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Version: Current

Configuring "Validate No New Contact" Rule

Ensure data accuracy and prevent the creation of duplicate supplier or customer records by requiring users to select existing contacts when processing documents. This guide explains how to enable the "Validate No New Contact" rule.

Best practices​

  • Maintain an accurate and up-to-date list of suppliers and customers in Zudello or your synced ERP.
  • Clearly communicate this requirement to users responsible for document processing.
  • Establish a clear process for requesting new supplier or customer additions if needed.

Understanding the Validation​

The "Validate No New Contact" extension acts as a check before a document can be submitted. It verifies that the document has been successfully linked to an existing Supplier or Customer record in Zudello (i.e., the supplier_uuid or customer_uuid field is populated).

If the document is not linked to an existing contact record, Zudello will:

  1. Display a validation error message upon saving.
  2. Prevent the user from submitting the document until a valid, existing contact is selected.

This rule helps maintain the integrity of your relationship data, preventing users from inadvertently creating new contacts when processing transactions if an existing record should have been used.

Enabling the Validation​

This validation rule is configured per Document Type:

  1. Navigate to Settings via the company menu.
  2. Click Document Types in the left sidebar.
  3. Select the Document Type you want to enforce this rule on (e.g., Purchase Invoice, Sales Order).
  4. Click Edit.
  5. Ensure the Company section and the company_name field within it are enabled on the Form tab. This rule relies on users matching contacts via the company name field.
  6. Go to the Extensions tab.
  7. Find the Validate no new Contact extension in the list.
  8. Turn on the toggle to enable the extension.
  9. Click Update to save the changes.

Repeat these steps for any other Document Types where you want to enforce the use of existing contacts.

User Experience​

When this validation is active, if a user attempts to Save and submit a document without successfully matching it to an existing Supplier or Customer record, they will encounter a validation error. The error message will prompt them to select a valid contact, preventing submission until the condition is met.

Need help?​

Contact your organisation administrator or Zudello support for assistance with configuring validation rules.