The following instructions are for ERPLY Books’ users to give them an overview how to manage contacts. It is possible to divide contacts into three main groups – clients, suppliers, employees. All parties mentioned above can be managed in the contact module. Next is an overview of all the possibilities you have, while managing contacts in ERPLY Books.
Adding a new contact
To add a new contact, please open “sales/purchases”, “contacts”. There is no difference whether you open the module from the sales or purchase side; you’ll be in the same module. After opening the contact module you can see all the existing contacts you have added or imported to ERPLY Books. In the bottom right corner, you will find “+” icon. Clicking on that, allows you to add a new contact (a new window will open). On that opened page you need to fill the boxes with information. Most of the information asked is very common, but some of the boxes have more possibilities than at first it might seem.
To this box, you can add any information you want to add, it has no regulations from ERPLY Books. For example, when dealing with employees you can add their social security number. If you have different customer groups then this box is also suitable for that. You can write the client group names into that box.
To this box, you can add any information you want to add, it has no regulations from ERPLY Books. For example, when dealing with employees you can add their social security number. If you have different customer groups then this box is also suitable for that. You can write the client group name into that box.
If you have entered any information into this box, it is searchable from any module in ERPLY Books. As mentioned earlier, if you have different client groups and you have used this information on the contact card you don’t need to search clients by name but by their client group. For example, you are studying customer report and you want to see the report by “premium customers”. All the customers that have marked as “premium” in the code box and have any open invoices or prepayments are now showed in the customer report.
In this box, you have to determine whether the contact is a legal person (client/supplier) or an employee. This is mandatory.
Is this a customer/supplier?
When adding a new customer, mark it as “customer”, when adding a new supplier, mark it as “supplier”. When adding a new employee, it is necessary to mark it as “supplier”.
Here you can add any information that applies to the contact. There are no restrictions from ERPLY Books’ side.
Here it is possible to add special accounting rules to the contact. It is not necessary to add any information, only if there are some special rules that apply to this contact. Here you can study more about the logic behind account mapping.
For every contact, it is possible to add bank information. This is especially recommended for suppliers to create payments more automatically. Here is a manual for ABA file
How to deactivate a contact?
In need of deactivating a contact, it is necessary to unmark whether the contact is a supplier or customer. If the contact is deactivated you can still see all of the invoices but it is not possible to search for the client.
Importing contacts to ERPLY Books
In need of adding more than just a couple of new contacts to ERPLY Books, it is possible to import them, not just manually insert new ones one by one. For importing new data you need to have it in Excel form, importing module is available when you open “sales/purchases”, “contacts”.
In addition to the columns that you can see right now, it is possible to add more information there. To do so, move your mouse on to the headline and a small arrow will appear, when you click on that a drop down menu appears, where you can see what kind of columns have been made visible. When you mark new values, they will appear on the menu. Also, it is possible to change the order of columns (you need to click on the headline and move it there, where you want it to appear).
Example how to add columns:
When you have created an Excel sheet with all the necessary information and moved all the columns in ERPLY Books to the correct order you can copy the data from Excel to ERPLY Books (make the first row active, and press “ctrl + c” and “ctrl + v” and then save all the data in ERPLY Books.