Supplier contacts#

A supplier is a firm; a contact person is an individual at that firm. Procurement enquiries, follow-ups, and purchase orders are addressed to specific contact persons.

Before you start#

• The supplier record must already exist. See Suppliers.
• Collect each contact's name, email, phone, and post.

Open the contacts screen#

1. Open Data Entry and click Suppliers.
2. Find the supplier and click its Update Contacts button (or View Contacts if you do not have permission to add or edit suppliers).

The Contact Persons screen opens with the supplier name shown above the list.

Add a contact#

1. Click + Add Contact Person.
2. Fill in the salutation, name, email, phone number, and post.
3. Save.

The contact becomes available wherever the system asks you to choose a contact for that supplier.

Find a contact#

Use the Search contact persons… box to narrow the list. The list pages in as you scroll.

Edit or remove#

Depending on your permissions, each row shows Edit and Delete buttons. The delete confirmation reads Delete Contact Person. If the contact is linked to one or more enquiries, the delete is blocked and an Unable to Delete screen lists those enquiries — clear or reassign them, then Close, and try the delete again.

Common questions#

Why is Close the only button I see on the delete screen?#

If the contact cannot be removed, the Unable to Delete screen lists the enquiries that still reference the contact and offers only Close. Reassign or clear those references first, then try the delete again.

Can I email all contacts of a supplier at once?#

Procurement enquiries and follow-ups address one contact at a time. Pick the most relevant person when you create the enquiry.