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Add and delete accounts

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Add and delete accounts

Owned by Helen Gosper
Last updated: Aug 26, 2024 by Denise McGettigan
3 min read

Permissions required: Create Account and/or Delete Account.

Typically accounts are created automatically in Phocas when a new customer is added to your company's ERP system, then added to CRM automatically. You can also add accounts manually. You can delete accounts that are no longer required.

Add an account

There are two ways to manually add accounts.

Add a new account from CRM

  1. Click the Phocas menu button > Accounts to open the Accounts screen.

  2. Click New. 

  3. Enter the required account details and click Save. See View and edit an account record for details on each field.

    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 or add activities to the new account.

Add a new account from within Phocas

  1. Open a database, such as Sales.

  2. Click the dimension (such as Customers).

  3. Locate and select the customer row* (it turns blue), then click the Custom Actions button and select Actions > Add/update account.

    image-20240826-205748.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.

  5. Click Run and click Yes to confirm the number of customers (rows) for which you want to add the account details (*see warning message below).

    A message displays at the top of the screen to indicate if the account was added successfully.

*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.

Delete an account

If you do not have delete permissions, the Delete button might not display or you might see a message at the top of the screen indicating you do not have permission to delete. Talk to your administrator about your permissions. Deleted items can be restored by administrators.

  1. Click the Phocas menu button > Accounts to open the Accounts screen.

  2. Select the rows of the accounts you want to delete (they turn blue) and click Delete.

Deleting in older versions of Phocas

In older versions of Phocas, deleting an account also deletes activities associated with it, so you are deleting the entire history of that account. An alternative is to mark the account as 'inactive'.