Create/update Contacts and Setup Rules for Default Master Data

Last Updated on:June 27, 2023

After setting up a business, you should add a personalized contact list in Receipt Bot. By setting up this list, you increase the accuracy of contact identification and assignment process performed by Receipt Bot. In this article, we will cover how to update contacts and setup rules for default categories, payment methods, or VAT rates assignment on documents based on identified suppliers/customers.

We will cover the following options related to contacts management with Receipt Bot:

Integrate with Accounting Software to keep the contacts list synced automatically.
Add contact using the Contacts tab on the Integration Data page.
Add contacts from the Purchase/Sales Invoices details pop-up while reviewing the extracted data.
Import lists of contacts to Receipt Bot manually.
Update details or archive a contact in the Receipt Bot.

Option 1: Integrate with Accounting Software to import contact lists automatically

When you integrate your Receipt Bot business with accounting software, Receipt Bot will automatically import all your contact data and update the contact list based on changes in the integrated accounting software.

You can find more details on integrating a Receipt Bot business with accounting software.

Integrate with Xero

Integrate with QuickBooks Online

Option 2: Add contact using the Contacts tab on the Integration Data page.

You can follow these steps to add a contact manually in Receipt Bot:

Step 1 – Navigate to the Contacts page

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Step 2 – Click the “Add Contact” button

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Step 3 – Provide basic information for the contact. You can provide the following details:

Contact Name
VAT/GST Number
Address
Post Code
Country
City
Phone Number
Email Address
Transaction Currency
IBAN
Bank Account Number
Sort Code
Bank Name

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Note: Only the contact name field is mandatory for adding new contacts.
Receipt Bot can assign a document to the contact even if the name does not match completely.
If integrated with QuickBooks Online, ensure that the contact’s currency will match the document’s currency because QuickBooks Online does not accept transactions if these currencies do not match.

Step 4 – Specify the default values for the following master data fields:

Default Purchase Category
Default Sale Category
Default Payment Method
Default VAT/GST rate

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Note: Whenever a new purchase or sale invoice is processed, the system automatically selects default values for the purchase/sale category, payment method, and VAT/GST rate based on the default supplier’s settings.

Step 5 – Click the “Save” button.

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Your new contact will be added to Receipt Bot.

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Note: If your Receipt Bot business is integrated with any accounting software, the contact will not be available immediately in your integrated accounting software. Instead, it will be exported when you export a document with this contact assigned.

Option 3: Add contacts from the Purchase/Sales Invoices details pop-up while reviewing the extracted data.

Receipt Bot can automatically extract the supplier from the document. If the system fails to extract the supplier name, it will add a placeholder contact named “Miscellaneous Supplier.” You must manually add the contact after reviewing the document.

You can add new contacts from the Purchase/Sales Invoices Details pop-up in Receipt Bot. To add a contact from the details pop-up, please follow these steps;

Step 1 – Navigate to the “Purchase Invoices” page from the business menu.

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Step 2 – Click the document icon for the relevant invoice.

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Step 3 – Enter the supplier name in the Contact field.

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Step 4 – Click the “Add Contact” button.

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Your new contact will be added, and the system will show a success message.

Creating a contact from the purchase invoice page will mark it as a supplier. You can also create customers from the sale invoice details pop-up.

Option 4: Import lists of contacts to Receipt Bot manually.

You can also import your contacts list CSV file to Receipt Bot, which you might maintain in another tool.

You can follow these steps to import your Contacts to Receipt-Bot:

Step 1 – Navigate to the Contacts page from the business menu.

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Step 2 – Click the ‘Import Contact’ button.

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Step 3 – Download the “Contact Import Template.”

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Step 4 – Format your data according to the contact import template of Receipt Bot.

The following data can be provided for contacts using the template;

Contact Unique Identifier
*Contact Name
VAT number
Email
Bank Name
Contact Number
Bank Account Number
Sort Code
Post Code
Address
*Contact type
IBAN
Default Payment method
Default Category
Default VAT/GST
Default Currency
Country
City

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Note: Do not change the column headers; save the data in “CSV” format.
Contact name and Contact Type are mandatory fields.

Pro-tip: If you use an external Accounting Software and want to import the contact list from that software. You can export contact lists from that external software with its unique code, and you should save that code as the “Contact Unique Identifier” column.

When you download your processed purchase/sale invoices, Receipt Bot will provide this unique identifier in the CSV file.

Step 5 – Specify the contact type for each contact.

The contact type refers to the relationship type of a contact. It is used to differentiate between customers and suppliers.
In the “Contact Type” field, you can enter the following codes to specify the contact type.

Use “S” to specify a supplier.
Use “C” to specify a customer.
Use “SC” to specify that a contact is both supplier and a customer

Step 6 – Click the ‘Browse’ button and select the template with data.

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The system will check the selected file and perform the following checks on it:

No mandatory field should be missing for any contact.
No duplicate values are allowed in the “Contact Unique Identifier” and “Contact Name.” Receipt Bot will ignore any records that are found to be duplicated.

If any error appears, the system will show an error with the relevant row number in the CSV file. You will need to resolve those errors to import the contacts.

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If no validation errors appear, the system will display the count of new contacts created or duplicate contacts ignored.

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Step 7 – Click the ‘Import’ button.

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Step 8 – Click the “Finish” button to complete the process.

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Your contact list should be imported to Receipt Bot, and the contacts will now be available on the purchase or sale invoices page.

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Option 5: Update details or archive a contact in the Receipt Bot.

You can update your contact details or archive unnecessary contacts so they are not assigned to invoices by Receipt Bot.

Note: You cannot edit contact details if your business is integrated with accounting software like Xero or QuickBooks Online.

You can follow these steps to update contact and setup rules for default master data:

Step 1 – Navigate to the Contacts page from the business menu.

Step 2 – Click the icon for the contacts to be edited.

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Step 3 – Update relevant details for the contact, like Status, Default Category, etc.

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Note: You can archive a contact using the ‘Status’ field, which will hide this contact during the document extraction of purchase/sale invoices.

Step 4 – Click the “Save” button.

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Your contact details are updated in the Receipt Bot.

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Next Step

As you have set up your contact’s data in Receipt Bot, the next step can be importing your chart of accounts in Receipt Bot so that the relevant category gets linked to processed documents. Please refer to the following article: Create and update accounting categories in Receipt Bot