be selecting the other ’24 Seven’, hence no invoices are shown.

Best way to distinguish this is to go to Settings screen > click on Contact and select the option Organisation [Last Name, First Name] as the contact format for pick lists.

If you want to reallocate the purchase invoices to the Regular Contact ’24Seven’, just go into the Contact and search by Company for ’24Seven’ which only has the Company Name (no First Name or Last Name). CLick on the delete icon.

Saasu will give you the option to either set the contact to inactive or reallocate the transactions to another contact. Select Move to Contact > select ’24Seven’ (which is the regular Contact) from the pick list and click on Ok.

Activities

Once you have saved the contact, you can create Activities for the contact and schedule them if required. First, save the contact, then the Activities section will appear on the Contact Edit screen. To add an Activity click add at the top of the Activities list in the Contact Add/Edit screen. A page will load which you can enter a date, a summary and/or details into.

Required fields

Note that either the contact’s name or organisation are required.

Adding a Contact on-the-fly in a transaction entry screen

You can quickly add the basic information related to a contact when you are entering a transaction by clicking the plus icon next to the contact drop down list on the transaction entry screen.