Accounts

Office Management > Accounts

Creating Accounts

Accounts in CommitCRM help you manage all of your contact information. You can create Accounts for your customers, vendors, employees and more. To create Accounts you can either import the Accounts (see below) or create them manually.

To create an Account manually:

1. From the Accounts Window, click the New icon .
2. Fill in the Account details.
3. Click OK to save.

Importing Accounts

Accounts can be imported into CommitCRM from various data sources:

• Imported from Excel® files, CSV files, Outlook® contacts, QuickBooks® and others. See more details in Import and Export.
• Imported (or synchronized) from Outlook®. See more details in Commit-Outlook Sync.
• When Commit-QuickBooks Link is in use, Accounts can be synchronized between CommitCRM and QuickBooks. See more details in Commit-QuickBooks Link.

Account Popup

Each Account contains a 'Popup' field in the Account's Details tab. The Account 'Popup' field lets you define a popup message, which will be displayed when attempting to use this Account. This feature is helpful if you want to be reminded about money issues or any other matter with a customer whenever viewing their details or choosing the Account.

The Popup message is displayed whenever manually selecting the Account in any window, such as when selecting the Account for a Charge, Ticket, Contract, etc. It will also be displayed when using the QuickBooks Invoice Creation Wizard and the related Account has a Popup defined.

The popup message lets you enter as much text as you need, include space lines and format the textual message for your needs.

To use the Popup feature, make sure it is activated in Tools > Options > Accounts > "Show me account popup alerts when I manually select accounts or scroll the Accounts list and details".

Accounts Custom Pricing

Custom Pricing lets you set unique prices for different Accounts or Contracts. Once you define custom prices for an Account or Contract, these prices will be used automatically for every charge logged for Accounts or Contracts.

You can also manually adjust the prices while creating a Charge. This sections explain how to define Custom Pricing.

When should I use Custom Pricing? By default, the standard employee hourly rates and item prices will be used automatically. You should use custom pricing only when you want to use a different set of prices or rates for a specific Account or Contract. For example, custom pricing may be used to set a global 10% discount for a customer, or to set unique hourly rates for employees for a specific Account. To do so, set a Custom Price for the Account or Contract and define the adjustments. Once set, the system will automatically use the custom prices or rates instead of the standard ones when Charges are logged under this Account or Contract. When defining Custom Pricing, you can choose between a global custom price level or a per-item price.

Account level vs. Contract level Custom Pricing Custom Pricing can be defined at the Account level or Contract level. When custom prices are defined for the Contract, the Account's custom pricing settings are ignored, and the Contract's price settings are used. You can read more about this under Contract Level vs. Account Level Custom Pricing.

Global Settings vs. Exception Rules

The global price/rate settings determine the price/rate adjustment for all employees, or for Items for a specific Account or Contract. For example, a specific Account may enjoy a 10% discount off all products, or a reduced hourly rate of $100/hour for all employee time, etc.

In addition to global settings, you can define rule exceptions for specific employees or Items to override the global settings and be used when the system needs to determine the price/rate for that specific item/employee. For example, Natalie's hourly rate may be set as $80, and this will override Natalie's standard hourly rate, and the global employee hourly rate.

Standard prices

The custom price settings replace the standard item/employee rate.
Standard employee rate - the employee's rate as defined in the employee tab
Standard item price - the Item's price as defined in the Item record.

See more details in Custom Pricing.

Creating Activity Template Entries for Accounts

An Activity Template in the CommitCRM system is a file that contains a group of pre-programmed activities—such as Tasks, Appointments, or Tickets—that can be applied to different parts of the system, including Accounts, Assets, Contracts, and Sales Opportunities. Users can create Activity Templates for projects that their company commonly performs and which require a similar set of tasks, regardless of the client. Using the right template can get you and your team started on a project more quickly and efficiently, increasing productivity and streamlining your work.

See more details in Activity Templates.

See Also

• Activity Templates
• Commit-Outlook Sync
• Commit-QuickBooks Link
• Accounts FAQ