Contacts maintained in the Contacts module can be linked to a Supplier/Subcontractor in the Accounts Payable Module. When this contact is maintained in either module the user is given the option to update the details in the other, ensuring consistency and accuracy.
It is possible to do a direct link between a company in the Accounts Payable or Receivable modules and Contacts. If, however, we want to store information about an individual at those locations, we Copy the main Demographic entry and change this entity to individual. Then when we do a search for a certain company, the individual entries will come up as well.
In example we will create a linkable demographic entry (it will contain the same information as the primary Accounts Payable supplier, and can be linked). Then if we change the details in Contacts for the primary entry, the details will change in Accounts Payable.
1. In the Contacts module you can use the search tool to find this contact again and edit the details
2. Click in the Company text box on the Search tab
3.
Type the Company Name of the contact we are trying to find
For example enter
[Legal]
4. Click Search
5. Click No for the Search Secure Contacts message The Search Results will be displayed on the Results tab
6. Select the contact and click on Properties
7. For example select [Legal Eagles]
8. Click on the System Links tab
9. Check the Accounts Payable link box
10. Select
Company and Supplier using the drop down menus to link this Contact to
If
this supplier has already been created you can select the supplier from the drop
down list. You will note that there are Import and Export buttons on the right
hand side. These options allow the user to import from Accounts Payable to
Contacts, or export from Contacts to Accounts Payable.
11. Click on the Export button
12. Since this company does not yet exist in our Accounts Payable, we will need to export it.
13. Enter a Supplier Code and an Account Group and click Next
14. For example we will enter a code of [Legale] and an account type of Suppliers
15. Enter the Trading Terms for the supplier and click Next
16. For example we will select 30D – 30 Days based on Invoice Date
17. Select Yes to the message and click Finish. Then click No to creating another account.
18. Click OK to save the contact.
19. Click Yes
to the message
This will ensure the details in Accounts Payable and Contacts
are consistent with each other
If we want to add individual contacts for this company
20. With the Legal Eagles selected, click on the Copy button
21. Change the Entity Type to Individual
22. Enter the First Name, Last name and individual details for this contact. In this manner all of the initial details about the company are bought over from the original contact
23. Untick the link to Accounts Payable in the System Links tab
24. Click OK to save
25. Click No to the message to return to the Results screen.
It is important to note that once we have copied a contact, and it is not linked to a supplier in Accounts Payable or a debtor in Accounts Receivable (as we removed the tick in step 4), the detail is not updated like the directly linked company.