Create/maintain the master record for a client; including the correspondence address, and AR information. The primary function of the client record is to provide an element for which A/R will be aged. A client may be an individual, a multi-store franchise, a general contractor, or some other business or institution for which your firm does work. A client record should be created at the level that A/R is monitored (regardless of where the invoice itself is sent).
Clients and Sites Linked by Jobs
Since a Site is not permanently tied to one specific Client, jobs for a specific site may be billed to a variety of clients. The Site and the Client are independently specified in the Job record. Consider a construction job for a school. In this situation, jobs at this site might be pointed at client records for: the school district, the contractor of record, and the manufacturer of the equipment being installed.
When you click the Collection button on the Client viewer's top button bar, the screen will toggle to display a collections processing view for this client. This view lets you drill down to invoice detail, receivables, and collections notes for this customer. Click Client Collections Screen for details.
Client Registry - Client Collections and Client options.
By default, data entry in the State / Province address field is limited to the official abbreviations of the US States and Canadian Provinces. See the State / Province Field Validation Registry if you need to add to or change the list of valid State / Province codes.
Note: this Help Topic lists the standard configuration of all fields that may be included in this record. If you are using a customized system, the fields displayed on your screen may not exactly match the order or status (required, optional, default, display-only, hidden, etc.) of the fields described in this Topic.
Client Id: (15 character, only . and - special characters)
A unique Id for this client. This required field may include letters, numbers, and the special characters period . and hyphen -.
Client Name: (40 character)
The name of the business.
Client Alpha Id: (40 character)
This field defaults from the Client Name. It may be used to enter an alternative look-up key.
Voice Phone: Fax Phone:
Enter the main corporate numbers.
Date Opened: Date Closed:
The opening and closing date for this Client's account. When you create a new Client record, the Date Opened will default to today's date. You may access the Calendar Viewer to enter or change a date by double-clicking (or by pressing Alt-F7) on either of these fields. To enter today's date, simply press Spacebar.
If you flag a record as Inactive, if the Date Closed (Inactive) field is blank it will automatically be set to today's date. If you change a record to anything other than the Inactive status, the Date Closed field will automatically be cleared.
Template
This field may not be checked or cleared in the Client viewer; if checked, it indicates that it is a template record that was created for job cloning purposes or for use with COD jobs where the Client will never be assessed any AR. The Client Templates viewer must be used to edit Client Template records.
Account Manager Id:
This optional field identifies the manager in charge of this client account. If your company uses this field, double-click on it (or press Alt+F7) to select from a list of account managers.
Sales Rep Id:
The primary Sales Rep for this Client. Optional.
Mailing Address:
Enter the correspondence address for this client. Note that if there is a Billing Address Id in the Job record (and your invoicing format supports this feature), the information in the Billing Address record will override both the Client Site Invoice Address and the Client information.
Credit Limit: (8 numeric)
The credit limit for this account in dollars. This field is checked when a Client Order is created or when a New Call is entered. When entering a Client Order and it exceeds the Limit, a user with Credit Manager Authorization must approve it. When entering a New Call and the client has exceeded their credit limit the new work order will be placed on HOLD and must be approved/released by a Credit Manager (unless this behavior is disabled via registry for New Call). An amount of Zero represents NO CREDIT where and amount of 99,999,999 would represent Unlimited Credit. The default on this field is zero.
Tax Exemption Id: (20 character)
If this client has tax exempt status, enter their Tax Exemption Certification ID number.
Tax Exempt Expiration:
The date the Client's Tax Exempt Certification expires. This field is currently for informational purposes only.
Credit Card #:(30 character) Credit Card Expiration Date: (mmddyyyy format)
These fields are optional. If this client pays by credit card, enter the Credit Card # and expiration date.
Charge Interest:
If interest should be charged on this client's overdue account, flag this field by double-clicking on it or pressing the Spacebar when the focus is on it. An 'x' will appear when the field is flagged.
Market Source Id:
This optional field identifies how this customer was generated (referral, brochure, etc.). By tracking the market source, you can evaluate which of your advertising efforts are most effective. If your company uses this field, double-click on it (or press Alt-F7) to select from a list of market sources.
Client Contact: Accounts Payable:
The First Name, Last Name, Salutation, Title, Phone ,Cell Phone and Fax numbers, and Email Address of your primary and AP contacts for this client. These fields are optional but recommended; the email address will appear on the cc: list for work orders related to this client.
C of A Requirement: None W/Shpmnt W/Shpmnt + Fax
This field pertains to the Certificate of Analysis documents produced when a Client Order Pick Ticket is recorded in Client Order Processing.
If None is selected (by double-clicking on the radio button adjacent to this option), this document need not be produced.
If W/Shpmnt is selected, the message 'Client Requires a C of A' will appear when recording the pick ticket; the user can then print the C of A from the Record Pick Ticket screen.
If W/Shpmnt + Fax is selected, the message 'Client Requires a C of A' will appear when recording the pick ticket; two copies of the C of A (one designated as a FAX) will be printed by clicking the CofA button.
Status:
Select a status for this client by double-clicking on the circular radio button next to the desired status (keyboard users should Tab to the desired button and then press the Spacebar to select it):
Active if this is a current client
Inactive if the account is closed
Mail List if this is a sales prospect
If Credit Hold is selected, the system will alert you if a Client Order/Work Order is entered for this customer
By default, the Client list is automatically filtered so that it opens displaying only Active records. This feature applies to both Simplified Take-Back viewers (left double-click) and Standard (right-click) viewers.
If you flag a record as Inactive, if the Date Closed (Inactive) field is blank it will automatically be set to today's date. If you change a record to Active status, the Date Closed field will automatically be cleared.
To see all Client Records, go to the List view and then click the All records button. All records (regardless of their status) will be displayed within your security parameters. Clicking this button also blanks all Filter range entries entered manually (or by the system for operating company/branch security).
To show Inactive Records Only (those with a status of Inactive and a Closed Date) by clicking the Closed filter button.
Email Addresses:
Email Address: Fax Email: Email Address 2: (formerly Email Pager)
The default email addresses for this customer.
Collections Email: Collections Subject:
The default email address and subject line for collections processing (from the Collections button). If you decide to e-mail your customer a copy of an invoice from the Collections screen, these fields will provide the default address and subject line.
Service Account Manager:
Enter a valid Service Account Manager Id or double-click to select from a list. For PM Work Orders, the Service Account Manager defaults from the Site Equipment record or, if blank, from the Site record, or if blank, from the Job's Client record.
Client User 1: Client User 2:(30 character)
These optional fields may be used for entering any information your company wishes to retain (e.g., additional account numbers).
New Call AR Warning Days
If this field is set to greater then zero, it is used in conjunction with New Call to check receivables status by comparing it against the actual age of the Client's receivables. If the age of the receivables exceeds the value of the New Call AR Warning Days field, New Call automatically displays the aging summary for this Client. Setting this field to 0 effectively removes this functionality. Note that this warning is only displayed once per Client each time you start up New Call.
Days Credit Hold:
The purpose of this field is to aid in auto-setting both Client Orders and Work Orders to a status of Credit Hold when the client has outstanding receivables older than the value entered in this field.
Work Orders:
When Work Orders are created (in New Call or by Create PM Workorders), the Client referenced in the Job record will be checked for overdue receivables. The status of the work order will be set to Credit Hold if any receivables exceed the number of Credit Hold Days for the Client referenced in the Job record. However, if the Client's Days Credit Hold = 0, this piece of the credit checking is ignored. If a work order is placed on credit hold, it will not be visible on the dispatch board, and cannot be changed except by credit managers.
Client Orders:
When Client Orders are created, the Client referenced on the Client Site COP tab will be checked for overdue receivables. If the client has outstanding receivables older than the value entered in this new field, the order must be created with the Order Type of ‘Hold’ or ‘Quote’. It may be released by a Credit Manager to enable processing as an order.
Currency Id:
If you will be billing your foreign clients in their currency, and receiving their payments in their currency, this field must be completed. If you are updating an existing Client record, this field must only be changed if there is no current activity on the account (e.g, unpaid bills). In this way, new invoices will be sent and received in the Client’s currency. If you cannot clear an account, you may need to create a new client and job records so that all new revenues will be in the correct (foreign) denomination.
Sales Lead Time:
This display-only field is used in conjunction with Corporate Metrics.
Charge Repack?
This field is used in Client Order Processing to determine the repack charges (if any) to be assessed. Repack charges will default on Client Orders for Sites that reference this Client (on the Site COP tab) if the following are all true:
- this field is flagged.
- the Inventory Item being order specifies a Repack Table.
- the quantity ordered falls below the Standard Container quantity in the inventory item record and the Order is not a Sample Order.
Security Id:
If multiple location security is implemented on your centralized database system, this informational field displays the Security Id of the local user that created this record. If multiple location security is not implemented on your system, or if a global user created this record, this field will be blank.