Using Contact Defaults for Faster and More Accurate Transactions

The Contact Defaults feature in Wafeq allows users to assign default values to contacts for key fields affecting sales and purchases. This helps reduce manual data entry, improve consistency, and ensure financial accuracy when creating transactions.

What are Contact Defaults?

Each contact in Wafeq has a Contact Defaults section where you can set predefined values for frequently used fields. These defaults are categorized into two sections:

• Selling Defaults (applied to invoices and credit notes)
• Purchasing Defaults (applied to expenses, bills, and debit notes)

Selling Defaults (applied to invoices and credit notes):

• Default Revenue Account
• Default Revenue Cost Center
• Default Revenue Tax Rate

Purchasing Defaults:

• Default Expense Account
• Default Expense Cost Center
• Default Expense Tax Rate

Both sections are optional, and users can configure them based on their business needs.

How Contact Defaults Work

When a contact has Contact Defaults saved, these values will automatically be applied when the contact is selected in sales or purchase documents:

Invoices & Credit Notes:

If a contact has Selling Defaults assigned, any empty line item fields corresponding to those defaults will be automatically populated.

Existing values will not be overwritten, meaning manually assigned values remain unchanged.

Expenses, Bills & Debit Notes:

The same logic applies for Purchasing Defaults—any missing values will be filled based on the contact’s predefined settings.

Special Considerations for KSA Phase 2 Organizations

For organizations onboarded to ZATCA Phase 2, there is an additional field under Selling Defaults:

• If a zero-rated tax rate is selected, an additional Exemption Reason field will appear.
• This allows businesses to set a default exemption reason for transactions using that tax rate, ensuring compliance with Phase 2 requirements.

Why is this helpful?

• Saves Time: Reduces repetitive data entry when creating invoices, credit notes, bills, and expenses.
• Prevents Errors: Ensures correct accounts, cost centers, and tax rates are consistently applied.
• Enhances Compliance: Particularly useful for KSA Phase 2 organizations to streamline exemption reason handling.
• Improves Workflow Efficiency: Automates field population while maintaining user control over manually assigned values.

How to set up and use Contact Defaults?

1. Navigate to the Contacts section in Wafeq.
2. Create a new or click to edit an existing contact
3. Scroll to the Contact Defaults section.
4. Assign relevant Selling and/or Purchasing Defaults.
5. Save the contact.

Once saved, these defaults will automatically populate the corresponding empty line item fields in documents where the contact is selected.

The Contact Defaults feature helps streamline sales and purchase transactions by automating field population, reducing errors, and ensuring compliance. Configure it for your contacts to enhance your accounting workflow in Wafeq.