Header Image

User Guide: Client Database

How to manage Clients using the Client Database Module. Create and share a central database of Client information with your team.

Terms of Use

This document is provided under the terms outlined in the Integrated Business Applications End User License Agreement.

If you do not understand, accept and agree to be bound by the End User License Agreement, do not use this document or any of the procedures discussed herein.

You should read this document from beginning to end before proceeding with the procedures or steps discussed and or outlined.

Please report any errors and or omissions by e-mailing our Technical Support Team at service@ascs.ca.

Audience

This document in designed for the Integrated Business Applications End User. This person should be proficient in the use of standard web browser but will not require advanced technical knowledge.

Instructions and Screenshots

The Instructions and screenshots presented within this document are based on the version of Integrated Business Applications available when the document was published.

Module Overview

The Client Database supports the adding, editing and deleting of Client information. The Client Database is considered a base module; that is, information entered into the Client Database flows down into other modules (submodules). An example of a submodule would be Projects Database, Estimates System, Time Sheets, etc. These modules depend on the information entered into the Client Database.

Accessing the Client Database

To access the Client Database, select Clients from the Main Menu, or click the Clients Icon on the Icon Menu (See Figure 1).
Figure 1
Figure01

Navigating the Client Database

Client Records can be sorted by either Client Number or Client Name. To sort by Client Number, click Client Number on the Client Sort Bar. To sort by Client Name, click Client Name on the Client Sort Bar (See Figure 2).
Figure 2
Figure02
Client Records can be filtered by either the first character in the Client Number or Client Name. To apply a filter, click either a number or letter on the Filter Bar. If the Clients are sorted by Client Number, clicking a character on the Filter Bar will apply the filter to the Client Number. If the Clients are sorted by Client Name, the filter will be applied to the first character in the Client Name (See Figure 3).
Figure 3
Figure03
Active Clients are viewed by clicking on the Active Clients Filter Link located above the Client List. Inactive Clients are viewed by clicking the Inactive Clients Link. All Clients are viewed by clicking the All Clients Link (See Figure 4).
Figure 4
Figure04

Record Paging

Client Records are listed 10 per page by default. Clients Records can be listed all on the one page by clicking the Turn Paging Off Link located at the bottom of the Clients List. Paging can be turned back on by clicking the Turn Paging On link (See Figure 5).
Figure 5
Figure05
Note

The system administrator has the ability to limit the number of Clients that can be listed on a single page. You will know this has occurred by the presence of an orange bar at the bottom of the list (See Figure 6).
Figure 6
Figure06

Last Record Changed

The Client List displays the last record added or Changed with a shaded background — at the top of the Client List. This shaded record does not represent a duplicate entry. It is, rather, a second representation of a single record. It simply provides a way of quickly retrieving the last record changed by the current user. This feature is specific to the currently logged in user. That is, John Doe will see the last record he chnaged while Sue Doe will see the last record she changed on (See Figure 7).
Figure 7
Figure07

Client Detail

The Client Record Detail can be displayed by clicking the Detail Link located on the right side of the Client Record (See Figure 8).
Figure 8
Figure08
Clicking the Client Record Detail Link will open a Client Detail Screen (See Figure 9).
Figure 9
Figure09
From the Client Detail Screen, you can add the Client to any existing Client Group. You can also add, edit or delete a secondary Internet Address, Physical Addresses or Telephone Number (See Figure 10).
Figure 10
Figure10

Adding a Client

To add a Client, simply click the Add Client Link located on the menu above the Client List (See Figure 11).
Figure 11
Figure11
When the Client Add Screen opens, fill in the Client information, assure the Active Status is set to Yes and then click the Save Button (See Figure 12).
Figure 12
Figure12
Note

Setting the Publish option to Yes and checking the Confirm Publishing to Directory Checkbox will list the Client in the Clients Directory.

Editing a Client

To edit an existing Client Record, click the Detail Link located to the right side of the Client Record. When the Client Detail Screen opens, click the Edit Link located in the upper right corner of the Detail Window (See Figure 13).
Figure 13
Figure13
When the Client Edit Screen opens, edit the Client Detail as required and then click the Save Button to save your changes (See Figure 14).
Figure 14
Figure14

Deleting a Client

To delete an existing Client Record, first click the Detail Link located to the right side of the Client Record. When the Client Detail Screen opens, click the Delete Link located in the upper right corner of the Detail Window (See Figure 15).
Figure 15
Figure15
The system will now display a Delete Confirmation Screen. Click the Delete Button to confirm the delete action (See Figure 16).
Figure 16
Figure16
Note

Attempting to delete a Client Record having Child Records below it will result in a 'RecordInUse' error (See Figure 17).
Figure 17
Figure17

Client Group

The Client Database supports adding a Client to predefined Client Groups. These groups are setup using the Client Groups module. Clients are added to the predefined Client Groups from the Client Details Screen.

Adding a Client to a Client Group

To add a Client to a pre-existing Client Group, first click the Detail Link located to the right side of the Client Record. When the Client Detail Screen opens, click the Groups Tab located above the Client Detail Screen (See Figure 18).
Figure 18
Figure18
When the Client Groups Screen opens, click the Add Group Link located on the upper menu (See Figure 19).
Figure 19
Figure19
Choose one or more Groups from the Groups List and then click the Save Button to add the Groups (See Figure 20).
Figure 20
Figure20

Removing a Client from a Client Group

To remove a Client from a Client Group, click the Detail Link located to the right side of the Client Record. When the Client Detail Screen opens, click the Groups Tab located above the Client Detail Screen. When the Client Groups Screen opens, click the Delete Link located to the right side of the Group Name (See Figure 21).
Figure 21
Figure21
Note

Group delete actions will take effect immediately without any confirmation.

Secondary Internet Addresses

The Clients Database supports adding Secondary Internet Addresses to each Client Record. These addresses can also be published to the Client Directory if desired.
Note

The Internet Address information entered with the Main Client Record is considered the Primary Client Internet Address Information. Secondary Client Internet Address Information is entered after the Primary Information is saved. Secondary Internet Addresses are added from the Client Details Screen.

Adding a Secondary Internet Addresses

To add a Secondary Internet Address to a Client Record, first click the Detail Link located to the right side of the Client Record. When the Client Detail Screen opens, click the Internet Addresses Tab (See Figure 22).
Figure 22
Figure22
Next, click the Add Address Link located at the top of the Internet Addresses Screen (See Figure 23).
Figure 23
Figure23
When the Internet Addresses Add Screen opens, choose an Internet Address Type from the Type List, enter the appropriate address, enter notes if desired, decide if you want to publish the address to the Client Directory and then click the Save Button (See Figure 24).
Figure 24
Figure24
Note

The system administrator can add additional Address Types to the Address Type List if needed.

Editing a Secondary Internet Addresses

To edit a Secondary Internet Address, first click the Detail Link located to the right side of the Client Record. When the Clients Detail screen opens, click the Internet Addresses Tab. Next, click the Edit Link located to the right side of the Internet Address Entry (See Figure 25).
Figure 25
Figure25
When the Internet Addresses Edit Screen opens, change the address information as required and then click the Save Button to save the changes (See Figure 26).
Figure 26
Figure26

Deleting a Secondary Internet Addresses

To delete a Secondary Internet Address, click the Detail Link located to the right side of the Client Record. When the Client Detail Screen opens, click the Internet Addresses. Next, click the Delete Link located to the right side of the Internet Address Entry (See Figure 27).
Figure 27
Figure27
When the Delete Confirmation Screen opens, click the Delete Button to confirm the delete action (See Figure 28).
Figure 28
Figure28

Secondary Physical Addresses

The Clients Database supports adding Secondary Physical Addresses to each Client Record. These addresses can also be published to the Client Directory if desired. Secondary Physical Addresses are added from the Client Details Screen.
Note

The physical address information entered with the Main Client Record is considered the Primary Client Physical Address Information. Secondary Client Physical Address Information is entered after the Primary Information is saved.

Adding a Secondary Physical Address

To add a Secondary Physical Address to a Client Record, click the Detail Link located to the right side of the Client Record. When the Client Detail Screen opens, click the Physical Addresses Tab (See Figure 29).
Figure 29
Figure29
When the Physical Addresses Screen opens, click the Add Address Link located at the top of the Physical Addresses Screen (See Figure 30).
Figure 30
Figure30
When the Physical Addresses Add Screen opens, choose a Physical Address Type from the Type List, enter the address information, enter notes if required, decide if you want to publish the address to the Client Directory and then click the Save Button (See Figure 31).
Figure 31
Figure31
Note
The system administrator can add additional Address Types to the Type List if needed.

Editing a Secondary Physical Address

To edit a Secondary Physical Address, first click the Detail Link located to the right side of the Client Record. When the Client Detail screen opens, click the Physical Addresses Tab. Next, click the Edit Link located to the right side of the Physical Address Record (See Figure 32).
Figure 32
Figure32
When the Physical Addresses Edit Screen opens, change the address information as required and then click the Save Button to save the changes (See Figure 33).
Figure 33
Figure33

Deleting a Secondary Physical Address

To delete a Secondary Physical Address, first click the Detail Link located to the right side of the Client Record. When the Client Detail Screen opens, click the Physical Addresses Tab. Next, click the Delete Link located to the right side of the Physical Address Record (See Figure 34).
Figure 34
Figure34
When the Delete Confirmation Screen opens, click the Delete Button to confirm the delete action (See Figure 35).
Figure 35
Figure32

Secondary Telephone Numbers

The Clients Database supports adding Secondary Telephone Numbers to each Client Record. These telephone numbers can also be published to the Client Directory if desired. Secondary Telephone Numbers are added from the Client Details Screen.
Note

The telephone numbers entered with the Main Client Record is considered the Primary Client Telephone Numbers. Secondary Client Telephone Numbers are entered after the Primary Telephone Number is saved.

Adding a Secondary Telephone Number

To add a Secondary Telephone Number to a Client Record, first click the Detail Link located to the right side of the Client Record. When the Client Detail Screen opens, click the Telephone Numbers Tab (See Figure 36).
Figure 36
Figure36
When the Secondary Telephone Numbers Screen opens, click the Add Number Link located on the upper menu (See Figure 37).
Figure 37
Figure37
When the Telephone Numbers Add Screen opens, choose a Telephone Number Type from the Type List, enter the telephone number, enter notes if required, decide if you want to publish the number to the Client Directory and then click the Save Button (See Figure 38).
Figure 38
Figure38
Note

The system administrator can add additional Telephone Types to the Type List if needed

Editing a Secondary Telephone Number

To edit a Secondary Telephone Number, first click the Detail Link located to the right side of the Client Record. When the Clients Detail Screen opens, click the Telephone Numbers Tab. Next, click the Edit Link located to the right side of the Telephone Number Record (See Figure 39).
Figure 39
Figure39
When the Telephone Number Edit Screen opens, change the information as required and then click the Save Button to save the changes (See Figure 40).
Figure 40
Figure40

Deleting a Secondary Telephone Number

To delete a Secondary Telephone Number, first click the Detail Link located to the right side of the Client Record. When the Clients Detail Screen opens, click the Telephone Numbers Tab. Next, click the Delete Link located to the right side of the Telephone Number Record (See Figure 41).
Figure 41
Figure41
When the Delete Confirmation Screen opens, click the Delete Button to confirm the delete action (See Figure 42).
Figure 42
Figure42

Client Reports

The Client Database supports the creation of Client Reports. The output of these Reports can be filtered by Client Group, created as HTML documents within your web browser, exported to Microsoft Word or exported to Microsoft Excel.

Creating a Client Report

To generate a Client Report, click the Reports Link located on the Client Database Main Menu (See Figure 43).
Figure 43
Figure43
Select the Clients List from the Client Reports Menu and then click the Proceed Button (See Figure 44).
Figure 44
Figure44
When the Client List Report Screen opens, set the desired report options, choose a display method (HTML, MS Word or MS Excel), choose a format (Portrait or Landscape) and then click the Proceed Button to generate the report (See Figure 45).
Figure 45
Figure45
Figure 46 presents a sample Client Report (See Figure 46).
Figure 46
Figure46
Additional Information
Please use this link to reach out to us; we are always happy to answer your questions.
 
© Integrated Business Applications
All Rights Reserved
End User
License Agreement (EULA)
Website
Terms of Use
© Integrated Business Applications
All Rights Reserved




End User
License Agreement (EULA)




Website
Terms of Use