Setting up clients

Learning Resource: Security and Setup Functional Guide

To set up a client

  1. From the > Setup menu, click Clients.
  2. Click the New button.
  1. Type the client name.
  2. Enter a client type.
  3. In the Date Established field, enter the date you started doing business with the client.
  4. Multi-company only. To link this client to a specific company in your organization, select the company. Ajera automatically selects the company in tasks involving the client to save you time. Otherwise, leave the Company field blank.
  5. If you selected to automatically number your invoices by client ( > Setup > Company > Preferences > Billing tab), the Last Invoice Number field appears.

Enter the number you want to use as the starting point for numbering invoices. For example, enter 999 to start printing invoices with a number of 1000. If blank, the first invoice has a number of 1. 

Note: If you enter characters in your invoice number, Ajera only increments the numbers following the last character. When it reaches a limit, it resets the numbers to zero. For example, 2004-00 is incremented up to 2004-99, and then restarted at 2004-00. If you expect to need more than 99 invoices, you would increase the number of digits in last section of the number.
  1. Leave the Send statement check box selected if you want to automatically include this client when printing statements. Otherwise, clear it.
  2. In the Email Template field, select a template to use for the client.

This field pre-fills with the default statement template assigned in > Setup > Clients.

  1. If you set up finance charges on the > Setup > Company > Preferences > Billing tab, the Create finance charges check box appears.

If you do not want to create finance changes on any of this client's outstanding balances, clear this check box. Otherwise, you are able to create finance charges for this client by using the Manage > Finance Charges menu.

  1. If you selected the Create finance charges check box, enter the percentage rate you want to charge this client if different from the general rate you set up on the > Setup > Company > Preferences > Billing tab.
  2. The Prepayment Beginning Balance field appears until you finish working with your beginning balances. Enter or change the amount of prepayments for this client, as needed.

Multi-company only. You can enter a prepayment in this field. Before you can apply the prepayment, you must first associate it with a project. To do this, see Associate a prepayment with a project in Entering beginning balance for client prepayments.

  1. Enter an Account ID associated with this client.
  2. In the Invoice Delivery Preference field, select the preferred client invoice delivery method: Printed or Email.

You can view this preference in Manage > Client Invoices.

  1. Type the first phone number for the contact. To the right of the phone number, type a description for it, such as: cell phone, office phone, emergency only, and so on. Enter any additional phone numbers or a fax number in the remaining lines.
  2. Type the email and website address for the client.
  3. Click the Address tab.
  4. In the address box, type address information in the first line and additional information in the other lines, as needed. For example, you might enter the street address in the first line and a building number and suite number in the remaining two lines. Enter the city, state, zip, and country.
  5. If you want to enter a mailing address that is different from the address you just entered, clear the Same as address check box. Type the mailing address.
  6. Click the Contacts tab. Enter up to twenty contacts for this client. In the Notes field to the right of each contact name, type a description or any notes about the contact. For example, you might enter something such as: Only in the office on Wednesdays.
Note: See Setting up contacts to add a new contact.

  1. Click the Attachments tab and add attachments, by linking to related files. A linked file must be in a shared location for other people to open it (for example, on a shared network or a website).

  2. Click the Notes tab, and type any notes about the client.
  3. Click Save.
  4. Repeat these instructions to enter additional clients.
  5. Bill & Pay only: When a new client is created, the new client is automatically added as a client in Bill & Pay.
  6. Click Close.