Maintaining Client Information

Set company information with the Detail tab on the Client Details form.

Establishing Client Information

Specify basic information with the Name & Address panel.

To set client information, do the following:

Select Client.

From Client|Change, select Client Details.

Complete these fields in the Name & Address panel.

Field	Description
Client ID	Enter the unique identifier for the client.
Client Name (DBA)	Enter a 'doing business as' name.
Legal Name	Enter the client's legal name.
Address	Enter the client's main street address. If there is a separate mailing address, enter that information on the Account tab.
ZIP Code	Enter a zip code. If required, enter ZIP+4 in the Suffix field
City	Enter a city or town location.
State	Select a state from the State drop-down, or refine the search by entering a state name.
Telephone	Enter the main telephone number. Note: You can initiate a Zoom call to the client's phone number by clicking the Call () icon, if a supported soft phone exists on your computer.
Fax Number	Enter a fax number.
Website	Enter a URL for the client's web site.

Click Save.

Defining Client Business Information

Set a client's business information in the Contract panel.

To set business information, do the following:

Complete these fields in the Contract panel.

Field

Description

Status

The current status of a client.

Click the Edit icon to open the form where you can change the client's status (see Changing the Client Status). (Note: The system displays an error message if you do not save changes to the Client Details form before selecting the Edit icon : "You must save your changes before changing company status.")

Note: This feature is only available to users with the correct permissions.

Status Date

Date when the current status went into effect.

Contract Date

Enter the date when the contract was signed.

First Pay Date

Enter the first payroll date processed for a client. Note the following:

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If you enter this date: The period start and end dates will not auto-populate.

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If you leave this field blank: When the first, regularly scheduled payroll is posted, this field on the client details record updates with the first check date, period start date, and period end date. These values can all be changed.

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The Period Start Date and Period End Date fields are hidden until after the first regular payroll posts. Once the payroll posts, the dates in these fields populate according to the following rules:

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If the client's Status Date is before the determined date of 10/14/2019, the Period Start Date and Period End Date fields will not populate or display.

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If the client's Status Date is equal to or greater than (=>) 10/14/2019, the Period Start Date and Period End Date fields will populate and display.

After posting the first regular payroll and the dates populate in these fields, you can change the dates.

Service Type

The Service Type indicates the services provided to this client. (Note: The correct Service Type ensures accurate billing.)

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Administrative Services Only: Also known as ASO, the client should be linked to an Employer that has the client’s information. Typically this is the record that was created when the client was entered in the system. The system assumes cost equals billed for taxes and workers’ compensation.

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Corporate: This option provides a Corporate Accounting model that works best for corporate companies. In addition, using this option with the Product Version field set to Professional in the Global Configuration form runs corporate accounting for this client in a professional product version for the rest of the clients. (Note: No billing will ever occur for a corporate client; if the client should be billed, select a different service type.)

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Staffing: This option provides a Staffing Accounting model that works best for staffing companies. In addition, using this option with the Product Version field set to Professional in the Global Configuration form runs staffing accounting for this client in a professional product version for the rest of the clients. (Note: No billing will ever occur for a corporate client; if the client should be billed, select a different service type.)

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Professional Employer: Also known as PEO, this option indicates that the service provider manages human resources, employee benefits, payroll, workers’ compensation, accounts receivable, and COBRA administration for the new client. Cost is considered the PEO cost for taxes and workers’ compensation rates, which are entered at the system/employer levels. Billed rates can be higher (for profit centers) or lower than cost if appropriate, and rates are specified at the client level.

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HR Services Only: The service provider manages only human resources for the client’s employees: hiring, termination, performance, compensation, training, policy, and OSHA-related services. There is no payroll.

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Payroll Services Only: The employer of record provides only payroll and payroll tax services for the client. The employer does not provide human resources services.

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Admin. Service/Alt. Billing: This option is similar to an ASO in that the system creates an employer record automatically. The system treats the client as a PEO for billing purposes. The organization can open profit centers on taxes and workers’ compensation. The system does not assume cost equals billed.

Employer

Enter the company that employs the client and its employees, or select a company from the Employer drop-down. You can also refine the search by entering the Employer Name.

Federal Entity ID

If the client’s employer is certified as a PEO by the IRS, enter the Federal Entity ID or select an ID from the Search Entity lookup form. If the employer is not flagged as a certified PEO in Employer Details, this field does not display.

Termination Reason

If the client is terminated, the Termination Reason field displays the reason for the termination. The field displays only when the status type is set to the Terminated class.

To update a client's termination reason, select an option from the Termination Reason field.

Click Save.

Setting Industry-related Information

Set industry-related information in the Classifications panel.

To define industry-related information, do the following:

Complete these fields in the Classifications panel:

Field	Description
Business Entity Type	Select an entity type, which is used for tax reporting. For example, Limited Liability Corporation.
Business Description	Enter a brief description of the business.
Client Category	Enter a client category (such as CON for Construction), or select a category from the Select Client Category look-up form. You can also refine the search by specifying the Category Description.
SIC Code	Enter the SIC (Standard Industrial Classification) code for this client, or select a code from the SIC Codes Selection look-up form. You can also refine the search by specifying the SIC Code or the Classification.
NAICS Code	Enter the NAICS (North American Industry Classification System) code for a client's primary business activity, or select a code from the Select NAICS Code look-up form. (You can also refine the search by specifying the NAICS Code or the Class Description.) Note: If there is no NAICS Code assigned here or the NAICS Code assigned here is obsolete then the EEO-1 build will fail.
Cost Center	Enter the cost center used to process accounting transactions, or select a cost center from the Cost Center Selection look-up form. You can also refine the search by specifying the Cost Center ID or the Cost Center Name.
Sub-Cost Center	Enter the sub-cost center assigned to a client, or select a sub-cost center from the Sub Cost Center Selection look-up form.
Multi-Entity Group	This read-only field displays the multi-entity groups associated with the client. If the client is associated with multiple groups, they display in alphabetical order. (See Organizing Similar Clients.)

Click Save.