This page allows settings to be defined for accounts.
The information in this document is based on product update 250.
User section
Disable: Account – Warning Pop-up
Select this check box if you do not want a warning message to be displayed when a blocked, passive, or inactive account card is opened.
Disable: Contact – Warning Pop-up
Select this check box if you do not want a warning message to be displayed when a blocked, passive, or inactive contact card is opened.
Division section
Default
Type or select a division to link the accounts to the division. When a new account is created, the account will be linked to the division by default.
Account code from
Select Exact Synergy Enterprise to obtain the debtor and creditor codes from the Exact Synergy Enterprise database, or Exact Globe Next to obtain the debtor and creditor codes from the Exact Globe Next database. For example, if Exact Synergy Enterprise is selected, the system will propose the next debtor or creditor code for all the divisions based on the next account number from the Exact Synergy Enterprise database.
Note: This is available only if you have selected the Accounts check box at System à Setup à Central Master Data Management à Settings.
Account section
Type: Select
Select this check box to allow the user to select an account type (such as customer, reseller, prospect, and other account types) when creating an account. If this check box is not selected, only Not validated accounts can be created.
Create request on change of account status
Select this check box to automatically create and send a request to the account manager when there is a change in the account status.
Create request on change of reseller
Select this check box to automatically create and send a request to the account manager when the customer’s reseller has changed.
Security: Check – Roles
Select this check box to check whether the user can view the accounts. If this check box is selected, the user will be checked against function right 524 - View account card. Users with the Customer manager role have this function rights.
Security settings for creating new account section
Prospect (Company)
Type or select a function right required to create the Prospect company account.
Prospect (Person)
Type or select a function right required to create the Prospect person account.
Customer (Company)
Type or select a function right required to create the Customer company account.
Customer (Person)
Type or select a function right required to create the Customer person account.
Associate
Type or select a function right required to create the Associate account.
Supplier (Company)
Type or select a function right required to create the Supplier company account.
Supplier (Person)
Type or select a function right required to create the Supplier person account.
Reseller
Type or select a function right required to create the Reseller account.
Division
Type or select a function right required to create the Division account.
Bank
Type or select a function right required to create the Bank account.
Lead
Type or select a function right required to create the Lead account.
Suspect
Type or select a function right required to create the Suspect account.
Not validated
Type or select a function right required to create the Not validated account.
Prospect section
Forecast: Process
Select this check box to check whether there are sales forecasts for associate and prospect accounts, and accounts that are not validated. If the prospect account does not have a sales forecast, the background job will change the account type to Not validated. If the associate account or account that has not been validated has a sales forecast, the background job will change the account type to Prospect.
Request: Type
Select a sales forecast request to automatically create a sales forecast request when a new prospect is created. When creating prospect accounts, a new section called Request – Sales forecast will be displayed; and sales forecast requests will be created based on the information defined in this section. However, this section is displayed only if the Type: Select check box at the Account section is selected.
Forecast: Duration
Type the number of months to determine the end date of the forecast request.
Customer section
Mandatory: Contract
If this check box is selected, a prospect account can be turned into a customer account only after a valid contract has been attached to the prospect. If the check box is not selected, no restrictions are imposed on creation of a new customer. For more information on how to create debtor codes and contracts, see Viewing company account cards and Viewing person account cards.
Note: The debtor code must always be assigned to the prospect.
Persons section
Activate: Persons
Select this check box to activate the Person (or Natural person) feature to create accounts based on a person, namely customer person accounts, prospect person accounts, and supplier person accounts as well as to link contact persons to accounts. For more information, see Viewing person account cards.
Note: This feature is available from product update 250 onwards.
Policy section
Prospect (Company) / Prospect (Person) / Customer (Company) / Customer (Person) / Reseller / Supplier (Company) / Supplier (Person) / Associate / Bank / Division / Not validated / Lead / Suspect
Select a relevant policy document to link to the account. For example, to link a policy document to Customer (Person) account, select a policy document that will list the conditions and processes required to create and maintain customer person accounts.
Search section
Apply function rights for account cards to search results
Select this check box to apply the relevant account card function rights to the search results. Therefore, the search results will be available if you have the account cards function rights.
Quotation section
Next quotation number
Type a relevant quotation number to be used by the next quotation created. By default, the system will pre-set the quotation number to 1000 for a new database. Once you start generating quotations, this field will be prefilled with the next available quotation number. You can only define the next quotation number in numeric value and it cannot be smaller than the last quotation number used. If you try to save a quotation number that is smaller than the last used quotation number, a message "To reset the quotation number, it must be greater than xxx" will be displayed with "xxx" being the value of the last used quotation number.
Convert to back office sales order
Select the check box to enable sales orders to be created based on quotations to the specified back office.
Back office item prices
Select the check box if you want the information of the items in quotations, such as the descriptions, codes, and sales prices to be obtained from Exact Globe Next. Clear the check box if you want the information of the items in quotations to be obtained from Exact Synergy Enterprise. The sales price of an item in Exact Globe Next may differ from the sales price in Exact Synergy Enterprise. This is because the sales prices retrieved from Exact Globe Next take into consideration the discounts given to the customers as listed in price lists or price agreements.
Server section
Customer portal / Reseller portal / Public
Type a relevant portal address for the customer, reseller, and public to log in to. For example, customers.exact.com
Path
Type a path where the ASPX files for the customer portal will be stored. For example, /docs/
Directory: vCard – Path (Complete)
Type a file directory to save all the .vcf files into this folder. Once the background job is complete, all the vCard (contacts card) with new contacts or changes to contact details will be downloaded to the specified file directory.
Mail merge: Layouts section
Note: This section is displayed only when the mail merge functionality is in use. The mail merge functionality is available only if the New Word Merge check box under the Word Merge section on the Documents: Settings page is not selected. For more information, see Setting up documents. This setting is available only for existing users moving to product update 250. From product update 250 onwards, by default, this section is not available.
Label
Select a label that will be used to print labels on CDs. This function is for Exact products only. This is mandatory.
Requests
Select a layout for mail merge in the account card. This layout will be the default layout for mail merge in the account card. This is mandatory.
E-mail section
Sender (Default)
Type the e-mail address of the sender for mail merge in the account card. This e-mail address will be the default e-mail address of the sender for mail merge in the account card.
Name (Default)
Type the name of the group the default e-mail address belongs to.
Customer portal: Request section
Document: Type
Select a document for the public website request. This document is used when a company enters information in the public website request to requests for information. After the information in the public website request is saved, a screen with default text will be displayed whereby the default text can be replaced with the document type selected.
Hyperlink: Services section
Map – Link
There are three options available: Google, MapQuest: Address, and MapQuest: City. Select MapQuest: Address to display the address location of the street, MapQuest: City to display the city map of the address specified, or Google to display a specific location and directions from one location to another. Once an option has been selected, you can click the links in the account card to connect to the MapQuest website at www.mapquest.com or Google website at www.maps.google.com. By default, Google is selected.
D&B: Report services section
This section allows you to define the settings for Dun & Bradstreet (D&B). When you purchase risk profile reports from D&B for the accounts from the accounts card, a connection will be made to the D&B site based on the settings defined. For more information on how to purchase risk profile reports, see Viewing company account cards and Viewing person account cards. If the username or password is invalid, an error message "A connection to D&B cannot be established. Please check whether you have an active D&B subscription and that the user name and password are valid" will be displayed.
Note: This section is available only if YA1016 - Risk Management is in your license. Furthermore, you are also required to have a contract or subscription with D&B. From product update 244 onwards, this section is not available.
User name
Type the user name of your D&B account. This allows you to access the D&B site. When you click Save, the user name will be validated in D&B site to ensure that you have defined a correct user name. If the user name is incorrect, a message "A connection to D&B cannot be established. Please check whether you have an active D&B subscription and that the user name and password are valid" will be displayed.
Password
Type the password of your D&B account. This allows you to access the D&B site. When you click Save, the password will be validated in the D&B site to ensure that you have defined a correct password. If the password is incorrect, a message "A connection to D&B cannot be established. Please check whether you have an active D&B subscription and that the user name and password are valid" will be displayed.
Document: Type
Select the type of document that you want to use for the information obtained from D&B. However, only document types that do not require versioning will be displayed when you search for a document type. This is mandatory. If a document type is not selected, a message "D&B report services document type. Document type is required to create a new document to store report purchased from D&B" will be displayed.
Note: You can select a document type only if you have a security level of 10 and above, do not have a role creating documents, status is Active, and manual entry is Allowed.
Account: Defaults section
Rating
Select a default rating for the accounts. You can select from 1 to 7. The rating selected will be displayed at Rating under the Marketing section when creating accounts.
Sector
Select a default sector for the accounts. The sector selected will be displayed at Sector under the Marketing section when creating accounts. For more information on sectors, see Overview of sectors.
Size
Select a default company size for the accounts. The size selected will be displayed at Size under the Marketing section when creating accounts. For more information on size, see Overview of sizes.
Classification
Type or select a default classification for the accounts. The classification will be displayed at Classification under the Marketing section when creating accounts. For more information on classification, see Overview of classifications.
Source
Select a default source for the accounts. The source will be displayed at Source under the Marketing section when creating accounts. For more information on sources, see Overview of sources.
Mail merge for customer portal: Document type section
Note:
- This section is displayed only when the mail merge functionality is in use. The mail merge functionality is available only if the New Word Merge check box under the Word Merge section on the Documents: Settings page is not selected. For more information, see Setting up documents. This setting is available only for existing users moving to product update 250. From product update 250 onwards, by default, this section is not available.
- If the settings under this section are not defined, the standard message provided by the system will be sent to the customer.
Portal access activation
Select the type of document that you want to use to send personalized messages using the mail merge functionality when access to the customer portal is activated for the customers.
Reset password
Select the type of document that you want to use to send personalized messages using the mail merge functionality when customers reset password to the customer portal.
Portal access deactivation
Select the type of document that you want to use to send personalized messages using the mail merge functionality when access to the customer portal is deactivated for the customers.
Default language
Select a language that you want to use by default for the mail merge layout if the specific language of the contact person is not available.
Mail merge for reseller portal: Document type section
Note:
- This section is displayed only when the mail merge functionality is in use. The mail merge functionality is available only if the New Word Merge check box under the Word Merge section on the Documents: Settings page is not selected. For more information, see Setting up documents. This setting is available only for existing users moving to product update 250. From product update 250 onwards, by default, this section is not available.
- If the settings under this section are not defined, the standard message provided by the system will be sent to the reseller.
Portal access activation
Select the type of document that you want to use to send personalized messages using the mail merge functionality when access to the reseller portal is activated for the resellers.
Reset password
Select the type of document that you want to use to send personalized messages using the mail merge functionality when resellers reset password to the reseller portal.
Portal access deactivation
Select the type of document that you want to use to send personalized messages using the mail merge functionality when access to the reseller portal is deactivated for the resellers.
Default language
Select a language that you want to use by default for the mail merge layout if the specific language of the contact person is not available.
Word Merge settings for Customer Portal section
Note: This section is displayed only when the Word Merge functionality is in use. The Word Merge functionality is available only if the New Word Merge check box under the Word Merge section on the Documents: Settings page is selected. For more information, see Setting up documents. From product update 250 onwards, by default, this section is available.
Portal access activation
Select the type of document that you want to use to send personalized messages using the Word Merge functionality when access to the customer portal is activated for the customers.
Reset password
Select the type of document that you want to use to send personalized messages using the Word Merge functionality when customers reset passwords to the customer portal.
Portal access deactivation
Select the type of document that you want to use to send personalized messages using the Word Merge functionality when access to the customer portal is deactivated for the customers.
Default language
Select a language that you want to use by default for the Word Merge templates if the specific language of the contact person is not available. If the default language is not defined, a predefined language will be selected by the system and this will be used to send messages to the customers.
Word Merge settings for Reseller Portal section
Note: This section is displayed only when the Word Merge functionality is in use. The Word Merge functionality is available only if the New Word Merge check box under the Word Merge section on the Documents: Settings page is selected. For more information, see Setting up documents. From product update 250 onwards, by default, this section is available.
Portal access activation
Select the type of document that you want to use to send personalized messages using the Word Merge functionality when access to the reseller portal is activated for the resellers.
Reset password
Select the type of document that you want to use to send personalized messages using the Word Merge functionality when resellers reset passwords to the reseller portal.
Portal access deactivation
Select the type of document that you want to use to send personalized messages using the Word Merge functionality when access to the reseller portal is deactivated for the resellers.
Default language
Select a language that you want to use by default for the Word Merge templates if the specific language of the contact person is not available. If the default language is not defined, a predefined language will be selected by the system and this will be used to send messages to the resellers.