# Accounts

## Accounts at a glance

An account is a record for the identity, classification, registrations, contacts, and
related details you maintain together. Use **Accounts** to find an account category, open
an account record, and understand which related details belong to that record.

| If you need to… | Go to |
| --- | --- |
| Find an account or choose an account category | [Find an account](#find-an-account) |
| Understand the fields and tabs on a record | [Understand the account record](#understand-the-account-record) |
| Maintain registrations, contacts, projects, or contract details | [Maintain related account details](#maintain-related-account-details) |
| Create or edit an account | [Create an account](doc:create-account) |
| Work with registrations as reference data | [Registration data](doc:vl-registrations) |
| Work with contacts | [Contacts](doc:contacts-overview) |
| Work with projects | [Projects](doc:projects) |
| Work with attached files | [Libraries and files](doc:libraries-files) |
| Maintain account managers | [Account managers](doc:configuration-account-managers-view) |

## Before you start

The Accounts surface changes with your subscription, saved-record state, account
classification, permissions, company configuration, and enabled features.

**Prerequisites**

- Have access to the Accounts list and the account record you need to review.
- If you are reviewing contract details, open an existing principal account.
- Have permission to view contract data when you need the **Contract Key Data** tab.
- Use a saved account when you need contract details or related record surfaces.
- Expect **Display name** and **Full Name** to be required only where your company
  configures those fields as mandatory.

The list is replaced by the subscription-upgrade surface when the Accounts feature is not
included. The grid appears only when a list layout is selected. On a principal account,
the registration form uses **Client**; on a non-principal account, it uses **Principal**.
The **Account Manager** field appears for client accounts. Contract fields require an
existing account, the **Contract Key Data** tab, principal status, permission to view
contract data, and the contract feature.

## Find an account

The Accounts list is the starting point for choosing an account category and opening a
record. The list currently draws **Display name**, **Full name**, **Type**, **Market
segment**, and **Active** from the selected list layout.

**Prerequisites**

- Have access to the Accounts list.
- Know whether you need all accounts, clients, principals, sub-suppliers, providers, or
  account managers.

**Steps**

1. Open the Accounts list.

   ![Read the account-category tabs and the five list columns](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/c2c32ba6568d43dedef42e9927f7f350.png)

2. Select the list that matches the work you need to do.

   | If you need to… | Select |
   | --- | --- |
   | Review every account | **All** |
   | Review client accounts | **Clients** |
   | Review principal accounts | **Principals** |
   | Review sub-supplier accounts | **Sub-suppliers** |
   | Review provider accounts | **Providers** |
   | Review account managers | **Account Managers** |

   Each choice opens its corresponding account list.

 3. Read the visible headers **Display name**, **Full name**, **Type**, **Market segment**,
    and **Active** to identify the row you need.

    The headers come from your selected list layout, so use the headers visible in your
    list when the layout changes.

    The list displays a count.

4. Select an account row to open its record.

 5. Use **Refresh** or **Settings** when you need the corresponding list control.

    The **Account Managers** view instead displays the **Account manager** column and
    exposes **Settings**.

   ![Choose an account category and read the list headers](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/8fc24688f054358adc5deb4113ec8fe8.png)

**Result:** The selected account category is open, and the account record is available
for review when you select a row.

## Understand the account record

The record groups the account's identity, classification, registrations, contact persons,
projects, contract data, comments, and modification history.

The main account fields are **Display name**, **Full Name**, **Market Segment**, **Account
Type**, **VAT ID Number**, and **Account Manager**. **Account Manager** appears for a client
account. The account classification controls are **Client**, **Principals**,
**Sup-supplier**, and **Other Account**.

| Record area | Fields or tabs | Use it to… |
| --- | --- | --- |
| Main account details | **Display name**, **Full Name**, **Market Segment**, **Account Type**, **VAT ID Number**, **Account Manager** | Identify and classify the account |
| Contract data | **Contract Key Data**; **Expiry Date**, **Cancellation Period** | Review contract dates and cancellation information for an eligible principal account |
| Registrations | **Registrations**; **Client**, **Principal**, **Status**, **Registration Number**, **Registration date** | Add or review a registration |
| Contact persons | **Contact Persons**; **Name**, **Position**, **Department** | Add or review people associated with the account |
| Related work | **Own projects**, **Comments**, **Last Modifications** | Open related projects, comments, or modification history |

The **Client** registration field appears for principals, while **Principal** appears for
non-principals. **Registration date** cannot be later than today.

A new account form includes **Display name**, **Full Name**, **Market Segment**, **Account Type**,
**VAT ID Number**, **Account Manager**, **Destination Title**, **Country**, **State**, **City**,
**Street**, and **Zip-code**. Required markers appear on **Display name**, **Full Name**, and
**Destination Title**. The form also displays **Client**, **Principals**, **Active**,
**Sup-supplier**, **Other Account**, **Save**, and **Save and Close**.

The form also includes **Main Address**, **Shipping Address**, **Billing Address**, and
**Contact Information**. **Tickets** is also displayed.

![Identify the account type and main account fields](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/2d9af441af459c737b4530c59edfbee9.png)

![Check the Full Name field and its required marker](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/2d9af441af459c737b4530c59edfbee9.png)

![Identify the account record entry surface](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/bc1bcb2baf22fc0df1c7b29985039c8e.png)

When you open a new account, **Display name** is visible. Use the visible field labels and
the record area to orient yourself before entering data.

## Maintain related account details

Related account details are the registrations, contact persons, contract information,
comments, projects, and history that support the main account record. Use these surfaces
after the account is saved and choose the tab that matches the detail you need.

**Prerequisites**

- Open the account record.
- Use an existing account for contract details.
- Use a principal account for **Client** registration details.
- Use a non-principal account for **Principal** registration details.

**Steps**

1. Select the related account surface you need.

   | If you need to… | Select |
   | --- | --- |
   | Review or add comments | **Comments** |
   | Review or add people | **Contact Persons** |
   | Add or edit a registration | **Registrations** |
   | Review the account's projects | **Own projects** |
   | Review eligible contract information | **Contract Key Data** |
   | Review account changes | **Last Modifications** |

2. In **Registrations**, enter the required relationship and status fields.

   Use **Client** for a principal account and **Principal** for a non-principal account.
   **Status** is required when you add a registration. **Registration Number** is
   optional, and **Registration date** is optional but cannot be later than today.

3. Select **Ok** to add or edit the registration.

4. In **Contact Persons**, enter **Name**, **Position**, and **Department** when you add
   or edit a person.

5. Select **Name** to add or edit the contact person.

6. In **Contract Key Data**, review **Expiry Date** and **Cancellation Period** when the
   account meets the contract conditions.

   **Expiry Date** cannot be earlier than today. **Cancellation Period** must be at least
   `1`.

**Result:** The selected account-related surface is open, and its available registration,
contact-person, or contract fields are on screen.

## Save an account and handle validation

Saving commits the account details after the mandatory-field and validation checks pass.
Use **Save** to remain in the record flow, or **Save and Close** to save and leave it.

**Prerequisites**

- Complete the account fields that your company marks as mandatory.
- Use values that satisfy the visible validation rules.
- Confirm that the account classification matches the related registration details.

**Steps**

1. Select **Save** after completing the account fields.

   If a required field or another validation check fails, the account is not saved. If the
   address has a destination, enter a destination title.

2. If the save reports a validation message, correct the named field and select **Save**
   again.

   | Message | What to correct |
   | --- | --- |
   | `This Field Is Required` | Complete the required field. |
   | `Display Name field is mandatory` | Complete **Display name**. |
   | `Full Name field is mandatory` | Complete **Full Name**. |
   | `Destination Title field is mandatory` | Complete the destination title. |
   | `Please Solve the Following Issues :` | Correct each listed validation issue. |
   | `Display Name contains invalid characters. Only letters, numbers, "-", "_", and "." are allowed` | Correct **Display name**. |
   | `Full Name contains invalid characters. Only letters, numbers, "-", "_", and "." are allowed` | Correct **Full Name**. |

3. If the account name already exists, review the duplicate-name message before choosing
   a different name.

   The message is `An account with this name already exists`.

4. If saving returns a general error, review the message and correct the account data
   before selecting **Save** again.

   | Message | Reader-facing response |
   | --- | --- |
   | `Your request was completed successfully` | The save completed successfully. |
   | `An error occurred while processing your request` | Review the account data and try **Save** again. |
    | `Error: This Client Name Already Exists` | Choose a different client name. |
    | `Error: saving error` | Review the account data and try **Save** again. |
    | `Please save account first..!!` | Save the account before using the related action. |

5. Select **Save and Close** when you want to save the account and leave the record.

   ![Review the account field before saving](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/612db7dad4b9f74f353be2428b64d6ab.png)

**Result:** The account save action has completed its validation path. A successful save
displays `Your request was completed successfully` or `Data saved Successfully`.

### Out of scope

The following messages belong to related flows rather than the Accounts save path:

| Message | Owning flow |
| --- | --- |
| `Error: Vendor not saved yet` | Vendor/account relation flow |
| `Error: Client not saved yet` | Client/account relation flow |
| `Error loading accounts` | Sales job entry |
| `Forbidden characters detected. Please remove them and try again.` | File library |
| `You already have a contact with this name` | Contact persons |
| `Just '_'‘-''.' And '&' Characters Accepted` | File library |

## Continue from Accounts

After you locate an account, continue with the page that owns the next job.

| If you need to… | Go to |
| --- | --- |
| Create or edit the account | [Create an account](doc:create-account) |
| Work with contacts | [Contacts](doc:contacts-overview) or [Contact record](doc:contact-record) |
| Work with projects | [Projects](doc:projects) |
| Work with registrations | [Registration data](doc:vl-registrations) |
| Work with attached files | [Libraries and files](doc:libraries-files) |
| Maintain account managers | [Account managers](doc:configuration-account-managers-view) |