Client Management

Client

All the functions present enable an application manager to set:

1. Client Master data
2. Sales Contract

Client Master Data

The client management functions are available in /Clients Management/Clients/Clients

This function enable the itmSUITE® Manager to Add, Copy or Delete a Client.

Add a new Client

The Client form present five tabs:

1. General
2. Addresses
3. Contacts
4. Bank Accounts
5. Organization Units

here below the list of fields present into the Client session.

General tab fields	Description
"Creation User"	Contains the full name of resource that has created the record. Non editable.
"Creation Date"	Contains the Date time of record registration. Non editable.
"Edit User"	Contains the full name of the last resource that has saved the record. Non editable.
"Edit Date"	Contains the last Date time of record modification. Non editable.
"Name"	Client name
"Client group"	This Field enable to set the Client father if exists
"AII"	All Invoice Issued. Is a mandatory field to set before Closing or Deleting a Client
"Status"	This field identify the client' status, available values are: Status Description Provisory Initial status of Client enable the Manager to set all the properties Billable Status to set if the Client will be invoiced Inactive Status to set if the Client Invoicing process has to be suspended Cancelled Status to set if the Client is no more operational
"Type"	This is an attribute of the client. The master data for this field are present in /General/Company/Client Type.
"Country"	This is an attribute of the client. The master data for this field are present in /General/Company/Countries.
"Language"	This is an attribute of the client. The master data for this field are present in /General/Company/Languages.
"Tax Number"	This Field enable to set the Client Tax Number information
"Payment terms"	This Field enable to set the Payment terms. The master data for this field are present in /General/Company/Payment terms.
"Notes"	This Field enable specify some note of client.

For each client is possible to set different Address. For example, "Headquarters", "Order" addresses. The session enables the user to Add, Delete or Print the list of address.

The list of fields is shown in the table below:

Address tab fields	Description
"Address"	Used to set Street information
"City"	Used to indicate the client's city
"Postal code"	Used to indicate the client's postal code
"District"	Used to indicate the client's province
"Region"	Used to indicate the client's region
"Phone"	Used to indicate the client's phone number. This should be specific by client address type, "Headquarters", "Order"
"Type"	This is an attribute of the client. The master data for this field are present in /General/Company/Client Types.
"Mobile"	Used to indicate the client's Mobile phone number.
"Fax"	Used to indicate the client's fax number.
"Email"	Used to indicate the client's Email information.
"Note"	Used to indicate general notes.
"Country"	This is an attribute of the client. The master data for this field are present in /General/Company/Countries.
"Use for Ticket Info"	if flagged this address will be copied in the Ticket user information
"Default"	if flagged this address will be proposed as default address.

For each client is possible to set different Contacts. For example, "Headquarters", "Order" addresses. The session enables the user to Add, Delete or Print the list of address.

The list of fields is shown in the table below:

Contact tab fields	Description
"Name"	Contact name
"Surname"	Contact surname
"Role"	Role played by the contact at client'‘ side
"Notes"	Contact generic information
"Contact Type"	This is an attribute of the contact. The master data for this field are present in /General/Company/Contact Type.
"Address"	Used to set Street information
"Address City"	Used to indicate the client's city
"Address Postal code"	Used to indicate the client's postal code
"Address Region"	Used to indicate the client's region
"Address Phone"	Used to indicate the client's phone number. This should be specific by client address type, "Headquarters", "Order"
"Address Type"	This is an attribute of the client the master data for this field are present in /General/Company/Client Types.
"Address Fax"	Used to indicate the client's fax number.
"Address Email"	Used to indicate the client's Email information.
"Country"	This is an attribute of the client the master data for this field are present in /General/Company/Countries.
"Use for Invoice"	if flagged this contact will be used by the billing process
"Default"	if flagged this contact will be proposed as default contact.

For each client is possible to set different Bank Accounts. For example, "Headquarters", "Order" addresses. The session enables the user to Add, Delete or Print the list of address.

The list of fields is shown in the table below:

Bank Account tab fields	Description
"Bank Name"	Bank name
"Account Number"	Account number
"Agency"	Name of the bank agency the account is opened
"CIN"	Set here the first 5 digit of IBAN account
"ABI"	Set here the ABI code
"CAB"	Set here the CAB code
"Notes"	Contact generic information
"Contact Type"	This is an attribute of the contact. The master data for this field are present in /General/Company/Contact Type.
"Address"	Used to set Street information
"Address City"	Used to indicate the client's city
"Address Postal code"	Used to indicate the client's postal code
"Address Region"	Used to indicate the client's region
"Address Phone"	Used to indicate the client's phone number. This should be specific by client address type, "Headquarters", "Order"
"Address Fax"	Used to indicate the client's fax number.
"Address Email"	Used to indicate the client's Email information.
"Address Notes"	Contact generic information
"Country"	This is an attribute of the client the master data for this field are present in /General/Company/Countries.
"Default"	if flagged this bank account will be proposed as default.

For each client is possibile to the Organization Unit Structure. For more detail how to manage this information refer to: Organization Unit

Copy a Client

To create a new client as a copy of an existing, is necessary to select a Client using the check box present near the client and select the COPY button.

The new Client is named like "Client Name_copy" and is created in status Provisory.

The itmSUITE® Manager, can then modify the record and complete the information.

Delete a Client

The client deletion is a logical operation. Before delete the client the Manager has to declare that All the Invoice has been Issue (AII)and set the status to Inactive or Cancelled

Sales Contract

The Sales Contract Management functions are available in /Clients Management/Sale Contract/Sale Contracts

This function enables the itmSUITE® Manager to Add, Delete a Sale Contract.

itmSUITE® provide main types of contract:

1. Fixed Price contract
2. Time & Material

The differences between them is the management of contract values. Fixed Price contract", expects a contract fixed amount and a billing schedule to allocate the amount on an income plan; "Time & Material", expects to specify the Sales role tariff.

Both contracts can be associate to a 'Project or a 'Service. Fixed Price can be defined as Stand Alone contract and invoiced directly to a client.

Time Material contract can be differentiated by the Expanses Management:

1. Documented
2. Fixed
3. None

Sale contract form presents six tabs:

1. General
2. Role tariff
3. Billing Schedule
4. Documents
5. Project references
6. Messages

Sale contract General tab contains the main contract information. The list of fields is shown in the following table:

General tab fields	Description
"Creation User"	Contains the full name of resource that has created the record. Non editable.
"Creation Date"	Contains the Date time of record registration. Non editable.
"Edit User"	Contains the full name of the last resource that has saved the record. Non editable.
"Edit Date"	Contains the last Date time of record modification. Non editable.
"Status"	This field identify the client' status, available values are: Status Description Provisory Initial status of Sale Contract enable the Manager to set all the properties Operational in this status the contract is fully available for the system Suspended Status to set to suspend the contract to invoice process. Cancelled Contract will be no more used by system. If there is a 'Project or a 'Service in status different from closed a warning message will be shown. Closed Contract will be no more used by system. Managers can set this status only if the AII flag is selected.
"Code"	Internal contract number. Non editable.
"Contract Date"	This field record the date the contract has been signed.
"Term Start Date"	This field record the Initial contract validity date
"Term End Date"	This field record the End contract validity date
"Name"	This field record contract name
"Description"	This field record contract description
"Client"	This field set the client the sale contract belongs too.
"Internal contract referent"	Company internal sale contract referent
"Client contract referent"	Client sales referent
"Bank Name"	This field set the bank information related to the sale contract. By default, itmSUITE® valorised it with the default Client bank account information.
"Payment Terms"	This field set the payment terms related to the sale contract. By default, itmSUITE® valorised it with the Client payment terms information.
"Currency"	This field set currency information
"Expenses Type"	This field identify the Contract' expenses management type. Values are: Expenses type Description "Documented" if selected the resource can record in Timesheet the travel expenses. Sales contract enable the Manager to set a maximum amount of expense for each travel expense. "Fixed" if selected a "per Day" forfait value can be invoiced to client. "None" if selected the contract doesn't allow to insert expenses.
"Fixed Expenses per Day"	This field can be valorised when the "Fixed" Expensed Type is selected
"KM Tariff"	The following list of fields can be valorised when the "Documented" Expensed Type is selected. Set the default tariff for a KM declared on Timesheet record
"KM Tariff Max"	Used to check the maximum value that can be declared on Timesheet record
"Travel Expenses Max"	Used to check the maximum value that can be invoiced by contract
"Hotel Expenses Max"	Used to check the maximum value that can be invoiced by contract
"Dinner Expenses Max"	Used to check the maximum value that can be invoiced by contract
"Lunch Expenses Max"	Used to check the maximum value that can be invoiced by contract
"Fixed Price for Services"	if flagged the "Total Services Fixed Amount" field become available.
"Use Billing Schedule"	Automatically flagged when "Fixed Price for Services" is selected
"Billing Rule"	Not Editable when "Use Billing schedule" is selected enable the Manager to choose the billing policy between: Billing Rule Description "Definied Month Day" If selected itmSUITE® ask to set the day of the Month in "Billing day" "First Day of Month" If selected itmSUITE® set the first Day of the month as Invoice date "Last Day of Month" If selected itmSUITE® set the last Day of the month as Invoice date
"Billing Rule Description"	General description
"VAT Percentage"	insert the percentage Number. This will percentage will be used for the Billing process
"AII"	All Invoice Issued. This flag should be settled if we want to close the contract
"Allow Extra work"	Only if flagged an extra work tariff can be charge to client
"Stand Alone"	if flagged the sale contract can be invoice also if not associated to 'Project or a 'Service

For each Sale Contract is possible to set different Role Tariff. Role Tariff is linked to a Resource that perform Timesheet via the Resource "Sale Role" field.

The session enables the user to Add, Delete or Print the list of address.

The list of fields is shown in the table below:

Role Tariff tab fields	Description
"Sale Role"	Bank name
"Daily Tariff"	Daily Tariff amount
"Allow Extrawork"	if flagged, itmSUITE®, take in account for the bill calculation also the Extrawork tariffs and amount. Extrawork should be authorized at Company level Extra work Description "Maximal Extrawork amount allowed" Maximum value reachable per contract "Use percents for extrawork" If selected itmSUITE® consider the "Extrawork tariff" value as percentage "Extrawork tariff" Amount or percentage based on "Use percents for extrawork" selection

For each Sale Contract is possible to set different Billing Schedule. Billing Schedule is necessary for Standalone and Fixed Price contract.

The session enables the user to Add, Delete or Print the list of address.

The list of fields is shown in the table below:

Billing Schedule tab fields	Description
"Total Services Fixed Amount"	Value of the Sales Contract
"Total Amount"	Value of the Billing Schedule records
"Delta"	Difference between "Total Amount" and "Total Services Fixed Amount"
Billing Schedule	Grid section with a Summary information of Billing Schedule The list of fields is shown in the table below: Billing Schedule Description "Description" Billing schedule description "Invoice Description" Billing schedule description reported into the invoice "Date" Billing schedule date. "Amount" Billing schedule Amount. "Billed Flag" Valorised from the ‘'Billing process. If checked the billing schedule has been invoiced "Depends on Delivery" Valorised automatically if the billability of this schedule depends by a project / service Delivery The Delivery list of fields is shown in the table below: Delivery information Description "Project code" Project / Service code the Delivery belongs too. "Project Name" Project / Service Name the Delivery belongs too. "Name" Delivery Name. "Expected Delivery" Scheduled Date of Delivery. "Actual Delivery" Actual Date of Delivery. This date certify that the delivery has been performed.

For each Sale Contract is possible to add different Documents. The session enables the user to Add, Delete or Print the list of documents.

The list of fields is shown in the table below:

Field	Description
"Creation User"	Contains the full name of resource that has created the record. Non editable.
"Creation Date"	Contains the Date time of record registration. Non editable.
"Edit User"	Contains the full name of the last resource that has saved the record. Non editable.
"Edit Date"	Contains the last Date time of record modification. Non editable.
"Name"	Document name. Populated automatically with the file name, can be change by the user.
"Topic"	Identify the area of the document. The Topic follow the document taxonomy
"Type"	Identify the type of document. The Type follow the document taxonomy.
"Format"	Document can be store in the itmSUITE® Database, default option, or linked to an external source.
"Visibility"	This Option enable the user to set the Document visibility. Field Description "Private" Only the people that can manage the resource can manage the document. "Public" in this case the system enable to select the "All Users" flag.
"Description"	Additional document description
"Upload Document"	document full path or link.

Project References tab shown all the project/Service where the sale contract is used.

Messages tab can be used to send / store at sale contract level all the important message. For further detail about message system refer to Message system