Contacts

Creating a Contact – Complete Walkthrough

Go to Contacts from the app switcher (☰). The default view shows a list of all contacts.

Creating a New Company Contact

1. Click Create. The contact form opens.
2. Contact Name – Enter the company name (e.g. "Acme Corporation").
3. Company Type – Select "Company".
4. Email – The primary contact email. This is used for quotations, invoices, and portal communications.
5. Phone – Primary phone number.
6. Mobile – Mobile number for SMS notifications (if enabled).
7. Website – Company website URL.
8. Address – The primary street address. This can be overwritten on individual invoices/orders. Use the "Edit" button next to the address to enter full details: Street, Street 2, City, State, ZIP, Country.
9. Tags – Start typing to select existing tags or create new ones (e.g. "VIP", "Wholesale", "Newsletter"). Tags are coloured labels for filtering and grouping.
10. In the Sales & Purchases tab:

• Set the Salesperson – Who manages this account.
• Set the Sales Team – Which team this contact belongs to.
• Set the Price List – Applied automatically to new quotations.
• Set Payment Terms – e.g. "Net 30", "Due on Receipt".
• Set the Fiscal Position – Automatically applies correct taxes for this contact's country.
• Set the Currency – If different from your company currency.

• Receivable Account – Override the default accounts receivable account for this contact.
• Payable Account – Override the default accounts payable account.
• Tax ID – VAT/GST/HST number. Used in invoice validation and tax reports.
• Bank Accounts – Add the contact's bank details for electronic payments.

Adding Individual Contacts Under a Company

1. Open the company contact.
2. In the Contacts tab (under the company name), click Add.
3. Create a new individual. The "Company" field is automatically set to the parent company.
4. Fill in the individual's name, job title, email, phone, and mobile.
5. Set their role: "Invoice Contact", "Delivery Contact", or both. This determines which address is used by default.
6. Save. The individual appears in the company's contact list and in all auto-complete dropdowns when selecting contacts.

Recent Contact Features

• Contact Image – Upload a photo or company logo. This appears in the kanban view and on their portal profile.
• Duplicate Detection – When saving a new contact, Quickenerp checks for duplicates by name and email. A warning appears if a similar contact exists.
• Merge Contacts – If you find duplicates, use Actions – Merge Contacts. Choose the master record and which fields to keep from each. All linked records (invoices, orders) are moved to the surviving contact.
• Contact from Email – If an incoming email comes from an unknown sender, you can create a contact directly from the email in the Discuss chatter.

Bulk Importing Contacts

Use the import feature to load contacts from a CSV or Excel file. This is essential when migrating from another CRM or spreadsheet.

Preparing Your File

The simplest approach is to export a sample file first:

1. Go to Contacts – switch to List view.
2. Click Actions – Export All Records.
3. Select these fields: Name, Company Name, Email, Phone, Mobile, Street, City, State, ZIP, Country, Tags.
4. Check "Export with External IDs" only if you plan to update existing records later.
5. Download the file. Use it as a template – delete the sample rows and add your own data.

Import Field Mapping

Key fields and how to populate them correctly:

Importing with Parent-Child Relationships

To import individuals under existing companies:

1. First, ensure the company contacts already exist in the database (import or create them).
2. Export the companies with External IDs.
3. In your individuals import file, use the "Parent Company (External ID)" column instead of "Company Name" and enter the External ID value.
4. This ensures individuals are linked correctly without ambiguity.

Post-Import Validation

After importing:

• Check the total count matches your source file.
• Spot-check a few records for data accuracy.
• Use the "Duplicates" filter (if available) to find potential duplicates.
• If errors occurred, Quickenerp shows a detailed error log. Download it, fix the rows, and re-import only the failed rows.

Customer Portal

The customer portal allows your customers and vendors to log in and view their documents, communicate, and perform self-service actions – all without accessing the Quickenerp backend.

What Portal Users Can Do

Granting Portal Access to a Contact

1. Open the contact record. It should be a Company (not Individual) with a valid email address.
2. Click the Grant Portal Access button in the header.
3. A dialog appears confirming the email and the portal group (typically "Portal"). You can select additional groups:

• Portal – Basic access to documents.
• Public – No login required, only public website content.
• User (backend) – NOT recommended for customers. This grants internal access.

Portal Security

• Portal users see ONLY documents where they are the customer/vendor. They cannot see other customers' data.
• Portal users cannot access the backend interface (the app switcher only shows the portal menu).
• You can enable Two-Factor Authentication for portal accounts if needed.
• Portal sessions expire after a period of inactivity (configure in Settings – General Settings – Security).