Tutorial 2

Adding a Contact and Account in Sage SalesLogix

Sage SalesLogix focuses on account relationships. Therefore, all contacts must, in some way, be attached to an account. Account and contact information is accessible by any SalesLogix user who has the appropriate security. For example, you can create an account for Beacon Motors. Your Sales Assistant may not have the correct security to access the account, but your Sales Manager can.

You cannot create personal accounts or contacts in Sage SalesLogix unless your system administrator enables this option for your company. Personal contacts would include people such as your spouse or dentist.

Understanding Account Ownership

Before creating an account in SalesLogix, it is important to understand account ownership.

• The Account Owner has access to an account and can use any account-related activities such as scheduling activities, running reports, and so on. An account owner can be an individual user, a team, or all SalesLogix users.
  Access to account data can be different for each user. For example, if a team owns an account, some team members may have read-only access to the account, while others have read/write access. Security is controlled by your system administrator.
  
• The Account Manager is responsible for managing the relationship with the account. This includes follow-up phone calls, meetings, preparing presentations and proposals, working with the account’s contacts, and so on. An account manager can be an individual user, a member of a team, or all SalesLogix users.

If an individual user is the account owner, the same user is generally set as the account manager. However, if a team is the account owner, a team member will usually be set as the account manager. Account owners and managers should be assigned according to your company’s guidelines.

Our scenario:

You met Tom Dale and Joan Smith at a trade show. Tom and Joan (contacts) work for Beacon Motors (account) in Dallas, Texas. First you will add contact Tom Dale to a new account (Beacon Motors); then you will add Joan Smith to an existing account (Beacon Motors).

There are several ways to add contacts and accounts to SalesLogix. This guide will detail the most common methods.

To add contacts and an account

1. On the Toolbar, click Insert Contact/Account.
2. In the Add Contact/Account Information dialog box, select New Contact and New Account, and then click Next.
3. In the Contact box, type Tom Dale. To add hyphenated last names or names with a professional designation, click the Ellipses button in the Contact box. Then, use the Enter Name dialog box to specify a name prefix (such as Dr.), first name, middle name, last name, or suffix (such as C.P.A).
4. In the Account box, type Beacon Motors.
5. In the E-mail and Web boxes, add e-mail and Web address information as necessary.
6. In the Phone box, type a phone number for the account.
7. Click the Look for Matching Records button.
   This automatically searches the database for records that have the same e-mail address, Web address, phone number, and account. If you do not check for existing information, you might create a duplicate contact or account. Duplicates create confusion and potentially damage customer relationships.
8. In the Title box, click the Ellipses button, select VP Sales, and then click OK.
9. Double-click the Address box, and then type Tom’s business address. The Add Address dialog box appears when you type or double-click in the Address box.
10. Continue to add Tom’s information in the Contact Information section.
11. Under Account Information, add the Address, phone ( Main), Fax, and other information for Beacon Motors.
12. In the Acct. Mgr. box, click the Find button, and then double-click the account manager.
13. In the Owner box, click the Find button, and then double-click an owner.
14. Type any remaining account information and confirm that the contact information you entered is correct.
15. Click Save & New.
    This option allows you to add another contact to the existing account.
16. In the Contact box, type Joan Smith.
17. Edit the E-mail, Phone, and other contact information as appropriate.
18. Click OK.

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