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--- module:masterfile:client:list [2014/09/25 18:03]
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+++ module:masterfile:client:list [2019/12/04 17:45] (current)
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 This section is the Client Master File List. It contains the list of Client records.
-Overview:
+**Overview:**
-Client Master File allows registration of clients for use within system modules. Registration follows standard client naming convention according to user's agreement. Each successful registration adds to the number of clients in the list provided with system generated client code to distinguish one client from another.
+Client Master File allows registration of clients for use within system modules. Registration follows standard client naming convention according to user's agreement. Each successful registration adds to the number of clients in the list provided with system generated client code to distinguish one client from another. Accounting related controls are also connected in relation to client records and their transaction
-Definition of Terms:
+**Definition of Terms:**
 Client Master File/List - database of company clients and potential clients
-Clients - customers that made contact with company
+Clients - customers  customers that made contact with company
-Client Record - consists pertinent information about the registered client; found in client master file
+Client Record - consists pertinent information about the registered client; see [[module:masterfile:client:profile|Client Master File Profile]]
-Client Code - unique code produced by system for monitoring client
 **User Involve**
-Project Managers are the main responsible for maintaining a quality client master file, such that Accounting can bill the right client given the correct customer and billing information.
+Project Managers are Accounting are responsible for maintaining a quality client master file in a way that company can bill the right client given the correct customer and billing information and collect dues on time.
 **Related Forms**
-Item Maintenance Form - a documentation record to track item master file history
+Client Maintenance Form - any recording material that use to gather new client information for reference in creating/updating client record in the system
 **General Procedure/Instruction:**
-A. Registration of New Client
+A. Registration and Activation of New Client
-a.1. Identify and gather client information (see client profile for the needed details)
+a.1. Identify client and gather their information (see [[module:masterfile:client:profile|Client Master File Profile]] for the needed details) e.g. a new client calls inquiring about product and ask to have a quotation
-a.2. Check and confirm if the client is new
+a.2. Check and confirm if the client is new (not yet in the system client master file)
-       note: client can be anew in many ways even if already had existing record but different in contact person billing infor
-a.3.
+note: client can be new in many ways, even if already had existing record. They may differ in contact person or billing information. Check with accounting for policies regarding this matter.
-**General Procedure/Instruction:**
+a.3. Fill-up client master file profile - see [[module:masterfile:client:profile|Client Master File Profile]]
-**A. Registration of New Item **
+a.4. click "save" to save record
-a.1. Identify and ensure the item/s to add in item master file (avoid duplication)
+a.5. submit client maintenance form to accounting (can be a print screen copy of client master file profile) and other accounting requirement
-a.2. List the items in MS Excel Item Maintenance form and discuss with the group
+a.6. Accounting process client activation
-a.3. Fill-up system Item Master File Profile and save record (you now have an active new item)
-a.4. Finalize MS Excel Item Maintenance form and print (system item code is now available)
+**B. Modification of Client Profile**
-a.5. Have the printed Item Maintenance form approved by department head (deactivate/modify disapproved new items)
+b.1. Identify client to modify in client master file
-a.6. Disseminate copy of approved Item Maintenance form to concerned department
+b.2. Modify affected item in system Client Master File Profile
-  * this copy can be used as future reference for backtracking
-  * this copy will be used for reference when new item is encountered
-  * other records should be updated at this point too
-  * other records to be updated: cost sheets, excel running inventory, quick books SKU, actual item labels, etc,.
-a.7. File copy of Item Maintenance form in Item Maintenance Folder
+note: updated information will not reflect to existing PI saved prior to adjustment
+b.3. click "save" to save changes made
-**B. Modification of Item **
+b.4. submit client maintenance form (noting modified fields) to accounting (can be a print screen copy of client master file profile)
-b.1. Identify item/s to modify in item master file
+**C. Deactivation of Client**
-b.2. List the item/s in MS Excel Item Maintenance form and discuss with the group
+c.1. Identify client to deactivate in client master file (check with Accounting for Client deactivation Policy)
-b.3. Print and have Item Maintenance form with Item Modification approved by department head
+c.2. Endorse client to Accounting and other Project Manager for client deactivation using client maintenance form (PM may share the same client)
-b.4. Disseminate copy of approved Item Maintenance form to concerned departments
+c.3. Click "deactivate" to inactivate client as approved by accounting
-b.5. Modify affected item in system Item Master File Profile
+**D. Reactivation of Client**
-  * other records should be updated at this point too
-  * other records to be updated: cost sheets, excel running inventory, quick books SKU, actual item labels, etc.,
-b.6. File copy of Item Maintenance form in Item Maintenance Folder
-**C. Deactivation of Item**
-c.1. Identify item/s to deactivate in item master file (note: item should have/adjusted to zero balance first)
-c.2. List the item/s in MS Excel Item Maintenance form and discuss with the group
-c.3. Print and have Item Maintenance form with Item Deactivation approved by department head
-c.4. Disseminate copy of approved Item Maintenance form to concerned departments
-c.5. Deactivate affected item in system Item Master File Profile
-  * other records should be updated at this point too (removal from list if necessary)
-  * other records to be updated: cost sheets, excel running inventory, quick books SKU, actual storage, etc.,
-c.6. File copy of Item Maintenance form in Item Maintenance Folder
-**D. Reactivation of Item**
-d.1. Identify item/s to reactivate in item master file (note: item beginning balance should have proper documentation)
+d.1. Identify client to reactivate in client master file
-d.2. List the item/s in MS Excel Item Maintenance form and discuss with the group
+d.2. Endorse client to Accounting and other Project Manager for client deactivation (PM may share the same client)
-d.3. Print and have Item Maintenance form with Item Reactivation approved by department head
+d.3. Click "Activate" to re-activate client as approved by accounting
-d.4. Disseminate copy of approved Item Maintenance form to concerned departments
-d.5. Reactivate affected item in system Item Master File Profile
-  * other records should be updated at this point too (adding to list if necessary)
-  * other records to be updated: cost sheets, excel running inventory, quick books SKU, actual storage, etc.,
-d.6. File copy of Item Maintenance form in Item Maintenance Folder
 **Notes:**
-For further instructions on how create a new item record please see [[operation:list#Create New Record|Create New Record]] and fill up [[module:masterfile:item:profile|Item Master File Profile]] form.
+Accounting Control Features:
+. New Client Activation
+. Default Payment terms
+. Down Payment Requirement
+. Hold Controls (Hold JO, Hold Client)
-Notes:
+. PO Control
-For instructions on how create a new client record please see [[operation:list#Create New Record|Create New Record]] and fill up [[module:masterfile:client:profile|Client Master File Profile]] form.
+For further instructions on how to fill-up client record please see [[module:masterfile:client:profile|Client Master File Profile]].

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