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Contacts Tutorials Creating and Editing

QuickEasy BOS allows users to create an address book of all their Staff, Customers, Suppliers and other contacts. This address book is named Contacts. 

There are several List Views which display a list of Contacts with key information. Edit View allows users to add or edit the information (if they have the required authority).

When you access contacts from a context menu (right click) it is opened with limited functionality. 

Navigation: Main Menu > Setup > Contacts

These tutorials explain how to create and edit Contacts.

How to Choose between Person or Entity

When you create a contact, you must choose to create a Person or Entity. This choice cannot be changed afterwards. If it must change, create an additional contact for the alternative choice and delete the original contact (if it has not been used in a transaction).

  1. Persons:
    1. Your staff members, reps, or contractors who are individuals. 
    2. Allows you to add the following attribute groups (predefined lists of information for you to fill in):
      1. Bank: Fields for bank details. 
      2. Next of Kin: Fields for emergency contact details.
      3. Language: Fields for languages spoken and proficiency.
      4. Employment: Fields for current and past employment records.
      5. Credentials: Fields for qualifications and memberships.
      6. Job Application: Fields for a standard job application.
      7. Reference: Fields for references.
      8. Medical: Fields for medical details.
      9. Payroll: Tax and payroll information.
    3. Provides a tab to link the contact to an Entity.
  2. Entities:
    1. Customers, Suppliers, or Individuals (e.g. contractors) who trade as businesses (e.g. are registered for VAT).
    2. Allows you to add the following attribute groups (predefined lists of information for you to fill in):
      1.  Customers: Fields include codes, credit terms and limits, contacts, and billing methods.
      2. Suppliers: Fields include codes, credit terms and limits, contacts, and billing methods. 
      3. Currency and VAT: Fields include currency for invoices, default VAT Types, and VAT registration numbers.
      4. Bank: Fields for bank details.
    3. Provides a tab to fill in Employee details.

How to Create a Contact: Person 

  1. Navigate to Main Menu > Setup > Contacts.
  2. Click New (button) > Person.
  3. Fill in the Header section as follows:
    1. Name =
      1. Type a title in the first block.
      2. Type the person’s full name in the second block or click FS to auto fill this information after you have filled in the forenames and surname.
    2. Forenames = Type the person’s forenames.
    3. Surname = Type the person’s surname (spaces are allowed).
    4. Known As = Type the name by which the person is known.
    5. ID No. = Type a government-issued identification number (e.g. ID number, passport number, or social security number).
    6. Groups = Click the ellipses (…) in the groups block and select the groups you want to add.
      • Note: Groups are created via Menu (button) > Edit Groups.
    7. Tel = Type a landline phone number including any international dialling codes.
    8. Mobile = Type a mobile number including any international dialling codes. 
    9. WhatsApp = Type the number the person uses for messaging services including any international dialling codes.
      • Note: WhatsApp is a setting. You can replace the name: WhatsApp with your preferred messaging service.
    10. Email = Type the person’s email address.
    11. Postal address: This block will be prefilled with the default postal address from Addresses (tab).
    12. Street address: This block will be prefilled with the default street address from Addresses (tab). 
  4. Complete the Attributes (tab).
  5. Complete the Addresses (tab).
  6. Complete the Entities (tab).
  7. Complete the Assets (tab).

How to Create a Contact: Entity 

  1. Navigate to Main Menu > Setup > Contacts.
  2. Click New (button) > Entity.
  3. Fill in the Header section as follows:
    1. Name = Type the full legal name of the entity.
    2. Known As = Type the entity’s trade name.
    3. Reg No. = Type the organisation’s registration number.
    4. Groups = Click the ellipses (…)  in the groups block and select the groups you want to add.
      • Note: Groups are created via Menu (button) > Edit Groups.
    5. Tel = Type a landline phone number including any international dialling codes.
    6. Mobile = Type a mobile number including any international dialling code. 
    7. WhatsApp = Type the entity’s number used for messaging services including any international dialling codes.
      • Note: WhatsApp is a setting. You can replace the name: WhatsApp with your preferred messaging service. 
    8. Email = Type the entity’s email address.
    9. Website = Type the entity’s website address.
    10. Postal address: This block will be prefilled with the default postal address from Addresses (tab).
    11. Street address: This block will be prefilled with the default street address from Addresses (tab). 
  4. Complete the Attributes (tab).
  5. Complete the Addresses (tab).
  6. Complete the Employees (tab).
  7. Complete the Assets (tab).

Completing the Tabs

How to Complete the Attributes (tab)

  • There are two attribute options:
    • Attribute Groups are set groups of attributes. The attributes that form part of these groups cannot be deleted. Many of these attributes can be added multiple times.
    • Custom Attributes can be created from Menu (button) > Edit Attributes. You may create as many custom attributes as you need. You can only add a custom attribute once.
  • Once added, Attribute Groups can be dragged and dropped to reorder them.
  1. Add Attribute Groups:
    1. Click Group (button) next to Add on the left and select one of the options from the dropdown list.
      • Note: The list of groups will change depending on whether you are creating a Person or Entity.
    2. Click the Group that was added on the left. Click the Value column next to each entry (on the right) and type or select the required information.
  2. Add Custom Attributes (optional):
    1. Click Attributes (button) next to Add on the right.
    2. Click the attributes on the list you want to add.  (Use Ctrl + Left Click to multi-select) 
    3. Click Select (button).
    4. Click the attributes that were added on the left one at a time and fill in the details in the Value column on the right. 

How to Complete Addresses (tab)

  • Instead of repeatedly typing the same information, lookup lists can be created so users select an entry. Lookup lists can be created for the following address fields:
    • Description
    • City
    • State/Province
    • Country 
    • Code
  1. Click Addresses (tab).
  2. Click the top row where it shows: Click here to add a new row.
  3. Fill in the details as follows:
    1. Description = Type a description that is meaningful to you (e.g. Head Office, Home).
    2. Line 1 = Type the first line of the address (e.g. 12 Baxter Street, or Unit 8, First Floor, Amigo Building).
    3. Line 2 = Type the second line of the address if needed (e.g. the street address if the first line was a building or housing estate).
    4. City = Type the name of the city, town or equivalent.
    5. State/Province = Type the name of the state, province, or equivalent.
    6.  Country = Type the name of the country.
    7. Code = Type the postal, zip, or similar code.
    8. GPS = Type the GPS location of the contact.
      • Note: Click the icon in the GPS field for a template of how the coordinates should be entered. The GPS coordinates are used by the Navigate feature of the Mobile App.
    9. Default = Select Street or Postal to set this address as the default (leave blank if the address is not the default address for either option).
  4. Click Save (button).
    • Note: The default Street and Postal addresses will appear in the Header section only after the Save (button) is clicked. The default addresses cannot be deleted but can be edited.

How to Complete Entities (tab)

  • You can Edit or Delete existing information by right clicking the entry and selecting Open Entity or Delete from the context menu.
  • Only the fields in columns with blue captions can be edited.
  1. Click Entities (tab).
  2. Click Entity (button) next to Add.
  3. Name = Select a name from the dropdown list.
  4. Position = Select a position from the dropdown list of Positions.
  5. Location = Select a location from the dropdown list of Locations (the list will contain the description of addresses that were created for the Entity).
  6. Click Save (button).

How to Complete Employees (tab)

  • You can Edit or Delete existing information by right clicking the entry and selecting Open Employee (contact information), Edit Employee (edit employee popup form), or Delete Link to Employee from the context menu.
  • Only the fields in columns with blue captions can be edited.
  1. Click Employees (tab).
  2. Add an existing contact as an employee:
    1. Click Employee (button) next to Add > Select Contact.
    2. Name = Select a name from the dropdown list.
    3. Position = Select a position from the dropdown list of Positions.
    4. Location = Select a location from the dropdown list of Locations (the list will contain the description of addresses that were created for the Entity).
    5. Click Save (button).
  3. Add a new employee:
    1. Click Employee (button) next to Add > Add Contact.
    2. Fill in the form that was opened, which matches the information needed for the header section when you create a Person contact.
    3. Close the popup.
    4. In the Location column, select a location from the dropdown list of locations(the list will contain the description of addresses that were created for the Entity).
    5. Click Save (button).

How to Complete Assets (tab): Selecting Assets

  1. Click Assets (tab).
  2. Click Asset (button) next to Add.
  3. Click Select Assets.
  4. On the popup:
    1. Select the Type from the dropdown list.
    2. Click View (button).
    3. Type part of the name in the search block (optional).
    4. Select all the assets to add.  (Use Ctrl + Left Click to multi-select). 
    5. Click Select (button).

How to Complete Assets (tab): Adding Assets

  1. Click Assets (tab).
  2. Click Asset (button) next to Add.
  3. Click Add Assets and select a Type of Asset from the dropdown list.
  4. Complete the form as needed. See Assets for detailed instructions.
  5.  Close the form to return to Edit Contacts. The asset will be added.

How to Edit a Single Contact Record

If you click Edit (button), it is greyed out to indicate Edit Mode is active. Edit Mode is sometimes reset when you leave the screen. Buttons to add details are only available if Edit Mode is active.

  1. Navigate to Contacts.
  2. Double click an entry to edit it.
  3. Click Edit (button).
  4. Make any of the changes as described above.
  5. Click Save (button).

How to Edit Multiple Contact Records

If the Groups column is not displayed, click Field Chooser (*) in the first column and check the checkbox next to Groups.

  1. Navigate to a list of Contacts.
  2. Click Actions (button) > Batch Update.
  3. Click Groups on the dropdown list (on the left).
  4. Select a group from the adjacent dropdown list.
  5. Click Add (button) to add the group.
  6. Click Remove (button) to remove the group.
  7. Confirm the update.

How to Add Image Profiles

  • Additional features are available from the popup’s Actions button:
    • Copy Link: Copies the link to the image.
    • Open File: Opens the file.
    • Delete: Deletes the image.
  1. Navigate to Contacts.
  2. Double click a Person Contact to edit their record.
  3. Click Menu (button) > View/Edit Image Profile.
  4. On the popup:
    1. Click Edit (button).
    2. Description = Prefilled with the user’s name. You can edit the name or select an option from the Description Lookup List.
      • Note: You can edit the lookup list by clicking Menu (button) > Edit Description Lookup Lists.
    3. Type: Locked to Image Profile.
    4. Proceed with either Step 5 or Step 6.
    5. Click Capture Image (tab) to take a photo of the contact.
      1. The photo will appear on screen.
      2. Click Pause (button).
      3. Click Save (button).
      4. The image is displayed along with a link to the image on the Detail tab.
        • Note: Click Switch (button) to switch to a different camera attached to the device.
        • Note: Click the settings icon on the image to change the device or resolution.
    6. Click Upload From Device (tab) to upload a photo.
      1. Drag a file over the text: Drop File Here or click Select Files from Your Device and navigate to the file.
      2. The image is displayed along with a link to the image on the Detail tab.
      3. Click Save (button) if not greyed out.
    7. Close the popup.

How to Add Notes and Attachments 

  1. Navigate to Contacts.
  2. Right click a contact and select View/Edit Notes & Attachments.
  3. Add any Notes or Attachments.

How to Create Address Lookup Lists 

  1. Navigate to Contacts.
  2. Click Menu (button) > Default.
  3. Right click a contact and select Edit Contact from the context menu.
  4. Click Menu (button) > Edit Address Lookup Lists.
  5. On the top dropdown list, select the Address field you want to create a lookup list for.
  6. Type the entries, one entry per line.
  7. Click Save (button).

Troubleshooting

Missing Features and Functionality

  1. When a contact is opened from a different module (e.g. transactions), it is opened with limited functionality.
  2. Navigate to Main Menu > Setup > Contacts and re-open the contact there to gain full functionality.

Unable to Edit a Contact

  1. If there is an Edit button on screen, and it is not greyed out, click it to enable editing.  
  2. You need User Access: Edit Rights to edit a contact.

Mouse Clicks are not Generating a Response

  1. If you try to edit a record and you are not in editing mode (Edit (button) is not greyed out), it will appear as if nothing is happening.
  2. If you try to edit a setting on a form that adds the settings, it will appear as if nothing is happening. (Settings can only be edited after they are added.)

Warning Messages keep Appearing

  1. A warning will be displayed when you are trying to complete an action that is not allowed or unavailable. For example:
    1. A feature is unavailable to you, but available to other users (e.g. you do not have the required access rights).
    2. A feature is generally available, but unavailable for that specific item (e.g. you can freely delete Custom Attributes, but you cannot delete Attributes that are part of the fixed sets).
    3. A feature was available, but certain actions have disabled it (e.g. once an Item is copied to a Variation, attributes can no longer be added or deleted).
  2. You are trying to complete an action, but all the necessary conditions have not been met (e.g. transaction or items do not have the required statuses).  

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