Create and manage contacts

Overview

You can create an individual contact (supplier or customer), merge duplicate contacts, and delete or deactivate a contact.
Contacts created in the CRM include standard contact details, as well as important information defining the pricing tiers, payment terms, channels, and more related to each contact.

No credit or debit card details are to be stored in Cin7 Omni.

We also strongly recommend that you do not store bank account information.

Create a new contact

In the navigation, select CRM
Select Create New Customer or Create New Supplier.
Enter the Company name and/or the First Name of the primary contact person.
At least one of these fields must be filled to create a contact. Note: please ensure that no special characters used on any fields
Select the Price Tier that will apply to sales or purchases for the contact.
Use Payment Terms to set when a bill or invoice payment becomes due.
Alternative GL Accounts refines how transactions are uploaded from Cin7 Omni to your accounting software.
Use Tax Rate to apply an alternative tax rate to all transactions for that contact.
Add any other relevant information for the contact.
Select Save

Add secondary contacts

You may need to interact with more than one person at a company. To add a secondary contact person, select Add Contact under “Secondary Contacts”, enter contact details, and select Save.

You will need to enter the Company name.

Bill to parent company

Customer contact can be set to have a parent company billed. Billing a parent company (or “Central Billing”) is useful, for example, when selling to a branch of a large retail chain.

Ensure a separate customer contact for the parent company.

Select Bill To Parent Company and select the parent company from the search box.

Update individual contacts

Select the contact name under “Company”, enter or change any details, and select Save.

When you update the email address for an existing B2B customer, they will receive an email to their new and old email addresses informing them of this change. After 1 hour (or if you sync B2B with the CRM), customers will need to log into the B2B online store with the new email address.

Delete a contact

A contact can be permanently deleted if it has no recorded transactions (e.g. if no sales or purchases have been created for that contact).

To delete a contact, select the contact name under “Company”, select Delete, then select OK.

Secondary contacts will also be deleted.

Deactivate a contact

While contacts with recorded transactions can not be deleted, they can be set to “Inactive”. This prevents new transactions from being created for a contact while preserving past transactions created in Cin7 Omni. To make a contact inactive:

Select the contact name under “Company”.
Under “Contact Details”, in the Active field, select Off.

Select Save to confirm the changes.

Inactive contacts can be viewed by selecting Inactive in the Custom Filters field.

Merge contacts

Multiple contacts can be combined into a single contact. This is useful for eliminating confusion when duplicate contacts have been created unintentionally. Only contacts of a similar type can be merged. (For example, merge a customer with another customer, a supplier with another supplier). You can't merge branches.

Merging contacts can not be reversed.
All transactions will be saved.
Cin7 will only keep the details of the contact with the greatest number of active transactions.

We recommend backing up important information for the contacts before merging.

Select the checkbox next to each contact to be merged.
Select Actions, and select Merge Contacts.
Select Confirm Merge.

Related to

Getting started