Exact Synergy Enterprise

Creating and modifying person accounts

Menu path

Modules ? Customers ? Entry ? Entry ? Account

Introduction

This page allows you to create person accounts and modify existing person accounts. However, creating person accounts will depend on the account settings at Modules ? Customers ? Setup ? Other ? Settings. If the Type: Select check box under the Account section and the Natural persons check box under the Persons section are selected, users can create prospect, customer, and supplier person accounts. Otherwise, users can only create accounts that are not validated.

The Security: Check – Roles check box under the Account section determines the users’ roles and rights. If this check box is selected, users will require certain roles and rights to be able to create and modify accounts as defined at the Prospect (Person), Customer (Person), and Supplier (Person) fields under the Security settings for creating new account section. For more information, see the Roles and rights section. Otherwise, users can create accounts regardless of any roles and function rights.

The Mandatory: Contract check box under the Customer section determines whether a contract is required before customers of both type person accounts and type company accounts can be created. If this check box is selected, contracts must be created before you can create customer person accounts or customer company accounts. If this check box is not selected, customer person accounts and customer company accounts can be created without contracts.

Roles and rights

• To view inactive customer accounts, function right 289 — View inactive customer accounts is required. By default, users with the Customer manager role have this function right.
• To edit account types except for reseller and customer accounts, function right 291 — Allows to edit account type, except reseller and customer is required. By default, users with the Customer manager role have this function right.
• To edit the status of customer accounts, function right 292 — Allows to edit status of customer account is required. By default, users with the Customer manager role have this function right.
• To edit the status of accounts except for customer and reseller accounts, function right 294 — Allows to edit status of account, except customer and reseller is required. By default, users with the Customer manager role have this function right.
• To display and view account types, function right 430 — Maintain CRM account type field visibility is required. By default, users with the Administrator role have this function right.
• To customize account cards (edit mode), function right 498 — Allows to update the company wide account card customization is required. By default, users with the Administrator role have this function right.
• To view, create, and modify database hosting of accounts, function right 344 — Maintain database hosting settings is required. By default, users with the Administrator role have this function right.
• To view and modify the background rating application, function right 337 — Allows to execute background rating application is required. By default, users with the Customer manager or Administrator role have this function right.
• To delete accounts, function right 355 — Allows to delete accounts is required. By default, users with the Customer manager role have this function right.

Note:

• For more details on function rights, go to Modules ? System ? Setup ? Security ? Function rights.
• For more details on roles, go to Modules ? System ? Setup ? Security ? Roles.

What version are you using?

The information in this document is applicable to product update 260 and higher. If you have versions lower than this, certain features explained here will not be applicable.

How do I create person accounts?

1. Go to Modules ? Customers ? Entry ? Entry ? Account.
2. On the Select: Type page, select the required type of account in the Type: Person section.
3. Define the required fields, and then click Save to save the person account information.

Keep in mind:

• All fields marked with the “!” icon are mandatory.
• Person accounts do not contain the Contact section. The Links section displays links of all contacts and person accounts linked to this person account.

How do I edit person accounts?

1. Go to Modules ? Customers ? Reports  ? Accounts ? Search.
2. In the General section, select the Person check box at Account: Type.
3. Define the required search criteria and click Show.
4. Click the required person account hyperlink in the Account name column.
5. Click Edit.
6. Make the necessary changes, and then click Save.

How do I delete person accounts?

1. Go to Modules ? Customers ? Reports ? Accounts ?  Search.
2. In the General section, select the Person check box at Account: Type.
3. Define the required search criteria and click Show.
4. Click the required person account hyperlink in the Account name column.
5. Click Edit.
6. Click Delete. The message “Are you sure that you want to delete this record?” will be displayed.
7. Click OK.

How do I change the person account status to reference?

1. Go to Modules ? Customers ? Reports ? Accounts ? Search.
2. In the General section, select the Person check box at Account: Type.
3. Define the required search criteria and click Show.
4. Click the required person account hyperlink in the Account name column.
5. Click Edit.
6. Click Reference.

Keep in mind: This function is available only for Customer person accounts, and only if the status of the account is Active.

How do I block person accounts?

1. Go to Modules ? Customers ? Reports ? Accounts ? Search.
2. In the General section, select the Person check box at Account: Type.
3. Define the required search criteria and click Show.
4. Click the required person account hyperlink in the Account name column.
5. Click Edit.
6. Click Blocked.

Keep in mind: This function is available only for Customer person accounts, and only if the status of the account is Active.

How do I change the person account status to pilot?

1. Go to Modules ? Customers ? Reports ? Accounts ? Search.
2. In the General section, select the Person check box at Account: Type.
3. Define the required search criteria and click Show.
4. Click the required person account hyperlink in the Account name column.
5. Click Edit.
6. Click Pilot.

Keep in mind: This function is available only for Customer person accounts, and only if the status of the account is Active.

How do I change the person account status to passive?

1. Go to Modules ? Customers ? Reports ? Accounts ? Search.
2. In the General section, select the Person check box at Account: Type.
3. Define the required search criteria and click Show.
4. Click the required person account hyperlink in the Account name column.
5. Click Edit.
6. Click Passive.

Keep in mind: This function is available only for Customer person accounts, and only if the status of the account is Active.

How do I change the person account status to active?

1. Go to Modules ? Customers ? Reports ? Accounts ? Search.
2. In the General section, select the Person check box at Account: Type.
3. Define the required search criteria and click Show.
4. Click the required person account hyperlink in the Account name column.
5. Click Edit.
6. Click Active.

Keep in mind: This function is available only if the status of the account is Reference, Blocked, Pilot, Passive, or Inactive.

How do I change the account status to inactive?

1. Go to Modules ? Customers ? Reports ? Accounts ? Search.
2. In the General section, select the Person check box at Account: Type.
3. Define other required search criteria and click Show.
4. Click the required person account hyperlink in the Account name column.
5. Click Edit.
6. Click Inactive.

Keep in mind: This function is available only if the status of the account is Active.

How do I promote prospect person accounts to customer person accounts?