Creating the Client Record

1. Navigate to the Maintenance Tab
2. Click on the Approved Client List under the Clients heading
3. You may want to search to make sure your client doesn’t already exist before adding them

1. To create a new client, click the Create button
2. Complete the pop-up that appears with the fields below:  
   1. Name is the client’s company name (validation will be in place to look up the inputted text against similar clients that already exist)
   2. Address and Post Code should hold their main postal address  
   3. Our Contact is used as a lookup of Evox users to set against the client
   4. VAT Location should be set using the applicable dropdown options
   5. Sales Type can be set using the applicable dropdown options
   6. Phone Number should be the main telephone line for your client    
   7. Any Notes can be saved against the client
   8. Click the Save button to create the new client 

This will bring up a full client record.  From there you can add information that you like to any of the tabs; Details, Additional Details, Documents, Contacts, Touchpoints, Projects & Opportunities, Locations, Rates, Subsidiary Companies, and Company Bank Details.

Tabs on Client Records

Documents 

This tab can be used to upload documents against the client. Users will click Create and the below pop-up will show:

Once a file has been selected, the user can enter a description if required before clicking Upload. 

Contacts

This tab will show you any contacts linked to this client. New contacts can be created by clicking the Create button and completing the below pop-up:

Touchpoints

This tab will show you any previous touchpoints created against the client. New touchpoints can be created using the Create button and completing the below pop-up:

The Action Tracker information will add a new action, with the information showing on the user's Evox dashboard widget.

Projects & Opportunities

This tab will show you any projects that are linked to this client. The job column acts as a link and if clicked, this will direct the user to the project record.

Locations

This tab can be used to record the locations of the client. The user would click the Create button and complete the below pop-up:

Subsidiary Companies

This tab will show you the Subsidiary Companies created against the client record. If no subsidiaries exist, a button for Create will be present to allow the user to complete the below pop-up:

Please note that only one active subsidiary is linked per client.

Company Bank Details

The default bank details can be set on client records. Users will click Create and complete the below pop-up, the client will default to the client's name, the company will default to the company's name, and the bank details can be selected using the dropdown driven by existing company bank details set up:

Accounts Integration 

In order to sync client records, the client must exist within the accounts database - this means that the finance team must create the record in either NetSuite or Dynamics 365.

Once the client has been created, the finance team will give you an accounts code. This is driven from the Customer ID on NetSuite, and the Account on Dynamics 365. Once you have the accounts code, you will enter this against the active subsidiary of the client. 

• Navigate to the client record in Evox
• Click on the Subsidiary Companies Tab
• Click the Edit icon against the active subsidiary
• On the below pop-up, enter the Accounts Code and click Save

• Click the Edit icon against the subsidiary again
• Click the Sync Account Details button, you will be met with the below pop-up: click OK

• The user will be met with the below confirmation if the sync has been successful:

• On the Details tab of the client, you can view the last synced date:

There might be cases when client records are required to be made inactive. Please note that records synced to accounts will have the Active field greyed out and not editable:

In order to make the client active:

• Advise the finance team of the client to be made inactive
• The finance team should make the client record inactive for the business within the accounts database
• Within Evox, navigate to the Subsidiary Companies tab on the record and click the edit icon against the active subsidiary
• Remove the inputted accounts code and click Save

• Navigate to the Details tab of the client record and click Edit
• The Active field will now be editable for the user

• Untick Active and click Save to make the client record inactive

Editing the Client Record

When viewing a client record, a button for Edit will be visible on the bottom right of the page. This will allow the user to make edits on the following tabs: Details, and Additional Details. 

The user would make the edits and click the Save button on the bottom right to save the changes. The user can click the Close button to go back to viewing the client record.

Please note that if the client record has an accounts code and is synced, the following fields on the Details tab will display as greyed out and will not be editable: Name, Address, Post code, and Active. This is because this information is driven by the synced Accounts Database.