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:
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:
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.
Enter the primary and alternate phone numbers for the Client.
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.
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.
Click the "Add" button to open a new Collector folder
which will allow you to add a new Collector for this Client.
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.
The refresh button re-reads the Collectors to display any
changes which may have been made in another window.
When checked the Collector list will display Active Collectors
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.
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.
The Client Invoice tab contains billing information for this
Client. The Invoice tab folder lists all previous invoices
for the client.
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.
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.
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.
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.
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
The Invoice button prepares a new invoice in exactly the same
manor as the "new" button on the invoice tab.
The Payment button allows payments (and payment reversals)
to be posted by opening the payment window.
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.
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.
The Tracking Tab of the Client window contains the history
of actions taken and general notes relating to this Client.
The New button opens a case tracking window to add miscellaneous
notes relating to this Client. See New Tracking Window.
The Edit button will allow you to select one of the tracking
notes to be modified or deleted.
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
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.
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.
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.