Pathway: Accounts > 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 and sites:
Permission ID Permission Name Description 2 Add Prospect Accounts and Sites Allows for the creation of a prospect account or site. 5 View Account Necessary to view the account after it is created and complete any additional setup. 60 Add Account Displays the 'Add Account' option in the Accounts module. 66 Add Active Account Displays the 'Active' as a status option. Not having this permission forces creation of prospect account in scenarios where users should not be creating active accounts. 67 Add Active Site Displays the 'Active' as a status option. Not having this permission forces creation of prospect site in scenarios where users should not be creating active sites.
Field Descriptions
Account/Site Identifiers
Field Description 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. Sources are managed in Setup > Account > Source. Account Division Identifies the division the account belongs to. Divisions serve as distinct operating unit for organizing accounts. It plays a key role in streamlining operations, billing, and reporting processes. Additional information about divisions and their setup can be viewed here: Division Setup. Site Division The division the site specifically belongs to. Account Class Specifies the category or classification assigned to accounts to group them based on similar characteristics, functions, or purposes. Account classes help organize accounts for easier management, reporting, and operations. Additional information about account class setup can be viewed here: Account Class Setup.
Address Fields
| Field | Description |
| Service Address Fields Service Address fields apply to the physical location where services are rendered. | |
| Name | The name for the account or site. |
| 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. |
Contact Fields
| Field | Description |
| Contact Name | Identifies who the contact for the account/site is. |
| Contact Phone | Reachable phone number for the account/site contact. |
| Title | The title or role of the account/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. This field is required if "Invoice By Email" in the Billing section is set to either "Email with Link" or "Email with PDF Attachment." |
| Billing Contact | If selected, indicates the site contact is also the billing contact. |
Billing Fields
| Field | Description |
| Billing Fields The billing fields only display if the account status is "Active." | |
| Bill Group | Division specific bill group an account must be assigned to. Available selections are dependent on the selected Division. |
| Invoice By Email | Delivery method for the invoice.
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| Term | Refers to the payment terms or the period within which a customer is expected to pay their invoice. For example, Term20 would mean that payment is due 20 days from the invoice date. |
| Credit Limit | The maximum amount of credit a company is willing to extend to a customer. This limit sets a cap on the outstanding balance a customer can carry before making a payment. |
| 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 on a single invoice, or active after payment has been collected. Additional information related to automatic credit holds can be reviewed here: Automatic Credit Hold Setup. |
| Apply Finance Charges | Indicates if late fees should be applied when the account is past due. Additional information about finance charges related to credit holds can be found here: Automatic Credit Hold Setup. |
| Exclude From Past Due Notification | If selected, past due notifications will not be sent to the customer. |
| AP Fields | |
| 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
| Fields | Descriptions |
| Sales/Other Fields | |
Sales Rep | Identifies 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 geographic location within the division the site's location resides within. Additional documentation, including setup and perimeter mapping to default this setting by address, is available here: Service Region Setup. |
Tax Region | Identifies the tax region for the account. If no tax region is selected the account is considered tax exempt. |