Working with Contacts in Merchanter

In Merchanter, you can add and manage contacts against both customers and suppliers. There’s no limit to how many contacts you can assign to each account, and you can also set default contacts for buying and accounts if you’re regularly dealing with the same people.

Adding New Contacts

To begin, open the relevant customer or supplier record. In this example, we’re adding new contacts to a customer. Once you’ve opened the record, look for the Contacts tab along the top. This section lets you create new contacts, edit existing ones, archive those who are no longer with the company, restore previously archived contacts, or permanently delete them if needed. Please note that a contact can only be deleted if it is not assigned to a record, like a sales order.

To add a new contact, click the green New button, and the contact pop-up will open. You’ll then be able to enter key details such as a title (for example, Mr), first name, and last name. You can also enter a job title to clarify their role within the business.

If needed, assign a depot to the contact — this limits their visibility to that depot only. Then, add a phone number, mobile number, and email address. Tick boxes alongside the contact fields allow you to set contact preferences.

Once all the required information is filled in, click Done to save the contact.

Editing, Archiving and Restoring Contacts

If you spot an error or need to update a contact’s information, click once on the contact’s name and choose Edit, or double-click to open it directly.

To archive a contact (for example, if they’ve left the company), select them and click Archive. They’ll remain visible but appear greyed out with a line through their name. You can restore an archived contact at any time or delete an archived contact permanently if they are no longer needed with the available buttons.

Setting Default Contacts

Once you’ve added your contacts, you can assign default contacts in the Invoice Control and Sales Order Control sections of the customer record.

The invoice contact is typically someone in the accounts team, while the sales contact is the person you usually deal with for day-to-day orders. Click the dropdown in each section to choose from your existing contact list. If needed, click the eye icon to the right of the field to view or edit the selected contact before confirming.

if you have not yet set up any contacts , there is a Create default contact button. to create and assign your contact in one operation.

Remember to click Save once you’ve made your selections to accept your changes and take the customer out of Edit mode.

Viewing and Managing All Contacts

You can also access all contacts across the system from the Contacts menu. This gives you a complete list of both customer and supplier contacts. Use the filters at the top of the screen to narrow the view, and the smart search bar to find specific names or details. There are also a couple of different views to pick from down the left-hand side.

While you can’t create new contacts from this screen, you can edit or archive existing ones. There’s also an option to bulk edit shared information — for example, if you want to apply the same title or depot to multiple contacts. Just select the contacts you need and click Edit Selection. Note that unique fields like individual emails or phone numbers can’t be changed in bulk.

Summary

That covers everything you need to get started with contacts in Merchanter. Whether you're managing sales reps, accounts, contacts, or admin staff, this area allows you to keep all contact details organised and accessible in one place.

If you're ever unsure about changes, be sure to check with your system administrator or refer to your company’s internal process guides.