Contacts (purchase account)

Job roles allow you to group your account contacts and identify key contacts more easily.

You can set up customer and supplier roles in Accounting System Manager.

When you create a supplier record, a blank default contact record is created. This contact record automatically includes job roles that are specified as mandatory in Accounting System Manager. To set up the contact details for this blank record, select the blank row and click Edit.

Job roles allow you to:

• Specify a preferred contact for a role.

  A role can only have one preferred contact per account. For example, if a supplier account has 5 contacts all assigned the role of buyer, only one of the contacts can be set up as the preferred contact for this role. This helps you to identify the person that you should contact first.

• Add multiple roles to a single contact. For example, you might have a contact that is the buyer, seller and admin assistant.

• Specify the email address to send an electronic statement to your supplier.

  This is the SendStatementTo role. When you add the SendStatementTo role to a supplier contact name and mark the role as the preferred contact, the system uses the default email address of this contact when you send a statement via email. An electronic version of the statement is sent to your inbox. From there you can check and send them as you require.

Open: Purchase Ledger > Purchase Accounts > Enter New Account | Contacts.

Open: Purchase Ledger > Purchase Accounts >Amend Account Details.

• Select existing purchase account reference.
• Select Contacts tab.

1. Click Add.
2. Enter the contact name.

3. Enter the contact Details.

   To add more than one item of information

   • Click More.
   • Click Add to enter additional rows of information.
   • Select the row that should show as the default for the contact.
   • Click Set as Default.

   Note: If you have multiple numbers or addresses listed and you delete the item marked as the default, the next line becomes the default item.

   • Click OK to save the details.

4. To specify a role for your contact:

   1. Click Add.
   2. Select a role from the drop-down list.
   3. If this is the preferred contact for this role, select the Preferred Contact check box.

5. Click OK to confirm the new contact's details.

   The contact is shown in the Contacts list.

6. To display the details of the contact, select Show detail.

Open: Purchase Ledger > Purchase Accounts > Enter New Account | Contacts.

Open: Purchase Ledger > Purchase Accounts >Amend Account Details.

• Select existing purchase account reference.
• Select Contacts tab.

1. Click Add.

2. Click Duplicate.

   The Duplicate Supplier Contact window appears.

• In the Contact to duplicate list, select the contact you want to use as a basis for the new contact record.
• To duplicate the list of roles attached to the contact, select the Duplicate roles check box.
• Click OK to duplicate the contact and return to the Add supplier Contact window.

3. Edit the contact's name and details.

   To add more than one item of information

   • Click More.
   • Click Add to enter additional rows of information.
   • Select the row that should show as the default for the contact.
   • Click Set as Default.

   Note: If you have multiple numbers or addresses listed and you delete the item marked as the default, the next line becomes the default item.

   • Click OK to return to the Add Supplier Contact window.
4. Click OK to confirm the new contact's details.

Open: Purchase Ledger > Purchase Accounts > Enter New Account | Contacts.

Open: Purchase Ledger > Purchase Accounts >Amend Account Details.

• Select existing purchase account reference.
• Select Contacts tab.

1. Select the contact and click Edit.
2. Edit the contact's name and details.
3. Click OK to save the changes.

Open: Purchase Ledger > Purchase Accounts > Enter New Account | Contacts.

Open: Purchase Ledger > Purchase Accounts >Amend Account Details.

• Select existing purchase account reference.
• Select Contacts tab.

1. Select the contact and click Delete.

   You cannot delete a contact that is the preferred contact for a role. You must change the preferred contact of the role first.

2. Click Yes to the confirmation message.

Open: Purchase Ledger > Purchase Accounts > Enter New Account | Contacts.

Open: Purchase Ledger > Purchase Accounts >Amend Account Details.

• Select existing purchase account reference.
• Select Contacts tab.

1. Select the contact and click Set as Default.

2. The default contact is marked with Yes in the Default column.

   The default contact details are automatically used by Sage 200 Accounts on common purchase ledger reports such as the Aged Debtors Report, and on the supplier list.

Open: Purchase Ledger > Purchase Enquiries > Account Enquiry | Contacts.

Open: Purchase Ledger > Purchase Accounts >Amend Account Details.

• Select existing purchase account reference.
• Select Contacts tab.

1. Click Details.
2. Click More to view details about the Telephone, Mobile, Fax, E-mail and Website.
• Click Close when you have finished viewing these details.
3. Click Close when you have finished viewing account contact details.