See also: Add/Modify Accounts
When you have decided that you need to create a new Purchase Ledger account, click the Create button, and then use the radio buttons to either create a copy of an existing account, or create a completely new account, and the next menu provides the opportunity to:
| Continue: | This option allows you to continue with the account creation but creates a new account without any link to a record in the CRM database. The requirement for this link is controlled by a system parameter based on the type of account you are trying to create. If you select this option and continue creating an account with a type that requires a CRM link, Autoline forces you to create the CRM link later in the create process. If you select the Continue option, and click the OK button, you are taken into the Main details tab of the Creditor Accounts form with only the default record entries completed, which can be overwritten where necessary. |
Note: There is a facility that assigns the account code for you. This facility is controlled by a system parameter setting and is invoked just before you are taken into the Main details tab of the Creditor Accounts form.
| CRM-company | If the CRM-company link option is selected and the OK button clicked, the system invokes a search on the CRM database. At this point it is possible to search the CRM company file to locate the correct record to use. See the CRM on-line help with regard to searching this file. |
| CRM-customer | If the CRM-customer link option is selected and the OK button clicked, the system invokes a search on the CRM database. At this point it is possible to search the CRM customer file to locate the correct record to use. See the CRM on-line help with regard to searching this file. |
Linking in this way provides two benefits. Not only are the name and address drawn across from the CRM database which saves you time in keying the information again, but also the CRM and Purchase Ledger records are linked. The CRM-company or CRM-customer record number are written into the Purchase Ledger header record, and at the same time the CRM-company or CRM-customer record are updated with the new Purchase Ledger account code. This linking of the records allows for a two way exchange of information on certain fields within the records.
When a company or customer record is selected via the CRM database search routine and you return to creating the Purchase Ledger account, you are prompted to either:
| Lookup-again | In case the record selected is incorrect, this allows you to perform the CRM database search again. |
| Link-record | Writes the record detail into the new Purchase Ledger account header record. The cursor is positioned in the first field of the Main details tab. Any default record entries will have been loaded, but some of the fields will have been overwritten with the contents of the CRM company or customer record details. |
The fields that overwrite the default record information are as follows:
NAME: The customer's name.
ADDRESS1: The first line of the account address.
ADDRESS2: The second line of the account address.
ADDRESS3: The third line of the account address.
ADDRESS4: The fourth line of the account address.
ADDRESS5: The fifth line of the account address.
POSTCODE: The post code of the account address.
SHORT NAME: The account short name.
TELEPHONE NUMBER: The account main telephone number.
FAX: The account facsimile number.
CONTACT NAME: The contact for the company.
VAT NUMBER: The company's VAT number.
CRMTYPE: The record type indicator to show whether the account is linked to a CRM Company or a T Customer.
CRMMAGIC The record number in the associated CRM company or customer file. The CRMMAGIC and CRMTYPE fields are displayed on the Other details tab of the form.
Whether the new record is created manually or via the link to either of the CRM files, you should ensure that you review or enter data into the relevant fields in the following tabs.
This facility is controlled by a system parameter and, when switched on, presents you with a Select start letter for account form.
From the grid, select the Start Letter of the account.
Select one of the radio buttons.
Click the OK button, and the account record is loaded.
Warning: This facility can only be used if the first character of your account code image held in the system parameters is an alpha character.
