Create an account

Create a new account or update an existing account record, then continue from the account record or a related page.

Create or update an account

An account is a business relationship record for work with clients, principals, and suppliers. Create one when the relationship is new; update one when the saved record already exists and its information changes.

The account form is a large form with several embedded areas. Use the form to create or update the account itself. Use the related pages for list work and companion tasks.

Before you start

Prepare the information and record state that match the work you are about to do. A primary ID is the identifier that marks an account as saved.

Some fields are required only where your company configures them as mandatory. The required marker appears on Display name, Full Name, and Destination Title.

Note: A field can be required only where your company configures it as mandatory.

Find the account form

Open the new-account form to start an account. Open the saved account when you already have its account identifier.

Prerequisites

• For a new account, have the account information ready.
• For an existing account, have its account identifier.

Steps

1. Choose the form that matches your task.

   If you need to…	Open
   Start a new account	The new-account form
   Update an existing account	The saved account
   Update an account that uses the logo-specific form	The saved account

Result: The new-account form opens with the account fields ready.

Understand the account screen

The new-account screen presents identity, classification, address, account-type, and save areas. Related areas appear as the account becomes a saved record.

The initial form shows 12 labelled fields and 24 additional visible controls. The labelled fields are grouped below.

The initial form has no table headings. The contact-person and project areas use their own table headings when those saved-record areas are available; work from the headings shown there.

Result: You can locate the fields, account-type controls, save controls, and related areas before entering information.

Enter the account information

Prerequisites

• Open the appropriate account form.
• Have the account identity and address information ready.

Steps

1. Enter the account's name in Display name.
2. Enter the account's full name in Full Name.
3. Select the applicable values in Market Segment and Account Type.
4. Enter the account's tax identifier in VAT ID Number.
5. If the account is a client, select its value in Account Manager.
6. In the account-type controls, select the rendered Sup-supplier control when it applies.
7. Enter the address in Destination Title, Country, State, City, Street, and Zip-code.
8. Add the contact-information types you need: Phone, Fax, Mobile, Email, Website, Online Support, Office, or Pager.
9. Select Save or Save and Close.

Result: The form checks the mandatory fields. When a new account is saved, the new account opens as a saved account for editing and can display Your request was completed successfully.

Handle conditional account details

The related areas hold information that applies only to certain account types or to a saved account. Choose the branch that matches the account.

Prerequisites

• Save the account before using areas that require a primary ID.
• Choose the account type before completing a conditional registration.

Steps

1. Choose the registration branch that matches the account.

   If the account is…	Select or open
   A principal	Client, Status, and the registration area
   Not a principal	Principal, Status, and the registration area

2. Enter Registration Number when you have one.

3. Enter Registration date no later than today.

4. Open the contact-person area when the account is not a company.

5. Open the contract-data area when the account is a principal and you can view contract data.

6. Open Comments, the project area, or Last Modifications for a saved account.

For an existing account, the account form also declares these fields:

The contact-person form declares Name, Position, and an organizational field, as well as the contact-information types listed in the account form.

Result: The applicable registration or saved-account area is open, with its fields available for the account's condition.

Save the account and resolve problems

The form checks mandatory values before it sends the account information for saving. Use the message text to correct the relevant field or account name.

Prerequisites

• Complete the fields that carry a required marker.
• Have a unique account name when creating a new account.

Steps

1. Choose the save action.

   If you need to…	Select
   Keep the account on the form	Save
   Use the close variant	Save and Close

2. Resolve the message that appears, then select Save again.

   Message	Resolve it by
   This Field Is Required	Enter the missing value, then select Save again.
   An account with this name already exists	Enter a different value in Display name, then select Save again.
   An error occurred while processing your request	Review the account information, then select Save again.

Result: The form either continues the save operation or displays a message that identifies the correction to make.

Out of scope

These messages belong to companion pages:

After saving

The saved account remains the record you revisit from the Accounts area. After a successful save, the new account opens as a saved account for editing.

Use the companion pages when the next job is about the related record rather than the account itself:

• Accounts for saved account list and record orientation.
• Contacts, Create a contact, or Contact record for contact work.
• Projects for project work.
• VL registrations for registration reference work.
• Libraries and files for attached files.

Result: You know where to continue account work and which companion page owns the next related job.