Add Clients

As you add clients, capture details such as addresses, contacts, and actions. These display as defaults on other records so you'll save time adding them now.

Tip: You must have permissions to work with some client details, such as client IDs, statement codes, and attachments. For details, see client business rules in receivable settings.

1. From Receivables, Clients, select Add, Individual client or Organization client.

2. Enter client details, such as name, ID, address, and contact info.

   Tip: Use Service provider to select the person at your organization who assisted the client.

3. Select a Statement code to define how often the client receives statements.

4. Determine the credit rating and limit, and whether to asses finance charges for late payments.

   Tip: To calculate finance and late charges for clients, billing items, and invoices, you must select Subject to finance and late charges on all three record types.

5. To send letters to clients if payments are past due, select Send dunning letters. Later, you can use this as a query filter in reports and late fee calculations.

6. Use data entry defaults to save time with receivable tasks. If needed, you can update these values later.

   1. Interfund set - Select a set to balance accounts if the debit and credit accounts aren’t in the same fund. For details, see interfund sets.

   2. Receivables account - Displays when no default accounts are selected in Settings, Receivables, Default accounts. Otherwise, one has already been selected. For details, see default accounts.

   3. Automatically apply new payments - Only displays when "As defined on each client" is selected in Settings, Receivables, Business rules, General. Otherwise, you must manually apply new payments for the client. For details, see general business rules.

   4. Automatically apply new credits - Only displays when "As defined on each client" is selected in Settings, Receivables, Business rules, General. Otherwise, you must manually apply new credits for the client. For details, see general business rules.

7. Use data billing defaults to save time with receivable tasks. You can update these later if needed.

   1. Tax status - When subject to sales tax, specify the sales tax ID. When exempt from tax, enter the client's federal tax exemption number.

   2. Terms - Select from existing payment terms that you specified in Settings, Receivables.

   3. Freight on board - Specify when the client assumes ownership of the order.

8. To process payments using electronic funds transfers (EFTs), add EFT bank details.

   1. Prenote - A prenotification is an authorization file used to test electronic bank info. This ensures correct transmission file details, such as codes, amounts, and account numbers, and is often required prior to accepting EFT payments.

   2. Discretionary code - The client's bank provides this code.

   3. International ACH transaction

      • Go routing number - Requires nine digits and represents the domestic financial institution that accepts international transactions.

        Go refers to the US Gateway Operator.

      • ISO country code - Required, two-character code that identifies the destination (or origin) of the transaction.

9. Add custom fields and attachments as necessary.

10. Select Save.