Clients

Overview

Clients are listed by name in the left pane of the @Quote Plus 32 window. Clicking on the plus [+] sign next to the Client object or double clicking on the Client object will give you a list of client names. Clicking on one of the client objects will open the corresponding Client form in the right pane. Client forms are used to create and edit client information.

Note that under each client object, you will find a number of child objects: Contacts, A/R (accounts receivable) and Jobs listed by job name. Each of the linked child objects are covered later in this manual.

Fields

The Client form contains the following fields:

Client #:	A new client is automatically assigned a 10-digit internal numbers when a new record is added. This number tracks everything associated with this client, such as jobs and payments. The number is created using the formula YYMMDDXXXX, where YY is the last two digits of the year, MM is the month, DD is the day, and XXXX is an incremental counter. At a glance you can tell when this client was added, and we will discuss later how you can use this number when running reports in the Retrieve Screen section of this guide.
Extern:	If you are using an external accounting package, such as MAS90, for your A/R method, the Extern field will appear on the Client form. Depending on the external accounting package you are using, an external number will either be automatically assigned/converted when a new record is added or have to be added manually when adding a new record.
Name:	We recommend you enter a unique name. @Quote Plus 32 will check to see that no other client with this name exist and will alert you if it finds one. Note that this is only an alert to let you know that name is already on file - you will be permitted to continue with that name if you choose. Additionally, client names will be listed alphabetically on the Goto list, so you may wish to enter clients on a last name first basis.
Address1 & Address2:	First and second street address lines for the client.
C/S/Z:	Client's city, two-letter state or province abbreviation, and zip code or Canadian postal code of up to 10 characters.
Salutation:	The Salutation field is used as an "alternate" for the Name field. If you wish to see something other that the client's name appear on the proposals and invoices, enter it here. Basically, since the Goto list searches on the Name field, you should enter any non-company clients (such as "John Smith") in last-name-first order (i.e. "Smith, John") in the Name field so that they sort correctly on the Goto list. However, as you may want the proposal to be addressed to John Smith, you can enter "John Smith" in the Salutation field. In other words, @Quote Plus 32 will print the proposal and invoice with whatever is in the Salutation field first. If the Salutation field is left blank, @Quote Plus 32 will use whatever is in the Name field.
Office:	Main phone number of the client.
Fax:	Fax phone number of the client.
Type:	You can specify the Type of client by selecting a choice from the pulldown list provided when you click the down-arrow next to this field. This list can be edited or added to on the Client defaults tab.
Cr Limit:	Specify the credit limit (in dollars) for this client. On the A/R form, all open balances for this client will be deducted from the credit limit to show the Credit Remaining for the client.
Price Level:	Client's default price level. All jobs for this client will start out with this default price level. It tells @Quote Plus 32 which price level to look up for items when entering phases/sequences.
Salesperson:	Client's default salesperson. All jobs for this client will be assigned the salesperson specified here. The salesperson for a particular job can be overridden if necessary, as long as the user has that right assigned on the Users form.
Net Terms:	Specify the net billing terms in days for this client. If you are using the @Quote Plus 32 A/R method, it will be used to calculate the age of invoices for this client. If you are using an external accounting package for A/R, this amount will be exported along with the information for this client when you send the first invoice for the client.
Status:	This field allows you to place a client on "Hold" using the dropdown arrow to the right of the field. You will not be allowed to add new jobs to a client that has been placed on hold. To remove the client from hold and allow new jobs to be added, simply change the status back to "Good".
Qty on Invoice:	Check this field if you want square footages to print on all proposals and invoices for this client.
Sent to A/R:	This only applies if you are using an external accounting package for your A/R method. It denotes whether customer information has been exported to that external accounting package.
Don't Print Statement:	Checking this box will prevent this client from being automatically included when printing the Statements report. You can, however, manually choose to print a Statement report for a Don't Print Statement client. To do so you must click on this client, then specifically choose to run the Statement report for that client (Note the message on the Retrieve screen that "If you leave all fields blank, you will get current client only.).
Template Only:	Checking the box will exclude the client from being purged/deleted according to the terms of your Optimize defaults, allowing you to set up "template" clients.

Menus

To access the Client object menu box, click on the Client object or a desired Client object then right click. An example of this menu box is show below.

Comments:

The Comments command will bring up a "memo" field into which you can enter any comments, remarks, or notes about that particular client. You can enter up to 64 pages of comments. This is for use in-house, and does not print out on proposals or invoices. Note the Edit menu at the top of the Client Comments screen which allows you to Undo, Cut, Copy, and Paste in the Comments field to transfer data from one field to another or between programs. When comments have been entered for a client, there will be a checkmark on the menu next to Comments; no checkmark indicates no comments have been entered. Note that many of the Retrieve screens used for reports will allow you to search Comments, so you can enter special information on clients here and search on it later when running reports.