Are you factored? If so, you may wish to first read the article How to deal with factoring.
To manage and add Clients to the Etz system, navigate to ‘Reference Data’ and then ‘Client Entry’.
This brings up a brief summary of the existing clients on the system. Specific clients can be located by using the Keyword search feature. Client details can be viewed and edited by clicking on the pencil icon next to each client line.
To add a new client, click on the ‘Add New Client’ button. This will bring up a form, as seen in the image below.
The primary fields of interest are:
Agency Ref: normally used when importing clients from a front office system, such as Bullhorn, that has its own unique reference code, which differs to the one held on your accounts package. If you would like this option to be available to you please contact our support desk.
S/L Code: a particularly important field as it is the reference that will be used when exporting sales invoices for this customer to your accounts system and acts as the identifier for the record.
Billing Contact - Name: this name appears on the sales invoice to your client (e.g. ‘Accounts Payable’.
Address: when adding an address, ensure that there are no gaps between lines as this will lead to blank lines on the sales invoice.
Payment Terms: specific to the client. If no terms are entered, the default terms you have entered on the agency ref page will be used.
Sales Tax Type: default is 20% as standard for the UK. There are other sales tax types available and you need to select the relevant sales tax for your client. If you need additional sales tax entries to be available (e.g. Ireland) then please contact our support team.
Invoice Template: there are several system templates available to use in the system. If you wish to change the default template please contact a member of our support team or refer to What are System Templates?
Invoice Text Entry: allows you to create specific invoice text relating to the client which can be attached to each sales invoice produced from the system. This feature can be used if you want to remind your customers to pay on time.
- Purchase Order: collates timesheets for invoices by the purchase order attached to the assignments. If a client has several PO’s in place, they will receive a separate invoice for each purchase order.
Billing Cycle: indicates how often the client will be billed.
Invoice Grouping: reflects how you wish timesheets to be collated for invoices. If you have clients with whom you have a self-bill agreement in place, you will need to select manual/self bill.
The system will not auto-generate an invoice, but will create transaction details, which you can export into your accounts package.
The available options for invoice grouping are:
- Every timesheet: produces a separate invoice for each timesheet that has been validated.
- Candidate: generates an invoice on a per candidate basis (this is the most common option).
- Manual/Self Bill: ensures the system will not automatically collate invoices for a client. This option tends to be used where a self-billing agreement is in place and you wish to reconcile the system against the self bill invoice received from your client. If this option is selected all invoices must be generated manually.
Please be aware that if you set up the ‘Billing Cycle’ and ‘Invoice Grouping’ to be ‘Every Timesheet’, the system will automatically create a sales invoice after each timesheet has been validated.
Invoice Delivery: the email address to which the invoices will be delivered. You can enter more than one address, separating each one with a semi colon (;). Please ensure that the delivery mode is set appropriately.
Setting the delivery mode as ’Post’ will instruct the system to email the post email address you have set in your agency reference page. You will then be able to print off the invoice and post it to your client.
email with a link and not PDF as many email servers will restrict the download size of the email they will deliver. You may also find that many large organisations may strip PDF's from the email content.
Full details about invoice delivery mode can be viewed at: How do the invoice delivery options in Client Entry work on Etz
MUST Invoice With Purchase Order: if ticked, the system will be prevented from issuing a sales invoice to your client if there is no purchase order associated with it. This is beneficial if you have clients who refuse to pay invoices without a PO number attached.
If you have multiple bank accounts, you may wish to refer to Where can I add different bank details to appear on a Sales-Invoice?
The client entry is now complete and you can click on the ‘Update’ button to save the record. The system will confirm the record has been saved and will take you back to the client summary screen where you will see your new client record has been created.