This article will elaborate on how to add a New Client.
Always search before opening a new client to avoid duplicates |
The statement settings are set at the practice level by your department head. Please confirm before making changes to the layout and view |
Always search before opening a new client to avoid duplicates |
A Client must have the FICA process completed before any financial transactions can be processed for matters linked to the Client. This is done in the Legal Diary |
If the client is a registered VAT vendor, then the VAT number MUST be completed on the Financial tab for it to show on Pro Formas and Invoices |
Addresses need to be completed to show on Financial documents, such as invoices and statements |
To facilitate easier Credit Control, a contact can be added to the Client and marked with the relationship type Accounts. These contact details will then show on the Age Analysis |
1. Clients
- You can begin by clicking on the Clients button at the top navigation bar.
The Clients module will open, displaying a list of all your clients.
2. New
- Click the New button on the module toolbar. The client's tabs will display. There are eight tabs in which you can capture details.
3. General and Address
- In the General and Address tabs, follow the prompts to capture general information about the Client.
4. Financial Tab
- In the Financial tab, these details will reflect on the invoices generated. @Anathi, how to add borders and grid lines to the below table?
| Field | Description | |
| 1 | VAT
| Select the applicable option on how VAT will be charged to the client. |
| 2 | VAT Number
| Enter the clients VAT number if the client is registered for VAT. This is the vat number that will show on the invoice to the client. |
| 3 | Accept Standard Debits
| Check this box to have the system post a set amount during statement run to the client’s matters for Postages and Petties which is setup on the practice settings. |
| 4 | Credit Terms
| Select the credit terms for the payment of invoices. |
| 5 | Credit Limit
| A credit limit can be captured for informational purposes so the fee earner will know when the credit has been exceeded. Enter an amount if applicable. |
| 6 | Interest Charged
| Enter the annual percentage of interest to be charged to the client on overdue accounts according to the credit terms selected at number 4. |
| 7 | Firm Bank Accounts
| Select the Firms Business account as well as the Trust account. |
| 8 | Client Bank Details
| Enter the clients bank account details (If Applicable). |
5. Billing
- In the Billing tab, you can set the invoice and statement layouts.
6. Contacts
- In the Contacts tab, you can link contacts to the Client:
Link to existing contacts
- Click the Link Contact button
and the Contact Role dialog box opens.
- Enter the contact name and select the respective contact from the contacts listed to link to the client
- Tick the role types applicable to this contact on the client and then click Save.
Create a contact and link to the client
- Click the Create Contact and Link button
. The Contact Details dialog box opens. Follow the prompts to capture the information about the Contact in the General and Details tabs, and then click Save.
7. Documents
This tab contains alternative name and address information that may need to appear in the client's documents.
If the client name, physical address or postal address is the same as the one previously entered in the General and Address tabs, simply check the Same as client checkbox.
8. Rate Exceptions
- In the Rate Exceptions tab, you can view and edit rates and fees specific to the matter.
Rate Exceptions | These are exceptions to the normal fee structures that are billed to clients. In this section, the rates the client is to be billed on will be completed, if different to the normal rates. |
Fee Schedule | Users have the ability to setup an exception fee schedule per Fee Earner. (This is setup in the System Administration Function, in the Users Module – “Fee Schedule”). The hourly rate and time interval must be set, so when a Matter is selected that has a fee schedule setup, these relevant rates will apply. |
9. Custom Data
- In the Custom Data tab, you can view multiple templates on the left pane.
10. Save
- When finished with capturing information, click the Save button on the module toolbar.