Add a participant

You can register both internal and external participants for an event. An external participant is a sales contact, an internal participant is an employee.

Add an external participant

If an external participant is registering for a course for the first time, add a sales contact. For this sales contact you can then create a sales invoice.

To add an external participant:

1. Go to:CRM /Organisation/person / Sales contact.
2. Click on: New.
3. Specify whether you want to base the sales contact/debtor on an organisation or a person.

   Depending on this choice, different fields will be displayed in the following steps.

4. Click on: Next.
5. Enter the name.

   If you have a contract with company.info and you wok with AFAS Online, you can click on the search button behind the name field. Here the Search in company information action is available.

   If you do meet the requirements but do not see this button, the communication profile is probably blocked.

   More information:

   Configure searches for company information

   When adding an Organisation, Sales Contact and/or Purchase Contact, you can search in company information. To do so, you must unblock the Company Information communication profile.

   Note:

   This functionality is only available in AFAS Online.

   To unblock the Company Information communication profile:

   A communication profile is always supplied with the blocked status. You now first have to unblock this profile so you can use it to exchange data.

   1. Go to: General / Communication service / Communication profile.
   2. Open the properties of the Company and address information profile.
   3. Go to the tab: General.
   4. Deselect the Blocked check box.
   5. Click on: OK.

   If you think the sales contact/debtor already exists as an organisation or person, enter the name first. Then click on the search button to the right of the Name field and click on Matching organisations or Matching persons. If Profit finds a match, you can directly copy the organisation/person concerned. This will also link the organisation/person to the new sales contact/debtor.

6. Press: Tab.

   Profit automatically completes the Search name field based on the name entered.

7. Click on: (after Address).

   If you do not enter the address, you can continue to add the sales contact/debtor, but the sales contact/debtor cannot be used in Profit.

8. Enter the postal code and house number.
9. Press: Tab. 

   Profit completes all address details, as far as is possible.

10. Complete any missing data.
11. Click on: OK.
12. Click on: after Postal address to enter a different postal address.
13. Click on: Clear address and generate new address.
14. Complete the fields.
15. Click on: OK.
16. Select the Provide values for additional organisation fields check box.
17. Click on: Next.

    If you see the message that the organisation or person is already known, continue with the Convert an organisation/person into a debtor procedure.

18. In the following steps of the wizard, enter the general data (of the organisation/person).

    This is possible because the Provide values for additional organisation fields check box is selected.

19. Click on: Next until you can enter the bank account number data.
20. In  Country of bank, select the country of the bank.

    If the country is in the SEPA area, the IBAN check check box is selected and mandatory.

    Profit checks the IBAN number based on a default check of the validity of IBAN numbers and checks if the first two letters are identical to the country code you enter in Country of bank. You can check the IBAN number and the BIC code using several websites (including www.ibanbicservice.nl, www.tuxx.nl and www.ibannl.org/uitleg-over-iban which provides a detailed explanation of the IBAN number check).

21. Deselect the IBAN check check box if the bank account number is not an IBAN account number.

    You can only deselect the check box if Country of bank is a country outside the SEPA area.

22. Enter the account number in IBAN number if the bank account number is an IBAN account number.
23. Enter the account number in Bank account if the bank account number is not an IBAN account number.

    For a Dutch IBAN number, Profit automatically enters the BIC code and for all countries it enters the code of the bank in Bank type.

24. In BIC code, enter the Bank Identifier Code if it has not been entered automatically. This field is mandatory for an IBAN number.

    You can also enter the bank account number after you have completed the wizard.

    Profit completes the remaining fields automatically.

25. Click on: Next.
26. Click on: Next.

    You have now entered all details of the organisation/person. The next steps deal with the master data of the sales contact/debtor.

27. If you select the Auto numbering check box, Profit automatically generates a (debtor) number.
28. Select the Is debtor check box if you want to add a new debtor.

    If you do not select this check box, you can convert this sales contact into a prospect by adding a forecast or quotation/cost estimate for this sales contact.

    The ‘OIN’ number is a government identification number that is used to identify a government agency when messages are exchanged through a digital link. This number should be included in the 'PKIoverheid' certificate used.

29. Complete the fields.
30. In Sales contact type, select the category in which you want to classify the sales contact, if you want to use categories for reports, analyses or cockpits. Examples of categories could be Gold, Silver and Bronze.

    The Sales contact type table is a custom table in which you can add your own values via General / Configuration / Custom table.

    Note!

    You must add only new values to the table. If you rename existing values, these will be returned to the default values when a conversion is performed to a new Profit Update.

31. In Preferred issue method, select how this sales contact prefers to receive invoices, letters etc. You can choose from E-mail PDF and Print, among other things.
32. Click on: Next.
33. Select the summary account.

    Profit enters the debtor invoices on the summary account. Profit writes off the debtor's payments from the summary account.

    You can only select a summary account if you have selected the Is debtor check box for the sales contact. This must be an account of the Debtor Type of summary account.

34. Complete the remaining fields.

    The Preferred contra account is displayed automatically when you enter a sales invoice via the sales journal. In combination with other data, Profit enters a lot of the sales entry data for you automatically, automating a manual entry to a large extent.

    The Credit limit field is only applicable to invoicing via Profit Order management. If you enter an amount here, Profit checks if the credit limit is being exceeded when adding sales orders. Depending on the settings, you will receive a warning, or you will be blocked from adding the sales order.

35. Click on: Finish.

Add an internal participant

If a new employee who is not yet known within Profit enrols in a course, you first add an employee.

To add an internal participant:

1. Go to: HR / Employee / Employee.
2. Click on: New.
3. Add a new employee.
4. Select the Report employee's start of employment check box if you want to report the employee's start of employment immediately. You also can enter an employee whose employment commencement date is in the future.
5. Select the employer, if you are using the employer ID as a prefix for the employee ID.
6. Click on: Next.
7. In the subsequent screens you can record the employee's personal details. This is largely the same as when adding a person in Profit CRM.

   Note:

   Depending on the activation of a country functionality in Profit, you can record an identification number for the activated country. For example, you can record a Dutch or Belgian social security number for an employee ('BSN' and 'Rijksregisternummer', respectively)

   As soon as more country functionalities have been activated, you can record an identification number by nationality. You enter the identification number and select the country.

   Profit displays the generated code to be used in Profit CRM.