Account Details Screen
The "Account Details" screen is divided into the following sections:
This section displays the general account information. In addition to the basic account details, this section also displays the person responsible for the account. To reassign the responsible party, enter the team member's internal ID manually or search for it using the lookup widget, then click the [Reassign] button.
Clicking the [Edit] button will take you to the "Edit Account" screen where you can modify the account details. Clicking [Deactivate Account] will permanently remove the account's functions, so that you may only view the account information.
This section indicates one or more sources which generated the account. To add a source, select the appropriate type (for example "Cold call" or "Self Generated") from the drop down menu and click the [Add] button.
This section will list any marketing campaigns applied to the account with the date and time the campaign was noted in opentaps. It also allows you to add a "New Marketing Campaign" by selected it from the drop down menu and clicking the [Add] button.
Total of Sales per Year and Payment received
Total of sales this year and during each of the three preceding years is the sum of the total of the sales orders being approved, completed, or held. The Payment received is only for the current year. It is the sum of all the payments received or confirmed.
At the bottom area of the Account box the "Assign Team" drop down box will appear if no Sales Team, or Account Team members have been assigned so far. If you have already defined Sales Teams in the Teams Tab, and you would like to assign one of them to this Account you can do this as follows:
* Click: The "Assign Team" drop down box and select the desired team from the list. * Click: [Assign] * This will assign all of the selected team members in their previously defined Roles to this Account.
After this assignment is made, these assignments will be reflected in the "Team Members Assigned to this Account" box at the bottom of the Account Details screen.
Custom Fields are a new feature in opentaps 1.5.
This section provides the contact details for the company of this Account, including address, phone number, email, and web URL. You can click the [Create New] drop down button and then click the [Address], [Phone Number], [Email], or [Web URL] or [Skype Contact] buttons to add a new entry for the selected contact type. The form for a new contact opens.
When you enter data into this form, pay careful attention to the "Purpose" drop down box, and select the correct option for the purpose of each item contact you enter. The opentaps system will use the purpose entry you provide to route items (like shipments or notification emails) to customer destinations based on the purpose entry. Some items coming in from customers may be organized for team use according the the purpose.
Each contact entry will list the contact type, contact information, purpose, and whether it is OK to solicit the account through that specific contact type. Clicking the [Update] button will allow you to edit these fields for the selected contact channel, clicking the [Expire] button will remove the contact information from the account.
Each entry will note the last time contact information has been updated. Additional information is available for each specific contact type.
- Web URLs are linked, so that clicking on the URL will open that page in a new window.
- Clicking on an email address will take you to the write email screen.
- For phone numbers, you can note the appropriate person to ask for.
- For postal addresses you can click the [Map It] button to find directions to the location using Google Maps
- You can send a catalog to the postal address by clicking the [Request Catalog] button.
The "Pending Activities" section lists activities that have been created but have not yet been completed. The list can be sorted alphabetically/sequentially by clicking on any of the header categories: "Type", "Purpose", "Activity", "Status", "Scheduled Date", and "Due Date".
Clicking [New Event] will link you to the Create Event Screen of the Activities section of opentaps CRMSFA. Similarly, clicking [New Task] will link you to the Create Task Screen of the Activities section.
This section displays the contact information for the people associated with this account. For each contact you will see the contact name, city, primary phone number, and primary email address. Clicking the [Remove] button will remove the contact's association with the account. The contact itself is still available under the "Contacts" tab. Clicking the [Create New] button will take you to the Create Contact Screen and will add the new contact to the account. To assign an existing contact to the account, you can enter the contact's internal ID manually or search for it using the lookup widget, then click the [Assign] button.
Payment and Shipping Accounts
This section lists the following types of information:
- Payment method accounts like credit cards and EFT bank accounts
- Carrier shipping accounts
- Tax IDs for this account.
Clicking the [Create New EFT Account], [Create New Gift Card], or the [Create New Credit Card] buttons will allow you to add a new payment method from the respective Create Payment Methods screen.
Carrier shipping accounts are created during order entry and will be displayed here.
Finally, you can create, edit, or update tax IDs such as resale certificate numbers here as well with the Create Tax ID Screen.
This section lists the active orders for the account, including the Order Date, Order Name and ID, PO #, Customer, Status, Ship Before Date, and Amount. There are two buttons in the "Open Orders" section:
- [Orders] - Clicking this button will take you to the Find Orders Screen, with the account's internal ID specified by default. You can then search for orders which are not active.
- [Quotes] - Clicking this button will take you to the Find Quotes Screen, with the account's internal ID specified by default. You can then search for quotes which are not active.
This section lists any open opportunities for the account, including the Opportunity Name, Stage Opportunity Amount, Estimated Close Date, and Opportunity For. Clicking the [Create New] button will take you to the Create Opportunity Screen. Clicking on an opportunity name will take you to the View Opportunity Screen.
This section displays only active cases for the account including the case's priority, subject, status, type, and reason. Clicking the [Create New] button will take you to the Create Case Screen.
The "Activities History" section lists previous activities that have already been completed. Like the "Pending Activities" section, you can sort the list alphabetically/sequentially by clicking on any of the header categories: "Type", "Purpose", "Activity", "Status", "Scheduled Date", and "Completion Date".
Clicking either the [Log Call] button or [Log Email] button will link you to the Log Task Screen of the Activities section of opentaps CRM, with the appropriate data fields to store the call or email information.
This section tracks information relating to previous catalog requests including date the request was taken, address the catalog was sent to, who the request was taken by, and whether the request has been fulfilled or not.
Bookmarks and Files
This section lists any previously bookmarked URLs or uploaded files (documents, images, etc.) relevant to the account. Clicking the [Bookmark URL] button will prompt you with fields to enter the web address and a description of the URL or its relevancy. Clicking the [Upload File] button will prompt you with a field to enter the file name or browse your computer to find and select the file, and a field for a description of the file.
In this section you can make notes about a account. Clicking the [Create New] button will take you to the "Add Note" screen, where you can enter the note into an information box. Click the [Create Note] button to save the note and return to the "View Account Screen". You can also edit and remove existing notes using the buttons to the right of each note.
Also see the manual page Using The Notes Functionality.
Team Members Assigned To This Account
This section will list all users assigned to the team and their role. Assigning a role to a team member will determine his or her permissions. The following buttons are available to the team leader (team members can only view the other members and their assigned roles):
- [Update] - You can edit the team member's role from the "View Team" screen by selecting the role (for example: "Team Leader" or "View Only Team Member") from the drop down menu and clicking the [Update] button.
- [Remove] - Clicking this button will remove a member from the team, and remove all team affiliations for that user.
- [Add] - To add a new team member, manually enter the team member's internal ID or search for it using the lookup widget. Then select the appropriate role for the new team member from the drop down menu. Clicking the [Add] button will add the user to the team and to the team members list.