Main Tab

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The Main tab contains the main contact details for the organisation. The Relationship field 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. You can link a new organisation to an existing customer or a generate a customer from CRM.

• Link to existing customer:
• The organisation's Code, Alpha, and Name are updated with the customer Code, Alpha, and Name.
• Address updates as:
• If the organisation's Street Address is blank, then it updates with the customer's address.
• The organisation's Street Address remains unchanged if the organisation's Street Address is the same as its Postal Address, and if the organisation's Street Address is the same as the customer's Address.
• The organisation's Postal Address updates with the customer's Address if the organisation's Street Address is the same as its Postal Address, and if the organisation's Street Address differs from the customer's Address.
• The organisation's Postal Address remains unchanged if the organisation's Postal Address is different from its Street Address, and if the customer's Address is the same as the organisation's Postal Address.
• If the organisation's Postal Address differs from its Street Address and the customer's Address differs from the organisation's Postal Address, then:
• The organisation's Postal Address updates with the customer's Address if the organisation's Postal Address is blank.
• The customer's Address updates with the organisation's Postal Address if the customer's Address is blank.
• The user is prompted to choose which address to use.
• The customer's contact detail updates the organisation's contact detail. If the customer's contact detail is blank, then the organisation's contact detail updates the customer's contact detail.
• The CRM organisation's currency is set to the AR customer's 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 address on the Main tab defaults from the organisation business postal address.
• The customer currency defaults to the organisations currency.
• An link 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's Code, Alpha, and Name are updated with the AP supplier's Code, Alpha, and Name.
• Address updates as:
• If the organisation's Street Address is blank, then the organisation's Street Address updates with the AP supplier's street address.
• The organisation's Street Address remains unchanged if the organisation's Street Address is the same as its Postal Address, and the organisation's Street Address is the same as the AP supplier's Address.
• The organisation's Postal Address updates with the AP supplier's Address if the organisation's Street Address is the same as its Postal Address, and if the organisation's Street Address differs from the AP supplier's Address.
• The organisation's Postal Address remains unchanged if the organisation's Postal Address is different from its Street Address, and if the AP supplier's Address is the same as the organisation's Postal Address.
• If the organisation's Postal Address differs from its Street Address and the AP supplier's Address differs from the organisation's Postal Address, then:
• The organisation's Postal Address is updated with the AP supplier's Address if the organisation's Postal Address is blank.
• The AP supplier's Address updates with the organisation's Postal Address if the AP supplier's Address is blank.
• The user is prompted to select which Address should remain.
• The AP supplier's contact detail updates the organisation's contact detail. If the AP supplier's contact detail is blank, then the organisation's contact detail updates the AP supplier's contact detail.
• The CRM organisation's currency is set to the AP supplier's currency.
• Create an AP supplier:
• The AP supplier's Code defaults to the organisation's Code.
• The AP supplier's Alpha, Name, Address, and Contact details default to the information entered for the organisation's.
• The supplier's currency defaults to the organisation's currency.

A link is created between the CRM organisation and the Accounts Payable supplier. Any changes made to the organisation's information updates to the corresponding AP supplier and vice versa.

Customer and Supplier Organisation

You can link an organisation 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 record is linked after the AR record is linked. AP updates with the AR detail.
• If the AR customer record exists, then the AR customer's detail supersedes the organisation and AP supplier. The AR customer detail updates the organisation and AP supplier.
• The AR customer, AP supplier, and CRM organisation must all be the same currency.

During this process Greentree Desktop checks each code update to determine if there is an existing record with the new code. If one exists, Greentree Desktop prompts you to renumber the existing record before creating the link. Once linked, there is a single set of contact detail for all three records.

To link an organisation to both an AR customer and AP supplier, you must define an organisation relationship of both type Customer and Supplier.

You can update an existing customer organisation to Customer & Supplier by updating the Relationship field. You cannot use this option with an existing supplier organisation. To update a supplier organisation to Customer & Supplier, you must break the current link to the AP supplier by selecting the Unlink Org from AR/AP menu item. You can update the organisation's relationship to customer & supplier when the link to the AP supplier does not exist.

General

A Customer type organisation can update to a customer and supplier. You cannot perform this update 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.

The Status field enables you to distinguish between your active and inactive organisations, limiting the number of records retrieved when running an enquiry or a report. You also can tag organisations as temporary or ready for deletion.

Organisations can have parent/child relationships — for example, an organisation can have a number of branches, which must be linked to the main branch. Create the link in the Parent field. The organisation chart shows the current organisation, it's parent and child organisations (departments and branches), and the contacts in the organisations, so that it is clear if the organisation fits into the hierarchical structure.

When you change the view to the Grouping, all organisations in the CRM database appear in a hierarchy. The chart enables you to navigate between organisations by selecting the organisation to view. You can also drill down to the contact.

Inactive and Ready for Delete organisations and contacts are disabled in the chart.

Use the Main tab of the Module Control form to define the default display for the chart: Organisation Chart, Grouping, or None.

The Advanced Search feature 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 organisation to view or edit it.

• You can use the Advanced Search 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. Greentree Desktop removes special characters 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.

You can link a CRM organisation to an AR customer, AP supplier, or both. If linked, the Code field updates as:

• Linked to new AR customer, then the organisation's code updates the AR customer's code.
• Linked to an existing AR Customer, then AR customer's code updates organisation's code.
• Linked to an existing AR customer, then linked to AP supplier, then AP supplier's code updates the organisation's code.
• Linked to a new AP supplier, then organisation's code updates AP supplier's code.
• Linked to an existing AP supplier, then AP supplier's code updates organisation's code.
• Linked to an existing AP supplier, then linked to the AR customer, then the AR customer's code updates the organisation's code.
• Linked to both the AR customer and the 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's code. If it is a new AR customer, then the AR customer's code updates with the organisation's code, then the AP supplier is updated with the AR customer's code.

Note: 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. You can edit this field. If Alpha is left blank, Greentree Desktop defaults Alpha to the first 8 characters of the Name.

You can link a CRM organisation to an AR customer, AP supplier, or both. If linked, the Alpha field updates as linked to:

• A new AR customer, then the organisation's alpha updates the AR customer's alpha.
• An existing AR Customer, then AR customer's alpha updates organisation's alpha.
• An existing AR customer, then linked to AP supplier, then AP supplier's alpha updates the organisation's alpha.
• A new AP supplier, then organisation's alpha updates AP supplier's alpha.
• An existing AP supplier, then AP supplier's alpha updates organisation's alpha.
• An existing AP supplier, then linked to the AR customer, then the AR customer's alpha updates the organisation's alpha.
• Both the AR customer and the 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's alpha. If it is a new AR customer, then the AR customer's alpha updates with the organisation's alpha, then the AP supplier is updated with the AR customer's 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. You can edit this field. You can link a CRM organisation to an AR customer, an AP supplier, or both. If linked, the Name field updates as linked to:

• A new AR customer, then the organisation's name updates the AR customer's name.
• An existing AR Customer, then AR customer's name updates organisation's name.
• An existing AR customer, then linked to AP supplier, then AP supplier's name updates the organisation's name.
• A new AP supplier, then organisation's name updates AP supplier's name.
• An existing AP supplier, then AP supplier's name updates organisation's name.
• An existing AP supplier, then linked to the AR customer, then the AR customer's name updates the organisation's name.
• Both the AR customer and the 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's name. If it is a new AR customer, then the AR customer's name updates with the organisation's name, then the AP supplier is updated with the AR customer's name.

View

This field determines which records you have access to. The default view is set on the CRM Module Control form. 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 the business street address.

Second line of Business Street Address

Enter up to 50 alphanumeric characters as the second line of the business street address.

Third line of Business Street Address

Enter up to 50 alphanumeric characters as the third line of the business street address.

Business Street Address - Suburb

Enter a suburb name, up to 50 alphanumeric characters or select a name from the dropdown list of suburbs. If selecting from the list, related postal code, state, and time zone details are updated on the form.

Business Street Address - Postal code

Enter a postal code, up to 10 alphanumeric characters, or select from the dropdown list of postal codes. If selecting from the list, related suburb, state, and time zone details update on the form.

Note: Post Codes can be imported per country on the Country Maintenance form.

Business Street Address - State

Enter a State name, up to 20 alphanumeric characters or select from the dropdown list of states.

Business Street Address - Country

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

Business Street Address - time zone

Enter a time zone value, up to six alphanumeric characters or select from the dropdown list of postal codes or suburbs. If selecting from the list, related suburb, state and time zone details are updated on the form.

Business Phone

Enter the organisation's telephone number, up to 20 alphanumeric characters. If you're using phone masking, the phone mask updates if the country on the street address is changed.

Mobile

Enter the mobile number for the AR contact, up to 20 alphanumeric characters. If you're using mobile masking, you can enter the phone mask for the selected country.

Fax

Enter the organisation's fax number, up to 20 alphanumeric characters. If you're using fax masking, you can enter the mask for the selected country.

Email address

Enter the organisation's email address.

AR Contact

Enter the name of the Accounts Receivable contact person, up to 30 alphanumeric characters.

Web Address

Enter the address of the organisation's website, up to 80 alphanumeric characters.

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. 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, or a user of your products or services. An organisation of type Customer is linked to an AR customer in Greentree Desktop to provide seamless integration. If the Customer does not exist, you can create a new customer from CRM. Once linked, you can drill down from the Relationship field also to the AR Customer Maintenance form.
• Supplier - Supplies a product or service to your company. When you select this item, the Convert to Supplier frame displays. You can select an AP supplier or generate a new AP supplier. A link between the CRM organisation and AP supplier is created. Once linked, you can drill down from the Relationship field also to the AP Supplier Maintenance form.
• Reseller - An organisation that sells your products or 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.

Note: You can create organisations with dual relationship, such as customer and supplier, in the Organisation Relationship field by selecting more than one type of relationship.

Status

Use this field to distinguish between the active and inactive organisations in your database using these statuses:

• Active - The relationship you have with the organisation is active. For example, if the organisation is a customer, then they are using your products or services. If the organisation is a reseller, then they are selling your products or services.
• Inactive - The relationship we had with the organisation is no longer active. For example, if the selected item was a customer, then they are no longer using your products or services. If the organisation is a reseller, then they are no longer selling your products or services.
• Ready for Deletion - You can mark an organisation as Ready to be deleted. You should to mark items as Inactive for a certain period, update them to Ready for Deletion once you are certain that you do not require their information in future. All records related to this item are permanently 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 are either converted to a matured relationship or marked as Ready for Deletion if the outcome of the prospect is not successful.

Parent

Use this field 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 list. Select the higher-level organisation and the hierarchy is set-up for you.

Organisation Hierarchy

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

• Organisation chart - The hierarchy in the customer organisation displays. You can set up a hierarchy for your customer organisation in the parent field, or by dragging the current organisation and dropping it on its parent organisation. If a parent is selected, the current organisation is created as a child in the selected parent organisation. The organisation chart also displays the contacts at the level of the organisation.
• Grouping - The current organisation displays in the total organisation hierarchy. All the organisations in the CRM database display, each in their own hierarchy. Clicking on an organisation opens the selected organisation's record. 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.

Note: Inactive and Ready for Delete organisations and contacts are disabled in the hierarchy.

• Unlink
• Duplication Maintenance

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