Keeping a list of your suppliers and clients is essential for smooth business operations, effective customer management, and sound decision-making throughout your whole business. It supports the development of strong client relationships and the simplification of order processing that will help you achieve the highest profitability of your business.
Qoblex enables you to maintain a list of all the details about your clients and suppliers for an easier and more efficient way to handle your business operations.
In this article, we will guide you on using our Contacts module to achieve this.
Overview
Your Contacts module is divided into two: Suppliers and Customers. They have an organized page that you can navigate to and create actions accordingly.
Instead of manually entering your supplier or customer information each time you process a purchase or sales order, you can select them from the drop-down menu of your orders when you create one.
Adding or creating contact information for Suppliers and Customers
You can make a list of your suppliers’ and customers’ contact details, import them from a CSV file, or import them directly from Xero.
To create a new supplier or customer contact information:
- Click your Contacts module.
- Select which one you want to add: Suppliers or Customers.
- At the top-right corner, click Create New.
- A dialog box will appear, fill out the necessary fields of information.
- Click Save & close.
The fields of information in the dialog box contain the following:
| Company name | The name of the business or organization they belong to |
| Primary Person name | The name of the main contact person |
| The email address of the contact | |
| Landline Phone | The landline phone number of the contact |
| Mobile | The mobile phone number of the contact |
| Fax | The contact’s fax number |
| Website | The link to the website of the contact |
| Tax Number | The tax number of the contact |
| EORI | The Economic Operator Registration and Identification of the contact |
| Addresses | The address of the contact. You can enter multiple addresses for your contacts. |
Contacts
In the Contacts section of the dialog box, you can enter additional contact information that you want to add on the same contact.
Advanced
In the Advanced section of the dialog box, you can enter advanced data that is relevant to your contact’s information. This enables you to input specific information that will be saved to your contacts which will automatically be entered by the system each time you process a purchase or sales order for them.
The fields of information in the Advanced section contain the following:
| Account manager | The user that is currently using your Qoblex account who entered or created this contact. |
| Business Type | The type of business that your contact runs. If they are a Wholesaler or Retailer type of business. |
| Purchase Tax | The Purchase tax that you want to set for your supplier contact each time you process a purchase order. You can refer to our Tax Settings guide for more info on how to setup your taxes. |
| Sales Tax | The Sales tax that you want to set for your client contact each time you process a sales order. You can refer to our Tax Settings guide for more info on how to setup your taxes. |
| Payment terms | The payment terms that you’ve set for your suppliers or clients. |
| Discount | The discount that you can set for your suppliers or clients. |
| Price List | The price list that you can set for your suppliers or clients. You can refer to our Price List guide for more info on how to setup your price lists. |
| Notes | Additional or important notes that you want to add for your contact. Essential for multiple users or account managers. |
Import contacts from CSV file
If you have a pre-existing list of contact information for your clients and suppliers before joining Qoblex, you can easily import them to save you time in creating each contact again.
To import your suppliers or clients through a CSV file:
- Click the cloud-like icon at the top-right corner of the page that says Import.
- Click Import suppliers or customers from a CSV file.
- Click Download our CSV template.
- Fill and make changes to the template containing your contact’s information.
- Click Next.
- Upload the modified spreadsheet.
- The dialog box will show you the result of the import operation.
Import contacts from Xero
If you have an existing list of suppliers and customers in your Xero account, you can import their contact information to Qoblex in order to effectively manage them.
All of your suppliers and customers will be pulled from Xero as part of the sync process. The import process uses the emails of similar contacts to identify them. All similar contacts will be linked and no duplicates are made.
To import your suppliers or clients from Xero:
- Click the cloud-like icon at the top-right corner of the page that says Import.
- Click Import suppliers or customers from Xero.
- Click Import Suppliers from Xero or Import Customers from Xero.
- The dialog box will show you the result of the import operation.
Deleting Suppliers or Customers
If you want to delete some contacts that you have on your list, you can click Bulk Actions at the top-right corner of the page and choose Delete Suppliers or Delete Customers.
Another way of deleting a contact is by clicking Delete Contact on the dialog box that will appear when you click their name on the list.
