Add account
Adding a new account can be done on the ‘Partner’ page (Administration →Partner). Marking the checkbox ‘Account’ in the blue panel at the bottom of the page and clicking the button Add Partner will open the ‘Account Detail’ page.
Information on the Account Detail page is considered ‘Public Data’ (only published for CMM/DMM type accounts) and can only be changed by the creating party.
Account Detail (‘Administration’ → ‘Partner’→ ‘Account’)
| Legal Name | Legal name of the account. It’s also displayed in the name field on the ‘Account Profile’, ‘Additional Info’, ‘Acct Ref’, ‘Account Contact Details’, ‘Policy’, ‘Services’ and ‘FAQ’ page. |
| Code | This code is the RedSky ID of the account. This number is automatically generated when saving a new account. This code is non-editable. It’s also displayed in the code field on the ‘Account Profile’, ‘Additional Info’, ‘Acct Ref’, ‘Account Contact Details’, ‘Policy’, ‘Services’ and ‘FAQ’ page. |
| Status | This dropdown shows the status of the account. Only accounts with status: approved are in use and can be shared with other CorpId’s. To set an account to the status approved, it’s required to fill out all mandatory fields. It’s also displayed in the name field on the ‘Account Profile’, ‘Additional Info’, ‘Account Contact Details’, ‘Policy’, ‘Services’ and ‘FAQ’ page. |
| Company Division | This field is a differentiator to separate the different divisions within a CorpId. This determines to which division’s accounting system the export should go. |
| External Ref. | This field can be used to maintain a link between entities in RedSky and an external system. This can be added, after saving the Account details, on the tab Additional Info |
| Do Not Merge | When the account database was made “public”, there were a number of accounts that had been registered in multiple corpID’s. These were merged into single entries in the shared database. This flag indicates accounts were not to be merged. |
| Type | This dropdown allows the user to select the type of account. Certified Move Manager (CMM) and Decentralized Move Manager (DMM) accounts are shared with other CorpId’s. Key Global Accounts (KGA) are not shared and only in use by own CorpId. |
| Alias Name | This field allows the user to register an alias name for an account. |
| Billing Address | Address for billing purposes. E.g. address where the invoice will be send to. |
| Country | Country of billing address. |
| State | State of billing address |
| City | City of billing address. |
| Zip | Zip code of billing address. |
| Fax | Fax number of billing address. |
| Phone | Phone number of billing address. |
| Email | General email address of billing address |
It’s possible to register a mailing address besides the mandatory billing address. If both are the same it’s possible to copy the mailing address from the billing address using the Copy from billing address button.
Logo/Photographs
The second panel on the ‘Account Detail’ page is the ‘Logo/Photographs’ panel. In this panel, it’s possible to upload the account logo and three pictures. It is also possible to upload the logo for the parent account and to update it to all the related children. To upload the logo for the parent account first make the connection with the parent account. See panel Corporate Hierarchy for more information.
Information
The third panel on the ‘Account Detail’ page is the ‘Information’ panel. In this panel, some important details in regard to billing can and must be registered.
Information (‘Administration’ → ‘Partner’→ ‘Account’)
| Bank Code | SwiftCode of the Bank. |
| VAT # | VAT number of the account. This number also appears on the invoices that will be send to this account. |
| Bank Account # | Bank account number of the account. |
| Default Billing | The default currency that will be used for billing. |
It is also possible to set the bank code and billing currency on the parent account level and to update it to all the children. To do so first make the connection with the parent account. See panel Corporate Hierarchy for more information.
Corporate Hierarchy
The fourth panel on the ‘Account Detail’ page is the ‘Corporate Hierarchy’ panel. In this panel it’s possible to relate a child account to a parent account by selecting the parent account with the Look Up functionality.
Note: This functionality only works after saving the account. The code of the parent will be saved in the ‘Parent Account’ field and the name of the associated parent will visible in the field in the field next to it.
Corporate Hierarchy (‘Administration’ → ‘Partner’→’Account’)
Parent Account: This allows the user to look up and select the parent account. It’s also possible to give in the RedSkyId. In both cases, the name of the parent account will appear in the field on the right.
After entering or selecting the Parent Account number a pop-up appears. (See Picture Below). In this pop-up you can indicate which information should be copied from the Parent Account to the Child Account.
Update Account Details (‘Administration’ → ‘Partner’→’Account’)
Partner Portal Detail
The last panel on the ‘Account Detail’ page is the ‘Partner Portal Detail’ panel. In this panel it’s possible to activate the account portal, to give a parent account access to the related child accounts and to see the related child accounts.
Partner Portal Detail (‘Administration’→ ‘Partner’→ ‘Account’)
| Partner Portal | Marking this checkbox will give access to the account portal and will allow the user to create portal users as this tab will come available after saving. Only create Portal Users after portal activation. ToDo: Add link to chapter Account Portal Activation. The filter sets are automatically created when marking this checkbox. |
| Associated Account | Use this field to have a “child” account use the portal of its parent. |
| Allow access to child Account Records | Marking this checkbox will allow the parent account to have access to the related children. And marking makes it possible to update/share some parent account panel information to the related children. |
| Child Account button | Clicking on this button will show a list of all related child accounts. |
Account Detail (‘Administration’ → ‘Partner’→ ‘Account’)
By clicking the Save button at the bottom of the ‘Account Detail’ page, the new created account is created however not yet activated, the status is ‘New’. After saving, new tabs will appear at the top of the page next to the ‘Account Detail’ tab which will make it possible to fill out more details of the account.
1.1.1 ‘Account Profile’ tab
Under this tab it’s possible to register some specific sales related information of the account.
Account Profile (‘Administration’ → ‘Partner’→ ‘Account’→ ‘Account Profile’)
| Name | Field is pre-filled from ‘Account Detail’ page. |
| Code | Field is pre-filled from ‘Account Detail’ page. |
| Status | Field is pre-filled from ‘Account Detail’ page. |
| Stage | Indicates at what stage the relation is with account. |
| Type | Type of account: private or public. |
| Industry | Industry account is located. |
| Employees | Number of employees of account. |
| Currency | Currency of account |
| Lead Source | This Lead Source is used as the Default lead source in future dossiers. |
| Revenue Range | Yearly revenue range of account. |
| Country | Country where account is located. |
| Relationship Owner | Identifies which user is the main contact for this partner |
Other panels on this page are reporting results based on surveys of transferees and actual moves?
1.1.2 ‘Additional Info’ tab
Tab for all kinds of process-related instructions for the account, for example; billing and entitlement. The information on the Additional info tab is specific for each RedSky User Company. It therefore can only be used within the CorpId of the specific RedSky User Company.
Picture 8. Additional Info (‘Administration’ → ‘Partner’→ ‘Account’→ ‘Additional Info’)
| Local Name | The local alias name for the account |
| Name | Field is pre-filled from ‘Account Detail’ page. |
| Code | Field is pre-filled from ‘Account Detail’ page. |
| Status | Field is pre-filled from ‘Account Detail’ page. |
| External Ref. | Possibility to register an external reference of an account. For example ID number of account in audit system. |
| Notes | The notes created here are associated with the account/agent. They are displayed in various places in the interface where accounts/agents are selected. |
The notes should be used with care, as it is possible for RedSky users to have them displayed on the account portal.
‘Control Info’ panel
Control Info (‘Administration’ → ‘Partner’→ ‘Account’→ ‘Additional Info’)
| Transferee Fills Info | Allow the transferee to fill in info. When creating a new Customer File the fields that would be mandatory (ie Origin and Destination City and Country) are no longer mandatory. The only mandatory field is ‘Primary Email’ After Creating the C/F an Email containing login details for the Transferee Portal is sent to the Transferee. Transferee fills out all the data to complete the C/F. |
| Allow Groupage | |
| Customer Survey Email Alert |
'Default roles’ panel
Default Roles (‘Administration’ → ‘Partner’→ ‘Account’→ ‘Additional Info’)
In this panel the default roles can be set. These defaults are used when new orders are created. For relocation orders other defaults are used. See the next panel.
Account Owner Default Account Owner for customer files and service orders
Move Manager Default Coordinator for customer files and service orders
Pricing Default Pricing Manager for customer files and service orders
Claims Default Claim handler for customer files and service orders
Billing Default Biller for customer files and service orders
Payable Default Payer for customer files and service orders
Auditor Default Auditor for customer files and service orders
Coordinator Default Coordinator for customer files and service orders
‘Default roles for Relocation’ panel
In this panel the default roles for relocation orders can be set. Specification of the roles can be found in ‘Default Roles’.
Default Roles for Relocation (‘Administration’ → ‘Partner’→ ‘Account’→ ‘Additional Info’)
Account Owner Default Account Owner for customer files and service orders
Move Manager Default Coordinator for customer files and service orders
Pricing Default Pricing Manager for customer files and service orders
Claims Default Claim handler for customer files and service orders
Billing Default Biller for customer files and service orders
- Payable Default Payer for customer files and service orders
- Auditor Default Auditor for customer files and service orders
- Coordinator See Move Manager
‘Accounting Default’ panel
Accounting Default (‘Administration’ → ‘Partner’→ ‘Account’→ ‘Additional Info’)
| Storage Billing Group | Functions as a filter in the Storage Billing functionality. |
| National Account # | UniGroup’s central number for the account |
| MC# / Purchase Order No. | The default Purchase Order Number for the account. This number is displayed as “Authorisation#” on the Billing tab in the Service Order. |
| Abbreviation | Used to register an abbreviation to be used on invoices or reports |
| Class Code | |
| Storage Email address | Sets a Default for the Storage Email address in the Service Order -> Billing |
| Payment Method | Sets a default for the Payment Method in the Service Order-> Billing |
| Option | |
| Billing Instruction | Sets a default for the Billing Instruction in the Service Order -> Billing |
| Collection | |
| Default stationary | Sets a default for the stationary used for an invoice. |
| Allow Multi Authorization | When true in billing page an Authorization button will be visible. User has to enter the Authorization number & click on the button for saving it. Then user can add multiple Authorization numbers, By default system will automatically increase the number by 1 considering the last authorization number added (11, then the new number will be 12). In account line user can’t fill Authorization No field & update icon will not be visible. At the time of invoicing the system will ask to select one Authorization number from the list which a user has added at the billing page (Generate Invoice button will be frozen until Authorization No is filled out). Once the authorization number is used then it will not appear again at the time of invoicing but you will see it on the Billing page with its details. |
| Don’t send to payable upload | Indicates if the cost for this partner are to be excluded from the export to the financial system. |
| Don’t send to invoice upload | Indicates if the revenue for this partner are to be excluded from the export to the financial system |
| Stop Not Authorized Invoices | If checked the generating of invoices gets stopped where this account is set as BillTo when the account gets unauthorized. |
| Don’t Copy Authorization SO | |
| Insurance Authorized | When added the purpose of this checkbox wat to use it in ToDo rules. Now the checkbox is obsolete, made redundant by functionality in panels ‘Insurance Setup’ and ‘Default’ |
‘Credit Details’ panel
Credit Details (‘Administration’ → ‘Partner’→ ‘Account’→ ‘Additional Info)
| Credit Check | Allows Credit Checks to be made |
| Credit Amount | The amount of Credit given to the partner |
| Credit Currency | The currency of the given Credit |
| Credit Date Check | The date the Credit was last checked |
| Credit Expiry | The date the outstanding credit is due |
| Available Credit | The amount of credit still available for the partner (Credit amount minus unpaid invoices) |
| Credit Terms | Period in which invoices need to be paid by partner. This term is also shows on the invoice. |
‘Quality Measurement’ panel
In this panel the default measurements for quality surveys can be set.
Quality Measurement (‘Administration’ → ‘Partner’→ ‘Account’→ ‘Additional Info’)
| Customer Feedback | Indicates what kind of survey the customer gets. “Just Say Yes” indicates a survey with only one question. “Quality Survey” is a more extended survey. |
| Type of Survey | No Transferee Evaluation – No quality measurement at transferee level One Request Per CF – Only one survey per Customer File even if there are more Service Orders. Also the Rating Scale can be set here. |
| Quality Survey results | The links to the survey results can be entered here. |
‘Entitlement’ panel
Entitlement (‘Administration’ → ‘Partner’→ ‘Account’→ ‘Additional Info’)
In this panel a list of Entitlements can be created. These entitlements can be used in Customer Files to be created for this Account. To add entitlements click ‘Add’. The following pop-up appears.
Entitlement Details (‘Administration’ → ‘Partner’→ ‘Account’→ ‘Additional Info’)
In this popup, the entitlement can be added.
Option Description of the entitlement, shown in the customer file
Description The detailed explanation of the entitlement, shown as a mouseover.
After entering Option and Description, click save and the entitlement is added.
‘Assignment Type’ panel
Assignment (‘Administration’ → ‘Partner’→ ‘Account’→ ‘Additional Info’)
In this panel, a list of Assignment types can be created. These assignment types can be used in Customer Files to be created for this Account. To add assignment types click ‘Add’. The following pop-up appears.
Assignment Detail (‘Administration’ → ‘Partner’→ ‘Account’→ ‘Additional Info’)
In this popup, the assignment type can be added.
Option The title of the assignment type used in the dropdown in the Customer File
Description After entering Option and Description, click save and the assignment type is added.
‘Insurance Setup’ panel
Picture 19. Insurance Setup (‘Administration’ → ‘Partner’→ ‘Account’→ ‘Additional Info’)
In this panel the default insurance values can be set.
| EUR | The premium per insured unit. Checkbox to give this insurance option infuture orders. |
| PER | The insured unit (Kilo, CBM, CFT, LB) |
| Min Replacement value | Defines above which value (per item) an specification (listing individual item) is required. |
| Detailed List | When checked the transferee has the option to fill out a detailed list of items. If the items are uploaded to RedSky after a survey at the residence the transferee is able to add the value to this list |
| No Insurance | Option for the transferee to indicate he does not want to use the CorpID’s insurance program |
‘Default’ panel
This panel sets the defaults for the account.
Default (‘Administration’ → ‘Partner’→ ‘Account’→ ‘Additional Info’)
| Contract | The default contract for this account |
| Network | The default network agent for this account. |
| Source | The (lead)source of this account. |
| Has Valuation? | The Default for Billing -> Valuation when adding a S/O. For DMM program we have two options, 1. DMM agent takes out insurance, 2. UTSI does it. For DMM agent reporting purposes YES is used in scenario 1 and UTS Valuation in scenario 2. |
| Vendor | Default insurance vendor entered in Billing -> Valuation -> Vendor Code on creation of an S/O |
| Insurance Option | The default insurance option for this account |
| VAT Desc | The default VAT |
| Account PO#/SAP Number | Purchase Order or SAP number to be used on invoices. Source – partner |
| NPS Score | It’s not a default but a calculated value. The Net Promotor Score is used by one CorpID for Relocation S/O’s only. The data (score of the agent performing the service) is entered in the RedSky database via a form. |
To save all filled-in data click on the Save button at the bottom of the page. Use the Reset button to undo all made changes. Prior saved details will not be erased.
1.1.3 ‘Acct Ref List’ tab
On this tab it’s possible to register the accounting reference numbers of the account which it has in the accounting system. It’s possible to register the payable, receivable and suspense account numbers of an account.
Set range
RedSky can be set to pick up the next available number within a pre-set range. Setting this range can be done, by an user with ROLE_ADMIN, under Security →’System’ →’Default’ →’Accounting’ by entering the low limit, high limit and last #.
Accounting Reference Number (‘Security’ →’System’ →’Default’ →’Accounting’)
Create Accounting Cross Reference Number
To register an Account Cross Reference Number click the Add button at the bottom of the ‘Acct Ref List’ page. The below screen (picture35) will appear.
Create Accounting Cross Reference Number (‘Administration’ → ‘Partner’→ ‘Account’→ ‘Acct Ref Detail’)
| Code | Field is pre-filled from ‘Account Detail’ page. |
| Name | Field is pre-filled from ‘Account Detail’ page. |
| Type | Type of account the number is referring to. |
| Accounting Cross-Reference | First available number for every type is automatically generated. |
To save the made changes click the Save button at the bottom of the page. Use the Reset button to undo all made changes. Prior saved details will not be erased. Click the Cancel button to go back to the ‘Acct Ref List’ page without saving any changes.
1.1.4 ‘Account Contact’ tab
This tab offers the possibility to register all sales contacts of the account. People registered under this tab will not have access to the system. If a contact needs access to the system, the contact should be registered on the ‘Portal Users’ tab (see chapter 5.2.5 ‘Portal Users’ tab for more info). To register an account contact, click the Add button at the bottom of the ‘Account Contact’ page.
Picture 23. Account Contact Details (‘Administration’ → ‘Partner’→ ‘Account’→ ‘Account Contact’)
| Account Name | Field is pre-filled from ‘Account Detail’ page. |
| Code | Field is pre-filled from ‘Account Detail’ page. |
| Status | Field is pre-filled from ‘Account Detail’ page. |
| Job Type | Type of job contact is involved in. |
| Owner | The owner of the account. The authorized person for account generating and coordinating the account |
| Contact Frequency | Frequency of contact with account contact. |
| User Name | The username of the owner assigned to the account. |
| Contact Type | To register if it is a primary contact or a secondary contact. |
| Initial | Initial of contact. |
| First Name | First name of contact |
| Last Name | Last name of contact |
| Lead Source | Describes the source of the first contact with the account. If the source is not mentioned in the drop down, select “Other” to fill the source of the lead in the field Other. |
| Report To | Person to report to. |
| Assistant | Assistant of account contact |
| Assistant Phone | Phone number of assistant |
| Other | This field is activated when the option “Other” is selected in the Lead Source dropdown. |
| Date of Birth | Date of birth of account contact. |
| Department | Department where account contact is located. |
| Title | Title of account contact |
| Do not call | To register if contact does not want to be called by phone. |
| Email 1 | Primary email address of account contact. |
| Email 2 | Secondary email address of account contact. |
| Primary | |
| Opted Out | |
| Invalid | To mark if email address is invalid. |
| Visited On | Date account contact was last visited. |
| Address | Address account contact is located. Field is pre-filled from ‘Account Detail’ page, but editable. |
| Country | Country account contact is located. Field is pre-filled from ‘Account Detail’ page, but editable. |
| State | State account contact is located. Field is pre-filled from ‘Account Detail’ page, but editable. |
| City | City account contact is located. Field is pre-filled from ‘Account Detail’ page, but editable. |
| Zip | Postal code account contact is located. Field is pre-filled from ‘Account Detail’ page, but editable. |
| Phone 1/2/3 | Possibility to register 3 phone numbers of account contact. |
| Phone 1/2/3 Type | Type of phone number. |
| Based At | Look up where account contact is located can be selected. |
| Based At Name | Associated name of account where account contact is located. |
| Notes | The notes created here are associated with the account/agent. They are displayed in various places in the interface where accounts/agents are selected. |
The notes should be used with care, as it is possible for RedSky users to have them displayed on the account portal.
To save the made changes or the new created account contact, click the Save button at the bottom of the page. Use the Reset button to undo all made changes. Prior saved details will not be erased.
1.1.5 ‘Policy’ tab
In the Policy tab it is possible to add, edit or remove information to the “Information Package” in the Cportal.
Info Package (‘Administration’ → ‘Partner’→ ‘Account’→ ‘Policy’)
After clicking on the Add button the following screen appears.
Add Info (‘Administration’ → ‘Partner’→ ‘Account’→ ‘Policy’)
| Section Name | Hardcoded. This dropdown contains the sections in the Header menu of the Cportal |
| Language | Hardcoded. In this dropdown the language of the information can be selected |
| Job Type | The Job Type the information relates to. (i.e. Relocation, Storage) |
| Sequence# | The sequence of the information packages. Note: There is no auto sequence. Make sure there is enough room to place a new information package anywhere within the existing sequence. |
| Description | Text field containing the information. |
To save the made changes or the new information package, click the Save button at the bottom of the
page. Use the Reset button to undo all made changes. Prior saved details will not be erased.
After saving the information package an upload button will appear.
Info Package upload (‘Administration’ → ‘Partner’→ ‘Account’→ ‘Policy’)
The Upload button can be used to add attachments to the information Package.
Info Package upload popup (‘Administration’ → ‘Partner’→ ‘Account’→ ‘Policy’)
| Document Name | The name of the attachment |
| Document Description | A brief description of the attachment |
| File To Upload | Browse to the file to be attached |
| Sequence# | Information packages can contain multiple attachments. In this field the sequence of the attachments can be determined. |
| Upload File | By clicking this button the attachment is uploaded to the information package |
To edit an existing information package click on the section name. To delete an information package click
the Bin in the last column of the grid.
It’s possible to register these information packages on parent account level and to share them with all children by clicking the Update Child Accounts button. And it’s also possible to exclude it again from updates on parent account level.
1.1.6 ‘Portal Users’ tab
Note: This tab is only visible if ‘Partner Portal’ is checked Active in the ‘Partner Portal Detail’ panel on the ‘Account Detail’ tab.
This tab offers the possibility to register all contacts of the account. People registered under this tab will have access to the account portal based on their roles and permissions they have. Roles and permissions are set on the ‘View User’ page (‘Administration → View User) and this can only be done by a user with ROLE_EXECUTIVE. To register a portal contact, click the Add New User button at the bottom of the ‘Portal Users’ page and fill out at least all mandatory fields to save a new portal user.
Portal User Detail (‘Administration’ → ‘Partner’→ ‘Account’→ ‘Portal Users’)
| First Name | First name of portal user. |
| Initial | Initial of portal user. |
| Last Name | Last name of portal user. |
| Username | Username of portal user. This is part of the login credentials. |
| Check availability of UserName | Check if username is available. No duplicates allowed. |
| Alias | Alias name of portal user. |
| Gender | Gender of portal user. |
| Job Title | Job title of portal user. |
| Office Phone | Office phone number of portal user. |
| Mobile Phone | Mobile phone number of portal user |
| E-mail address of portal user. | |
| Office Fax | Office fax number of portal user. |
| Website | Website of (account) portal user. |
| Address | Address portal user is located. |
| City | City portal user is located. |
| State | State portal user is located. |
| Zip | Postal code portal user is located. |
| Country | Country portal user is located. |
| Based At | Look up where portal user is located can be selected. |
| Based At Name | Associated name of account where portal user is located. |
Assign Roles
Out of the list ‘Available Roles’ it is possible to grant roles to the portal user by selecting them and use the arrows to drag them in or out the ‘Current Roles’ list.
List of roles related to account: ToDo: Receive list form RS and give overview of functionality.
Roles granted to portal user are relevant for all assigned permissions sets.
Permissions
Permissions determine to which accounts the portal user has access. The portal user can see the CF and SO of the accounts of which the permissions are assigned. For each account the portal user is connected to the permissions need to be assigned to the portal user. This can be done by selecting the correct permission in the ‘Available Set’ list and drag them into the ‘Current Set’ list.
To save the made changes or the new created portal user, click the Save button at the bottom of the page. Use the Reset button to undo all made changes. Prior saved details will not be erased. After saving the portal user an Email with login credentials is sent to the user.
‘Partner List’ tab
Clicking on this tab will bring the user back to the partner list (‘Administration’ → ‘Partner’).
1.1.7 ‘Services’ tab
Under this tab the services allowed for the account can be registered. Services are separated in relocation services and transportation services.
Relocation Services (‘Administration’ → ‘Partner’→ ‘Account’→ ‘Services’)
| Name | Field is pre-filled from ‘Account Detail’ page. |
| Code | Field is pre-filled from ‘Account Detail’ page. |
| Status | Field is pre-filled from ‘Account Detail’ page. |
| Relo Contact Name | Name of relocation contact person. |
| Email Address | Email address of relocation contact person. |
| Relocation Services | Relocation services allowed for the account. |
| Check all | Mark this checkbox to select all possible relocation services |
Transportation Services
Transportation Services (‘Administration’ → ‘Partner’→ ‘Account’→ ‘Portal Users’)
Sea Sea transportation allowed.
Air Air transportation allowed.
Road Road transportation allowed.
Long Term Storage Long Term Storage allowed.
1.1.8. ‘FAQ’ tab
Tab to register all frequently asked questions and answers to these questions of this account. It’s possible to register these questions and answers on parent account level and to share them with all children by clicking the Update Child Accounts button. And it’s also possible to exclude it again from updates on parent account level.
To add a frequently asked question click the Add button at the bottom of the ‘FAQ’ page.
Approve and status account
After creation the new account has the status: ‘New’. Only user with ROLE_EXECUTIVE can change the status of a new account to: ‘Approved’. Only accounts with status ‘Approved’ can be selected in CF and SO.
Besides the status ‘New’ for new accounts and status ‘Approved’ for approved accounts, there are three more statuses: ‘Blacklisted’, ‘Inactive’ and ‘Prospect’.
‘Inactive’ accounts are no longer selectable in CF and SO.
Blacklisted: To Do AR clarify what functionality is of status.
Prospect: To Do AR clarify what functionality is of status.