- Access Contacts from the toolbar
- Click on the New contact button
How to create new contacts in Holded
1. Complete the basic fields
- Choose whether the new contact is a Person or a Company
- Enter their name and VAT number
- Add the location data: Address, City, Postal Code, Province, and Country
It is advisable to include the fiscal address as it is the one that will appear on all documents
- Enter your Business Name and VAT ID
- Include the contact information: Email, Phone, Mobile, Website
- Add tags
- Specify the type of contact
If you want to know more about these fields and the implications on the choice of contact type, see this article.
2. Add bank information
- Bank: In the drop-down menu, choose the corresponding bank
- IBAN: It is essential to indicate the customer's IBAN to be able to create wire transfers in Holded
- SWIFT: Add the customer's security code to be able to identify the receiving bank when making a transfer. If it is a national contact, it is not necessary to include it
- Mandate Ref (SEPA wire transfer): This is the creditor identifier and should be provided by the contact
- Mandate date (SEPA wire transfer): Corresponds to the mandate start date with the contact. It expires 36 months after the last collection
It is very important to include correctly the bank information to be able to generate inbound and outbound wire transfers with a given contact.
If you want to set this bank as the default bank for this contact, check the Default bank box at the bottom. If you want to remove this bank, click Delete. On the other hand, if you want to add another bank, click Add bank.
3. Set preferences
- Language: Indicate the language of the contact, note that Holded will automatically create the documents with the language you choose
- Currency: Add the currency in which you want to trade with the contact
- Sales account: Indicate an account according to the type of activity you will have with the contact. These accounts will appear in the Sales > Sales accounts section
- Purchase account: Add this account if the contact is a supplier. The account we include is automatically added in the documents and will appear in the Purchasing > Expense accounts section
- Reference: Include the contact's internal reference (if it has one). It is used to identify a specific contact
- Payment method: Choose the payment method by which the contact will pay his invoices (Cash payment or Bank transfer)
- Due date: Select a default due date that will automatically appear when you create an invoice for that particular contact
Remember that the due date is nothing more than the deadline for payment. That is to say, it is the maximum date that we indicate for the payment to be issued. It is usually set as a fixed date (March 11, 2020) or in number of days (30, 60, 90).
- Discount: If you have agreed on some kind of discount, you can add it in this field so that it appears automatically when creating a document for that contact
- Rate: These rates are included in the products. They are special prices that you can assign to the contact of your choice
- Payment day: Select a fixed payment day so that when creating a document it appears as a due date taking into account the due date assigned to the contact. For example, if an invoice is issued on August 20, 2020, the contact's due date is 10 days and the payment day is the 22nd. The due date that will appear on the invoice will be September 22, 2020
- Show trade name on invoices: Check this box if you want the trade name you have previously included to appear on the invoices you will send to the customer
- Show country on invoices: Check this other box to include the country of each customer on the document
- Assign default numbering lines: Click on this section to choose a numbering line for each type of document (Invoices, Sales tickets, Sales orders, Quotations, Purchase orders, Delivery notes, Proformas)
Remember that the numbering line assigned by contact prevails over those assigned in Configuration > Documents.
4. Enter accounting information
- Sales tax: Include a default tax to appear automatically on the document
- Purchase tax: Adds a default tax to appear on the contact's purchasing documents
- Customer Account: You do not need to fill in this field unless you want to assign a specific accounting account. Holded will create a new accounting account when you create a sales invoice with this contact
- Vendor account: You do not need to fill this field unless you want to assign a specific accounting account. Holded will create a new accounting account when you create a purchase invoice with this contact
- Operation (Other): In this section, we must include the tax rate we want to add to the contact
Types of operations
- General: It will take into account the tax that we have included in the preferences section
- Intra-community: For contacts located within the European Union with which we apply the intra-community VAT rate
- Import/Export: For contacts located outside the European Union
- Not subject: When the operations carried out with such contact do not have applicable VAT
- Equivalence surcharge: If we add this option, the following surcharges will be included: 1.4% if VAT is 10%; 5.2% if VAT is 21%; and 0.5% if VAT is 4%
- Exempt: If this tax rate is selected, the purchase or sale transaction with the contact will be exempt from VAT
The sales or purchase account will be added only if we indicate that it is a Customer (sales account) or a Supplier (purchase account) in the contact type. It is included when creating the first document following the sequential numbering.
You can add a customer account and a supplier account if the contact sells and buys at the same time.
When you have completed all the above steps, click the Create button to confirm the creation of your new contact in Holded.