Creating Companies On Deposit

Creating Companies On Deposit

Accounts > Export Documentation Deposits (see your admin if it says you don’t have permissions)

Find the company either by their ID or name – Click in to the field you are searching on then click the binoculars icon.

Click in the ‘On Deposit’ check box (under the Accounts Ref)

Confirm creation of deposit.

Set an initial balance by clicking on the ‘Adjust’ button to the right of the Balance.

Enter an amount and Save.

That’s it – the deposit is set up.

Export Documentation – Generating the Export Value Indicator file

Export Documentation – Generating the Export Value Indicator file

Reports – Export Documentation -Document Totals
Note: for accurate geographical and sector analysis enter the ‘Client of Forwarder’ on the Export Documentation screen.  When client information is entered this report will output the postcode and sector of the client organisation instead of the forwarding agent’s details.

• Enter the date range
• Output options – File 
• Totals only – No
• Select your previously saved list or select the fields list for selection each time the data is required

ChamberTrack – BCC requested EVI data

DocumentType* –  n/a

DateOfIssue  –  Date documentation issued

Sector** –  Sector of exporting firm (or ListACodeDesc1 or ListBCodeDesc1 or ListCCodeDesc1 or WebDesc1)

Country –  Destination country

InvoiceValue  –  Transaction value

Postcode  –  Postcode of Exporter

Category  –   Type of document

Check the ‘Automatically open’ box to open the spreadsheet once created.
If you haven’t already saved this selection

• Click ‘Save’
• Enter a meaningful name e.g. Export Value Indicator
• Select Ok to create the file

* Once created, sort the file by DocumentType and delete all rows with DocumentType = Import. The DocumentType column can then be deleted.
** ChamberTrack provides a number of different directory structures for classifying each organisation.

If for the purpose of the ‘Export Value Indicator’ you would prefer not to replace the existing ‘Sector’ list on the organisation screen, then one of the other directory structures can be used. The directories – List A, List B and List C can be renamed to suit the purpose.
To rename a directory:

• Accounts
• System Settings
• Object Control
• Edit
• Select Object Key
• Type ‘Lookup Tables’
• Check the box for the directory that you want to rename and enter the name e.g. ‘Export Value Indicator’
• Save

(If all directories A-C are currently used then the Web Directory is another option. This directory cannot be renamed though)
Enter the sector codes provided by the BCC into the directory from

Lookup tables -Organisation-your named list – List A (or B or C)

(If you need to remove a lot of existing unused codes contact Corsair)

Creating responsibilities groups.

Creating responsibility groups

To assign contact names to “Target Responsibility” for those in “Existing Responsibility”.

Open the Data Extraction Screen

Select the Mail To field and choose “Existing Responsibility”

 Tick the “Only report on organisations…..”  checkbox (below the mailto field – this gets rid of orgs with no named events responsibilities)

Click the filter button

This is how many records there are on the system with “Existing Responsibility”.

(should you wish to refine the search an further i.e. only copy responsibilities from members, with 1- 10 employees – you just add that to the criteria before filtering.)

To put these into the “Target Responsibility” 

select the tools tab on the Data Extraction Screen.

In the uppermost dropdown box – choose “Existing Responsibility” 

In the lowermost choose “Target Responsibility” 

Then click the “Assign New responsibilities” button.

Adding Delegates as Contact Names

Adding Delegates as Contact Names

By default all delegates do not get added as new contacts as some companies may send 10s , 100s of delegates, or guests etc etc who will not be wanted as contacts on the database. Also there maybe problems with user coming in as Jon Williams/ Jonathan Williams and duplicates getting added if it was just automatic.

For these reasons it necessary to choose which delegates to add as contacts.

On the Delegate booking screen there should be a Delegate Admin tab – if you click on that its should give you a list of the delegates on that booking who are not contacts for that company.

You should look at the drop down list of existing contacts and check they are not already on – if not then click the “Add as new contact” button and they can then be added.

If alternatively – Jon Williams is found as Jonathon Williams in the drop down list, select Jonathon Williams in the drop down – Make sure the record selector (the arrow) is on the right record in the contacts list as click the “Match Selected Delegate as this contact” button.

New Staff Member Replacing Old Staff Member

New Staff Member Replacing Old Staff Member

It is best to create a new record for a new staff member (say called Debbie) and set the old staff member eg Rebecca as terminated. This keeps historic records allocated correctly to Rebecca.
If Rebecca has outstanding contacts they can be allocated to Debbie and if you use account managers Rebecca’s companies can be moved over to Debbie also.

Create new login for Debbie
Lookup Tables > General > Employees > Add
Enter details and choose Rebecca from the ‘Select User to copy’ list’

To move outstanding contacts
Modules > Contact History > What’s Outstanding

Change the ‘View contacts before’ date to include any in the future
Select Rebecca from the top left drop down list
Select Individual
Click on Re-assign (top left)
Select Debbie from the list and confirm

To change account manager
Open Organisation Screen
Right click on a/c Mgr and select ‘Change data for all records’
Change from – Rebecca, Change To – Debbie and Ok

To Terminate Rebecca
Lookup Tables > General > Employees
Click on Rebecca’s record and Edit
Select the ‘Detail’ tab and change Active to Terminated then Ok