Overview

Accounts are the business-relationship records used to maintain customer, supplier, and other organisation details. Sales representatives, account managers, purchasing officers, project managers, warehouse users, and finance officers use Accounts when they need a consistent record of an organisation and its contact and address information.

Create an Account before you need to refer to that organisation in business activity. Keep the account name and destination details accurate so that teams use the same information across Sales, Purchasing, PM, Warehouse, and Finance work.

Workflow

1. Start a new Account record

Open Accounts from Add new. The Accounts form opens with fields for the organisation name, destination address, selection details, files, and contact information.

Accounts — Add new › Accounts › Accounts

Enter a value in Display name. Use a clear name that users can recognise when referring to the Account.
Enter the organisation’s complete name in Full name when it differs from the display name or requires a more formal version.

Tip: Use a consistent display-name convention for Accounts. This helps Sales, Purchasing, and Finance users recognise the correct organisation when several Accounts have similar names.

2. Complete the destination details

Review the destination area of the Account form and enter the available location details as required:
- **Destination Title ** for the destination description.
- **Country ** for the country.
- **State ** for the state or regional area.
- **City ** for the city.
- **Street ** for the street address.
- **Zip Code ** for the postal or ZIP code.
Accounts — Add new › Accounts › Accounts

Decide whether the destination information is complete:
- If it is complete, continue to the selection and contact details.
- If it is incomplete, leave the Account open and obtain the missing information before saving. Avoid entering assumptions in address fields.

Note: The form provides separate fields for country, state, city, street, and ZIP code. Enter each part in its corresponding field rather than combining the full address into one field.

Use Select... or Select when you need to choose items for the Account. Review the selected values shown in Selected items.

Accounts — Add new › Accounts › Accounts

When the selection window is displayed, choose the required items and confirm the selection with Ok. If you do not want to apply the selection, choose Cancel.
Use Enter where it is available to provide the requested value on the form.

4. Add files and contact information

If supporting documents are required for the Account, use Attach and review the attached entries in files[].
Complete the available contact-related fields where applicable:
- Title
- **Name **
- Position
- Department
Use Tickets when you need to open the ticket action available from the Account record.

Warning: Do not use Delete to correct a simple typing error. Revise the fields and save the Account instead. Delete is intended for removing an Account record.

5. Decide how to finish the record

Review Display name, Full name, destination information, selected items, files, and contact details before saving.
Choose the outcome that matches your work:
- Select Save to retain the Account and remain on the current record.
- Select Save and Close to retain the Account and close the record.
- Select Cancel if you decide not to continue without saving the current work.
- Select Delete only when the Account should be removed.
If you remain on the record after saving, make any required corrections and select Save again to retain the revised information.

Examples

A purchasing officer needs an Account for a supplier that will provide materials for a Buyout.

Open Accounts from Add new.
In Display name, enter
```
Northbridge Materials
```
.
In Full name, enter
```
Northbridge Materials Supply Company
```
.
Complete the destination fields:
- In **Destination Title **, enter
```
Main Delivery Address
```
  .
- In **Country **, enter
```
United Kingdom
```
  .
- In **State **, enter
```
Greater London
```
  .
- In **City **, enter
```
London
```
  .
- In **Street **, enter
```
15 Bridge Street
```
  .
- In **Zip Code **, enter
```
SE1 2AB
```
  .
Where a related selection is required, use Select..., review Selected items, and choose Ok to confirm the selection.
Use Attach to add a supplier document where required. Confirm that the file is shown in files[].
Enter the available contact information:
- In Title, enter
```
Purchasing Contact
```
  .
- In **Name **, enter
```
Helen Carter
```
  .
- In Position, enter
```
Sales Coordinator
```
  .
- In Department, enter
```
Commercial
```
  .
Select Save and Close. The Account information is retained and the form closes.

Tips

Tip: Enter both Display name and Full name when users may know the organisation by a short trading name as well as its complete registered or formal name.

Note: Use Save when you expect to add files, revise destination details, or complete contact information before leaving the Account form. Use Save and Close only when the record is ready to be closed.

Warning: Selecting Cancel ends the current action without saving it. Select Save or Save and Close before leaving the form when the Account information must be retained.

Troubleshooting

Symptom	Likely cause	Fix
The Account details are no longer present after leaving the form.	The record was closed with Cancel instead of Save or Save and Close.	Reopen Accounts, enter the required information again, and select Save or Save and Close.
A selected value is not applied to the Account.	The selection was not confirmed.	Use Select... or Select, choose the required items, verify them in Selected items, and select Ok.
The Account remains open after saving.	Save was used instead of Save and Close.	Select Save and Close after confirming that all Account information is complete.
An Account contains an incorrect address or contact value.	An incorrect value was entered in one of the available fields.	Revise the applicable field, such as City , Street , Name , or Department, then select Save.