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# CUST-HEADOFFICES Placeholder
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# Head offices
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[UNDER CONSTRUCTION]
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The Head offices [form](ay-start-form-overview.md) is used to edit Head office records.
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A Head office is an optional AyaNova business object used for grouping [Customers](customers.md) together under a single entity and has several uses:
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- Billing; when the bill should go to the Head office for work performed for that Customer
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- [Customer access](adm-global-settings.md#head office-access-settings) self-service features. A Head office [Contact](cust-contacts.md) can use all the Customer access features for all Head offices who have their Head office selected depending on the permissions granted.
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- Grouping purposes for management reporting in AyaNova
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## Authorization Roles required
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This form is available to User's with the following [roles](ay-biz-admin-roles.md):
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Full access
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- Accounting
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- Business administration
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- Service manager
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- Sales
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Read only access
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- Business administration - restricted
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- Service manager - restricted
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- Service technician
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- Sales - restricted
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## How to access head offices
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Head offices are accessed in the following ways:
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- From the `Customers` navigation pane `Head offices` item to open the Head offices [data table](ay-start-form-data-tables.md)
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- By clicking on the [open record icon](ay-start-form-autocomplete.md#opening-selected-record) in any Head office selection list on any other form where head offices can be selected such as the Customer form
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- From any [data table](ay-start-form-data-tables.md) column showing head offices such as the [Customer list](customers.md)
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## How Head offices work
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### Selecting
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Head offices are selected in the [Customer edit form](customers.md).
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### Retiring
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When a Head office is no longer required it should be set to inactive by un-checking it's Active checkbox so it is not offered for selection on new records.
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Note that if there are active Customers assigned to this Head office then it should remain active.
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## Head office data table
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The Head offices [data table](ay-start-form-data-tables.md) lists all the head offices available and access to data table [common menu options](ay-start-form-data-tables.md#common-menu-options).
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## Head office edit form
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The Head office edit form contains all the [standard edit form](ay-start-edit-forms.md) functionality and contains the following fields:
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### Head office tab
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#### Name
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This is the name of the head office as it's displayed in forms and reports. This is also the primary identifier when searching for a head office to select in [autocomplete](ay-start-form-autocomplete.md) lists. A head office name must be unique from all other head offices entered.
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Keep in mind that this is the Name that will appear on reports and be visible to Head office [Contact users](cust-contacts.md) if they are permitted to log in to AyaNova.
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This is the only **required** field on the Head office form. All other fields are optional.
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#### Account number
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Provided for reference or connecting to another applications matching account number for this head office.
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#### Web address
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Web site address in an [URL control](ay-start-common-controls.md#url) for entry or opening.
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#### Email
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Email address in an [Email control](ay-start-common-controls.md#email) for entry or opening.
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#### Phone fields
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Five phone contact number fields are provided as [Phone controls](ay-start-common-controls.md#phone) for entry or dialing on supported devices.
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These fields are pre-labeled as "Business", "Fax", "Home", "Mobile", "Pager" however as with all AyaNova form field labels they can be [changed](adm-translations.md) to labels appropriate for your business.
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#### Contract
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#### Contract expires
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You can select a [Contract](svc-contracts.md) for a Head Office in AyaNova and it will automatically be applied to Work orders, Quotes and Preventive maintenance orders when the Customer selected on those objects has this Head office selected.
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Contracts are automatically selected based on the most specificity, so, for example when both a Customer and a Head Office each have a Contract, the Customer contract takes precedence for automatic selection on new work orders.
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When a Contract is selected the `Contract expires` field will be visible. This field controls the time period for which a contract is considered valid and once this date has passed the Contract will no longer be automatically applied.
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See the [Contract documentation](svc-contracts.md) for further details.
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#### Active
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Head offices that are set to Active can be selected on new Work orders and other objects that user head offices.
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Head offices not set to Active will still show in older records but can not be selected for new records; this is how you retire a head office from use.
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#### General notes
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Notes about this record for internal staff use. Notes can also be reported on if desired.
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These notes are only visible in this form.
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#### Service tech notes
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Service tech notes are specific notes that display on work orders, quotes and preventive maintenance orders and are intended as a message to the service technician whenever they deal with this head office. Service tech notes will display as a dark blue alert box with an (i) info icon.
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This field is commonly used to alert a _service technician_ to some unusual aspect of _providing service_ to this Customer, for example there may be special instructions for accessing the site or special requirements around billing or work practices such as safety protocols to follow, where to park etc.
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#### Alert notes
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Customer alert notes are displayed on work orders, quotes and preventive maintenance orders and are intended as a general purpose alert message to _any_ staff member whenever they deal with this head office.
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Alert notes will display as an orange alert box with a triangular /!\ exclamation mark icon.
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This field is commonly used to generally alert _all staff_ about an important issue regarding this head office. For example billing related issues such as "Credit hold - cash only".
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#### Custom fields
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If the form has been [customized](ay-customize.md) and [custom fields](ay-customize.md#custom-fields) enabled for this object they will display here.
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#### Tags
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Standard AyaNova object [tags control](ay-start-form-tags.md).
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#### Wiki
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Standard AyaNova object [wiki control](ay-start-form-wiki.md).
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#### Attached files
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Standard AyaNova object [attachments control](ay-start-form-attachments.md).
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### Address tab
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Standard AyaNova object [Address control](ay-start-common-controls.md#address).
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### Contacts tab
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The Contacts tab is where you enter information about people associated with the Customer for both contacting purposes and for optionally allowing them to login to use AyaNova's head office self service features.
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See the [Contacts help page](cust-contacts.md) for more details.
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### Menu options
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In addition to the [common edit form menu options](ay-start-edit-forms.md#common-edit-form-menu-options) the Customer edit form also has these options:
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#### Customer notes
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Opens up the [head office notes](head office-notes.md) form for recording notes about the head office in a dated log format when the general Notes field is not enough.
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This can be used for any purpose but is often used for recording notes about interactions with the Customer for future reference purposes.
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#### Work orders
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This is a shortcut to create or view prior work orders for a head office and opens the [Work order list](svc-workorders.md) [data table](ay-start-form-data-tables.md) pre-filtered to only show records for this head office.
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#### Customer Units
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This is a shortcut to create or view prior Unit records for a head office and opens the [Unit list](svc-units.md) [data table](ay-start-form-data-tables.md) pre-filtered to only show records for this head office.
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#### Quotes
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This is a shortcut to create or view prior Quote records for a head office and opens the [Quote list](svc-quotes.md) [data table](ay-start-form-data-tables.md) pre-filtered to only show records for this head office.
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#### Preventive maintenance
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This is a shortcut to create or view prior Preventive maintenance records for a head office and opens the [PM list](svc-pms.md) [data table](ay-start-form-data-tables.md) pre-filtered to only show records for this head office.
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