Training materials 2023 / 2024

Tutorial 7
Working with accounts

Performance level: Advanced
Total duration approx. 50 to 60 minutes
The exercise can be interrupted and saved at any point.

Start Bp Event and log in as

User:          Carolin

Password:           cf

Carolin Fleiß works in the banqueting department of a private hotel. Addresses have been researched for an advertising campaign and now accounts need to be created in Bp Event. A bulk mail is to be sent to each contact person listed against these accounts. In between, the phone rings from time to time, contact notes have to be created and call-back requests from customers need to be forwarded to colleagues.

Training objectives:

1. Creating and categorising accounts and contact persons
2. Creating a bulk mail template
3. Selecting accounts and printing bulk mails
4. Searching for accounts, creating contact notes and forwarding information
5. Adding a customer discount
6. Calling up a closed invoice

Objective 1  Creating and categorising accounts and contact persons

When you have completed this task, you will know how to create new account and contact persons, assign categories and keywords.

Carolin researched the following addresses online:

Company account
Holdinger GmbH
Bahnhofstraße 77
70173 Stuttgart
Tel: 0711 6898777-0
Email: This email address is being protected from spambots. You need JavaScript enabled to view it.
Contact:
Frau Miriam Wieser
Tel: 0711 6898777-15
Email: This email address is being protected from spambots. You need JavaScript enabled to view it.
Position:
Assistant to the Manager

Company account
Hucker GmbH
Greifengasse 5
70184 Stuttgart
Tel: 0711 55334-0
Email: This email address is being protected from spambots. You need JavaScript enabled to view it.
Contact:
Herr Joachim Heilmann
Tel: 0711 55334-15
Email: This email address is being protected from spambots. You need JavaScript enabled to view it.
Position:
Sales Manager

Company account
Mahler GmbH
Mühlenweg 17
70437 Stuttgart
Tel: 0711 3664-0
Email: This email address is being protected from spambots. You need JavaScript enabled to view it.
Contact:
Frau Jasmin Mahler
Tel: 0711 3664-11
Email: This email address is being protected from spambots. You need JavaScript enabled to view it.
Position:
Managing Director

Private account
Katharina Klieber
Birkenweg 27
70197 Stuttgart
Tel: 0711 12356
Mobile: 0152 3665544
Email: This email address is being protected from spambots. You need JavaScript enabled to view it.

Private account
Wolfgang Sauber
Nelkenweg 18
70199 Stuttgart
Tel: 0711 5553366
Mobile: 0171 3688544
Email: This email address is being protected from spambots. You need JavaScript enabled to view it.

Private account
Matthias Sommer
Kleiberring 26
70199 Stuttgart
Tel: 0711 21796
Mobile: 0162 3677544
Email: This email address is being protected from spambots. You need JavaScript enabled to view it.

1. Create a company account

1. Open the  Function bar and go to the  Home tab, then select  Accounts >  New.
2. Enter the above data in the respective fields of the account input window.
   Note: Don't input the salutation field for company accounts .
3. Tick the box for Company Account.
4.  Add the new Keyword "Cold call YYYY" (YYYY = year) in the small input field and press Enter to confirm. This will help you call up the account later.
   Alternatively, add the keyword to the picklist and then apply.

2. Create contact persons

1. Go to the  Contacts tab at the bottom of the input window and click on  Add.
2. Tick the first column to mark this contact person as your primary contact.
3. Enter the contact person's data in the corresponding columns.
4.  Save the account.

3. Create a private account

1. Open the  Function bar and go to the  Home tab, then select  Accounts >  New.
2. Enter the above data in the respective fields of the account input window.
   Note: ALways input the salutation field for private accounts.
3. Tick the box for Private Account.
4.  Add the new Keyword "Cold call YYYY" (YYYY = year) in the small input field and press Enter to confirm. This will help you call up the account later.
   Note: Avoid special characters in the keyword

Read more about Accounts and Contacts

Objective 2  Creating a new bulk mail template

When you have completed this task, you will know how to copy an existing text template and insert your advertising copy.

Carolin received the following text from the advertising agency by email:

Private and Business Events in Stuttgart

- "Life is made up of small pleasures."-

Our venue and staff are ready and at your disposal, be it for a conference, a meeting, a seminar, a business event or a fashion show in Stuttgart. Of course we also cater to weddings, family celebrations and private parties.

Why not join us for one of our famous Sunday brunches and be thoroughly spoiled for once.

We look forward to seeing you!

1. Copy an existing bulk mail template

References to database records are used in mail templates to ensure that bulk letter, bulk mails or a newsletter is adressed personally. For the sake of simplicity, we will use and adapt a copy of an existing template in this task.

1. Open the  Function bar, then go to the  Templates tab and select  Text templates to open the search.
2. In the search window, click on Group/Type, select Bulk Mail, Apply and confirm your selection by clicking  Search. A list of bulk mail templates will open.
3. Left-click the template Mailing cold accounts for party service to select.
4. Click in  Copy in the horizontal toolbar to open a copy of the template.

2. Customise the data

1. Change the name of the template to Cold call YYYY.
2. Change the subject of the letter to Be thoroughly spoiled for once.
3. Activate  Show 4D expressions in the toolbar in order to highlight fixed database references (e.g. account, current date, greeting formula). These are marked in grey in the text and must not be changed.
4. Copy the above text from the advertising agency.
5. To paste the text into the templates, select the existing text between the salutation and greeting formulas and paste the copied text using the Ctrl + v key combination.
6. Correct the layout, font etc. and add page breaks if necessary.
7.  Save and close the template.

Objective 3  Calling up accounts and (not) printing a bulk mail

When you have completed this task, you wil know how to use the advanced search options, select accounts for a bulk mailing and print bulk mail.

1. Search for accounts

1. Go to the  Home tab in the  function bar and click on  Accounts. The account search input window will open.
   Alternatively, press the F10 shortcut key to open the search.
2. Click on the dropdown triangle to open the Account Keywords menu.
3. Enter the keyword "Cold call YYYY" and click on  Search.
4. A list of the accounts with of the matching keywords will open.

2. Print the letters

1. Click on Mass Actions in the toolbar.
2. Select "Print bulk mail".
3. The list of matching bulk mail templates opens.
4. Select the Cold call YYYY template and  Apply.
5. For the purposes of this exercise, please confirm the message "Do you really want to print x letters?" with "No".

3. "Delete" an account

Accounts cannot be deleted from the database by Bp Event users, but they can be marked as "inactive" data records. These will not be included in the regular search results.

1. Open the account of Mr Wolfgang Sauber.
2. Set the account to on  Inactive.
3.  Save and close the account.

Read more about Bulk Mail

Objective 4 Searcingh for accounts and creating contact notes

When you have completed this task, you will know how to call up an account, create a contact note, send an internal message and set a reminder.

The phone rings in the events office. A call from Dr Karim Hesali.

Dr Hesali would like to reserve a room for the christening of his little daughter Emma. The christening will take place on Sunday, DD.MM.YYYY. There will be about 15 guests and they would like to have the red room, is it still available?

Please call back Banqueting. Mr Hesali will be available on the landline tomorrow between 10 and 11am.

1. Search for an account

1. Go to the  Home tab in the  function bar and click on  Accounts. The account search input window will open.
   Alternatively, press the F10 shortcut key to open the search.
2. Enter the first letters of the search term, i.e. "Hesa", and press Enter to confirm.
3. Double-click the account to select.
4. The input window for the customer account will open.

2. Create a contact note

1. Go to the  Contacts tab in the side navigation.
2. Click on  New to open the input window for a new contact note. The account name, current date and current user are prefilled.
3. Enter the subject and fill in the text field with the above information.
4.  Save your input by clicking on the icon in the top left-hand corner of the input window.

3. Write an internal message from the contact note

The banquet manager, Mr Federle, must be informed of the meeting.

1. Click on Mail in the horizontal toolbar.
2. The input window for internal messages will open with all the data from the contact note prefilled
3.  Add Mr Federle as recipient.
4. Complete the text if necessary.
5. Click on  Send to send the mail.
6. Click on  Save >  Save and close.

4. Create a follow-up and set a reminder

The banquet manager has been informed of the call by an internal message. In addition, a follow-up and reminder should be created for the callback so it will not be forgotten.

1. Go to the  Contacts tab in the side navigation.
2. Select Mr Federle from the picklist.
3. Create a follow-up for   tomorrow.
4. Set a  Reminder for 10 minutes before the 10am call.
5.  Save your input by clicking on the icon in the top left-hand corner of the input window.

Objective 5  Adding a customer discount

Wen you have completed this task, you will know how to enter a discount for a regular customer, which will then be automatically applied to all items for every event.

Memo from management

Dr Hesali will receive a regular customer discount of 2% on our entire product range with immediate effect. Please enter this in the customer account.

1. Enter a discount

If a customer is to receive a discount on everything, save this piece of information in the customer account.

1. Go to the  Contacts tab in the side navigation.
2. Select the SP (sales price) price range.
3. Enter "2" in the SUR/DIS field.
4.  Save and close the account.

Objective 6  Calling up and re-sending an invoice

When you have completed this task, you will know how to locate and re-send an invoice from the past.

The phone rings in the event office. A call from Mr Reiner Lange.

I need a copy of the invoice for our event on 16 January 2017 for my accounts department. Can you please send it to me by post? Law firm Lange Partner Rechtsanwälte

1. Open the account

1. Go to the  Home tab in the  function bar and click on  Accounts. The account search input window will open.
   Alternatively, press the F10 shortcut key to open the search.
2. Enter the first letters of the search term, i.e. "Lan", and press Enter to confirm.
3. Double-click the account to select.
4. The account input window will open.

2. Call up the invoices

1. Click on the dropdown triangle next to  Events in the horizontal toolbar of the account and select Invoices.
2. Double-click the invoice dated 16/01/2017 to select.
3. The invoice can now be printed and re-sent.

Objective of Tutorial 7 achieved:

• Created and categorised company and private accounts
• Created abulk mail template
• Printed a bulk mail addressed to selected accounts
• Searched for accounts, saved and forwarded information
• Added a customer discount
• Called up a closed invoice

Congratulations!