Account - Person Information
The Account Persons page contains information about the person(s) linked to the account.
Both customers and non-customers (e.g. the accounting service that handles the bills of a commercial customer) can be linked to an account.
When you add an account from Person - Main or from Order - Main the system automatically links the person to the account, so you typically won't have to open this page. However, if you need to link multiple persons to an account (e.g., because you need to send a duplicate of the account's bill to someone other than the main customer) or change information about a person on an account, open and navigate to the Persons page.
Customer Self Service and Account - Person Information:
It is possible that an implementation may have configured the system to integrate with Customer Self-Service. Account - Persons can be created through the self-service application and will use a reserved relationship type that is defined on the self-service master configuration.
Records with this relationship type can be thought of as “owned by the self-service application.” Changes to fields on the page are disabled because the record can be deleted by the self-service application.
You can change the relationship type to another value, which will indicate that the record is no longer owned by self-service. Self-service can no longer delete this record and changes are allowed to the fields on the page. Please note that the relationship cannot be changed back to the self-service designation
Description of Page
The Account Persons scroll contains one entry for every person linked to the account. The following fields display:
Person ID The unique identifier of the person linked to the account. The person's name is displayed adjacent.
Main Customer Turn on this switch if the person is the main customer on the account. Only one person on an account may be designated as the main customer.
The significance of the main customer is that its name will appear adjacent to the account ID throughout the system.
Financially Responsible Turn on this switch if the person is financially responsible for the account's debt.
This switch is on and gray if the person is the Main Customer because the main customer is always financially responsible. If multiple persons are linked to the account, you use this switch to indicate which ones are financially responsible versus those that are linked for other purposes.
Third Party Guarantor Turn on this switch if the person is a third party guarantor of the account's debt. This switch is off and gray if the person is the Main Customer.
Relationship Type Define the relationship between the person and the account. Refer to Setting Up Account Relationship Codes for information about setting up relationship types.
Default note. When the system links the person to the account when you add an account from Person - Main, it defaults the relationship type from the Installation Record.
Self-Service Role indicates that the Account - Person record has a corresponding entry in the self service application and contains the value for the access in self-service. If there is no corresponding entry in self-service, this field will not display. If configured in the Self-Service Master Configuration, a hyperlink appears allowing direct access to self-service.
Prefix/Suffix and Pfx/Sfx Name Use these fields if you need to append additional information to a customer's name when correspondence or bills are sent to this person. For example, if the account has declared bankruptcy you might attach "Debtor In Possession" to the person's name. Use Prefix/Suffix to indicate if the Pfx/Sfx Name should be appended to the front or the back of the customer's name.
Receives Copy of Bill Turn on this switch if the person receives a copy of the account's bills. Turning off this switch grays the remaining fields. This switch is on and gray if the person is the Main Customer because the main customer always receives a copy of the bill.
Refer to The Source Of Bill Routing Information for more information about how the remaining information is used to format the address of a bill.
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If the bill route type you select indicates that bills are routed via Fax, the person's fax number is displayed adjacent The fax number displayed is from a fax person contact associated with an active contact preference, the person’s primary fax person contact identified by the contact routing, or a person’s fax phone type identified by a flag on the phone type. Which is shown is dependent on how your system is configured.
- If the bill route type you select indicates that bills are routed via Email, the person's Email address is displayed adjacent. The email address displayed is from an email person contact associated with an active contact preference, the person’s primary email person contact identified by the contact routing, or a person’s email. Which is shown is dependent on how your system is configured.
- If the Bill Route Type you select indicates that bills are routed via the Postal service, you must choose an appropriate Address Source to define which address should be used.
Bill Format Indicate if the customer should receive a Detailed or a Summary bill.
The values for this field are customizable using the Lookup table. The values need to match the formats supported by your bill print software. This field name is BILL_FORMAT_FLG.
Number of Bill Copies Indicate how many copies of the bill the person receives.
Customer PO ID Indicate the purchase order ID the customer wants printed on their copy of the bill.
Receives Copy of Quote and Quote Route Type only appear if the quotation Contract Management module is not turned off.
Receives Copy of Quote Turn on this switch if the person receives a copy of the account's quotes. Turning off this switch grays the remaining fields. This switch is on and gray if the person is the Main Customer because the main customer always receives a copy of the account's quotes.
Refer to Printing Quotes for more information about how the remaining information is used to format the address of a quote.
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If the quote route type you select indicates that quotes are routed via Fax, the person's fax number is displayed adjacent. The fax number displayed is from a fax person contact associated with an active contact preference, the person’s primary fax person contact identified by the contact routing, or a person’s fax phone type identified by a flag on the phone type. Which is shown is dependent on how your system is configured.
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If the quote route type you select indicates that quotes are routed via Email, the email address displayed adjacent. The email address displayed is from an email person contact associated with an active contact preference, the person’s primary email person contact identified by the contact routing, or a person’s email. Which is shown is dependent on how your system is configured.
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If the quote route type you select indicates that quotes are routed via the Postal service, you must choose an appropriate Address Source to define which address should be used.
Receives Collection and Overdue Notices Turn on this switch if the person receives letters (i.e., notifications) initiated by collection, severance, write-off, overdue and cut events. These events will send letters to the main customer and any other person linked to the account that Receives Notifications. This switch is on and gray if the person is the Main Customer because the main customer always receives notifications. Refer to Printing Letters for more information about how letters are produced by the system.
Address Source If the Bill Route Type or the Quote Route Type you selected indicates that bills / quotes are routed via the postal service, you must choose the appropriate Address Source.
Choose Mailing Premise on Account if bills / quotes should be sent to the address associated with the Mailing Premise on the first page. This address is displayed adjacent.
Choose Person if bills / quotes should be sent to the person's mailing address. This address is displayed adjacent.
Choose Account Override if bills / quotes should be sent to an override address specified below. Typically, you would only choose this option if the person has multiple accounts and each account's bills / quotes should be sent to a different address. If you choose this option, the bottom of this page will become populated with fields that should be used to specify this override address.
Override address constituents If you selected an Address Source of Account Override, you must enter the address to which bills / quotes will be sent in the address constituents. The number and type of address constituents is based on the Country. These fields will be invisible for other Address Sources.
Note, the Country defaults from Installation Options - System. The City, County and State default based on the Country and Postal if a Postal Default exists for the postal code.
The Validate button on the account page will only be available if you have set the Allow Address Validation option type to Y on the General System Configuration feature configuration. Once clicked, the Address Validation Script on the General System Configuration feature configuration will be invoked to validate the entered address. Refer to Implementing Address Validation for more information.
Allow Communication Preference: Turn on this switch if person contacts can be used on communication preferences for this account. The switch is on and disabled when the person is the Main Customer because their contact information can always be used on contact preferences for notifications.