Accounts are useful for if:
- You want to split your orders between different key users to process and manage
Accounts are assigned to key users, and they will be able to process only the account assigned to them, or add those specific accounts to projects.
- You want to receive email notifications when orders are placed by clients. Key Users with accounts assigned to them will receive a notification each time an order is placed belonging to their account.
Please check with support that the appropriate configuration has been enabled.
Accounts are applied to incoming orders. The Account applied to an order is taken from either the client that placed the order, or the catalogue item the order was placed through:
- The Account assigned to a Client Organisation will be applied to orders placed by clients belonging to this organisation.
- The Account assigned to a Catalogue Item will be applied to all orders placed via this item, and will override the Account set on the clients organisation.
Setting up Accounts
To add Accounts, navigate to Settings - > Accounts - > click Add New Account at the bottom of the page.
Accounts can be a combination of letters and numbers. You could create accounts for each department, or for each type of order.
Accounts can be amended or disabled at any time by clicking on the entry in the account code list.
Against each account there will be a Disable button (if account is enabled) or an Enable button (if account is disabled). When disabling an account code, that account code is removed from all users' lists of usable account codes. When disabling an account it will still show in the relevant reports for audit purposes - e.g. Expenditure by Project, Expenditure by Account etc.
Assigning your Accounts to Key Users
Assigning accounts to Key Users allows them to process orders with these accounts applied to them. This is useful for if you want to divide orders from certain clients or certain types of orders between different key users.
To assign accounts to key users:
- Navigate to Contacts > Contacts and select the Key User to assign accounts to.
- Scroll to the bottom of the page and you'll find two drop-down lists:
- This user can process orders for Account codes - assigning accounts on this side will allow the user to process orders for these accounts, and , if set-up, will be notified when these orders are placed
- This user can add these Account codes to projects - assigning accounts on this side will allow the user to add orders with these account codes to any project
- Select an account to assign the user from the drop-down list, then click "Add". You'll need to add accounts one by one.
- If you wish to remove an account from a user, click "Remove" next to the account listed
Assigning your Accounts for orders
Accounts can be assigned in a few ways:
For an entire organisation
If you want to assign an account for a whole client organisation:
- Navigate to Contacts > Organisations and select the Client Organisation to assign an account to.
- Go to the Settings tab within the organisations page
- Select an account code from the 'Client Account code' drop-down list, then click "Update"
For specific departments and sections
If you want to assign an account for a specific department or section within a client organisation:
- Navigate to Contacts > Organisations and select the Client Organisation
- Go to the Departments tab
- Click "Edit" next to the relevant department
- For departments, select from the Department Account Code drop-down list
- For sections, select from the Account Code drop-down list next to the relevant section
If a department doesn't have an account assigned to it, the account set for the organisation as a whole is used.
If a section doesn't have an account assigned to it, if an account is set for the department this is used, otherwise the account set for the organisation as a whole is used.
For specific services
If you want to assign an account for a specific service, these will need to be set on catalogue items. For example, if you want all Print orders to go through to certain users to process, you would assign the account Print for all catalogue items that are relevant for print orders.
If you'd like this set-up, please contact the Support Team at support@panacea-software.com to do this for you.