Group properties and options

Address

City

State/Province

Country

Zip/Postal Code

Enter the postal or zip code.

Phone Numbers

Enter any applicable phone numbers for the client. Phone and fax extension number cells have been removed and are now combined with the phone/fax number to facilitate synchronization with Outlook.

• Business

  Enter the primary company phone number.

• Business fax

  Enter the fax number.

• Phone 2

  Enter a second company phone number.

• Phone 3

  Enter a third company phone number.

Email

Enter the email address of the primary contact at the firm. Click the Mail button to generate an email to the specified address.

Website

Enter the URL (uniform resource locator) for the website, e.g., www.caseware.com. Click the Go button to launch your browser and visit the site.

Select the default for sending reports for this client. They can be printed to be mailed to the client or they can be emailed directly.

• Document Batch Output

  Select the radio button beside the format the client prefers to receive documents in, email, or print.

Click this button to open the Contacts dialog. You can add or edit exiting contacts from this dialog.

For instructions on adding a contact, see here.

Show Attention Line on Documents

Click the option to insert the Salutation, First Name, Last Name, Post Name, and Title information on the Attention line just below the address in structured reports such as statements and invoices. If no contact is entered by name when this is checked, then the "Default Attention" entered in the Company Profile for invoices, statements, and credit notes is used on the corresponding documents.

Attention line 1 to 4

Select the key people that you contact at your client's firm. Up to four contacts are possible. Their roles are defined in the Company Profile under the areas for which they are involved. For example, the person who processes the invoices is defined or chosen on the Invoices tab, the contact who should receive statements can be selected on the Statements tab, and the person who should get credit notes can be chosen on the Credit Notes tab. These may be three separate people or they may be the same contact. Click the Documents tab to define a fourth contact as needed.

• Name

  Use the drop-down list to select a contact.

• Email

  Enter an email address for the group contact. If you specified an email address from the Contacts dialog this field is automatically populated with that email address. This field is read-only.

• Mail

  Click this button to launch your default email client program (such as Microsoft Outlook). The email address for this contact is automatically set in the senders list.

Enter the estimated billings for the group for the year.

• Generate Statements

  Click this option to include this group when generating account receivable statements. Clear this check box to exclude this group from the statement generation process. The default is for clients to receive statements.

Enter any applicable credit card information for the client.

• Type

  Click this button to create a list of credit cards that your company accepts, i.e., Visa, MasterCard, and American Express. Credit card codes can be up to ten digits in length and alphanumeric. Click to enter an extended description for the Credit card code.

  Codes with extended descriptions are denoted by . Once the Credit card codes are created, press Escape.

  Type or select the applicable Credit card code for the client. Click the look-up button to access the List of Credit cards from which to choose.

• Number

  Enter the applicable credit card number.

• Expires

  Enter the Expiry date on the credit card. Use the format MM/YY, i.e., 12/04.

Enter other credit card information here. This section is useful for recording purchase orders or other credit rating information.

• No.

  If applicable, enter a credit number or purchase order number for any purchase order information or credit rating information.

• Date

  If applicable, enter the date of the purchase order or any credit rating.

• Limit

  If applicable, enter the limit for the purchase order or any credit rating.

• Rating

  If applicable, the rating classification for purchase orders or any credit rating.

If applicable, enter the primary tax registration number and secondary tax exemption number. This is useful if you normally file a tax report with the government. For example, a primary tax report.

• Registration Number

  If applicable, enter a tax registration number for the primary tax.

• Exemption Number

  If applicable, enter an exemption number for the secondary tax. If your jurisdiction does not have a secondary tax, leave the exemption number box blank.

Enter the taxable rates for both the primary and secondary tax codes.

• Primary Tax

  The Primary tax rate is set by default to the rate specified in the Company Profile and can be changed if the client is an international client or a client residing in a different province.

   Note: Tax rates support up to three decimal places. The tax amount is calculated using all significant decimal places and the total amount is rounded to two decimal places.

• Secondary Tax

  The Secondary tax rate is set by default to the rate specified in the Company Profile and can be changed if the client is an international client or if the client resides in a different province.

   Note: Tax rates support up to three decimal places. The tax amount is calculated using all significant decimal places and the total amount is rounded to two decimal places.

• Partner

  Type or select the staff number representing the partner responsible for the group. Click the look-up button to access the Staff List from which to choose. If you change this selection after activity has been entered, all entries for the client group are updated with the new partner's ID.

• Manager

  Type or select the staff number representing the manager responsible for the group. Click the look-up button to access the Staff List from which to choose. If you change this selection after activity has been entered, all entries for the client group are updated with the new manager's ID.

Enter accounting information about the group

• Status

  Click this button to create optional Status codes. Status codes can be used to indicate material that is sent to the client or groups, i.e., Newsletters (NL), calendars (CL), marketing letters (ML), etc. The Status codes can be numeric, alpha or alphanumeric and can be up to ten digits long. Click to enter an extended description for the code.

  Codes with extended descriptions are denoted by . Once the Status codes are created, press Escape.

  Type or select the applicable Status code for the client. Click the look-up button to access the List of Status codes from which to choose.

• Engagement Type

  Click the Engagement type button to list the types of engagements performed by your company (i.e., AUD for Audit, REV for Review, or NTR for Notice to Reader). The Engagement codes can be numeric, alpha or alphanumeric and can be up to ten digits long. Click to enter an extended description for the code.

  Codes with extended descriptions are denoted by . Once the Codes are created, press Escape.

  Type or select the applicable Engagement type for the client. Click the look-up button to access the List of Engagement codes from which to choose.

• SIC

  If applicable, enter the standard industrial code for the client.

• SIN

  If applicable, enter the social security code or government ID for the client.

Year End

• Month

  Select the year end month for the client.

• Text

  As applicable, enter your own code for the year end month used for this client. The year end can either be represented by a short form for the month (e.g., DEC), or a numeric form (e.g., 12). The method used should be consistent so that you can properly prepare a group list by year end.

If applicable, enter the location of the file, e.g., "c:\CWTWIN\data\abc\abc.ac".

Alternate Codes are available for classifying miscellaneous client information. Reports can be produced for clients that match these Alternate codes and/or dates. Each Alternate code must be set up by the user. Examples of other client specific information could be the type of return prepared, birthdays, or tax information.

Assigning alternate codes to clients

• Prepared by

  Enter the initials of the staff member who entered the information for this group.

• Date

  Represents the date of preparation, which is set by default to the current active date, and this can be changed as necessary.

• Reviewed

  Enter the initials of the staff member who reviewed the information for this group.

• Date

  Represents the date of revision, which is set by default to the current active date, and this can be changed as necessary.

All Contacts

Selected Contacts

A list of contacts that are assigned to the client or client group. You can right click on a contact and select Customize contact information to edit the contact.

• Assign

  Select the appropriate contacts from "All Contacts" and click to assign the selected contacts to the client or client group.

• Un-Assign

  Select the appropriate contacts from "Selected Contacts" and click to un-assign the selected contacts from the client or client group.

• Select All / Deselect All

  Use these buttons to select or deselect all entries in the "All Contacts" window.

• Add/Edit Contact

  To add a contact, ensure no contacts are highlighted under Selected Contacts and click the Add Contact button. The Contacts dialog opens.

  To edit a contact, either highlight a contact under Selected Contacts and click the Edit Contact button, or right click on a contact in the Selected Contacts field and select Customize contact information. The Contacts dialog opens.

Note: Keyboard controls (SHIFT and CTRL) are available to select contacts as well. To select multiple contacts in sequence select the first entry, hold down the SHIFT key, and select the last entry in the sequence. To select multiple contacts not in sequence select each contact while holding down the CTRL key.