Default look of the Customers list:
This list contains all clients you work with. The list is divided into two parts: client categories and clients themselves. Categories are needed to divide clients into some logical groups, which help to find necessary client when needed. To manage categories, click Manage customer categories button. To move selected customer(s) to a specified category, click Move to category button and select a category:
You can merge two customer into one. For example, when two customers merge in real life, or when you unintentionally created two customers, which should be merged now. To do this, select target customer and click Merge customers button. In the opened list of customer, select duplicates and click OK. The system will merge all selected customers (find duplicates in projects, jobs, etc. and merge them with one main customer).
List of clients contains filter buttons, which also allows you to filter and sort clients according your needs.
Here is an example of the client add/edit window:
As you can see, there is a lot of different data, which will be discussed below.
First panel, Main data, contains basic information about the client: Name, Short Name, Client Code, Supplier code, Default currency, Parent client, VAT number, Tax number, Category (each category may have own code, which can be used as a variable in different places of the program), Address, Logo, Rounding and Default Taxes. The Rounding field represents the number of decimal digits, to which all amounts for this client will be rounded. For example, number 2 means that amount of 12.835 EUR in the job will be rounded to 12.84 EUR.
Client code is used as a prefix when per-client numbering system is used.
Parent client field allows to set a parent client for the currently opened client. For example, if this is a department or subordinate. Later it will be possible to compose aggregate reports by the parent client.
Logo allows to save client’s logo. To open the file, simply click on the empty image – open file dialog will be opened to select an image file.
Next panel, Web, allows you to specify web-portal address for this client along with the login details.
Next panel, Taxes, allows you to specify default taxes applied in invoices for this client, VAT number and Tax number.
Next panel, Settings, contains specific working information:
This currency will be automatically selected in all jobs created for this client.
If job amount will be less than this amount, then the program will warn user about it.
A number of decimal places in job and invoice amounts for this client.
Allows to set an amount upon reaching of which you will see corresponding notification on the dashboard about possibility to issue new invoice for this customer. This amount is provided in the base currency.
Allows to set default invoice template for the selected customer. Later, when invoice print button will be clicked, this default template will be used instead of general default template selected in the program settings
Default fuzzy type set
A set of fuzzy types with their weights. Used to apply different fuzzy discounts for different clients.
Default payment method
By default, BaccS selects accepted payment methods in invoice in according to selected currency. If to select particular payment method in this field, than this method will be explicitly used in the invoices created for this client.
Hide from Quick job creation list
Allows to exclude a customer from the Quick job creation button, which allows to quickly create a job for the most recent customers.
The Invoice due date settings panel allows you to control how the program determines payment term in the new invoices. Method of determining invoice due date contains three options: Add days from invoice date, Day of the next month and Day of the next 2nd month. The first option is used when payment term is determined by addition of a number of days to invoice date. In this case, please specify number of days in the next field. Two other options allow to set payment term for particular day of the next or second next month. A remark: if you will set 31th day, and determined month contains only 30 days, than this additional day will be added to the calculated due date and you will get 1st day of following month.
Finally, Comments field is used for any additional information you like to save about particular customer.
Client editing form also contain following tabs: Blue Board, Stats, Contacts, Default prices and Milestones.
In the Blue Board tab you can link the client with ProZ.com Blue Board entry. Please check this article for details. In the Files tab you may attach any files to the current customer (NDAs, Contracts, other documents). These files are stored directly in the database and not linked with source files on your hard drive. Once the file is attached, it can be deleted or moved on the hard drive. Please use this function with care, because it leads to database file size growth. Currently, maximum file size in a local mode is 4 Gb. In network mode, teams which use BaccS database server get 250 Gb of space (which may be expanded according growing requirements). To attach a file, click on the Add from file... button (). After selecting a file, specify its type in the File type column by selecting necessary value from the underlying reference table (you may create additional file types on fly).
The Contacts list contains the list of client's employees (managers, accountants) and their e-mails. In addition to default data (like name, e-mail, Skype), it contacts has few additional fields. Invoicing matterscheckbox allows to specify that this contact is used for sending invoices. When you use a function to send invoice by e-mail from within BaccS, such contacts will be aromatically added to a recipients lists. Archivedcheckbox allows to exclude this contact from the PM selection list in the job editing form.
The Default rates tab allows you to set default prices for any jobs you do for the client. It also contains resulting Price list which is generated on the base of entered prices by applying fuzzy rates scheme. Default look of this tab:
Upper table is used to enter data. It contains few columns: Date, Work type, Unit, Language Direction, Rate and Currency. Date represents the moment when particular rates starts acting. For example, if you add project on 1st of June, but rate is active only from 10th of June, than it won't be used in this project. Work type column contains work type for which this rate will be applied. The same with language direction and currency. And Rate is the rate itself. Depending on what is specified in this table, corresponding rate will be applied during creation of the new job. The system will pick-up the most corresponding price. Detailed information about pickup mechanism can be found in this help article.
When you created a number of prices for one language pair, it is possible to quickly clone these prices into another language pair. To do this, select necessary price rows and click Clone into another languages button:
Then you will see list of language pairs. Here you can also select more than one target language. When ready, click OK, and selected prices will be copied into selected languages. After that, you just have to only adjust prices or other details, without need to create similar rows again and again.
When you make any edits in the Prices table, bottom Price list table will be immediately updated. For example, you can create one base price for No match fuzzy type, and BaccS will automatically determine prices for other fuzzy types based on their weight. By default, Price list table is grouped by work type and language, for simpler navigation. To print price list, right click on this table and select Print preview. You will get resulting report with all prices for a selected customer:
To customize price list design, you can create custom report.
The next tab is called Milestones. This table allows you to save information about any actions, events or other stages of your cooperation. Examples: main contacts, project assignments, price changes, visits, invitations. In other words, any information, which deserves to be saved in history.
The Jobs tab contains the list of jobs performed for this client. In compare to general Jobs list, this table is simplified: here you can't adjust conditional formatting rules, select which columns to display, create invoices on the base of jobs, perform batch editing, save table state between sessions, etc. But it is still possible to filter, sort, group and search row here, along with creating, editing and deleting jobs.