Pathway: Customer > Add Account
This article captures the descriptions for the fields that display when a new account is created. If the status of the account is "Prospect," the Billing section is hidden from view.
Permissions
The following permissions are required to add accounts:
Create Account
| Fields | Descriptions |
Status | Identifies the account as being either 'Prospect' or 'Active.' |
Source | Indicates how the account was acquired. Referral, Acquisition, etc. Making a selection here helps with future marketing endeavors. |
Account Division | The division the account belongs to. The division the account is assigned determines who handles the account in other areas such as Dispatch and Operations. |
Site Division | The division the specific site belongs to. |
Account Class | The classification of the account. |
| Service Address Fields Service Address fields apply to the physical location where services are rendered. | |
Name | The name for the account. |
Name 2 | Identifies a subsidiary name for the account (Dept., c/o, etc.). |
Address Line 1 | Entry field for the building number and street name/number for the service location. This field uses Google Location. Begin entering the location's name or address (ex: Bill's Hardware or 123 Radio Dr.) to initiate the search feature. Select the address from the search results to auto-fill all address fields for the account. |
Address Line 2 | Suite#, Floor#, PO Box#, etc. |
City/State/Postal Code | City, State and Postal Code for the service location. |
Phone | The phone number for the service location. |
Website | The link to the website for the customer. |
PO# | The purchase order number for the customer. |
EPA | Environmental Protection Agency (EPA). Enter the State ID or other number found in the contract. |
Signature Required | If selected, requires the driver to get a signature from the service location. |
| Billing Address Fields The Billing Address fields are associated to the specific address used for billing and may be different than the Service Address. | |
Same as Service Address | Indicates the service address and mailing address are the same. This box defaults to being checked. |
Name | The name for the account. |
Name 2 | Identifies a subsidiary name for the account (Dept., c/o, etc.). |
Attn | Where the mailing should be directed to when received at the address. |
Address Line 1 | Enter the building number and street name/number here for mailings to be sent. This field uses a Google location search. Begin entering the location's name or address (ex: Bill's Hardware or 123 Radio Dr.) to initiate the search feature. Select the correct address from the search results to auto-fill all additional address fields. |
Address Line 2 | Suite#, Floor#, PO Box#, etc. |
City/State/Postal Code | Enter the City, State and Postal Code where mailings are sent. |
Phone | Identifies the phone number that should be used for billing purposes. |
| Account Contact Fields | |
Contact Name | Identifies who the contact for the site is. |
Contact Phone | Reachable phone number for the site contact. |
Title | The title or role of the site contact. |
Phone Type | Indicates if the phone number listed is mobile, home, office, fax or other. |
Contact Email | Email address for the site contact. |
Billing Contact | If selected, indicates the site contact is also the billing contact. |
| Billing Fields The billing fields only display if the account status is "Active." | |
Bill Group | Division specific billing group the account is placed in. |
Invoice By Email | Delivery method for the invoice.
|
Term | Indicates the length of time the customer has to pay the balance on the invoice. |
Surcharge Group | Indicates if the account is subject to a surcharge. Service Regions may be set up to have a default Surcharge Group. |
Auto Status Update | Determines if the account should be automatically updated to an inactive status when past due. |
Apply Finance Charges | Indicates if late fees should be applied when the account is past due. |
Exclude From Past Due Notification | If selected, past due notifications will not be sent to the customer. |
| AP | |
| Default Payment Method | The form of payment being used by default for this account. |
| Payee | The company receiving the payment. |
| 1099 | The 1099 checkbox is an indicator with no further functionality, simply signaling the relevance of an account for 1099 reporting. |
| Sales/Other Fields | |
Sales Rep | Indicates the sales representative responsible for the account. |
Site Class | Used to categorize sites within an account, primarily used in target pricing. |
Service Region | Refers to the location of the customer usually by city, town or county. |
Tax Region | Identifies the tax region for the account. If no tax region is selected the account is considered tax exempt. |