Clients Table
- All Apps
- May 5, 2022
- 6 min read
Updated: 3 days ago
This post contains three categories:
1.Overview, adding and editing clients
After importing your clients, they can be viewed in the Client Table. From here, you can edit client information and switch on additional services, which will schedule automated tasks.
How to Edit a Client Record:
Click once on the client record you want to edit.
Expand the view by clicking the upright expansion bar in the middle of the screen.
Make the necessary changes to the client information.
Click "Save".
Adding a New Client:
New clients can be added to this table by clicking on ADD RECORD in the top right corner.
After you have added the client to DataGrows, you can post the client to Xero or Sage, if you make use of either system.
*Important Note on Client Details Fields: You don’t need to fill in all fields right away. Only a few key fields are required to get started, depending on the Entity Type of your client. When you select an entity type, some fields will hide and others will show. Please add a Name, Entity Type, Registration date, Registration Number, ID Number and Year End where available. A warning will pop up if you activate a service without providing all the necessary information.
Once a client is added, their upcoming tasks will be scheduled immediately. Please make sure that every client has been assigned a status. Only Active and Dormant clients will generate tasks.
* If a task table is empty after the service has been switched on and the client has been saved, it might mean that the due date is too far in the future or relies on a SARS due date that hasn't been released yet. These tasks will be scheduled at a later stage or once SARS releases the necessary dates, allowing enough time for staff to complete the task.
2.Post to Sage or Xero
To post a client to Sage or Xero, select the checkbox for that client in the Client table. Then go to Actions and select "Post client to Sage" or "Post client to Xero."
3.Sections & Columns Explained
There are several Sections when adding a client, the sections are clearly labelled and each contains various fields which you can fill in.
Below is a list of a few important columns to note broken down per section:
Client Details
Status: This indicates if you are currently providing services to this client
Active: Clients will generate tasks.
Inactive: Clients will no longer generate tasks but will keep historical data.
Pending: Clients will not generate tasks. Used when onboarding a client. Dormant: Clients will generate tasks but be marked as dormant on these tasks.
Part of Ownership Structure: Use this status to add legal entities that you do not service as a client in your firm, but that form part of the Beneficial Ownership Structure of any of your clients, to assist with building the CIPC Beneficial Ownership Structure for your client.
Client Name: This is the name that will be displayed on all tasks and needs to be unique for each client.
Trading Name: Enter a trading name only if it differs from the client name.
Group: This column is used to distinguish clients that fall under the same group of companies. It is a text column so that it can be used for any internal grouping structure your firm uses.
Firm: This post will show you where to complete your firm settings.
The Billing details section allows you to link a client to a customised Billing structure.
Rate Group: Assign a rate group to each client based on their billing structure. To set up your rate groups, please follow the steps in this post.
Bill To: If the invoice needs to go to a different company, use the Bill To column to select the company that needs to be invoiced.
The Statutory Registration Numbers section allows you to store Master data in one place for easy reference. This is not critical information for DataGrows to start working for you, and can be captured later.
Roles
This section allows users to assign staff to a client for specific tasks on a global, departmental or task level. This only relates to the specific client, not all clients.
The first row that contains no Group or task is used to assign an accountant, manager, partner or clerk to the client. Please save the client by selecting Save&Edit for this section to load, or close the client and open it again.
The first row with an empty Group and Task field will assign the person on a Global level, meaning to all tasks for this client. Check the Expand Checkbox to expand to a Department level. You can assign someone by clicking in the field, selecting the person from the dropdown, then clicking away anywhere on the table to save.
The rows highlighted above as Department, where Group has a value but Task does not will assign that person on a Department level, this will take preference above the global level. eg. If Mariska is assigned the Accountant on a global level, but I now assign Jeff as the accountant on CIPC, all CIPC tasks will go to Jeff, but all other tasks will go to Mariska. The Groups correspond directly to the departments in your left navigation. Check the Expand Checkbox to expand to a table level.
The rows highlighted above as Tables, where Group has a value and Task has a value, will assign that person on a table/task level, this will take preference above the global and Department level. eg. If Mariska is assigned the Accountant on a global level, but I now assign Buhle as the accountant on VAT Returns, all VAT Return tasks will go to Buhle, but all other tasks will go to Mariska. The tables correspond directly to the tables in your left navigation.
Services
This section contains checkboxes for all the services provided to the client. Once checked, and saved, the tasks will start to populate for that client.
Some columns to take note of:
Bi-Weekly Pay Date: The Due Date will be scheduled for the closest Friday to your selected date
UIF: This is for clients who require uFiling, such as domestic workers.
Financials: This is a text column, so any custom note can be added
Document Folder: This is a way to indicate if documents for this client are stored on an external device/app. Please use the External Storage Link field to paste the online url to that folder.
Rating: Any internal rating system used by your firm
Important note:
When a service is switched on and the client is saved, a task is automatically scheduled.
These tasks will keep scheduling automatically for future dates.
Once set up, you can focus on your work in the app without worrying about upcoming deadlines.
When saving the client, the system will show a warning if any details are missing that will prevent the service from scheduling.
4. Navigating to tasks through the client table.
When you select an existing client or click Save&Edit on a new client, and expand the edit screen, you will see department tabs at the top of the table containing all the tasks.
Once you click on a tab, the tasks will show. Click on any task record to start working on it.
Clients Table Sub-Tabs:
You’ll see a list of upcoming tasks filtered for the client.
To start a task, just click the link—it will take you straight to the table where you can begin working.
Additional Bank Accounts
Additional Information Tab
A place to add information (and upload a document if required) by clicking on the Add Record button and choosing a category from the dropdown list
Directors, Members, Trustees – whichever is applicable to the entity
Click on the Add record button to add a record or
Click once on an existing record to open and edit the record
Gives you a sample list of documents you need for this specific entity type
You can customise the documents list that appears here, under your Communications department
Each year, a record is created for the client’s Small Business Tax status.
To update it, click the record and answer "Yes" to all questions that apply to the client.
If all answers are "Yes," the client will be marked as qualified for Small Business Tax on all relevant tasks.
Task Tables – Current and Archived
In addition to the All Tasks Due Detail sub-tab filtered for the Client, you can view a further filtered view of all current and historical tasks for the services switched on for the client, click on any department to access its tables.
Accounting
Adhoc
Audit
CIPC
Payroll
Tax
So, if you want to view all historical accounting work for a client whilst in the Client record, you can go to their accounting sub-table and the Archived task pane.
Time Management
Your time log for this client is reflected here.
CIPC
Share Register
Allows you to Add Shareholders current and previous
Print the Share certificate using the Paperclip link
Beneficial Ownership
Allows you to Add and Edit Beneficial Owners here.
5. Client Summary and Work In Progress Report
To find out more about the Client Summary and Work In Progress Report, click on this link.
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