Manage company customers, contacts, and addresses

Use a company customer when an organization, rather than one person, is the account holder. The company keeps one company name, multiple contact persons, and separate billing and shipping addresses.

When to use this article

Use this article when you need to:

create or edit a company customer
add contact persons for different departments or responsibilities
choose the primary contact
control the recipient, care-of, and department lines on invoices, delivery notes, labels, exports, and templates
check why an existing document still shows earlier customer details

Before you start

You need access to Sales > Customers and permission to create or update the relevant customer, contact, and address information.

If your organization uses KORONA, customer changes are currently synchronized while the customer is saved. A KORONA connection problem can therefore prevent the save from completing.

Create a company customer

In the back office, open Sales > Customers.
Select Create.
Under Account type, select Company.
Enter the Company name. A company customer cannot be saved without it.
Enter the first contact person's name and Email. Use Function to record their responsibility, such as Finance or Event Operations.
Add telephone, mobile, language, tax code, group, and external reference details when your workflow needs them.
Add the billing and shipping address details, or save the customer and add addresses later from the customer record.
Select Create.

The company name identifies the account in customer and POS displays. The contact person's name and communication details remain available separately.

Add and edit contact persons

Open the company customer.
Open the Contacts tab.
Select Add contact.
Enter the contact person's name, email, function, telephone, mobile, language, and salutation as needed.
Select Save.

Use the edit action on a contact card to correct that person's details. Contacts belong to the same company account and share its order, invoice, and address context.

Choose the primary contact

The primary contact is the company's main contact person.

Open the company's Contacts tab.
Find the contact person who should become the main contact.
Select Set primary contact.
Confirm that the Primary badge appears on that contact.

You cannot delete the current primary contact. Set another contact as primary first, then delete the old contact if it is no longer needed.

Manage billing and shipping addresses

Open the Addresses tab on the company customer to add or edit addresses and choose the default billing and shipping addresses.

Field	What it controls
Address label	An internal name that helps staff distinguish locations.
Recipient name	The person or desk that should receive the document or delivery.
Care of	A care-of or front-desk instruction shown before the street.
Department	The department shown before the street.
Street	The main street and building number.
Optional unit, building, etc.	A unit, entrance, floor, loading dock, or other street addition.
City, region, postal code, country	The postal destination.
Default billing address	The address proposed for invoices and billing documents.
Default shipping address	The address proposed for delivery notes and shipping.

Select Shipping address is the same as billing address when both document types should use the same address.

Check document recipient order

ToucanTix formats a complete company address in this order:

recipient name
care of
department
street
optional unit, building, or other street addition
postal code and city
region and country when required

Orders store the selected billing and shipping recipient details. Editing the customer address later does not silently rewrite the stored details on existing orders, invoices, or delivery notes.

When a selected customer address no longer matches the address stored on an order, the order sidebar shows The saved order address differs from the current customer address below the relevant address. Review the current customer address, then select Update order address to replace the stored order copy. This change applies to documents created from the order afterward; invoices and delivery notes that already exist keep their own stored details.

Check your work

After saving, confirm that:

the customer header shows the company account type
the company name is present
all required contact persons appear on the Contacts tab
the correct contact has the Primary badge
the Addresses tab shows the intended billing and shipping defaults
recipient, care-of, and department lines appear before the street
each order address either matches the current customer address or shows a reviewed difference warning

Troubleshooting

Problem	What to check
The company cannot be saved	Enter a Company name and check all required contact fields.
Set primary contact is unavailable	Check that your role can update contacts and customer information.
A contact cannot be deleted	Set another contact as primary first. The contact used to open the current customer view also cannot be deleted from that view.
An old invoice still shows earlier details	Existing documents keep stored recipient details. Update the customer for future documents and follow your finance process for any finalized document correction.
An order address differs from the customer	Review the current customer address. If the order should use it, select Update order address below the billing or shipping address.
A new document shows the wrong recipient	Check the selected billing or shipping address and its recipient, care-of, and department fields.
Saving fails while KORONA is unavailable	Retry after the connection is restored. If the problem continues, contact ToucanTix support with the customer number and time of the failed save.