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Managing Contacts

Contacts in MyBooks are categorized as Customers (who buy from you) or Vendors (whom you buy from). A contact can be both. All contacts are managed under Master Data > Contacts.

Adding a New Contact​

  1. Go to Master Data > Contacts.
  2. Click Add Contact.
  3. Fill in the details:
    • Display Name: The name shown in the app and on documents.
    • Company Name: Official registered business name.
    • Contact Type: Select Customer, Vendor, or Both.
    • Email and Phone: Used for communication and sending invoices.
    • GST Treatment: Choose from Registered, Unregistered, Composite, Consumer, etc.
    • GSTIN: Required if the contact is GST-registered.
  4. Switch to the Address tab to add Billing and Shipping addresses.
  5. (Optional) Set a default Payment Term and Currency for this contact.
  6. Click Save.

Selling or buying in a currency other than your business's home currency? See the Multi-Currency guide for how per-contact currency works.

Credit Limits​

The Credit Limit field (on the Payment Details tab of the Contact form) sets the maximum outstanding balance you're willing to let this contact carry — leave it blank for no limit.

Setting a credit limit doesn't currently stop you from saving a new invoice once a customer goes over it — MyBooks won't block or warn you at the point of billing. Instead, its value shows up on the contact's detail page as a Credit Limit card, alongside how much of that limit is still Available (the limit minus the customer's current receivables). Use it to keep an eye on which customers are approaching or over their agreed limit when you review their account.

Contact Categories, Contact Groups & Sales Person​

MyBooks gives you a few lightweight ways to organize contacts and attribute sales:

  • Contact Groups: Group contacts for filtering and reporting (e.g., "Wholesale", "Retail", "Priority Vendors"). Managed in Settings > Contact Groups, and assigned from the Contact Group field on the Contact form.
  • Contact Categories: A second classification layer (e.g., "Corporate", "Individual"). Managed in Settings > Contact Categories, and assigned from the Contact Category field on the Contact form.
  • Sales Person: Rather than being set on the contact itself, a Sales Person is chosen when you record a sale — the field appears on the transaction form so you can attribute an invoice or other sale to a specific salesperson. Your list of sales reps is managed in Settings > Sales Persons.

Creating a category, group, or sales person

  1. Go to the relevant screen under Settings (Contact Categories, Contact Groups, or Sales Persons).
  2. Click Create.
  3. Enter a name and, optionally, a description.
  4. Click Save.

Once set up, use Contact Categories and Contact Groups to filter your contact lists, to scope a Price List to a specific group of customers, and to break down reports by contact classification. Sales Person lets you see sales totals by rep in reports such as Sales by Sales Person.

Viewing Transaction History​

When you open a contact's detail page, you can see:

  • All associated transactions (Invoices, Bills, Payments, Credit/Debit Notes).
  • Outstanding Balance: Total amount receivable from or payable to this contact.
  • Contact Statement: A printable statement of all transactions in a period.

Importing Contacts​

If you have a large number of contacts, import them from a spreadsheet:

  1. Go to Settings > Data Upload.
  2. Select Contacts as the data type.
  3. Download the sample template, fill in your contact data, and upload the file.
  4. Map the columns and review before confirming the import.

See the Data Import & Export guide for full instructions.