Published at: 2026-09-17

Maintain account information

Overview

An Account record stores the basic information, owner, addresses, financial information, and related business data for a business or individual. Keeping this information current helps sales, delivery, and finance teams work from the same Account data.

Before you begin

Before you begin - You need permission to view, create, or edit Accounts. - Creating an Account may trigger duplicate checks, creation approval, and Account Retention Limit validation. - Editing an Account or changing its owner also depends on the Account status and your data permissions.

Create an Account

  1. Open the Account list and click New.
  2. Enter the Account Name and other required information.
  3. If the system displays matching company information, verify the company and select the information to populate.
  4. Click Save.
Account Name matching prompt
You can also create an Account by copying an existing Account, converting a Lead, scanning a business card, or importing records. Select Save & Create New Contact to enter an Associated Contact immediately.

Handle duplicate checks and Retention Limit validation

  • The system checks for duplicate Accounts based on rules configured by your administrator.
  • An exact match may prevent you from creating a duplicate Account.
  • A fuzzy match displays similar Accounts so that you can decide whether to continue.
  • If you reach the Account Retention Limit, the system prevents you from creating or receiving another Account.
The result depends on your organization’s configuration.

View Account information

Open an Account from the Account list. The details page displays basic information, Contacts, sales records, and related business data based on your permissions.
The Account list supports both list and map views. The map uses the location saved in the Account’s Primary Address.
The Account details page may display the following transaction summary:
Summary Calculation
Total Opportunity amount Total amount of related Opportunities that you can view
Total order amount Sales Order Amount for all related Sales Orders
Total return amount Return Order Amount for all related return orders
Total payment amount Total amount of related payments
Total refund amount Total Refunded Amount for related refunds
Outstanding payment (Total order amount - total return amount) - (total payment amount - total refund amount)
Views and summary data are subject to data permissions.

Edit Account information

  1. On the Account details page, click Edit.
  2. Update the required fields.
  3. Click Save.
Before changing the Account Name, confirm that your administrator allows Account owners to edit it. Some fields and actions are unavailable when an Account is under approval, locked, or otherwise restricted.

Maintain Account Addresses

Account Address is a detail object of Account. It supports Account location, field visits, and delivery scenarios.
  1. Open Address Management on the Account details page.
  2. Create or edit an address, including Province / City / District, Full Address, and location.
  3. Set the address as the Primary Address or Default Shipping Address, as needed.
  4. Save the record and verify its status.
Each Account can have only one Primary Address and one Default Shipping Address:
  • The Primary Address provides the Account’s map location and default location for field visits.
  • The Default Shipping Address can populate the delivery address on a new Sales Order.

Maintain Account Financial Information

Account Financial Information is a detail object of Account. It stores information used for invoicing.
  1. Open Financial Information on the Account details page.
  2. Create or edit the company name, tax identification number, Account Opening Bank, bank account number, and other information.
  3. Select Set as Default for one financial information record, if required.
  4. Save the record and verify the information when creating an Invoice Application.
Each Account can have only one Default Financial Information record. Available fields depend on your organization’s object and page configuration.

Change the Account owner

  1. On the Account details page, click More > Change owner.
  2. Select the new owner.
  3. Choose whether to change the owners of eligible related records.
  4. Confirm the change.
Eligible records may include Contacts, in-progress Opportunities, Orders in specified statuses, and active Contracts. Records in a Workflow, BPM process, or Lock Status do not change.

Understand common system fields

Field Description
Remaining Retention Time Time remaining before the Account is withdrawn under the applicable rule
Number of Transfers Number of times the Account owner has changed
Deal Status Updated according to Deal Behavior configured by an administrator
Last Follow-up Time Updated according to Follow-up Behavior configured by an administrator
Account Data Completeness Ratio of completed editable fields to all editable fields

Verify the result

  • The Account details page displays the latest information.
  • The Primary Address and Default Shipping Address are available in the applicable business processes.
  • The Default Financial Information populates an Invoice Application.
  • The Account and eligible related records show the correct owner.

Related topics

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