View and edit accounts
In CRM, an account is a company with whom you currently do business, or have done in the past, such as a customer, supplier or vendor.
Accounts are usually listed in Analytics as dimensions such as Customers, Suppliers or Vendors.
View a list of all accounts
Click the Phocas 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.
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.
Find an account
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 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.
Click 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.
View and edit an account record
On the Accounts screen, click the account name (blue link) to open the account record.
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).
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.
Some of the data in these account fields will be critical to your business and help you to get the most out of Phocas, while some of the data might never be used.
Add and edit account details in the fields, as required, then click Save in the top right corner.
It is possible for your data to be overwritten by an overnight automatic update. If in doubt, talk to your administrator.
Account record tabs
Expand the following sections to learn more about each tab and the fields they contain.
Example
Suppose your company is giving the Steelfinne Fabrications account to its new account manager, Joe. You need to update this information in CRM.
Open the Accounts screen, then type Steelfinne into the search box and press Enter.
Click the Steelfinne account name to open the account record.
Select Joe User as the new owner of the account.
Click Save > Close. A message displays at the top of the screen to indicate the account has been successfully modified. Even though this account now has a new owner, this action does not change the owner of any of the account’s existing activities or contacts.
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 in two ways.
On the main Account screen, select anywhere on an account row (avoiding any links) so that the whole line turns blue and click the Phocas button.
Open account record and click the Number link on the Account tab.
Open an account record from within Analytics
Open a database, such as Sales.
Click the dimension (such as Customers).
Locate and select the customer row (it turns blue), then click the code > Phocas CRM.