Steps in the screenshots correspond to the numbers in the headings.
There are a few ways to search for an account to see if it’s already in Salesforce. One way is to use the search field within the “Accounts” section.
1. Click on “Accounts” tab up top.
Searching using the Customer/Account Name.
2. Type in Customer/Account name in search field:
This will show you all the accounts under whatever you searched for. In this example, I used “Foley”. All the Foley accounts show up. Use the address to help you decide which account to use. We tried to make it easier by flagging those accounts that are “Billing” accounts by calling them “Billing Location” under the account site name.
Searching using the ASTEA Customer Number.
The Second way you can search is by using the universal search field which searches the entire Salesforce system, not just everything under the Accounts tab. You can use this if you know the ASTEA customer number by heart.
3. In this example, I know I want to quote Eaton, using the 9250 ASTEA customer number. I typed in 9250 in the universal search field and got this:
Adding a new Account
If the account is not in Salesforce, you can add it. Example, Lisa's BBQ has a part they want to purchase but they don't have an account in Salesforce.
4. Click on New.
There are a ton of things you can fill out on this page. The things we will need filled out are: Account information, Address Information and Quoting information
5. Account Name: Lisa's BBQ
6. Account Site: If this is the billing address you will be entering, please be sure to call it "billing location - city, state."
So in this example, I will say Lisa’s BBQ is located in Peoria IL and we’ll use the same address as ATS corporate. So I will type “Billing Location- Peoria, Illinois”
7. Phone number.
8. Site # (only if this is a FMS/RPM site)
9. ASTEA Key (Direct Billing)- Please add the ASTEA customer number and setcode to this field. If you don’t have it yet, you can leave it blank but we’ll need to remember to come back to account and add it once we get ASTEA cust#/setcode created.
10. ASTEA Key (Partner/Distributor Billing)- This should be filled out of you are creating an “end-user” account where the order we receive will bill back to a distributor. If Lisa’s BBQ will be ordering direct from Wesco, we would add Wesco’s ASTEA Cust# and setcode in this field
11. Repair Account Status
Has this account been approved by Finance to be a customer? If yes, then the status = Active, if No, then the status = Pending, if they have been rejected then the status = Inactive.
12. Repair Account Terms
Drop-down options include: Open Account, Pre-Pay, New Customer, International, & Credit Hold.
Address Information
13. Address. (Leave “Shipping Address” at right of screen blank)
Quoting Information
14. Enter customer discounts for all different quote types.
14.1. New (Harvard)
14.2. Electrical Repair (Peoria electrical repairs)
14.3. Mechanical Repair
14.4. Refurbish
14.5. Legacy (Legacy new purchases)
14.6. Calibration
As a general rule of thumb, Customers do NOT receive discounts on New, Mechanical Repair, Refurb and Calibration.
In this example, Lisa's BBQ is an end-user, so they will get set up with no Legacy discount and no Repair discount. We want to go into each of those fields and type a zero. Hot markup should default to 35%.
Lastly, scroll down a bit more until you see “Is this account sold through a partner?” Your options under the drop-down will “direct” or “indirect”. If you are setting up a direct customer, meaning this is ATS’ customer, not an end-user we are drop-shipping to through a distributor, you will choose “direct”. If the account you are creating is the end-user of one of our distributors, meaning we will NOT be billing this account, we will be billing their distributor, you would choose “indirect” from the drop-down, and choose the correct distributor.
15. Hit “Save”
Lisa’s BBQ is now set up as a customer in Salesforce!
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