This help topic is part of Add/Modify Accounts. Once you have decided that you need to create a new Sales Ledger Account click the Create button and the next menu will provide the opportunity to:
Continue |
This option allows you to continue with the Account creation but will create a new account without any link to a record in the CRM database. The requirement for this link is controlled by 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 then Autoline will force you to create the CRM link later in the create process. If you select the Continue option, and click the OK button, you will be taken into the Main details tab of the Debtor Accounts form with only the default record entries completed, which can be overwritten where necessary. |
Note: There is a facility to assign the Account Code for you. This facility is controlled by System Parameter setting and will be invoked just before taking you into the Main details tab of the Debtor Accounts form.
CRM-company |
If the CRM-company link option is selected and the OK button clicked, then the system will invoke a search on the CRM database. At this point it will be 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, then the system will invoke a search on the CRM database. At this point it will be 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 will provide two benefits. Not only will the name and address be drawn across from the CRM database and save 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 will be written into the Sales Ledger header record and at the same time the CRM-company or CRM-customer record will be updated with the new Sales 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 has been selected via the CRM database search routine and you return to creating the Sales Ledger account you will be prompted to either:
Lookup-again |
Incase the record selected is incorrect. This will allow you to perform the CRM database search again. |
Link-record |
To write the record detail into the new Sales Ledger account header record. You will be 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 over write 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 to show whether the account is linked to a CRM 'C'ompany or a 'T 'Customer.
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 but when switched on will present you with a 'Select start letter for account' form.
Select from the form grid the Start Letter of the account.
Select one of the Radio Buttons.
Click the OK button and the Account record will be 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.
