Administration Company Record Fields

The Administration Company Management page is reached by clicking the “Companies” Browse  button located in the Contact Management menu of the Main Administration Menu (Ctrl-Alt-m).

The Search for Companies page provides several filters by which to search for company(ies) record(s). Enter characters into one or more fields and then click on the Search  button to locate records.

 

The resulting set of matching records is listed in a table below the search entry form.

 

Clicking on an ID links into the corresponding record.

 

Using the Quick Search tool, the user can locate records by clicking on a letter.

 

The Administration Contact Management page can also be reached by clicking the “Companies” Add   button located in the Contact Management menu of the Main Administration Menu (Ctrl-Alt-m). In which case a blank Add New Company page is presented.

 

 

The Company Management Page provides access to the different components of the Company Management System via clickable tabs. Upon clicking a tab, the system refreshes the page to present the corresponding search, add or report interface. From the Company Management Interface one can access the following types of records: Company contact information, employees, Requests for Quotes, Quotes, Orders Memberships, mailing address, billing address, shipping address and commentary.

 

 

Actions that can be performed from Contact Management include:

 

1. View and update contact information.
2. Delete companies.
3. View and update company information.
4. View and update employee information.
5. Add and Edit RFQs
6. Price RFQs and convert to Quotes
7. Convert Quotes to Orders
8. View Orders
9. Add and Edit Orders
10. View a company’s memberships and subscriptions

 

 

Company tab:

 

• Company Name – Enter the name of the organization.  This can be the legal name or the common name used for the organization, e.g. “International Business Machines, Inc” vs. “IBM”.   A value is required.

 

• Company ID - Each Company Record is assigned a unique numerical identification number automatically.

 

• Password - Data entered into the Company Password field becomes the password into certain functions related to the Company. For example, certain items may be purchases by a logged in user and billed to their company provided they submit the correct company password.

 

• Confirm Password - The Password field is encrypted so it may not be reviewed visually to confirm accuracy. Therefore, a second field requires that the password be typed again for confirmation of accuracy.

 

• Primary Contact – Indicates your organization’s primary contact at the company.

 

• Primary Contact ID – Use the lookup icon to locate a new primary contact record or to add one.

 

• Entity Type – Unlike many of the selection lists used in PORTALPRODIGY, the Entity Type selections are hard coded and may not be customized because the selections are used by the logic of certain business processes preprogrammed into the application. Either “Corporation”, “Government Agency”, “Nonprofit (501(c)(3))”, “Partnership”, or  “Sole Proprietorship” may be selected.

 

 

• Reseller Number – In many cases, you may not charge your resellers Sales Tax as they are exempt. If the Company of Record is a reseller of your products, it may have a state or other government issued Tax ID which you’ll need to record for your tax records.

 

• Price Group – this list box field is used to select a special pricing group for the customer.  Price Groups are used to create specific Product Item pricing for select groups of customers.  E.g. “Wholesale”, “Retail”, “Members”, etc.  Price Groups are created and maintained using

 

• Sales Team - The ‘Sales Team’ are members of the sales staff, typically your employees. This field is used to indicate the team responsible for the selling process.  The selections are customizable and usually set up by the administrator before engaging the Opportunity Management system. Sales Team selections may be added or updated by an authorized administrator at the Sales and Opportunity Features Management page. (Ctrl-Alt-m => Site Management/Features => Sales & Opportunity => Sales Team)

 

• Primary Salesperson - When contact records for your sales staff are created in PORTALPRODIGY, the “Sales Team” Contact Type box should be selected. If it is selected and Sales Teams have been created in Sales & Opportunity Feature Management, then Sales Team roles will be assignable under the security tab of the contact record. When a Sales Team is selected in the prior Sales Team Selection Entry Field, all contacts with roles on the selected team are made available in the Primary Salesperson Selection Entry Field.

 

Company - Mailing Sub Tab:

 

• Same As - The Mailing Address Fields can be quick-filled by selecting the Same As option or they can be typed in manually.

• Email Address – Used to indicate the mailing contact’s email address
• Website Entry – Used to indicate the mailing contact’s website address.
• Phone Entry – Used to indicate the mailing contact’s Phone Number
• Phone Extension - Used to indicate the mailing contact’s Phone Extension Number
• FAX Entry - Used to indicate the mailing contact’s Fax Phone Number
• Address 1 – Used to indicate the company’s mailing Street Address
• Address 2 – Used to indicate the company’s additional mailing address information such as apartment or suite.
• City Entry – Used to indicate the company’s mailing City
• Country – Used to indicate the company’s mailing Country. Note: The selections in this field are limited to the countries activated in Countries Management. To update the Country Selection List click on the features icon located on the Site Management menu column of the Main Administration Menu (Ctrl-Alt-m). Then click on the UserSignUp  button the click on the Countries link
• Company’s State or Province - The State or Province selections available are based on the Country field selection.
• Zip / Postal Code – Used to indicate the company’s mailing Postal Code

 

Company - Billing sub-tab:

 

• Date Opened - This date is auto-filled to the date that Credit Status is set to approved, when approval is made using the credit application approval process or it may be filled in manually.
• Credit Terms - Used to assign credit terms to a company.  Terms selections such as Net 10, Net 30, etc. are defined in Features Management. To edit selection list, click on  edit button located in Site Management menu column of Main Administration page (Ctrl-Alt-m). Then click on Companies link then Click on Terms link.
• Credit Application – The Credit Application link initiates the Credit Application Management page which provides an application approval process that can be used to verify credit, rate credit history, enter administrative comments, set credit terms and set a credit limit. (See the chapter titled, Credit Applications Features in Detail of the Administration Manual for details)
• Credit Status - Provides three possible selections; Approved, Declined and Pending. Affects certain logical decisions in features that involve ordering, purchasing, invoicing and payments. For example, companies with approved credit status may be permitted to place orders and pay by mail while those with declined credit status may be required to submit credit card information before an order is accepted or processed.
• Credit Limit - Certain features involving ordering, purchasing, invoicing and payments verify that the company does not have outstanding accounts receivable beyond the credit limit before processing orders. Companies that exceed their credit limit may be required to submit credit card information before an order is accepted or processed.
• Credit Card Information – Credit card data may be entered here and it will auto-fill when the company makes purchases using the PortalProdigy payment features OR the fields on this page will auto-fill with information the visitor inputs during an online purchase process.
• Name on Card - Always enter the exact name as it is displayed on the customer’s credit card.
• Credit Card Number - input for credit card number.
• Expiration Date - input for credit card expiration date.
• CSC Number - input for credit card security code.
• Billing Address Information – the Billing Address Fields can be quick-filled by selecting the Same As option or they can be typed in manually.

• Email – Used to indicate the billing contact’s email address.
• Phone – Used to indicate the billing contact’s phone number.
• Phone Extension - Used to indicate the billing contact’s phone extension number.
• FAX - Used to indicate the billing contact’s fax phone number.
• Address 1 – Used to indicate the company’s Billing Street Address
• Address 2 – Used to indicate the company’s additional billing address information such as building or suite.
• City – Used to indicate the company’s Billing City
• Country – Used to indicate the company’s Shipping Country.  Note: The selections in this field are limited to the countries activated in Countries Management. To update the Country Selection List click on the features icon located on the Site Management menu column of the Main Administration Menu (Ctrl-Alt-m). Then click on the UserSignUp  button the click on the Countries link
• State or Province – Used to indicate the company’s Billing State or Province. The State or Province selections available are based on the Country field selection.
• Zip / Postal Code – Used to indicate the company’s Billing Postal Code

                       

 

Company - Shipping sub-tab:

 

• Same As - The Shipping Address Fields can be quick-filled by selecting the Same As option or they can be typed in manually.

• Email Address – Used to indicate the shipping contact’s email address
• Website – Used to indicate the shipping contact’s website address.
• Phone – Used to indicate the shipping contact’s Phone Number
• Phone Extension - Used to indicate the shipping contact’s Phone Extension Number
• FAX - Used to indicate the shipping contact’s Fax Phone Number
• Address 1 – Used to indicate the company’s shipping street address.
• Address 2 – Used to indicate the company’s additional shipping address information such as building or suite.
• City – Used to indicate the company’s shipping city.
• Country – Used to indicate the company’s shipping country.  Note: The selections in this field are limited to the countries activated in Countries Management. To update the Country Selection List click on the features icon located on the Site Management menu column of the Main Administration Menu (Ctrl-Alt-m). Then click on the UserSignUp  button the click on the Countries link
• State or Province – Used to indicate the company’s Shipping State or Province. The State or Province selections available are based on the Country field selection.
• Zip / Postal Code – Used to indicate the company’s shipping postal code.

 

Company - Comments sub-tab:

 

• Comments Field – this field may be used to enter any form of comments or additional information about the organization.  Note that this field is not searchable.

 

Employees tab:

 

           

The Company Management Employees Tab Page lists all contacts that are linked to the company record.

 

• SignUp Link – Accesses corresponding employee’s Contact Record where it may be viewed and updated.

 

• Product Orders link – Accesses corresponding employee’s Orders Search page.

 

 

• Add Employees Link – Accesses the Add a Contact page permitting user to add new contact records for additional employees.

 

 

RFQs tab:

 

 

• Date Range – Enter a date range to search for RFQ records created within the entered range.

 

 

• Details Link – Clicking on the Details link accesses the Request Management page for the corresponding RFQ.

 

 

Quotes tab:

 

• Date Range – Enter a date range to search for Quote records created within the entered range.

 

• Place Order Link – Accesses form to convert quote into an Order

 

• View Link – Clicking on View link accesses the corresponding Order Receipt.

 

 

Orders tab:

 

 

• Date Range – Enter a date range to search for Order records created within the entered range.

 

 

• Copy as New Order Link – This link is used when customers reorder. It clones the Order.

 

• View Link – Clicking on View link accesses the corresponding Order Receipt.

 

Memberships tab:

 

• Date Range – Enter a date range to search for Membership records created within the entered range.

 

• Options Link – Clicking on the Options link accesses the Membership Options page for the corresponding membership where Membership information may be reviewed and payments made.