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Contacts

Shinjinee Sarkar
  • Updated

Contact Settings

The contact settings allow you to set up the format for defining unique contact codes, other contact information and credit terms and conditions. To learn more about contact settings, click on the links below.

Contact Coding

BrightBooks identifies each business contact with a unique code. The code can be system-generated or user-defined. BrightBooks provides the format for defining contact codes. Contact coding is done when the business settings are set for the first time. If you want, you can modify the contact coding.

1. Click Settings

2. On the Settings page, under the CONTACTS heading, click Setup.

3. The Contacts Setup window appears. On the Contacts Setup window, modify the contact coding, as required and click [Save].

Change between Automatic and Manual Contact Coding

You can now switch between Automatic and Manual modes and adjust the limit for auto-generated contact codes directly from your settings.

Note: The Maximum Number of digits is 5. 

If you encounter an error about exceeding the Auto Contact Code limit when setting up a new customer, you can now:

  • Switch to Manual Contact Coding temporarily to continue working without disruption.

  • Increase the Auto Contact Code limit to support more auto-generated entries.

To set up manual coding, tick the MANUAL option and click [Save]
To adjust the code limit, increase the number in the Number of Digits field, as required, and click [Save]

Contact Category

You can configure a custom contact category so that when you configure contacts later, you can categorise the contacts under a suitable category. To configure the contact category, complete the following steps.

1. On the Settings page, under the CONTACTS heading, click Categories.

2. The Contact Categories window appears. On the Contact Categories window, do the following, as required:

      • To create a category, click [Add].
      • To edit an existing category, select the category under the Description heading and click [Edit].
      • To remove a category, select the category under the Description heading and click [Delete].

Other Information

You can configure additional but useful information about your contacts.

You may also have the information printed on the invoices and receipts.

To configure the information, complete the following steps.

1. On the Settings page, under the CONTACTS heading, click Other Information.

2. The Contacts Other Information Definition window appears. On the Contacts Other Information Definition window, click [Add].

3. The Add Other Information window appears. On the Add Other Information window, enter the following details.

FIELD STEP
CAPTION Enter the heading of the information.
FIELD TYPE Enter the field type. For example, if the caption is birthday, then the field type will be Date.
FIELD SIZE Enter the field size. For certain field types such as Date and Yes/No, the field size is fixed.
DECIMAL PLACES Enter the decimal value, if applicable.
Print on invoices Select if you want the information to be displayed on invoices.
Print on statements Select if you want the information to be displayed on statements.
APPLICABLE TO: Select the contact type to which the information will apply.
4. To save the information, click [Save].
 

Credit Terms

When you configure a customer, certain credit terms are pre-configured for you. However, you may modify existing credit terms or define new credit terms. You can also set a credit term as the default term. To define new credit terms, complete the following steps.

  1. Click Settings.
  2. On the Settings page, under the CONTACTS heading, click Credit Terms.
  3.  The Contacts Credit Terms window appears. On the Contacts Credit Terms window, click [Add].
  4. The Add Credit Terms window appears. On the Add Credit Terms window, define the credit terms and click [Save].

You can also set default credit terms for each customer. To complete this, follow the steps below:

1. From the Customers page, open a customer by clicking the dropdown on the right panel, and click open.

2. Under Invoice Settings, set the default Credit Terms for this customer.