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 controlled by a system administrator.
CREATE A CLIENT
To add a new employee 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. |
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 |
Language | The default language used for quotes and invoices for this client. |
Administration Fee | This information can be added now or later. |
Click ok
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
ADDITIONAL CLIENT SETTINGS
After you create a client, it’s important to complete all other settings in order to complete the client setup.
All fields below are 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:
FIELD | DESCRIPTION |
Account Manager | Select the person that owns the client relationship, as defined in your 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) |
Employee Access:
Employee access is used to allow access to the client.
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
New employee access to clients:
This ensures that new employees will automatically have access to this client.
Select your agency
Select any other relevant agency if this is a shared client (for multi company databases)
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) |
In Employee Access:
This ensures that new employees within certain office(s) will automatically have access to this client. · Select your office/agency & Project US 90 · Select any other relevant office/agency if this is a shared client
|
In New job settings:
· For single office/agency clients, use the first tab to select any relevant Client default settings to be applied to jobs opened underneath this client. In example, default dimensions, languages or default price lists · For global clients use the second tab, Company Defaults, to apply job defaults to this client just for your agency/office |
In Create job permissions:
· For all agencies that this client is not applicable to, select Blocked in the job set-up permissions column.
|
In 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 estimates for this client
|
In Purchase order settings:
· Select your standard PO terms attachment (if applicable) to append your standard supplier terms on every PO raised on jobs from this client. |
In Invoice settings:
· Define your financial rules relating to invoicing this client. |
In Debtor:
· Create, link or unlink Debtor(s) within your agency/office · Set a primary debtor for your client |
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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Then simply check/uncheck from each team accordingly
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