Viewing and Updating Accounts

The Accounts module displays a list of all Bill-to/Invoice accounts that the logged in user has access to edit and/or view. 

Important Account Features

NOTE: You may not have access to all the below features due to permission settings within WCCRM. 

Find and View Accounts:

Within the list, you can filter your accounts by selecting the filter icon beside the column header or performing a search by using the Search text field (the white box) between the column header and the first grid row. 

NOTE: Accounts are synced on a nightly basis directly from your ERP. 

Selecting an account from the list opens the Account's details for you to view/manage. 

NOTE: The fields displayed within the form may vary depending on how it was configured by your system administrator. 

The Customer Scorecard:

The Customer Scorecard provides you with an overall snapshot of the Account you have open in WCCRM. This option is located at the top of the Account screen. 

Selecting this option opens an instance of White Cup BI on a separate tab. 

The Relationship Widget:

This is a widget that we highly recommend adding to your Account Window. The purpose behind this widget is to allow you to see related records on the account and easily view or access more information on those records. 

If not already showing on your record view, use the Add Widget option in the top right to add Relationships.

From adding/viewing contacts using the Add (+) icon, to seeing opportunities and other records, this widget will be essential for your day-to-day process.

How to create an Account:

1. From the Connections drop-down, click Accounts.

2. The Accounts list displays.
3. In the Left Navigation Menu, click Create Account. 

4. The Create Account form displays.

5. In each section of the form, complete the required fields and any additional fields necessary.  
6. Click Create to save the account to the system.

How to Edit an Account:

The Edit Account function allows you to make changes to available account information, based on your permissions to make edits.

1. White viewing an account, in the Left Navigation Menu, click Edit Account to open the full form for editing.  

• Or you can use the Edit pencil on a single field to edit the value in one field.

2. In full edit mode, make changes to active fields in any section, then click Save to commit your changes to the system.  (For single field edits, click the check mark to save the edit.)

How to Share an Account:

The Share Account action creates an email that includes account information you can share with other White Cup CRM users who have access to the platform.

1. From the All Accounts view, select the account you want to share.
2. The Account Details form displays.
3. From the Action column, click Share Account
4. The Share Account form displays.  Enter the user’s email address that should receive the account information.  Add any additional information you want to share.

5. Click Share to send the message to a teammate.

How to Delete an Account:

IMPORTANT: Once you delete an account, you CAN NOT undo or restore it.

The Delete Account action is permanent. Make sure you want to delete the account BEFORE performing this action.  

Note: If your accounts are synced from your ERP, use the Visibility field (by adding it to your forms if not already included on the form) to remove the record from public visibility (rather than deleting it).  This will help prevent duplication when the record is synced from the ERP again.

1. From the All Accounts view, select the account you want to delete.
2. The Account Details form displays.
3. From the Action column, click Delete Account.
4. The Delete Account form displays.  Click OK to confirm the deletion.

Send Email

The Send Email feature opens a blank email form. Unlike the Share Account action, the Send Email function allows you to send messages to external users from your default WCCRM email account. Emails sent from an Account record will log directly within the Account's Activity Feed/History as an action. 

1. From the All Accounts view or a widget or List, select the account that will be the subject of your email.
2. The Account Details form displays.
3. Click Send Email in the top right. 

4. The Send Email Form displays.  In the To: field, enter the recipient’s e-mail address.

5. From the Template drop-down, select a pre-defined message. OR
   1. Click the Source icon to display HTML tags in the body of the email
      1. Insert your title between the two brackets <Title>
      2. Add any additional information you want to share.
6. Click Send to send the email.

How to Attach a File/Photo:

The Attach a File/Photo action allows you to upload media associated with the account or contact. You can upload a single file or upload multiple files at once.

1. From the All Accounts view, select the account you need to attach a file on.
2. The Account Details form displays.
3. Click Attach a File/Photo in the left pane.
4. The Attach a File/Photo form displays.  Click the Select Files or Drag and Drop to add the file(a) you want to upload.

5. Click OK to upload the files to the system.

Account Quotes:

The Quotes action item allow you to create a new quote for the Account. 

1. Selecting the Quotes option within the left navigation panel automatically directs you to the Quotes widget within the Account. 
2. Select New Quote to open the Quotes screen. 
3. Enter all required details and click Create.  Once a quote is completed it will be logged as an action on the associated account. 

How to Print a Record:

The Print Record action allows you to print the selected account and associated notes.

1. From the All Accounts view, select the account you want to print.
2. The Account Details form displays.
3. From the Action column, click Print Record.
4. The Print Record form displays.  On the Configuration menu, deselect any fields you do not want to print.
5. Click Print to open your print dialog and follow the steps to print or save the account record.

How to Edit the Column Layout:

You can adjust the width of the columns in the record view.

1. Click to Edit layout from the left side pane
2. Use the slider bar at the top of the two middle columns to adjust the width of the Dashboard columns. 
3. Click the Reset button to restore the previous layout. Click Close to exit the Edit Layout action.

Note: Most of these actions are also available on Ship To Customer records.