Client management

This function of itmSUITE® enable the user to manage:

• Clients master data
• Sales Contracts

Client master data

This functionality enable the user to manage client data. This function can be call be menu Clients Management / Clients

The actual display of client depends on user role

Adding, editing and cancelling Client

Adding of new client can be done directly from the main menu, or from the client list view.

Once called the add function the system shown a session with five information'tab to be managed: General, Addresses, Contacts, Banks, Organizations Units.

itmSUITE® manages the states of the client who may be the following: "Provisory", "Billable", "Inactive", "Canceled". In the following table are summarized minimum information required for each state and interactions with other itmSUITE® functions.

Status	Minimal Information	Interactions
Provisory	Name,Language	This status enables the use of client in itmSUITE® that can then be associated to projects, services, resources, etc. In this state, you can not bill client.
Billable	Name,Language,Tax Number ,Payment Terms, At least one valid address	This status enables to bill at client.
Inactive	The transition to this state is possible after the transition from "Billable" which inherits constraints.	In this state, you can not bill client.
Canceled	The transition to this state is possible after the transition from "Billable" which inherits constraints.	In this state, you can not operate on the client. To pass in this state, the flag BILLING COMPLETED tab General must be selected.

The table below summarized the useful information to present into the first four tabs of client.

Tabs	Field	Note
General	Creation Date	Creation date of the client. Field automatically updated by itmSUITE®
General	Creation User	The user who originally created the client. Field automatically updated by itmSUITE®
General	Edit Date	Last modification date of client. Field automatically updated by itmSUITE®
General	Edit User	Last modification user of client. Field automatically updated by itmSUITE®
General	Status	State of the client. The states are predefined.
General	Code	Code assigned to the client.Field automatically updated by itmSUITE®
General	Name	Client company name. Alphanumeric field.
General	Client Group	Define a Parent of a Client.
General	AII	All Invoice Issue. Only when is flag is activated user can cancel a Client
General	Tax Number	Alphanumeric field. The tax number is not validated.
General	Payment Terms	Information selected from Company master data
General	Type	Information selected from Company master data
General	Country	Information selected from Company master data
General	Language	Client language selected from Company master data
Addresses	Address, City	Alphanumeric fields. Required for the insertion of an address.
Addresses	Region,Province, Zip code, Telephone, Fax, Email, Notes.	Optional alphanumeric fields.
Addresses	Type	Address type selected from a list maintained values in the table, type address Company master data
Addresses	Country	Country with reference to the address, selected from a list of values maintained in the table, Countries Company master data
Addresses	Notes	alphanumeric field.
Addresses	Defaults	Flag that determines the use of the address specified as the default address.
Addresses	Use For Ticket Info	Flag. If the flag is activated the ADDRESSES information field are automatically displayed in the appropriate form fields Ticket.Only one address can be enabled.
Contacts	Name	Alphanumeric field. Name of the contact
Contacts	Surname, Role,Notes,Address	Alphanumeric field. Enable the user to set the necessary contact informtions.
Contacts	Use for Invoice	Flag. Contract selected as refence from Billing process
Contacts	Default	Flag that determines the use of the contact specified as default contact.
Bank Accounts	Bank Name ,Account Number,ABI,CAB	Alphanumeric fields. Mandatory fields to set define a Bank relationship.
Bank Accounts	CIN ,Notes,Address	Alphanumeric fields.Fields that enable the user to define the bank account' informations
Bank Accounts	Defaults	Flag that determines the use of the bank account specified as default bank account.

Organization Units, enable the user to define a complete Tree Level Hierachy of a Client. For each level (division,department,office) in general we can define a resource that belongs to it and definire is role as Member or Manager.

• Manager belongs to more Organization Units
• Member belongs to only one Organization Unit

For each Organization Unit the user can provide address informations and can enable the Use for Ticket Info flag.

Sales Contract

Creating a Sales contract is the first step for:

• Billing a client
• Controlling profitability of a project

The main type of contract managed into the system:

• Stand-alone contract / Linked to Project / Service
• Fixed price / T&M

itmSUITE® contract enable the user to set the maxim expenses for hotel, lunch, dinner and travel and fix the Km travel value. Then is possible to insert the billing schedule or define a Sale role tariff.

itmSUITE® manages the states of the client who may be the following: "Provisory", "Operational","Suspended", "Closed", "Canceled". Here below are describe then common step to create a contract then the necessary highlight to manage the contract type mentioned above.

Information	Field	Note
General	Name	Sales Contract Short Description
General	Contract Date	Date of Contract signature
General	Term Start Date	Starting Contract date
General	Term End Date	End Contract date
General	Client	Contract client reference
General	Currency	Contract currency reference
General	VAT percent	Percentage of VAT will be applied by 'Billing process
General	Billing Rule	Rule used by Billing process to define the 'Invoice date

Stand Alone Contract

The aim of Stand Alone contract is providing a simple way to define a client due and inserting an agreement billing schedule. To activate a Stand Alone contract is necessary to:

• Select the Stand Alone contract flag
• Valorise the Total Service Fixed Amount
• Add one or more Billing schedule

Fixed Price Contract

The aim of Fixed price contract is providing a simple way to manage Project / service Revenue inserting an agreement billing schedule and subordinate billing to delivery.

To activate a Fixed Price contract is necessary to:

• Select the Fixed Price for Services flag
• Valorise the Total Service Fixed Amount
• Verify Contract / Project association
• Add one or more Billing schedule
• Associate a delivery to a Billing schedule if we subordinate billing to the delivery met.

T&M Contract

The aim of T&M contract is providing a simple way to manage Project / service Revenue Role Tariff and enabling invoice from certified Timesheet information.

To activate a T&M contract is necessary to:

• Insert a Role tariff amount
• Verify Contract / Project association