Contacts Management in Wafeq

Contacts in Wafeq refer to your customers or suppliers, where their details and information are recorded within the system. Entering this information accurately helps streamline the creation of invoices, receipts, and all related transactions in an organized and professional manner. Therefore, it is recommended to ensure that all data is entered correctly to guarantee the accuracy of financial operations and transactions linked to each contact.

 

How to Add Contacts

1. Go to Contacts from the right-hand menu under Customers & Suppliers.
2. Click on the Add button.

3. Fill in the following details:


First: Business and VAT Treatment (Displayed on Invoices)

1. • Company Name: The official name of the customer or supplier that will appear on invoices.
   • Country: The country to which the contact belongs.
   • VAT Treatment: Indicates whether the contact is subject to VAT.
   • Tax registration number: The official tax number of the contact, if applicable.
     
     

   
   Second: Address Information (Important for ZATCA Integration)

   If you are using ZATCA integration, ensure the following details are entered correctly to comply with requirements:

   • City: The city where the contact is located (must be entered when ZATCA integration is enabled).
   • Street: The main street or location (must be entered when ZATCA integration is enabled).
   • Building Number: The building number of the contact’s address (must be entered when ZATCA integration is enabled).
   • District: The district or area name (must be entered when ZATCA integration is enabled).
   • Additional Number: An extra number used for precise location identification.
   • Postal Code: The postal code of the area (must be entered when ZATCA integration is enabled).

   

   
   Third: Invoicing information

   • Code: A unique code or number used to identify the contact within the system.
   • Email: The contact’s email address used for communication and document sharing.
   • Phone: The primary phone number used for communication when needed.
   • Relationship: Defines the type of relationship such as customer, supplier, or partner, which helps in filtering and organizing data.
   • Payment Terms: Defines the agreed payment duration, which is automatically applied when creating invoices for this contact.
   • Contact ID Type and Number: Indicates the type of commercial license and its number, if applicable, used for documentation and compliance purposes.

   

    

   Fourth: Selling Defaults

   The default contact settings in Wafeq allow users to assign default values to key fields that impact sales and purchasing processes. This feature helps reduce manual data entry, ensures data consistency, and improves financial accuracy when creating transactions.

   Note: All of these fields are optional and can be configured according to your business needs. You can also click on “Learn more” within this section to view additional details.

    

   
    

   Fifth: Beneficiaries

   Beneficiaries are individuals or entities on behalf of whom financial transactions are conducted within your company. Payments can be issued to them or received from them. To register a beneficiary, it must be linked to a bank account that supports payment processing.

   For more information about this data and its purpose, please refer to the guide.

   Managing Beneficiaries in Wafeq

    

   
    

   4. After completing all details, click "Save"

    

   

   
    

   Managing People Within a Contact

   After creating a contact and returning to the main list, you can manage the people associated with it through the “People” tab inside the contact’s page.

   This tab allows you to:

   • Add multiple individuals under the same contact (e.g., employees of a customer or supplier)
   • Enter each person’s details such as name, email, and phone number
   • Set a Primary person who will be used as the default recipient when sending invoices
   • Select additional people to be automatically included in CC when sending

   This helps you organize communication and ensures documents are sent to the right individuals without re-entering their details each time.

   Steps to Add People to a Contact

   1. Go to the “Contacts” list
   2. Click on the desired contact to open its details
   3. From the top of the page, select the “People” tab
   4. Click the “Add person” button
      
      
       

   5. Enter the person’s details such as:

      • Name
      • Email
      • Phone number

      • Enable “Include in email CC” if you want this person to be automatically added when sending documents.

   6. Click “Save” to add the person to the contact.
      
      
       

   7. Setting a Person as Primary Contact

      • After saving the person within the contact:

        1. Click the three dots (…) next to the person’s name
        2. Select “Set as Primary Contact”

        Once set:

        • The person is moved to the Primary Contact section
        • They appear as the default recipient when sending invoices or documents
        • Their email and phone number are automatically used during sending

   

    

   Actions in the Contacts List

   • Search: Use the search bar at the top of the contacts table. Type part of the contact name or account number to find it quickly.
   • Country: Reorder the list based on country.
   • Relationship: Use filtering based on (Customer, Partner, Supplier).
   • Sort: Reorder the list alphabetically (e.g., by name, bank, or country).

   • Import: Upload a file containing multiple new contacts at once. Please refer to the guide:

      Importing Contacts into Wafeq

      

   • Export: Download the contacts list (e.g., as CSV/Excel file).

   

   
   
   Delete a Contact

   • From the Contacts list, click on the checkbox next to the contact you wish to delete.

   •  click the “Delete” button.

   • You can also select multiple contacts and perform a bulk deletion

   Note: A contact cannot be deleted if it is linked to any transactions such as invoices or other related operations.
   
   

    

    

   Contact Merging

   The contact merging feature is used when there is more than one contact record for the same customer. This allows you to consolidate them into a single record containing all required data. After completing the merge process, only one contact will be retained, while the other contact will be permanently deleted.

   Steps to Merge Contacts:

   • From the "Contacts" list, select the contacts you wish to merge by checking the box next to each name.

   • Click on the "Merge" option.
     
     

      

   • The details of the selected contacts will appear. Choose the data you wish to keep in the final record by clicking "Keep", or add the information you want to be adopted in the designated fields.

   • Click "Preview" to review the result before proceeding.
     
     

      

   • Click "Merge" to complete the process.

   

   
   Note: Once the merge is completed, all transactions associated with the contact that will be removed will be updated to reflect the final selected contact. This process is permanent and cannot be undone or modified later.