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Changing the type of an account

Changing the type of an account: What is allowed and when?

In E-synergy CRM there are several types of accounts possible: 
Not validated, Suspect, Lead, Associate, Prospect, Customer, Supplier, Reseller, Division and Bank .
This document will explain the meaning of these types, if it is possible to change the type, and how to do this
Several settings control the functioning of the applications like the settings for contracts being mandatory for a type customer, or a salesforcast being mandatory for a prospect. This document explains the functionality when these settings are on.
Also the rights to be able to change the type of an account can be defined by the user in the "Account: Fields-Links" application on the maintenance page of CRM. The rights mentioned in this document are based on the default rights, without any changes made by the user.
With these settings off, larger freedom is granted in creating and changing account types.
A backgroundjob (BLCustomerStatus.exe) will automatically update the type and status of an account based on the presence of a sales forecast request or contract linked to the account.

Not validated.
The type not validated is used for accounts that are newly entered and for which needs to be checked if they do not already exist in the system, or for account for which the type can not be defined yet.

  • Creation:
    Not validated accounts can be created by visitors of the external website, or by a reseller.
  • Changing type:
    A not validated account can be changed to an Associate by using the validation button, or to an Associate, Supplier, Reseller, Division or Bank using the edit of the account card. 
    The only exception in this case is that it is not possible to change the not validated account to a supplier if the account already has a debtor number.
  • Rights
    No special rights are necessary to change the type of a not validated account.
  • statuses:
    Only "Not validated" is allowed

 

Suspect

A Suspect is an identified potential customer who has not shown any interest yet in the items. Suspects are often addresses purchased or collected from external information resources and registered in the system. Only limited information about the Suspect is known. There has been no contact (communication) with the suspect to qualify it.

  • Creation:
    Suspect accounts can be created by direct entry by a resource.
  • Changing type
    A Suspect account can be changed to any other type of account.
  • Rights
    No special rights are necessary to change the type of a suspect account
  • statuses:
    Active, Inactive

Lead

A lead is an identified potential customer that has showed interest in the products and services the company offers, but this has not yet resulted in a sales quotation. Only limited information about the lead is known. There has been limited contact (communication) with the lead to qualify it.

  • Creation:
     Lead accounts can be created by direct entry by a resource.
  • Changing type
    A lead account can be changed to prospect, or suspect
  • Rights
    No special rights are necessary to change the type of a lead account
  • statuses:
    Active, Inactive

Associate
The type Associate is used for accounts that are already validated, and therefore are not double in the system.
An account of type associate will in most cases be an account with a non product relationship for example investors,  competitors, company's you organize events with , etc.

  • Creation:
    Associate accounts can be created by direct entry by a resource, or by validating a not validated account.
     It is also possible to change a type bank or prospect to type associate in the edit of the account card.
  • Changing type
    An associate can be changed to Supplier, Reseller, Division and Bank in the edit of the account card.
    An associate can be changed to Prospect by creating a sales forecast request for the account. When a sales forecast request is linked to the account, a job running on the database will change the type from associate to prospect. 
    An associate can not be changed to supplier if the account already has a debtor number.
  • Rights
    In order to change the type via the edit mode of the account card, rights are necessary on function point 291(by default the roles controller and customer manager have this right)
  • statuses:
    Active, Inactive

Prospect
A prospect is an account that is interested in one of our products. The account indicates that he or she intends to buy one of our products in the near future. Therefore it is mandatory for an account of type prospect to have at least 1 request of type sales forecast as it is defined in the crm settings.

  • Creation
    A prospect account can be created by direct entry by a resource, or by creating a sales forecast request for an account of type associate, or not validated. 
    When a sales forecast request is linked to an account of type associate or not validated, a job running on the database will change the type to prospect.
    In order to set the type of an account to prospects the fields account manager, and reseller are mandatory
  • Changing type 
    An account of type prospect can be changed to Associate, Supplier, Reseller, Division or Bank in the edit mode of the account card.
    A prospect will be set to type not validated by the database job when the sales forecast is deleted.
    The prospect will be changed to type customer when a contract is created for this account.
  • Rights
    In order to change the type via the edit mode of the account card, rights are necessary on function point 291(by default the roles controller and customer manager have this right)
  • statuses:
    Active, Inactive

Customer
A customer is an account that has purchased one of our products, and this purchase is recorded in a contract.
Because an account of type customer already has made a purchase there must be at lest 1 debtor number present for this account.

  • Creation
    A customer account can only be created by creating a contract for an account of type prospect.
  • Changing type
    An account of type customer can only be changed to type reseller. This can be done in the edit mode of the accountcard. See document 01.240.953 for details.
    When a contract is linked to an account of type prospect, associate or not validated a database job (BLCustomerStatus.exe) will automatically set the status to customer.
  • Rights
    In order to change the type via the edit mode of the account card, rights are necessary on function point 406 (by default the role reseller manager corporate has this right)
  • statuses:
    Active, Inactive, passive, blocked, pilot, reference.
    The status of the account is bases on the contract that is linked to the account and will be set by the database job (BLCustomerStatus.exe).
    • when a customer has no active contract the status will be set to inactive.
    • When a customer has a contract, but there are no active service items ( item type contract )  in the contract the status will be set to Passive.
    • When the customer has a contract with at least 1 active service item the status will be active.
    • An active customer can manually be set toe Pilot, Reference or Blocked.

Supplier
A supplier is an account that delivers one or more service or product to our company. 
For a supplier at least 1 creditor number needs to be present for this account.

  • Creation
    A supplier can be created by direct entry by a resource.
    It is also possible to change a type bank, prospect, not validated, and associate to type supplier in the edit of the account card. It is only possible to change an account to type supplier if the account does not have a debtornumber.
  • Changing type
    A supplier can only be changed to type Employee. This can be done in the edit mode of the account card.
    See doc. 01.472.170  for details.
  • Rights
    Change not possible
  • statuses:
    Active, Inactive, blocked


Reseller
A reseller is an account that is responsible for the sales and support of account that are assigned to him.

  • Creation
    A reseller can be created by direct entry by a resource.
    It is also possible to change a type Customer( depending on role), bank, prospect, not validated, and associate to type reseller in the edit of the account card
  • Changing type
    Changing the type of a reseller is only possible using the Transfer: Reseller  functionality available on the maintenance page of CRM .
    See doc: 01.431.098 for details
  • Rights
    The default rights necessary for using the reseller transfer functionality is Reseller Manager on level Corporate.
  • statuses:
    Active, Inactive, blocked, reference

Division
A division is a part of our company that serves as an independent company. 
The division can deliver and sell its own product and services.

  • Creation
    A division can be created by direct entry by a resource.
    It is also possible to change a type bank, prospect, not validated, and associate to type division in the edit of the account card.
  • Changing type
    It is not possible to change the account type of a division.
  • Rights
    Change not possible
  • statuses:
    Active, Inactive

Bank
A bank is an account that is a special supplier for us. A bank supplies a service to our company: banking service.

  • Creation
    A division can be created by direct entry by a resource.
    It is also possible to change a type  prospect, not validated, and associate to type bank in the edit of the account card.
  • Change type
    A bank can be changed to Supplier, Reseller, Division and Associate in the edit of the account card.
    A bank can not be changed to supplier if the account already has a debtor number.
  • Rights
    In order to change the type via the edit mode of the account card, rights are necessary on function point 291(by default the roles controller and customer manager have this right)
  • statuses:
    Active, Inactive, blocked