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Home/Docs/Entity Reference/Account — entity reference
REFERENCE · Last reviewed

Account — entity reference

An account is the single master record for every organization or person you deal with: customers, suppliers, retail outlets and the partner companies in your network that own transactions. One account can hold several roles at once through the Customer Account, Supplier Account and Partner Account switches, and Active decides whether it can be used on new documents. It appears in the CRM, Sales and Support apps, among others. Code and Phone must be unique. A customer account saved with Create Account Contact on gets a primary contact made from its name and email. Merge moves activities, files, collaborators, followers and side conversations onto the surviving account but leaves the duplicate active, and Transfer Partner hands a partner company's outlets, resources, stock and open orders to another partner. Step-by-step procedures are on the Accounts page of the CRM documentation.

Fields

FieldLabelTypeRequiredWhat it does
AccountCodeCodeText, uniqueLabelled Code: your short code for the party. It must be unique across accounts, and it is preferred over Account Number wherever a code is looked up.
AccountContactIdAccount ContactLookupLabelled Account Contact: the account's primary contact, normally created and maintained by Create Account Contact.
AccountLocationAccount LocationTextA free-text location note. It holds no coordinates; the map position is Geo Location.
AccountNumberAccount NumberTextAn older account code, used only when Code is empty.
AccountSourceAccount SourcePickListHow the party was acquired: Web, Phone Inquiry, Partner Referral, Purchase List or Other. For reporting only. Values: Web, Phone Inquiry, Partner Referral, Purchase List, Other.
AnnualRevenueAnnual RevenueCurrencyAn estimate of the party's yearly turnover for segmentation. It defaults to 0 and is not used by credit limits or pricing.
ApplyPostTaxDiscountApply Post Tax DiscountBooleanSet on a partner (company) account, this is copied by the tax service onto documents raised under that company to make discounts apply after tax rather than before. It is read from the partner side of the transaction, not from the customer.
AvailableRewardPointsAvailableRewardPointsDecimalDo not quote it as a loyalty balance.
BillingAddressBilling AddressText
BillingCityBilling CityPickListFree-text billing city held independently of the BillingCityPlaceId lookup, which remains the canonical Place reference. It exists so imports and integrations can land a city name that has no matching Place row, which means the two can disagree. Values: Pune, Mumbai, Chandigarh, Delhi, Calicut, Nagpur, Coimbatore, Amritsar, Siddipet, Vaishali, Rajkot, Bathinda, Kollam, Cuttack, Puducherry, Prithvipur, Perinthalmanna, Noida, Muzaffarnagar, Ballia, Bulandshahr, Meerut, Achhalda, Agra, Haridwar, Tirupati, Mohali, Indore, Nashik, Solapur.
BillingCityPlaceIdBilling CityLookup → Place
BillingCountryBilling CountryPickListValues: India.
BillingPostalCodeBilling Postal CodeText
BillingRegionBilling RegionText
BillingStateBilling StatePickListValues: Haryana, Maharashtra, New Delhi, Punjab.
BillingStreetBilling StreetText
ClaimableAmountClaimable AmountCurrency
CreateAccountContactCreate Account ContactBooleanWhen on for a customer account, the account's primary contact is created from its name and email on save and kept in step with them on later saves. The phone number is not copied.
CreatedByIdCreated ByLookup → UserAccountYes
CreatedDateTimeCreated DateDateAndTimeYes
DeducteeTypeDeductee TypePickListThe statutory withholding classification of the party, which drives dual-rate section resolution (for example the individual/HUF rate versus the rate for other entities) and the deductee code written into withholding return files. Values: Individual, HUF, Company, Firm / LLP, AOP / BOI, Local Authority, Government, Trust.
DefaultTdsSectionIdDefault TDS SectionLookup → TdsSectionThe withholding section defaulted onto new bill and invoice lines for this party; the line's own section remains the override, so a document can legitimately differ from it.
DescriptionAccount DescriptionText
DocumentNameCodeDocument Name CodeTextA short code (up to five characters) contributed to generated document numbers: an invoice's document series is the partner account's code concatenated with the branch's code. Meaningful mainly on partner (company) accounts.
EmailEmailTextThe main email address, format-checked on save. It is copied to the primary contact when the account creates one, and kept in step on later saves while Create Account Contact is on.
ExternalIdExternalTextLabelled External: the party's identifier in another system. An imported row with this value and no internal id updates the one existing account that carries it.
FaxAccount FaxText
FirstNameFirst NameText
GeoLocationGeo LocationGeoLocationThe account's map position, used for nearby-outlet search and route planning in the field app.
GSTINGSTINLongMultiLineTextThe party's GST identification number, checked for its 15-character format. On documents, a GSTIN on the billing contact address takes precedence over this one.
GSTRegistrationTypeGST Registration TypePickListThe party's GST registration status and the main input to how a document is taxed. A registration type on the billing contact address takes precedence. Values: GST Registered- Regular, GST Registered- Composition, GST Unregistered, Consumer, Overseas, Special Economic Zone (SEZ), Deemed Exports, Non GST Supply, Out Of Scope.
IdIdGuidYes
IndustryIndustryPickListValues: Technology, Chemicals, Manufacturing, Construction, Retail, Banking, Electronics, Finance.
IsActiveActiveBooleanLabelled Active: whether the account can be used on new documents. Documents that reference an inactive account are refused. Switching it off does not change documents already recorded.
IsCustomerAccountCustomer AccountBooleanLabelled Customer Account: you sell to this party. Only customer accounts can be picked as the customer on sales and CRM documents, and only customer accounts get an automatic primary contact.
IsDeadOutletDead OutletBooleanLabelled Dead Outlet: marks a retail outlet that has stopped ordering. Flagged outlets on the field rep's beat for the day appear on the Dead Outlets card.
IsGLPostingEnabledGL Posting EnabledBooleanLabelled GL Posting Enabled: switches on general-ledger posting for a partner company. Switching it on for an already-saved partner account creates that company's standard ledger accounts; ticking it on the create form does not.
IsPartnerAccountPartner AccountBooleanLabelled Partner Account: a company in your network that owns transactions, named as the Partner Account on documents. When your organization runs several companies, a partner account must also be set up as a company before documents can be recorded for it.
IsPlatinumOutletPlatinum OutletBooleanLabelled Platinum Outlet: marks a high-value retail outlet. Flagged outlets on the field rep's beat for the day appear on the Platinum Outlets card.
IsRCMIs RCMBooleanLabelled Is RCM: reverse charge applies to this supplier. It is copied to new bills that do not set it themselves.
IsRelatedPartyRelated PartyBooleanLabelled Related Party: marks the party for related-party disclosure. When on, Related Party Type is required; Related Party To cannot be before Related Party From.
IsSupplierAccountSupplier AccountBooleanLabelled Supplier Account: you buy from this party. Only supplier accounts can be picked as the supplier on procurement documents.
IsTaxExemptedTax ExemptedBoolean
LabelAccount LabelTextLabelled Account Label: the trading name when it differs from the registered name. Where a display name is shown, Account Label is preferred over Name.
LastNameLast NameText
ModifiedByIdModified ByLookup → UserAccountYes
MSMEEnterpriseCategoryMSME Enterprise CategoryPickListRegistered activity: Manufacturing, Service or Trading. Trading enterprises are outside the MSMED delayed-payment relief. Values: Manufacturing, Service, Trading.
MSMEEnterpriseTypeMSME Enterprise TypePickListMicro / Small / Medium classification shown on the supplier Udyam certificate. Values: Micro, Small, Medium.
MSMEPaymentDueDaysMSME Payment Due DaysNumberThe payment period agreed with this MSME supplier, from 1 to 45 days. It feeds the MSME Delayed Payments statement on the fiscal year.
MSMERegistrationDateMSME Registration DateDateDate of MSME / Udyam registration as printed on the certificate.
MSMERegistrationStatusMSME Registration StatusPickListMSME registration standing declared by the supplier. Only Registered attracts the MSMED s.15 payment window and s.16 delayed-payment interest. Values: Registered, Not Registered, Declaration Awaited, Deregistered.
MSMEUdyamNumberUdyam Registration NumberTextLabelled Udyam Registration Number, checked against the format UDYAM-XX-00-0000000.
MSMEVerifiedOnMSME Verified OnDateDate the Udyam number was last verified against the Udyam portal.
NameNameTextThe party's registered or legal name, shown on documents. It is not checked for uniqueness, so search before creating an account.
NumberOfEmployeesEmployeesNumber
OwnerIdOwnerLookup → UserAccountYes
OwnershipOwnershipText
PANPANTextThe Permanent Account Number, checked for its format (five letters, four digits, one letter). TDS processing and PAN verification key off it.
PanVerificationSourcePAN Verification SourceText
PanVerificationStatusPAN VerificationPickListLabelled PAN Verification: the result of checking the PAN (Verified, Invalid or Name Mismatch), recorded by the Import PAN Verification action on a TDS return or by hand. Empty means never checked. Values: Verified, Invalid, Name Mismatch.
PanVerifiedOnPAN Verified OnDateAndTime
ParentIdAccountLookup → AccountLabelled Account: the parent account in the party's own corporate hierarchy, such as a head office above its branches.
PartnerOwnerAccountIdPartner Owner AccountLookup → AccountThe partner company that owns this outlet. It is hidden when your organization runs a single company and is reassigned by Transfer Partner.
PhonePhoneText, uniqueThe main phone number. It must be unique across accounts and, in India, be 10 to 15 digits with an optional leading plus sign. A new lead whose phone number exactly matches it links itself to this account.
PhotoUrlPhoto UrlText
PlaceOfSupplyPlace of SupplyPickListThe party's GST state, used when a document and its billing address carry none. It is compared with the branch's state to decide whether a supply is within or outside the state. Values: Maharashtra, Gujarat, Rajasthan, Haryana.
PlatinumOutletOrderCountPlatinum Outlet Order CountNumberOrder count behind the platinum classification, shown as the badge on the Platinum Outlets card. Computed over the classifier's trailing window -- read-only, because a hand-typed value would state a measurement nobody took.
RatingAccount RatingPickListLabelled Account Rating: Hot, Warm or Cold. For reporting only. Values: Hot, Warm, Cold.
RecordTypeIdRecord TypeGuid, hidden
RelatedPartyEffectiveFromRelated Party FromDate
RelatedPartyEffectiveToRelated Party ToDate
RelatedPartyRelationshipRelationshipText
RelatedPartyTypeRelated Party TypePickListValues: Director, Key Management Personnel, Relative of Director / KMP, Holding Company, Subsidiary Company, Fellow Subsidiary (Sister Concern), Associate / Joint Venture, Entity Controlled by Director / KMP, Promoter, Other.
RewardPointsReward PointsDecimalDeclared on the account master but written and read by nothing in the platform - loyalty accrual lives on the scheme ledger, not here. Any value present arrived from an import or manual entry.
SalutationSalutationPickListValues: Ms., Dr., Prof., Mx..
ShippingAddressShipping AddressText
ShippingCityShipping CityPickListValues: Mumbai, Pune, Chandigarh, Mohali.
ShippingCityPlaceIdShipping CityLookup → Place
ShippingCountryShipping CountryPickListValues: India.
ShippingPostalCodeShipping Postal CodeText
ShippingRegionShipping RegionText
ShippingStateShipping StatePickListValues: Haryana, Maharashtra, New Delhi, Punjab.
ShippingStreetShipping StreetText
SicSicText
SicDescSIC DescriptionTextThe industry classification code itself is held in Sic.
SiteAccount SiteText
StatusStatusPickListAn informational lifecycle value (Draft, Created, Pending Approval, Approved, Rejected), changed with Set Status. No approval process reads it; use Active to stop an account being used. Values: Draft, Created, Pending Approval, Approved, Rejected.
TANTANText
TdsApplicableTDS ApplicableBooleanLabelled TDS Applicable: off means this party is exempt from tax withholding.
TickerSymbolTickerSymbolText
TradestyleTradestyleTextA trading-as name has to go in Label or Site.
TypeAccount TypePickListLabelled Account Type: a commercial classification for reporting. The shipped active value is Customer - Direct, the default. It does not switch the customer, supplier or partner role on or off. Values: Customer - Direct.
UIPropsUI PropsText
UpdatedDateTimeModified DateDateAndTimeYes
WebsiteWebsiteText
YearStartedYear StartedText

Actions

ActionLabelTypeWhat it does
BulkDeleteDeleteDeleteDelete the selected records.
CloneCloneServerAction (Clone)Clone
DeleteDeleteDeleteDelete
DeleteInListDeleteDeleteDelete in a list page
EditEditEditEdit
EditInLineEditEditInlineEdit in page.
EditInListEditEditInlineEdit in List Header
EditPopupEditEditEdit
FindDuplicatesFind DuplicatesServerAction (FindDuplicates), hiddenFinds records that may be duplicates of this account via the shared record-merge engine's duplicate detection; read-only, typically run before Merge.
FindMergedMerged RecordsServerAction (FindMerged), hiddenLists the accounts that were previously merged into this one, via the shared record-merge engine's history. Read-only and hidden by default; useful for explaining why a duplicate account can no longer be found under its own name.
MergeMergeServerAction (Merge)Merges duplicate accounts into this surviving master via the generic record-merge engine (IRecordMergeService) - the same entity-agnostic Merge that cases use; despite the seeded description mentioning cases, on Account it merges accounts.
NewNewNewNew
SetStatusSet StatusServerAction (SetStatus)Opens the status form for the account. The server side does not change the status: the handler only reads an optional notify flag from the arguments and returns it, so whatever the status ends up as was written by the form's own field binding, not by this action.
SetStatusBulkSetStatusServerAction (SetStatus)The list-header variant of the status action, requiring a selection. It dispatches to the same server handler, which performs no status change of its own - so on a bulk selection with no form behind it, nothing is updated.
SetStatusLineSet Status LineServerAction (SetStatus)The row-level variant of the status action, opening the same status form from a list row and dispatching to the same server handler, which performs no status change itself.
UIActionUI ActionUIActionUI Action

Validations

ValidationApplies toError messageNotes
Last Name Mandatory for Customer Account ValidationLastName, Error, inactiveLast Name is mandatory for Customer Accounts.Last name is mandatory for customer account.
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