Introduction
In Bukku, each company (as registered under one SSM number) should be created as a single contact, using its legal company name — even if the business operates across multiple branches or departments.
If you need to generate separate Statements of Account or reports by branch, there’s no need to create multiple contacts. Instead, you can make use of Bukku’s Contact Person and Billing Attention features to manage everything under one contact, while still keeping your reports branch-specific.
This article will guide you on how to properly structure a multi-branch customer setup — helping you maintain a clean contact list while getting the detailed reporting you need.
Contact Setup Steps
Here’s how to handle one company with multiple branches correctly in Bukku:
Step 1: Create One Contact for the Legal Entity
Go to Contacts > +New to create a new contact using the customer’s legal name as registered with local authorities — just as outlined in the guide: Creating a New Contact.
Step 2: Add Contact Persons for Each Branch
In the contact profile, scroll to the Contact Person section and click add the individuals within the organisation who are your main point of contact.
If your customer assigns specific people-in-charge for each branch, you can enter their names along with the branch they represent. This helps when selecting the right contact under Billing Attention and filtering reports later.
Examples:
First Name: Jayden Lim, Last Name: (HQ)
First Name: Alex Wong, Last Name: (Setapak Branch)
First Name: Siti Liyana, Last Name: (Shah Alam Branch)
If there’s no specific person-in-charge, or if you prefer simpler labels, you can enter the branch or department name directly in the name fields. Feel free to use the First Name and Last Name fields however suits your internal naming preference.
Examples:
First Name: Penang Branch, Last Name: (leave blank)
First Name: Marketing Department, Last Name: (leave blank)
First Name: Store A Mid Valley, Last Name: (leave blank)
Step 3: Add Multiple Addresses for Each Branch
After adding Contact Persons, you can also store multiple billing addresses for the same customer to match each branch or department.
Go to the Contact Addresses section and click "+Address" to enter different branch addresses.
Add a clear label under Address Name and fill in the full address for each branch.
This allows you to select the correct billing address when issuing invoices — all under one customer contact.
Use Contact Person and Address in Transactions
When creating a transaction, such as an invoice, you can now apply both the Contact Person and the Branch Address to reflect the correct recipient details.
Under Billing Attention, select the relevant Contact Person.
Under Billing Address, use the Address Name dropdown to select the appropriate branch address.
Once saved, the selected Contact Person and Billing Address will appear on the PDF version of the invoice, under the “Bill To” section.
Viewing Statements and Reports by Filtering Contact Person
After creating your transactions with the right Contact Person and branch address, you can drill down to branch‑ or department‑level data in just a few clicks—while still keeping everything under a single customer contact.
Reports that support the Contact Person filter
Statement of Account
Aged Receivables / Payables Detail
Debtor / Creditor Ledger
Go to the desired report, select Contact Person in the filter panel, choose the branch or individual, and apply. The report will show only the transactions linked to that Contact Person.
Using this filter gives you a clean, branch‑specific view without creating duplicate contacts for the same company.
Below are examples of how the filtered reports will appear when using the Contact Person filter:
Statement of Account:
Aged Receivables Detail:
Debtor Ledger:
📌 Tip:
The same setup and approach can be applied when managing suppliers with multiple branches — just create one supplier contact based on the legal entity, then use Contact Person and Address fields to track branch-level transactions and reporting.
