To add a new Client, navigate to the client area and press CREATE

Create New Client Record

Click the CREATE button, and follow through the tabs of the Client record to create a new one.

Base Info

Client Number: Automatically assigned as a unique identifier by the system
Client Name: Mandatory – enter the client business name
Address Line 1: Mandatory – enter the client’s address
Address Line 2: Optional – enter further client’s address information if required
Country: Mandatory – select client’s address
County/State: Optional – select client’s address
Town/City: Optional – enter client’s address
Postcode: Mandatory – enter client’s address
CAN/ABN/Company Number: Optional – enter client’s company number
VAT Number: Optional – enter client’s VAT number
Sales Ledger Code: Mandatory – enter the sales ledger code that will be relevant to the transactions for this Client
User can edit Candidate Timesheet – if this box is checked the Client Users for this Client only will be able to edit the Candidate timesheets, only the rate type and the unit amounts, if this is not checked, if there is an issue with a timesheet, the client can only reject the timesheet and ask the candidate to re-submit their record. They must query charge rates directly with your organisation.
SAVE - Once all changes are finalised, press save and navigate to the next tab.

Billing Contact

Name: Optional – enter the billing contact for the agency name. If there is an entry here, this name will populate the ‘Attention To’ field on the sales invoice
Position: Optional – record the billing contact’s position
Phone number: Optional – record the billing contact’s contact number
Fax number: Optional – record the billing contact’s fax number
Email address: Mandatory – record the billing contact’s email address – whatever email address is entered here will be the address that the sales invoice is emailed to from the system, you can enter multiple email addresses here if required, separate the email addresses with a comma.

SAVE - Once all changes are finalised, press save and navigate to the next tab.

Invoice Settings

Sales Tax: Mandatory – can be set to standard 20% or 0% or custom tax rates as stored in Organisation Settings
Payment Terms: Mandatory – enter in payment terms for this client using days, the number of days entered here will take into account the ‘Payment From’ selection and calculate a payment due date to be displayed on sales invoices
Payment From: Mandatory – whatever is selected here will work in conjunction with the number entered in Payment Terms to calculate a due date to display on the sales invoice - option definitions:

Document Date - the due date will be calculated from the sales invoice date, this is the date that is entered as the invoice date when creating the sales invoice batch. This is how the system currently manages payment terms
Start of the month - the due date will be calculated from the start of the calendar month that the timesheet transaction occurred in
End of the month - the due date will be calculated from the end of the calendar month that the timesheet transaction occurred in
Calendar Monthly - the due date will be calculated for the same day next month

Billing Cycle: Mandatory – select if the client is on a Weekly or Monthly billing cycle

Purchase Order Required: Tick On/Off – if this box is ticked, User’s will be alerted that a PO must be linked to each timesheet for this Client, by red colour coding on the timesheets screen

Group By: Mandatory – select how the client’s sales invoices are to be grouped – option definitions:

Timesheet – every single timesheet will have its own sales invoice raised
Contractor – sales invoice will be raised per client, per contractor within the billing period
Client – all transactions for the client within the billing period will be grouped onto one sales invoice
Client and Location – all transactions for the billing period will be grouped by client and location, so a separate sales invoice will be raised per client location

Invoice note: Optional – whatever is entered in this field will display on every sales invoice for this client

Automatically send Sales Invoice: Tick On/Off – if this box is checked, once a sales invoice batch has been completed, sales invoices will automatically be sent to the client.

SAVE - Once all changes are finalised, press save and navigate to the next tab.

Location Settings

If a client has multiple branches, you can capture the relevant Client locations on the client record.

When creating assignments you can then select the location
You may group client sales invoices by location so that one invoice is produced per location

To add a location, press the Add button and type in the location

Once finished, press SAVE

Chaser Settings

Timesheet Chaser Reports; when an Assignment is active for a Contractor and they have not yet submitted their timesheet for the period a reminder is able to be sent from the system to their email, asking them to submit their timesheet.

There is the option to schedule this per Client, so that these chasers will run automatically.

To set up this functionality - check the box that you would like to run the timesheet chaser automatically for the Contractors who are placed at this Client

Reminder Start Date: Select the first date and time to send the reminders e.g. 3 pm on Friday
Reminder Frequency: If the placements with this Client are requiring a weekly timesheet, select WEEKLY, if they are monthly timesheet, select MONTHLY
Week: If it is Weekly, you would have to select the days in a week to send reminders.