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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ACCESSING THE CLIENT CARD
There are two options for adding additional information to a client:
via the client card pop-up upon creating the client
When creating a new client, upon clicking ok a pop-up client details card will appear where you can begin adding additional information
2. via the resources module > resource default grid
Select the client > open the client card
GENERAL SETTINGS
General settings allows you to add/edit a number of fields relating to the client.
To amend general settings go to:
Resources > select the client
Open the client card
Client settings > general settings
Fields highlighted in blue are compulsory
FIELD | DESCRIPTION |
Account Manager* | 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* | 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 |
EMPLOYEE ACCESS
Employee access is used to allow employees access to the client. There are two areas to manage here: employee access and company access.
To amend employee access go to:
Resources > select the client
Open the client card
Client settings > employee access
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
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).
NEW EMPLOYEE ACCESS TO CLIENTS
This ensures that new employees will automatically have access to this client.
To amend new employee access go to:
Resources > select the client
Open the client card
Client settings > new employee access
Select your agency/company
Select any other relevant agency if this is a shared client (for multi company databases)
NEW JOB SETTINGS
New job settings ensures that new employees will automatically have access to this client.
To amend new job settings go to:
Resources > select the client
Open the client card
Client settings > new job settings
Client Defaults:
Client defaults allow you check, update and manage the default options when creating a new job on this client.
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:
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 price list, you can specify the different price list for each company.
CLIENT JOB ACCESS
Client job access gives specific client contacts the ability to create jobs against this client.
To add contacts to client job access go to:
Resources > select the client
Open the client card
Client settings > client job access
CREATE JOB PERMISSIONS
Job permissions allows multi company databases specific configurations for job creation and the ability to restrict client access.
To create job permissions go to:
Resources > select the client
Open the client card
Client settings > create job permissions
PRICE QUOTE SETTINGS
Allows you to set client specific default options when creating new price quotes.
To access price quote settings go to:
Resources > select the client
Open the client card
Client settings > price quote settings
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 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 |
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
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) |
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 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
| Will block an invoice approval if the client purchase order field is not complete |
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
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’ field) to and access full information
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
CHANGE LOG
For compliance purposes, the Change log provides a record of all changes made within the client settings, including the field, the user who 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
INTER-COMPANY 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.
To access inter-company reconciliation go to:
Resources > select the client
Open the client card
Client settings > inter-company reconciliation
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