Edit contact details

Contacts - View, Add and Edit Contacts

Once you have imported or manually added your contact records, you can edit them at any time.

To edit a contact, go to Contacts > All Contacts and click a row to open a client record. The record will open on the Summary tab, which is like a dashboard displaying summarised client information.

When you click any of the Edit button  links on the Summary tab, you will see detailed information under four tabs:

  • Details - edit the business type, contact type, manager, IRD number and much more.
  • Profile - edit the client type, class and document link.
  • Tax & Billing - edit the tax, Service Tax and billing details.
  • Additional addresses - edit the addresses.

When you are finished editing the contact record, choose one of the following actions:

  • Click Save to retain your changes and close the screen you are on.
  • Click the arrow on the Save button then select Save & exit to save your changes and exit the current screen.
  • Click the arrow on the Save button then select Save & add another to retain your changes and add a new contact.
ClosedEdit details on the Details tab

In the Details tab you can edit the general details for a contact, such as their name, code and communication details. In addition to the general details, some specific details are required for use in otherCCH iFirm modules.

  • Type - Specify the contact's business (entity) type, for example Company, Individual or Partnership. You can add new business types to suit your needs. If you use Client Accounting  and are going to create ledgers for clients, do NOT use the business type Other because the entity type determines which master charts and master reports are available.
  • Contact Type - Specify whether a contact is a client, prospect, or supplier. This is useful for reporting.
  • Manager and/or Partner:
    • When a job is created in Practice Manager, it assigns either the client partner or client manager as the default job owner, depending on the job settings for your firm.
    • Managers and partners form the basis for the Revenue Analysis by Manager/Partner reports.

    • Users will display in the Manager and Partner lists only if the Display name in Partner field and/or Display name in Manager field check boxes are selected in their user profiles.

ClosedEdit details on the Profile tab

The Profile tab allows you to record additional details about the contact.

  • Balance date - Used in Practice Manager  to create annual accounts jobs and recurring jobs in bulk.
  • Client Type and Client Type Subcategory - The client type is the general industry the client is in, such as business or farming. The subcategory is the specific industry. For example, if you choose business as the type, you can then choose builder or real estate agent as the subcategory. This information will display when a job is created for them in Practice Manager and can be used to obtain useful statistics when allocating resources to a new job. You can add client types and subcategories (subtypes) to suit your needs.
  • Class - Examples of classes include: Third Party, Class A-E, Silver, Gold and Platinum, or VIP. You can set up classes for your contacts, then staff members can use them to classify clients here.
  • Company Reg Number - You can use this field to record the client's company registration number. This should be alphanumeric and a maximum of 20 characters.
  • Annual Accounts Month - Used in Practice Manager to create annual accounts jobs and recurring jobs in bulk, and recurring jobs manually per client.
  • Documents - If you use Document Manager and Practice KnowHow, you can specify the Document Folder where the client's documents are stored on your local network. Along with the Client ID, this is automatically added as a document property when you choose the Merge Content when downloading a Microsoft Word document. This allows the Save Into feature of Document Manager to automatically select the correct client and client folder. Type the required file path and folder in the Document Folder text box, for example F:DocumentsABC Pharmacy Ltd.
ClosedEdit details on the Tax & Billing tab

You can use the Tax and Billing tab to edit the details that are used in the Practice Manager modules.

  • Service Tax details - This is used in Practice Manager, where it affects jobs. If you are creating GST jobs for a client, we recommend you set them up as recurring jobs, and use the Service Tax period as the Period Length for the job.

    When you change the Service Tax period, and that data is being used for recurring jobs (period length based on Service Tax cycle), after clicking Save you will see a window telling you that the change will impact the creation date of recurring jobs that are using Service Tax cycle for period length. If you click the Yes button, the save process will continue and then update recurring jobs. If you click the Cancel button, the save process will continue, but will not update the recurring jobs, and will also revert the Service Tax Period box to its previous selection.

  • Service Tax details.
  • Billing Entity - This flag is used in Practice Manager when you create jobs in bulk, and when you auto allocate disbursements.
  • Charge Interest - In Practice Manager, if you charge interest for overdue accounts, you have to flag the clients that will receive the interest transaction.  If this client is unique and requires different interest settings, then specify the rate and period in this area.
  • Charge Monthly disbursement - If you have set up a monthly disbursement for your firm in Practice Manager, you have to flag the clients that will get the disbursement allocated as specified in the settings.
ClosedEdit details on the Additional Addresses tab

On the Additional Addresses tab you can specify more than one physical address, email address, and phone number for a contact. For example, you might want to distinguish between a client's physical and billing address.

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