How to set up the default contacts

Suppose you want to send your sales quotes and order confirmations to the attention of the buyer of your relation as standard, the sales invoices should be addressed by default to the Financial Administration department of the relation and your sales packing slips to the Expedition department. You can easily set this up yourself. Follow this step-by-step plan to assign a default contact to your sales-related process documents and also to automate the salutation.

Step 1: Go to the 'Contacts' tab

Open the relation card of the relation and go to the 'Contacts' tab. This shows the contacts of this relation. If necessary, use the Preview

Step 2: Make a contact a default contact

Double-click in the list before a contact line to go to the contact maintenance. At the bottom you will find the section 'Default Contact' with two columns. Here you can see at a glance for which of your process documents this contact is the default contact. If necessary, you can also navigate to the other contacts. You use the check boxes in the 'Sales' column if the relation is (or will become) a debtor and in the 'Purchase' column if the relation is (or will become) a creditor. If your relation is both a debtor and a creditor, you use both columns. You can now tick the check boxes per line for the process documents that have to go to that contact (Sales) or will come from that contact (Purchase) by default.

Click on Save

Example: In the 'Default Contact' section, the 'Quote' and 'Order' boxes are checked in the 'Sales' column. What does this mean? This contact will be used by default when a sales quote (the report Sales Quote (8400)) or a sales order (the report Sales Order Confirmation (8401)) is created for this relation.

Step 3: Navigate to another contact

Via the navigation bar, you can quickly and easily navigate to any other contact of this relation. Click on the dropdown indicator in the 'Contact' tile and select the desired contact.

The default contact for your Sales Packing Slip (report 8402) is the contact 'Expedition dept.'. Select this contact and check the 'Packing Slip' box in the 'Sales' column there. Navigate to the contact 'Financial Administration dept.' to set this contact as the default contact for your sales invoices (report 8403); check the 'Invoice' box there.

Click on Save

Step 4: Navigate to the 'Relation'

Via the navigation bar, you can return to the relation. On the 'Contact' tab, the checkboxes are checked per contact line for which document this contact is the default contact.

The address field of each newly created sales quote, sales order confirmation, sales packing slip, and sales invoice will be automatically filled in with the contact details you have entered for the relation by default. You can manually change these details in each sales quote, order, packing slip, and invoice.