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A client service is, as it says, a service provided to a client. It can be as involved as the Personal Tax or Accounts job being linked to the Standard System Job Types, or can be a VAT job and repeated at monthly intervals.
Client Service: Creating a new client service.
View a client, (with Practice Management open), and go to the Service tab. From here details of all current services set up already appear.
To add a new service:
New.
Select a job.
Enter a start date for the service.
Enter the recurrence details
If this is a standard system Job Type this information is defaulted.
Also enter in Notes specific to this client if needed.
Click Add.
Now by using Job Planning searches can be made for services for a particular job to see what stage the job is in or whether they have been created.
When a job is completed a prompt may come up to ask whether the next job is to be created. If the next job has already been created then this prompt will not come up.
If the job recurrence is set to 6 monthly say when the service on the client is created it will allow changes to be made to the specific recurrence. This is because the default job recurrence is 6 monthly but for some clients this may be more of less. Consequently, changes can be made on the recurrence from unspecified, which would be user defined, up to Annual.
If the job is a Standard System Job Type then the recurrence details cannot be changed.
Terminating a client service will stop the automatic creation of jobs. To Terminate a client service firstly go to the Client Service Tab. From there highlight and View the client service.
From this screen enter in a Date Terminated. Click Update.
The termination of a service will have an effect on the Corporation Tax Payment Reminder screen.
If a client service is created by mistake, then View the Client Service and then click Delete.
To access this screen, go to Launch | Client Lookup in the Staff Control Panel. Select the client wanted and then go to the Jobs tab.
To add jobs onto clients please follow the steps below:
Ensure that Practice Management is open such that there is a yellow Pm icon in your system tray.
From this right-click and then select Client Lookup.
View a Personal Client and then go to the Jobs tab.
Click New and select the job linked to the Personal Tax return job progression.
Select the Period End Date as appropriate. Once selected the Statutory deadline will also be entered as the end of the following January.
6. Click OK and this will enter the job against the client.
To access this screen, go to Launch | Client Lookup in the Staff Control Panel. Staff Control Panel. Select the client wanted and then go to the Jobs Tab Select the appropriate job and click on View. Then click on the Profile button. Then double-click on a job stage.
This screen allows a quick view of the current stage of the job for a specific client. It also allows the user to complete the status for the job stage by entering the completed date and staff name. Where the person viewing the job stage is the person is who has completed the stage the quick entry buttons Today and Self can be selected.
It is also possible to amend other fields within this screen. Firstly, the Assigned person can be changed by selecting the spyglass and selecting the appropriate person from the list. In addition the Due Date can be marked to be Automatic, or have its automatic date status removed by selecting the Automatic check box. It is not necessary to have a due date set, as such the date can be left blank or can be specified using the date lookup as required.
The Post Task allows the user to post a new task and link it to the job stage.
The freeform window at the bottom of the screen allows users to enter notes for the Job Stage.
Selecting Print will display a report specifying the following: Client, Job, Stage, Assigned, Due Date and Completed details.
OK – Saves the changes to the Job Stage and closes the screen
Cancel – Closes the screen without saving any changes to the job stage.
Once stages have been marked as completed then you would be able to use the Workflow reports in order to track your client’s progress.