# Accounts {% hint style="info" %} User permission: CRM {% endhint %} Accounts are usually created automatically when a new customer is added to your company’s ERP system and then synced to CRM. If you have the right permissions, you can also add accounts manually or delete accounts that are no longer needed. ## View a list of all accounts Select the CRM menu button > **Accounts**. The **Accounts** screen displays a list of all your accounts. It is a good starting point for reviewing what is going on with an account or updating information relating to an account. {% tabs %} {% tab title="Desktop version 2" %} By default, accounts are listed alphabetically and typically include the following columns: * **Account:** Typically the name of the company. * **Number:** A code, often internally assigned, to distinguish this company from others. * **Location:** The location of the company**.** * **Phone:** The company's head office phone number. * **Primary contact:** The person in the company who is most commonly dealt with. * **Owner:** The CRM user who owns the account. * **Team:** The specific team the account is allocated to. {% endtab %} {% tab title="Desktop version 1" %}

By default, the accounts are listed alphabetically, usually with the following columns: * **Name**: Typically the name of the company. * **Number**: A code, often internally assigned, to distinguish this company from others. * **Phone**: The company's head office phone number. * **Email**: The company's general email address. * **Owner**: The CRM user who owns the account. * **Primary contact**: The person in the company who is most commonly dealt with {% endtab %} {% tab title="Mobile" %} The **Accounts** screen displays a list of all accounts you have permission to view. By default, accounts are listed alphabetically. {% endtab %} {% endtabs %} ## Find an account {% tabs %} {% tab title="Desktop version 2" %} On the **Accounts** screen, you can find a particular account using the filter and search options above the grid or by sorting the list.

* Use the **Active** filter to switch between viewing active and inactive accounts in the list. * Use the **Search** box to search for a specific account. This performs an *is like* search on * Use the **Location** filter to display only your accounts or accounts that belong to a specific location. * Use the **Primary Contact** filter to show the account(s) linked to a specific contact. * Use the **Owner** filter to display only your accounts or accounts that belong to another user (that you have permissions to view). * Use the **Team** filter to display accounts allocated to a specific team to which you belong. * Select a column heading to sort data into ascending or descending order. Filters remain active until you turn them off, so if you apply a filter and move away from the screen and then return, the filter will remain. To clear any filter you have applied, choose **Select none** from the dropdown list. Learn more about [filtering and searching in CRM](https://docs.phocassoftware.com/crm/overview-of-crm). {% endtab %} {% tab title="Desktop version 1" %} * Use the **Active** filter to switch between viewing active and inactive accounts in the list. * Use the **Owner** filter to display only your accounts or accounts that belong to another user (that you have permissions to view). * Use the **Team** filter to display accounts allocated to a specific team to which you belong. * Use the **Search** box to search for a specific account by name. This performs an *is like* search on the name column. * Select a column heading to sort data into ascending or descending order. Filters remain active until you turn them off, so if you apply a filter and move away from the screen and then return, the filter will remain. To clear any filter you have applied, select **All** from the dropdown list.

Learn more about [filtering and searching in CRM](https://docs.phocassoftware.com/crm/overview-of-crm). {% endtab %} {% tab title="Mobile" %} To find the account you require**,** type your search term into the box, such as a company name, location, or contact name, and any matching results will instantly be displayed. {% endtab %} {% endtabs %} ## View and edit an account record On the **Accounts** screen, select the account name to open the account record. {% hint style="success" %} You can also open accounts from other screens in CRM (where the account name appears in blue as an active link) and from within Analytics ([see below](#viewandeditaccounts-openanaccountrecordfromwithinanalytics)). {% endhint %} {% columns %} {% column %}

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{% endcolumn %} {% endcolumns %} An account record contains three standard tabs (**Account**, **Contact** and **Activity**) that each contain several fields. Your administrator might also add custom tabs containing additional fields and/or add custom fields to the **Account** tab. {% columns %} {% column %}

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{% endcolumn %} {% endcolumns %} You can add and edit account details in the fields, as required, then click **Save** to apply your changes. **Example** {% tabs %} {% tab title="Desktop version 2" %} Suppose your company is assigning the *BHC Electrical - Stoke* account to its new account manager, Joe. You need to update this information in CRM. 1. Open the **Accounts** page, then type *BHC Electrical - Stoke* into the search box and select **Enter**. 2. Select the **BHC Electrical - Stoke** account name to open the account record. 3. Select **Joe User** as the new owner of the account.

4. Select **Save > Close**. A confirmation message appears at the top of the screen to show the account has been successfully updated. Changing the account owner does not affect the ownership of existing activities or c {% endtab %} {% tab title="Mobile" %} Suppose your company is assigning the *BHC Electrical - Stoke* account to its new account manager, Joe. You need to update this information in CRM. 1. Open the **Accounts** page, then type *BHC Electrical - Stoke* into the search box. 2. Select **BHC Electrical - Stoke** to open the account record. 3. Select **Edit** to make changes to the account record. 4. Select **Joe User** as the new owner of the account.

5. Select **Save > Close**. A confirmation message appears at the top of the screen to show the account has been successfully updated. Changing the account owner does not affect the ownership of existing activities or contact {% endtab %} {% endtabs %} {% hint style="warning" %} It is possible for your data to be overwritten by an overnight automatic update. If in doubt, talk to your administrator. {% endhint %} {% embed url="" %} View and update accounts in Phocas CRM {% endembed %} ### Account tab The **Account** tab opens by default and displays key details, including the account name, owner, contacts, and address. The **account owner** is the CRM user responsible for the account. {% columns %} {% column %}

{% endcolumn %} {% column %}

{% endcolumn %} {% endcolumns %} The **Account** tab contains the following details: #### **Account details**

Field	Field type	Description
Name	Free text	Typically the name of the company. Mandatory field.
Number	Free text	Usually a code number, often internally assigned, to distinguish this company from others.
Owner	Dropdown list	The person who normally looks after this account. Owners are CRM users. The owner of an account can be different to the owner of the associated contacts.
Is Active	Checkbox	Active accounts typically include companies that are currently doing business with you. Inactive accounts might be old customers or suppliers who no longer trade with you. Rather than delete the entire account and its history, it is often better to mark these companies as inactive. Select the checkbox to mark active, or leave it empty for inactive.
Location	Free text	Typically indicates a region or territory.
Payment status	Dropdown list	In our example, we use payment status to indicate ‘current’ or ‘overdue’. This is a customizable field that can be edited by administrators using picklists.

#### **Communication details**

Field	Field type	Description
Phone	Free text	Main head office phone number of the company. For direct phone numbers of individuals, see Contacts.
Fax	Free text	Main head office fax number of the company.
Email	Free text	General email address of the company, such as info@company.com. For direct email addresses of individuals, see Contacts.
Website	Free text	Company website address.
Contact method	Dropdown list	Company's preferred method of contact, such as via phone or email. This is a customizable field that can be edited by administrators using picklists.

#### **Address details**

Field	Field Type	Description
Street	Free text	Street address of the account.
City	Free text	City in which the account is based, if applicable.
State	Free text	State in which the account is based, if applicable.
Postcode	Free text	The zip or postcode of the account.
Country	Free text	The country in which the account is located.
Is mailing address	Checkbox	Select the checkbox if the mail address is the same as the street address. Leave empty if the mail address is different, and enter the details in the section below.

#### **Mail details (if mailing address is different to street address)**

Field	Field Type	Description
Street	Free text	Postal street address (or PO box) and city.
City	Free text	City in which the account is based, if applicable.
State	Free text	Postal state.
Postcode	Free text	Zip or postcode (postal).
Country	Free text	Postal country for the account.

**Custom details (fields)** Custom fields are any fields not listed in the tables above. They may be created by administrators, and if they exist, you can populate them as needed. ### Contacts tab The **Contacts** tab shows all contacts associated with the account. You can add new contacts or designate a primary contact, who is responsible for managing interactions with your company. A link to the primary contact also appears on the **Accounts** screen. {% columns %} {% column %}

{% endcolumn %} {% column %}

{% endcolumn %} {% endcolumns %} ### Activities tab The **Activities** tab displays activities relating to the account, entered either by you or by someone else. The list includes activities linked to the account itself or to any of its contacts. To filter by account level or contact level, use the **Source** column filter. You can also use the **Activity, Status, Campaign, Owner,** and **Team** column filters to narrow down your results. {% hint style="info" %} Column filters are only available in the **desktop version** of CRM. To find the activity you need in the mobile-friendly version of CRM**,** type your search term into the box and any matching results will instantly be displayed. {% endhint %}

### Custom tabs and fields You might also see a custom tab and/or additional fields in the main **Account** tab. These items are set up by an administrator. {% columns %} {% column %}

{% endcolumn %} {% column %}

{% endcolumn %} {% endcolumns %} ## View account information stored in Analytics To view the information about an account that stored in Phocas, such as its sales figures or the products it purchased, you can open Analytics directly from CRM. Open the account record, then on the **Account** tab, click the **Number** link.

## Open an account record from within Analytics Accounts are usually listed in Analytics as dimensions such as Customers, Suppliers or Vendors. 1. [Open a database](https://app.gitbook.com/s/7pj8v25BOyqZTdG5mdD1/getting-started/databases), such as Sales. 2. Click the dimension (such as Customers). 3. Locate and select the customer row (it turns blue), then click the code > **Phocas CRM**.

## Add an account {% hint style="info" %} User permission: CRM > Create Account {% endhint %} There are two ways to manually add accounts. ### Add a new account from CRM On the **Accounts** page, select **Add account** (the blue plus icon). Then enter the required account details and select **Save**. See [View and edit an account record](#viewandeditaccounts-viewandeditanaccountrecord) above for details on each field. {% columns %} {% column %}

{% endcolumn %} {% column %}

{% endcolumn %} {% endcolumns %} A message displays at the top of the screen to indicate if the account has been successfully added (or otherwise). If successful, new tabs and buttons display, allowing you to [add contacts](https://docs.phocassoftware.com/crm/contacts#addanddeletecontacts-addacontacttoanaccount) or [add activities](https://docs.phocassoftware.com/crm/activities#add-an-activity) to the new account. ### Add a new account from within Analytics {% hint style="info" %} This option is only available in the **desktop version** of CRM. {% endhint %} 1. Open a database (for example, **Sales**) and select a dimension (for example, **Customers**). 2. Find the row for the customer you want to add an account for, then select it. The row will highlight in blue. {% hint style="warning" %} If you do NOT select any rows in the grid before selecting the **Add/update account** option, it is possible that you could inadvertently add or update all customers in CRM. In this case, you will get a confirmation message displaying the number of rows you are about to include in the integration. {% endhint %} 3. Select the **Custom Actions** button and select **Actions** > **Add/update account**.\ ![](https://content.gitbook.com/content/1DdwWAKI55yCxN4CVAUT/blobs/4nFdVgK8LGNkKNilo1Su/image.png) 4. Map the fields in CRM to those in Phocas using the dropdown lists. For example, you might map **Phone** in Phocas to **Telephone** in CRM. You can leave fields blank, in which case they will not be included in the export.

5. Choose **Run**, then select **Yes** to confirm the number of customers (rows) to add account details for (see warning below). A confirmation message appears at the top of the screen if the account is added successfully.

## Delete an account {% hint style="info" %} This option is only available in the **desktop version** of CRM. User permission: CRM > Delete Account {% endhint %} Deleted items can be restored by administrators. On the **Accounts** page, select the menu button (three dots) at the end of the account row, then select **Delete**.