Manage Contacts and Set up Master Data Rules

After setting up a business, you should add a personalized contact list in Acxite. By setting up this list, you increase the accuracy of the contact identification and assignment process performed by Acxite. In this article, we will cover how to update contacts and setup rules for default categories, payment methods, or VAT rates assignment on documents based on identified suppliers/customers.

We will cover the following options related to contacts management with Acxite:

Option 1: Add Contact Using the Contacts Tab On the Integration Data Page.

You can follow these steps to add a contact manually in Acxite:

Step 1 – Navigate to the Master Data page from the business dashboard. By default, this will redirect you to the Contacts page.

Step 2 – Click the “Add Contact” button

Step 3 – Provide basic information for the contact. You can provide the following details:

• Contact Name
• VAT/GST Number
• Address
• Post Code
• Country
• City
• Phone Number
• Email Address
• Transaction Currency
• IBAN
• Bank Account Number
• Sort Code
• Bank Name

Note: Only the contact name field is mandatory for adding new contacts.
Acxite can assign a document to the contact even if the name does not match completely.

Step 4 – Specify the default values for the following master data fields:

• Default Purchase Category
• Default Sale Category
• Default Payment Method
• Default VAT/GST rate

Note: When a new purchase or sale invoice is processed, the system automatically selects default values for the purchase/sale category, payment method, and VAT/GST rate, based on whether the contact is a supplier or a customer, and their default settings.

Step 5 – Click the “Save” button.

Your new contact will be added to Acxite.

Option 2: Add Contacts from the Purchase/Sales Invoices Details.

Acxite can automatically extract the supplier from the document. If the system fails to extract the supplier name, it will add a placeholder contact named “Miscellaneous Supplier.” You must manually add the contact after reviewing the document. You can add new contacts from the Purchase/Sales Invoices Details pop-up in Acxite. To add a contact from the details pop-up, please follow these steps

Step 1 – Navigate to the “Purchase Invoices” page from the business menu.

Step 2 – Click the document icon for the relevant invoice.

Step 3 – Enter the supplier name in the Contact field.

Step 4 – Click the “Add Contact” button.

Your new contact will be added, and the system will show a success message.

Creating a contact from the purchase invoice page will mark it as a supplier. You can also create customers from the sale invoice details pop-up.

Option 3: Import Lists of Contacts to Acxite Manually.

You can also import your contacts list CSV file to Acxite, which you might maintain in another tool.

You can follow these steps to import your Contacts to Acxite:

Step 1 – Navigate to the Master Data page from the business side menu. By default, this will redirect you to the Contacts page.

Step 2 – Click the ‘Import Contact’ button.

Step 3 – Download the “Contact Import Template.”

Step 4 – Format your data according to the contact import template of Acxite.

The following data can be provided for contacts using the template;

• Contact Unique Identifier
• *Contact Name
• VAT number
• Email
• Bank Name
• Contact Number
• Bank Account Number
• Sort Code
• Post Code
• Address
• *Contact type
• IBAN
• Default Payment method
• Default Category
• Default VAT/GST
• Default Currency
• Country
• City

Note: Do not change the column headers; save the data in “CSV” format.
Contact name and Contact Type are mandatory fields.

When you download your processed purchase/sale invoices, Acxite will provide this unique identifier in the CSV file.

Step 5 – Specify the contact type for each contact.

The contact type refers to the relationship type of a contact. It is used to differentiate between customers and suppliers.
In the “Contact Type” field, you can enter the following codes to specify the contact type.

• Use “S” to specify a supplier.
• Use “C” to specify a customer.
• Use “SC” to specify that a contact is both supplier and a customer

Step 6 – Click the ‘Browse’ button and select the template with data.

The system will check the selected file and perform the following checks on it:

• No mandatory field should be missing for any contact.
• No duplicate values are allowed in the “Contact Unique Identifier” and “Contact Name.” Acxite will ignore any records that are found to be duplicated.

If any error appears, the system will show an error with the relevant row number in the CSV file. You will need to resolve those errors to import the contacts.

If no validation errors appear, the system will display the count of new contacts created or duplicate contacts ignored.

Step 7 – Click the ‘Import’ button.

Your contact list should be imported to Acxite, and the contacts will now be available on the purchase or sale invoices page.

Option 4: Update Details or Archive a Contact in the Acxite.

You can update your contact details or archive unnecessary contacts so they are not assigned to invoices by Acxite

You can follow these steps to update contact and setup rules for default master data:

Step 1 – Navigate to the Master Data page from the business side menu. By default, this will redirect you to the Contacts page.

Step 2 – Click the  icon for the contacts to be edited.

Step 3 – Update relevant details for the contact, like Status, Default Category, etc.

Note: You can archive a contact using the ‘Status’ field, which will hide this contact during the document extraction of purchase/sale invoices.

Step 4 – Click the “Save” button.

Your contact details are updated in the Acxite.

Frequently Asked Questions