The Contacts page is a database of all your contacts, such as suppliers and customers. Using this page you can add, view and edit contacts, archive inactive contacts, or filter them by customer, supplier, or groups that you can create yourself.

hAIbooks automatically defines the default group of the contact, depending on the nature of transactions you have with the contact. For instance, if you've received a bill from a contact, hAIbooks will allocate the contact to the Suppliers group. A contact can appear both in one, some or all groups.

To navigate to the page, select Contacts from the sidebar menu.

1 Filter Contacts

Customer and Supplier Groups

To view a list of customers and/or suppliers, select one of the three tabs at the top of the screen.

Note: hAIbooks automatically allocates a contact to a Customer and/or Supplier Group, depending on the nature of the transactions you have made with the contact. For instance, if you've received a bill from a contact, hAIbooks will assign the contact as a supplier. You can’t assign a contact to the Customer or Supplier Groups manually but the same contact can be in both groups.

2 Groups

If you would like to group your contacts under different groupings than customer or supplier then you can create an unlimited number of other groups.

2.1 Create a New Group

To create a new group:

  1. Select the Groups

  2. Select New Group.

  1. Enter new group name.

  2. Select Create Group.

Your new group will appear at the top of the contact screen. Select the group name to display the contacts of the group.

2.2. Add a Contact to a Group

To add a contact to a group:

  1. Tick the tickbox next to name and contact person at the top left. If you wish not to add all contacts to a group then just tick the ones you do.

  2. Select Add to Group.

  1. Select a group from the list.

  2. Select Save. 

3 Deactivate a Contact

Deactivating a contact will archive it, which means it will be disabled. You won’t be able to create any new transactions for it. Currently there is no option to delete a contact; you can only archive it.

When you deactivate the contact, you can still view or edit it and it will still be listed in reports.

To deactivate a contact:

  1. On your Contacts page select the button with three dots under Actions of the contact you wish to deactivate.

  2. Select Deactivate.

  3. If you wish to do deactivate multiple contacts at the same time, then tick the tickbox at the top left and tick the ones you wish to deactivate. Select Deactivate.

4 Export the Address Book in .csv Format

To export a list of contacts:

  1. On your Contacts page select the button with three dots next to the search bar.

  2. Select Export all data.

By default, your file will be saved into the selected downloads folder of your browser.

5 Import contacts into the Address Book

To import a list of contacts to the Contacts page :

  1. On your Contacts page Select Import.

  2. You’ll be taken to the Import your Contacts page. Follow the 3-step instructions on the page.

  3. Download the hAIbooks Excel template file.  

The hAIbooks Excel template file contains the correct column headings required to import your contacts data. It’s important that you don’t change the column headings provided in the template, otherwise the import won’t work.  

  1. Export your contacts from your old system as an Excel file (.xlsx or .xls. format). Copy and paste your contacts from your exported file into the hAIbooks template. Make sure that the contacts data you copy matches the column headings provided in the template. Date format must be: dd/mm/yyyy e.g. 25/12/2019

  2. Select Upload, and choose the hAIbooks Excel template file you’ve copied your data into from your computer.

  1.  Select Import Contacts when finished.

If the Upload button is inactive, check to see if that the file you’ve selected is in the correct format. The correct file format  is .xlsx or .xls.

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