Client properties and options

The Client setup dialog enables you to manage all your client profiles from a single location. Click each tab in the dialog to specify client details and client options in Time.

For Time users with Cloud Integration enabled, the column Cloud Integrated indicates if the field or option is available from CaseWare Cloud.

Address/Phone
Alternate Address
Documents
Attention
Billing Info
Tax Info
Other Info
Memos
Contacts
Staff

General Client Profile

Client Property	Cloud Integrated	Description
Client No.	Yes	The client number is alphanumeric up to 10 characters long. Type or select an existing client number to modify client information. For convenience, click the look-up button to access the Client List. You can type in a new client number to set up a new client. Time asks you to verify the new entry so you don't inadvertently duplicate clients. Conventions for client numbering It is important that a proper number sequence is followed as most reports can be viewed and printed in two different orders: client number and short name order. Since short name order is normally reserved for an alphabetical order, the number should be chosen to optimize client grouping. A sample client number structure is to use a six-digit number where the first four digits are alpha with the same alpha for each client in the same group followed by a unique two-digit numeric. Client setup dialog Use the scroll buttons (\|<, <, >, >\|) to view information for the first, previous, next, or last client in the list. New Click this button to add a client to the Client List. You can also type a new number in the Client No. box above. In that case, Time asks you to verify the new entry. For detailed instructions, see Adding a Client. Delete To delete an existing client, select a client from the Client No. box and then click Delete. Note: Only clients with no activity in the current year may be deleted. The records for any contacts exclusive to this client are deleted as well. A better alternative is to make clients inactive. For detailed instructions, see Deleting a Client.
Name	Yes	The name of the client as entered in Time. If Time is integrated with Cloud, this field matches the name of the client entity. If the client has been created in Cloud as an Individual client entity, the name can only be updated in Cloud. Note: The client name cannot be left blank. This is a required field. Note: You can use * (asterisks), ? (question marks), and " (double-quotation marks) in this field.
Group	Yes (Read-only)	If this client has an umbrella or parent company listed in the Group List, type or select the applicable group number. Groups are used to represent divisions or subsidiaries of companies; for example, one client may have other clients that operate under one "umbrella" or parent company. This "umbrella" company represents the group to which other subsidiary firms belong. Click the look-up button to display the Group List from which to choose.
Short	No	By default the short name is set to the first 10 characters of the full client name. This can be modified as needed. For example, if the full client name is "David Smith, CA", "David Smit" displays in the Short box. For purposes of printing reports in Short Name order, it is recommended to change this Short name to "Smith, Dav". Note: You can use * (asterisks), ? (question marks), and " (double-quotation marks) in this field.
Start Date	Yes	Enter the date the record was created. Click $images\list2_shg.gif$ to change the date as applicable.
Project	Yes (Read-only)	If the use of projects has been activated in the company profile, click the Projects button to set up and assign projects and subprojects to the active client. If projects are not activated, then this button will appear grayed out and the Project tab will be unavailable.
Type	Yes	There are six different "Types" that can be assigned to a client. The type can be changed at any time. Active The default status. Time expense entries and billings can be posted to active clients. Inactive Makes a client inactive. Inactive clients are clients that are no longer being serviced by the company. Processing of time, expense entries, invoices, or cash receipts are not permitted for these clients. To make the client inactive, make sure that there are no outstanding WIP transactions and Accounts Receivable transactions in the client's account. If there are, they need to be relieved and written off before deactivating the client. This prevents entry of transactions using the client name or number. When year end close is performed, any inactive clients are automatically deleted from the file. See also Making Clients Inactive. Other If selected, posting of time, expense or billing entries to this client is not allowed. In fact, these clients do not appear when processing time or expense entries, invoices, credit notes, or cash receipts. Personal Indicates that the client is a personal contact to a member of the company. If selected, posting of time, expense or billing entries to this client is not allowed. In fact, these clients do not appear when processing time or expense entries, invoices, credit notes, or cash receipts. Prospect Indicates that the client is a prospective client. If selected, posting of time, expense or billing entries to this client is not allowed. In fact, these clients do not appear when processing time or expense entries, invoices, credit notes, or cash receipts. Referral Indicates that the client was a referral. If selected, posting of time, expense or billing entries to this client is not allowed. In fact, these clients do not appear when processing time or expense entries, invoices, credit notes, or cash receipts. Suspended Indicates that the client still has a balance outstanding which the debtor department is trying to collect. In the meantime, no further work is to be done on the client and so the client account is suspended. The client will not appear in any dialogs where client work or expense is being generated including reports and budgets.
Inactive Date	Yes	Displays the date that the client was made inactive. The default is the first day of the next period. Click $images\list2_shg.gif$ to change the date as applicable.
Default project	N/A	If you have activated the use of projects in the Company Profile, this read-only field displays the project selected to be the default for this client. To change the default, click the Project button to open the Project dialog where you can set the default project.
Print	N/A	Click this button to print the entire record for the client selected.

Note: In the Cloud, the "Project" and "Group" properties are read-only so you can view them but not edit them.

Address/Phone

Address/Phone

Use this command to input specific information relating to each client.

Field	Cloud Integrated	Description
Address	Yes	Enter the mailing address.
City	Yes	Specify the city.
State/Province	Yes	Enter the province or state.
Country	Yes	Enter the full name or abbreviation of the country.
Zip/Postal Code	Yes	Enter the postal or zip code.
Phone Numbers	Yes	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	Yes	Enter the email address of the primary contact at the firm. Click the Mail button to generate an email to the specified address.
Website	Yes	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.

Alternate Address

Alternate Address

When reports need to be sent to a location or staff of the Client's other than the main address or contact, enter the alternate contact information here.

Document Selection

Select the documents and reports to be sent to this alternate address. The alternate address is displayed on the documents selected rather than the main contact address.

To revert to the main address, clear the check box beside the applicable document(s).

All Alternate Address information, save Name, are merged to CaseWare Cloud.

Documents

Documents

Field	Description
Address	For each item, select whether to use the main, alternate, group, or group alternate address.
Batch Email/Print	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.

Field

Description

Address

For each item, select whether to use the main, alternate, group, or group alternate address.

Batch Email/Print

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.

Attention

Attention

Use this tab to select primary contacts for the client.

Note: Client attentions are part of your list of Contacts (under Setup | Contacts | Contacts). Click the Contact button to specify a client attention from your Contacts.

Property	Description
Contact	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.

Property

Description

Contact

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.

Billing Info

Billing Info

Enter billing information for the client.

Field	Description
Estimated Revenue	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.
WIP Balance Limit	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.
Billing Defaults	In the Invoice Style field, select the type of invoice to use by default, basic or detailed.
Billing Level of Detail	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.
Credit Card	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 $images\extdesc_shg.gif$ to enter an extended description for the Credit card code. Codes with extended descriptions are denoted by $images\extdesc1_shg.gif$ . 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.
Other Credit	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.

Tax Info

Tax Info

Enter tax information specific to the client.

Field	Description
Tax Codes	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.
Tax Rates	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.

Field

Description

Tax Codes

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.

Tax Rates

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.

Other Info

Other Info

Enter additional information.

Field	Cloud Integrated	Description
Status	Yes (only Year-End Month)	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 $images\extdesc1_shg.gif$ . 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.
File Location	No	If applicable, enter the location of the file, e.g., "c:\CWTWIN\data\abc\abc.ac".
Alternate Codes and Dates	No	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
Roles	No	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.

Memos

Memos

Enter any specific information. A detailed trial balance report that includes memos can be printed from the Document Manager. Memos are merged between Time and CaseWare Cloud.

Contacts

Contacts

You can assign contacts to specific clients or client groups. Contacts could be the law firm or insurance company that is retained by the client. Use Contact information for generating form letters to the law firm.

Field	Description
All Contacts	A list of all contacts that are currently unassigned to the client or client group.
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.

Field

Description

All Contacts

A list of all contacts that are currently unassigned to the client or client group.

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.

Staff

Staff

Staff members can be assigned to specific clients. Use the Staff Assigned area and Partner and Manager fields to assign staff who are responsible for the work being done for the given client. These assignments affect the filter options in the Staff tab of the Project Management area under the "Client Project Options" area.

Field	Description
Partner	Type or select the staff number representing the partner 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 partner's ID.
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	A full list of staff members in the firm.
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.