Content Comparison

FIELD

DESCRIPTION 

Account Manager*

Select

Default Payment Terms

Select the client's default payment terms

Order No.

from employee list

This will be the default on new jobs for this client

Client type*

Client / Prospect / Internal

Default currency*

If multiple currencies have been setup on your system you will be able to select from the dropdown, otherwise this will default to the standard currency in your system, i.e. AUD

Reference key

Field can be used for importing data, i.e. can include a record ID to import against

External code

Field can be used for integrations, i.e. storing a unique code

Default payment term*

Select from list.

Note: If you have agreed terms with the client that do not appear in the dropdown, you will need to create these in Settings.

Credit max. check

Set credit check parameters (optional)

This is linked to the Credit max. amount field

This feature allows you to limit new records based upon the credit balance and the status of all unpaid, overdue, invoice and/or WIP amounts.

Credit max. amount

Free text field to add $ value that will prevent new records once a credit limit is reached via open invoices relating to this client.

This is linked to the Credit max. check field

Enter $value, hover over cell and click on calculator icon to check current status.

If the current status exceeds the Credit Max. amount, you will be presented with a pop-up message.

Checkboxes

   Client reference account no

   Account reference has to be filled in when invoicing

   Order no. has to be filled in when invoicing

Client PO no. title

Add prefix and by default it will auto populate in ‘Client PO title’ field on new invoices: Invoice > Header tab

Won date

Defaults to the date the client was created in system, can be edited.

Default support job

If ticketing is setup in your system, then you can select a default job here for tickets to go to.

Public registration number

Store business registration number

Employee access > Control which users in your system can access the client

There are two tabs, ‘Employee access’ and ‘Company access’.

Employee access allows you to:

   Add/remove access to the client to individual users by checking/unchecking the ‘Access’ and Display’ columns,

   Or, use the shortcut keys (accessed via the hamburger menu) to grant or remove access and/or display by groups, i.e.  team members, company, selected users (highlighted rows), or all users

Company access overrides the Employee access settings, so if you deselect a company via this tab, no one within said company will have access to client (regardless of the ‘Employee access’ settings).

New employee access to clients > Default setting for new user access to client data

For example, new employees in the Tangram Demo company will automatically have access to all historic/current/future jobs where the job team is set to All Employees for this client.

New job settings > Default options when creating a new job

There are two tabs ‘Client defaults’ and ‘Company defaults’.

Client defaults allow you check, update and manage the default options when creating a new job on this client.

   Price list: Select the default rate card

   Language: i.e. English – United Kingdom

   Job administration fee: This field allows you to add a standard Administration fee to all jobs for that client. They fee is added as a Materials value, rather than onto a quote.

   Material price group: Like rate cards, you can also create multiple Material lists. These need to be created in Settings > Price lists & activities > Material types first and will then be available to select via the dropdown.

   Mileage price group: As above, Mileage lists are created in Settings > Price lists & activities > Mileage types first and will then be available to select via the dropdown.

   Subsistence price group: (Ignore - Field no longer in use)

   Billable value: Billable/Non-billable

   Client PO number: Add a default PO number here and it will default on invoices – Job > Invoice > Create Invoice > Header tab > ‘Client PO number’ field will pre-populate

   Debtor: Debtor must be set when opening a new job (checkbox). Recommended

   Add custom codes: Select from dropdown

The Company defaults tab allows you to assign different values for each of the above fields by company, i.e. if you have two companies and both do work for the same client, but each has a separate ratecard, you can specify the different rate card for each company.

Create job permissions > Set which access roles within companies have permission to create jobs for that client

Refers to the company specific configurations for job creation:

For example, ‘Advanced User + Admin’ can create jobs for this specific client under Tangram Demo, but only ‘Admins’ can create jobs under Vis}it by Tangram.

You can also ‘Block’ all users from a company from creating jobs for that client.  

Create job permissions > Set which access roles within companies have permission to create jobs for that client

Refers to the company specific configurations for job creation:

For example, ‘Advanced User + Admin’ can create jobs for this specific client under Tangram Demo, but only ‘Admins’ can create jobs under Vis}it by Tangram.

You can also ‘Block’ all users from a company from creating jobs for that client.  

Price quote settings > Set client specific default options when creating new price quotes

   Use fixed debtor address as PQ receiver address, otherwise use client address: If Client address and Debtor address are different, select which should appear on Price Quotes.

Price quote lines (checkboxes):

   Allow editing of hourly rates on price quote lines

It’s recommended to uncheck this to lock editing of the hourly rate on PQs

Note: You can also set these at a company level to default for all new clients. Go to Settings > Company settings > Basic company settings > Open company card > Price quote settings > Uncheck/Check OR Settings > Company settings > Price quote defaults > Uncheck the column with clock icon

   Allow editing of the profit margin on purchases on price quote lines

Add profit margin to individual purchases on a case-by-case basis to purchase lines (checked recommended)

   Allow editing of material calculation ‘Sale’ and ‘Hours/unit’ (checked is recommended)

   Enable multi-resource allocation on price quote lines

Checking this option allows you to add multiple resources (employees) to each line of a price quote.
Notes: System variable 659 ‘show resources in activity lines’ must be enabled for this function to work.

   Enable GST on price quote (show GST setting on header),

When enabled GST rate displays in the price quote footer across all tabs

   Default VAT/GST rate on price quote

Overwrites the standard GST rate on new price quotes.   Note: Company variable 24 ‘Get VAT settings from client

or debtor’ must be set to ‘0 – Client’ for this to function to work

   Price quote is required when changing job status to ‘In progress’

The system will default according to the configurations selected in system variables 551 and 617. For instance, if 617 is set to only allow the user to change job status to 1 or 2 if no price quote exists, you will be able to enforce a stricter restriction here. However, if 617 is set to ‘Price quote must be externally approved’ and you select ‘Price quote is not required’ here, the system variable will override this.

   Price quote template: If you would like to copy the title, introductory text and comments to every new price quote from an existing PQ, simply enter the ID number in this field. The ID number, i.e. ‘46’, can be found on the bottom left corner of the price quote, or in the dropdown at the top of the page

   Standard texts: enter text that you would like to default on to new price quotes

·       Default title

·       Introductory notes

·       Comment

   Default price quote attachments: Allows you to merge a PDF file to a specific price quote at the point of printing

Files must be uploaded in Settings > Folders, reports & documents > Report attachments

All attachments will be available to select in the PQ print settings (whether added as a default or not, across all companies and clients)

   Allow PQ amount exceed the total Client Order (PO) amount

A red warning bar will appear when the project value exceeds the PO amount entered here.

   Copy print settings to new price quotes: Select the default print settings for new price quotes.
Note: these can still be updated on individual price quotes according to requirements.

Purchase ordersettings > Set client specific default options when creating new purchase orders

   Purchase order delivery information: pre-populates default text into delivery field, i.e. Attention person/department and address

   Default purchase order attachments

Allows you to merge a PDF file to a specific purchase order at the point of printing

Files must be uploaded in Settings > Folders, reports & documents > Report attachments

All attachments will be available to select in the purchase order print settings (whether added as a default or not, across all companies and clients)

Invoice settings > Set client specific default options when creating new invoices

   Invoice lines

Allow editing of hourly rates on invoice lines: Unchecked is recommended to lock editing

Allow editing of the profit margin on purchases on invoice lines: Checked is recommended

Note: These can also be set at a company level to default for all new clients.

   Invoice template, enter invoice ID: If you would like to copy a standard title, introductory text and comments to every new invoice from an existing invoice, simply enter the ID number in this field. The ID number, i.e. ‘22’ can be found on the bottom left corner of the invoice, or in the dropdown at the top of the page

   Default invoice attachments

Allows you to merge a PDF file to a specific purchase order at the point of printing

• Files must be uploaded in Settings > Folders, reports & documents > Report attachments

• All attachments will be available to select in the purchase order print settings (whether added as a default or not, across all companies and clients)

   Client contact invoice approval

Enable client

contact on job for invoice approval: Check to add client contact into invoice approval workflow

For approval workflows go to Settings > Company approvals > Sales invoice approval

   Invoice remark > text entered here will default into the ‘Final comments’ field in the Header tab on new invoices

   Price quote invoice settings > set parameters about when a job can be invoiced

Allow invoicing if total amount exceeds approved price quote total

Allow invoicing on jobs without an approved price quote

Blocks an invoice if no client purchase order exists/covers

Debtor > Default setting when creating new invoice and managing debtors against the client

   Add/remove a Debtor

   Create a new Debtor based on the current client data

   Quick view including total balance, due and whether they are a delivery debtor only

   Click in the ‘Name’ cell to open Debtor card and access full information

Client products > Create multiple products under one client

The ability to categorise jobs for the purpose of reference.

Intercompany reconciliation > Used if you have employees working across two or more companies and defines how the finance accounts should work in this situation

Note: Setup required in company settings.