keyboard: use the arrow keys to highlight the icon, then press ENTER
13.2 The ClientBase screen
The screen is divided into two. The top half is the client view.
The bottom half is the client list.
13.3 Moving around
13.3.1 Moving through the records
Click on the client list and use the arrow keys on the keyboard to go through the records.
13.3.2 Editing a client record
To change a record, just edit the fields you wish to change, then select Update database from the Edit menu.
13.3.3 Adding a new client record
To add new blank records use New Client from the Edit menu.
13.3.4 Deleting a client record
Select the client view and choose Delete client from the Edit menu.
13.3.5 Sorting clients
Choose By Business from the Sort menu to sort clients into alphabetical order based on the business name.
Choose By Code from the Sort menu to sort clients into alphabetical order based on the client code.
13.3.6 Selecting clients
There are two primary ways of selecting clients by status and by group. A client has a particular status at any one time and can belong to a number of groups.
You set the status of a client using the status field. There are a number of predefined choices. These are set up by pressing the Status button after selecting User setup from the Tools menu. To display only the clients with a particular status use By Status from the Select menu.
In addition to having a status, a client can belong to a number of groups. You could have groups such as agriculture, high turnover, xmas card list. To create a new group press the groups button, enter the name of the group and press the new group button. Once you have your group names decided on you can select which groups each client is in. Choose the client in the client list, then press the groups button. Click on each group the client is in. To display only the clients in a particular group use By Group from the Select menu.
13.3.7 Displaying all clients
To display all the clients again, regardless of status or group, choose All from the Select menu.
13.4 Linking to ProTax
13.4.1 Tax
To run ProTax from ClientBase select a client, using the client list on the bottom half of the screen. Check that the client's type of business is correctly set, as this will affect the tax return you will generate. You will find this by clicking on the business button.
Then select Tax from the Tools menu. This will bring up the selected client's tax return.
To run ProTax for Pay and File, select Corp Tax from the Tools menu in a similar manner.
To return to ClientBase, exit from ProTax in the normal way.
13.4.2 Client codes
There are two methodologies available for the nameing of tax return files.
Client name - the file name is the first 4 characters of the surname followed by initials followed by year. e.g forbdg06.tax
Client code - the file name is xxxx06.tax where xxxx is the client code.
The default is based on the client name.
The latter can be selected by going into a tax return and choosing Tools / User Setup / advanced / use client code.
This will set up the software to save all returns under the client code rather than the name.
Changing naming convention will have consequences if you have already saved many returns under the alternative naming scheme.
It is also possible to select to use the client code based naming convention just on specific clients.
To do this, select the client in the client database and then choose tools / advanced / use client code for this client.
Finally if you have recently changed naming convention and you have brought up a tax return and it is blank because the data is stored under the other naming convention, in the tax software, tools / advanced / open alternate.
13.5 Exiting from ClientBase
To exit from ClientBase, choose Exit from the File menu or press down the Alt and F keys together, then press x.
13.6 Printing
13.6.1 Printing the Client List
Click on the client list and select Print from the File menu.
13.6.2 Producing labels
To produce sticky labels for a mailshot, first select the clients, by status or group as outlined in the previous paragraph. Then choose Labels from the Tools menu.
Choose the style of labels you will be using from the list displayed when you choose Open from the Layout menu. ClientBase currently is setup for Avery 7163 laserprinter labels. Choose Print from the File menu.
13.6.3 Printing Standard letters
ClientBase (and the tax office database) can generate standard letters, substituting in clients (or tax office) address. First select your wordprocessor (AmiPro, Word or Write) under User Setup in the Tools menu.
To generate a standard letter, choose Wordprocessing in the Tools menu. Select the standard letter you wish to use and press OK. Use your wordprocessor in the standard way.
To create new standard letters or modify old ones follow the above steps, but press the Modify button. Edit the standard letter. Save under a different name to generate a new standard letter.
13.7 Customising
13.7.1 Adding fields
Before customising your client database it is strongly recommend you back up c:\forbes\clients\clients.dbf
It is possible to put (several pages of) custom fields into clientbase.
They will appear in the custom area to the left of the client window.
Choose Tools/Advanced/Customise/Edit custom field list
When prompted, choose the number of custom fields you want - say 5
Edit the field names etc. Compare the screen shot of entering the setup to the end result shown further up.
Most of the entries are of type "Field". For buttons see the next section "adding buttons".
After completing the customisation exit from clientbase and come back in again
13.7.2 Adding custom buttons
As well as adding fields it is also possible to add short cut buttons.
The above example on line 4 has the column Type set to Button. In the id field is the number 40137.
The number 40137 corresponds to Tools / Advanced / Notes / 1.
A list of available commands can be found at http://www.tax.co.uk/notes/manual/commands.txt
13.7.3 Multiple computers
If you are using this facility on multiple computers that are not networked you will need to copy the customisation file from one PC to another.
If your customer code is nnnn the customisation file will c:\forbes\clients\nnnn.xml.
Once you have customised one computer you will need to copy this to the other computers.
