TABLE OF CONTENTS


Introduction

The Contacts screen stores address details for all your agents, operators, and retail suppliers. The Accounts screen is where you store all financial details associated with the contacts you have set up. The information stored in the Accounts screen mainly pertains to invoicing, but there are some functions that control various behaviours in the Ticketing/Booking screens, such as the default sale type on the account. An account must be associated with a contact, and you can have more than one account set up per contact. 


If you are an Agent adding new operators from the Ticketing screen, the Operator information entered during the set-up process all winds up in the Contacts and Accounts screens. 


The set up screens contain powerful search, filter, and grouping tools to make them easy to find your information. Learn how to use all the functions in our rented article about working with IBIS grid screens.


Add a contact

It is always a good idea to double-check the Contacts screen before you add a new one to ensure you are not adding a duplicate.

  1. Open the Contacts screen, then click Add
  2. Fill in the details. If you are not sure what a field is for, hover your mouse over the field name to see tips. Required fields are bold and marked with an *
  3. If you are adding a new retail supplier for selling stock items, select the appropriate retail type from the list (consignment or non-consignment).
  4. Click Save to add your new contact.
  5. Once added, you can add additional details on the right-hand panel and re-save.



Add an account

Who needs to have an account set up?

  • Activity operators need to create accounts for Agents who book their products. 
  • If you want to charge to an account at Point of sale, accounts will need to be created for these contacts.
  • Drivers or Guides that you wish to pay cash commission for your bookings.

Who does not need to have an account set up?

  • Retail suppliers do NOT need to have an account set up. 
  • Agents who use IBIS Ticketing do NOT need to add accounts in this screen. Accounts will be automatically added when a new operator is added from the Ticketing screen.


Prior to adding an account ensure you have a contact set up in the Contacts screen.

  1. Open the Accounts screen, then click the Add button
  2. Enter the account details. Required fields are marked with an *. Hover your mouse over any field names to see tooltips explaining what the field is for.
  3. Click Save to add.
  4. If needed, update the Account use on the right-hand details panel as follows:
    • Bookings: if this is an agent you need to select from the Booking screen agent droplist (set as default)
    • Guide: if this account will be used to pay commission to a guide at POS
    • POS: if this account will be used to charge to account at Point of sale.
    • Driver: if this account will be used to pay commission to a driver at POS
  5. Click Save, and confirm your changes. 


For Operators, you can use the Account Note field to store contract rate details for your agents. Notes will display at the bottom of the Booking screen. If you add an "!" to the end of your note, it will popup when the agent is selected in the Booking screen so staff cannot ignore it.


Search for a contact or account

  1. Open the Contacts or Accounts screen
  2. Click the magnifying glass at the top of the list panel
  3. Enter the details you wish to search, matching entries will appear


Delete a contact or account

 If you have just added a new contact to your system and wish to delete it, follow these steps:

  1. Open the Contacts or Accounts screen, and search for the supplier you wish to delete.
  2. Check if there are any accounts linked to the contact by clicking on the + symbol on the far left of the contact row.
  3. If you see there are accounts attached, go to the Accounts screen and change the contact associated with the account or delete the account.
  4. If no accounts are connected to the contact, you can right-click on the selected row and choose delete row,
  5. Click Save, and confirm your changes.

You will not be able to delete contacts from your system that have accounts or purchases orders stored against them. You can only make these contacts inactive. 


Make a contact or account inactive

  1. Open the Contacts or Accounts screen, and search for the supplier you wish to make inactive.
  2. Highlight the row, so the contact details will appear in the right-hand panel.
  3. Untick the Active tickbox.
  4. Click Save, then confirm your changes.


Reactivate a contact or account

  1. Open the Contacts or Accounts screen
  2. Untick the Active tick box at the bottom of the screen to show all inactive contacts.
  3. Use the search function to locate the contact you wish to reactivate.
  4. Highlight the contact row you wish to make active again
  5. Click the Active box on the selected row so it appears ticked.
  6. Click Save, then confirm your changes.