Chapter 8. Client extra details
If you have the Practice Manager program installed, you are able to record and view extra client details from any of your HandiSoft programs. Examples of the information you can record are:
The occupation of the client (for example, Doctor, Dentist, Primary Producer).
A mailing list to which the client is to be attached (for example, Christmas card list,
Newsletter list).
The source of the client (for example, word of mouth, yellow pages, and advertising).
You can also use the Extra Client Details fields when generating reports and documents.
Customising the "Client Extra Detail" window
Before you begin to record any Client Extra Details information, you should:
1. Decide what information you will record.
2. Customise the "Client Extra Detail" window so that each field is labelled with a description of the information you will record.
3. Mark any necessary fields with a Prompt value of “M” to make entry mandatory, or “P” to prompt for entry.
Opening the "Client Extra Detail" window
1. On the “Clients” or “Clients Detail” window, click Extra to open the "Client Extra Detail" window.
Note: With Time+Billing, click the Extra button at the bottom of the window.
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Chapter 8. Client extra details Advanced Features 2015
Figure 46: The "Client Extra Detail" window
2. The “Client Extra Detail” window has four tabs for accessing the information fields:
Click Text to access fields for entering textual information.
Click
General to access fields for entering numerical information.
Click
Categories to access check box fields for entering yes/no information.
Click
Selections to access fields where you can select information from a list.
Tip: For information on the "Client Extra Detail" window, press F1 to display the online help.
Labelling the Extra Client Detail fields
1. On the "Clients" or “Clients Detail” window, click Extra to open the "Client Extra Detail" window.
2. Click Labels. The "Clients and Prospective Clients Extra Field Properties" window will open.
3. Click the Text/Selections tab to enter the required labels on the Text and Selections fields.
4. Click the
General tab to enter the required labels on the General fields.
5. Click the
Categories tab to enter the required labels on the check box Categories fields.
6. Mark any necessary fields with a Prompt to make entry mandatory, or to prompt for entry.
7. Click Save and then Close.
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Advanced Features 2015 Using the Selections fields
Figure 47: The "Clients and Prospective Clients Extra Field Properties" window
Tip: For information on the "Clients and Prospective Clients Extra Field Properties" window, press
F1 to display the online help.
Using the Selections fields
The Selections page of the “Client Extra Detail” window has fields where you select the information instead of typing it in. This is useful where you have a number of clients with the same information. For example, you can set up a selection field that contains the client’s occupation. If a number of clients have the same occupation, you can select it from a list.
Transferring existing text fields
If you already have labels allocated to text fields for your clients, you can transfer them to selection fields. Information already entered in the text fields will be also be transferred and made available for selection for other clients.
1. On the "Clients" or “Clients Detail” window, click Extra to open the "Client Extra Detail" window.
2. Click the Selections tab to display the Selections page.
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Chapter 8. Client extra details Advanced Features 2015
Figure 48: The "Client Extra Details" window, Selections page.
3. Click Transfer Text to Selections.
4. On the “Attention” window, click Yes.
This will copy any information in the Text fields to the corresponding Selection fields. It will also make the information available for selection.
5. To transfer the
Text field labels to the Selection fields, click Yes on the next “Attention” window.
Caution: If you click Yes, any existing Selections labels will be overwritten by those transferred from the Text fields. Click No to transfer only the Text field information, but not the label names.
Adding and editing selection values
The Selection fields contain information values that can be selected for each client. You can either transfer these values from the text fields or you can edit them as follows:
1. On the "Clients" or “Clients Detail” window, click Extra to open the "Client Extra Detail" window.
2. Click the Selections tab to display the Selections page.
3. Click Values to open the “Client Extra Values for Selections” window.
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Advanced Features 2015 Entering Extra Client Detail information
Figure 49: The “Client Extra Values for Selections" window
4. At the top of the window, click the tab for the Selection field where the values are to be added or edited.
5. To add a new value, click New and type the new value.
6. To edit or delete an existing value, highlight the value and click Edit or Delete.
Note: If any clients have the value selected, it will be deleted or changed.
7. Click Save and then Close.
Entering Extra Client Detail information
1. On the "Clients" or “Clients Detail” window, click Extra to open the "Client Extra Detail" window.
2. Complete the "Client Extra Detail" window, click Save and then Close.
Example: ABC Accounting is mailing a letter to all clients that are in the business of Primary
Production. ABC has used Category 1 to indicate primary production clients. When they print off the letter, they will specify that it is to be printed only for clients that have Category 1 selected.
Batch updating Extra Client Details values
You can update the values in Client Extra Details fields for all or specified clients or prospective clients.
1. On the "Clients" window, click Extra to open the "Client Extra Detail" window.
2. Click the required tab to open the page with the field to be updated.
3. Click Batch to open the “Batch Update” window for that page.
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Chapter 8. Client extra details Advanced Features 2015
Figure 50: The "Batch Update" window
4. Under Client Range, Selection and Limit To, select the group of clients or prospective clients to have the values updated.
5. Under Change Values, in the Field Name field, select the field for which the value is being updated. The
Label field will display the selected field’s label.
6. In the New Value field, select or type the new value to be inserted into the field.
7. If you want only the fields containing a specified value to be updated, select or type that value in the Old Value field.
To update all fields, regardless of their current value, excluding those that do not have a value, select the Replace Regardless of Old Value check box.
To update all fields, including those with no value, select the
Additionally update blank
records check box.
8. Click
Update to start the replacements.
9. Click
Yes to proceed with the update.
10. Click Close to exit the “Batch Update” window.
Reporting and filtering on Client Extra Detail fields
When creating and running reports, you can report and filter on Client Extra Detail fields.
For example, to get the
Temperament label to appear in a report, use the following function:
GetClientExtraDetailLabel(“UserText2”) + “ “
To display the list of functions, from the Help menu, point to the program name and click
Functions.
For information on using functions, see Chapter 4, “Reports and filters”.
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