Clients are created in the Clients are created in the resource module and are usually managed by designated role(s) or person(s) within your agency. Once a client is created, additional settings can be set/amended against the client.
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Resources > select the client
Open the client card
Client settings > employee access
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Employee Access
Employee access controls which users in your system can access the client. 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
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Company Access
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).
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Resources > select the client
Open the client card
Client settings > price quote settings
Select if you would like to show sales tax (VAT/GST) on your price quotes
Add/edit the Comment (default footer) that will show on price quotes for this client
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FIELD
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DESCRIPTION
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FIELD | DESCRIPTION | ||||||
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): |
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| If Client address and Debtor address are different, select which should appear on Price Quotes. | 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 | Field can be used for importing data, i.e. can include a record ID to import against | Field can be used for integrations, i.e. storing a unique code | 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
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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 WorkBook, it 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 |
PURCHASE ORDER SETTINGS
Write something Set client specific default options when creating new purchase orders
To access purchase order settings go to:
Resources > select the client
Open the client card
Client settings > price quote settings
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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)
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FIELD
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DESCRIPTION
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Account Manager*
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Select from employee list
This will be the default on new jobs for this client
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Client type*
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Client / Prospect / Internal
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Default currency*
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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
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Reference key
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Field can be used for importing data, i.e. can include a record ID to import against
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External code
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Field can be used for integrations, i.e. storing a unique code
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Default payment term*
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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.
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Credit max. check
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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.
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Credit max. amount
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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.
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Checkboxes
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Client reference account no
Account reference has to be filled in when invoicing
Order no. has to be filled in when invoicing
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Client PO no. title
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Add prefix and by default it will auto populate in ‘Client PO title’ field on new invoices: Invoice > Header tab
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Won date
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Defaults to the date the client was created in WorkBook, it can be edited.
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Default support job
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If ticketing is setup in your system, then you can select a default job here for tickets to go to.
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Public registration number
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Store business registration number
INVOICE SETTINGS
Invoice settings allows you to set default invoice settings for this client.
To access invoice settings go to:
Resources > select the client
Open the client card
Client settings > invoice settings
Define your financial rules relating to invoicing this client
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Invoice settings > Set client specific default options when creating new invoices
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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
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FIELD
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DESCRIPTION
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Account Manager*
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Select from employee list
This will be the default on new jobs for this client
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Client type*
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Client / Prospect / Internal
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Default currency*
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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
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Field can be used for importing data, i.e. can include a record ID to import against
...
External code
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Field can be used for integrations, i.e. storing a unique code
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Default payment term*
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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.
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Credit max. check
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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.
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Checkboxes
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Client reference account no
Account reference has to be filled in when invoicing
Order no. has to be filled in when invoicing
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Client PO no. title
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Add prefix and by default it will auto populate in ‘Client PO title’ field on new invoices: Invoice > Header tab
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Won date
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Defaults to the date the client was created in WorkBook, it can be edited.
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Default support job
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If ticketing is setup in your system, then you can select a default job here for tickets to go to.
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Public registration number
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Store business registration number
DEBTOR
Allows you to create, link or unlink debtors. Default setting when creating new invoice and managing debtors against the client
Create, link or unlink debtor(s)
Set a primary debtor for your client
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Debtor > Default setting when creating new invoice and managing debtors against the client
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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
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FIELD
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DESCRIPTION
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Account Manager*
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Select 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*
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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 WorkBook, it can be edited.
...
Default support job
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If ticketing is setup in your system, then you can select a default job here for tickets to go to.
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Public registration number
...
Store business registration number
CLIENT PRODUCTS
Create multiple products under one client. The ability to categorise jobs for the purpose of reference.
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CHANGE LOG
Write something
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| Allow editing of hourly rates on price quote lines: It is recommended to uncheck this box to lock editing of the hourly rate on price quotes 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
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Default VAT/GST rate on price quote | Overwrites the standard GST rate on new price quotes. 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. |
Price quote template | If you would like to copy the title, introductory text and comments to every new price quote from an existing price quote, 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:
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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 price quote 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 These can still be updated on individual price quotes |
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PURCHASE ORDER SETTINGS
Set client specific default options when creating new purchase orders.
To access purchase order settings go to:
Resources > select the client
Open the client card
Client settings > price quote settings
...
Purchase ordersettings > Set client specific default options when creating new purchase orders
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FIELD | DESCRIPTION |
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) |
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INVOICE SETTINGS
Invoice settings allows you to set Set client specific default options when creating new invoices.
To access invoice settings go to:
Resources > select the client
Open the client card
Client settings > invoice settings
...
FIELD | DESCRIPTION |
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 invoice 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:
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Blocks an invoice if no client purchase order exists/covers
| XXXXX |
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DEBTOR
Allows you to set a defaults when creating a new invoice and manage debtors against the client.
To access invoice settings go to:
Resources > select the client
Open the client card
Client settings > debtor
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From here you can:
Create, link or unlink debtor(s)
Create a new Debtor based on the current client data
Set a primary debtor for your client
Quick view including total balance, due and whether they are a delivery debtor only
Open the debtor card (click in the ‘name’ cell) to and access full information
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CLIENT PRODUCTS
Client products gives you the ability to create multiple products under one client, allowing you to categorise jobs for the purpose of reference.
To access client products go to:
Resources > select the client
Open the client card
Client settings > client products
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CHANGE LOG
For compliance purposes, the Change log provides a record of all changes made within theclient settings, includingthe field, the userwho made the update, date and time, plus the old and new values.
To access the change log go to:
Resources > select the client
Open the client card
Client settings > changelog
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INTER-COMPANY RECONCILIATION
Write something 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.
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IMAGE
To access inter-company reconciliation go to:
Resources > select the client
Open the client card
Client settings > inter-company reconciliation
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