Client Folder

The next step would be to enter your Clients. This can be done by clicking on the orange icon above the Phone List or you can click on File, New and Client. ALWAYS CLICK UPDATE upon completing each tab.

The window is organized into the following tab folders:

General Tab
The General Tab of the Client window contains name, address and telephone numbers for this client. The following information is available on this tab folder:

Client Name
As you can see there are two fields for the Client name. The first is to be used to identify a specific Client by office, etc. (i.e. Bank Two - FL, Bank Two - TX, and so on). Enter the Client name as it is to appear in the phone list.

Bill To Name
The second field is the Client Name as it is to appear on invoicing, etc.

Bill To Address
Enter the address, city, state and zip code to which the invoice will be sent.

Phone Numbers
Enter the primary and alternate phone numbers for the Client.

Group
The drop down list is used to assign the Client to a group from which the Client was referred and through which the Client will be billed. If this does not apply to this Client, simply leave this field blank.

Collector Tab
The Client Collector tab will give you a list of all collectors associated with this Client. At this screen, you will be able to add new or edit any existing Collector information. Clicking on the refresh button will save any changes made.

Add Button
Click the "Add" button to open a new Collector folder which will allow you to add a new Collector for this Client.

Edit Button
Select any existing Collector by clicking on the name in the list, then click the edit button. The Collector folder for that Collector will be opened to allow you to make any changes necessary. The Collector folder may also be opened by double clicking on the Collector in the list.

Refresh
The refresh button re-reads the Collectors to display any changes which may have been made in another window.

Active
When checked the Collector list will display Active Collectors only.

Case Tab
The Case tab contains a listing of the Cases active for this Client. Uncheck the "Active Only" box to show all Cases on file from this Client. To open a Case folder, simply double click on the selected Case.

Rates Tab
Now let's enter your fees charged to the Client. This is done through the Rates Tab within the Client window. This will all come together when you begin your invoicing.

The Rates tab contains a listing of the standard rates charged to this Client. Each individual category is listed in the window and its corresponding fixed or per unit charge.

Rates are used to create billing line items for the Client invoice. At the rate tab screen, you will be able to ADD new or EDIT current rates for this Client.

Click the Add button to the right of the screen. A small Rate Box will open. Click the drop down and choose the Action you want to add to the rates. Choose the appropriate amount for this Client and click OK. Once you have added each fee for this Client, please be sure to click Update.

There are two fields, one is the Amount and the other is Per Unit. The Amount is for flat rates. The Per Unit is used for mileage, per day (Storage), etc. When using the Per Unit you must leave the Amount field blank and vice versa.

To change an existing rate, click on the line to be changed and then click on the EDIT button. The Rate maintenance window will appear to accept changes or allow the rate to be deleted.

To add additional "Charge Codes", use the System Setup window accessible through the file menu, which is in the upper left of your screen.

Invoice Tab
The Client Invoice tab contains billing information for this Client. The Invoice tab folder lists all previous invoices for the client.

New Button
The "New" button will create a new invoice for this Client, containing all currently approved charges for any Case for this Client. Use the Unbilled Charges Report to check the detailed line items which are approved to be included in the next invoice.

View Button
To view or reprint any prior invoice, click on the correct line and then click on view, or double click on the invoice to be printed.

Adjustment Button
The Adjustment button allows you to post an additional item to an existing invoice changing the invoice amount. This is most commonly used to post a credit adjustment to the invoice to subtract out charges unauthorized by the Client.

Charges Button
The "Charges" button on the Client invoice tab allows you to add charges to a Client invoice which are not directly related to a single case. Most changes are related to an individual Case and should be entered from the Case folder to adequately document the invoice. The charges which are entered and approved through this function will appear at the top of the next invoice produced for this Client.

Remove an Invoice
If you wish to remove an invoice that will re-instate those charges, you must have System Administrator status. You will click on Tools at the top of your screen and click on Remove Invoice. Simply enter the invoice number and click on OK at the bottom of the screen. This will bring you back to the invoice screen. Click on update and you will be brought back to the General Tab. If you go to the Invoice tab again, you will find the invoice has been removed. Charges from that invoice now await invoicing or editing. They will appear on your next invoice for this Client.

History Tab
The Client History tab contains the accounts receivable transaction history for this Client. All invoices are listed as a debit amount and all payments are shown with a credit amount. A running balance is maintained in the right column showing the amount due after that transaction was posted

Invoice Button
The Invoice button prepares a new invoice in exactly the same manor as the "new" button on the invoice tab.

Payment Button
The Payment button allows payments (and payment reversals) to be posted by opening the payment window.

Statement Button
The Statement button prepares and prints a statement of account for this Client. Statements may be produced for all clients using the Statement option from the Report menu.

Reset Button
The "Reset" button is available to the system administrator only and should be used only once to initialize the amount due. The reset button will clear (DELETE!) the receivable history. This function is used at time of initial installation to synchronize Baja with any currently outstanding balance and to directly edit the amount due on each invoice.

Tracking Tab
The Tracking Tab of the Client window contains the history of actions taken and general notes relating to this Client.

New Button
The New button opens a case tracking window to add miscellaneous notes relating to this Client. See New Tracking Window.

Edit Button
The Edit button will allow you to select one of the tracking notes to be modified or deleted.

Document Tab
The Case Document tab lists all documents saved under this Client. Documents can be saved via fax, e-mail or by scanning. The following three options are available on your document tab:

New Button
To save a new document, click on New. An "Attach New Document" window, will pop-up. Click on the box next to the file field. Choose the document you wish to save to this folder. The date will default to the current date, but can be changed. Then input a description that will be easily identifiable to the user. You will now have the option to either move or copy this file to the folder documents. We recommend that you move the file in order to avoid duplication of data and space.

View Button
To view an existing document, click on the line you wish to view, then click on the view button. The document will appear on your screen.

Delete Button
To delete a document that is no longer needed, click on the line you wish to delete and click on the delete button to the right. Click on the update button at the bottom of the screen. Please note that once the document is deleted, it can not be retrieved.