Contact Management Module
Viewing Contacts
Steps:
1. Open Contact → Contact List
2. View all contacts in the table
3. Use the search bar to filter records
Result:
All existing contacts are displayed.
Adding a New Contact
Steps:
1. Click Add Contact
2. Contact Entry Form opens
3. Enter required information
4. Click Apply Changes
Result:
Contact is saved and visible in the list.
Editing an Existing Contact
Steps:
1. Click Edit icon next to a contact
2. Update required fields
3. Click Apply Changes
Result:
Contact information is updated.
Uploading Contacts
Steps:
1. Click Download Template
2. Fill the Excel file
3. Click Upload Contacts
4. Select file and submit
Common Errors:
– Incorrect template
– Missing mandatory fields
Contact Entry Form
Purpose:
Used to create or update contact records.
Contact Type Selection
Steps:
1. Select Company or Individual
2. Set status Active or Inactive
3. Select type from Debit, cash or bad debts
Basic Contact Information Includes:
– Name
– Type
– Phone No
– Mobile No
– Email
– picture
Address & Details Includes:
– Street
– Country
– City
– Zip Code
– Language
– Website
Sales Information
Used when contact is a customer.
Includes
Sales Person,
Payment Terms (COD, 15 days, 30 days, 60 days), Price List.
Purchase Information
Used when contact is a vendor.
Includes Payment Terms (Advance, 15 days, 30 days, 60 days)
Fiscal Information.
Note: A contact could be both Vendor and customer at the same time
Invoicing Information
Includes Bank Name,
Account Number,
AR COA (Account Receivable Chart of Account), AP COA (Account Payable Chart of Account).
Saving or Deleting a Contact
Actions:
– Apply Changes
– Cancel
– Delete (irreversible)
Common Errors & Troubleshooting
Save not working: Missing mandatory fields
Contact not visible: Status inactive
Upload failed: Wrong template
Based on the Contact Entry Form screenshot, here is the documentation for the registration module. This form is designed with a multi-role architecture, allowing a single profile to function as a Customer, Vendor, and/or Agent simultaneously.
Header & Profile Identification
This section establishes the basic identity and status of the entity.
- Entity Type: Toggle between Company or Individual to define the legal nature of the contact.
- Status: Mark the contact as Active or Inactive to control their visibility in transaction modules.
- Type: A classification dropdown to further categorize the contact.
- Profile Image: A “Choose File” area to upload a logo or identification photo.
Multi-Role Configuration (The Catch)
The form uses specific checkboxes to enable or disable different business roles for the same contact. You can select one, two, or all three depending on your relationship with them.
A. Sales Role (Customer)
Enable this by checking the Customer box.
- Sales Person: Assign an internal staff member to the account.
- Agents / Agent Contact: Link external intermediaries or specific representatives to this customer.
- Payment Terms & Price List: Define the credit duration and the specific pricing tier applied to this customer.
- Internal Reference: Capture internal tracking codes or legacy IDs.
B. Purchase Role (Vendor / Agent)
Enable these by checking the Vendor or Agent boxes.
- Vendor Checkbox: Activating this makes the contact available in the Purchase Order module.
- Agent Checkbox: Identifies the entity as a third-party service provider or broker.
- Payment Terms: Set the agreed-upon payment schedule for when you are buying from them.
- Fiscal Information: Enter tax-related details or financial data specific to procurement.
Address & Communication Details
This section centralizes all contact and logistics information.
- Primary Address: Fields for Street, City, Country, Zip Code, and Route.
- Digital Reach: Includes Email, Website, and a dedicated Whatsapp field.
- Legal IDs: Fields for VAT/TRN and License#/EID for compliance checks.
- Professional Context: Define the contact’s Position, Title, and the Channel (source) through which they were registered.
System Controls
- Bar Code: Assign a unique barcode to the contact for physical scanning or inventory tracking.
- Log Details: A collapsible audit trail that records every change made to the profile.
- Save and Next: Commits the current data and refreshes the form for a new entry.
End-User Documentation
Interactive Grid & Action Buttons in Oracle APEX
Introduction
This document explains how to use the Interactive Grid (IG) and its Action Buttons in Oracle APEX applications.
The Interactive Grid allows users to:
- View data in tabular form
- Add, edit, and delete records
- Filter, sort, and search data
- Download reports
- Perform row-level actions
This guide is written for end users (non-technical users).
What is an Interactive Grid?
An Interactive Grid is a dynamic table that displays data from the system. It allows you to interact with records directly on the screen without navigating to another page.
You can:
- Edit cells directly
- Add new rows
- Delete rows
- Save changes
- Apply filters
- Download data
Main Components of Interactive Grid
Toolbar
Located at the top of the grid. Contains buttons such as:
- Add Row
- Delete
- Save
- Actions
- Search
- Custom Action Buttons (if configured)
Grid Area
The main table where data appears in rows and columns.
Row Selector
Checkbox column on the left side to select one or multiple rows.
How to Use Interactive Grid
Viewing Records
When the page loads:
- All available records appear in tabular format.
- Scroll vertically to view more records.
- Use pagination if available.
Adding a New Record
- Click Add Row button.
- A new empty row appears.
- Enter data in required fields.
- Click Save.
If required fields are missing, the system will show a validation message.
Editing a Record
- Click inside a cell.
- Modify the value.
- Press Tab or click outside the cell.
- Click Save to commit changes.
Changes are not stored until you click Save.
Deleting a Record
- Select the row using the checkbox.
- Click Delete button.
- Click Save to confirm deletion.
Using the “Actions” Menu
Click the Actions button to access advanced features.
Available options may include:
Filter
- Click Actions → Filter
- Choose column
- Enter condition
- Click Apply
Example:
- Status = Approved
- Date > 01-JAN-2026
Sort
- Click Actions → Sort
- Select column
- Choose Ascending or Descending
Columns
- Show or hide specific columns
- Reorder columns
Download
Export data in formats such as:
- CSV
- Excel
- PDF (if enabled)
Control Break
Group data based on a column.
Example:
- Group by Department
- Group by Customer
Using Search
Use the Search bar at the top right:
- Type any keyword
- Press Enter
- Grid will show matching records
Custom Action Buttons (If Available)
Some applications include additional buttons such as:
- Approve
- Reject
- Submit
- Process
- Send Email
- Generate Invoice
How to Use:
- Select a row (if required).
- Click the action button.
- Confirm if prompted.
- System will process the action.
Some actions may require selecting exactly one row.
Row-Level Action Buttons
Some grids include an Action column containing buttons per row.
Examples:
- Edit
- View
- Delete
- Approve
Click the button in the respective row to perform the action on that specific record.
Saving Your Work
Always remember:
- Changes are temporary until you click Save
- If you leave the page without saving, changes may be lost
- The system may warn you before leaving
Common Error Messages
| Message | Meaning | Action |
| Field is required | Required field is empty | Enter value |
| Invalid number | Incorrect numeric format | Enter correct number |
| Record already exists | Duplicate entry | Use unique value |
| No row selected | You must select a row | Select checkbox |
Best Practices
✔ Always click Save after changes
✔ Use filters instead of scrolling large data
✔ Verify selected row before clicking Delete
✔ Download report before performing mass updates
Frequently Asked Questions (FAQ)
Why can’t I edit some columns?
They are read-only fields.
Why can’t I delete a record?
You may not have permission or the record is locked.
Keyboard Shortcuts (If Enabled)
- Tab → Move to next field
- Shift + Tab → Previous field
- Ctrl + S → Save (if configured)
Support
If you experience issues:
- Contact System Administrator
- Provide screenshot
- Mention Page Name and Record ID
Conclusion
The Interactive Grid in Oracle APEX provides a powerful and user-friendly way to manage data directly from the browser.
By understanding:
- Toolbar functions
- Action menu
- Save process
- Row selection
Users can efficiently manage their daily operations.