Get ready to say goodbye. The Contact List screen is being replaced the Contacts screen.
The Contact List screen stores all your address and contact details. This includes your own company contact details which may print on receipts and invoices, right through to all your agents, operators or retail supplier details. If you are an agent setting up new operators from the Ticketing screen, the Operator information entered will be added and updated in the Contact List screen when saved.
TABLE OF CONTENTS
Add a contact
It is always a good idea to double check the Contact List screen before you add any new ones to ensure you are not adding a duplicate. You can click the Show droplist to also search for Individuals or Inactive contacts.
- Open the Contact List screen.
- Click the + to add a new row to the grid.
- Either fill in the brief details in the Contacts tab, or switch to the Details tab and fill in the full details (outlined below).
- If you are entering a retail supplier, select the appropriate retail type (consignment or non-consignment) otherwise leave as not-applicable.
- Click Save to keep your changes.
List of fields & functions:
Contact code | This is a unique reference for each contact and is generated automatically by IBIS. |
Contact name | Shows name of contact, this will be the company name unless the contact is an individual. |
Company name | The name of the company. |
Last name | Last name only for individuals. |
First name | First name only for individuals. |
Mobile | Mobile phone number (any format). |
Fax | Fax number (any format). |
Email address. If you are using the ticketing tree or product explorer, this will show as a link that can be clicked to send an email. | |
Website | The company's website. If you are using the ticketing tree or product explorer, this will show as a link that can be clicked to open up the company's website. |
Contact Names(staff) | Names of contacts at that company. For agents, these will show in the notes panel of the Ticketing screen when any product provided by the contact is selected. |
| Contact group | For agents, this allows you to assign a grouping to contacts which you can filter your information tree by. |
Note | This can be filled with any information specific to the company or contact |
Company/Individual | Tick the appropriate box depending on whether this is a contact for a company or an individual person. |
Box/Street address | First line of the address |
City | City in the address |
Region | Complete region in order to be able to filter your contacts by region |
Phone 1/2 | Phone number (any format) |
Active | Tick if the company is active, untick if it's inactive and you no longer want them to appear in in IBIS (note you may also need to make the account inactive). |
| Is Product Supplier | If ticked, this operator will appear in the Availability screen under the Operator droplist. |
Retail type | Choose from not applicable, consignment or non-consignment. If this is an operator select not applicable, for a retail supplier choose non-consignment or consignment. |
Non-tax registered stock supplier | If your stock supplier is not tax registered and therefore there is no tax due on a purchase, tick this box. |
If you no longer deal with a contact, or you have duplicate contact names in the system you may want to make those contacts inactive. Contacts without accounts attached can be deleted if necessary, however, once deleted they cannot be retrieved so it's advisable to just make them inactive until you are sure you don't want them in your system anymore.
Make a contact inactive
- Firstly, check that the contact in question doesn't have an account attached to it by locating the account in the Contact List screen under the Accounts & Contacts menu and click the arrow to the left of the Contact. The screen that launches will be blank if there is no account (if there is an account attached please see Step 7 onward).
- Return to the Contact List screen by closing the Account List screen
- Highlight the contact you are making inactive again and click on the Details tab
- Locate the Active checkbox on the right side of the screen and untick this box
- Click Save
- Click Refresh and your contact is no longer displayed
- If you do find an account attached to the contact you will need to make the account inactive first to ensure it doesn't show up in your booking agent lists and transactions can't be posted to it.
- Once the account has been made inactive you are able to return to Step 1 to make the contact inactive
- If you have an account but it is linked to the wrong contact (ie you have somehow ended up with duplicate contacts, each with an account) and you wish to merge the accounts under one contact firstly locate the contact you wish to deactivate
- Click on the arrow to the left of the contact to open the account within the Account List
- Highlight the account and click on the Details tab
- Locate the correct contact in the Contact drop-down list, select and click Save
- Close the Account List screen and return to the Contact List screen
- You should now be able to click on your Contact and see there is no longer an account attached
- Clicking on the correct Contact will show both accounts
- You are now able to return to Step 1 to make your incorrect contact Inactive
Deleting an incorrect contact
Note that once deleted this CANNOT be undone and the data will be lost permanently. If you are unsure as to whether you will need this information again follow the steps above to make the contact inactive instead
- Ensure the contact you are deleting isn't linked to any accounts by clicking on the arrow to the left of the contact in the Accounts & ContactsContact List screen
- If there is an account linked to it, follow steps 10 - 15 above to assign it to the correct contact
- Once there are no accounts linked, highlight the contact and click on the scissors icon in the top right corner of the grid
Reactivate an inactive contact
- To reactivate a contact you have made inactive, open the Accounts & Contacts Contact List screen
- From the drop-down menu at the top left of the screen select Inactive to view all inactive contacts
- Highlight the contact you wish to make active again
- With the contact highlighted click on the Details tab
- Locate the Active checkbox and click it to tick it
- Click Save, return to the List tab and select 'Companies' or 'Individuals' from the droplist at the top left to view your contact again