Edit Account and Site Information
Last Modified on 02/23/2024 8:12 am PST
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.
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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.
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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.
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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.
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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.
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The Basic Settings tab includes vital site details like address, site name, notes, and other essential information for accounting and operational purposes.
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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.
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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).
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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.