The Contact Person module is a shared master data repository that stores information about individuals who act as points of contact for suppliers and customers within GEMS ERP. A Contact Person can represent an account manager, procurement contact, billing contact, technical contact, or any other business representative.

Unlike supplier or customer records, Contact Person records are maintained independently and can be linked to multiple suppliers and multiple customers simultaneously. This eliminates duplicate contact records, ensures consistent contact information across the system, and allows updates made to a contact to be automatically reflected wherever that contact is associated.

Purpose

The Contact Person module enables your organisation to:

• Maintain a central repository of business contacts.
• Eliminate duplicate contact records.
• Link one contact to multiple suppliers and customers.
• Maintain consistent contact information across business partners.
• Store communication and address details for each contact.
• Simplify maintenance by updating contact information in one place.
• Support procurement, sales, customer service, and business communications.

Navigation

Business Partner → Contact Person

Key Features

The Contact Person module provides the following capabilities:

• Centralised contact master management
• Shared contact records across suppliers and customers
• Contact information management
• Personal address management
• Customer association
• Multiple supplier/customer linkage
• Contact lifecycle management
• Single-point contact updates across all linked business partners

Screen Overview

The Contact Person module allows authorised users to create, maintain, and manage individual business contacts that can be associated with suppliers and customers.

Each Contact Person record stores both personal and communication information while maintaining relationships with multiple business partners.

The screen includes the following sections:

Section	Description
Personal Information	Captures the contact’s name, designation, department, status, and associated customer.
Communication Details	Stores email address, work phone, mobile number, and LinkedIn profile (if applicable).
Address	Maintains the contact’s personal address information including country, state, city, and postal code.
Business Associations	Enables the contact to be linked with one or more supplier and customer records.

Data Model

The Contact Person module stores master information for individual business contacts and maintains relationships with suppliers and customers through shared references rather than duplicate records.

Contact Person Master

The Contact Person Master is the primary entity that stores personal, communication, and address information for each contact. Every contact receives a unique system-generated Contact ID that remains unchanged throughout its lifecycle.

Information Stored

Category	Information
Contact Identification	Contact ID, Title
Personal Information	First Name, Middle Name, Last Name
Professional Information	Designation, Department, Status
Communication Details	Email Address, Work Phone, Mobile Number, LinkedIn Profile
Customer Reference	Linked Customer (Optional)
Address Information	House No., Floor No., Building, Street Address, Country, State, City, Postal Code
Audit Information	Created By, Created Date, Updated By, Updated Date

Shared Contact Relationships

A Contact Person can be associated with multiple suppliers and customers without creating duplicate contact records. Business partner modules reference the shared Contact Person record, ensuring updates made to the contact are immediately reflected across every linked supplier and customer.

Entity Relationship

Contact Person
│
├── Linked Suppliers
├── Linked Customers
└── Contact Address

The Contact Person acts as a shared master record that can be referenced by multiple Supplier and Customer records simultaneously. This shared model improves data consistency, reduces duplicate maintenance, and ensures contact information remains synchronised across all business partner relationships.

How It Works

Creating and maintaining a Contact Person generally follows these steps:

1. Create a new Contact Person from the Contact Person module or directly from a Supplier or Customer record.
2. Enter the contact’s personal and professional information.
3. Add communication details such as email and mobile number.
4. Enter the contact’s address.
5. Save the Contact Person record.
6. Link the contact to one or more suppliers or customers using Add Existing or during creation.
7. Update the contact whenever information changes, with updates automatically reflected across all linked business partners.

Best Practices

• Create Contact Person records only once to avoid duplicate contacts.
• Search for existing contacts before creating a new one.
• Keep contact information accurate and up to date.
• Link existing contacts instead of creating duplicate records.
• Update contact details through the Contact Person module rather than editing individual supplier or customer records.
• Remove links when a contact is no longer associated with a supplier or customer instead of deleting the master record.
• Restrict deletion of Contact Person records that are linked to active suppliers or customers.

Next Steps

The Contact Person module is divided into the following sections, each covered in its own User Guide page:

1. Contact Person List
2. Create Contact Person
3. Edit Contact Person
4. View Contact Person
5. Link Existing Contact
6. Unlink Contact

Each section explains its purpose, available fields, and the steps required to create, manage, and maintain Contact Person records within GEMS ERP.