Contacts
Your customers and suppliers: found in the register, with the defaults their documents start with.
Step by step
- Open “Contacts”. It opens on “Overview”; “All contacts” lists every customer and supplier with the company ID, the VAT ID, the e-mail and the country, and marks an “Unreliable payer”.
- Search the list by name, company ID, VAT ID or e-mail.
- Choose “New contact”. Under “Search the register”, pick CZ or SK, type the name or the company ID and choose the company under “Found in the register”; the register fills in its billing details. Enter persons without a company ID and foreign companies by hand.
- Set the “Role” (“Customer”, “Supplier” or “Customer and supplier”) and the main e-mail. Add “Bank accounts”, “Deliver to another address”, “Copies of invoices” (up to three e-mail addresses) and the “Contact person” when you need them.
- “More options” holds the contact’s defaults: “Fixed variable symbol”, “Due in days”, “Currency”, “Language of documents”, the PDF in the e-mail, the reminders, “Reverse charge by default”, the cost centre and the job, “Own e-mail subject”, “Own e-mail text” and a “Private note”. What you leave empty or at “As in settings” follows “Settings” › “Defaults”.
- Choose “Save”. The contact’s detail shows its details and what its documents start with; “Edit” changes them, and “Invoice” starts an invoice for it.
- “Import” reads contacts from a CSV file (“Download the template”; the columns name and country are required, at most 500 rows), and “Export” saves them as CSV, XML or vCard.
Good to know
A VAT ID that is not well formed cannot be saved. When VIES does not know it, the contact is saved with a warning.
An EU customer is invoiced under the reverse charge only when VIES confirms its VAT ID as the invoice is issued. Without a valid VAT ID it is taxed as a consumer; when VIES does not answer, the invoice cannot be issued until it does.
A contact found in the register can “Update the billing details from the registry every night”. When it becomes an unreliable VAT payer, goes into insolvency or liquidation or ceases to exist, or a supplier’s bank account is not published in the VAT register, a to-do appears in “To-dos” under “Contacts”.
With “Suggest on documents” turned off, the contact is left out of the suggestions when you create a document, and stays in “All contacts”.
Related articles
- Merge or delete a contactJoin a duplicate into the contact that stays, or delete a contact no document uses.
- Invoice a contactStart the invoice from the customer, with their details and defaults already in place.
- Add a new customer while issuingCreate the contact from the invoice form without losing what you filled in.