Account Query

This program lets you view information about the accounts within the Contact Management System.

Exploring

This program is accessed from the Program List of the Syspro menu:

  • Program List > Contact Management

SYSPRO's Contact Management System enables you to store and query information about the people you interact with in the business environment. It assists you in tracking communications, appointments, activities, etc., between the touchpoints of an organization.

Accounts in the Contact Management System let you manage your contacts, such as customers and suppliers (existing or potential), leads, colleagues or any other internal or external contact person.

Contacts assigned to prospective accounts can later be converted into customers and suppliers.

Contacts are the customers, suppliers, and accounts that are connected to the organizations with which you do business.

Starting

You can restrict operator access to programs by assigning them to groups and applying access control against the group (configured using the Operator Groups program).

The following configuration options in Syspro may affect processing within this program or feature, including whether certain fields and options are accessible.

The Setup Options program lets you configure how Syspro behaves across all modules. These settings can affect processing within this program.

Setup Options > User Defined Fields > Financials > Accounts Receivable

  • User-defined fields

Solving

Why don't you drop us a line with some useful information we can add here?

* product-authoring@syspro.com

Using

  • Fields on a pane are sometimes removed by default. You can reinstate them using the Field Selector option from the context-sensitive menu (displayed by right-clicking any field in the pane). Select and drag the required fields onto the pane.

    The captions for fields are also sometimes hidden. You can select the Show Captions option from the context-sensitive menu to see a list of them. Click on the relevant caption to reinstate it to the form.

    If the Show Captions option is grayed out, it means no captions are hidden for that form.

  • Press Ctrl+F1 within a listview or form to view a complete list of functions available.

Referencing

Enter the applicable account number or search for it using the Browse on Accounts program.

This loads the Notepad program from which you can view and maintain notes against the account.

This lets you view and maintain contact details recorded against the account using the Contact Query program.

Field Description

Account

This indicates the account number you are querying.

Name

This indicates the name assigned to the account.

This field is alphanumeric and is limited to 50 characters.

Currency

This indicates the transacting currency used by the account.

On hold

This indicates if an account is on hold.

Account type

This indicates the account type (e.g. prospect, lead, investor, etc.).

Credit limit

This indicates the current credit limit amount defined for the account.

Invoice terms

This indicates the default settlement terms specified for the account.

Date created

This indicates the date when the account was created.

Customer information

 

Customer

This indicates the customer code assigned to the account.

Customer name

This indicates the name of the customer.

Last payment

This indicates the date when the last payment was received from the customer.

Last sale

This indicates the date when the last sale to the customer was recorded.

Invoices and payments

Select the Show hyperlink to view invoices and payments the customer made using the AR Invoices for Customer program.

Statements

Select the Show hyperlink to view the latest statement for the customer.

Supplier information

 

Supplier

This indicates the supplier code assigned to the account.

Supplier name

This indicates the name of the supplier.

Last purchase

This indicates the date when the last purchase was made at the supplier.

Invoices

Select the Show hyperlink to view supplier invoices using the AP Supplier Invoices program.

Outstanding purchase orders

Select the Show hyperlink to view outstanding purchase orders using the PO Browse on Purchase Orders program.

Tax

 

Tax status

This indicates whether the account is exempt from sales tax, and if they are not exempt, the criteria for which they are not exempt.

This indicates that the customer is exempt from tax.

This indicates that the customer must be charged tax.

This indicates that the tax entry defined against the stock item's Other tax code field in the Stock Code Maintenance program that must be used when processing a sale for the customer.

Exemption number

This indicates the customer's tax exemption number or VAT registration number.

Co tax registration no

This indicates the customer's tax registration number.

The customer's tax registration number may be printed on sales orders documentation.

GST

 

GST exempt

This indicates whether the customer is exempt from paying GST.

GST exempt no

This indicates the GST exemption code or number.

Show GST by

This indicates whether GST is applied to line or invoice level.

This indicates that the GST that is calculated on invoice lines is included in the line values.

This displays the GST calculated on invoice lines separately in the invoice totals and is not included in the prices.

By default, this field is specified as Line level.
Field Description

Contact information

 

Contact name

This indicates the name of the primary contact person for the account.

Email

This indicates the e-mail address of the primary contact person for the account.

You can select the email address to create a new email message with the recipient field populated with the email address.

Telephone

This indicates the telephone number of the primary contact person or the organization associated with the account.

Extension

This indicates the extension for the telephone number of the primary contact person.

Additional telephone

This indicates an additional telephone number of the contact person or the organization associated with the account.

Sold to address

This section refers to the account's postal address.

Building

This indicates the name of the building of the account's postal address.

Street

This indicates the street name and number of the account's postal address.

City

This indicates the city of the account's postal address.

Locality

This indicates the residential area or suburb of the account's postal address.

State

This indicates the state or province of the account's postal address.

Country

This indicates the country where the account is located.

Zip

This indicates the postal or zip code for the address.

Geolocation

This indicates the geographic location of the address in terms of longitude and latitude and includes a hyperlink to the map directions.

An additional hyperlink is available (Resolve GeoLocation from address) to resolve addresses using the long or short name. For this to resolve correctly, ensure that you provide as much information related to the physical address as possible.

The Use short names when resolving addresses option (System-wide Personalization) determines which name to use by default.

For example:

Short names are NY and USA; whereas long names are New York and United States of America.

SYSPRO reads the name returned from the map provider in XML. If the short name returned in the XML is the same as the long name, then no short names are available from the map provider.

Ship to address

This section refers to the account's physical address.

Building

This indicates the name of the building where the account is located.

Street

This indicates the street name and number of the account's physical address.

City

This indicates the city where the account is located.

Locality

This indicates the residential area where the account is located.

State

This indicates the state or province where the account is located.

Country

This indicates the country where the account is located.

Zip

This indicates the postal or zip code for the address.

Geolocation

This indicates the geographic location of the address in terms of longitude and latitude and includes a hyperlink to the map directions.

An additional hyperlink is available (Resolve GeoLocation from address) to resolve addresses using the long or short name. For this to resolve correctly, ensure that you provide as much information related to the physical address as possible.

The Use short names when resolving addresses option (System-wide Personalization) determines which name to use by default.

For example:

Short names are NY and USA; whereas long names are New York and United States of America.

SYSPRO reads the name returned from the map provider in XML. If the short name returned in the XML is the same as the long name, then no short names are available from the map provider.

User defined fields

 

User defined 1-2

This indicates any additional information defined for the customer.

The information displayed here is the default captions for these fields, unless the Field 1 and Field 2 fields at the User-defined fields setup option are defined.

User def 3-5

This indicates any additional information assigned to the account.

These are the default captions for the fields, but you can define the captions you want to display using the Contact Management Setup Wizard program.