Client Details

Maintain details for new or existing clients.


Client Code

Alpha or numeric can be used - we suggest limiting the code to 3-4 characters in length

Client Manager

Assign the Employee who is responsible for the overall financial management of the client. When a new job is added for the client, then the job client manager will default to the employee you assign here, but it can be changed at job level. Several reports in Accountability allow you to select/filter according to the client manager. The client manager can be changed at any time - however changing the client manager here will not re-assign the client manage assigned to existing jobs.


Client Type

Optional posting structures can be created based on client type - such as maintaining separate General Ledger AR control accounts for client types.  Several reports in Accountability allow you to select/filter according to the client type. New client types can be created under the menu choice "Set Up Files" / "Client Types". If you define General Ledger AR control accounts based on client type, you will not be able to change the client type on an existing client if invoices have been created for the client


Billable?

Defines whether jobs for this client are for billable or non-billable activity by default, but it can be changed at job level. In most cases a 'non-billable' client will be created to track internal activities such as for the recording of internal time and expenses.


Production Service Fee %

An optional percentage based fee added to estimates and production invoices. When a new job is added for the client,  the job service fee % will default to the % assigned here, but it can be changed at job level. Further - this may be varied for individual  estimates and invoices as required. Services fees are disclosed as a separate line on estimates and production invoices.


Supplier Mark Up  %

An optional percentage based fee added to third party (supplier) cost charges on estimates and production invoices. When a new job is added for the client, the job mark up %will default to the % you assign here, but it can be changed at job level. Further - this may be varied for individual estimates and invoices as required. Mark Up is not disclosed on estimates and production invoices.



Credit Limit

Appears on Receivables Aging Reports


Report Language

Only assign this where estimates and invoices are to be presented in a language other than the default language defined for your company.



Payment Terms

Used to calculate the default Due Date on invoices created for the client. These terms appear in the header section of invoices.


Office

Assign the Office that is by default responsible for the financial management of the client. When a new job is added for the client, the job office will default to the office you assign here, but can be changed at job level. It is the office that the job is assigned to which drives which Office GL that accounting entries for revenue and receivables will be posted. The office can be changed at any time - however changing the office here will not re-assign the office assigned to existing jobs.


Currency

The default currency applicable to estimates and invoices.  When an estimate/invoice is added for the client, this currency will be applied by default but this may be varied for individual estimates and invoices as required. New Currencies can be created under the menu choice "Set Up Files" / "Currencies".

Default Tax Code & Tax %

The default applicable VAT/GST Tax structure applicable to estimates and invoices.  When an estimate/invoice is added for the client, this code & %  will be applied by default but this may be varied for individual estimates and invoices as required. New Tax Codes can be created under the menu choice "Set Up Files" / "Tax Codes".


Default WHT Code

The default applicable withholding tax structure applicable to invoices.  When an invoice is added for the client, this code will be applied by default but this may be varied for individual invoices as required. New WHT Codes can be created under the menu choice "Set Up Files" / "Withholding Tax Codes".


Company Number

Appears in the header section of invoices, and on Tax Reports for invoices assigned to the client. Usually this the official government tax registration number applicable to the client.


Master Client

Where multiple individual clients have been created to segregate activity for various divisions of an umbrella 'master client' - thy can be assigned as belonging to that master client. This is essentially an optional grouping used for Receivables reporting and receipts entry. For example receivables Aging reports can be optionally grouped or filtered by master client


Client Account Number

Appears in the header section of invoices



Note:

You can attach any source documents to the client record by clicking the symbol and attaching a file to the client entry.  After attaching your file, you can add a description of the document.  Make sure to click to save your attachments for later reference.