Clients are global records, meaning that an individual client could potentially be used by anyone in your WorkBook database. Debtors are billing entities and are unique records within a WorkBook company; they cannot be shared across companies.
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Resources module > resource default grid
Click on the further options menu
Select create a new resource > select client
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Complete the necessary new client fields
The mandatory fields are highlighted in blue below, the rest are optional
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! |
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Click into the second tab (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/see below |
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ADDITIONAL CLIENT SETTINGS
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. All other fields are dependent upon your agency processes.
General Settings:
You can access this from client settings icon (the cog) in the client card.
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Be sure to complete the following fields:
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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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New employee access to clients:
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Select your agency
Select any other relevant 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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