Changing a Client

 

   To change an existing client from the Client Information window

1. From the File menu, point to Data Entry, and then select Client.
2. Click the button and select the desired client.
3. Make the desired changes.
4. Click on the toolbar to save the changes.

Notes Regarding Changing a Client

Client ID - You cannot change a Client's ID using this program; you must use the Renumber Client program.

Client Name/Contact Name - If you want to edit a client's Client Name or Contact Name, you must use the Rename Contact program or select a different contact.

Address - Client address information is stored in the Contact file, with the exception of secure clients and clients in matter mode. If you want to edit address information for a client who is not secure or in matter mode, click the hyperlink to the right of the Client Name field and edit the associated contact record. If you want to edit address information for a client who is secure or in matter mode, you can edit the information directly.

Phone/Email - Client contact phone and email information is stored in the Contact file, with the exception of secure clients. If you want to edit phone number or email information for a client who is not secure, click the hyperlink to the right of the Contact Name field and edit the associated contact record. If you want to edit phone number or email information for a client who is secure, you can edit the information directly.

Note: Changing address/phone/email information for a contact will update that information for all matters that are related to the modified contact. However, address information for secure clients and clients in matter mode is stored in the Client file, and must be edited in the Client file.

Changing the First Matter in a Series - If you change one or more of the following fields for a client who is the first matter in a series of matters (e.g., 200.00 in the series 200.00, 200.01, 200.02, etc.), you will be given the option to change all other matters that match for the client. Fields that propagate include the Client Name, Name Search, Address Selector, Address Details, Location, Contact Name, Phone Selectors, Phone Numbers, Email Selector, and Email Address fields. After saving the change, the message "Change all other matters that match this Client?" will be displayed. Click Yes if you want all matters for the client to have the changed field(s) written to their records. Otherwise, click No if you do not want the field(s) changed for all of the other matters. Fields will only be changed for matters whose field contents matched the base client before the change.

• If the first matter address selector is set as Home/Business/Other, changing the address selector also changes the address block for all matters in the series, provided the address block is the same for each matter.
• If the first matter address selector is set as Matter or Secure, changing a field in the address block also changes that field for all other matters with an address selector of Matter or Secure, provided the address block is the same for each matter. Address blocks for matters with an address selector of Home/Business/Other will not be changed.
• When changing the first matter address selector to Home/Business/Other, only matters with like address selectors will change. For example, client 200.00's address selector is set to Business, 200.01's is set to Home, and 200.02's is set to Business. You change client 200.00's address selector to Other. Client 200.01's address selector remains set to Home, while 200.02's address selector changes to Other. When changing the first matter address selector to Matter, no other matter address selectors will be changed.
• When changing the first matter, if subsequent matters are secure and the user does not have rights to a secure matter, no changes will be made to the secure matter. However, changes will be made to the matters in which the user does have access to.
  
  

Inactive Status - Inactive clients with ledger integrity errors cannot be changed to an active status.

Billing Rate Code - Changing the Billing Rate Code will not affect any previously entered fee transactions. The Change WIP Transactions program can be used to change rates on existing fee transactions.

Changes to a Range of Clients - The Change Client Options program allows you to globally change many of the client fields for a range of clients.

Fee Compensation Rules - Changing the fee compensation rules table affects future payment allocations. Changes to the table will not affect payments that have are already been allocated. (See also:Changing a payment allocation)

Changing a client's fee compensation rules table that is shared by other clients effectively changes the fee compensation rules for the shared clients as well. Thus, you may want to print a Fee Compensation Rules Report before changing a fee compensation rules table to confirm which clients will be affected by the change.

Task Based Billing - Changing a client to a task based billing client will require editing of any existing work-in-process because the transactions were entered with transaction codes instead of task codes. The Data File Integrity Check program can be used to identify if this problem exists. The Change WIP Transactions program can be used to change the transaction codes to task codes.

Courtesy Discount - You cannot change the Courtesy Discount information if a final statement has been run but has not been updated. You must either update the statement or unbill the statement before courtesy discount information can be edited.

A/R & Fund Balances Tab - Once a client has been saved with balance due information or a statement is updated for a client, then a client ledger record is present for the client. If a client ledger record is not present for the client, the information on the A/R & Fund Balances tab can be edited just as if you were adding a new client. However if a client ledger record is present for the client, then the information on this tab cannot be edited. (See also: All About Accounts Receivable)

Client Funds - Once a client has been saved, the Fund Balance field on the A/R & Fund Balances tab cannot be edited. All other Client Funds fields can be edited with the following exception. You cannot change the Fund Application field if a final statement has been run but not updated. You must either update the statement or unbill the statement before this field can be changed.

Progress Billing Client - You will not be allowed to change the Progress Billing Client check box on the Billing Preferences tab if the Update Statements program has not been run since a final statement was processed for the client. After running the Update Statements program, you will be allowed to change this check box.

Split Billing - You will not be allowed to change a client that is used in split billing to an inactive status or a non-billable status.

Fee and Cost Rate Tables - Changing a client's rate table that is shared by other clients effectively changes the rates for the shared clients as well. Thus, you may want to print a Client Rate Report before changing a rate table to confirm which clients will be affected by the change.

Changing the New Rate field and the Effective Date of New Rate field for a client with a shared rate table changes these values for any clients who share that rate table.

Receipt Allocation by Invoice - You will not be allowed to change the Receipt Allocation by Invoice check box on the Setup tab unless the client has no balance due in fees, expenses or advances and has no write offs, applied payments or credits.

PracticeMaster Integration with Outlook - Client addresses using the address selector of Matter are not synchronized with Outlook contacts.

Practice Management Integration - Whenever a client is added or one of the following fields is changed in an existing Tabs3 client: Name, Category, Contact, Address 1, Address 2, Address 3, City, State, Zip, Phone, Other Phone, Miscellaneous 1, Miscellaneous 2 or Miscellaneous 3, Work Description, Date Opened, Date Closed or Primary, Secondary or Originating Timekeeper, a record is written to the TABS_CM3.DTA data file. This data file can be used by a third party for importing Tabs3 client information. Furthermore, if you change the Phone, Other Phone or Contact field in Tabs3 and you select Yes when asked Change all other files for this Client?, a record is written to the TABS_CM3.DTA file for each of the client's files in Tabs3.

See also:	Toolbar Buttons
	Changing a Client's Address
	Types of Client Billing Addresses