{"id":444502,"date":"2023-11-28T05:36:37","date_gmt":"2023-11-28T04:36:37","guid":{"rendered":"https:\/\/www.kafinea.com\/documentation\/uncategorized\/customer-accounts\/"},"modified":"2023-11-28T05:36:37","modified_gmt":"2023-11-28T04:36:37","password":"","slug":"customer-accounts","status":"publish","type":"docs","link":"https:\/\/www.kafinea.com\/en\/help\/sales\/customer-accounts\/","title":{"rendered":"Customer accounts"},"content":{"rendered":"<blockquote class=\"bq-exemple\">\n<p>\ud83d\udccd <strong>Where to find this module?<\/strong><br \/><em>Main Menu &gt; Sales<\/em><\/p>\n<\/blockquote>\n<hr>\n<h2>Introduction<\/h2>\n<p>The <strong>Accounts<\/strong> module centralises information about your customers, leads, partners and suppliers. It is accessible via <em>Main menu &gt; Sales &gt; Accounts<\/em>. <\/p>\n<p>An account represents an entity (company, association, public body) with which you maintain a business relationship. It is the anchor point for all commercial documents: quotes, orders, invoices, credit notes, support tickets, etc. <\/p>\n<hr>\n<h2>1. Create an account<\/h2>\n<h3>Access<\/h3>\n<ol>\n<li>Access the <strong>Accounts<\/strong> module via <em>Main menu &gt; Sales &gt; Accounts<\/em><\/li>\n<li>Click the <strong>Add Account<\/strong> button<\/li>\n<\/ol>\n<h3>Information to fill in<\/h3>\n<p><strong>Main information:<\/strong><\/p>\n<ul>\n<li><strong>Account name<\/strong>: the company name or the entity name (required)<\/li>\n<li><strong>Account type<\/strong>: the nature of the relationship (Customer, Lead, Partner, Reseller, etc.)<\/li>\n<li><strong>Industry<\/strong>: the sector in which the entity operates<\/li>\n<li><strong>Website<\/strong>: the entity\u2019s website URL<\/li>\n<li><strong>Phone<\/strong> \/ <strong>Email<\/strong>: the main contact details<\/li>\n<\/ul>\n<p><strong>Addresses:<\/strong><\/p>\n<ul>\n<li><strong>Invoicing address<\/strong>: used by default on quotes, orders and invoices<\/li>\n<li><strong>Delivery address<\/strong>: used by default on delivery notes<\/li>\n<\/ul>\n<blockquote>\n<p><strong>Good to know<\/strong>: the account\u2019s addresses are automatically reused when creating commercial documents (quotes, orders, invoices). You can edit them on a case-by-case basis on each document. <\/p>\n<\/blockquote>\n<p><strong>Parent account:<\/strong><br \/>\nThe <strong>Parent account<\/strong> field lets you establish a hierarchy between accounts. For example, a subsidiary can be linked to its parent company. This structure makes it possible to view the organisational structure of multi-entity groups and can be used for recurring invoicing and pricing via price grids (see <a href=\"#5-hi%C3%A9rarchie-des-comptes\">section 5<\/a>).  <\/p>\n<hr>\n<h2>2. Account types<\/h2>\n<p>The account type defines the nature of your relationship with the entity:<\/p>\n<div style=\"overflow-x:auto\">\n<table>\n<thead>\n<tr>\n<th>Type<\/th>\n<th>Common use<\/th>\n<\/tr>\n<\/thead>\n<tbody>\n<tr>\n<td><strong>Customer<\/strong><\/td>\n<td>Entity that has already made a purchase<\/td>\n<\/tr>\n<tr>\n<td><strong>Lead<\/strong><\/td>\n<td>Entity currently being prospected<\/td>\n<\/tr>\n<tr>\n<td><strong>Partner<\/strong><\/td>\n<td>Entity you collaborate with<\/td>\n<\/tr>\n<tr>\n<td><strong>Reseller<\/strong><\/td>\n<td>Entity that redistributes your products or services<\/td>\n<\/tr>\n<tr>\n<td><strong>Other<\/strong><\/td>\n<td>Any other type of relationship<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n<blockquote>\n<p><strong>Good to know<\/strong>: the account type has no functional impact on commercial documents. It is mainly used for segmentation and reporting. <\/p>\n<\/blockquote>\n<hr>\n<h2>3. Account overview<\/h2>\n<p>An account record provides a complete view of the business relationship thanks to the related tabs:<\/p>\n<ul>\n<li><strong>Contacts<\/strong>: the individuals linked to this account<\/li>\n<li><strong>Quotes<\/strong>: the commercial proposals issued<\/li>\n<li><strong>Customer orders<\/strong>: the purchase orders recorded<\/li>\n<li><strong>Invoices<\/strong>: the invoices issued<\/li>\n<li><strong>Customer credit notes<\/strong>: the credit notes issued<\/li>\n<li><strong>Documents<\/strong>: associated files (contracts, attachments, etc.)<\/li>\n<li><strong>Activities<\/strong>: calls, meetings and tasks linked to this account<\/li>\n<li><strong>Tickets<\/strong>: associated support requests<\/li>\n<li><strong>Sites<\/strong>: the different sites (delivery addresses) linked to this account<\/li>\n<\/ul>\n<p>This centralised view lets you quickly find a customer\u2019s full history without navigating between different modules.<\/p>\n<hr>\n<h2>4. Available actions<\/h2>\n<h3>Create a document from the account<\/h3>\n<p>From an account record, you can create directly:<\/p>\n<ul>\n<li>A quote<\/li>\n<li>A customer order<\/li>\n<li>An invoice<\/li>\n<\/ul>\n<p>The account will be automatically pre-filled in the new document.<\/p>\n<h3>Send an email<\/h3>\n<p>You can send an email directly from the account record. The email will be archived in the activity history. <\/p>\n<h3>Duplicate<\/h3>\n<p>Use the <strong>Duplicate<\/strong> function to create a new account from an existing one. The main information is copied over (excluding linked documents). <\/p>\n<hr>\n<h2>5. Account hierarchy<\/h2>\n<p>The <strong>Parent account<\/strong> field lets you structure your accounts in a tree:<\/p>\n<ul>\n<li>A <strong>parent account<\/strong> can have several <strong>sub-accounts<\/strong><\/li>\n<li>Each sub-account keeps its own documents and contacts<\/li>\n<li>The hierarchy is visible from the parent account record<\/li>\n<\/ul>\n<blockquote class=\"bq-important\">\n<p><strong>Important:<\/strong> Kafinea does not provide a consolidated view of a group of accounts\u2019 quotes and invoices. Each account (parent or sub-account) manages its own documents independently. <\/p>\n<\/blockquote>\n<h3>Recurring invoicing on the parent account<\/h3>\n<p>When creating a recurring purchase order, an option <strong>Invoice the parent account<\/strong> is available in the \u201cRecurring invoicing information\u201d block. When this option is enabled, the automatically generated invoices are linked to the parent account rather than the purchase order\u2019s account. This makes it possible, for example, to centralise invoicing on the parent company while managing orders at each subsidiary level.  <\/p>\n<p><strong>Example of use:<\/strong><\/p>\n<blockquote>\n<p>An industrial group (parent account) with several subsidiaries (sub-accounts). Recurring purchase orders are entered on each subsidiary, but by enabling the \u201cInvoice the parent account\u201d option, the generated invoices are automatically linked to the parent company. <\/p>\n<\/blockquote>\n<h3>Price-grid pricing based on the group<\/h3>\n<p>Price grids offer two pricing strategies that leverage the account hierarchy:<\/p>\n<ul>\n<li><strong>Volume discount (group)<\/strong>: the unit price is determined by the group\u2019s total consumption (parent company + subsidiaries). Each subsidiary is invoiced for its own consumption, at the unit price determined by the group\u2019s overall volume. <\/li>\n<li><strong>Tiered volume discount (group)<\/strong>: pricing tiers are calculated based on the group\u2019s total consumption. Each subsidiary\u2019s share is proportional to its contribution to overall consumption. <\/li>\n<\/ul>\n<p>These strategies allow a group to benefit from more advantageous rates thanks to pooling consumption volumes between the parent company and its subsidiaries. For more details and calculation examples, see the documentation on <a href=\"https:\/\/www.kafinea.com\/fr\/documentation\/grille-tarifaire\/les-strategies-de-tarification\/\">pricing strategies<\/a>. <\/p>\n<hr>\n<h2>6. Special cases<\/h2>\n<h3>Account with multiple delivery addresses<\/h3>\n<p>An account has a default invoicing address and a default delivery address. For customers with multiple delivery locations, Kafinea offers the <strong>Sites<\/strong> feature. <\/p>\n<p><strong>Sites<\/strong> allow you to define multiple addresses linked to the same account. Each site has: <\/p>\n<ul>\n<li>A <strong>code<\/strong> and a <strong>name<\/strong> to identify it easily<\/li>\n<li>A <strong>full address<\/strong> (street, city, postcode, country)<\/li>\n<li>A <strong>Default site<\/strong> indicator to designate the main site<\/li>\n<\/ul>\n<p>An account\u2019s sites are visible and manageable directly from the account record, in the <strong>Sites<\/strong> tab. This allows you to keep a centralised directory of all your customer\u2019s delivery addresses. <\/p>\n<p>When creating a commercial document (order, delivery note, etc.), you can change the delivery address by referring to the sites saved on the account.<\/p>\n<h3>Merge duplicates<\/h3>\n<p>If the same customer has been created twice, use the <strong>Merge<\/strong> function to combine the two records. Documents linked to the duplicate will be linked to the retained account. <\/p>\n<h3>Delete an account<\/h3>\n<p>Deleting an account does not delete the associated documents (quotes, invoices, etc.). They simply lose their link to the account. Before deleting an account, check that there are no documents in progress.  <\/p>\n<hr>\n<h2>7. Frequently asked questions<\/h2>\n<h3>What is the difference between an account and a contact?<\/h3>\n<p>The <strong>account<\/strong> represents the entity (company, organisation), while the <strong>contact<\/strong> represents an individual within that entity. An account can have multiple contacts. <\/p>\n<h3>How do I turn a lead into a customer?<\/h3>\n<p>Simply change the <strong>Account type<\/strong> field from \u201cLead\u201d to \u201cCustomer\u201d. There is no specific conversion process for accounts. <\/p>\n<h3>How can I see all a customer\u2019s invoices?<\/h3>\n<p>From the account record, go to the <strong>Invoices<\/strong> tab to view all invoices issued for this customer.<\/p>\n<h3>Can accounts be imported in bulk?<\/h3>\n<p>Yes, Kafinea offers an import function that lets you create or update accounts from a CSV file. Access this function via the Accounts module actions menu. <\/p>\n<hr>\n<h2>8. Glossary<\/h2>\n<div style=\"overflow-x:auto\">\n<table>\n<thead>\n<tr>\n<th>Term<\/th>\n<th>Definition<\/th>\n<\/tr>\n<\/thead>\n<tbody>\n<tr>\n<td><strong>Account<\/strong><\/td>\n<td>Record representing an entity (company, organisation) with which you have a relationship<\/td>\n<\/tr>\n<tr>\n<td><strong>Contact<\/strong><\/td>\n<td>Individual linked to an account<\/td>\n<\/tr>\n<tr>\n<td><strong>Parent account<\/strong><\/td>\n<td>Higher-level account in a hierarchy (e.g. parent company)<\/td>\n<\/tr>\n<tr>\n<td><strong>Account type<\/strong><\/td>\n<td>Classification of the business relationship (Customer, Lead, Partner, etc.)<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n<hr>\n<h2>Related references \ud83d\udd17<\/h2>\n<ul>\n<li><a href=\"https:\/\/www.kafinea.com\/fr\/documentation\/ventes\/les-contacts\/\">Contacts<\/a><\/li>\n<li><a href=\"https:\/\/www.kafinea.com\/en\/documentation\/sales\/customer-quotes\/\">Customer Quotes<\/a><\/li>\n<li><a href=\"https:\/\/www.kafinea.com\/fr\/documentation\/ventes\/les-bons-de-commande-client\/\">Customer purchase orders<\/a><\/li>\n<li><a href=\"https:\/\/www.kafinea.com\/fr\/documentation\/paiements\/les-paiements-client\/\">Customer payments<\/a><\/li>\n<li><a href=\"https:\/\/www.kafinea.com\/en\/documentation\/purchases\/suppliers\/\">Suppliers<\/a><\/li>\n<li><a href=\"https:\/\/www.kafinea.com\/en\/documentation\/marketing\/leads\/\">Leads<\/a><\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>\ud83d\udccd Where to find this module?Main Menu &gt; Sales Introduction The Accounts module centralises information about your customers, leads, partners and suppliers. It is accessible via Main menu &gt; Sales &gt; Accounts. An account represents an entity (company, association, public body) with which you maintain a business relationship. It is the anchor point for all&#8230;<\/p>\n","protected":false},"author":17,"featured_media":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_uag_custom_page_level_css":"","_kad_post_transparent":"","_kad_post_title":"","_kad_post_layout":"","_kad_post_sidebar_id":"","_kad_post_content_style":"","_kad_post_vertical_padding":"","_kad_post_feature":"","_kad_post_feature_position":"","_kad_post_header":false,"_kad_post_footer":false,"_kad_post_classname":"","footnotes":""},"doc_category":[779],"doc_tag":[],"class_list":["post-444502","docs","type-docs","status-publish","hentry","doc_category-sales"],"year_month":"2026-08","word_count":1126,"total_views":"1","reactions":{"happy":"0","normal":"0","sad":"0"},"author_info":{"name":"Kenny Legros","author_nicename":"kenny-legros","author_url":"https:\/\/www.kafinea.com\/en\/author\/kenny-legros\/"},"doc_category_info":[{"term_name":"Sales","term_url":"https:\/\/www.kafinea.com\/en\/help\/sales\/"}],"doc_tag_info":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.1 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Help - Customer accounts &#8226; Kafinea<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.kafinea.com\/en\/help\/sales\/customer-accounts\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Help - Customer accounts &#8226; Kafinea\" \/>\n<meta property=\"og:description\" content=\"\ud83d\udccd Where to find this module?Main Menu &gt; Sales Introduction The Accounts module centralises information about your customers, leads, partners and suppliers. 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