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 record.
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When creating a new client, upon clicking ok, you will be presented with a pop-up client details card will appear where you can begin adding additional informationadd information to the record.
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2. via the resources module > resource default grid
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EMPLOYEE ACCESS
Employee access is used to allow employees gives the named users access to the client. There are two areas to manage here: employee access and company access.
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Employee access controls which users in your system can access the client . Employee access and allows you to:
Add/remove access to the client to for 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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This ensures that new employees added to your system will automatically have access to this client.
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Select your agency/company
Select any other relevant agency/company if this is a shared client (for multi company databases)
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NEW JOB SETTINGS
New job settings ensures ensure that new employees will automatically have access to this clientclient’s jobs.
To amend new job settings go to:
Resources > select the client
Open the client card
Client settings > new job settings
Client Defaults
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Client defaults allow you check, update and manage the default options when creating a new job on this client.
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FIELD | DESCRIPTION |
Price list | Select the client’s default rate card |
Language | Client’s WorkBook language e.g. English – United Kingdom |
Job administration fee | This field allows you to add a standard Administration fee to all jobs for that client The 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 | Should new jobs for this client default to billable or non-billable |
Client PO number | Add a default PO number here and it will default on invoices |
Debtor
| Debtor must be set when opening a new job (checkbox). This is a recommended setting. |
Add custom codes | Select from dropdown |
Company Defaults
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The company defaults tab allows you to assign different values for each of the fields included in the table above fields by company, i.e. if you have two companies and both do work for the same client, but each has a separate price list, you can specify the different price list for each company.
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CREATE JOB PERMISSIONS
Job permissions allows allow multi company databases specific configurations for configuration options to allow/restrict job creation and against the ability to restrict selected client access.
To create job permissions go to:
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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):
| 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
System variable 659 ‘show resources in activity lines’ must be enabled for this function to work.
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Default VAT/GST rate on price quote | Overwrites the standard GST/VAT 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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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 > f oldersfolders, 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 allows you to set Set client specific default options when creating new invoices.
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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 These can also be set at a company level to default for all new clients. 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 > invoice settings > uncheck/check |
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
| Will block an invoice approval if the client purchase order field is not complete |
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