Contacts

Every customer and supplier lives in Contacts. Each contact card is a hub showing their full history — invoices, bills, payments, credit notes, and balances — so you never have to hunt across screens to answer “what’s the status with this customer?”.

Add a contact

1. Go to Contacts → New.
2. Enter a Name and (optionally) email, phone, and address.
3. Mark them as a customer, a supplier, or both.

A contact can be both a customer (you invoice them) and a supplier (you bill them) — useful for two-way trading relationships.

Default accounts speed up entry

Set a default income or expense account on a contact and AccountFUN pre-fills it when you create an invoice or bill for them — less typing, fewer miscoding mistakes.

What you can do from a contact

From a contact’s page you can:

• View all their invoices, bills, credit notes, and payments in one history.
• See their outstanding balance and aging (how long they’ve owed you, or you them).
• Raise a new invoice, bill, or credit note directly for them (New).
• Drill into the AR/AP Aging detail for that contact.
• Send them a statement (see below).

Settlement currency for a customer

If a customer always pays in a different currency from the one you invoice in, set Settles in on their contact (with System Rate on Issue Date or Manual Rate). Every new invoice and credit note for them starts with that settlement currency, and you can still change it per document. The contact’s Details tab shows it as Settlement Currency. See Settlement currency.

Customer statements

A statement shows a customer what they owe, or everything that happened on their account over a period.

1. Open the contact and click Send Statement.

2. Pick the type and dates, then click Update Report:

   Type	Shows
   Outstanding	Every invoice still open on the as at date, with what’s been paid and the balance
   Activity	An opening balance, then every invoice, credit note, payment and refund between the from and to dates, with a running balance and the Balance Due

3. Use Send → Print / PDF, Email Statement, or Public Link (a page the customer can open without logging in).

A customer with documents in more than one currency gets one section per currency. Invoices and credit notes that settle in another currency are shown only in the settlement currency — payments against them are shown at the value they paid, so a fully paid invoice nets to zero.

Default CC/BCC for a contact

You can set Default CC and Default BCC on an individual contact so the same addresses are copied on every email sent to them — invoices, reminders, statements, quotes, purchase orders, and remittance advice.

1. Open Contacts, then the contact, and click Edit.
2. Fill in Default CC and/or Default BCC (one per line, or comma-separated) — e.g. CC a customer’s accountant on all their invoices.
3. Save Changes.

This is the contact-wide level of AccountFUN’s three-level CC/BCC system. It stacks on top of your org-wide defaults and under the per-send recipients you type in the compose dialog. When you email a document for this contact, the compose dialog pre-fills with the merged org-wide + contact-wide addresses, and your final edited list is what gets sent — you can remove a pre-filled default for a single send. See Business email → Three levels of CC/BCC for the full picture.

Import many at once

Bringing contacts over from another system? Use Settings → Import (or the import on the contacts area) to bulk-import a CSV, or import them as part of a Data Management org export/import. See Settings for the import flow.

Tips

• Use the search box to find contacts quickly — it’s button-press (press Search or Enter), not live, so it stays fast even with thousands of contacts.
• Keep customer and supplier records merged into a single contact when they’re the same real-world entity; this gives you one combined balance and history.
• Contacts created on the fly while entering an invoice or bill are saved automatically — you don’t have to leave what you’re doing.