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Organisation
Use Organisations to access information about businesses your company works with.
You can find a video explaining Organisations on the MYOB Greentree Campus.
On This Page
Security
These settings determine the level of access given to the Organisation form:
Module:
- System > System Setup > Company Maintenance / Modules in Use / CRM Basics / Contacts and Relationships.
Form:
- User Preferences / Access / Suite / CRM Basics or Mobile Sales or Mobile Service or Mobile Enquiry
- User Preferences / Menu security / CRM / Relationships / Organisations.
Record:
Read:
- CRM User Preferences / Privileges / Read All Records and/or Read Team Records / Organisation.
Add:
- CRM User Preferences / Privileges / Add My Own Records / Organisation.
Edit:
- CRM User Preferences / Privileges / Change All Records and/or Change Team Records / Organisation.
Delete:
- CRM User Preferences / Privileges / Delete All Records and/or Delete Team Records / Organisation.
Verify:
- CRM User Preferences / Privileges / Can Verify Information
Users with only the Mobile Enquiry suite cannot create, edit or delete records.
Organisations that are also Customers and/or Suppliers
Contact information is automatically synchronised to the customer and/or supplier without the need for access to be given.
The following settings are required to view customer and/or supplier information on a linked organisation:
- User Preferences / Company access / Financials
- User Preferences / Menu security / Enquiry / Accounts Receivable and/or Accounts Payable.
Alternately:
- CRM User Preferences / Integration / Allow customer enquiry from CRM and/or Allow supplier enquiry from CRM.
An Organisation linked to an AR Customer
or AP Supplier cannot be deleted.
ORGANISATION
A droplist showing the organisation Name, Address 1, Address 2, Address3, and Post code .
To search:
- select ORGANISATION
- enter a partial organisation name, business address, mobile or phone number
- Enterprise search will automatically activate
- [TAB] or [ENTER] off the search result to view.
Selecting the field title provides the option of choosing which fields are included in the search. By default All is selected.
Additional search fields can be added via System
> System Setup > Class Maintenance.
To Add:
- select Add New
- enter the organisation name
- [TAB] or [ENTER] off the field.
Duplication check
Only available when selecting to Add New.
A duplication check is carried out when focus moves out of the ORGANISATION field.
If an exact match is found, a Possible duplicate names panel is displayed showing the Name, Relationship, Address, Suburb, State and Phone number of all potential duplicate record/s.
Ignore:
- active by default
- ignores all potential matches
- closes the Possible duplicate names panel
- returns you to the Organisation form in Add New mode
- any data entered on the form is retained.
You do not need to select a line in the grid before
selecting Ignore.
Select:
- becomes active when a duplicate match is selected
- changes form view from Add new to Edit Details mode
- any data entered on the form is cleared and replaced with the selected organisation detail.
To View:
Available when the option to change records is deselected in user preferences.
- select ORGANISATION
- enter the organisation code or name
- on the Smart button, select View Details
To Edit:
Available when the option to change records is selected in user preferences.
- select ORGANISATION
- enter the organisation code or name
- on the Smart button, select Edit Details
The droplist is not available during Edit Details
mode.
These fields display in view mode once an organisation is selected:
Overview
About this Organisation
Relationship
The business relationship this organisation has with your company ie customer, reseller, supplier, other.
Category
The classification group assigned to this organisation. The values are user defined in Greentree Desktop under Lookup Maintenance Type Organisation Classification.
Priority
How important this organisation is to your company. The values are user defined in Greentree Desktop under Lookup Maintenance Type Organisation Importance.
Parent
Where applicable, the name of the parent company for this organisation.
Contact
This section provides name and contact details for all contacts associated with the organisation. Where no detail exists, the field does not display.
If more than one contact exists, select [ASTERISK] to choose the contact details to be viewed.
Where the organisation Relationship is:
- customer only - the customer contact will display
- customer and organisation - the organisation contact will display first in the list.
All options are customisable via
Screen Designer and may be excluded.
Address
By default, the organisation business street address is displayed in Map View.
The location is marked with a 
.
The view can be moved in any direction by a left click or tap and hold to drag the map from left to right, or up and down.
To increase the map size, double click or double tap.
A larger map can be accessed from the address menu.
Select 
to switch between:
- View address
- View map
- View large map, or
- alternate address options.
Where no likely match exists, the address text
is displayed, and on selecting View map or View large map
a message 'Map view is not available for this address' is returned.
The address options available are those set under Organisation Maintenance > Main and Organisation Maintenance > Business. These are:
- Business street
- Business postal
Where the organisation is also a customer, any addresses set under Customer Maintenance > Delivery are available for selection. These are displayed by:
- Delivery address number
- Suburb.
A different default address may be set using
Screen Designer.
Selected contact
Displays the contact details for the contact selected under Internal or External.
Internal
Displays contacts for the active organisation.
Where Show inactive is:
- selected - all contacts, including those set to inactive and ready for deletion are listed
- deselected ??? only active contacts are listed.
Where a subsidiary contact exists, select beside the contact name to
display this additional level.
External
Shows all organisations cross-referenced to the currently displayed organisation.
Activity
Security
Details available for viewing depend on these access settings:
- User Preference / Menu security
- CRM User Preferences / Privileges for Read All Records and/or Read Team Records.
Summary
Where Relationship includes customer, these details are displayed:
- Current, Overdue, Future, Hold, Total, Sales Orders and Retention balances
- MTD, YTD, Last Year Sales and Last Receipt history
- Balance Type and Currency.
Where Balance type = Open Item, selecting
a balance will display the transaction detail in the grid.
Select
to Show child balances (available
only to parent organisations) or Show foreign currency (available
only where the customer currency is not the company currency
Credit
Where Relationship includes customer, and Enable credit checking is selected on the Credit tab of Customer Maintenance, a Credit section is displayed showing the organisations overall credit limit and any outstanding balances.
Receivables
Current posting period transactions are displayed in the grid for all Accounts Receivable (AR) document types. AR invoices, AR receipts, AR credit notes, AR refunds and AR journals are selected by default.
To change the display:
- select Filter
- change the filter options
- select Apply.
Reset clears the filter back to the default values.
Documents
Appointments, Communications, Followups, Leads, Quotes and Calls/Service Requests for the active organisation are viewable on the Documents tab.
Show All is selected by default.
To change the display
- select Filter
- change the filter options
- select Apply.
Reset clears the filter back to the default values.
To view the source document, double click on a
result in the grid.
Drilldown capability depends on these access settings:
- User Preference / Menu security / CRM for the respective module area and form
- CRM User Preferences / Privileges for Read All Records and/or Read Team Records.
Filter options
The fields available depend on the document type selected:
Show
- Defaults to All
- View available document types in the droplist
- Options available for selection depend on user security settings.
Dates
- Defaults to All
- Available for all document types
- Select
to view/change the date range - Display the calendar date picker.
Hide closed
- Defaults to selected
- Available for all document types
- Hides documents with a closed status.
Method
- Available for Communication documents only
- View available communication methods in the droplist
- Allows for filtering by method of communication.
Expected
- Available for Lead or Quote documents only
- Leads Expected value is the sum of Potential for all leads displayed
- Quotes Expected value is the sum of Net Price for all quotes displayed.
Forecast
- Available for Lead documents only
- Leads Forecast value is the sum of Forecast for all leads displayed.
Only primary
- Defaults to selected
- Available for Quote documents only
- When selected, only primary quotes are displayed.
Interested party
- Available for Calls/Service Requests documents only
- When selected, results include calls/service requests where the contact is an interested party.
Calls
- Defaults to selected
- Available for Calls/Service Requests documents only
- Visible where the logged in user has access to BOTH calls and service requests
- When selected, results include calls.
SRs
- Defaults to selected
- Available for Calls/Service Requests documents only
- Visible where the logged in user has access to BOTH calls and service requests
- When selected, results include service requests.
Analysis
The Analysis tab is available for organisations who are a Relationship type customer.
Security
These settings determine access to the Analysis tab:
- System > Accounts Receivable > Module Control / Main / Use Sales Analysis
- User Preferences / Menu Security / Enquiry / Accounts Receivable.
Sales
Grid
Sales Analysis lines are summarised per period, by line type and code.
The grid is filtered by the start and end dates of the periods shown in the graph as follows:
- Quantity - The total for the period.
- Code - The customer code.
- Description - Details.
- Amount - The net amount. Select Show local currency, to display foreign currency balances in local currency.
- Tax - The tax amount.Select Show local currency, to display foreign currency tax balances in local currency.
- Profit - Is displayed where Show profit is selected.
Column views
Columns can be sorted or hidden from view as required.
The default sort order is by Amount from highest to lowest.
Filter options
All periods
When selected, the From Date/Period, To Date/Period fields are hidden.
From
Defaults to 11 periods prior to the customers current posting period.
(period)
Defaults to 11 periods prior to the customers current posting period.
To
Defaults to the current financial year.
(period)
Defaults to the customers current posting period.
Attributes
Trees
The name and branch (where selected) of all trees assigned to the quote are displayed in alphabetic order.
Our fields
All user defined fields (UDFs) assigned to the quote are displayed in alphabetic order.
UDFs are editable when adding or editing a quote.
Add / Edit / View
Accessed by selecting Add New, Edit Details, Copy or Delete or Verify the organization, on the Organisation smart button.
Refer to security settings at the top of this
topic for access details.
Company information
Relationship
The business relationship this organisation has with your company. Select the Relationship type from the droplist.
The droplist is filtered to exclude customer and
supplier Relationship types.
Relationship types can be maintained in CRM > System > Relationships > Organisation Relationship Maintenance.
Street address
Address
The street address for the organisation.
Suburb / City
The organisation's suburb / city.
The droplist shows the:
- Suburb, Post code, State (AUS)
- Suburb, Post code, City (NZ)
- Suburb, Post code, County (UK)
- City, Zip code, State (USA)
On selection, all three fields are updated but may be manually overwritten.
Droplist options are filtered based on Country.
State / City / County displays where Use "State" in address details is selected in System > System Setup > Country Maintenance.
Post code
The organisation's street address post code.
The droplist shows the:
- Post code, Suburb, State (AUS)
- Post code, Suburb, City (NZ)
- Post code, Suburb, County (UK)
- Zip code, City, State (USA)
On selection, all three fields are updated but may be manually overwritten.
Droplist options are filtered based on Country.
State / City / County displays where Use "State" in address details is selected in System > System Setup > Country Maintenance.
State
The organisation State / City / County.
Is available when Use "State" in address details is selected in System > System Setup > Country Maintenance.
The droplist shows the:
- State code, State description (AUS, USA)
- City code, City description (NZ)
- County code, City description (UK)
On selection, the State / City / County code is displayed.
Droplist options are filtered based on Country.
Country
Automatically defaults to the active company country.
Country determines the droplist options
available in the related address fields of:
- Suburb / City
- Post code / Zip code
- State / City / County.
Organisation
Name (30)
The name of the contact for this organisation.
Phone
The phone number for the organisation.
Where Use phone number masking is selected in System > System Setup > Country Maintenance, this field is automatically formatted to the mask set under Phone/Fax mask.
Duplication check
Only available when selecting to Add New.
A duplication check is carried out when focus moves out of the Phone field.
If an exact match is found, a Possible duplicate phone numbers panel is displayed showing the Phone, Name, Relationship, Address, Suburb and State of all potential duplicate record/s.
Ignore:
- active by default
- ignores all potential matches
- closes the Possible duplicate phone numbers panel
- returns you to the Organisation form in Add New mode
- any data entered on the form is retained.
You do not need to select a line in the grid before
selecting Ignore.
Select:
- becomes active when a duplicate match is selected
- changes form view from Add New to Edit Details mode
- any data entered on the form is cleared and replaced with the selected phone organisation detail.
Mobile
The mobile number for the organisation.
Where Use phone number masking is selected in System > System Setup > Country Maintenance, this field is automatically formatted to the mask set under Mobile phone mask.
Fax
The fax number for the organisation.
Where Use phone number masking is selected in System > System Setup > Country Maintenance, this field is automatically formatted to the mask set under Phone/Fax mask.
The email address for the organisation.
Web
The web address for the organisation.
Salesperson
The default salesperson assigned to this organisation.
Defaults from CRM User Preferences / Sales / Default Sales Person, otherwise is blank.
Details
Reseller
Defaults to blank.
The droplist contains all organisations of Relationship = Reseller or Reseller/Customer.
Where selected, the Reseller will default during record creation when the organisation is selected.
Invoice
Available when a Reseller is selected.
Defaults to deselected.
When selected, any invoices that are created from quotes for this organisation, are addressed to the Reseller rather than the customer the organisation is linked to.
The Reseller must be linked to a customer.
Sales
Salesperson
The default salesperson assigned to this organisation.
Defaults from CRM User Preferences / Sales / Default Sales Person, otherwise is blank.
Team
The default sales team assigned to this organisation.
Where Salesperson is selected, defaults to the Sales Team assigned to the salesperson. Otherwise defaults to blank.
F9 or 
to select or change.
Where selected, Team will default during record creation when the organisation is selected.
Sales teams are maintained in CRM >
System > Utilities > CRM Team Maintenance.
Manager
The default sales manager assigned to this organisation.
Where Salesperson is selected, defaults to the Sales Manager assigned to the salesperson. Otherwise defaults to blank.
Territory
The default sales territory assigned to this organisation.
Defaults to blank.
Territories are maintained in CRM >
System > Utilities > Maintain Lookups / Type = Territory.
Business
Parent
The parent for this organisation.
Defaults to blank.
This does not relate to the customer parent as
the two are not synchronised.
Industry
The industry that this organisation belongs to.
Used for reporting purposes.
Defaults to blank.
Industries are maintained in CRM >
System > Utilities > Maintain Lookups / Type = Organisation
Industry.
Type
An additional category that this organisation can be grouped under.
Used for reporting purposes.
Defaults to blank.
Type's are maintained in CRM > System
> Utilities > Maintain Lookups / Type = Organisation Type.
SIC
The business sector that this organisation belongs to.
Standard Industrial Codes (SIC's) are used with reports.
Defaults to blank.
SIC's are maintained in CRM > System
> Utilities > Maintain Lookups / Type = Organisation SIC.
Revenue
The annual revenue of the organisation.
Defaults to 0.00.
Employees
The number of people employed at this organisation.
Defaults to zero.
Marketing
Importance
Indicates how important the organisation is to your company.
Defaults to blank.
Importance rankings are maintained in CRM >
System > Utilities > Maintain Lookups / Type = Organisation
Importance.
Source
Indicates the origin of your company's relationship with the organisation.
Defaults to blank.
The Source is maintained in CRM > System
> Utilities > Maintain Lookups / Type = Organisation Source.
Classification
Used to group organisations into meaningful categories specific to your business for reporting purposes.
Defaults to blank.
Classifications are maintained in CRM >
System > Utilities > Maintain Lookups / Type = Organisation
Classification.
Customer since
The date the organisation first became a customer of your company.
Defaults to blank.
Exclude from Mailing list
Defaults to deselected.
If selected, the organisation and all contacts linked to the organisation, are excluded from mailing lists.
Exclude from Call roster
Defaults to deselected.
If selected, the organisation and all contacts linked to the organisation, are excluded from call rosters.
Reference
Referable
Indicates whether the organisation can be used as a reference by existing / prospective customers.
Defaults to blank.
On selection, the Reference contact and text area fields are made visible.
If Referable was originally selected, and then deselected, the Reference contact and text area fields are temporarily cleared and hidden. Until Save is selected, on reselection of Referable, the Reference contact and text area details are automatically repopulated. Once Save is selected, the details are cleared permanently and must be manually reentered.
Reference contact
The contact responsible for taking reference calls.
Available when Referable is selected.
Defaults to deselected.
(Narration)
A free text area to enter general details regarding the taking of reference calls.
Available when Referable is selected.
Cross reference
Available when the Organisation form is in Add / Edit mode.
Allows links to be added to other organisation and contacts. These are displayed on the Overview / External tab in enquiry view.
Organisation
A droplist showing the organisation Name, Address 1, Address 2, Address 3 and Post Code.
To select:
- select Organisation
- enter the organisation code or name
- [TAB] or [ENTER] off the field.
To search:
- select Organisation
- enter a partial name
- Enterprise search will automatically activate
- [TAB] or [ENTER] off the search result to view.
Contact
A droplist showing the contact Full Name, Position, Address 1, Suburb and Email.
To select:
- select Contact
- enter the contact code or name
- [TAB] or [ENTER] off the field.
To search:
- select Contact
- enter a partial name
- Enterprise search will automatically activate
- [TAB] or [ENTER] off the search result to view.
Where Organisation is:
- selected - the contact list is filtered to display only those contacts relating to that organisation.
- deselected - all contacts will display. Once a contact is selected this will also update Organisation.
The Organisation / Contact combination
must be unique.
Detail (255)
General text field.
Can be used to enter any details about the selected Organisation / Contact combination.
Attributes
This tab contains tree and user defined field (UDF) details for the Organisation, Customer and Supplier.
Security
Trees and Our fields available for viewing or editing depend on these access settings:
- User Preference / Menu security / CRM / Relationships / Organisations
- CRM User Preferences / Privileges for Read, Change All Records and/or Read, Change Team Records.
Organisation / Customer / Supplier
Trees
The name and branch (where selected) of all trees assigned to the organisation are displayed in alphabetic order.
Where the Organisation is also a customer, any trees assigned against that customer are included.
If the same tree/branch is assigned against both customer and organisation, this appears on each subtab.
Trees and branches are maintained in System
> Trees > Tree Maintenance.
Select the field to assign or change the tree branch.
Synchronisation
Synchronisation occurs the first time the organisation is linked to a customer/supplier.
The tree must have the CRM Organisation and
AR Customer/AP Supplier classes selected in Tree Maintenance.
Rules
If the organisation:
- has a value and customer/supplier is blank, organisation updates the customer/supplier
- is blank, customer/supplier update the organisation
- customer and supplier all have a value, the organisation updates the customer/supplier.
Our fields
Visible where User defined fields (UDFs) have been created for this class.
UDFs are maintained in these areas:
- Organisations: CRM > System > Relationships > Organisation User Fields
- Customers: System > Accounts Receivable > User Field Maintenance
- Suppliers: System > Accounts Payable > User Field Maintenance
All user defined fields (UDFs) assigned to the organisation are displayed in alphabetical order.
Where the Organisation is also a customer/supplier, any UDFs assigned against the customer/supplier are included.
If the same UDF is assigned against organisation, customer or supplier, this shows in each subtab.
Synchronisation
Synchronisation occurs the first time an organisation is linked to a customer/supplier, and whenever UDF values for a linked record are updated.
For synchronisation to occur the UDF Name and Type must match.
Rules
For a Boolean type UDF, organisation updates customer.
For a non-Boolean type UDF, if the organisation:
- has a value and customer/supplier is blank, organisation updates the customer/supplier
- is blank, customer/supplier update the organisation
- all three objects have a value, the organisation updates the customer/supplier.