Supplier contacts
A supplier can have any number of contact people, each with their own details and communication roles that record what they deal with — purchasing, accounts payable, purchase orders and so on. One contact is the primary contact. Contacts are managed in the Contact people section of the supplier's Edit page.
Before you begin
- Sign in with the correct Organization selected.
- You need an existing supplier — see Add a supplier.
- Contact people are optional. The name, email and phone on the supplier record itself remain, and are used when no contact person exists.
Open the contact section
- Go to Contacts → Suppliers.
- Open the supplier by its Company Name.
- The contact-people and Addresses sections sit stacked below the supplier's details card.
Add a contact
- Select Add contact.
- Enter the person's details: title, first and last name, job title, department, email, phone, mobile and any notes.
- Optionally choose an associated location — one of the supplier's addresses, recording which site the person is based at. See Manage supplier addresses.
- Tick the person's communication roles (see below).
- Save.
The first contact you add automatically becomes the supplier's primary contact.
Communication roles
Roles record what each person deals with. A contact can hold any combination, and more than one contact may hold the same role:
- General
- Purchasing
- Accounts payable
- Purchase-order recipient
- Remittance-advice recipient
The recipient roles drive the send screens. When you email a purchase order, the To field is pre-filled with the first contact holding the Purchase-order recipient role, and any other holders are suggested as CC. If nobody holds the role, the primary contact is suggested; failing that, the supplier's account email. You can always change the addresses before sending.
The primary contact
Exactly one active contact can be primary — the main person you deal with at the supplier, shown with a green badge. The first contact added becomes primary automatically; to switch, select Make primary on another contact.
Edit, archive and restore
- Edit a contact to change their details, associated location or roles.
- Archive a contact who has left or is no longer relevant; Restore brings them back.
Warning: Archiving the primary contact clears the primary status — no other contact is promoted automatically. Pick a new primary yourself with Make primary.
What happens next
Every change — adding, editing, archiving, restoring, and changes to roles or the primary contact — is recorded in the organisation's audit trail.
Troubleshooting
- The supplier has no primary contact. The primary was probably archived. Select Make primary on the contact you want.
- Emails go to the wrong person. Check the supplier's contacts and their email addresses, or override the recipient in the send window when you email a document.