Edit Account and Site Information
Last Modified on 02/23/2024 11:12 am EST
Pathway: Accounts > Search - Customer Service Screen
Efficiently modify details for either a parent account or a site by using right-click functionality to access the account and site editor screens.
Permissions
The following permissions are required to view and edit account and site information:
| Permission ID | Permission Name |
5
| View Account |
6
| View Site |
68
| Edit Non-Prospect Account |
69
| Edit Non - Prospect Site |
Information located along the left side of the Customer Service screen is account-level information and applies to all sites under an account. Right-click within the account area and select Edit to open the Edit Account editor.
Edit Account: Account
The Account tab includes vital account details like contact information, account name, account status, and other essential information for accounting and operational purposes.
Field Descriptions
Field | Description |
|---|
Contact Information (Name, Address, Phone)
| The contact information for the account. |
Billing Phone
| Designated contact phone number associated with a customer or account that is primarily used for billing-related communications and inquiries. |
| Fax | Number field to enter a number for a fax machine.
|
| Billing Contact 1 and 2 | Designates the preferred contact for billing-related inquiries. To appear in the dropdown list, an individual must first be added as a contact. |
Parent Account
| Entry field to identify a parent account.
|
Status
| Displays the current status of the account. Select the drop down and follow the steps to assign a new status. |
Division
| The region the account belongs to. The division the account is assigned determines who handles the account in other areas such as Operations and Accounting. |
Source
| Indicates how the account originated and helps with future sales and marketing campaigns.
|
Account Manager
| Identifies the person overseeing the account (possibly the salesperson) and is considered the account's point of contact for changes in service. |
Account Class
| Indicates if the account is Commercial, Residential, Municipal, Broker, etc.
|
| Auditor | Option to select the auditor over the account.
|
| Website | Option to link the account's website to the account's information.
|
| Logo | Option to upload the account's logo.
|
| Old ID | Option the enter the account's ID from its legacy system.
|
Edit Account: Settings
The Settings tab establishes the billing requirements for the account and sites belonging to it.
Field Descriptions
| Field | Description |
Bill Group
| Division specific billing group the account is placed in.
|
Invoice By Email
| This setting determines the method of invoice delivery: either as a PDF attachment or via email as a link. Choosing 'No' restricts the invoice to be printed and mailed as the only delivery option. |
Term
| Indicates the length of time the customer has to pay.
|
Credit Limit
| Indicates the highest total outstanding balance the customer is allowed to accumulate without making further payments. |
Bill By Site
| Select the check box and one invoice will generate for each location. If unchecked, one invoice generates for all sites. |
Auto Status Update
| Check the box, and the account will adhere to the default settings, which determine when the account will be placed in a Credit Hold status based on the number of days past due and the amount past due. |
Apply Finance Charges
| Checking the box will cause the account to adhere to the default finance charge settings set by the Account Class. |
Exclude from Payment Processing Fee
| By checking the box, you ensure that no credit card fee will be charged to the account.
|
Exclude From Past Due Notification
| Checking the box will prevent the account from receiving past-due notification letters.
|
Hide Work Order Format Rate
| Check the box to hide rates on scale tickets or work orders that support rate printing.
|
Inbound Order Auto Print
| Mark the checkbox to trigger the automatic display of the print window after marking an inbound ticket as complete. |
| AP (Accounts Payable) |
Default Payment Method
| Specifies the preferred or default method that the account uses to receive payments.
|
Payee Name
| Refers to the name of the individual or business entity to whom payments are made.
|
1099
| If checked, signifies that payments made to this account may be subject to 1099 reporting.
|
Instructions
| Option to provide supplemental instructions for an account's AP.
|
| Other |
Warning on Open
| Information entered here will be shown every time the account is accessed.
|
Account Custom Settings Properties (gear icon)
| Option to add custom settings at the account level. |
Information located on the right side of the customer screen is information specific to the site currently being viewed. Right-click within the site area and select 'Edit' to open the Edit Site popup editor.
The Basic Settings tab includes vital site details like address, site name, notes, and other essential information for accounting and operational purposes.
Field Descriptions
Field | Description |
|---|
Contact/Location Information (Name, Address, Phone)
| Contact and location information for the site. |
Signature Required
| If selected, the driver will be required to collect a signature each time they service the location.
|
Old ID
| The old identification number of the site from its legacy system.
|
PO #
| The post office box number for the site.
|
Signature Required
| If selected, the driver will be required to collect a signature each time they service the location.
|
Service Region
| Identifies the region the site belongs to.
|
Tax Region
| Identifies the tax region the site belongs to.
|
Note
| Displays in the site details section when viewing the Customer screen.
|
Warning on Open
| Displays as a site-specific pop-up warning anytime the site is accessed.
|
Access Information
| Used for conveying information the driver will need to access a location. Displays in the driver app on the service record. |
Business Hours / Service Window
| Identifies the hours of business for the site.
|
Division
| Identifies the Division the site is in.
|
Service Region
| Identifies the Service Region the site services.
|
Tax Region
| Identifies the Tax Region that the site is in.
|
Origin
| The origin location of the site.
|
Source
| The source used to acquire the site.
|
Sales Rep
| The Sales Rep that acquired the sites business.
|
Site Class
| The Site Class the site is included in.
|
Generator
| The amount of waste expected to be generated by this site.
|
EPA
| The EPA ID for the site location.
|
State ID
| The State ID for the site location.
|
Additional Service Minutes
| Expected additional service minutes needed to complete services for this site.
|
The Billing Settings tab establishes the billing requirements for the site, including the receipt method for invoices and the designated billing contact.
Field Descriptions
Field | Description |
|---|
Tax Exempt
| If the site is tax exempt and no tax region was selected when the account was created, select the Tax Exempt check box. |
Tax Exempt Reason
| If the Tax Exempt box is checked, provide supporting information explaining the reason for the site's tax exemption. |
Surcharge Group
| Select a Surcharge Group if the location is subject to a surcharge.
|
Invoice By Email
| If the location is receiving invoices by email, select: - Account Settings and the location will follow what was previously set up for the account.
- Email With Link and the location will receive a URL link to open the invoice.
- Email With PDF Attachment and the invoice will be attached to the email as a PDF.
|
Site Billing Contact 1 & 2
| Choose the name of the Site Billing Contact if this contact differs from the account contact. Contacts can only be assigned here, and to create a new contact, you must use the Contacts tool. |
Payee Name
| The name of the person or company who will be receiving the payment. |
Bill Group
| The Bill Group the site is included in. |
Bill To Selection
| Identifies the address invoices will be billed to.
|
Edit Site: BIC Profile
The BIC Profile tab pertains to commercial establishments in New York mandated by law to arrange for the collection of their putrescible waste and recyclables through a hauler licensed by the Business Integrity Commission (BIC).
Field Descriptions
| Field | Description |
Waste Stream Survey
| Indicates if a waste stream survey was completed for the site.
|
Business Type
| Specifies the business categorization used to identify the type of waste generated by the establishment.
|
Contract Type
| Indicates if the contract between the customer and hauler was written or oral.
|
Other Financial Requirements
| Indicates if the site has other financial requirements.
|
Comments
| Option to provide addition comments regarding the site's BIC profile.
|
Edit Site: Required Capabilities
The Required Capabilities tab allows for a Site capability to be added and removed. The capabilities listed are custom preset within Setup > System > Capabilities.
