Skip to content

Early-bird: RM 249.00 (normally RM 349.00) · 92 of 100 slots left Claim yours

Orbit Finance
ENBM
Download free

App guides · Contacts

How to manage customers, suppliers and staff

Contacts is your master list for customers, suppliers and staff. It holds no money, but links every debt to a specific record. Add details once, use search to find people, and check balances to see who owes you. Keep names and registration numbers accurate to avoid splitting debts across duplicate records.

Checked against Orbit Finance · 6 November 2026

What is the Contacts module for?

This is the reference list for everyone your business deals with. A single record can be a customer, supplier and employee at once. It does not hold money, but it decides whether your books are right because every amount owed is attached to a contact record, not a typed name.

How do I add a new contact?

  1. Press Add contact.
  2. Type the Name exactly as it appears on their letterhead or SSM certificate.
  3. Tick the Type: Customer, Supplier, Employee. Tick more than one if they are more than one thing to you.
  4. Fill in Reg. no. (SSM) for a company, or IC / Passport for a person.
  5. Add TIN and SST no. under Tax identity if you send e-Invoices.
  6. Press Save. Nothing is posted to your accounts.

How do I add many contacts at once?

  1. Press Bulk add.
  2. Pick the Type and the Group that all of them share.
  3. Type one contact per line, as Name, phone, email.
  4. Press Save. The app reports how many were created and lists any that failed.
  5. If a line fails with a name-already-exists message, do not retype that name with a full stop added.

How do I read a contact's balance?

  1. Click the row to open the contact, then stay on the Profile tab.
  2. Balance is what they owe you minus what you owe them. Green means they owe you, red means you owe them.
  3. That figure is added up live from the unsettled lines in the Debtor and Creditor screen.
  4. Use the row actions to jump on: Customer statements for a customer, Purchases for a supplier, Payroll for a staff member.

How do I find and clear a duplicate contact?

  1. Type part of the name in the search box. It matches the name, the SSM number and the IC number.
  2. Sort by Name to bring near-identical spellings next to each other.
  3. Compare the Reg. no. column. Two rows with the same registration number are one company.
  4. Open the survivor with Edit, make sure its details are complete, and save.
  5. Re-enter the loser's Debtor and Creditor entries against the survivor, then delete the loser.

What this does to your books

Contacts posts nothing to your accounts. Adding, editing, bulk adding or deleting a contact never creates a transaction or journal. Amounts owed are recorded on other screens, in Trade Debtors (1100) and Creditors (2000), and each one is attached to a contact record.
Screen looks different? Update to the latest version from the Downloads page. Baca dalam Bahasa Melayu

Questions, answered

Why is my customer balance zero in Contacts?

The balance counts Debtor and Creditor entries only. It is not built from invoices. If you have unpaid invoices but no entries on the Debtor and Creditor screen, the balance shows as zero.

Can I merge two duplicate contact records?

There is no merge button. You must open the survivor, ensure its details are complete, and save. Then re-enter the loser's Debtor and Creditor entries against the survivor before deleting the loser.

What happens when I delete a contact?

Delete only hides the record. It does not erase it. Amounts already recorded against it stay in your totals, which is why you must move entries to the surviving record first.