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 the mandatory job roles that are specified in Accounting System Manager - Account and SendRemittanceTo. To set up the contact details for this blank record, select the blank row and click Edit.

When you add more contacts to supplier records, no roles will be added to those contact records.

The mandatory roles, Account and SendRemittanceTo, must have one preferred contact for each supplier record. Mandatory roles can only be deleted from a contact record if that contact is not the preferred contact for that role.

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 SendRemittanceTo role. When you add the SendRemittanceTo 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.

1. Select existing purchase account reference.
2. Select Contacts tab.
3. Click Add.
4. Enter the contact name.

5. Enter the contact Details.

   To add more than one item of information

   1. Click More.
   2. Click Add to enter additional items of information.

   3. Select the item that should be displayed as the default for the contact, then click Set as Default.

      Note: If you delete the default item, the next item in the list will be the default item.

   4. Click OK to save the details.

6. 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.

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

   The contact is shown in the Contacts list.

8. 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.

1. Select existing purchase account reference.
2. Select Contacts tab.
3. Click Add.

4. 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.

5. Edit the contact's name and details.

   To add more than one item of information

   1. Click More.
   2. Click Add to enter additional items of information.

   3. Select the item that should be displayed as the default for the contact, then click Set as Default.

      Note: If you delete the default item, the next item in the list will be the default item.

   4. Click OK to save the details.
6. 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.

1. Select existing purchase account reference.
2. Select Contacts tab.
3. Select the contact and click Edit.
4. Edit the contact's name and details.
5. Click OK to save the changes.

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

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

1. Select existing purchase account reference.
2. Select Contacts tab.

3. Select the contact and click Delete.

4. Click Yes to the confirmation message.

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

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

1. Select existing purchase account reference.
2. Select Contacts tab.
3. Select the contact and click Set as Default.

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

   The default contact details are automatically used by Sage 200 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.

1. Select existing purchase account reference.
2. Select Contacts tab.
3. Click Details.

4. Click More to view details about the Telephone, Mobile, Fax, E-mail and Website.

   • Click Close when you have finished viewing these details.
5. Click Close when you have finished viewing account contact details.

To send a message to a contact using Skype, click the icon next to the contact's email address.

Note: To do this, you need to use Skype for Business.