Adding, editing and deleting a contact
Contacts refer to organizations or individuals you deal with in your business. These contacts could be:
Customers - Customers buy goods and services from your business. Once you mark a contact as a customer in Zoho Books, you can transact with them via estimates, invoices, sales orders and credit notes.
Vendors - Vendors sell goods and services to your business. Once you mark a contact as a vendor in Zoho Books, you can transact with them via expenses, bills and purchase orders.
Both - Indicating a contact as ‘Both’ implies that they act as both customers and vendors to your business. You sell as well as buy goods/services from these contacts.
Maintaining a list of the contacts you do business with, allows you to conduct your transactions quicker and in a more efficient manner. Here’s how you can maintain a professional contacts list in Zoho Books,
Adding a contact
To add a contact, please follow the below steps:
Go to Contacts tab.
Click on the + button provided on the top of the contact list pane.
Provide the appropriate details in the New Contact Form and click Save.
You can also quickly add by clicking on + button provided next to the Contact title on the left navigation menu.
The contact creation page, apart from requesting general information such as the contact and company names etc, is split into several sections such as,
- Payment Details - You can enter customer currency and payment terms terms here. This section also includes provisions to enter the tax details of the contact in the US/UK versions.
- Address - The billing and shipping addresses of the contact can be provided here.
- Custom Fields - You can view and add custom fields for the contact from here.
- Notes - Notes about the contact for your internal use can be provided here.
Editing a contact
To edit a contact, please follow these steps:
Go to Contacts tab.
Select the contact you wish to edit by clicking on it in the Contact list Pane.
Click on the Edit button provided on the top of the right side contact section.
Make the necessary changes to the previously entered information and save changes.
The New Contact Form and the Edit Contact Form include the following fields.
Primary Contact: It refers to the main contact to whom all invoices and estimates will be sent. You can add more information about the contact from the contact details page.
Company Name: Provide a valid Company Name. Make sure it is the official name of the contact’s company.
Contact Display name: Zoho Books populates the display name based on what you entered in the Name field. You may retain it or change to the display name of your choice. The company name and the contact display name can be same or different based on your choice.
Email: Enter a valid email ID. All your correspondences with this contact will be directed to this email ID.
Phone: Add work phone and mobile number of your contact here.
Currency: Select from the drop down list the desired currency for transactions to be associated with this contact. In case you wish to add a new currency, you may select the [+] New Currency option from the drop down list. A ‘New Currency’ window opens up. Fill in the required details such as Currency Code, Currency Symbol, Decimal places and Format and click on ‘Save and Select’ to add and make it a default currency. Please ensure that you associate the right currency for the contact as this cannot be changed once saved. You’ll have to delete the contact and create again.
Payment Terms: Select the payment terms you wish to associate for this contact. You can select from the pre-defined term options provided or add a custom term of your choice. To add a term of your choice, click on the + New Term option provided on the dropdown list. A new Add Payment Term window appears. Add the Number of days as per your terms and provide a display title for the same. Click Save to add your custom terms.
Enable Client Portal: You can enable client portal by checking the “Allow portal access for this contact” option. For a detailed write-up on the Client Portal, click here.
Billing address: Enter the billing address of the contact where the bill / invoice needs to be sent. It can be different from the shipping address (where the goods are sent) or same as the shipping address (most common).
Specify shipping address separately: If, however, you wish to specify a separate shipping address, the same can be done by clicking on the check box next to ‘Would like to specify shipping address separately’? On clicking, new fields for adding this alternate address appears which can be filled to add this new address.
Notes: You may add notes pertaining to the contact for internal reference.
Deleting a contact
To delete a contact, follow the steps below:
Go to the Contacts tab.
Select the contact to be deleted by clicking on check box next to the desired contact.
Click on the trash icon.
Alternatively you can click on the gear icon on top of the details page of the selected contact and select Delete from the dropdown.
A warning pop up ‘Do you want to delete the selected contact (s)?’ appears to confirm your intention. Click on Delete to confirm and proceed.
Merging two or more contacts
This is one of the few functions in Zoho Books that can be done as a bulk action, and is in fact the only option when more than two contacts are required to be merged as one.
If however, a couple of contacts are required to be merged, it also can be done from the individual contact page. Please note that the two contacts being chosen to be merged must contain the same currency terms.
Select the contact you want to merge with another, and click on the settings icon shaped like a gear in the contact page.
Now, select ‘Merge Contact’ and proceed to pick the master contact you want to merge this with. Once you’ve completed the merger, the original contact selected will become inactive. The master contact will be the one retained with the total transactions of all the merged contacts, while the other one will be marked inactive.
To filter your contact list, follow these steps:
Go to the Contacts tab.
Click on All Contacts option on the contact list pane. Select from the drop down options of contact types to sort the list of contacts. Based on your selection the contact list will be sorted and enumerated within the contact list pane. The sort options are as follows: