Accounts

Last Revised:       Written by Veloxity CRM    Time Estimate: About 5 minutes to read. Version 2.0


Contents 

What are Accounts?

Definition

Accounts represent the companies with which you have a relationship. These companies are often customers or prospective customers. Accounts could also include vendors, business partners, and non-business organizations such as government, healthcare, and education. Accounts are the places where your Contacts work. Record the businesses with which you have a relationship under Accounts. 

Accounts are often related to Contacts and Opportunities.

Tip: Business to Business (B2B) Companies use the account data type. Note that if you are a Business to Consumer (B2C) company, your system is not configured with accounts. See Company Details for more information on setting up B2B and B2C business transaction types in Veloxity CRM.

How can I use Accounts?

Accounts keep track of data such as account names, account details, and account addresses.  Key Features such as charting, searching, and activity tools allow you to visualize and analyze your Contact data for powerful results. 

Where can I find Accounts? 

Accounts are found on the Main Menu. Click Accounts to access Account features.

Navigating Accounts

You are looking at a screenshot of an Account Record:

Figure 1. Account Record.

How can I Use Accounts?

How can I Add Accounts?

Adding Accounts from the Main Menu

Add new accounts directly to Veloxity CRM from the Main Menu. Records of this type will be added to the system without any automatically linked records. You have the option to Link Records to this Account. 

  • On the Main Menu, select Accounts > Add Account

You are looking at a screenshot demonstrating how to Add an Account from the Main Menu: 

Figure 2. Adding an Account from the Main Menu.

Adding Accounts using Import Accounts

Your Veloxity CRM Administrator can bulk upload new Accounts using the Data Import tool in CRM Setup.  

Adding Accounts using Create Opportunity and Capture Contact

If your company uses Lead Records, Accounts are automatically added to Veloxity CRM when you click Create Opportunity or Capture Contact:

  • Capture Contact.  On a Lead Record, an Account is automatically created when you select Capture Contact. Capture Contact is used to capture Account and Contact information from a Lead Record. This is used when the Lead is not converting to an Opportunity. 
  • Create Opportunity. On a Lead Record, an Account is automatically created when you select Create Opportunity. Create Opportunity is used to convert a Lead into an Opportunity. Create Opportunity automatically creates and links a Contact Record, Opportunity Record, and (depending on your Business Transaction Type) Account Record.

You are looking at a screenshot demonstrating how to Add an Account using Create Opportunity or Capture Contact on a Lead Record: 

Figure 3. Adding an Account Using Create Opportunity or Capture Contact on a Lead Record.

How can I Edit Accounts? 

On the Main Menu, select Accounts > List All Accounts > directly edit Account data in the table format > Save

You are looking at a screenshot demonstrating how to Edit Accounts from the Account Data Table: 

Figure 4.  Editing Accounts on the Account Data Table.

How can I Delete Accounts?

Select Main Menu > Accounts > List All Accounts > click the row number of Account(s) to be deleted > Delete

You are looking at a screenshot demonstrating how to Delete Accounts from the Account Data Table: 

Figure 5. Delete Accounts from the Account Data Table.


How can I Search Accounts? 


Visit Search for more information.

How can I use Account Records? 

Account Records enable you to quickly access detailed information about your Accounts in a simple visual format:

  • Contact Image
  • Details/Files
  • Activities
  • Linked Records Panel
  • Timeline
  • Related Records

How can I use the Details Tab?

Click the Details Tab to access Account Details such as billing address, shipping address, and forecasted revenue.

Understanding Standard Fields on Account Details

Name

Description

Account name

The organization name (*required field).

Contact information

Account phone number, billing address, shipping address.

D-U-N-S number

Unique numeric business identifier.

EIN

Employer Identification Number also known as the Federal Tax Identification Number.

Forecasted revenue

Estimated money the organization will generate in a specified time period.

Industry

The primary business activities of an organization.

Linked records

Link contacts, accounts, and opportunities to the account record.

NAICS code

The standard used by Federal statistical agencies to classify businesses.

Owners and roles

Define the account owner(s) and roles. Set permission-levels for each owner including admin, read-only, and read/write.

Record ID

A globally unique identification value generated at the time of record creation.

SIC code

Four-digit codes categorizing companies by primary business activity.

Tax ID

An identification number used by the Internal Revenue Service (IRS) in the administration of tax laws.

Ticker symbol

 A stock symbol.

Total booked revenue

The value of all transactions an organization will generate in a specified time period.

Website

Organization's web address.

How can I use the Files Tab? 

Click the Files Tab to link, view, and annotate files related to this data record.

Visit Working with Files for more information.

How can I visualize the Account size?

Figure 6. Visualize Account Size.

The building icon visualizes the size of the Account compared to all the other Accounts in your Veloxity CRM system. 

Account size is represented by the number of colored buildings on the account icon. The greater the number of colored buildings, the larger the size of the account.

How can I use Activities?

Activities enable you to plan, document, and record your sales related communications and actions. 

Visit Activities for more information.

How can I use User Roles (Show/Update Roles)?

User / Group Roles grant record-level privileges to users in Veloxity CRM. These roles determine what information a user can view, and what actions the user can perform, with the data.

Record-level privileges include actions such as viewing, editing, and deleting data records.

Visit User / Group Roles for more information

How can I use Linked Records?

Linked Records are individual data records that show up as a link in the Linked Records Panel. Linked Records visually connect related data to a single record view without duplicating information. 

Visit Linked Records for more information.

How can I use News Feed? 

News Feed provides current international, national, and local news about your Accounts through interactive links. News Feed offers a rich source of continuous information organized from thousands of publishers and magazines. Stay up-to-date on multiple facets of your Opportunities without leaving Veloxity CRM.

Visit News Feed for more information.

How can I use the Timeline?

Timeline collects and displays information about recent activities and field changes related to your data records. 

Visit Timeline for more information.

How can I use Related Records?

Related Records offers a tile view of records related to the Account.

Visit Related Records for more information. 

How can I use Charts? 

Charts can help you optimize your sales process. Charts are powerful tools to analyze your data, find patterns, track goals, and gain insights into your sales process.  Charts are quickly customized to visually answer complex questions, at any time, in real-time detail.

Visit Charts for more information. 

How can I use Merge with Other Account?

Merge Records is located in the upper right hand corner of an Account Record. 

You may find that you have duplicate records in your Veloxity CRM system. Perhaps two or more of the same Accounts have been entered into your system. Quickly merge these duplicate records using Merge Records.

Merge Records will guide you through a process of selecting which information you wish to keep and which information you wish to remove.

Visit Merging Data Records for more information. 

You are looking at a screenshot demonstrating how to Merge with Other Account: 

Figure 7. Merge with Other Account.

How can I use Account Tables?

An Account Table displays all of your Account Records in a table format.

Account Tables are found on the Main Menu under List All Accounts.

Visit Data Tables for more information.