Secure Clients

Entering a secure client consists of designating the client as a secure client and selecting which users have rights to the secure client. This topic includes procedures for setting up a secure client and setting up a second billing address for a secure client.

To set up a secure client

  1. From the Client file, click New (Ctrl+N).
  2. Assign the Client ID and click OK.
  3. Select the Secure Client check box.
    1. Tip: A common mistake is to enter the Client Name before selecting the Secure Client check box, thus causing a new Contact window to be displayed. If you do this, simply close the Contact window.
    2. Click the Users button and designate which users have access to the secure client.
  4. Enter the Client Name. Use Last/First format (i.e., Smith/John) if the client is an individual.
  5. Enter a Work Description to identify the case.
  6. Notice the address selector is set to Secure. Enter the Address for the client.
  7. Optionally enter a location for the client.
  8. If the client is an individual, the Contact Name will be filled in with the same contact. Otherwise, if the client is an organization, you will need to enter the Contact Name using the Last/First format for the name.
  9. Enter the Phone and Email information.
  10. Click the Billing Preferences tab.
    1. Under Statement Delivery Options, click Edit to open the default Bill To record.
    2. Under Statement Delivery Options, select whether the statement will be mailed or emailed.
    3. Select any other options for the statement.
    4. Click OK to close the Bill To Record window.
  11. After selecting any other options for the client (including those on other tabs), press Ctrl+S to save the client.

Note: Keep in mind that the address that will be used for the statement is the address that is shown in the Bill To record, which is the address shown on the Address tab of the Client file.

Note: If emailing statements, the email address that will be used for the statement is the email address that is shown in the Bill To record, which is the address shown on the Address tab of the Client file.

Note: With secure clients, address, phone and email information is stored in the Client file instead of the Contact file. Additionally, the phone and email selectors cannot be changed. Because the information is stored in the Client file instead of the Contact file, you can only enter Business, Business Fax, Home, and Mobile phone numbers. Likewise you can only enter one email address. Keep in mind that the only users that will see this information are the users you previously designated.

See also:   Types of Client Billing Addresses
  Adding a Client
  Changing a Client
  Security Overview

 

Adding a Second Billing Address for a Secure Client

When adding an additional Bill To record for a secure client, the process is slightly different due to the confidential nature of the information.

To add an additional Address for a Secure Client

  1. Click the Billing Preferences tab.
    1. Before adding the second billing address, we recommend verifying the first address. Under Statement Delivery Options, click Edit to open the default Bill To record. This record represents the first statement to the client.
      1. Under Statement Delivery Options, select whether the statement will be mailed or emailed.
      2. Select any other options for the statement.
      3. Click OK to close the Bill To Record window.
    2. Click Add to create a new Bill To record that represents the second statement to the client.
      1. Enter the name of the contact where you want the second statement sent in the Bill To Name field. If the recipient is an individual, use the First Last name format (i.e., John Smith) instead of the Last/First format (i.e., Smith/John). This information is stored in the Client file instead of the Contact file and will be printed on the statement as shown.
      2. After specifying the Bill To Name, enter the following information in the Bill To record.
        1. Enter a description for the second billing address, such as "Agent".
        2. Select whether the statement will be mailed or emailed.
        3. Notice that the address selector is set to Secure. Enter the desired address in the address block.
        4. Select any other options for the statement.
        5. Click OK to close Bill To Record and return to the Client window.
  2. After selecting any other options for the client (including those on other tabs), press Ctrl+S to save the client.

Note: Additional Bill To records for secure clients are also secure.

See also:   Types of Client Billing Addresses
  Adding a Client
  Changing a Client
  Security Overview