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Creating a New Contact

Sinyee avatar
Written by Sinyee
Updated yesterday

Introduction

Your customers, suppliers, and employees are all part of your business network — and in Bukku, we call them contacts. This guide will show you how to create a new contact, whether it’s a customer, supplier, employee, or even all three in one!

We'll also highlight the key information required to ensure your contacts are MyInvois Ready. Fields marked with a green checkmark icon indicate they meet the required criteria for MyInvois submissions.

For more detailed information on preparing your contact list in Bukku for MyInvois purpose, click this guide:

To begin, go to Contacts > +New to create a new contact.

Steps on the Contact Creation Page

Basic Information

  • Fill in the basic information for the contact.

Entity Type (required)

Select the appropriate type for your contact.

Legal Name (required)

The contact's legal name registered with the local authorities.

Other Name

Alternate or internal reference name for the contact.

Registration No. Type & Registration No.

The registration number or identification number of the contact depends on the type of entity, whether it is a company or an individual.

Use the latest registration number here if you are given multiple numbers like new and old numbers for company.

Old Registration No.

The contact's old registration number (Malaysia only).

TIN

The contact's tax identification number (Malaysia only).

SST Registration No.

The contact's SST registration number used for MyInvois purpose only if their business is SST registered (Malaysia only).


Contact Persons

  • Add individuals within the organisation who will be your point of contact.

  • Click +Contact Person to add.

    • These will appear as Billing Attention or Shipping Attention on PDF documents.

    • Tick Default Billing or Default Shipping to auto-populate during transaction creation. You can tick both if the same person handles both roles.

📌 Tip: If the company has multiple branches with different PICs, you can add them here and filter statements and reports by Contact Person to view branch-specific transactions.


Type & Grouping

  • Manage contact's type & grouping.

Type (required)

Tick one or more: Customer, Supplier, Employee. A contact can be multiple types.

Receivable Account

The account to track money owing by this customer.

Credit Limit

Setting a credit limit will prevent the customer from having outstanding receivable amount beyond the limit.

Payable Account

The account to track money owing to this supplier / employee.

Groups

Assign to a contact group (if needed)

Price Level

Apply a custom price level (if needed)


Contact Information

  • Provide contact details like phone numbers and email addresses.

Contact No.

You can add up to 3 phone numbers for each contact.

The first is treated as primary.

Email Addresses

Separate multiple emails with commas. These will be used to send invoices, statements, reminders, etc.


Contact Addresses

  • Manage a list of billing and shipping addresses.

  • To add multiple addresses (e.g. for different branches or departments), click + Address. You can add as many addresses as needed — for example, separate billing addresses for each branch, or both billing and shipping addresses if they differ.

  • Fill in the following fields:

    • Address Name: A short label to identify the address (e.g. KL Branch, Penang HQ, Store A – Mid Valley)

    • Enter full address details at Street Address, City, and Postcode.

    • Select the Country first — once selected, the State dropdown will appear (no manual entry needed for Malaysia).

    • Tick Default Billing or Default Shipping to auto-fill during transaction creation. You may select both if the addresses are the same.

📌 Tip: Add all relevant branch addresses here, so you can select the correct one when issuing invoices or bills without creating multiple contacts.


Default Settings

  • Override settings for contact during transaction creation, such as Currency, Payment Term, Income Account, Expenses Account and Default Tags. (Optional)

  • These settings will override the system-wide defaults when entering transactions.


Communication

  • Manage automated communication with your contact.

  • By default, Monthly Statement and Invoice Reminder are turned ON.

  • You can toggle them OFF for specific contacts.

  • Note: These will only be sent if they are also enabled under:

    • Control Panel > Company Settings > Invoice Reminder

    • Control Panel > Company Settings > QuickShare Statement > Automated Statement Settings


Other Information

  • Bukku Connect Key: If your customer is also using Bukku, you can ask for their Bukku Connect Key and enter it here. Their invoices will be automatically send into their Bukku account.

  • Remarks: Add any notes for internal reference. (Optional)


Files

  • Upload any relevant documents related to the contact for internal use. (Optional)

Once everything is completed, click Save to create the contact.

How Default Billing & Shipping Attention and Address Work During Transaction Creation

  • You can add multiple contact persons and addresses for billing and shipping purposes. During transaction creation, you have the flexibility to choose which contact person and address to use.

  • If you’ve ticked Default Billing or Default Shipping when adding contact persons or addresses, Bukku will auto-fill these details during transaction creation.

  • You can easily override the default and have the flexibility to choose. Select a different contact person in the Billing Attention field.

  • Choose a different address using the Address Name dropdown in the Billing Address field.

The same applies to the Shipping section.

Grouping of Contacts

  • You can organise your contacts into groups by going to Contacts > Groups, then click +New to create a new group.

  • Give your group a name (e.g., Tuition Students, Wholesale Customers, or Rental Properties), then select the contacts you'd like to include.

  • Grouping contacts is useful for:

    • Reporting: Filter reports by contact group to analyse performance or balances for specific segments of your business.

    • Recurring Transactions: Save time by creating a single recurring instruction for a contact group. If the invoice details are the same for all contacts in the group, the system will auto-generate invoices for each of them.

  • This feature helps you manage bulk actions easily while keeping your contact list organised.

How to Edit, Deactivate, or Delete an Existing Contact

Note:

  • If a contact has credit transactions, you will see a Statement button under Action column in the contact list.

  • If there are no transactions for the contact, a View button will appear instead.


Editing a Contact

  • Find the contact you want to edit, then click View, or click the three dots next to Statement and select View.


Deactivate a Contact

  • Find the contact you want to deactivate, click the three dots next to View or Statement, and choose Deactivate.

  • To reactivate or delete a deactivated contact:

    • Use the Status filter and select Inactive Only.

    • Locate the contact, click the three dots next to View or Statement, then choose Activate or Delete as needed.


Deleting a Contact

  • To delete a contact that has no transactions, find the contact, click the three dots next to View, and select Delete.

Frequently Asked Questions (FAQ)

  1. Do I need to fill in every field when creating a new contact?

    • No, only required fields like Entity Type, Legal Name, and Contact Type are mandatory.

    • Fields related to MyInvois will show an orange exclamation mark if incomplete. Fill them in to turn the icon green, indicating the contact is ready for LHDN e-invoicing.

  2. Why do some fields show an orange exclamation mark? Are they compulsory?

    • No, they’re not compulsory — the orange exclamation mark means the contact is not yet MyInvois Ready. It highlights fields required for LHDN e-invoicing. Once all necessary info is filled in, the icon will turn green checkmark.

  3. Can a contact be both a customer and a supplier?

    • Yes. You can assign multiple types (Customer, Supplier, Employee) to the same contact.

  4. What if I don’t have the TIN or registration number?

    • If the entity type is General Public, Exempted Person, or Foreign Company, you may select ‘None’ for the registration number type — the general TIN will be auto-filled during submission.

  5. How do I include my customer's address on the PDF invoice?

    • To show your customer’s address on the PDF invoice, make sure a Billing Address is added under the contact's profile. The system will use the Default Billing Address to display on the invoice.

    • If no default is set, it won’t appear. You can add or change the address by editing the contact at Contacts > At that contact click 'View' > Contact Addresses section.

  6. Can I create separate contacts for each branch of the same company?

    • No. In Bukku, each company registered under one SSM number should be created as a single contact using its legal name.

    • Even if the company operates across multiple branches or departments, you can manage them easily using Contact Person and Billing Address features — there’s no need to create duplicate contacts.

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