Account > Clients > Demographic dialog Dialog fields | Modify | Delete                FAQs Billing information dialog | Service rates dialog Your clients are the people or organizations (a) who are potential sources of new business (Opportunities); (b) to whom you send proposals for new work projects (Proposals); (c) to whom you assign employees (Resources); (d) on whose projects you work (Projects); (e) whom you charge for expenses incurred (Expenses); (f) whom you charge for your work time (Timesheets); (g) whom you bill for expenses incurred and services rendered (Invoices). You can also grant your clients guest privileges, which will enable them to have limited access to your OpenAir account so they can view online certain records pertaining to the projects you are working on for them. To create a new Client record: 1. Click on the Account tab, then select "Client" in the "Create..." drop-down menu. 2. Fill out the "New client" dialog. (The only required field is the name of the company or the contact person, but it may save time later on to fill out this dialog as completely as you can now.) 3. Click on "Save." 4. If you have filled out all required fields before clicking on "Save," the message "The client - [client name] was successfully saved" will appear at the top of the page, and you will see links to the "Contacts" and "Billing information" dialogs. You have the options of: (a) clicking on either link to add information on contacts or billing for the new client; (b) clicking on the "Clients" link at the top of the page to return to your clients list; or (c) clicking on the "Service rates" link. (Please note: You will see the "Service rates" link only if "Service/Client" has been selected in the "Get hourly billing rate from" drop-down in the My Account > Company > Settings dialog. See "Setting billing rates" for more information.) Dialog fields: In addition to such typical demographic fields as company name, address, phone number, etc., the Client demographic dialog includes an "Active client" checkbox. A client is "active" by default; if you will no longer be doing work for a client, or if there will be a significant amount of time before you work for a client again, uncheck this box, which will remove the client from all module dialogs' drop-down menu listings. You can reactivate a client at any time by re-checking this box. (See also "To delete an existing Client record" below.) The Client demographic dialog also includes a "Prospect" check box. Use this field to create a prospect that will only be used with the Opportunities and Proposals modules. When you are ready to turn a prospect into a client, simply deselect the "Prospect" check box. Other dialog fields include: Primary contact: If the client has multiple associated contacts, the client demographic dialog has a dropdown field for "Primary contact". Client owner: This is an optional field that permits the selection of an OpenAir user as the client owner. Summary reports allow transactions to be subtotaled and filtered by client owner. Territory, Business type, Company size, Customer source. These fields can be used in reporting on clients; the client detail report, for instance, can be filtered by each of these criteria. Cost center:If your account uses cost centers, and if cost center rules are based on client, there will be a dropdown to select the cost center for the client. Filter sets:If your account uses filter sets, and if the user has rights to modify filter sets, there may be a dropdown to select the filter sets which include access to the client. Hierarchies:If your account uses hierarchies, if the hierarchy has "show this hierarchy when editing objects of this type" enabled, and if the user has rights to modify hierarchies, there may be a dropdown to select the node for the client. Note: You can also add custom fields to your Client demographic dialog by going to the My Account > Company > Custom Fields tab, selecting "Custom Field" from the "Create..." drop-down menu, and filling out the "Custom Field" dialog. To modify an existing Client record: 1. Click on the Account tab, and then on the "Clients" link. 2. Click on the client's name in the client list, and then click on the appropriate link: "Demographic," "Billing information," or "Service rates." (Please note: You will see the "Service rates" link only if "Service/Client" has been selected in the "Get hourly billing rate from" drop-down in the Company > Settings dialog. See "Setting billing rates" for more information.) 3. Make your changes to the selected dialog. 4. Click on "Save." 5. The message "The client - [client name] was successfully saved" will appear at the top of the page, and you will have the option of clicking on another dialog link for the same client, or returning to the client list by clicking on the tabbed "Clients" link above the saved dialog. To delete an existing Client record: 1. Click on the Account tab, and then on the "Clients" link. 2. Click on the client's name in the client list. 3. Click the "Delete" button at the bottom of the client dialog to permanently discard the record. You will then return to the client list. Note: The "Delete" button will not appear in the client dialog if that client has one or more recorded transactions in any OpenAir.com module. In this case, uncheck the "Active client" box in the Account > Clients > [client name] > Demographic dialog. This will prevent the client's name from showing up in any client or client/project drop-down menus, and will enable you to filter this client out of your active client list, and to filter out this client's transactional data from any reports that you run.