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How to set up the default contacts

If you send a lot of quotations, order confirmations, packing slips or invoices, you don't want to create or select a contact person each time. This article shows you how to assign a default contact to each of your sales-related process documents in MKG.

Suppose you want to send your sales quotations and order confirmations as standard to the attention of the buyer of your relation, the sales invoices should be addressed by default to the Financial Administration department of the relation and your sales packing slips to the Expedition department. You can easily set this up yourself. Follow this step-by-step plan to assign a default contact to your sales-related process documents and also to automate the salutation.

Step 1. Go to the Contacts tab

Open the contact card of the contact and go to the 'Contacts' tab. This shows the contact persons of this relation. If necessary, use the Preview display button

to hide the report preview. How to add contacts to a relation



Step 2. Make a contact a default contact

Double-click in the list before a contact line to go to the contact maintenance. At the bottom you will find the group 'Default contact' with two columns. In this group you can see at a glance for which of your process documents this contact person is the default contact person. If necessary, also navigate to the other contacts.

You use the check boxes in the Sales column under 'Default contact person' if the business partner is (or will become) a debtor, in the Purchase column if the business partner is (or will become) a creditor. If your relationship is both a debtor and a creditor, you use both columns. Now tick the check boxes per line for the process documents that should go to that contact person (Sales) or come from that contact person (Purchase) by default.


Relatie > Standaard contactpersoon > Fijnmetaal

In the image above you see the contact person 'Bommel'. There are two check marks under 'Default contact person'. What does this mean? This contact person will be used by default as soon as a sales quotation (report 8400) or a sales order confirmation (report 8401) is created for this business partner.

Click Save



Step 3. Navigate to another contact

Via the navigation bar you can quickly and easily navigate to any other contact of this relation. Click on the dropdown indicator next to 'Contact' and select the desired contact.




The default contact person for your sales packing slip (report 8402) is the contact person 'dept. Expedition'. Select this contact person and check the 'Packing slip' box in the 'Sales' column. Navigate to the contact 'dept. Financial Administration' to set this contact as the default contact for your sales invoices (report 8403); check the 'Invoice' box there.

Click Save


NB!
A check mark can only be active on one contact. If you check a box that was already active for another contact, MKG will automatically uncheck the box for that other contact.


Step 4. Navigate to the Relation

You can return to the Relation via the navigation bar. On the 'Contacts' tab, the check boxes for each contact line are checked for which document this contact person is the default contact person.

In this way, the address field of every newly created sales quotation, sales order, order confirmation, sales packing slip and sales invoice is provided with the contact details that you have entered for the relation. You can manually adjust this data in every quotation, order, packing slip and invoice.


debtorcreditorcontactshippingsales order confirmation (8401)sales quote (8400)departmentsales packing slip (8402)sales invoice (8403)purchasersales quote