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.
Clients are created in the resource module and are usually controlled by a system administrator or specific user role.
CREATE A CLIENT
To add a new client go to:
Resources module > resource default grid
Click on the further options menu
Select create a new resource > select client
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 |
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, as long as there are no financial transactions against the client. |
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! |
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 unless, a specific job team has been created for this client. |
Language | The default language used for quotes and invoices for this client. |
Administration Fee | This is a very old feature and administration fees are usually handled via time entries on the job. added now or later. |
Click ok
A pop-up of the client card will open with additional fields you can complete against the client record. There are several attributes you will want to complete in the client card before the client is completely set-up. Go to Client Settings > General Client Settings for more information.
