Main Tab

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The Main tab contains the main contact details for the Organisation. The Relationship field is of specific importance. It captures the Organisation's Relationship with your company, for example: Customer, Supplier, Reseller or other.

Customer Organisation

Customer organisations are organisations of relationship type Customer. These organisations are tightly integrated to greentree financials Customer Maintenance, ensuring that there is no data entry duplication:

A new organisation can either be linked to an existing Customer or a new Customer can be generated from CRM.

• Link to existing Customer:
• The Organisation Code, Alpha and Name are updated with the Customer Code, Alpha and Name.
• Address updates as:
• If the Organisation Street Address is blank, then the Organisation Street Address updates with the Address of the Customer.
• Organisation Street Address remains unchanged if the Organisation Street Address = Organisation Postal Address and Organisation Street Address = Customer Address.
• Organisation Postal Address updates with the Customer Address if the Organisation Street Address = Organisation Postal Address and the Organisation Street Address differs from the Customer Address.
• Organisation Postal Address remains unchanged if the Organisation Postal Address is different to the Organisation Street Address and the Customer Address = Organisation Postal Address.
• If the Organisation Postal Address differs from the Organisation Street Address and the Customer Address differs from the Organisation Postal Address, then:
• The Organisation Postal Address updates with the Customer Address, if the Organisation Postal Address was blank.
• The Customer Address updates with the Organisation Postal Address if the Customer Address was blank.
• The User is prompted to indicate which Address should remain (Customer Address or Organisation Postal Address).
• The contact detail on the customer is used to update the contact detail of the organisation. If the contact detail on the customer is blank, then the contact detail on the organisation is used to update the contact detail on the Customer.
• The CRM Organisation currency will be set to the AR Customer currency
• Create a customer:
• The customer code defaults to the organisation code.
• The customer alpha name, and contact details is taken from the organisation, the main tab address defaults from the organisation business postal address.
• The customer currency defaults to the organisations currency.
• An auto is created between the organisation and the accounts receivable customer. Any changes made to organisation information updates to the corresponding customer and vice versa.

Supplier Organisation

A new Organisation can link to an existing Supplier or a new AP Supplier can be generated from CRM.

• Link to existing Supplier:
• The Organisation Code, Alpha and Name are updated with the AP Supplier Code, Alpha and Name.
• Address updates as:
• If the Organisation Street Address is blank, then the Organisation Street Address updates with the Address of the AP Supplier.
• Organisation Street Address remains unchanged if the Organisation Street Address = Organisation Postal Address and Organisation Street Address = AP Supplier Address.
• Organisation Postal Address updates with the AP Supplier Address if the Organisation Street Address = Organisation Postal Address and the Organisation Street Address differs from the AP Supplier Address.
• Organisation Postal Address remains unchanged if the Organisation Postal Address is different to the Organisation Street Address and the AP Supplier Address = Organisation Postal Address.
• If the Organisation Postal Address differs from the Organisation Street Address and the AP Supplier Address differs from the Organisation Postal Address, then:
• The Organisation Postal Address is updated with the AP Supplier Address, if the Organisation Postal Address was blank.
• The AP Supplier Address updates with the Organisation Postal Address if the AP Supplier Address was blank.
• The User is prompted to indicate which Address should remain (AP Supplier Address or Organisation Postal Address).
• The contact detail on the AP Supplier is used to update the contact detail of the Organisation. If the contact detail on the AP Supplier is blank, then the contact detail on the Organisation is used to update the contact detail on the AP Supplier.
• The CRM Organisation currency will be set to the AP Supplier currency.
• Create an AP Supplier:
• The AP Supplier Code defaults to the Organisation Code.
• The AP Supplier Alpha, Name, Main tab Address and Contact details default to the information entered against the Organisation.
• The supplier currency defaults to the organisations currency.

An auto is created between the CRM Organisation and the Accounts Payable Supplier. Any changes made to Organisation information updates to the corresponding AP Supplier and vice versa.

Customer and Supplier Organisation

It is also possible for the Organisation to be linked to both an AR Customer and an AP Supplier.

• If the AR Customer is new, then the Code, Alpha, Name, Address and contact detail default from the Organisation. The AP (existing or new) is linked after the AR record is linked. AP updates with the AR detail.
• If the AR Customer record exists, then the AR Customer detail supersedes the Organisation and AP Supplier. The AR customer detail is used to update the Organisation and AP Supplier.
• The AR Customer, AP Supplier and CRM Organisation must all be the same currency.

During this process Greentree checks each Code update to determine if there is an existing record with the new Code. If one exists, Greentree prompts you to renumber the existing record before the link can be performed. The renumber function is available in the CRM > System > Relationships menu. Once linked, a single set of contact detail is maintained for all three records.

Notes:

• To link an Organisation to both an AR Customer and AP Supplier, you must pre-define an Organisation Relationship of both type Customer and 'Supplier'.
• An existing Customer Organisation can be updated to Customer & Supplier through update of the Relationship field. This option is disallowed for an existing Supplier Organisation. To update a Supplier Organisation to Customer & Supplier you need to break the current link to the AP Supplier through the system menu item: Unlink Org from AR/AP. You can update the Organisation's Relationship to Customer & Supplier once the link to the AP Supplier does not exist.

General

A Customer type Organisation can be updated to a Customer and Supplier. This update is disallowed for Supplier type Organisations. The link between an Organisation and AR and/or AP can be broken through the Unlink feature. Once unlinked, you can update the Relationship field.

Using the Status field enables you to distinguish between your active and inactive Organisations, limiting the number of records retrieved during enquiry or reporting. You also can tag Organisations as temporary or ready for deletion. A utility is available to bulk delete all the Organisations marked as 'ready for deletion'.

Organisations can have parent/child relationships, for example an Organisation may have a number of branches, which must be linked to the main branch. This link is achieved through the Parent field. The Organisation Chart shows the current Organisation, it's parent and child organisations (departments/branches), and the Contacts within the Organisations, so that it is clear where the Organisation fits into the hierarchical structure. On changing the view to the Grouping, all Organisations within the CRM database appear in a hierarchy. The chart enables you to navigate between Organisations by selecting the Organisation you want to view. You can also access the Contact through drill down.

Notes:

• Inactive and Ready for Delete Organisations and Contacts are disabled in the chart.
• Module Control, Main tab settings allows you to define the default display for the chart: Organisation Chart, Grouping or None.

The Advanced Search feature (binoculars on the tool bar) enables you to find a specific Organisation based on any of:

• Code
• Alpha
• Name
• Phone

All matching Organisations display in a table. You can drill down on the required Organisation to view or maintain it as required.

• The Advanced Search can also be used to determine if an Organisation already exists, before you add it to the database. This is to ensure that duplicate entries are not created.
• A duplicate check is auto performed when a new Organisation is submitted. The duplicate check is based on Name, Business Phone and Email (Special characters are removed when the duplicate check is performed). If a duplicate Organisation is found, then the Duplication Maintenance form displays which enables you to drill down and delete the duplicate record or to mark it as a non-duplicate.

Code

Enter a unique code. This field is alphanumeric. You can set the Codes to be generated by Greentree Desktop. in CRM System Settings.

A CRM Organisation can be linked to an AR Customer, AP Supplier or both. If linked, the Code field updates as:

• Linked to new AR Customer, then Organisation Code updates AR Customer Code.
• Linked to existing AR Customer, then AR Customer Code updates Organisation Code.
• Linked to existing AR Customer, then linked to AP Supplier, then AP Supplier Code updates the Organisation Code.
• Linked to new AP Supplier, then Organisation Code updates AP Supplier Code.
• Linked to existing AP Supplier, then AP Supplier Code updates Organisation Code.
• Linked to existing AP Supplier, then linked to AR Customer, then AR Customer Code updates the Organisation Code.
• Linked to both AR Customer and AP Supplier: The link to AR is created before the link to AP. If the AR Customer exists, then the Organisation and AP Supplier updates with the AR Customer Code. If it is a new AR Customer, then the AR Customer Code updates with the Organisation Code, then the AP Supplier is updated with the AR Customer Code.

You can renumber the Organisation, AR and AP Codes through the CRM System Settings.

Alpha

Enter a meaningful alphanumeric ID, so that you can identify the record. This field usually contains an abbreviation of the value entered in the Name field. Alpha can be maintained. If Alpha is left blank, Greentree defaults Alpha to the first 8 characters of the Name.

A CRM Organisation can be linked to an AR Customer, AP Supplier or both. If linked, the Alpha field updates as:

• Linked to new AR Customer, then Organisation Alpha updates AR Customer Alpha.
• Linked to existing AR Customer, then AR Customer Alpha updates Organisation Alpha.
• Linked to existing AR Customer, then linked to AP Supplier, then AP Supplier Alpha updates the Organisation Alpha.
• Linked to new AP Supplier, then Organisation Alpha updates AP Supplier Alpha.
• Linked to existing AP Supplier, then AP Supplier Alpha updates Organisation Alpha.
• Linked to existing AP Supplier, then linked to AR Customer, then AR Customer Alpha updates the Organisation Alpha.
• Linked to both AR Customer and AP Supplier: The link to AR is created before the link to AP. If the AR Customer exists, then the Organisation and AP Supplier updates with the AR Customer Alpha. If it is a new AR Customer, then the AR Customer Alpha updates with the Organisation Alpha, then the AP Supplier updates with the AR Customer Alpha.

Name

Enter a meaningful name for the item being entered. This field is usually the full name of the value entered in the Name field. Name can be maintained. A CRM Organisation can be linked to an AR Customer, AP Supplier or both. If linked, the Name field updates as:

• Linked to new AR Customer, then Organisation Name updates AR Customer Name.
• Linked to existing AR Customer, then AR Customer Alpha updates Organisation Name.
• Linked to existing AR Customer, then linked to AP Supplier, then AP Supplier Name updates the Organisation Name.
• Linked to new AP Supplier, then Organisation Name updates AP Supplier Name.
• Linked to existing AP Supplier, then AP Supplier Name updates Organisation Name.
• Linked to existing AP Supplier, then linked to AR Customer, then AR Customer Name updates the Organisation Name.
• Linked to both AR Customer and AP Supplier: The link to AR is created before the link to AP. If the AR Customer exists, then the Organisation and AP Supplier updates with the AR Customer Name. If it is a new AR Customer, then the AR Customer Name updates with the Organisation Name, then the AP Supplier is updated with the AR Customer Name.

View

This field determines which records you have access to. The default view is set in CRM System Settings, Module Control. You can modify your view (depending on your security level), by selecting one of these options:

First line of Business Street Address

Enter up to 50 alphanumeric characters as the first line of Business Street Address.

Second line of Business Street Address

Enter up to 50 alphanumeric characters as the second line of Business Street Address.

Third line of Business Street Address

Enter up to 50 alphanumeric characters as the third line of Business Street Address.

Business Street Address - Suburb

Enter a suburb name of up to 50 alphanumeric characters, or alternatively, select a name from a dropdown list of suburbs (if available for the country of this Organisation). If selecting from the list, related postal code, state and timezone details will be updated on the form. You can edit or select a suburb name from the list.

Business Street Address - Postal code

Enter a postal code of up to 10 alphanumeric characters, or alternatively, select from a dropdown list of postal codes (if available for the country of this Organisation.) If selecting from the list, related suburb, state and timezone details update on the form. You can edit or select a postal code from the list.

Post Codes can be imported per Country, in System > System Setup > Country Maintenance.

Business Street Address - State

Enter a State name of up to 20 alphanumeric characters, or alternatively, select from a dropdown list of states (if available for the country of this Organisation). You can edit or select a state name from the list.

Business Street Address - Country

Select a country name from the dropdown list. The country selected will determine the data displayed in the dropdown lists for suburbs, postal codes and states.

Business Street Address - Timezone

Enter a timezone value of up to six alphanumeric characters, or alternatively, select from a dropdown list of postal codes or suburbs (if available for the country of this Organisation). If selecting from the list, related suburb, state and timezone details will be updated on the form. You can edit or select a timezone from the list.

Business Phone

Enter the telephone number of the Organisation. Up to 20 alphanumeric characters can be entered. Using Phone Masks can be turned on or off in Financials, through System > Country Maintenance. If turned on, you can enter the Phone Mask for the selected Country. The phone mask is automatically updated if the Country on the Street Address is maintained.

Mobile

Enter the mobile number for the AR Contact. You can enter up to 20 alphanumeric characters. Using Mobile Masks can be enabled or off in Financials, through System > Country Maintenance. If turned on, you can enter the Phone Mask for the selected Country. The phone mask is automatically updated if the Country on the Street Address is maintained.

Fax

Enter the fax number of the Organisation. You can enter up to 20 alphanumeric characters. Using Fax Masks can be enabled or off in Financials, through System > Country Maintenance. If turned on, you can enter the Mask for the selected Country. The mask is auto updated if the Country on the Street Address is maintained.

Email address

Enter the email address for the Organisation.

AR Contact

Enter the name of the Accounts Receivable Contact person You can enter up to 30 alphanumeric characters.

Web Address

This is the Internet Address for the Organisation. Up to 80 alphanumeric characters can be entered.

Relationship

Select the organisation's relationship with your company. Relationships are user-defined, so that you can define the values you require for your Company. The list of values is maintained through CRM > System > Relationships > Organisation Relationship Maintenance. These values are pre-defined:

• Prospect - A possible client, probably an organisation with whom you have a lead. You can distinguish your potential customers from your current customers.
• Customer - The Organisation is a Customer, a user of your products/services. An Organisation of Type Customer is linked to an AR Customer in Greentree Financials to provide seamless integration. If the Customer does not exist, a new Customer can be created from CRM. Once linked, the Relationship field also is a shortcut to the AR Customer Maintenance form through drill down.
• Supplier - Supplies a product/service to your Company. When you select this item the 'Convert to Supplier' frame appears. You can select a AP Supplier or generate a new AP Supplier. A link between the CRM Organisation and AP Supplier is created which allows seamless integration. Once linked, the Relationship field also is a shortcut to the AP Supplier Maintenance form through drill down.
• Reseller - An organisation that sells your products/services on behalf of your company. The list of Resellers is used with your internal Sales structure. You can indicate which Organisations are serviced by which Reseller (captured on Organisation Maintenance, Internal Tab).

Organisations can be created with dual relationship, such as Customer and Supplier. This is achieved through the Organisation Relationship Lookup field by selecting more than one Type of Relationship.

Status

Use this field to distinguish between the active and inactive Organisations in your database. The Status field displays the status values of Greentree Financials. These are available:

• Active - The Relationship we have with the Organisation is currently active. For example, if the Organisation is a Customer, then they are currently using our Products/Services. If the Organisation is a Reseller, then they are currently selling our Products/Services.
• Inactive - The Relationship we had with the Organisation is no longer active. For example, if the currently-selected item was a Customer, then they are not using our Products/Services anymore. If the Organisation is a Reseller, then they are no longer selling our Products/Services anymore.
• Ready for Deletion - You can mark an Organisation as 'Ready' to be deleted. A Delete procedure exists in CRM Utilities and removes all these records for you, keeping your data up to date. The recommended use is to mark items as 'Inactive' for a certain period, update them to 'Ready for Deletion' once you are certain that you will not require their information in future. All records related to this item will permanently be deleted from the database.
• Temporary - This status is used for Prospective customers, indicating that they may only be included in the database for a temporary period. They will either be converted to a matured Relationship or marked as 'Ready for Deletion' if the outcome of the prospect is not successful.

Parent

This field is used with the Organisation Chart versus Grouping field. If the current organisation is a lower level of an organisation hierarchy (for example, a department/branch), you can create the current organisation indicating it's position in the hierarchy. Select the Parent from this dropdown list, which lists all the organisations in the database. You must select the higher-level organisation and the hierarchy is set-up for you. This hierarchy displays in the Organisation chart versus Grouping field.

Organisation Hierarchy

Use this field to display the Organisation hierarchy. You have these options:

• Organisation chart - The hierarchy within the customer organisation displays. You can set up a hierarchy for your customer organisation. This is achieved using the parent field, or by dragging the current organisation and dropping it on its parent organisation. If a parent is selected, the current organisation will be created as a child within the selected parent organisation. The organisation chart also displays the Contacts at the level of the Organisation.
• Grouping - The current organisation displays within the total Organisation hierarchy. All the organisations within the CRM database display, each within their own hierarchy. Clicking on an Organisation will open the selected Organisation record into the form. Dragging and dropping an Organisation to another Organisation can change the hierarchy.
• None - The Organisation hierarchy is not displayed. This option improves performance if you have organisations with many Contacts.

The default is set in CRM System Settings.

Inactive and Ready for Delete Organisations/Contacts are disabled in the hierarchy.

Verified

This field indicates:

• Whether the record is checked for accuracy
• When Added, by Whom
• When Last Edited, by Whom Select, if record is verified.

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