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My Company: Contacts & system emails

In the "Contacts" section, you define central contact persons for different subject areas of your company as well as important system email addresses. This ensures that inquiries and information, from customer inquiries to invoices to technical notifications, reach the right place directly. The article explains the various contact roles, the use of system email addresses, and important notes on reliable email delivery.

Table of Contents



Overview of the Contacts section

In the "Contacts" section, you can define various contact persons for your company.

These contacts are used for different subject areas and enable a clear assignment of inquiries.

Typical contacts can include:

  • Main contact
  • Billing (reminders) 
  • Customer support
  • Sales contact
  •  Data Privacy
  • Technical integration

Each contact can be stored with the following information:

  • Name or designation of the contact person
  • Email address
  • Phone number

This information helps route inquiries more quickly to the right place within your company.



Contacts for different areas of the company

Specific contacts can be stored for different subject areas.

Main contact

The main contact is the central point of contact for general questions about your company and the collaboration via the platform. If no customer support or sales contact is maintained, this contact is also shown to inquiring or already connected customers in the vendor profile.

 Billing (reminders)

The contact is used in particular for topics such as:

  • Invoices
  • Payment questions
  • Reminders

and similar matters.

Customer support

The contact for customer support serves as the point of contact for customer inquiries about products, orders or general concerns and is shown to the customer in your vendor profile. This contact is also shown when customers open an article from your catalogue in the detail view. If no customer support contact is stored, the main contact is shown there instead.

Sales contact

The contact in the sales contact area is relevant for clarifying customer matters relating to topics such as connectivity, prices and assortments. This contact is shown to your customers in your vendor profile.

 Data Privacy 

The contact  is used for data protection-related topics and inquiries.

Technical integration

The contact for technical integration is relevant for technical topics, for example:

  • Interfaces
  • System integration
  • Technical inquiries

Each contact can be edited or removed at any time.



 System e-mail addresses and data 

This section contains the e-mail addresses simple system uses for specific messages, and your S2 creditor number. If you do not enter an address, simple system uses your main contact. 

Typical system emails are:

Email for invoices from simple system

Invoices from simple system are sent to this address.

Customer requests

New customer inquiries via the platform are sent to this email address.

Automatic file upload notifications

When automatic data transfers take place via the FTP server, status or error notifications are sent to this address.

S2 creditor number for e-invoicing
You can provide a creditor number for simple system. It will be included on all electronic invoices you receive from us.

To add the number, open My company and go to the section System e-mail addresses and data. Click Add, enter your number and save. You can edit or delete it at any time.

The number is only shown to vendors. It does not appear for in-house vendors.



Notes on email delivery

To ensure you reliably receive important platform information, we recommend the following settings:

  • add the domain simplesystem.com to your list of trusted senders
  • mark noreply@simplesystem.com as a safe sender

In addition, it may be useful to exclude the following IP addresses of simple system's mail servers from your spam filter:

  • 3.68.161.150
  • 3.69.123.149
  • 18.198.77.236

This ensures that important system notifications do not end up in your spam filter.



FAQ

Why should I store multiple contacts?
This allows inquiries to be automatically routed to the correct department.

Can I change contacts at any time?
Yes. Contacts can be edited or removed at any time.

What are the system email addresses used for?
These addresses receive automated notifications, for example about invoices, customer inquiries or FTP uploads.

Can I use different email addresses for different purposes?
Yes. Each system function can have its own email address.



Video tutorial



Need help?

Do you have questions about managing your contacts or system email addresses? Our technical support team will be happy to help.

Email: support@simplesystem.com
Phone: +49 (0) 89 / 998 2987 00

Phone service hours
Monday–Thursday: 8:00 am–4:00 pm
Friday: 8:00 am–3:00 pm