Clients

In Dovico Planning & TimesheetDovico Timesheet, Clients are companies, business units, or individuals for whom work is performed. Clients can be linked to specific projects if time or expenses associated with projects are billable. Clients are not required if your company does not bill clients or does not charge back to business units.

The clients created here become available as an optional selection for projects. Any project can be associated to a client.

This topic describes how to add a client using the Project Assignments view. Clients can also be added using the Client Items List view.

Clients can be added in 2 ways:

OPTION A: Add a client and enter detailed information for that client.
OPTION B: Quickly add a client by entering only the minimum amount of information.

Prerequisite:

If you are planning to invoice clients for time and/or expenses using the Billing view, Regions should first be established.

OPTION A: To add a client with detailed information:

Select Project Assignments from the menu (Menu > Views tab > Employees & Projects > Project Assignments).
Select New Client (Details) in the drop-down list at the upper left corner of the view.

A client properties window is displayed.

Enter a unique client Name (up to 250 characters).
A client abbreviation is automatically created using the first 3 letters of the client name. Optionally modify the client Abbreviation (up to 20 characters). If modifying the abbreviation, be sure to add a hyphen "-" at the end of the abbreviation. The client abbreviation must be unique.
(Optional) If you are creating invoices for this client, click the Address tab at the bottom of the client properties window and enter the address information that appears on the printed invoice. If multiple addresses are entered for a client, set the Display column to Yes for the address that you want to appear on invoices.
Click Done to automatically save the information and close the window.

OPTIONAL INSTRUCTIONS:

Enter a Contact name. This information is kept for reference purposes only and does not appear in reports or invoices.
Enter an E-mail address for the client. This e-mail address is used for automated reporting purposes (see Job Scheduler).
Select a Region from the drop-down list. The region is used to apply different tax rates to each place of business (i.e. state, province, country) when invoices are prepared. If no invoices are prepared, you can use regions to group clients for reporting purposes.
Check the Flag for archive box if you want to remove this client from the database the next time the Archive Database function is run. Client archive checklist.
- A Client cannot be archived if removing that client would leave 2 projects, which have no associated clients, with the identical project names. To check, go to the Items List tab and select Projects from the drop-down in the upper left corner. All projects are listed alphabetically. Scan the list for identical project names. If you see 2 projects with the same name and both have an associated client, then you can archive the client. If one of the 2 identically named projects does not have an associated client, then that client cannot be archived. To fix this issue. One of the projects must be renamed.
Click Done to save the information and close the window.

Notes:

The first three letters of the client name are automatically used as an abbreviation. This abbreviation is displayed in front of a project name in various lists when a client is designated for that project. For example, when the project “Support” is assigned to the client “ACME”, the project name “ACM-Support” appears in certain lists.
The full client name is added to the project name when displayed in tree structures (in Project Assignments and Time Entry). The client abbreviation or full client name can be hidden using the Client Short name option.
A new client created in the Project Assignments view remains at the bottom of the assignment tree until the screen is refreshed. When refreshed, the new client appears in alphabetical order.
If the Create project for each new client option is enabled, a project (with the same name as the client) is automatically created and displayed under the client in the Project Assignments view.
Renaming a client does not change the client's abbreviation.

Tips:

You can add a new client by right clicking in the assignment tree pane.
Additional tabs are available at the bottom of the client properties window to add Notes, Phone Numbers and Addresses.
You can add fields to track extra client information by using Custom fields .
The term "Client" can also be customized to better fit your company's terminology.

OPTION B: To quickly add a client:

Select Project Assignments from the menu (Menu > Views tab > Employees & Projects > Project Assignments).
To quickly create a new client, select New Client in the drop-down list at the upper left corner of the view.
At the very bottom of the assignment tree, an edit box is displayed. Enter a unique client name (up to 250 characters).
Press ENTER or click elsewhere in the assignment tree to save the new client.

Notes about using Quick Add:

Using this option (quick add) to add a client does not force you to enter information in required custom fields.
A new client created in the Project Assignments view remains at the bottom of the assignment tree until the screen is refreshed. When refreshed, the new client appears in alphabetical order.