Answer: The first setup is set the base selections entities section. It allows you to set your item category such as Account Type, Lead Source and many more. For this automation, user only have to setup category for Account Type. To setup, please follow the steps as follow:


1.    Go to CRM > Choose on “CONFIGURATIONS” section.

2.    Then select “BASE SELECTION ENTITIES” and click on “VIEW LIST”.


 


3.    When you select “VIEW LIST”, you will see all information as per the following picture.

  

Description:

1

Click on this button “Add” to add new selection.

2

Click on this button “Edit” to edit the data.

3

Click on this button “Delete” to erase the data. However, please note that data can only be erased if it is yet to be used. Once used, it can’t be erased.

4

This setting will show whether it mapping to accounting or not. This setting will show only for Account Type.

 

4.    Next, when you click on “ADD” base selection entities, you will go to the following page. This setting for new user who do not use CRM Module.


Description:

1

Key in selection name. 

2

Choose type of selection. Information as follow:

Account Type: Type of account

Lead Source: Prospect source of information

Lead Status: Prospect status

Lead Type: Type of prospect

Potential Type: Type of Prospective/Potential/Opportunity

Potential Stage: Stage of Prospective/Potential/Opportunity

Task Status: Work status

3

Please select chart of account (Debtors account) that you want to map in Accounting Module. This is only applicable for base selection entities Account Type only.

Here, only Chart of Accounts with Debtors account type (Header and Detail accounts) will be listed.

I want this to be fully automapped

  • However, you also have option to select “I want this to be fully automapped” if you have selected “Fully Automate” option in your Automated Accounting settings.
  • If you choose this, the system will automatically create a Header account under Debtor (or Creditor, depending on your choosing), and the Account Type will automatically mapped to this newly created Header account.
  • The system will automatically create detail account when you issue and finalize and invoice to any accounts with this Account Type.

How does it work?

When you finalize an invoice, the following process will take place:

  1. System will check if the CRM account has any mapping or not.
  2. If no mapping yet, it will check if the CRM Account Type has any mapping or not.
  3. If CRM Account Type already have a mapping, it will check whether it is detail or header account.
    1. Header account: System will automatically create a new Detail account under this Header account, and automap CRM account to the newly created account in Chart of Account.
    2. Detail account: System will not create any new account in Chart of Account and will automatically map this CRM account to this detail account.

Note: The system DOES NOT automatically create a new account in Chart of Account upon CRM account creation. The account in Chart of Account will only be created after there is at least one of the following (that is attached to this CRM account) is finalized:

  1. CRM Delivery Order
  2. CRM Invoice
  3. CRM Receipt

4

Please select chart of account (Creditors account) that you want to map in Accounting Module. This is only applicable for base selection entities Account Type only.

Here, only Chart of Accounts with Creditors account type (Header and Detail) will be listed.

How does it work?

When you finalize an invoice, the following process will take place:

  1. System will check if the CRM account has any mapping or not.
  2. If no mapping yet, it will check if the CRM Account Type has any mapping or not.
  3. If CRM Account Type already have a mapping, it will check whether it is detail or header account.
    1. Header account: System will automatically create a new Detail account under this Header account, and automap CRM account to the newly created account in Chart of Account.
    2. Detail account: System will not create any new account in Chart of Account and will automatically map this CRM account to this detail account.

Note: The system DOES NOT automatically create a new account in Chart of Account upon CRM account creation. The account in Chart of Account will only be created after there is at least one of the following (that is attached to this CRM account) is finalized:

  1. Procurement Received Invoice 

5

Click on this button to "Save" the information.