Group properties and options

Use this command to create groups or modify group information. Groups are used to represent divisions or subsidiaries of companies; for example, one client may have other companies that operate under one "umbrella" or parent company. This "umbrella" company represents the group to which other subsidiary firms belong. If this client has an umbrella or parent company listed in the Group List, type or select the applicable group number.

Clients that are associated with the specific group are then assigned the group number. Any group reports contain only the specific clients assigned that group number. For example, when accessing a group WIP report, only WIP for the group of clients displays and prints.

You can process credit notes, cash receipts and statements for the group or parent company; however because it is usually the subsidiary company that is billed, invoicing is performed by client only. Groups cannot relieve WIP that was generated by the subsidiary clients.

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

General Client Profile

Client Property	Description
Group No.	The group number is alphanumeric and can be up to 10 digits long. Type or select an existing group number to add or modify group information. Click to access the Group List from which to choose. You can enter a new number to set up a new group. Time asks you to verify the new entry so that you don't inadvertently duplicate groups. It is important that a proper number sequence is followed as most reports can be viewed and printed in two different orders: group number and short name order. A sample group number structure is to use a six-digit number where the first four digits are alpha with the same alpha for each group in the same group followed by a unique two-digit numeric. Use the scroll buttons (\|<, <, >, >\|) to view information for the first, previous, next, or last group in the list. New Click this button to add a group to the Group List. You can also type a new number in the Group No. box above. In that case, Time asks you to verify the new entry. For detailed instructions, see Adding a Group. Delete To delete an existing group, select a group from the Group No. box and then click Delete. Note: For Time users with Cloud Integration enabled, you must be Online to edit the group number.
Name	Enter the full name. Note: You can use * (asterisks), ? (question marks), and " (double-quotation marks) in this field.
Short	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	Enter the date the record was created. Click $images\list2_shg.gif$ to change the date as applicable.
Type	There are six different "Types" that can be assigned to a group. The type can be changed at any time. Active The default status for a group. Inactive Select Inactive, to make a group inactive. Inactive groups are groups that are no longer being serviced by the company. Groups can be made inactive only if there are no transactions or any kind for the group for the current fiscal year. If transactions have occurred in the current fiscal year, a year end close must be performed on the file before the group can be made inactive. When year end close is performed, any inactive clients are automatically deleted from the file. See also Making Client Groups Inactive. Other If selected, posting to this group is not allowed. These groups do not appear when processing cash receipts or credit notes. Personal Indicates that the group is a personal contact to a member of the company. If selected, posting entries to this group is not allowed. These groups do not appear when processing cash receipts or credit notes. Prospect Indicates that the group is a prospective group. If selected, posting entries to this group is not allowed. These groups do not appear when processing cash receipts or credit notes. Referral Indicates that the group was a referral. If selected, posting entries to this group is not allowed. These groups do not appear when processing cash receipts or credit notes. Suspended Indicates that the group 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 group and so the group account is suspended. The client group will not appear in any dialogs where client work or expense is being generated including reports and budgets.
Inactive Date	Displays the date that the group was made inactive. The default is the first day of the next period. Click $images\list2_shg.gif$ to change the date as applicable.
Clients	Click the Clients button to see a list of clients belonging to this Client group.
Print	Click this button to print the entire record for the group selected.

Address/Phone

Address/Phone

Enter information pertaining the group's address and phone numbers.

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

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 enter information about the primary contacts for the group. These contacts are referred to as group contacts.

Property	Description
Contact	Click this button to open the Contacts dialog. You can add or edit exiting 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 Enter an email address for the group contact. 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 exiting 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

Enter an email address for the group contact. 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 group.

Field	Description
Estimated Revenue	Enter the estimated billings for the group for the year. Generate Statements Click this option to include this group when generating account receivable statements. Clear this check box to exclude this group from the statement generation process. The default is for clients to receive statements.
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.

Field

Description

Estimated Revenue

Enter the estimated billings for the group for the year.

Generate Statements

Click this option to include this group when generating account receivable statements. Clear this check box to exclude this group from the statement generation process. The default is for clients to receive statements.

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. 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. 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. 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.

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.
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.

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	Description
Assigned To	Partner Type or select the staff number representing the partner responsible for the group. 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 group are updated with the new partner's ID. Manager Type or select the staff number representing the manager responsible for the group. 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 group are updated with the new manager's ID.
Status	Enter accounting information about the group Status Click this button to create optional Status codes. Status codes can be used to indicate material that is sent to the client or groups, 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	If applicable, enter the location of the file, e.g., "c:\CWTWIN\data\abc\abc.ac".
Alternate Codes and Dates	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	Prepared by Enter the initials of the staff member who entered the information for this group. 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 group. Date Represents the date of revision, which is set by default to the current active date, and this can be changed as necessary.

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.

Memos

Memos

Enter any specific information. A detailed trial balance report that includes memos can be printed from the Document Manager.