Introduction

Accounts are organizations and companies that need to be tracked within the organization. In a non-profit environment, Accounts are created for companies, groups, and organizations, although partners and governing bodies also qualify as Accounts. 

Contacts are individuals related to an Account.

Important

A Person Account is a Contact created without an associated Account. You will need to enable Person Accounts in order to start using them. Please refer to Salesforce's documentation on enabling Person Accounts. All Contacts created after enabling Person Accounts will be Person Accounts.

Accounts

Each Account stores information associated with it, such as a name, address, and phone number. Accounts may have related Contacts,  Memberships,  Orders, and cases. These can be accessed from the related lists below the Account Record. Related Lists provide an overview of activities related to the Account records. The Related Lists that can appear on the Account record are:

  • Contacts
  • Badges
  • Subscriptions
  • Sales Orders
  • Invoices
  • Receipts
  • Community Group Members
  • Payment Methods
  • Sponsors
  • Events (Vendors)
  • Open Activities
  • Activity History

  • Notes & Attachments

    Note

    If you do not see a Related List on your Account Record, it may need to be added to the page layout to become available. Please contact your System Administrator to modify the page layout.

    Additionally, staff users can sort, filter, and locate specific Accounts using standard and custom list views.

    Note

    It is recommend you create the Account record before the Contact record. This is because a Contact cannot be created without associating it to an Account. 

    Note

    If Individual Accounts are enabled in the eBusiness User/Profile Preferences, then do not create the Account first, since the system will create one as soon as a new Contact is saved.

    Custom Fonteva Account Fields

    Fonteva has created some custom fields for the Account object to enable Fonteva functionality and features. Some of these custom fields are listed below:

    Primary Contact: The Primary Contact is a lookup field that identifies a Contact for all Account-level transactions (Orders, Payments, etc.) This Contact will populate automatically on all Account transactions, payments, and any other interactions the Account engages in. The Primary Contact also is able to edit Account-specific information in the Member Community.


    Account Email: This field designates the Account’s default email address to be associated with the Account. It will also receive all communications directed to the Account alongside the Primary Contact.

    Privacy Settings: Privacy Settings affect the Account’s visibility when Account Search is enabled. Privacy Settings are as follows:

    • Private: Only authenticated Community users can access this Account in search results.
    • Public: Any user in the Community can access this Account in search results.
    • Unlisted: This Account will not show up in any search results in the Community.

    Restrict Assignment Visibility: When enabled, this field restricts a Contact's ability to view other Contacts associated with this Account when purchasing items that have Assignments enabled.

    Outstanding Credits: Outstanding Credits displays the sum of the Credit Memo Balance Due field for all Contacts linked to the Account.

    Budget Cycle: This field is a picklist that allows you to select the type of Budget Cycle the Account follows. You can choose from the following:

    • CY
    • FY
    • Custom

    Disable Badge Flow-down: Disable Badge Flow-down prevents any inheritance of flow-down badges from a Parent Account to any Child Accounts and their associated Contacts.

    Annual Engagement Score: If staff users have defined a numerical Engagement score for Badges, this field will calculate the combined score for the Account's active Badges for this year.

    Lifetime Engagement Score: Like the Annual Engagement Score, this field calculates the numerical Engagement score for the Account's active badges. Instead of focusing on the year, it derives the Engagement score for the Account's entire lifetime.

    How to Create a New Account


    There are several ways for staff users to create a new Account.

    Create a New Account from the Accounts Tab:

    1. Navigate to the Accounts app and click New. The New Account window will open.



    2. Enter an Account Name.

    3. Enter a Contact in the Primary Contact field and [Select] your desired Contact from the results generated.

Note

The Primary Contact will have access to all Company Memberships for the Account via the Company Memberships page under their Profile on the Community Site.





4. Click Save to create the new Account.

Create a New Account from a Sales Order

  1. Navigate to the Sales Orders app and click New.



  2. Using the Account lookup on the Sales Order Edit screen, click New.



  3. Enter values for all required and necessary fields and click Save.

Create a New Individual Account From Rapid Order Entry

Note

When using Rapid Order Entry, staff users can create an Individual Account associated with a new Contact, but cannot create a new Account from scratch.
  1. Navigate to a Sales Order record and select the Rapid Order Entry quick action.



  2. In Rapid Order Entry, click the Customer (Entity) field and begin to enter a new Contact's name.
  3. Click the Add... option that generates in the Customer (Entity) lookup field. The Create New Contact window will open.



  4. Check Enable Individual Account.



  5. Complete all fields in the modal and click Create to create the new Individual Account.

Contacts

Contacts are the people associated with an organization's Accounts. Each Contact can store various kinds of information, such as phone numbers, addresses, titles, and roles. Similar to Accounts, staff users can create and locate Contacts, view and edit detailed information, and sort and filter Contacts using standard and custom list views.
There are several ways for staff users to create a new Contact:

Option 1: Direct Contact Creation

  1. Navigate to Contacts and click New. The New Contact window will open.



  2. Enter values for all required fields and any additional fields as desired.

    If Individual Accounts are not enabled in Charge, make sure to select the related Account.

    Selecting the Email Opt Out and Do Not Call checkboxes will enable any further Email Opt Out and Do Not Call checkboxes.

    Check Edit Community Company Info to grant access and editing permissions to the My Company Info page under the Profile page on the Community Site.

    Be aware that Fonteva lists Contact email fields as opposed to Salesforce user email fields, so the email address entered for a Contact belongs to the Contact record, not a Salesforce user. Updating the Contact record does not automatically update the user's email address. Contact your Fonteva representative for information on syncing these two email fields.

  3. Click Save.

    If the Preferred Phone Type and Preferred Email Type fields are not configured, the system will use Mobile as the phone type and Personal as the email type. To disable the default assignment of the Preferred Phone and Email types, activate the Critical Update Disables preferred email and phone in Spark Framework. This feature is useful when integrating with external applications.

Important: The Sync Address w/Account (Billing), Sync Address w/Account (Shipping), Sync Preferred Phone w/Account, and Sync Preferred Email w/Account will update the associated Account record with the Contact's information.


Option 2: Sales Order

  1. Navigate to Sales Orders click New.



  2. Using the Contact lookup on the New Sales Order screen, click New.



  3. Enter values for all required fields and any additional fields as desired.

    If Individual Accounts are not enabled in Charge, make sure to select the related Account.

  4. Click Save.

Option 3: Rapid Order Entry

  1. Navigate to  Sales Order and click Rapid Order Entry.



  2. In Rapid Order Entry, click the Customer (Entity) field and begin typing the name of the new Contact. "Add [name]" displays as the first option in the dropdown.



  3. Select the Account and enter values for all required fields.

    The Account must be created before staff users can create a new Contact when using Rapid Order Entry.

  4. Click Save.