This help topic is part of Add/Modify Accounts. When you want to create a new Sales Ledger Account, click the Create button on the Master Debtors form. You can then select one of the following options:
Continue: This option enables 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 compels you to create the CRM link later in the create process. If you select the Continue option, and click OK, the Main details tab of the Debtor Accounts form is displayed, with only the default record entries completed, which can be overwritten where necessary.
Note: The system can assign the Account Code for you. This facility is controlled by System Parameter setting and is implemented immediately before the Main details tab of the Debtor Accounts form is displayed.
CRM-company: If the CRM-company link option is selected and OK clicked, the system invokes a search on the CRM database. At this point you can search the CRM company file to locate the correct record to use. See the CRM on-line help for details of searching this file.
CRM-Customer: If the CRM-Customer link option is selected and OK clicked, the system invokes a search on the CRM database. At this point you can search the CRM Customer file to locate the correct record to use. See the CRM on-line help for details of searching this file.
Note: In the case of a CRM company or a CRM customer (target), the system automatically creates the SL.mastr record if required. This holds the account number, name, address and other header details which will become defaults to be used in the creation of the individual debtor records when required in the linked Sales Ledger companies. The system also prevents record creation or amendment if the record already exists. For this functionality to work, the Allow auto creation of SL accounts and Master debtor file parameters must be switched on in SL System parameters.
Linking in this way provides two benefits. Not only are the name and address drawn across from the CRM database, saving you time in keying the information again, but also the CRM and Sales Ledger records are linked. The CRM-company or CRM-customer record number is written into the Sales Ledger header record, and at the same time the CRM-company or CRM-customer record is updated with the new Sales Ledger account code. This linking of the records allows for a two-way exchange of information on certain fields in the records.
When a company or customer record has been selected via the CRM database search routine and you return to creating the Sales Ledger account you are prompted to do one of the following:
Lookup-again: In case the record selected is incorrect. This enables you to perform the CRM database search again.
Link-record: To write the record detail into the new Sales Ledger account header record. The cursor is positioned on the first field on 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 will 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.
CRM TYPE: The record type indicator, showing whether the account is linked to a CRM Company (C) or a Customer (T).
CRM MAGIC: The record number in the associated CRM company or customer file.
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. When it is switched on the Select start letter for account form is displayed.
Select from the form grid the Start Letter of the account.
Select one of the Option Buttons.
Click OK and the Account record is loaded.
Warning: This facility can only be used if the first character of your Account Code image held in System parameters is an alpha character.
