This Help Article covers:
General/Overview:
Unlike other CRMs, Katipolt displays multiple "areas" for a Customer/Supplier's business, and a Contact “Person” is selected as the default "Primary Contact" for each area.
For a Customer, Katipolt has four Primary Contact People:
Primary Contact,
Primary Billing Contact,
Primary Quote Contact, and
Primary Job Contact
For a Supplier, Katipolt has a further two Primary Contact People:
Primary Contact, and
Primary Order Contact
When carrying out Katipolt functions relating to different areas of a Customer/Supplier’s business, the selected default Contact person’s email and phone number(s) are displayed.
⚠️ NOTE: Emails are not by default sent to the "Account Email", they are sent to the Email* of the selected Contact Person for that area of a Customer/Supplier’s business. I.E. the Primary Billing, Quote, Job, or Order Contact.
💡 TIP: If you want to change the default email to where a document is sent, this needs to be done on the Contact Person selected as the Primary Contact for that area of a Customer/Supplier’s business the document relates to. I.E. Billing, Quoting, Job or Ordering.
Added "Active" Contact People will display for selection in the drop-down options of the Customer/Supplier's Primary fields.
To Add a Customer or Supplier’s Contact Person
Adding a Customer or Supplier's Contact Person is done from the Contacts Section of a Customer/Supplier Window.
Quick Flow:
Customer/Supplier Window
Contacts Section
Add Person [+]
Person’s Details
[SAVE]
1. From the Customer/Supplier Window's Contacts Section, Press the Add Person [+] button to display the New Contact Popup
2. From the New Contact Popup, Enter the Person’s Details
A "First Name*"
A "Last Name*"
An "Email" for the Contact
A "Phone" number(s)
3. When finished [SAVE]
💡 TIP: If a Customer, ticking “Include in Billing Emails” will copy this person in when sending Sales Invoices or Payment Claims to the “Primary Billing Contact”.
To Edit a Contact Person
Quick Flow:
Customer/Supplier Window
Contacts Section
Person
Person’s Details
[SAVE]
1. From the Customer/Supplier Window's Contacts Section, Press the Contact Person to open and display the Contact Person's Popup
2. From the Contact Person's Popup, Edit the Contact Person’s Details, then Press [SAVE]
To Remove a Contact Person
A Contact Person is not deleted but removed by making them Inactive so they do not display in the Contact's Active list.
⚠️ NOTE: If the Person is selected as a Contact* Person in the Customer's "More details" Section (Primary Contact, Primary Billing Contact, Primary Quote Contact, Primary Job Contact, or Primary Order Contact if a Linked Supplier), you will need to select another person in that field before you can make the Person Inactive and [SAVE].
Quick Flow:
Customer/Supplier Window
Contacts Section
Person
Untick Is Active
[SAVE]
1. From the Customer/Supplier Window's Contacts Section, Press the Contact Person to open and display the Contact Person's Popup
2. From the Contact Persons Popup, Un-tick "Is Active" and [SAVE]
💡 TIP: The Person may also be selected as a Contact Person on a Customer's Site (Customer's Locations Top Tab), you will need to select another Contact Person for the Site(s) before you can make the Person Inactive and [SAVE].
💡 TIP: If making a Contact Person Inactive from a Customer, the Contact Person may also be the Primary Order Contact Person of a Linked Supplier, make sure you select another person on the Supplier.
