Contacts

Manage contacts

Contacts holds the customers you sell to and the vendors you buy from, with their addresses. A contact can be a customer, a vendor or both.

Add a contact

1. Open Contacts, then use New contact at the top of the page.
2. Enter the Name.
3. Under Roles, tick Customer, Vendor or both.
4. Add an Email and Phone if you have them.
5. Select Save record.

Biosphere gives the contact a reference, shown beside its name with a copy control. For example, Alder Retail as a customer, or Northfield Ceramics as a vendor.

Find a contact

Type a name or reference in Search by name or reference… at the top of Contacts. The list shows 20 contacts a page with their reference, status and when they last changed.

Edit a contact

1. Open the contact from Contacts.
2. Select Edit.
3. Change the details, then select Save record.

Add an address

1. Open the contact.
2. Under Addresses, select New address.
3. Enter Address line 1 and the Country code, such as US or GB. Add a Label such as Warehouse or Billing, and any other lines, city, region and postal code.
4. Select Save record.

To change an address, point at it and select Edit.

Add a contact while creating an order

In an order’s Customer or Vendor field, type the contact’s name. When no contact matches, the list offers to create one with that name. Fill in the rest, including the right role, and save it; the order uses the new contact.

What to know

• A sales order’s customer must have the Customer role, and a purchase order’s vendor must have the Vendor role. Biosphere refuses the order otherwise; add the role to the contact first.
• You can’t remove the Customer role from a contact that has sales orders, or the Vendor role from one that has purchase orders.
• Contacts and addresses can’t be deleted. Set a contact’s Status to archived when you stop working with it; its orders keep it.
• Names can be up to 300 characters and email addresses up to 320.
• The contact’s Activity lists every change to it and its addresses. See Read a record’s Activity.