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 customers that made contact with company

Client Record - consists pertinent information about the registered client; see Client Master File Profile

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

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.1. Identify client and gather their information (see 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 (not yet in the system client master file)

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.

a.3. Fill-up client master file profile - see Client Master File Profile

a.4. click “save” to save record

s.5. submit client maintenance form to accounting (can be a print screen copy of client master file profile)

B. Modification of Client Profile

b.1. Identify client to modify in client master file

b.2. Modify affected item in system Client Master File Profile

note: updated information will not reflect to existing PI saved prior to adjustment

b.3. click “save” to save changes made

b.4. submit client maintenance form (noting modified fields) to accounting (can be a print screen copy of client master file profile)

C. Deactivation of Client

c.1. Identify client to deactivate in client master file (check with Accounting for Client deactivation Policy)

c.2. Endorse client to Accounting and other Project Manager for client deactivation using client maintenance form (PM may share the same client)

c.3. Click “deactivate” to inactivate client as approved by accounting

D. Reactivation of Client

d.1. Identify client to reactivate in client master file

d.2. Endorse client to Accounting and other Project Manager for client deactivation (PM may share the same client)

d.3. Click “Activate” to re-activate client as approved by accounting

Notes:

For further instructions on how to fill-up client record please see Client Master File Profile.