Contact master data are maintained in the Sell > Contacts menu. Here, you can open the specific contact master data that you wish to maintain or change.
Proceed as described below to open the desired contact master data:
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Enter the customer, supplier or employee name or part of the name into the search filter in the Name column.
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From the displayed results select the desired customer, supplier or employee. Open the contact record by double-clicking the record line or clicking on the pencil icon.
Note
All fields described in these instructions are optional unless otherwise marked as obligatory. We recommend to fill all fields relevant to you as best as possible, as many fields are used in other functionalities and you’ll avoid manual rework.
Most of the tabs described in these instructions contain export options for the relevant data via button which you can find below the table:
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CSV
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Excel
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PDF
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Clipboard
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Print
You can find more info about the export of contact master data in the article (Exporting contact master data).
Aditionally most tabs contain different filter and search options.
The following search and filter options are available:
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Filter options displayed above the table, which can be activated and deactivated, e.g.
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Column filters under the column headers, in which you can enter a search term or parts thereof, e.g.
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The field Search above the table on the right, in which you can enter a search term or parts thereof:
You can combine the search and filter options described.
You can find information on how to fill the Details tab fields in the article Creating contact master data.
You can store files with different contents like delivery terms or service level agreements with suppliers in the Files tab.
To store a new file:
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Click Create a new file under the tab listings.
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Add the required file to the Insert files here section using drag & drop or click Datei auswählen (select file) and select the required file from your computer.
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Enter a unique designation for your file in the Title field.
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Enter a description for your file in the Description field.
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Select a keyword for your file in the keyword field. Available options are: Other file, Cover page, Attachment and profile picture. If you for example select the keyword Attachment, you can add the file as an attachment to your receipt within the Send dialog.
Using the Bulk Batch Processing option you can create a ZIP file containing several files or open the files in one PDF.
To create a ZIP file containing several files or open a PDF files with all my files:
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Select the required files by activating the check box in front of the relevant file lines. Alternatively in the Bulk Batch Processing section activate the check box mark all.
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Click Create ZIP or Open collective PDF.
The CRM tab displays an overview with shows all interactions with the customer, supplier or employee so far, that is
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all letters sent
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all emails sent and received
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all phone records recorded
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all notes created
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all internally created follow-ups
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all tickets created by the customer or supplier
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all events
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all receipts like offers, delivery notes, invoices, etc.
On the left in the form all the CRM categories contained in the overview are displayed. For the categories with a cross next to them, you can directly contact the customer, supplier or employee or enter notes, comments, follow-ups or appointments.
You can find more information on how to start or create CRM activities via the contact master data in the Starting CRM activities via the contact master data article.
On the right-hand side of the tab you can find an overview of all interactions between you and your customer, supplier or employee as well as notes and receipts.
In addition to the filter options described in the introduction of this article this tab offers you another filter option:
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If you only want specific categories like Follow-ups, Letters etc. displayed in the overview, you can select those categories activation the check box on the left next to the category. You can activate more than one category to display.
Note
In order for customer replies or supplier replies to be shown in the overview, these have to be sent to the central company email address.
When first creating your contact master data you assign a role to that master data, e.g. customer, supplier oder employee.
The Roles tab display all the roles assigned to the current master data record. Further information is also shown like Zuordnung (assignment - project or group), Auswahl (Selection - which project or group) as well as start and, if available, end date (Seit, Bis) or the role assignment.
In this tab you can also assign additional roles to your contact master data, e.g. if a previous customer is now also your supplier or the role assignment differs by project, i.e. supplier in one project, customer in another. Furthermore you are able to assign temporary roles and you can delete obsolete roles.
To assign a new role:
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In the field Role select the new role you want to assign to the current contact master data. The following options are available: Kunde (customer), Lieferant (supplier), Mitarbeiter (employee), and Mitglied (member). The role Mitglied relates to groups. You can find more information on groups in the article Groups .
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In the field from select whether the role should be assigned based on a project or a group.
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Enter the relevant project or group in the field next to the selection field from. If you leave this field empty, the role relates to all projects or groups.
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Click on Create as a new role.
The new role is displayed in the table.
To assign a temporary role:
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Follow the previously describes steps 1 till 5 to assign the role.
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In the Action column click on the pen icon for the role you want to assign temporarily.
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Define the fields From and Until and click Save.
The role table will now show the start and end date for the temporary roles in the fields Seit and Bis.
To delete roles:
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For the relevant role, in the column Action click the X icon.
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You are asked if you really want to delete the role. Click OK.
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The role assignment is deleted from the table.
Note
Roles can be used to assign user rights to employees. You can find more useful information concerning user rights in the Import/Export article.
In the Groups tab you can add your master data to groups or price groups. You have to create these groups in advance. More information about how to create and use groups can be found in the Groups article.
The table in this tab shows all available groups. If you want to add your customer to a group, activate the relevant Group check box on the left in the table.
The Time tab shows all recorded working times for your employees including the relevant task. Time is recorded via the Employee time recording module.
You can modify the displayed times by clicking on the pencil icon in the Menu column.
More information about time recording can be found in the Employee time recording article.
The Contact person tab shows all contact persons at your customer or supplier. You can also add new contact persons here.
To add a new contact person:
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In the Actions section click +Create a new entry.
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In the Contact Person form fill all fields with the relevant information, add information in the text fields and activate the required check boxes. The check boxes available here are described in the Creating contact master data article.
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Select a group, if required (must have been created in advance).
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Click Save.
The new contact person is added to your overview.
In the Delivery addresses tab you can add alternative delivery addresses to the main address and define an alternative default delivery address.
To create an alternative delivery address:
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In the Actions section click on Create a new entry.
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Enter the address and contact data as well as the other required information in the relevant fields.
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Optional: You can enter text into the field Delivery note remark that will appear on documents (offers, sales orders, and delivery notes) when the variable {LIEFERADRESSE_HINWEIS} has been added to the respective text template of the document.
You can add the variable under Settings > Set up your System > Text Templates.
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In case the VAT ID and the Taxation of the alternative delivery address deviate from the information entered in the Details tab, enter the deviating VAT ID and taxation in the relevant fields here.
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If you want to set the alternative delivery address as standard delivery address, activate the Standard delivery address check box.
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After entering all relevant data, click Save.
You can select the alternative delivery address in your customer sales order,
The Price list tab contains an overview of all articles including the current prices.
In the Accounts you can manage the access to other applications such as to an Amazon seller account or a LinkedIn account.
To add a new account:
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In the Actions section click on +Create a new entry.
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Add the required information in the fields Designation, User name, Password, Type (e.g. LinkedIn, Amazon), URL, and Email.
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You can add further information like for example remote access details for this account in the field Notes.
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Use the fields Valid from and Valid to to define a time frame during which the account is valid.
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Select the check box Active to activate the account in the system.
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After you have entered all relevant information click Save.
The account is displayed in the overview.
The Receipts tab contains all receipts for this customer. It also includes a short customer statistic incl. Credit limit, Sales net invoice current year and balances.
The Product tab consists of the following subtabs: Product, Serial numbers/batches/best before date and RMA.
These tabs contain all the articles included on the customer receipts.
This tab contains an overview of all products included in documents including sales price. The decisive factor is always the time at which a product was inserted in a delivery bill or invoice.
The subtab Serial numbers/batches/best before date:
This tab shows all products with a serial number, a best before date or a batch number.
In the Time account tab you can find all working hours (times) booked on the customer, e.g. for services rendered. You can transfer these times with and without time stamps as service to an order or an invoice.
The times shown in the overview can be processed using the Bulk Batch Processing.
To process times using the Bulk Batch Processing:
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Select the required times by activating the check box on the left of the relevant time line or select all times by activating the check box mark all in the Bulk Batch Processing section.
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Activate the check box including date and person responsible as a label to add the editor and date within the receipt.
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Click one of the following buttons:
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Billing times. The times are billed, that is that an an hourly rate item can be created on an order or an invoice for the contact master data for this contact.
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Mark as billed only. The times will be marked as billed but no receipt is being created.
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Just mark it as open. The times will be marked as open.
The times are processed. In the contact master data of an employee, you can view the booked working and break times in the Time tab.
The Subscriptions tab contains information about existing subscriptions and you can create a new subscription here.
Note
For the tab to be displayed, you must first activate the relevant module within the App Center.
To create a new subscription:
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In the Actions section click on +insert new element.
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Select the Product for which you want to create a subscription, enter a name for the subscription in the field Designation and enter a Description.
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Activate the check box Replace descriptive text if you only want to display the description entered here and not the description from the master data.
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Enter the Quantity of the product, the Net price and, if required, the Discount in %,
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In the Automatically create as fields select whether the subscription should be automatically set as an invoice or order in a previously defined group. Additionally you can define a Sequence.
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Enter the subscription start date in the field First start date, in the field Payment cycle select the payment cycle in weeks, months or years and enter the subscription end date in the field End date.
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Activate the check box Expert mode to allow for further settings and a manual reset of the last billing date.
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Click Save.
The new subscription is created and displayed in the overview.
Clicking on Sort by in the Actions section will sort your subscription products.
Here you can also maintain or delete a subscription. To edit a subscription, click on the pencil icon under Menu for the subscription in question; to delete it, click on the cross icon.
In the Service tab you can find all current service and support tickets. You can also create a new request in the form of a service and support ticket.
To create a new service and support ticket:
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In the Actions section click on +Create a new request.
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The system will ask you, if you want to create a new request. Click OK.
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Fill the relevant details and transfer your request.
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Click Save.
The new service and support ticket has been created and is displayed in the overview. You can find more information on service & support in the Service & Support article.
The Delivery program tab contains an overview of the purchase prices for all products supplied by this suppliert. Furthermore you can find out in which document the article appears and in which quantity as well as the current stock and the requests in the current and past month.
The Orders tab comprises the two subtabs Orders and Product.
The subtab Orders contains all open orders with status, date and the responsible person. If you want completed orders to be included in the list, activate the filter Also completed which you can find above the table.
In the Product subtab you can find all currently open product orders. If you want to mark products as delivered, click on the blue arrow in the Menu column.
In the Liability tab you can find all your liabilities to the supplier. Apart from invoice information the payment options as well as the current open amounts will be displayed. In the Monitor column the traffic light system will show you, which steps in the payment process have already been completed (shown in green) and which are still open (shown in orange).
You can open and edit your liabilities under Menu by clicking on the pencil icon or download the invoice directly as a PDF document by clicking on the PDF icon for your liability.
The Serial letters tab displays all available layout templates for serial letters. Information on how to create layout templates for serial letters can be found in the article Layout templates.
You can download the templates shown here in PDF format by clicking the PDF symbol in the Menu column.
In the VAT ID check tab you can check the VAT ID number for EU customers. For audit purposes, the official letter from the Bundeszentralamt für Steuern ist required. Please make sure that one letter for each request is available. Under Address > Details > Payment conditions/taxation only a format check of the VAT ID is performed. The real VAT ID check is done in the tab VAT ID check.
To check the customers VAT ID:
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In the Actions section click on +New VAT ID check. Note that a new check will be created and saved automatically.
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The fields in the section Data will be filled automatically with the stored master data. Fill in any missing data.
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Select one of the following actions:
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simple online exam. If the address data is correct, you can start an online check at the Bundeszentralamt für Steuern (only in Germany). You will get a response whether the check was successful.
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qualified online exam. This check is more comprehensive than the simple online exam. In addition to the VAT ID this check will check the validity of the company name, the street, the ZIP code and the town.
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Update master data. The contact master data is updated as well as all created open orders.
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Google search. The Google search will help you finding the correct address data of the customer.
After the online check Xentral will display whether the VAT ID check is valid or invalid.
Each check is displayed in the overview.
Please note that the interface can only be used between 5 am and 11 pm due to the working hours of the Bundeszentralamt.
Important
Make sure that your own VAT ID data have been entered in your company data as this will be used as requesting number. Only companies located in Germany are able to use this function.