Searching for accounts
Menu path
Modules ? Customers ? Reports ? Accounts ? Search
Introduction
You can search for existing accounts by using the available filter criteria, and perform various actions, such as exporting accounts to Microsoft Excel and creating opportunities for the accounts.
Roles and rights
All users can search for the created accounts.
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 259 and higher. If you have versions lower than this, certain features explained here will not be applicable.
How do I search for accounts?
- On the Accounts: Search page, define the search criteria.
- Click Show.
How do I view the accounts?
- On the Accounts: Search page, define the search criteria.
- Click Show.
- Select an account in the Account name column. For more information on company accounts and person accounts, see Viewing company account cards and Viewing person account cards.
How do I reset the search criteria?
- On the Accounts: Search page, click Reset.
How do I search for account contacts?
- On the Accounts: Search page, click Contact.
- Define the search criteria.
- Click Show.
How do I view the total number of accounts created?
- On the Accounts: Search page, define the search criteria.
- Click Count. The number of records created for the search criteria that you have defined will be displayed. You can click Result to view the list of accounts, Search to go back to the previous screen, or Update accounts to update the information of the selected accounts.
How do I set the search criteria to the default criteria page?
- On the Accounts: Search page, click Default.
How do I create a request for the accounts?
- On the Accounts: Search page, define the search criteria.
- Click Show.
- Click Request. For more information, see Creating multiple requests for accounts.
Keep in mind: Requests can only be sent to a maximum of 5,000 accounts. You can send and modify the request only if you have the Administrator role at the Corporate level.
How do I update accounts in batches?
- On the Accounts: Search page, define the search criteria.
- Click Show.
- Click Update accounts. For more information, see Updating account details in batches.
How do I create opportunity cards in batches for accounts?
- On the Accounts: Search page, define the search criteria.
- Click Show.
- Click Opportunity. For more information, see Creating batch opportunity cards for accounts.
Keep in mind: Opportunity cards can only be created for a maximum of 5,000 accounts. You can create and modify the opportunity card only if you have the Administrator role at the Corporate level.
How do I export the accounts to Microsoft Excel?
- On the Accounts: Search page, define the search criteria.
- Click Show.
- Click Export. For more information, see Exporting accounts.
How do I create e-mails?
- On the Accounts: Search page, define the search criteria.
- Click Show.
- Click Create email. For more information, see Creating e-mails with Word Merge on bulk processes.
Keep in mind:
- For more information on sending e-mails on single processes, see Creating e-mails with Word Merge on single processes.
- The Create email button is available only if the New Word Merge check box under the Word Merge section on the Document: Settings page is selected. For more information, see Setting up documents. This setting is available only for existing users moving to product update 250. From product update 250 onwards, by default, the Create email button will be displayed.
How do I create letters?
- On the Accounts: Search page, define the search criteria.
- Click Show.
- Click Create letter. For more information, see Creating letters with Word Merge on bulk processes.
Keep in mind:
- For more information on creating letters on single processes, see Creating letters with Word Merge on single processes.
- The Create letter button is available only if the New Word Merge check box under the Word Merge section on the Document: Settings page is selected. For more information, see Setting up documents. This setting is available only for existing users moving to product update 250. From product update 250 onwards, by default, the Create letter button will be displayed.
How do I send multiple emails to multiple accounts using the same template?
- On the Accounts: Search page, define the search criteria.
- Click Show.
- Click Mail merge. For more information, see Creating mail merge for multiple recipients.
Keep in mind: The Mail merge button is available only if the New Word Merge check box under the Word Merge section on the Documents: Settings page is not selected. For more information, see Setting up documents. This setting is available only for existing users moving to product update 250.
Buttons
Close
Click this to exit.
Show
Click this to display the results of the search criteria.
Note:
- Once you have clicked this, the name of the button will change to Search.
- Once you have clicked this, the Search, Request, Update accounts, Opportunity, Export, and Mail merge buttons will be displayed. The Reset, Contact, Account, Count, and Default buttons will not be available.
- Once the search results are displayed, the
Expanded, 
Compressed, and 
Column icons will be available next to the Page size field for you to select the display views for the search results.
Reset
Click this to clear the search criteria.
Contact/Account
Click Contact to search for the contact person.
Click Account to search for the accounts.
Note: You will see the Account button after the Contact button is clicked, and you will see the Contact button after the Account button is clicked.
Count
Click this to display the total number of accounts.
Default
Click this to clear all the customized search criteria.
Note: This button is available only if you are searching for accounts.
Search
Click this to search for other accounts.
Request
Click this to create a request for the account(s). If 10 accounts are listed in the overview, the request will be sent to all 10 accounts. For more information on how to create multiple requests, see Creating multiple requests for accounts.
Marketing
Click this to batch update the accounts. You can update the account and contact details for the accounts. However, accounts can be batch updated only if you have function right 275 – Allows batch updates of accounts and the Marketing manager role. For more information on the fields, see Creating and modifying accounts.
Opportunity
Click this to create batch opportunity cards for the accounts. For more information, see Creating batch opportunity cards for accounts.
Export
Click this to export the accounts to Microsoft Excel. However, the accounts can be exported only if you have function right 200 – Allows to export account data from search results and the Marketing manager role. For more information on how to export accounts, see Exporting accounts.
Note: A message “You (or your) request is sent for processing” will be displayed once the file is exported. You will only receive the Microsoft Excel file after an .exe file has been executed in the background, which is on a scheduled basis.
Create letter
Click this to create a letter for the selected accounts. For more information, see Creating letters with Word Merge on bulk processes.
Note: This button is available only if the New Word Merge check box under the Word Merge section on the Document: Settings page is selected. For more information, see Setting up documents. This setting is available only for existing users moving to product update 250. From product update 250 onwards, by default, this button will be displayed.
Create email
Click this to create an e-mail for the selected accounts. For more information, see Creating e-mails with Word Merge on bulk processes.
Note: This button is available only if the New Word Merge check box under the Word Merge section on the Document: Settings page is selected. For more information, see Setting up documents. This setting is available only for existing users moving to product update 250. From product update 250 onwards, by default, this button will be displayed.
Mail merge
Click this to send multiple e-mails to multiple accounts using the same template. For more information, see Creating mail merge for multiple recipients.
Note: This button is available only if you are searching for accounts and only if the New Word Merge check box under the Word Merge section on the Documents: Settings page is not selected. For more information, see Setting up documents. This setting is available only for existing users moving to product update 250.
Icon
Customise
Click Customise at the title bar to customize the fields or sections. You can add or remove existing criteria based on your preferences by selecting or clearing the relevant check boxes. Click Save to save the settings, Default to reset your selections to the default setting, or Close to exit without saving. Take note of the following fields/sections/columns:
Columns section
You can add or remove columns based on the information you want to view. The order of the columns can be arranged by clicking the Up or Down buttons. There are various columns that can be selected such as Account: Code, Contact: Full name, and many more.
Marketing section
You can search for accounts based on the marketing details, such as sector, classification, size, source, D&B number, and others.
Contract section
You can search for accounts based on the contract details, such as contract number, item description, assortment, and others.
Financial section
You can search for accounts based on the financial details, such as debtor code, creditor code, invoicing, VAT number, and others.
Request section
You can search for accounts based on the request category, status, type, and description.
Items section
You can search for accounts based on the item, assortment, product line, revenue report, and others.
Advanced search section
Select the Search via operators check box to perform an advanced search by defining an SQL statement and operators here. For more information, see Defining advanced search criteria.
Fields
General section
Type
Select the type of account to be displayed. You can select more than one account type.
- Associate - Select this check box to display associate accounts. An associate account does not have product-related business relationship with the company. For example, auditors, investors, and competitors.
- Prospect - Select this check box to display prospect accounts.
- Customer - Select this check box to display customer accounts.
- Supplier - Select this check box to display supplier accounts.
- Reseller - Select this check box to display reseller accounts.
- Division - Select this check box to display division accounts.
- Bank - Select this check box to display bank accounts.
- Not validated - Select this check box to display invalidated accounts. Invalidated accounts mean the account is newly created and the account type is not specified.
- Lead - Select this check box to display lead accounts.
- Suspect - Select this check box to display suspect accounts.
Note: For more information on company account and person account types, see Creating and modifying company accounts and Creating and modifying person accounts.
Status
Select the status of the accounts to be displayed. You can select more than one status.
- Active - Select this check box to display accounts with the active status.
- Blocked - Select this check box to display accounts that have been blocked.
- Inactive - Select this check box to display accounts that are inactive.
- Not validated - Select this check box to display accounts that are not validated.
- Passive - Select this check box to display accounts that are passive. These are accounts that deal only with the purchase of products from the company and not services.
- Pilot - Select this check box to display pilot accounts. These are pioneer users of the company’s products.
- Reference - Select this check box to display reference accounts. These are accounts that you want as your reference for potential customers. Reference status is available only for associate, prospect, customer, bank, not validated, lead, and suspect accounts.
Account Type
Select the account type of the accounts to be displayed. You can select more than one account type.
- Company – Select this check box to display accounts of the type Company.
- Person - Select this check box to display accounts of the type Person.
Note: For more information on company account and person account types, see Creating and modifying company accounts and Creating and modifying person accounts.
Account section
Name
Type the name of the account to be displayed. Click the icon to search for the account that starts with, contains, or equals to a certain letter or word.
Code
Type the code of the account. This is the code of the account when the account was created.
Postcode
Type or select the postcode of the account. Click the icon to search for the postcode that starts with, contains, or equals to a certain letter or word.
City
Type the city of the account. Click the icon to search for the city that starts with, contains, or equals to a certain letter or word.
Phone
Type the phone number of the account. Click the icon to search for the phone number that starts with, contains, or equals to a certain number.
Contact section
Last name
Type the contact person’s last name of the account to be displayed. Click the icon to search for the account with the contact person's last name that starts with, contains, or equals to a certain letter or word.
First name
Type the contact person's first name of the account to be displayed. Click the icon to search for the account with the contact person's first name that starts with, contains, or equals to a certain letter or word.
Contact: Phone
Type the contact person's phone number of the account to be displayed. Click the icon to search for the account with the contact person's phone number that starts with, contains, or equals to a certain letter or word.
Only main contact
Select Yes to display only the main contact, or No to display all the contacts. By default, Yes is selected.
View section
Include: Contacts (All)
Select this check box to display all the contacts for the account.
Type: Address
Select the address type of the account to be displayed. By default, the address types available are Visit, Postal, Delivery, Warehouse, and Invoice. For example, if Postal is selected, the postal address of the account will be displayed. For more information on address types, see Overview of address types.
Note:
- The address of the account will be displayed only if Address is selected in the Column section at Customise (click Customise icon at the title bar).
- This field is available only if you are searching for accounts.
Templates section
You can save your search criteria as a template. For more information, see Creating and modifying templates.
Related documents
| Main Category: |
Support Product Know How |
Document Type: |
Online help main |
| Category: |
On-line help files |
Security level: |
All - 0 |
| Sub category: |
Details |
Document ID: |
15.403.115 |
| Assortment: |
Exact Synergy Enterprise
|
Date: |
16-06-2017 |
| Release: |
250 |
Attachment: |
|
| Disclaimer |