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28.2 Enter Client Details |
  
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28.2 Enter Client Details |
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28.2.1 Company Code
Enter a 5 to 6 alphanumeric character code that you can easily remember.
A new Client can be added by pressing the button with a black triangle and an asterisk at the bottom left of the screen, or you can start entering a Company Code over an existing Company Code, and press Enter.
Using the latter method, the following will happen:
If the Company Code you have just entered already exists, then you will be taken to the record.
If the Company Code does not exist, then you will be asked "This record does not exist, do you want to create it". Select "Yes" if you want to create it, or "No" if you do not.
If you select "No", then you will be asked "Do you want to change the value of the key field of this record". Pay extra attention to answer this question, as by selecting "Yes" Latitude will change the Company Code of the record you were on to the Company Code you have just entered. If you select "No", then the new Company Code will be disregarded and go back to where you were before you entered it.
28.2.2 Company Name
Enter the Client's company name.
For Corporate clients, enter Company Name and make sure Company tickbox is ticked
For Individual clients, enter Full Name in the company Name, untick the Company tickbox on the right
28.2.3 Relationship
This is a Business Contact Relationship between your company and this company that you are entering. If there is no appropriate Relationships in the drop-down list, you can double click the field and bring up a "Business Contact Relationship" screen where you can add a new Relationship or edit your existing Relationships.
28.2.4 Business Type
Enter the Business Type of the company that you are entering. If there is no appropriate Business Types in the drop-down list, you can double click the field and bring up a "Business Contact Types" screen where you can add new Types or edit your existing Types.
28.2.5 Client folder
In the Folder field, click the ellipses button and locate client folder or enter the path manually. If a default Client folder is entered in Latitude Setup, it shows the Client root folder. Select a specific client folder.
28.2.6 Company (LatiBIZ Edition ONLY)
Allocate Clients to each of your branch offices.
28.2.7 Contact Numbers and Addresses
Enter Phone, Fax, Email, Mobile, and Office/Postal addresses.
NOTE: Canadian postal codes are auto-formatted from any entry to “NNN NNN”, which is alphanumeric and has a space separating the third and fourth characters. You need to set up country to CA. See “Set Up Country” in this HTG.
28.2.9 Unit excess, Loading/Discount
Unit Excess - Certain Work Types have a Unit Excess. This might be as simple as a setup fee that is charged whenever this type of work is conducted. Entering a percentage into the Unit Excess field on the Client form will either discount or add this Unit Excess amount for this client when the relevant Work Type is used on a Timesheet. Enter 0 if you are unsure.
Discount - Entering a percentage into this field will either discount or add to Timesheets for this client as they are entered. To discount timesheets enter a percentage less than 100 eg. 90 to charge 10% less (ie. give a 10% discount). To add to a timesheet enter a percentage greater than 100 eg. 110 to charge 10% extra.
28.2.10 Payment Terms
Enter Payment Terms in terms of either days or month. Enter a number between 1 and 30 for "days" and select "M" for "month. This field is automatically populated if Administration -> Setup -> Finance tab -> Default Payment Terms is set.
28.2.11 UserFields
For information about User Fields, refer to "How do I customise Field Names" Category in this How To Guide.
28.2.12 Inactive
Tick if a Business Contact becomes inactive or if it goes out of business.
28.2.13 Comments and Keywords
Comments - Any additional notes about a client.
Keywords - An additional field to give even more flexibility in using the Filter search tool. Clients can be grouped together by using a unique keyword.
To enter a new line within this field press CTRL + ENTER on the keyboard. To view the complete field press SHIFT F2.