This section is the Client Master File List. It contains the list of Client records.

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.

Definition of Terms:

Client Master File/List - database of company clients and potential clients

Clients - customers that made contact with company

Client Record - consists pertinent information about the registered client; found in client master file

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.

Related Forms

Item Maintenance Form - a documentation record to track item master file history

General Procedure/Instruction:

A. Registration of New Client

a.1. Identify and gather client information (see client profile for the needed details)

a.2. Check and confirm if the client is new

     note: client can be anew in many ways even if already had existing record but different in contact person billing infor

a.3.

General Procedure/Instruction:

A. Registration of New Item

a.1. Identify and ensure the item/s to add in item master file (avoid duplication)

a.2. List the items in MS Excel Item Maintenance form and discuss with the group

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)

a.5. Have the printed Item Maintenance form approved by department head (deactivate/modify disapproved new items)

a.6. Disseminate copy of approved Item Maintenance form to concerned department

• 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

B. Modification of Item

b.1. Identify item/s to modify in item master file

b.2. List the item/s in MS Excel Item Maintenance form and discuss with the group

b.3. Print and have Item Maintenance form with Item Modification approved by department head

b.4. Disseminate copy of approved Item Maintenance form to concerned departments

b.5. Modify affected item in system Item Master File Profile

• 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.2. List the item/s in MS Excel Item Maintenance form and discuss with the group

d.3. Print and have Item Maintenance form with Item Reactivation approved by department head

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 Create New Record and fill up Item Master File Profile form.

Notes:

For instructions on how create a new client record please see Create New Record and fill up Client Master File Profile form.