Business Accounts: Extension of a Business Account as a Customer or Vendor

The organizations to which your company intends to sell products and services can initially be defined in MYOB Advanced as business accounts on the Business Accounts (CR303000) form. These prospective customers may later become—that is, be extended as—customers, vendors, or both. The type of the business account is displayed in the Type box on the CRM Info tab of the form and can be one of the following: Business Account, Customer, Vendor, or Customer & Vendor.

A customer or vendor can be created in the system directly without first being defined as a business account. In this case, the system automatically creates a business account corresponding to the customer or vendor.

A Business Account Extended as a Customer

You extend a business account to be a customer account by clicking Extend as Customer on the form toolbar or More menu of the Business Accounts (CR303000) form. The system opens the Customers (AR303000) form for the new customer with the appropriate settings copied from the business account. On the form, you specify the customer class, the financial settings, and additional settings (such as billing address) that may be used in MYOB Advanced documents of the customer. You then save the customer.

When you save the customer, the system changes the type of the business account, shown in the Type box (CRM Info tab) of the Business Accounts form, to Customer. (If the account has been extended as both a customer and a vendor, the type of the account is changed to Customer & Vendor.)

Business accounts and customers share the same statuses, which are displayed in the Customer Status box of the Summary area of the Business Accounts and Customers forms. The status of a particular business account or customer may be one of the following: Prospect, Active, On Hold, Credit Hold, One-Time, or Inactive.

The currency settings are synchronized between a business account and the customer to which it was extended. If the currency settings are changed for the customer, the same settings are changed for the corresponding business account. Similarly, if the currency settings are changed for the business account, the same settings are changed for the corresponding customer.

A Business Account Extended as a Vendor

You extend a business account to be a vendor account by clicking Extend as Vendor on the form toolbar or More menu of the Business Accounts (CR303000) form. The system opens the Vendors (AP303000) form with the appropriate settings copied from the business account. On the form, you specify the vendor class, the financial settings, and additional settings (such as billing address) that may be used in MYOB Advanced documents of the vendor. You then save the vendor.

When you save the vendor, the system changes the type of the business account, shown in the Type box (CRM Info tab) of the Business Accounts form, to Vendor. If a prospective customer has been extended as both customer and vendor, the type of the account is changed to Customer & Vendor.

The statuses of a vendor are independent from the statuses of a business account. The status of a vendor, shown in the Vendor Status box of the Vendors (AP303000) form, can be one of the following: Active, On Hold, Hold Payments, Inactive, and One-Time. You can manually change the status of the vendor. Changes to the status of the vendor do not cause changes to the status of the associated business account (or customer, if the vendor is also a customer). Similarly, if the status of the business account changes, the system does not change the status of the associated vendor.