Managing Clients
To get started with statement spreading, you create a client record.
Steps: Create
You can access the Add Client dialog box to add a new client to the system. After a new client is successfully added, the Add Client Profile dialog box is displayed, which allows you to enter profile information for the new client.
To add a new client:
From the application menu bar, choose Create > Client to open the Add Client dialog box.
Complete all the fields.
Field Name
Required Field?
Description
Client Type
Yes
The type of client:
Business
Individual
Organization
Note: Clients with the Organization client type are typically non-profit organizations.
Full Name
Yes
Client's full name (e.g., Abernathy, Inc. or Winston Abernathy).
Character field.
Client Number
No
Number that uniquely identifies a client record.
Integer (numeric) field.
Tax ID, SSN, or Tax ID/SSN
No
Client's IRS federal tax ID number (if a business or organization) or Social Security Number (if an individual).
Integer (numeric) field.
Click the OK button to save the information and close the Add Client dialog box.
At this point, Statement Analyzer performs a duplicate check. If any of the fields match an existing client record, a Duplicate Check dialog box is displayed, showing the existing client record. You can right-click this client name and view the client record by selecting Go to Client. Otherwise, if you are confident that you are adding a unique client, click Create New Client.
If the new client was added successfully, complete all required fields and any optional fields in the Add Client Profile dialog box you feel are necessary.
Field Name
Required Field?
Description
Short Name
No
Name by which you commonly refer to the client and would use to perform searches.
Doing Business As
No
DBA. Name under which the client conducts business.
Legal Name
No
Only displays for clients that have a client type of Business, Organization, or Unassigned. It can contain a name of 200 characters.
Prim. Address Type
No
The type of primary address the client has:
Address of Record
Billing
Business
Home
Mailing
Seasonal
Primary
Prim. Address
No
Client's primary mailing address.
Prim. E-mail Type
No
The type of primary e-mail that the client has:
Home E-mail
Work E-mail
Home E-mail
No
Client's home e-mail address.
Work E-mail
No
Client's work e-mail address.
Created By
Automatically recorded
Person who created the client's profile information.
Last Updated By
Automatically recorded
Person who last updated the client's profile information.
Created Date
Automatically recorded
Date the client's profile information was created.
Last Updated
Automatically recorded
Date the client's profile information was last updated.
DUNS Number
No
Client's DUNS number.
NAICS Code 1
No
First NAICS code. Click
to bring up the NAICS Lookup.You may search for NAICS Codes by Code or Description, and utilize the Search Text field. If you have purchased RMA Data with Statement Analyzer and there is statement study information available, you will see a check mark in the RMA Data column. Once you have selected the appropriate industry, choose the OK button and you will return to the Client Profile screen with the NAICS Code completed.
NAICS Code 2
No
Second NAICS code. Click
to bring up the NAICS Lookup.NAICS Code 3
No
Third NAICS code. Click
to bring up the NAICS Lookup.NAICS Code 4
No
Fourth NAICS code. Click
to bring up the NAICS
Lookup.Fiscal End of Year
No
Enter the month and day (in MM/DD format) that will be designated as the fiscal end of year for this client. If you enter an invalid MM/DD combination (such as 13/31 or 11/31), the MM and DD values will revert to the highest appropriate values (12/31 and 11/30, respectively).
Always End of Month
No
Select this check box to use the month value from the Fiscal End of Year field and to automatically use the last day of that month. Selecting this check box could change the value in the Fiscal End of Year field. For example, if you had 12/30 (or 12/16) in the Fiscal End of Year field, selecting the Always End of Month check box would change the value to 12/31.
Rel. Manager
No
Select the user that will serve as the relationship manager for this client.
The list of relationship managers is created and maintained by your Statement Analyzer administrator
Pri. Phone Type
No
The type of primary phone the client has:
Business Phone
Cell
Direct
Fax
Home Phone
Business Phone
No
Client's business telephone number, including area code.
Cell Phone
No
Client's cell phone number, including area code.
Direct Line
No
Client's direct telephone number, including area code.
Fax
No
Client's fax number, including area code.
Home Phone
No
Client's home telephone number, including area code.
Website
No
Client's Web address.
RMA Submission Information
Legal Form
No
Select the legal business structure of the company (corporation, non-profit, and so on).
Line of Business
No
Select the line of business for the company (manufacturing, sales, and so on).
Primary Product
No
Enter the product the company primarily deals in (for example, "medical devices").
Submit to RMA
No
Check this box if you want to have the data submitted to RMA.
Note: Administrators have the option to clear or set all client submission flags.
Click the OK button to save the information and close the Add Client Profile dialog box.
The new client is now added to the system and the client record page is displayed. You are now ready to add a contact for the client, create a statement, add comments, or edit the client's profile.
Steps: Edit
You can access the Edit Client Profile dialog box to edit a client's profile.
To edit a client:
Perform the steps for Finding a Client.
From the client basic information section, click the [Client Name] link to open the Client Profile section.
From the Client Profile section, click
and then click Edit to
open the Edit Client Profile dialog box.From the Edit Client Profile dialog box, modify the information as necessary.
Click the OK button.
Note: To close the Edit Client Profile dialog box without saving changes, click the Cancel button.
If you changed the client number or tax ID and it matches an existing client number or tax ID, an error message is displayed. Enter a unique client number or tax ID and click OK.
A Confirm dialog box is displayed, asking if you are sure you want to save the changes.
Click the Yes button to save the changes and close the Confirm dialog box.
Note: To close the Confirm dialog box without saving changes, click the No button.
If you changed the short name and it matches an existing short name for a client, a Confirm dialog box is displayed, asking if you are sure you want to change the short name to one that already exists. If you select No, the Confirm dialog box is closed. On the Edit Client Profile dialog box, change the short name to make it unique and then click OK. If you select Yes, the changes are saved and the Confirm and Edit Client Profile dialog boxes are closed.
Steps: Delete
You can access the client basic information section to delete a client record.
To delete a client:
Perform the steps for Finding a Client.
From the Client Information section, click
and then click Delete
Client.A Confirm dialog box is displayed.
Click Yes to delete the client record.
The client is deleted from the system and the Confirm and [client name] dialog boxes are closed.