Exact Synergy Enterprise

 

Viewing person account cards

Menu path

Modules ? Customers ? Reports ? Accounts ? Search

Introduction

With the implementation of the Person (or Natural Person) feature from product update 250 onwards, Exact Synergy Enterprise supports registration of people in Exact Synergy Enterprise where the people can be grouped into two basic account types: a person account (prospect, customer, or supplier) and a contact person of a company account that you are doing business with. Apart from being able to create an account based on a company and an account based on a person in Exact Synergy Enterprise, you can leverage on the CRM information through the contact person of company-based accounts to provide you insights to the people who are involved in the businesses.

To view person accounts and contacts, the Activate: Persons check box under the Persons section on the Accounts: Settings page has to be selected. For more information, see Defining account settings.

Roles and rights

• To view inactive customer accounts, function right 289 — View inactive customer accounts is required. By default, users with the Customer manager role have this function right.
• To edit account types except for reseller and customer accounts, function right 291 — Allows to edit account type, except reseller and customer is required. By default, users with the Customer manager role have this function right.
• To edit the status of customer accounts, function right 292 — Allows to edit status of customer account is required. By default, users with the Customer manager role have this function right.
• To edit the status of accounts except for customer and reseller accounts, function right 294 — Allows to edit status of account, except customer and reseller is required. By default, users with the Customer manager role have this function right.
• To display account types, function right 430 — Maintain CRM account type field visibility is required. By default, users with the Administrator role have this function right.
• To customize account cards, function right 498 — Allows to update the company wide account card customization is required. By default, users with the Administrator role have this function right.
• To view, create, and modify database hosting of accounts, function right 344 — Maintain database hosting settings is required. By default, users with the Administrator role have this function right.
• To view and modify the background rating application, function right 337 — Allows to execute background rating application is required. By default, users with the Customer manager or Administrator role have this function right.
• To delete accounts, function right 355 — Allows to delete accounts is required. By default, users with the Customer manager role have this function right.

Note:

• For more details on function rights, go to Modules ? System ? Setup ? Security ? Function rights.
• For more details on roles, go to Modules ? System ? Setup ? Security ? Roles.

What version are you using?

The information in this document is applicable to product update 261 and higher. If you have versions lower than this, certain features explained here will not be applicable.

How do I view person account cards?

1. Under the General section, select the Person check box at Account: Type.
2. Define the search criteria, and then click Show.
3. Click the required person account hyperlink in the Account name column.
4. Click Close to exit.

How do I edit person account cards?

1. Under the General section, select the Person check box at Account: Type.
2. Define the search criteria, and then click Show.
3. Click the required person account hyperlink in the Account name column.
4. Click Edit. For more information on editing person account cards, see Creating and modifying person accounts.

Keep in mind: When certain flexible fields, such as e-mail, mobile, phone, and fax are edited on a person account card that is linked to any person accounts and contacts, a message will be displayed requiring you to update the same fields on all the person accounts and contacts linked to the person account. Select Yes to proceed with updating the same fields on all the person accounts and contacts linked to the person account, or No to abort the operation.

How do I change the code of the accounts?

1. On the Accounts: Search page, define the search criteria.
2. Click Show.
3. Select the account to be recoded under the Account name column.
4. Click Actions. For more information, see Selecting the action to be performed on accounts.

How do I merge accounts?

1. On the Accounts: Search page, define the search criteria.
2. Click Show.
3. Select the account to be merged under the Account name column.
4. Click Actions. For more information, see Selecting the action to be performed on accounts.

How do I create e-mails?

1. Under the General section, select the Person check box at Account: Type.
2. Define the search criteria, and then click Show.
3. Click the required person account hyperlink in the Account name column.
4. Click Create email. For more information, see Creating e-mails with Word Merge on single processes.

Keep in mind:

• For more information on sending e-mails on bulk processes, see Creating e-mails with Word Merge on bulk processes.
• The Create email button is available only if the New Word Merge check box under the Word Merge section on the Document: Settings page is 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, the Create email button will be displayed.

How do I create letters?

1. Under the General section, select the Person check box at Account: Type.
2. Define the search criteria, and then click Show.
3. Click the required person account hyperlink in the Account name column.
4. Click Create letter. For more information, see Creating letters with Word Merge on single processes.

Keep in mind:

• For more information on creating letters on bulk processes, see Creating letters with Word Merge on bulk processes.
• The Create letter button is available only if the New Word Merge check box under the Word Merge section on the Document: Settings page is 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, the Create letter button will be displayed.

How do I create a mail merge?

1. Under the General section, select the Person check box at Account: Type.
2. Define the search criteria, and then click Show.
3. Click the required person account hyperlink in the Account name column.
4. Click Mail merge. For more information, see Creating mail merge for multiple recipients.

Keep in mind: The Mail merge button 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.

How do I add contact persons to person accounts?

1. Under the General section, select the Person check box at Account: Type.
2. Define the search criteria, and then click Show.
3. Click the required person account hyperlink in the Account name column.
4. Click Add in the Links section.
5. Select Add contact person to an account.
6. Under the Account section at Account, select the required account to which you want to link the contact person.
7. Under the Copy section, select the check boxes next to the required details to be copied, such as e-mail, mobile, phone, and fax.
8. Click Confirm.
9. Define the required fields. By default, certain fields are prefilled with the values copied from the previous step. However, these fields can be edited. For more information, see Creating and modifying contacts and Viewing contact cards.
10. Click Save, and then Close to exit.

Keep in mind:

• All fields with the “!” icon are mandatory.
• For more information on linking two contact persons with different information but they are, in fact, the same person, see Viewing contact cards.

How do I register person accounts as prospect, customer, or supplier person accounts?

1. Under the General section, select the Person check box at Account: Type.
2. Define the search criteria, and then click Show.
3. Click the required person account hyperlink in the Account name column.
4. Click Add in the Links section.
5. Select Register as a prospect to create a prospect person account or Register as a customer to create a customer person account or Register as a supplier to create a supplier person account. The availability of these options varies, depending on the existing type of person account which is linked to the selected person account. For example, a customer person account cannot be registered as a prospect person account.
6. Under the Copy section, select the check boxes next to the required details to be copied, such as e-mail, mobile, phone, and fax.
7. Under the Persons section, select the check box next to the required person account to be linked to the selected person account. This section is only available if you are registering two person accounts with different information but they are, in fact, the same person, as prospect, customer, or supplier person accounts.
8. Click Confirm.
9. Define the required fields. By default, certain fields are prefilled with the values copied from the previous step or may contain predefined. However, these fields can be edited. For more information, see Creating and modifying person accounts.
10. Click Save, and then Close to exit.

Keep in mind: If you are linking two existing person accounts with different information but they are, in fact, the same person, once you click Confirm (as described in Step 8), the system will check both person accounts to synchronize details in certain fixed fields which may contain predefined values, such as title, name (combination of first name, middle name, and last name), initials, suffix, language, and address. A pop-up message will be displayed requiring you to select the details from these fixed fields of the selected person account to be copied from, to replace the ones for the existing person account which may contain predefined values. Once merged, the selected fixed fields in this pop-up message will be replaced with the ones copied from the selected contact person. Select the required details to be replaced, and then click OK. Steps 9 and 10 above will be skipped. The merged details will be displayed on person account card and all person accounts and contacts linked to the contact person.

How do I remove the linked accounts from person accounts?

1. Under the General section, select the Person check box at Account: Type.
2. Define the required search criteria and click Show.
3. Click the required person account hyperlink in the Account name column.
4. Click Edit, and then click Unlink.

How do I add social media to person accounts?

1. Under the General section, select the Person check box at Account: Type.
2. Define the search criteria, and then click Show.
3. Click the required person account hyperlink in the Account name column.
4. Click Add under the External References section.
5. Select the type of social medium to be added at Type.
6. Type the web site address used in the respective social media of the contact person at Link, for example, “www.twitter.com/james”.
7. Click Save, and then Close to exit.

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Main Category:	Support Product Know How	Document Type:	Online help main
Category:	On-line help files	Security  level:	All - 0
Sub category:	Details	Document ID:	23.805.776
Assortment:	Exact Synergy Enterprise	Date:	18-10-2018
Release:	250	Attachment:
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