The resource module

See also Contacts

Table of content:

 

How to use

The Resources book is your primary source for finding information on customers, employees, suppliers, addresses, contacts, telephone numbers and much more.

Resources book

Adding a new resource: Customers, Suppliers, Connections, Prospect, Technical resources and Media.

You can create a new resource by selecting the resource type in the list and click “Create new resource” button.
Fill in the required information in the window to create the resource.

Resource type Description
Companies A company in WorkBook is a placeholder for jobs and employees. There can be several companies in WorkBook.
Employees An employee in WorkBook is primarily a person but can also refer to a group scheduling resource. Not only WorkBook license holders can be added to the employees but you can create administrative employees as well (like receptionists).
Client A customer is a placeholder for jobs.
Suppliers A supplier refers to a company or a freelance resource that you will use on purchase orders.
Connections A connection refers to contacts/companies that does not relate to being customers, suppliers or NewBizz.
Prospect Prospects is a placeholder for all potential customers.
Technical resources Technical resources can be used to maintain a list of all the companies machines like computers, printers and such.
Media Media is a placeholder for media companies.

Supplying additional setup data
When the resource has been created the system will go to the Setup tab (if available). See additional help documents for setting up customers and employees.

Adding contacts

You can add or delete contacts to a resource by clicking the “Add/delete contact” from the toolbar. When adding a new contact you can fill in additional data like telephone number and email address.

Search for resources and contacts

By filling in a search string in the “Find resource/contact” you can do a search. The system will display the search results in the resources list.

View inactive/internal
Every resource can be active or inactive. If a customer does work in the company the employee can be deactivated and you can find the resource again by clicking on View old.

Re-activate/deactivate a resource

You can always reactivate or deactivate a resource in the resource book.

As you can’t delete a resoruce this is how you remove it from the resource list.

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Profile

In the Profile tab you can add custom fields. It is used to enter information on the resource that you cannot enter anywhere else with pre-defined fields. You can for example use the Profile tab on employees to enter information about education, language skills and such on. On customers it can be used to enter customer information that WorkBook does not offer database fields for in its default setup.

Profile

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Debtor

In the Debtor tab you can add or view the list of debtors related to this customer. A debtor is the same thing as a paying customer and you cannot create an invoice on a customer unless you have at least one debtor associated to the customer.

Debtor

Debtor vs. Customer

In WorkBook we differ between a customer and a debtor. A debtor is defined as the “paying customer” or “the invoice address customer” who can differ from the customer. This means that if your customer requires that you send the invoices to different addresses, you don’t have to create the customer many times in WorkBook. You can just add another debtor to the customer. WorkBook will use the debtor on the invoice and you cannot approve an invoice without a debtor related.

Different scenarios
If WorkBook is a stand-alone system (without integration to a finance system) you can create new debtors just by clicking on “Add new debtor” button that is available from the Debtor tab. In this tab you can also create the customer as being the debtor (if the customer name and address is the same as the debtor) by clicking on the “Create customer as debtor” button highlighted in the screenshot below.

If WorkBook is integrated to a finance system the debtors are imported from the finance system and transferred to WorkBook (eg. NAV, AX or WorkBook’s own finance module). Typically in that scenario it is the finance department that create debtors and associate them to customers manually. What data is imported from the finance system depends on the integration engine (and capabilities in the other system) you might need to adjust various parameters in the Debtors setup in WorkBook to ensure everything is in place.

Selecting the debtor on the job
When the user create a new job it is possible to choose what debtor should be related to the invoice on this job.

The chosen debtor is then inserted on the invoice.

Deleting a debtor
You are only allowed to delete a debtor if it has not been used on any invoices.

Resources – Documents
In the Documents tab you can save files related to the resource. There are no limitations on what file types you can upload.

Documents

Uploading documents
Click on the  button to choose a file and upload it to the currently selected folder.

Adding/deleting a folder
Click on the folder button to create a new folder.


Click on thetrashbin button to delete a folder.

Deleting a file
You can delete a file by selecting the file from the list and click the delete button.

In the Setup tab you can change the standard setup for this customer.

General setup

Customer type
The Customer type is used by the system to group this customer in being a ‘real’ customer, an internal customer or even a prospect type customer. WorkBook is using this information in several reports to show eg. an employee’s time entry grouped by these customer types or to determine how to recognize revenue (based on customer type) . It’s important that only real billable customers get the type Customer, in order not to show wrong values in the reports.

Default currency
Choosing a default currency will enable the system to insert that currency on Price quotes and Invoices.

Ref.key
Ref. key is a field you can use if this customer should have an additional customer number.

Default payment terms
If the payment terms cannot be picked up from the debtor(s) related to this customer then WorkBook will use the payment term set here.

Credit max. check/amount
You can set a credit limit on your customer and apply the following settings:

Customer reference account no.
If the customer has a specific number that must be printed on all invoices, you can add this number here.

Material group list
If you have more than one material list in WorkBook you can set the relation to the material list on this customer here.

Customer order number title
The text you enter here is automatically inserted in the PO name field on all invoices on this customer.

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Job default values

In the Job default values tab you can set the default values for creating new jobs on this customer.

Job default values

Price list
The price list selected here will be suggested when creating new jobs on this customer. If two price lists has been made available for this customer you are given the option of choosing between these when creating a new job. Read more about price lists here.

Language
Sets the default language on Price and Invoice on this customer.

Job fee
Sets if a Job fee should be suggested when creating a new job. You typically use this function when you would like to add a fee to a job. Often the function is used when a customer is requesting many price quotes and you use a lot of time in doing these price quotes. Then you can arrange with the customer a minimum billable fee (administration fee) that is being invoiced no matter if the customer approves the job or not. Read more about it here.

Debtor must be set when opening a new job
This controls that a debtor is always selected when creating a new job.

Dimension
In the dimension grid you see a list of dimensions that are set as defaults on this customer. The dimensions are copied to jobs, but can be adjusted there.

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Employee access

In the Employee access tab you can change what employees has access to this customer and if the customer should be visible on the users customer list.
Access: means that the user has access to the customer and can add related jobs to the time sheet.
Display: signifies if the user has the customer shown on the customer list or not.

Employee access

Administrators
Users with Administrator rights are not shown in the list as these users always have access to all customers.

You can easily grant access/remove access using the content menu:

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Price quote

In the Price quote tab you can setup default values when creating price quotes on this customer.

Price quote

Editing of price quote lines
You can allow or disallow users to change hourly sales price/profit factor on price estimates/quotes produced on this customer.

Price quote template
If you want the system to copy default texts (like introduction and comments) from another price quote every time you add a new price quote, you can enter the price quote ID here.

Standard texts
You can apply company defaults or specific default for this customer only. For example, if one customer requires you to have specific information supplied to all price quotes, then enter the information here and it will be added to the price quote automatically.

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Invoicing

In the Invoicing tab you can setup default values when creating invoices on this customer.

Invoicing

Editing of price lines
You can allow or disallow users to change hourly sales price/profit factor on invoices produced on this customer.

Standard texts
If you want the system to copy default texts (like introduction and comments) from another invoice every time you add a new invoice, you can supply the invoice ID here.

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Purchase Order

In the Purchase Order tab you can setup default values when creating purchase orders on this customer.

Purchase Order

Purchase order delivery information.
Normally the system will add the customer’s address to the purchase order for delivery information. If you prefer to have another address (eg. the warehouse) then you can add that address here. Then the system will use that address instead of the customer address.

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Customer product / customer brand

In the Customer product tab you can add different products that this customer have. You can add this information into jobs so you are able to report or filter on these products.

Customer product

The customer product is also known as customer brands. Once a product has been added, it can be selected from this list on the job property sidebar:

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