Clients

The Clients List allows clients to be created, edited and deleted. The client is a mandatory entry on a project record. Clients can be related to an optional higher grouping of Client Types. This option also provides the facility to create, edit and delete Client Types.

Operation

To edit or delete Client details, click the edit options on the in-line menu for the row you wish to edit.

The edit pages are separated into smaller edit pages which are only accessible after the client record has been created. This is because some items (such a client contacts) may only be created once the main record exists. Many items are optional and may not be required so have been moved onto optional pages.

Edit Client Details

Item	Description
* Code	8 character code identifying the client. Leave blank and a client code will be created from the name plus a sequential number. Alternatively you may wish to enter your own client code to keep it compatible with external systems (eg Accounts).
* Display Name	The name of the client that appears in lookup lists
Postal Name	The name of the client that appears on invoices
Office address	The postal address
Telephone	Main switchboard telephone number
Fax No	Fax number
External Ref	Spare field, often used to store the client reference from an external accounting system
VAT Number	Optional. If supplied can be printed on a sales invoice
Client Type	A lookup of client types. Client types are optional

Edit Client Billing Parameters

Item

Description

Approved for project work

You can prevent this client from being used on new projects.

Local Currency

The local currency for the client. This field is not used within Timemaster but was included by request.

Default Tax Code

The default tax code is copied to new projects when assigning the client. If a tax code has already been assigned to a project, then the project tax code is not overwritten.

Default Rate Table

The default rate table is copied to new projects when assigning the client. If a rate table has already been assigned to a project, then the project rate table is not overwritten.

Default Discount %age

The percentage discount applied to the invoice when creating new invoices for this client

Settlement Days

The settlement days is passed through to new invoices for this client

EU VAT Rule

Used to flag EU clients – mainly used for Invoice Templates

EU VAT Wording

Wording to appear on Invoice Template if EU VAT rule is ticked.

External Client

Tick this if the client is external to your organisation.

This option may be used to exclude invoices from being exported into a corporate accounting system for Local Authorities. (Corporate accounting systems will contain the internal clients only)

Nominal Codes for Fees and Expenses

Enter the nominal code from Sage which relates to this customer (if relevant). When exporting invoices to Sage a nominal code is required. One of the methods of deriving the nominal code is to obtain it from the client. (Other options are from the project itself or to use predefined nominal codes according to the type of expenditure).

Default Income Subjective

The default subjective income code is copied to new projects when assigning the client. If a subjective income code has already been assigned to a project, then the project subjective income code is not overwritten.

Client Finance Code

A second finance code for use when exporting to external accounting systems

Invoice / Client Note Report

Specifies a different invoice and/or credit note report specific to this client. This report will then be copied across to any invoices raised for this client.

NOTE: If no report is specified against the client the default report stored in the Windows Application > Setups > Control Codes > Control Parameters > Invoices & WIP tab page.

Client Contacts

The clients database maintains a list of contacts for the client. Apart for being used for information, the principle use of this is to hold different invoice addresses against a contact where the client has multiple offices.

To create a new contact, click the New button (this requires the access right Setups > Project Related Codes > Suppliers > Allow Edit)

Item	Description
Contact	The contacts name
Salutation	The full name of the contact including the title i.e. Mr, Mrs etc. Note: When using the Workflow module it is important for you to populate this as it is commonly used as a Workflow Tag to populate letter documents.
Position	The contacts job title
Tel No	The contacts telephone number (ddi)
Fax no	The contacts fax number (if applicable)
Mobile	The contacts mobile number
Email	The contacts email address
Invoice Address	The contacts invoice address

Client Types

Client Types can be used to provide a grouping of clients for reporting purposes. To edit client types, click the Client Types button from the Clients page.

To edit or delete a client type, select the record from the list and select the Edit or Delete option from the in-line menu.