Viewing company account cards
Menu path
Modules ? Customers ? Reports ? Accounts ? Search
Introduction
This page allows you to view the details of the accounts.
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 view inactive reseller accounts, function right 290 — View inactive reseller accounts is required.
By default, users with the Reseller manager role have this function right.
- To edit the status of reseller accounts, function right 293 — Allows to edit status of reseller account is required.
By default, users with the Reseller manager role have this function right.
- To change the account type from customer to reseller, function right 406 – Allows to change account type from customer to reseller is required.
By default, users with the Reseller manager role have this function right.
- To display the account type, function right 430 — Maintain CRM account type field visibility is required.
By default, users with the Administrator role have this function right.
- To customize the page of the account card (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.
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 263 and higher. If you have versions lower than this, certain features explained here will not be applicable.
How do I view an account card?
- On the Accounts: Search page, define the search criteria.
- Click Show.
- Select the required account under the Account name column.
How do I edit accounts?
- On the Accounts: Search page, define the search criteria.
- Click Show.
- Select the required account under the Account name column.
- Click Edit. For more information on editing accounts, see Creating and modifying accounts.
How do I change the code of the accounts?
- On the Accounts: Search page, define the search criteria.
- Click Show.
- Select the account to be recoded under the Account name column.
- Click Actions. For more information, see Selecting the action to be performed on accounts.
How do I merge accounts?
- On the Accounts: Search page, define the search criteria.
- Click Show.
- Select the account to be merged under the Account name column.
- Click Actions. For more information, see Selecting the action to be performed on accounts.
How do I create a mail merge?
- On the Accounts: Search page, define the search criteria.
- Click Show.
- Select the required account under the Account name column.
- Click Mail merge. For more information on mail merge, 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.
How do I create letters?
- On the Accounts: Search page, define the search criteria.
- Click Show.
- Select the required account under the Account name column.
- Click Create letter.
- Select a template.
- Define the relevant criteria and click Create letter. For more information, see Creating letters with Word Merge on single processes.
Keep in mind:
-
-
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 create e-mails?
- On the Accounts: Search page, define the search criteria.
- Click Show.
- Select the required account under the Account name column.
- Click Create email.
- Select a template.
- Define the relevant criteria and click Create email. For more information, see Creating e-mails with Word Merge on single processes.
Keep in mind:
-
-
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 view customer rates?
- On the Accounts: Search page, define the search criteria.
- Click Show.
- Select the required account under the Account name column.
- Click Customer rates. For more information on customer rates, see Overview of customer rates.
Buttons
Close
Click this to exit.
Edit
Click this to edit the details of the account.
Actions
Click this to change the code of the account or merge the account. For more information, see Selecting the action to be performed on accounts.
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 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.
Create letter
Click this to create a letter for the account. For more information, see Creating letters with Word Merge on single 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 account. For more information, see Creating e-mails with Word Merge on single 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.
Customer rates
Click this view and/or create customer rates for the account. For more information, see Overview of customer rates.
Note: This is available if you have module YA1401 – Hour entry role or if you or any other user has the Hour entry role, and if your security level is 1 and above.
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, Reset to clear the selections, Advanced to define more settings, or Close to exit without saving. Take note of the following fields, sections, or columns:
Buttons section
This section allows you to enable or hide the buttons. For example, if you do not want the Edit button to be displayed, clear the Edit check box.
Actions
Click this to merge one or more accounts. For more information, see Validating accounts.
Label
Click this to view the template of the letter attached to the account. By default, the template is defined in Label under the Mail merge: Layouts section at Modules à Customers à Setup à Settings. For more information on account settings, see Overview of account settings.
Links section
This section allows you to enable or hide the links in the accounts card. For example, if you do not want the Map link to be displayed, clear the Map check box.
Requests: Graph section
This section allows you to display a graph and the number of requests created for the account. The graph is based on the month the requests were created. For example, if 10 requests were created for the account in January 2012, the graph will display “Jan” and “(10)”. To view the requests created during the month, click the relevant link of the number. For example, click (1) on the page to view the requests created during the month of December.
Requests: Reports section
This section allows you to display the overview of requests created for the account. Information such as the type of request, total number of requests created for the request type, and the total number of hours taken to process the request type are displayed. To view the report, click the link. For more information on quality analysis report, see Overview of quality analysis.
Free fields section
This section allows you to display or hide additional information of the account.
Activity section
This section allows you to display account activities where you can view the past activities by clicking Read – Recent. For more information, see Activity history report. You can also view the applications that are being assessed and those that have been assessed by clicking Log: Application. For more information, see Application log report.
Financial section
This section allows you to display the financial information of the account such as the currency, VAT number, and other information. You can also create new debtor codes and/or supplier codes for the account by clicking the New link.
End date
This field displays the expiry date of the credit card.
Database section
This section allows you to display information on database settings related to the account.
Mandatory column
This column is available once the Advanced button is clicked. Select the check boxes in this column to make the fields mandatory. For example, select the Code check box if you want the account code to be mandatory. Otherwise, the account cannot be saved.
Mode column
This column is available once the Advanced button is clicked. Select Show to display the fields, Hidden to hide the fields, or Edit to allow amendments to be made to the fields.
Function rights column
This column is available once the Advanced button is clicked. You can select function rights for the fields. Function rights are created at Modules à System à Security à Function rights. For more information, see Overview of function rights.
Fields
Summary section
This section provides a summarized details of the account, such as the account code, name, address, and other details. The picture of the account will also be displayed in this section. The location of this section is fixed, and cannot be moved.
When viewing account cards, the header name of the Summary section will not be displayed. The header name is displayed only when you are customizing the cards.
Monitor section
When viewing account cards, the header of this section is not displayed. The header will be displayed when you are customizing the cards.
Contracts
Click this to view the list of contracts for the account. Contracts can be exported. For more information on how to export contracts, see Exporting contracts. Contracts can also be created and modified. For more information on how to create new contracts, see Creating and modifying contracts.
Workflow
Click this to view the list of requests for the account. You can also create and modify the requests. For more information, see Viewing personal workflow.
Projects
Click this to view the list of projects for the account. New projects can also be created. For more information on how to create new projects, see Creating and modifying projects.
Documents
Click this to view the list of documents attached to the account. You can also create and modify the document details. For more information, see Viewing recent documents.
Transactions
Click this to view the list of accounts receivable or accounts payable for the account. For more information on accounts receivable, see Displaying accounts receivable. For more information on accounts payable, see Displaying accounts payable.
Note: If the selected account is a customer, all the accounts receivable for the account will be displayed. If the account is a supplier, all the accounts payable for the account will be displayed.
Sales invoice
Click this to view the sales invoice for the account.
Opportunities
Click this to view all opportunities linked to this account. For more information, see Viewing related opportunities.
Quotations
Click this to view the quotations for the account. For more information, see Overview of quotations.
Reports
Click this to view all reports that are grouped under the CRM report group. For more information, see Overview of reporting services integration reports.
Service configuration
Click this to view the service configurations for the account. For more information, see Searching for service configurations in Service management.
Service contracts
Click this to view the service contracts for the account. For more information, see Creating and maintaining service contracts for Service management.
Service activities
Click this to view the service activities for the account. For more information, see Overview of service activities for Service management.
Personal data
Click this to view a list of personal data classifications that are linked to this contact person. For more information, see Viewing personal data classifications linked to an employee, account, or contact person.
Remarks section
This section displays comments about the account. You can change the remarks while in the editing mode.
Requests section
This section displays information on requests related to the account. To view the request in detail, click the request number link. You can create requests by clicking Workflow in the Monitor section. For more information on how to create requests, see Creating and modifying requests.
Contacts section
This section displays the contact person(s) of the account.
Click the link of the contact person to view the details of the contact person.
All
Click this to view all the contact persons for the account. For more information, see Viewing contact list.
Security
Click this to add new roles for the reseller’s contacts. This functionality is for resellers to add new roles for their contacts. For more information, see Overview of account roles for resellers.
Note: This button is available only if the account type is “Reseller”.
Add
Click this to add a new contact person for the account. For more information on creating a contact person entry, see Creating and modifying contacts.
External References section
This section displays all the external references including the social media added for the selected account. To add new social media for the selected account, click Add. For more information, see Adding social media references for accounts and contact persons.
Marketing section
This section displays the general information of the company such as the type, status, size, and many more.
D&B number
This displays the D&B number of the selected account. However, this number is available only if a D&B risk profile report is available for the account. A color indicator will be displayed beside the D&B number, which refers to the D&B risk profile rating of the account. The color of the indicator shows the credit rating of the account and is based on the most recent risk profile report purchased for the account. However, the color indicator will be displayed only if you have purchased more than one risk profile report previously for the account. The colors of the indicators are according to the following risk levels:
- Green — Minimal risk level
- Yellow — Low risk level
- Orange — Greater than average risk level
- Red — Significant level of risk
Click the D&B number to view the most recent risk profile report purchased for the account. For more information, see Viewing Dun & Bradstreet risk profile reports. Click the Buy D&B report link to purchase a risk profile report from D&B for the selected account. For more information, see Purchasing Dun & Bradstreet risk profile reports. However, you will be able to purchase risk profile reports from D&B only if you have defined the settings for D&B in the account settings. For more information, see Defining account settings. Otherwise, a message "A connection to D&B cannot be established. Please check whether you have an active D&B subscription and that the user name and password are valid" will be displayed.
Note: The color indicator and Buy D&B report link is displayed only if you have YA1016 - Risk management in your license. Employees are not allowed to purchase D&B reports. The Buy D&B report link is displayed only if you have function right 722 - Maintain Account with D&B information and/or function right 723 - Allow to purchase all D&B risk profiles. Users with the Customer manager or Reseller manager role have these function rights.
Relations section
This section displays the account manager, cost center, reseller, parent account of the account, and number of subsidiaries.
Divisions section
This section is available only if you have selected the Accounts check box at Modules ? System ? Setup ? Central Master Data Management ? Settings.
Code - Division
This displays the code and name of the division(s) of the account. You can view the information of the division by clicking the hyperlink. For more information on divisions, see Viewing division cards.
Main
A green check mark is displayed if the division of the account is the main division.
Add
Click this to create a debtor or creditor code for the account. For more information on debtor codes, see Creating and modifying debtor codes for Central Master Data Management (CMDM). For more information on creditor codes, see Creating and modifying creditor codes for Central Master Data Management (CMDM).
Note: For prospect, associate, and bank account types, this button is available only if a debtor or creditor has been defined for the account, and you have function right 564 – Maintain Div. debtor and function right 565 – Maintain Div. creditor.
New: Debtor code
Click this to create a debtor code for the account. For more information on debtor codes, see Creating and modifying debtor codes for Central Master Data Management.
Note: For prospect, associate, and bank account types, this button is available only if the debtor or creditor has not been defined for the account, and you have function right 564 – Maintain Div. debtor.
New: Creditor code
Click this to create a creditor code for the account. For more information on creditor codes, see Creating and modifying creditor codes for Central Master Data Management.
Note: For prospect, associate, and bank account types, this button is available only if the debtor or creditor has not been defined for the account, and you have function right 565 – Maintain Div. creditor.
Timeline
section
Click
to display the timeline
panel, and click again
to hide the timeline panel. This section allows you to share posts to your
timeline.
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: |
15.452.487 |
| Assortment: |
Exact Synergy Enterprise
|
Date: |
03-06-2019 |
| Release: |
|
Attachment: |
|
| Disclaimer |