This article describes the tabs within the Clients Module in GhostPractice®.
Overview
- The Clients Module allows for the creation of a client.
- A client or CNT is all the information regarding that client, as well as the billing information.
- Click on the Help button on the main toolbar to get assistance.
Top Tips
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General Tab
| # | Field | Description |
| 1 | Type | Select the client type to be created in Ghost Practice. |
| 2 | Instructing Correspondent | Select this if the client is another attorney firm giving instructions. |
| 3 | Client Details | Enter the client details. |
| 4 | Language | Select the language in which the correspondence to the client will be generated. |
| 5 | Branch | Select the branch of the legal practice. |
| 6 | Group | If applicable, select the group to which the client belongs. |
| 7 | Legacy Account | If applicable, enter the Legacy Account Reference (this will mainly be used in cases where a conversion from another software package was done). |
| 8 | Special Instructions | Enter any special instructions and/or comments relating to the client and select whether instruction and/or comment is of high importance or low importance. |
| 9 | Owner | Select the relevant attorney/fee earner if the defaults do not apply. |
| 10 | Process | Defaults to “Client Conflict and FICA Process”. |
Financial Tab
| # | 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. Note: These details will show on the Business Debtors Due and Overdue report, and will also determine the parameters for interest to be charged on overdue accounts |
| 6 | Interest Charged | Enter the annual percentage of interest to be charged to the client on overdue account 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). |
Billing Tab
| # | Field | Description |
| 1 | Automatic | Check the check box if invoicing for the client should be done automatically at day end. |
| 2 | Collection Commission | Check this check box if collection commission is to be included in automatic invoices. |
| 3 | Disbursements | Check this checkbox if disbursements are to be included in automatic invoices. |
| 4 | Fees | Check this checkbox if the fees are to be included in automatic invoices. |
| 5 | Only if sufficient credit | If automatic invoicing is selected, automatic invoices can be generated only if there is sufficient credit in the trust account. Select the check box if appropriate. Disbursements will be invoiced first and then fees to the value of the trust balance. |
| 6 | Automatic Pro Forma credit | This option is available only if the above option has been selected and there is insufficient trust to generate an invoice. In this case, a pro forma invoice will be generated. Please note: pro forma invoices are not automatically converted to invoices. |
| 7 | Frequency | If automatic invoicing is selected, the desired frequency can be indicated by selecting daily or monthly. Please note: Monthly invoices will be generated at day end with the statement run not with the financial month end run. |
| 8 | Electronic Billing | NOT APPLICABLE TO SOUTH AFRICAN USERS |
| 9 | Statement date | Use the dropdown arrow to enter the day of the month on which the client statement should be generated. New dates can be set by the practice |
| 10 | Layout | Select how the matters will be laid out in statements: either Consolidated, where one matter follows on from the next, or One per Page, where each matter is on a separate page. |
| 11 | View | Use the dropdown arrow to select either: Detailed Statement with VAT invoice summary: This lists the invoice information in the statement, instead of attaching the invoices (or) Summarised Statement with invoices: This will attach any invoices generated during the month to the statement. |
| 12 | Include statement summary page | Select this check box to include the summary page with every statement. Clear it to print statements without the summary page. |
| 13 | Statement Bank | Choose between Business or Trust. This is the bank account the client needs to use to make payment. These details will show on the statement and the invoice. |
| 14 | Deliver to client | Check this check box if the statement is to be delivered to the Client. The statement will still produce and store to the transaction history regardless of whether this is ticked or not. |
| 15 | Delivery method | Select the method in which the client would like the statement delivered. Print or Email. |
| 16 | Delivery format | Select the format in which the invoice/statement should be delivered (Invoices Only or Statement & Invoices Stitched or Statement Only No Invoices). |
| 17 | E-mail Template | Different email templates can be set for the body of the email the statement will be attached to. |
| 18 | Statement E-mail addresses | Enter the e-mail address/es of recipient/s if the Delivery Method of Email |
Address Tab
| # | Field | Description |
| 1 | Physical Address | Enter details of the physical address. |
| 2 | Postal Address | If the postal address is the same as the physical address, tick the check box provided to indicate this (the postal address will be populated with the Physical Address details). If not, enter the postal address |
Contacts Tab
| # | Field | Description |
| 1 | Link Contact | Opens a list of existing Contacts that can be linked to the current Client. |
| 2 | Create Contact | Opens the Contact details dialog box in which information can be captured about a new Contact. Once saved, the Contact is linked to the current Client. |
| 3 | Edit Contact | The Contact information can be edited by clicking on this button. |
| 4 | Edit Role | Edits the contact role. |
| 5 | Unlink Contact | Removes the link of the selected Contact to the current Client. |
Documents Tab
- 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.
Rate Exceptions
| # | Field | Description |
| 1 | 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. |
| 2 | 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. |