Clients

Each Client must have a "Reference". The reference is generated from their company name or surname. The reference is generated by taking the first five digits of the surname or company name and adding a five digit number starting at 00001. When creating a Client enter the new code (any format you want) and then their details and select the "Update" button. If you want this option to auto generate the "Reference", leave the code blank. Enter the details and then select the " Update" button. The option will auto generate the account code and enter it in the "Reference " box. Select "Update" again and the Client will be added.

When online bookings are downloaded the client information is added to the Client database automatically. If they are an existing client the booking will be added to their existing entry.

Only the surname is required for each Client/Contact. Their language can be specified which can be used later to extract data for marketing purposes.

If a button appears to the right of the Zip/Post code then you are integrated with one of our Zip/Postcode database partners. Enter the post code and select the button. The address will be entered for you.

Data Protection and use of Data Laws around the world vary. In some countries you must seek permission from your contact on how you can contact them. You can select which methods are possible - Email, Mobile/Telephone or Mail.

The Clients option is integrated to the Booking Details option if you want to look at Bookings made by a Client.

Email a Client

Select the above button to send an Email to this Client. Your default email software will be launched and the email address passed to it.

Removing a Client

Select the above button to delete a contact provided they have not made a booking.

Finding a Client

If you want to find a client. Select this button. You can search for them by:-

Label printing

If you have a recognised label printer available to your computer the label button will appear. Click it and an address label will be printed.

Card details

Select the "VISA" button to store card details for this client. These are used automatically the next time a booking is made although not processed unless you use the Payments and Payment Allocation options.

Bank Accounts

Bank accounts can be stored for each account. Select the "Bank Accounts " button.

Statement

A Statement can be printed for an Account by selecting the " Statement button". It will show the current balances for the Account including all outstanding transactions.

Transactions

If you want to look at an existing Transaction, Reprint an existing Invoice, add Notes or Comments to a Transaction select the "Transactions" button. All Transactions are shown in reverse date order. Every Transaction for an Account is retained forever.

Currency

When each Transaction is created the currency of the Client is recorded and the exchange rate at the time. If you change the default currency for an existing account this option will modify every transaction for them to show the new default currency and the exchange rate which applies at the time the currency was changed.

Types

Each Client can be assigned one or more Types. Clients can be selected using these in the

Payments

You can enter a payment for this account using the "Make Payments " button. With this option you can also apply discounts to transactions and move payments from one transaction to another. All transactions can be shown or only those with outstanding balances. A payment can be entered which need not be applied to a transaction - a " pre-payment". This pre-payment can be applied later when the transaction is raised. All payments are put into a "pre-payment " balance which can then be applied to one or more transactions.

Payment Information

All payments are stored and you can look at the payment history for an account by selecting the "Payment information" button.

Subscriptions and Invoices

Invoices can be raised for each Client using the "Invoices" button. Subscriptions can be defined using the " Client Subscriptions " option, select the "Subscriptions" button. The subscriptions are invoiced with the " Invoice Subscriptions" option.