Items List - Clients

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 invoice 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 Items List view. Clients can also be added using the Project Assignments view.

 

Prerequisite:

To add a client using the Items List view:

  1. Select Items List from the menu (Menu > Views tab > Employees & Projects > Items List).

  2. Select Clients in the drop-down list at the upper left corner of the view.

  3. Click the New button located in the toolbar.

    A client properties window opens.

  4. Enter a unique client name (up to 250 characters).

  5. (Optional) Modify the client Abbreviation (up to 20 characters). The client abbreviation must be unique.

  6. (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.

  7. Click Done to automatically save the information and close the window or click New to save the information and create a new client.


    OPTIONAL INSTRUCTIONS:

  8. Enter a Contact name. This information is kept for reference purposes only and does not appear in reports or invoices.

  9. Enter an E-mail address for the client. This e-mail address is used for automated reporting purposes (see Job Scheduler).

  10. 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.

  11. 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.

  12. Click Done to automatically save the information and close the window or click New to save the information and create a new client.

 

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 is various drop-down lists and in tree structures 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. Client abbreviations can be hidden using the Client Short name option. Renaming the client does not change the client abbreviation.

  • The number of clients displayed in the view is limited by the Paging setting. You may need to click the paging buttons or (at the top of the screen) to view additional pages.

 

Tips:  

  • To view or edit details for more than one client, open a client properties window and use the Next Record button (or Previous) to move to the next client record. Clicking the Next (or Previous) button automatically saves any changes made.

  • Additional tabs are available at the bottom of the client properties window to add Notes, Phone Numbers and Addresses.

  • Use the Show/Hide column function to personalize what information is displayed in the client list view's grid.

  • Double click an item in the grid to see that item's properties .

  • Use the Filter function to view only those clients assigned to a specific region.

  • Use the Find function to locate a specific client by name.

  • 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.