Creating Contacts

1. Click Contacts->Create new from the main menu
2. In the Contact info tab, enter the contact details. The primary contact field is useful If you have multiple contacts from the same company. On the CRM screen, the primary contact for each company will be shown with a blue man icon. Other secondary contacts will be shown with a grey man icon. The primary contact will be the person named on all invoices raised for that company. All orders raised for secondary contacts will be billed to the primary contact account.
3. You can input as many addresses for a contact as you wish, and indicate when each address should be used (e.g. for billing/invoicing or delivery). When you have saved two addresses, further address tabs will appear should you require them. Note - The invoice address that will be printed on documents for a company of multiple contacts, will be invoice address stated of the primary contact.
4. The Custom fields tab is used for any extra information you might want to store for this contact. You can set up custom fields using Contacts->Custom fields (see below).
5. In the Group tab, choose a group. Contacts can be in multiple groups; hold Ctrl while clicking to select multiple groups.
6. The Financial tab allows you to store information that will be used when entering accounts transactions for this contact, for credit control and so on.
7. Any notes added to a customer are displayed in the notes tab, along with any messages. You can use the memo field to enter any text information that you would like to be able to view/edit in the future.
8. You can attach a file to the contact if you like, such as a spreadsheet or PDF file.
9. The Password tab allows you control over user passwords.
10. Save your contact

Creating and Editing Administrators

Follow the steps as for creating a regular contact but ensure you tick the admin box in the Contact Details tab. By ticking the email contact with notification box before saving, a random password will be sent to the new administrator. To generate a new password for an existing administrator, open the contact and go to the password tab. Tick the reset password box and save to send a new password. Note that each new administrator by default has access to every part of the system. To limit the information visible to this contact, edit their permissions: Setup->Staff from the main menu.

Note - that you should never have two contacts with the same email address, otherwise you will not be able to use either of the accounts to log in.

Creating Suppliers

Follow the steps as for creating a regular contact but ensure you tick the supplier box.

User Passwords

Users can request a new password to be generated using your PearlCart website, or you can send a new, randomly generated password using the admin area. Open the contact, and in the password tab click reset password. Saving the contact will send a new password to the email address in the Contact Details tab. If you know the current password, then you can manually set a new password by using the old password and new password boxes. If you are updating a current password then do not tick the reset password box. You can also change your password in your online PearlCart account area.

Importing contacts from spreadsheet

Pearl will allow you to import a list of contacts from your existing database. Click Contacts->Import/Export from the main menu. 

1. Click Contacts » Import/Export from the main menu.
2. Create a tab separated text file in Excel following the format shown
3. Upload your file
4. Pearl will check the file for errors and tell you what amendments need to be made.

Note that to add a new contact, you will need to enter "add" (lowercase) into column A for each new contact. If you enter a number in column A, the contact with that ID will be updated.

The contact country must match exactly one of those set up in Pearl. To add countries, click Setup->Countries from the main menu.