Salesforce Accounts and Account Hierarchy
Creating a New Account
Important Information (This business process is applicable to SJAA QLD and it may vary in different States):-
- Please search for the account prior to creating it - you can search by a key word or shortened version of the account name (refer to below example)
- If you're creating a new account which will pay for their services by credit-card only, create the account and Email: [email protected] advising them and the Sales GM of the account name & number (MYOB Account ID beginning with SJA-)
- If the customer wishes to purchase a product(s) from us as a one-off, please use the "Walk In Customer" accounts. There is one Walk-In account for each area (e.g. Brisbane, Townsville, etc.)
- If you're creating a new account which will be paying on-account (7-day terms only offered), this needs to be authorised first. Please email the GM of Sales advising them of the account name and account contact details (name and phone number). They will submit a credit application form to them. Once the account meets Sales criteria, tnhey will submit the credit application to the Accounts Receivable team to set up the account in Salesforce, which automatically integrates with MYOB.
1. Searching for the Account: Click on the Accounts Tab and then enter the name of the account and press enter
2. Creating the new account: The first step is to navigate to the 'Account' tab in the Salesforce Navigation bar. This will take you to the Account's home page. From here you will find a 'New' button in the top right corner.
Select 'New'. You then just need to fill out all the fields you can and select 'Save'. You now have a new Account record.
Pay special attention to the 'Email for Invoice' field. This is ultimately the email to which invoices will be sent in MYOB. You need to make sure this is kept accurate and up to date.
Account Hierarchy
Once you have saved your new Account there is one more very important step - to define where the Account sits in the Account Hierarchy (if at all).
Lets break things down a little. You should consider St John Accounts in three core levels. Accounts can be just in just one of these levels, or they could be in all three -
| Level | Description |
|---|---|
| Billing Account | This is where the invoice goes at the end of the day - (who pays the bill). A Billing Account sits at the top of the hierarchy and will receive the bill for those that sit underneath it (e.g. Woolworths head-office) |
| Employer Account | The middle tier in the Account Hierarchy. Usually a brand (e.g. BigW) |
| Workplace Account | This is the lowest common denominator e.g. the branch/store of associated with either the billing account or it's related brand. |
To better explain, lets use Woolworths as an example. Woolworths Ltd (the head office) is the Billing Account. The brands (e.g BigW) are the Employer Accounts and the stores (e.g Woolworths Chermside) are the Workplace Accounts.
You can see what tier an Account is under by reviewing the 'Account Type Info' section on the Account Detail page.
You can control an Accounts Type/Tier using the Account Hierarchy. You do this by changing the 'Parent Account' field.
For example, if you add a new Account into Salesforce, 'Woolworths Chermside', without defining a 'Parent Account, it will default as being a Billing, Employer and a Workplace Account. This is because it has no parent and is sitting at the top of its own hierarchy.
To add a 'Parent Account', simply hover over the field, select the little pencil that appears, search for the Account you would like to link to and select 'Save':
Once a Parent Account has been added, Woolworths Chermside will sit in the second tier of the Account Hierarchy. It's type will change to be an Employer and Workplace Account:
Viewing an Account Hierachy
If you would like to review where an Account sits in the hierarchy, click on the tripod symbol next to the account name as shown below. By selecting this, it will show you a view of your Account and where it sits in the hierarchy (refer to the 2nd image below)
