Contacts and notes
Contacts
Section titled “Contacts”A vendor can have as many contacts as you need, each with a name, designation, email and phone.
- Add, edit or delete contacts.
- One primary contact at all times. Marking a new primary unmarks the previous one. The primary contact auto-fills on purchase orders and receives the vendor statement.
- At least one contact must remain, deleting the last is blocked.
- Contact email and phone formats are validated: a malformed email or a non-numeric phone is rejected with a field error, so bad contact details are never stored.
Role tags
Section titled “Role tags”Each contact can carry one or more role tags from your configured list, defaults are sales, accounts, dispatch, technical and other, so you always reach the right person for a topic.
Deactivating a contact
Section titled “Deactivating a contact”Instead of deleting, you can deactivate a contact. They stay visible in history but can’t be selected on new transactions. Every contact change (add, edit, primary swap) is recorded in the audit log.
Internal notes
Section titled “Internal notes”Notes are internal remarks about a vendor, quality issues, lead-time, terms, that live with the record.
- Add, edit and delete notes.
- Each note is attributed to its author and timestamped, newest first, and appears in the activity timeline.
Note permissions
Section titled “Note permissions”- Authors can edit or delete only their own notes.
- A Tenant Admin can delete any note (audit-logged).
- Notes are never visible to customer-portal users.
- Each note has a maximum length and supports basic formatting (paragraphs, line breaks).