Update a contact's details
Edit a contact's details so you can get in touch with them easily, and enter default financial details to apply to transactions with the contact. For example, default tax rates, sales discounts, and due dates.
Update a contact's details
- Go to Contacts, then click All Contacts.
- Click the name of the contact you want to edit.
Click Edit and enter your information in the Edit contact fields.
- Click Save.
If you have the Adviser user role, you can see an audit trail of the changes in the History & Notes Activity report.
Contact fields explained
This section provides guidance and tips on the contact fields.
Enter a name for the contact:
|Add account number|
You can add a unique account number (for example, a registration, membership or identification reference) to help you identify, reference and search for the contact.
You can use a combination of letters and numbers.
You can add a primary person as the main contact reference.
If you don't add a primary person, you can use the Attention field in the contact’s postal address to direct invoices and statements to someone else.
You can add an email address to show on the contact’s invoices, credit notes, statements, remittance advices, receipts, quotes, and purchase orders:
|Add another person|
You can add up to five people to each contact (additional to the primary contact).
You must enter an email address for the primary person before you can add another person.
|Phone, fax, mobile, direct dial|
If you enter contact phone numbers, you can customise the DOCX template to show the numbers on your invoices, credit notes, statements, quotes and purchase orders.
If you use Skype, you can add your contact's Skype user name or phone number. Then you use the Skype icon to call them straight from Xero.
You can add a website address for your reference.
Website addresses must begin with http://. For example, http://www.xero.com.
Use the top field (Find address) to run a search for the address as you type. Select a match and the rest will be filled in for you.
The contact's postal address shows on all transactions including paid items (invoices, credit notes, statements, quotes and purchase orders).
If you add or update an address from an invoice or transaction, the contact's postal address is automatically updated.
Click Same as postal address to copy the postal address, or use the top field (Find address) to run a search for the address as you type. Select a match and the rest will be filled in for you.
You can create a customised DOCX template to include the contact's physical (street) address on invoices or other documents.
|Sales/ Purchase Settings|
You can add a default tax setting and account for sales (invoices, credit notes, quotes, receive money) and purchases (purchase orders, bills, credit notes, spend money):
Enter the contact's VAT number and default tax rates to show the information on the PDF invoices, credit notes, statements, and purchase orders you send them.
Your own organisation's tax information is identified in your financial settings.
For most items these rates override the default tax rates set in the chart of accounts, and those set for any inventory items. This excludes purchase orders and quotes, which default to the tax rate used by the inventory item.
You can still override the rate when creating transactions.
Xero uses the information in the EU Country field for your EC Sales List report.
You can add a discount for sales to the contact. Xero applies the discount when you:
You can override the discount when creating transactions.
If your pricing plan includes multi-currency, you can select a default currency for your transactions with this contact.
You can override the currency when creating transactions.
If you make batch payments to a supplier, you can add their bank account details. The details then show on the bills to pay when creating batches.
The Bank Account Number field should have the sort code first then the account number.
Only users with the Contact Bank Account Admin permission can view and update contacts bank account details.
If you've set up more than one branding theme, you can select a default theme for the contact. You can override the theme when creating new transactions (invoices, credit notes, quotes, statements, and purchase orders.
You can also set default due dates for bills and invoices. You can override the default due date when you create a bill or an invoice.
|Xero network key|
If you enter a Xero network key for the contact, you can choose to send invoices and bills from your Xero organisation to theirs.