QRG Create an Account - Client

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Purpose

The purpose of this quick reference guide is to step through the process of setting up a Client record. The intended audience for this document is System Administrators / Standard Users.

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Steps

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Create a new Client record

The Client record holds client information related to Invoicing, Payroll, Remittance Details, and other related information. To create a Client, follow the steps below

1. Go to the Accounts object and click on the New button (see Figure 1).

2. Select Client from the available record types and click on the Next button (see Figure 2).

3. Follow this step in the sequence given below:
   1. Populate the following required fields to provide the account details for the Client record (see Figure 3):
      1. Account Name
      2. Phone
   2. Populate the following optional fields as required (see Figure 3):
      1. To indicate a Parent Account to relate to this Client record, populate the Parent Account field.
      2. To allocate a unique Client number to this Client record, populate the Client Number field.
      3. To provide additional business details of the client, populate the following fields:
         • ABN
         • Fax
         • Website
      4. To link this Client with the Account that related Assignments should use for invoicing, populate the Invoice to Account field using the lookup options available.

4. Populate the following required fields to provide the Address details for the Client record (see Figure 4):
   1. To auto-fill all Billing Address fields, populate the Billing Address field and select the appropriate address from the lookup options available OR
   2. To manually enter the Billing Address, populate the following fields:
      1. Billing Street
      2. Billing City
      3. Billing State/Province
      4. Billing ZIP/Postal Code
      5. Billing Country
5. Populate the following optional fields to provide an alternate shipping address for the Client record (see Figure 4):
   1. To auto-fill all Shipping Address fields, populate the Shipping Address field and select the appropriate address from the lookup options available OR
   2. To manually enter the Shipping Address, populate the following fields:
      1. Shipping Street
      2. Shipping City
      3. Shipping State/Province
      4. Shipping Zip/Postal Code
      5. Shipping Country

6. Populate the following optional fields to provide the Payroll details for the Client record (see Figure 5):
   1. To provide a description for the Client record, populate the Description field.
   2. To allocate a Payment Schedule to this Client record, populate the Pay Schedule field.
   3. To exclude this Client record from being associated with Global Rate Calculator Templates, select Yes from the picklist options in the Exclude Global Rate Calc Templates? field.
   4. To associate this Client record with a Parent Rate Calculator Template, populate the Rate Calc Template Parent field using the lookup options available.
   5. To set a client specific Timesheet Notification that will override the default Timesheet Notifications detailed on the Pay Schedule, populate the Timesheet Notification Setting Override field.
   6. To set a client specific Expense Notification that will override the default Expense Notifications detailed on the Pay Schedule, populate the Expense Notification Setting Override field.

7. Populate the following required fields to provide the Invoice details for the Client record (see Figure 6):
   1. Invoice Group By (pre-populated)
8. Populate the following optional fields (see Figure 6):
   1. To apply a default Invoice Schedule to this Client, populate the optional field Default Invoice Schedule.
   2. To apply a default Invoice Tax ID to this Client, populate the optional field Default Invoice Tax ID.
   3. To indicate if tax is applied to the default Invoice, populate the optional field Default Invoice Taxable.
   4. To define the recipient who will receive the Invoice by email, populate the optional field Invoice Contact. The field is populated only when the Invoice Group By field is populated as Client.
   5. To add additional email addresses for distribution of Invoices created for this client, populate the Invoice Email CC field.
   6. To provide a standard invoice message on all Invoices created for this client, populate the Invoice Message field.
9. Click on the Save button. (see Figure 6)

A new Client record has been created and ready for use in the Assignment records (see Figure 7).

10. To modify an existing Client record, open the required record and select the Edit button available on the top right side of the page. You can also double click in any of the fields that need editing or just click on the pencil icon that appears within fields when you move your cursor over the field.
11. When complete, click on the Save button.

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Field Descriptions

ABN is the Australian Business Number of the Client. ABN Lookup is used to confirm the entered ABN in the Australian Business Register ABN Lookup website matches the correct company name. Account Name is the name of the Client record. Billing Address is the billing address of the Client. Client Number is a field to record a Client Number if required. This does not need to be unique, and can be a combination of alphanumeric characters. Default Invoice Schedule defines the default Invoice Schedule that applies to the Client. Any defaults would need to be set up using the Assignment Configurator before they are applied to the newly created Assignments. This value can be overridden at an Assignment level. Default Invoice Taxable indicates if by default, tax is applied to related Invoices. Any defaults would need to be set up using the Assignment Configurator before they are applied to the newly created Assignments. This value can be overridden at an Assignment and Assignment Rate level. Default Invoice Tax ID defines the Default Invoice Tax ID that applies to the Client. Any defaults would need to be set up using the Assignment Configurator before they are applied to the newly created Assignments. This value can be overridden at an Assignment and Assignment Rate level. Description is an optional field to add a description about the Client. Exclude Global Rate Calc Templates? indicates whether Global Rate Calculator Templates can be applied to Assignments related to this Client record. Expense Notification Setting Override defines the Notification Setting which will be used for Expense Claim Notifications to override what is set on the Pay Schedule. If blank, the Expense Claim Notification Setting defined on the Pay Schedule will be applied. Fax is the fax number for the Client. Invoice Contact identifies the recipient detailed on the Invoice who will receive the Invoice by email. Invoice Email CC lists any additional email addresses required to also receive copies of the Invoice by email. Invoice Group By defines how the Invoice Items related to the Client will be grouped when Invoices are created. Invoice Message is a Client level Invoice Message which will appear on each Invoice generated for this Client. This message is in addition to Invoice Messages supplied on the Invoice Setting and on the individual Invoice. Parent Account is the name of the parent account related to this Client. Pay Schedule defines a default Pay Schedule that applies to this Client. Phone is the phone number of the Client. Rate Calc Template Parent indicates the Rate Calculator Template that will be used for this Client as the parent record for all related Rate Calculator records. Shipping Address is the shipping address of the Client. Timesheet Notification Setting Override defines the Notification Setting which will be used for Timesheet Notifications to override what is set on the Pay Schedule. If blank, the Timesheet Notification Setting defined on the Pay Schedule will be applied. Website is the website address of the Client.

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Further Information