CRM - CRM - Account maintenance
The CRM account editor has a series of nodes - or pages - (as highlighted below) to view different types of information. You can view the information for each node by clicking it.
Create a new account
To create a new CRM account, select the CRM module. Right click anywhere in the right hand list of accounts and select New from the context menu.
This will display the Account Details editor (as shown below). The Account node will be selected automatically.
|Short Code*||A unique identifier for this account.
This must be upper case alpha numeric only and cannot contain any spaces.
|Account Number||Account number.|
|External ID||An external ID for this party.|
|Account Name*||The name of the party concerned. This name will display wherever this party is specified. It will also appear on customs declaration reports etc.|
|Main Telephone||Telephone number.|
|Account Type||Tick the type(s) that apply.|
|Relationship||Tick the type(s) that apply.|
|Country||The code for the country for this party. You can type the code directly into the box.
You can also enter
|Default Currency Code||The code for the default currency for this party. You can type the code directly into the box.
You can also enter
|TIN||The Trader Identity Number (normal the EORI number for UK parties).|
|GB VAT No.||The VAT number.|
|Primary Address*||An account must have at least one address recorded, and one address selected as the 'primary' address. Click the 'Primary Address' link to add this address.
See addresses below for information that is required.
Elements shown in the above list with an asterisk (*) are required.
The Addresses node displays a list of addresses stored against this account record.
To add an address, click [New] on the addresses toolbar. This will display the Account Address editor as shown below.
The Contacts node displays a list of contacts stored against this account record.
To add a contact, click [New] on the contacts toolbar. This will display the Contact editor as shown below.
The Account Notes node displays a list of notes stored against this account record.
You can add account notes that will be displayed to a user whenever this account is included in one of the functions listed on the Notes editor below.
To add a note, click [New] on the Notes toolbar. This will display the Notes editor as shown below.
Alert when used in
Indicate one or more areas where you wish the alert to appear on the list to the left.
The Products node displays a list of products stored against this account record.
Product data is useful when creating worksheets for consumption within customs declarations.
To add a product, click [New] on the Products toolbar. This will display the Product editor as shown below.
See Adding Accounting Information to CRM Records for information on what data is stored and how it is used.
The Documents node displays a list of documents stored against this account record. The Documents node allows you to attach copies of documents relevant to the account.
To add a document, click [Add] on the Documents toolbar. This will display the standard file explorer for you to specify the location of the document you wish to attach. Select the document and click [Open] to attach it.
There is a lot of different information about CHIEF declarations that can be stored against an account. The information is displayed in a series of 'sub-notes'. Click the - plus icon - to expand and display these sub-nodes.
There is a lot of different information about CDS declarations that can be stored against an account. The information is displayed in a series of 'sub-notes'. Click the - plus icon - to expand and display these sub-nodes.
See Information from CRM records for information on what data is stored and how it is used.
Deactivate an account
If an account has been referenced in jobs, declarations etc. it cannot then be deleted.
However, it may be that you don't want that account used in the future. For that reason, you can 'deactivate' an account, so that it can no longer be used. To do this, click the [Deactivate] button on the main Account editor toolbar (as highlighted below.)
Once you click the [Deactivate] button, don't forget to click [Save] to save your changes.
Deactivated (inactive) accounts will appear in the Inactive accounts folder of the CRM module.
To reactivate an account record, open the Account editor and click the [Activate] button on the main editor toolbar. Then click [Save] to save the change.