Company Record Maintenance

The CRM Company record contains details about the company records saved on the system. Accessing the company record allows you to maintain the data on existing company records, but the same form is displayed when a new company record is being created. The company information is grouped together in the different areas of the User's CRM form as it is displayed with the Company button on the sidebar selected.

Menu Bar and Toolbar:

Note: The menu bar and toolbar are the same no matter which tab you are displaying.

Menu bar	Shortcut	Toolbar	Action
File > Open	CTRL+O		Displays the search form for finding company records.
File > Close			Enables you to close the current company. If you are working on a newly created company that has not yet been saved, you will prompted to save the form first. If any amendments have been made to the company, and you close the form, the changes will not be saved.
File > Edit	CTRL+E		Enables you to amend the details of the company you have selected.
File > Save	CTRL+S		Enables you to save the company details after changes have been made in Edit mode
File > Print menu	CTRL+P	—	Enables you to print the company details onto a form. All the company details are printed except the associated vehicles.
File > Spool control		—	Enables you to manage print jobs.
File > Recent records		—	Displays a list of records you have accessed when in record maintenance. This is cleared when you exit record maintenance. The amount that the system holds is set up within system parameters to a maximum of ten.
File > Recent enquiries		—	Displays a list of enquiries you have accessed when in record maintenance.
File > Exit	ESC		Exits record maintenance and returns you to the main CRM options menu.

Reports > [Report number]		—	Enables you to run reports from the CRM file menu option. You can specify up to five reports that can be printed from this option. The selection is set up within User Access Control.
Reports > Other		—	Enables you to select any saved and compiled Report generator report, save in CRM report generator, and run it from CRM.

Tools > Record information	CTRL+I	—	Displays a form called Record properties. It shows you the following information about the company record: the company record number and name, the record type, the creation date for the record, the creating user id, the date on which the record was edited, the time when the record was edited and who the record is edited by.
Tools > Case file		—	Launches the company record case file. The information displayed in the case file can vary from system to system depending on the case file access settings in CRM User Access Control.
Tools > Demonstrator Booking		—	Opens the Demonstrator booking diary.
Tools > Authorise demonstrator		—	This option is displayed only if you have sufficient CRM priority to authorise a demonstrator booking. The priority needed to do this is dictated by the entry in the Authorize loan [/demo] field on the Loan vehicle - 1 tab of CRM System parameters.
Tools > Lock CRM	CTRL+ALT+Z	—	Enables you to lock CRM if you are going to leave your computer for any length of time and want to hide the information you are displaying without having to return to the menu. You can also set the system so that if your computer is left for a set amount of time it locks automatically.
Tools > Navigation		—	Gives you access to a shortcut method of moving between the options available from CRM shortcuts.

Note: The options available under the heading Company options may vary depending on your User access controls in System Maintenance.
Company options > Transaction log		—	Enables you to display the transactions made by the company record loaded. This can be done for all types of transactions over a selected time period.
Company options > Spend analysis			Displays the Spend analysis form, enabling you to see both graphically and by line detail how much the company currently loaded has spent over a given time period.
Company options > Customer-list		—
Company options > Branches		—	Displays the parent companies attached to the main company record. In Edit mode, the parent company can be selected by clicking the line.
Company options > Parent-company		—	If the company is linked to another company record (for example, parent company) in Display mode, this option opens the parent company record. In Edit mode, it enables you to attach a company record to a parent company, if not already linked. If already linked, it enables you to detach the company from the parent company or, alternatively, change the link.
Company options > Veh-maint-reven		—	Vehicle maintenance revenue: displays the After-sales revenue analysis for any vehicles that are attached to the selected company.
Company options > Sales-analysis			Displays the sales analysis for the selected company as a graph for the departments or the products.
Company options > Satisfaction			Displays the questions and results of the Customer Satisfaction Index (CSI) response for the selected customer.
Company options > Rental-company		—	Displays rental company details, if applicable.
Company options > Purchase-detail			Displays the vehicle purchasing details for the selected company - that is, its fleet purchasing strategy. Information that is stored includes vehicle funding methods, replacement cycle, and annual mileage.
Company options > Fleet-spread		—	Enables you to maintain details of the vehicles a company owns. From this form, you can read and create records of the vehicle types, quantities, franchise, and the number of months and miles after which the company renews its vehicles.
Company options > Notes/No notes			Enables you to entered notes against a customer, or the option is available to scan notes or documents.
Company options > Audit			Displays an audit of the changes made to the currently loaded record.
Company options > AOI Quick Mail		—	Enables you to email Company information from the CRM Company record, provided that the Use Accounts Open Interface (AOI) parameter on the System Flags tab on the NL System Parameters form is set to Y.
Company options > Contacts			Displays the contact history for the selected company.

Help > Help		—	Displays this help topic in a browser.
Help > Legend		—	Displays a key to the colour-codes used on the current tab or form, if applicable.

Note: The company record number is displayed at the bottom right-hand side of the form.

Tabs

The form has three tabs:

Company Tab
Additional Details Tab
Associated Vehicles Tab

Company Tab

The Company tab holds the company contact details:

Name: Company name.

Address: Company address.

Postcode: Company post code.

Main: Main contact telephone number for the company.

Other: Alternative contact telephone number for the company.

Fax: Company facsimile number.

Web site: Company website address, enabling you to enter a website address of up to one hundred characters.

Misc: Additional field for another contact telephone number supplied to you by the company.

Source of business: The Source of business field enables you to keep a record of how the company first heard about your dealership, selectable with a Drop-down button. These codes are maintained in Customer miscellaneous options.

Status: Company status.

Legal Status: Type of legal status under which the business operates, such as sole trader or limited company.

GRID:

The grid displayed in the lower half of this tab shows some basic details of any customer records that are linked to the company record. The grid shows the position of customers in the company, and their names and addresses. It also enables quick access to the customer records linked to the company. By clicking the customer record line, you can load the customer record.

Additional Details Tab

The Additional Details tab is split into two un-labelled groups, and holds extra information about the company (this includes executive responsibility and account links):

Upper Group:

Short name: Normally an abbreviated version of the company name, but can be the first line of the address.

Parent Company: Parent company name if the company record is attached to one.

Account code: Account code that has been created for the company in the Sales Ledger. The account can be linked when the record is in Edit mode, by clicking the Ellipsis button. If you can create a sales ledger account from the CRM records, the account code label is on a button which, when clicked, launches the account creation wizard.

Labelling and availability of the button next to the Account code field:

Note: 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.

New CRM company: In the case of a new CRM company with no SL.mastr or SL.accts records, the system creates both. The button is unavailable and is labelled Master acc. as no SL.mastr or SL.accts record exists yet for this company. When you create a new CRM company the button is labelled Master (Account). When you go into Edit mode, the button becomes enabled so that a user (with sufficient priority) can create the master debtors and standard account. If auto-numbering of accounts is switched on, you are prompted to assign the number at this stage. The account creation form is displayed with details populated from the new CRM company record. Clicking OK on this form creates the SL.mastr and SL.accts records.

Existing CRM company with no SL.mastr or SL.accts records: The system creates both.

Existing CRM company with an existing SL.mastr but no SL.accts record: The system creates SL.accts record only. If you delete the SL.accts record, in CRM the button is now labelled Account code. You can create the SL.accts record from the SL.mastr record. The button is now enabled and is labelled Account code instead of Master acc.. When you click it, a message box shows the account the system will create, based on the master debtors file. Cancelling from this form returns you to CRM without creating any records. If you select Yes the account creation form is displayed, where all the controls will be unavailable. You will only be able to select OK to create the account or Cancel. Selecting Cancel returns you to the CRM form and does not create any records. Selecting OK creates th e account in SL.accts.

Existing CRM company with an existing SL.mastr and SL.accts record: The system prevents any record creation or amendment.

Existing CRM Company with an existing SL.accts record but no SL.mastr record (legacy data): The button in CRM is labelled Account (code:) and is unavailable. If you delete the SL.mastr records of the CRM company, the button is labelled Account (code:) and is not available, so you cannot create another SL.accts record.

Master: Enables the creation of Master debtor file and automatic creation of sales ledger accounts.

Tip: Activation of this functionality is done with the system parameters.

Company Established: Month when the company was first established, selectable with a Drop-down button.

Year: Year when the company was first established.

Supplier account: Customer supplier account number from the purchase ledger accounts file.

Note: If an incorrect account is entered, an Account code [...] not found message is displayed.

Account Manager: Login identity and name of the person who is responsible for the company's account. An account manager can be selected by clicking the Ellipsis button.

Type of Business: Three-character code and description that describes the type of business that the company is involved with, selectable with a Drop-down button. The codes are held in the business types file accessed in Miscellaneous Options.

Status: Status code used to determine the state of the current record, selectable with a Drop-down button. This may not be left blank and must be selected when a record is created. One of the following:

L Live - Direct Mail (Receive all mail shots)

N Live - No Direct Mail (Receive no mail shots)

X - Marked for deletion (Mark this company for deletion)

Note: After a company record has been marked for deletion, you can no longer access the record, and will need to contact your System Administrator to re-open.

Company Registration Number: Company registration number. This can be up to twenty characters, numeric or alpha.

Lower Group:

The lower group contains details of the contact executive responsibility, loyalty card details, national fleet and VAT numbers, and language codes.

Note: The loyalty card information may not appear on the company record. This is not a system fault, because this information can be held at company, customer, vehicle record level, or not at all. Where this information is held is controlled by the System parameters set-up. If you need more information about this, click the CRM System parameters link in Related topics.

Sales contact: Customer number that will be a point of contact for sales purposes. The option will only be available if a customer has been attached to the company.

After sales contact: Customer number that will be a point of contact for after-sales purposes. The option will only be available if a customer has been attached to the company.

Debtors contact: Customer number that will be a point of contact for debtors purposes. For example, if this is selected, it may be used for reporting purposes and could be used to help produce credit-chase letters. The option will only be available if a customer has been attached to the company.

National fleet no: National fleet number.

Loyalty card: Description of the loyalty card type held by the company. These details are user-defined, and are created using the Loyalty cards option in CRM Miscellaneous options. The loyalty card type can be selected with the Drop-down button next to the field.

Loyalty card number: Loyalty card number (up to twenty characters).

Loyalty card expiry: Expiry date of the loyalty card held by the company.

VAT reg no: VAT registration number for the company.

Country: Country where the company is based, selectable with a Drop-down button.

Language: language used at the company, selectable with a Drop-down button.

Associated Vehicles Tab

The Associated Vehicles tab displays the vehicles linked to the company record or the customer, in a grid.

GRID:

Reg'n: Current registration for the vehicle as saved against the CRM vehicle record.

Description: Description of the vehicle.

Status: Current accounts status of the vehicle record.

Link: Shows the current vehicle links.

There are three other fields on the Associated Vehicles tab:

Show vehicles at status: This enables you to choose the accounts status of the CRM vehicle record that may have links to the company record or its linked customer records, to display in the grid. Any vehicles which are linked as previous vehicles are displayed highlighted in red.

The other two fields on the form display the name of the currently selected company record and the name of the customer record currently highlighted on the Company tab.

Option Buttons on the Associated Vehicles tab:

There are two option buttons on the tab, which enable you to display the vehicle or vehicles linked to the company (that is, those CRM vehicle records which have been linked to a customer and flagged as company vehicles) or the vehicle linked to the customer record. You can change the view by clicking the option button associated with the option required.

Note: When the Customer option button is selected, the vehicles displayed in the grid are all the vehicles at the selected status linked to the customer record. They are not necessarily also linked to the company record.