Contacts

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.

Both Suppliers and Customers page have the Company, Main Contact, Email, and Phone columns for easy-access of information. Only the Customers page has the Business Type column to easily identify your clients if they’re a Wholesaler or Retailer.

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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:

1. Click your Contacts module.
2. Select which one you want to add: Suppliers or Customers.
3. At the top-right corner, click Create New.
4. A dialog box will appear, fill out the necessary fields of information.
5. 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
Email	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:

1. Click the cloud-like icon at the top-right corner of the page that says Import.
2. Click Import suppliers or customers from a CSV file.
3. Click Download our CSV template.
4. Fill and make changes to the template containing your contact’s information.
5. Click Next.
6. Upload the modified spreadsheet.
7. 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.

You can check out our Xero Installation guide to learn more about how you can utilize both services.

To import your suppliers or clients from Xero:

1. Click the cloud-like icon at the top-right corner of the page that says Import.
2. Click Import suppliers or customers from Xero.
3. Click Import Suppliers from Xero or Import Customers from Xero.
4. 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.