Client 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 existing 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

  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 client for the year.

• Generate Statements

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

• Calculate Recurring Interest

  Click this option to include this client in interest processing. Clear this option if you want to exclude this client from interest processing. If cleared, interest is not charged for this client even if they have outstanding invoices.

The "Clients exceed WIP Limit" documents let users know which clients have exceeded their WIP limits so that adjustments may be made. This is particularly useful to check when doing write offs.

In the Limit field, enter the desired ceiling for WIP.

In the Invoice Style field, select the type of invoice to use by default, basic or detailed.

The Billing Level of Detail options default to the settings specified in the Company Profile and can be changed to specify the amount of detail you want to appear on Final Invoices for the current client. Settings entered at the client level override the defaults specified in the Company Profile. The detail appears only for items that are marked "B". To set the defaults for these options, on the File menu, click Company Profile, and then click the Billing tab. Click here to see the order of time and expense information as it appears on a final bill.

Headings

• Project

  Project descriptions can be included on all formats of invoice. Check the box if you want the project description included on all invoices for this client.

• Sub-proj

  Subproject descriptions can be included on all formats of invoice. Check the box if you want the subproject description included on all invoices for this client.

• Classification

  Specify for which type of transaction you want the work code classification descriptions to appear on final invoices - time, expense, all, or none. Check the Memo box to include extended descriptions as well.

• Work code

  Specify for which type of transaction you want the work code descriptions to appear on final invoices - time, expense, all, or none. Check the Memo box to include extended descriptions as well.

Subtotaling (Detailed Invoice)

Specify for which type of transactions (projects, subprojects, classification codes, or work codes) that you want the amounts to be subtotaled on the detailed invoices.

• Display description on subtotal line

  Check this box to display descriptions for each subtotal included on the detailed invoice.

Transactions

Select the amount of detail listed on final invoices for time and/or expense transactions.

• Date

  Specify for which type of transaction you want the date of the transaction to appear on final invoices - time, expense, all, or none.

• Staff

  Specify for which type of transaction you want the person who completed the work or disbursement to appear on final invoices - time, expense, all, or none.

• Description

  Specify for which type of transaction you want the reference memo of the transaction to appear on final invoices - time, expense, all, or none.

• Rate

  Specify for which type of transaction you want the rate of the staff member who completed the work or disbursement to appear on final invoices - time, expense, all, or none.

• Hours/Units

  Specify for which type of transaction you want the hours or units associated with the transaction to appear on final invoices - time, expense, all, or none.

• Amount

  Specify for which type of transaction you want the amount of the transaction to appear on final invoices - time, expense, all, or none.

• Work code Tax Amount

  When checked, this checkbox option displays the columns for the tax amount (by work code) on invoices. When unchecked the invoice does not show the tax amount column by workcode. Invoices display tax amount totals regardless of this option.

  This option is only available in conjunction with "Use Workcode Tax Rate" defined in the Client/Group tab of the Company Profile.

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.

• 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.

• Use Workcode Tax Rate

  Time lets you set taxes by work code so that several services with different tax rates can be billed on the same invoice. To allow work code tax rates to be used rather than the default rates set for the company or client, select this box.

  Then go to the Setup | Workcodes | Work tab to set the work code tax rates.

 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.

Use this section to enter accounting information about the client.

Status

• Status

  Click this button to create optional Status codes. Status codes can be used to indicate material that is sent to the client, 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 client.

• 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 client.

• 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.

Partner

Manager

Type or select the staff number representing the manager responsible for the client. 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 are updated with the new manager's ID.

Note: When you change the Partner or Manager fields a prompt appears with the option to "Remove staff xx from the selected staff for the Client. Y/N?".

• If you select Yes, the previous Partner or Manager is unassigned from the client.
• If you select No, the previous Partner or Manager remains assigned to the client.

Staff members who are assigned to the client appear in the Staff tab under "Selected Staff".

All Staff

Selected Staff

A list of staff members assigned to the client.

• Assign

  Select the appropriate staff members from "All Staff" and click to assign the selected staff to the client.

• Un-Assign

  Select the appropriate staff members from "Selected Staff" and click to un-assign the selected staff from the client.

• Select All / Deselect All

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

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.