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The Address book module contains the persons your company works with - suppliers, customers, employees, authorities and other companies as well as natural persons. Documents, amounts, projects, products and time entries refer to persons in the address book.

You find the address book in the menu Other → Address book.

For each person the list shows “Name/title”, “Company ID”, “VAT ID”, “Person identifier”, “Type of person”, whether it is a natural person and whether it has a user account. For natural persons there are also the “Name” and “Surname” columns. Inactive persons are struck through.

On the left you filter persons by:

• name
• type of person - persons of subordinate types are shown as well
• whether they have a user account, are natural persons or debtors
• first letter

By default the list shows only active persons. To see inactive ones, clear “Only active persons”.

In the advanced search (“Search persons”) you can also search by person identifier, Company ID, tax ID, VAT ID, Peppol ID, type of person, VAT registration, country (home country, another country, EU countries), note, labels, active or inactive persons, expiring identity cards and outdated information. For persons with a user account you can also search by full access, job position or access to an operation. By the person's documents you find, for example, persons that do or do not have a document of the selected type in the selected period (of the document's creation, fulfillment or validity). You can save the search.

The “Add a person” function opens the form. You fill in “Type of person”, “Name/title” and, for a natural person, also the first name and surname. For Slovak and Czech companies it is enough to start typing the name or Company ID - ReFIS offers companies from public registers and after you pick one it fills in the Company ID, tax ID, VAT ID, VAT registration, “Company registered in”, registered office, bank accounts and Peppol ID. You find a company from another EU country by its VAT ID in the VIES system - ReFIS fills in the name and address if that country publishes them in VIES.

If a person with the same name, Company ID or tax ID already exists in the address book, ReFIS warns you. You can still save the person. The “Person identifier” field must be unique; ReFIS does not save a person with the same identifier as another person.

Above the tabs you fill in “Person identifier”, “VAT registered” and, for a VAT-registered person from an EU country, also “Possibility to apply VAT reverse charge”. Below the tabs is the “Note” field. The form has these tabs:

• “Personal data” - only for a natural person: citizenship, ethnicity, gender, personal identification number, date of birth, identity card and its validity
• “Contacts” - phone, mobile, fax, web, Peppol ID, e-mail addresses and addresses. For each e-mail you choose a type, for example “E-mail for invoices” or “E-mail for orders”. The main address is “Seat / place of residence”; you can also add a “Delivery address” and further addresses. If the company has locations set up, you also enter the “Location” here.
• “Bank accounts” - the person's account numbers, bank and currency
• “Related persons” - relations to other persons in the address book, for example “Is a contact person for...” or “Is the managing director of...”
• “Invoicing” - “Payment term (days)”, “Buyer reference on invoices”, default behaviour when sending documents (“Send proforma invoices by default instead of invoices”, “By default, send a delivery note before invoicing”, “Requires paper documents”) and marking as a debtor
• “Other” - languages the person communicates in, labels and the “PIN code” that ReFIS requires when the person approves a document directly from an e-mail (the field is visible only to a user with the right to add or edit an employee)

If the person has no payment term filled in, the payment term of your own company applies.

A new person takes over the settings “Requires paper documents”, “Send proforma invoices by default instead of invoices” and “By default, send a delivery note before invoicing” from the unspecified person. So if you want them switched on for most new persons, you switch them on for the unspecified person. In the form you can change them before saving.

A person can also have a user account with which they can log in to ReFIS. You tick “Also has a user account (can log in)” and fill in the e-mail and user name. This part of the form is shown only to a user with the right to add or edit users. With the “Send access by e-mail” function you then send the person a link through which they set their password. The account's rights and other settings are described in the article Users.

• “Check data” - compares the selected persons with public registers (the business and trade registers, the VIES VAT number validation) and shows what differs - name, Company ID, tax ID, VAT ID, VAT registration, Peppol ID, registered office and bank accounts. ReFIS saves the changes you confirm.
• “Merge persons” - turns several records of the same person into one. You choose the main record; documents, amounts, projects, products and time entries of the other persons are assigned to it. ReFIS fills empty data of the main record from the others and adds their e-mails, addresses, bank accounts, languages, Peppol IDs and labels. At most one of the merged persons may have a user account.
• “Activate persons” and “Deactivate persons” - inactive persons are not shown in the list by default. If a person has a user account, activating the person activates the account too and deactivating it deactivates the account. When deactivating, you can also cancel contracts where the person is a contracting party.
• “Bulk edit persons” - for the selected persons you change the type of person at once, set whether they are natural persons, or clear the person identifier.
• “Delete persons” - documents, amounts, projects and other records of the deleted person remain; ReFIS assigns them to the unspecified person. The person's user account is not deleted, only deactivated.
• “Import from XLSX” and “Export list to XLSX” - bulk upload of persons from a spreadsheet and download of the filtered persons in a form you can import again.
• “Export record detail” - downloads all data of the selected person to XLSX.
• “Send new message” - sends a message to the selected persons.
• “Set notifications” - sets e-mail notifications for the selected persons with a user account at once.
• “Login as user” - only for a user with full access; it is described in the article Users.
• “Create a link for externals” - a web link through which people without access to ReFIS add a new person to the address book, for example register their company.

The address book contains two special records that you cannot delete or deactivate:

• Unspecified person - amounts and documents whose person is not known belong to it. For example, when importing a bank statement, not every person may be identified and some amounts are assigned to the unspecified person. This way you easily find them and complete them. Records of deleted persons also go to the unspecified person.
• Own company - your company. You edit its data in the menu Other → Settings → Basic information about the company.

You mark a person as a debtor in the “Invoicing” tab (“Debtor (or has solvency problems)”) and you can add the reason in the “Debtor's note” field. For Slovak and Czech companies ReFIS also regularly checks public sources and marks the person itself as “Debtor according to public sources” if it finds:

• for Slovak companies, a debt to the Social Insurance Agency or to the General Health Insurance Company
• for Czech companies, a record in the register of unreliable VAT payers or in the insolvency register

ReFIS writes the status of a Slovak company in the register (for example liquidation or bankruptcy) into the note from public sources.

You see debtors in the “Only debtors” filter, in the person's detail and when picking a person in forms, where they are highlighted in red. When the data from public sources change, the task “Information regarding debts, bankruptcies, etc. of … persons has changed. Do you want to view it?” appears in Tasks.

A user with the right to view the address book sees all persons; the address book is not restricted by types of persons or by labels. Adding, editing, deleting, merging, activating and deactivating persons are separate rights.

A person who has a user account can be activated or deactivated only by a user with the “Edit employee” right and deleted only by a user with the “Delete employee” right.

• Types of persons
• Due date
• Bank account number
• Electronic invoicing