Clients are global records, meaning that an individual client could potentially be used by anyone in the worldyour WorkBook database. Debtors are billing entities and are unique records within a WorkBook company; they cannot be shared across companies.
Clients are created in the resource module and are controlled by a system administrator.
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CREATE A CLIENT
To add a new employee go to:
Resources module > XXXXX settings resource default grid
Click on the further options menu
Select create a new resource > select client
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FIELD | DESCRIPTION |
Client name* | Name of company / client
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Client initials* | This will auto-populate. |
Client type* | 1 – Client 2 – Prospects (use for creating new business pipelines) 3 - A client can be changed to a different client type (i.e. Internal) after creation. |
Account Manager* | The selection will inform the default on jobs for this client and the field can also be used for approval workflows. |
Address and contact details | This information can be added now or later. |
Create Debtor in | There are two options here:
You may want to do this if:
Do not click OK yet! |
Now click Click into the second tab (Job Settings) and complete job settings)
Complete the fields highlighted in blue
FIELD | DESCRIPTION |
Price List | Select the price list applicable for this client. This can be changed later, if required. If a price list is not selected then a default price list, with no pricing capabilities, will automatically populate. |
Default Currency | The default currency you quote and bill this client in. |
Team | Select All Employees |
Language | The default language used for quotes and invoices for this client. |
Administration Fee | This information can be added now or later. |
Click ok
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| Info |
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A pop-up of the client card will open. There are several attributes you must complete in the client card before your client is set-up. Go to following articles XXXXX |
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ADDITIONAL CLIENT SETTINGS
Complete After you create a client, it’s important to complete all other settings tabs in order to complete the client setup.
All fields beloware recommended as part of the client set-up process, fields outlined below are recommended. All other fields are dependent upon your agency /office processes.
In General Settings:
You can access this from client settings icon (the cog) in the client card.
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Now click into the second tab (Job Settings) and Be sure to complete the following fields:
FIELD | DESCRIPTION |
Account Manager | Select the person that owns the client relationship, as defined in your office/ agency. This may be used for reporting and in approval flows. |
Default Payment Terms | Select the client's default payment terms |
Order No. | Tick if the order number (Client PO) must be filled in when invoicing (in order to finalize/send an invoice) |
In Employee Access:
Employee access is used to allow access to the client.
Shift + Select all people that should be able to access this client and their jobs
Select further options >
Click grant access and display to selected users
Repeat process to grant all PWW US users’ access to the client
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In New employee access to clients:
This ensures that new employees within certain office(s) will automatically have access to this client.·
Select your
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agency
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Select any other relevant
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agency if this is a shared client (for multi company databases)
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Now click into the second tab (Job Settings) and complete the fields
FIELD | DESCRIPTION |
Account Manager | Select the person that owns the client relationship, as defined in your office/agency. This may be used for reporting and in approval flows. |
Default Payment Terms | Select the client's default payment terms |
Order No. | Tick if the order number (Client PO) must be filled in when invoicing (in order to finalize/send an invoice) |
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CREATE THE DEBTOR RECORD
A debtor record can be created directly from a client record or through the finance module. Whichever method you choose, the same fields must be completed. The below takes you through creating a debtor from the finance module.
Go to the team matrix tab
Use the search field or filter to refine the list
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