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Editing existing accounts and contact persons

  • Edit accounts or contact persons

    Existing account data must be constantly maintained and updated. If a large number of accounts needs to be edited, use maintenance lists for greater ease of processing. Contact your Account manager for more details.

    1. For minor changes or additional information, open an existing account and edit the data.
    2. For important changes such as a new company name or address, deactivate the account. In the toolbar, click on the toggle button Aktiv active to switch the status to  inactive, then create a new record. If necessary, merge the two accounts to retain access to any related data (Merging accounts or contact persons).
    3. save Save your input by clicking on the icon in the top left-hand corner of the input window (Ctrl+S).
  • Create a network

    Create a networkM of accounts that are related in any way, such as several sites belonging to one company or service providers working for more than one of your customers.

    1. Go to the VerkAdressen  Network tab in the side navigation.
    2. In the toolbar, click on neu New to open an input window for a new relation.
    3. The current account is preset as Source account. Search for a Target account by inputting a name and pressing Enter. Select one of the existing accounts turned up by your search and click on   Apply in the upper left-hand corner of the list window.
    4. Select the nature of the Relationship between the two accounts from the expandable picklist and, if necessary, add a remark for further clarification.
    5. save Save your input by clicking on the icon in the top left-hand corner of the input window.
    6. Go to the VerkAdressen  Network tab in the side navigation to see all referenced accounts.
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  • Check changes to records (history)

    Mit der Anmeldung eines Benutzers mit seinen eigenen Login-Daten, kann jede Änderung in Datensätzen genau rückverfolgt werden. Ob im Artikel, der Adresse, der Veranstaltung, dem Termin etc., über die Historie des Datensatzes können Details schnell eingesehen werden.

    1. In the corresponding data record, click on Historie Show change log in the top right-hand corner of the toolbar.
    2. A list of all changes opens.
    3. Datum, Uhrzeit, Benutzer und Aktion geben Aufschluss über den Zeitraum, den Benutzer und die Tätigkeit (speichern, kopieren, verschieben etc.)
    4. In der Spalte Bemerkung wird der Ursprungswert und die Änderung im Detail aufgeführt.
    5. Close you can close the history via Abbrechen Overlay top right.

    Note: Log files should be tidied up at regular intervals to avoid data overload. Please contact the Bp Event Hotline or your account manager.

  • Delete accounts or contact persons

    Accounts as such cannot be deleted in Bp Event. This is to prevent linked data records such as orders or invoices from being falsified or losing their reference. Instead, these accounts are simply deactivated and thus removed from the standard search results.

    1. To deactivate an account, click on the toggle button  active in the toolbar and switch the status to  inactive. Inactive accounts can still be found in the Advanced search.
    2. To deactivate a contact person, left-click that contact in the list to select it. Then click on the toggle button  active in the toolbar above the input list and switch the status to  inactive. You will still find this contact on the   Inactive tab of the list of contacts.
    3. Accounts and contact persons can be  reactivated at any time by switching back the status .
      Ex: A contact person returns from parental leave.
    4. save Save your input by clicking on the icon in the top left-hand corner of the input window. (Ctrl+S).
  • Specify a standard price group

    Assign custom price groups to your customersM by entering them directly against the account. That price group will be automatically preassigned to any new events. Users with administrative rights can create and edit price groups.

    1. Go to the Akquise  Contacts tab in the side navigation.
    2. Select a Price group from the picklist on the right-hand side.
      Whenever you create an event linked to this account, you will automatically be informed of the custom price group and given the option of applying it to the new event.
    3. Speichern Save your input by clicking on the icon in the top left-hand corner of the input window. (Ctrl+S).
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  • Specify custom surcharges or discounts

    Enter a custom discount or surcharge on all events and products by saving the markup rate directly against the customer accountM. When booking an event for this account, the surcharge or discount will be automatically applied and the prices recalculated immediately.

    1. Go to the Akquise  Contacts tab in the side navigation.
    2. Enter a discount as a positive number (e.g. 10%), a surcharge as a negative number (e.g. -10%).
    3. For any new event linked to this account, discounts and surcharges will be applied to all booked items in the event.
    4. Speichern Save your input by clicking on the icon in the top left-hand corner of the input window. (Ctrl+S).
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  • Create a follow-up for an account

    Contacting customers on a regular basis is good sense in business. Mark accounts for follow-ups at regular intervals as a reminder to get in touch.

    1. Go to the Akquise  ContactsM tab in the side navigation.
    2. Select a kalender Follow-up date. The account name will appear in your list of Follow-ups in the lower half of your Info Centre on the selected day. Remember to enable Accounts as   Data source for your follow-ups.
    3. Enter the exact  time of the next contact (optional).
    4. Activate a reminder Reminder and enter a lead time if you want to be notified of the appointment in good time.
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  • Open a new contact note

    Document every customer contact so that all colleagues can retrieve up-to-date information on agreements, special conditions or feedback discussions at any time.

    1. Go to the Akquise ContactsM tab in the side navigation.
    2. The input window will open to display a list of all previously entered contact notes.
    3. In the toolbar above the list of contact notes, click on neu New to open a new input window.
    4. A new contact note will open. The Account name and name of the primary contact person will be preset. To change the contact person, select a different name from the picklist.
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  • Edit the contact note

    A Contact noteM, in order to be really helpful, must contain all essential information and be easy to retrieve.

    1. Assign a Category from the picklist to facilitate targeted searches.
    2. Enter a Subject manually or select a value from the expandable picklist.
    3. Enter all relevant details in the Description field.
    4. The Handling date and time and the current User are preset but can be changed manually. If needed, the Duration of the interaction can also be entered.
    5. To comply with the legal requirements concerning the use of personal data, select a Data use purpose from the picklist in the toolbar.
    6.  Save your input by clicking on the icon in the top left-hand corner of the input window.
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  • Create a follow-up for the contact

    Maybe a customer contact gives rise to further contacts - if so, a follow-up can be created in the contact noteM itself. The account name will appear in your list of Follow-ups in the lower half of your Info Centre on the selected day. Remember to enable Contact notes as a   data source for your follow-ups.

    1. To create a follow-up for the contact note, select a date in the Follow-up field at the top right-hand corner of the input window.
    2. Add a reason of the follow-up.
    3. Speichern Schliessen Save your input by clicking on the icon in the top left-hand corner of the input window.
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  • Merge accounts or contacts

    Use the duplicate matching function to merge accounts or contact persons and all data sets linked to them (mail, quotes) with other records. This can be useful if accounts were mistakenly created in duplicate or one contact person takes over the portfolio of another. Accounts can only be merged with other accounts. Contact persons can only be merged with contact persons belonging to the same account.

    1. Go to Adresse  Accounts > suche Search and find the accounts or contact persons you want to merge.
    2. In the toolbar, click on   Mass actions on list and select   Find duplicates.
    3. The search will return a list of possible duplicate accounts. These are defined as having the same values in the Name (also phonetic), Postcode, City or Phone fields.
    4. Hold down the Ctrl key and left-click the records you want to merge.
    5. Right-click and select suche Show selected records from the context menu to filter for only those records you want to merge.
    6. From the remaining records, select the one account you want to retain after the merge.
    7. In the toolbar, click on   Mass actions on list and select   Merge duplicates. Confirm the prompt with Merge.
    8. All but the selected account will be deleted and all linked records will be saved against the remaining account.
  • Authorise the customer account for the Sepa direct debit procedure

    The Sepa direct debit procedure must be set up in advance in the administration. (). Before you use the SEPA procedure, you will need a written mandate (individual or standing mandate) from your customer. We recommend using a standard text template for this.
    Please note: Only permanent mandates are specified in the customer account, individual mandates are entered in the invoice segment of the event.

    1. Open the customer account.
    2. Go to the  detailsDetails tab in the side navigation.
    3. Enter the customer's complete bank details in the upper area of the input window.
    4. Tick the box for Preset direct debit in invoices if the customer has given you a standing mandate for the direct debit procedure (not just an individual mandate).
    5. The Sepa direct debit payment method is preset in the invoice.
      Note: An individual mandate is not specified in the customer account but created once in the invoice segment.
    6. Enter the date of your customer's consent in the Date of mandate field.
    7. The date of the Initial withdrawal is automatically set to the first Sepa direct debit procedure of this customer.
    8. Speichern Schliessen Save and close the customer account.

Module requirement for contact notes, follow-ups and custom pricing:
CRM plus