Contacts List Inquiry
Customer Contacts List
The Contacts list is a specialized directory within the ERP that stores all primary and secondary communication profiles associated with your customers. While a "Customer" is the legal entity and a "Branch" is the physical location, a Contact represents the actual people you interact with—such as Procurement Managers, Accounts Heads, or Warehouse Supervisors.
You can access this directory by navigating to the Customer Module > Contacts Tab. This list serves as your central communication hub for managing business relationships and ensuring that invoices and orders reach the correct individual.
Field Definitions for the Contact List
The contact grid provides a quick overview of who to reach out to for specific customer accounts:
- Contact Person: The full name of the individual (e.g., Lokesh, Rahul). This is the name used in email salutations and official correspondence.
- Customer: The parent company or individual client this person is associated with. This ensures you know exactly which account the contact manages.
- Phone Number: The primary mobile or direct line for reaching the contact person instantly.
- Secondary Phone: An alternative or backup number to ensure constant connectivity.
- Fax Number: The dedicated fax line for the contact, if still utilized for documentation.
- E-mail: The professional email address used for sending automated transaction alerts, digital invoices, and reports.
- Language: The preferred language for communication (e.g., English, Hindi), helping you personalize your business interactions.
- Actions:
- Edit (Orange Button): Click this to update the contact’s role, change their email, or update their phone number.
- Delete (Red X): Remove a contact from the list. Note: This will not delete the customer entity, only the specific person's contact record.
Managing Your Contacts
To maintain an efficient communication database, use the following tools:
- Real-Time Search: Use the search bar to find a specific person by their name or the customer they represent.
- + Add New: Click the blue button at the top right to open the New Contact form and manually add a person to a customer’s profile.
- Bulk Actions: Use the Import feature at the top right to upload a large list of staff contacts from a CSV or Excel file during your initial setup.
- Pagination: Use the Next and Previous buttons at the bottom right to navigate through your full list of professional contacts.
Note: When you select a specific contact person in a Sales Order or Invoice, the system will automatically pull their email and phone number to ensure all notifications are sent to the right recipient.