Organisations
versaCRM ORganisations are used to store numerous details about an Organisation that interacts with the Business.The Organisation's basic information is stored in the Information section, which includes four tabs: General, Notes, Administration, and Account Info. If required you can add Custom Tabs that allow for storing of additional data.
New Organisations can be added to versaCRM by selecting the Add icon on the Navigation Header and selecting Organisation.
This will display the Organisation Details window where the new Organisation's information can be added and saved to versaCRM. Be sure to click the Save icon (
) or Save and Close after filling in the required fields.
NOTE: New versaCRM Records can only be created by Users that have been assigned the Security Profile that is set for the Application Property DefaultCRMSecurityProfileID in the Global Settings.
To view all Organisations in versaSRS select the Organisations option from the Navigation Sidebar My CRM icon as shown below. The available columns that display the Organisations information can be changed by enabling/changing the Custom Columns.
NOTE: It is possible to change the default labels for the visible fields and the drop-down list values that are available within the Organisation sections/tabs. Due to this those in your system may differ from those shown below.
General
Under the General tab you can enter the Organisations information. This area also allows linking to a Primary Contact and various levels of classification.
The fields/controls available in the General tab are as follows:
| Field/Control | Purpose |
|---|---|
| Organisation | The name of the Organisation |
| unlabelled field | Space for Secondary Organisation name |
| Primary Contact | The Primary Contact for the Organisation. This person must be an existing Contact. |
| Account Manager | The Account Manager for the Organisation. This person must be an existing Contact. |
| Lead Source | The Lead Source of the Organisation. You can add or edit the available Lead Sources via the System Tables drop-down option versaCRM - Lead Source. |
| Organisation Type | The Type of the Organisation. Can be used to denote the relationship to the Organisation. You can add or edit the available Organisation Types via the System Tables drop-down option versaCRM - Organisation Types. |
| Rating | The Rating of the Organisation. Can be used to denote the importance of the Organisation. You can add or edit the available Ratings via the System Tables drop-down option versaCRM - Ratings. |
| Classification | There are 10 Levels of Classification that pair with the Category and Sub-Category drop-downs. Allowing you to set multiple Classifications for Organisations. |
| Category | The Category of the Organisation, can be used for further classification. You can add or edit the available Categories. |
| Sub-Category | The Sub-Category of the Organisation, can be used for further classification. You can add or edit the available Categories. |
| Industry | The Industry of the Organisation. You can add or edit the available Industries via the System Tables drop-down option versaCRM - Industry. |
| This is the mailing address | Allows you to denote whether this is the preferred mailing address or not |
| Street 1 | The Street 1 details of the Organisation |
| Street 2 | The Street 2 details of the Organisation |
| Street 3 | The Street 3 details of the Organisation |
| City / Suburb | The City / Suburb of the Organisation |
| Country / Region | The Country / Region of the Organisation. The default value for this field can be changed by updating the Global Settings Application Property DefaultCountryName. |
| State / Province | The State / Province of the Organisation. The default value for this field can be changed by updating the Global Settings Application Property DefaultStateName. |
| Zip / Postal Code | The Zip / Postal Code of the Organisation |
| Phone 1 | The Phone 1 of the Organisation |
| Phone 2 | The Phone 2 of the Organisation |
| Phone 3 | The Phone 3 of the Organisation |
| Fax 1 | The Fax 1 of the Organisation |
| Fax 2 | The Fax 2 of the Organisation |
| Email 1 | The Email 1 of the Organisation |
| Email 2 | The Email 2 of the Organisation |
| Website 1 | The Website 1 of the Organisation |
| Website 2 | The Website 2 of the Organisation |
The icon functionality available is as follows:
| Icon | Description |
|---|---|
Contact Selection  |
Opens the Contact Selection screen, here you can select an existing Contact as the Primary Contact |
Organisation Category Classification  |
Shows the current classification(s) set for the Organisation |
Notes
In the Notes section you can add notes to the Organisation. To add a new Note select the 'New' icon (
) located on the top left side of the screen.
Administration
Here you can set the Contact Ownership, Contact Methods, and Scheduled Maintenance.
The fields/controls available in the Administration tab are as follows:
| Field/Control | Purpose |
|---|---|
| Owner | Sets the versaCRM - Security Profile(s) a User must be assigned to manage the Organisation. |
| Preferred | Specifies the preferred Contact Method of the Organisation from the allowed values below |
| Denotes whether this Organisation is to be sent communications via this method or not | |
| Phone | Denotes whether this Organisation is to be sent communications via this method or not |
| Fax | Denotes whether this Organisation is to be sent communications via this method or not |
| Denotes whether this Organisation is to be sent communications via this method or not | |
| Date | Sets the date for the Scheduled Maintenance of this Organisation. This will be displayed in the Events calendar. |
| Instructions | Instructions for the Scheduled Maintenance |
Account Info
Here you can record the Account Details for the Organisation.
The fields/controls available in the Account Info tab are as follows:
| Field/Control | Purpose |
|---|---|
| Tax Type | The Tax Type of the Organisation |
| Credit Terms | The Credit Terms of the Organisation. You can add or edit the available Credit Terms via the System Tables drop-down option versaCRM - Credit Terms. |
| Credit Limit | The Credit Limit for the Organisation |
| Business No. | The Business Number of the Organisation. In Australia this would be the ABN and in the US it would be the EIN. |
| Discount | Denotes any Discount applied to the Organisation |
| Status | The Status of the Account. You can add or edit the available Statuses via the System Tables drop-down option versaCRM - Account Status. |
More Addresses
In the More Addresses section you can add multiple addresses to an Organisation. To add a new address select the 'New' icon () located on the top left side of the screen.
Contacts
In the Contacts section you can add existing Contacts to the Organisation. To add a Contact select the 'Import Contacts' icon (
) located on the top left side of the screen.
Communications
Here you can view the versaSRS and versaCRM Communications that relate to the Organisation.
The fields/controls available in the Communications tab are as follows:
| Field/Control | Purpose |
|---|---|
| View versaSRS Communications | If selected, will display versaSRS Audit logs that relate to the Organisation |
| View versaCRM Correspondence | Shows any Correspondence received or sent by the Organisation |
| All Teams | Drop-down list of available Teams in versaSRS, allows you to filter the entries for a specific Team. Not displayed when 'View versaCRM Correspondence' selected. |
| Current | Drop-down list of available Statuses in versaSRS, allows you to filter the entries for a specific Status. Not displayed when 'View versaCRM Correspondence' selected. |
| All | Drop-down list of Audit log options, allows you to filter the entries for a specific Type of Action. Not displayed when 'View versaCRM Correspondence' selected. |
Notes
In the Notes section you can add notes to the Organisation. To add a new Note select the 'New' icon () located on the top left side of the screen.
Cases
Here you can view Cases that have been raised by the Contacts of the Organisation.
The fields/controls available in the Cases tab are as follows:
| Field/Control | Purpose |
|---|---|
| All Teams | Drop-down list of available Teams in versaSRS, allows you to filter the Cases by Team |
| Current | Drop-down list of available Statuses in versaSRS, allows you to filter the Cases by Status |
Assets
In the Assets section you can view Assets that are assigned to the Organisation's Contacts.
Contracts
In the Contracts section you can view the existing Contracts for the Organisation. To create a new Contract for the Organisation select the 'New' icon () located on the top left side of the screen.
Documents
Here you can view Documents that have been made available to the Organisation. There is a Right-Click Menu available for further Document management.
The fields/controls available in the Documents tab are as follows:
| Field/Control | Purpose |
|---|---|
Upload Document  |
Allows you to add a Document for the Organisation |
New Folder  |
Allows you to create a folder to store the Organisations Documents in different directories |
Forms
In the Forms section you can view versaForms that have been assigned to the Organisation. To add a Form click the Select button near the top right corner.