Account - Persons

The Account Person page contains information about the person(s) linked to the account.

Note: Both customers and non-customers 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 Customer Management, Account and navigate to the Persons tab.

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 3 rd 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.

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.

Web Access Indicate whether or not a person linked to this account is Allowed or Not Allowed to view details of this account via your web self service application.

Note: This flag is defaulted to Allowed.

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.

The Address Information section contains the following fields:

Field Name Field Description Mandatory (Yes or No)
Country Used to indicate the country.
Note: The remaining fields in this section appear depending on which address fields are turned on while defining the country. Also, the labels of the address fields will change depending on the business label defined for the address field in the Country screen.
 Yes
Note: This field is required when you have selected the address source as Account Override in a bill routing information defined for the person which is linked to the account.
Address 1 Used to specify the first line of the address. It may contain details, such as house number and apartment name. No
Address 2 Used to specify the second line of the address. It may contain details, such as street name. No
Address 3 Used to specify the third line of the address. It may contain the landmark details. No
Address 4 Used to specify the fourth line of the address. No
House Type Used to indicate the type of the house. No
Number 1 Used to specify the numeric information, if any, related to the address. No
Number 2 Used to specify the numeric information, if any, related to the address. No
In City Limit Used to indicate whether the address is within the city limit or not. The valid values are:

  • Yes

  • No

 No
City Used to specify the city name. No
Geographic Code Used to specify the geographic code of the address. No
County Used to specify the county name.
State Used to indicate the state where the city or county is located.
Note: The states listed in this field change depending on the country that you have selected.
 No
Postal Used to specify the postal or zip code of the address. No

In the Bill Routing Information section, you can define multiple bill routing records for the person which is linked to the account. For each bill routing record, you can specify the following:

  • 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.

  • Bill Route Type - Indicate how the bill is sent to the customer. This field's value defaults from the Installation Record. If the Bill Route Type you select indicates that bills are routed via Fax, the person's fax number is displayed adjacent (the system knows which of a person's phone numbers is a fax number by the phone type). If the Bill Route Type you select indicates that bills are routed via Email, the person's Email address is displayed adjacent. 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. Refer to Setting Up Bill Route Types for more information about bill route types.

  • Bill Format - Indicate if the customer should receive a Detailed or a Summary bill.
    Note: 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 - 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.
    Fastpath:

    Receives Copy of Quote only appear if the quotation Contract Management module is not turned off.

    Refer to Printing Quotes for more information about how the remaining information is used to format the address of a quote.

  • Quote Route Type - Indicate how the quote is sent to the customer. This field's value defaults from the Installation Record. If the Quote Route Type you select indicates that quotes are routed via Fax, the person's fax number is displayed adjacent (the system knows which of a person's phone numbers is a fax number by the phone type). If the Quote Route Type you select indicates that quotes are routed via Email, the person's Email address is displayed adjacent. 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. Refer to Setting Up Quote Route Types for more information about quote route types.

    Note: Quote Route Type only appear if the quotation Contract Management module is not turned off.

  • Receives Notification - Turn on this switch if the person receives letters (i.e., notifications) initiated by collection, write-off, and overdue 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 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 instead of the person's mailing address. 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 have selected the address source as Account Override, you must either specify the override address in the Address Information section or the address ID in the Bill Routing Information section.

  • Address ID - Used when you want to send the bills or quotes generated for the account to a particular address. If the address source is set to Person, you can only specify the address ID which is associated with the person. It can be either the person's mailing or seasonal address. If the address source is set to Account Override, you can only specify the address ID which is associated with the account. It can be only the account override address.

    Note:

    The Search (The Search Icon) icon appears corresponding to this field. On clicking the Search icon, the Address Search window appears where you can search for the required address.

    If the address ID is not specified and address source is set to Person, the mailing address which is effective for the person at the time of billing is considered for bill routing. Similarly, if the address ID is not specified and address source is set to Account Override, the account override address which is effective for the account-person combination at the time of billing is considered for bill routing.