Adding or Editing Client Contacts

Client contacts are persons in the client’s organization or relation who are responsible to represent the client. A contact can be assigned to one or multiple clients. For example, your firm may have clients that are related and work with the same contacts. For information about assigning contacts, see Managing Client Contacts. Contacts you save are automatically assigned to the open client. The client used to create the contact becomes the originating client for the contact and the originating client name is indicated in the client contacts grid. Contacts that are saved to the originating client are available for assignment by other clients.

Notes:

• The name entered for each contact is used as the legal name for the contact.
• Client associates are individuals, businesses, or other entities outside the client’s organization who are authorized to provide additional information about the client when required, such as banks or lawyer. See Managing Client Associates for more information.

To add or edit client contact information, do the following:

1. Open Dashboard, click Application Links on the navigation panel, and then click Client Manager under Clients.
2. Do one of the following:
   • Add a new client profile. See Adding a New Client for more information.
   • Open an existing client profile. See Editing a Client for more information.
3. Click Contacts under Profile Information on the navigation panel.
4. Do one of the following to display the client contact profile:
   • Add a contact. Click New on the button bar to add a client contact.
   • Copy a contact. Select a client contact in the grid and click Copy on the button bar to create a contact based on the selected contact. All information from the originating contact is copied except for the name, notes, and email and instant messenger addresses.
   • Edit a contact. Select a contact in the grid and click Open on the button bar to edit an existing client contact.
5. Click Full Name to enter the contact's name. Full name can include title, first, middle, and last names, and a suffix. First and last names are required.
6. Click OK.
7. Enter the client contact information on the General tab. Explain the components of the window.

Component	Description
Category	Select a category by which you can sort or organize contacts. See Managing Contact Categories for more information.
Salutation	Enter the preferred salutation to use as the name entered in correspondence to the contact. For example, you would enter Bob for a contact who prefers Bob instead of Robert.
Job title	Enter a title to identify the position of the contact in correspondence.
Use client addresses	Select this option to use address information from the client profile. When selected, the address options are not available in the Client Contact Profile window and the client's information does not display. Note: Contacts can be assigned to more than one client, so the address information will vary according to the client.
Enter contact addresses	Select this option if the contact's address information will be used in the client contact profile and will be the same no matter which client the contact is assigned to.
Use client phone numbers	Select this option to use information from the client profile. When selected, the phone options are not available in the client contact profile and the client's information does not display. Note: Contacts can be assigned to more than one client, so the phone information will vary according to the client.
Enter contact phone numbers	Select this option if the contact's phone information will be used in the client contact profile and will be the same no matter which client the contact is assigned to.
Addresses	Click at the top of the Addresses group and select an address type (for example, Business or Home). Click to open the Check Address window and enter or change address information for the type selected. You can set multiple address types. A check mark displays next to the types that are in use. Note: The list of countries is compliant with accepted IRS country names. You do not need to re-enter the selected country name in tax returns.
Addresses - Primary	Click the Primary button to display and select the primary address from the list of entered address types.
Addresses - Mailing	Click the Mailing button to display and select the mailing address from the list of entered address types.
Phone numbers	Click and select a phone number type. Click to open the Check Phone Number window and enter or change phone information for the type selected. A check mark displays next to the types that are in use. Notes: During the Practice data migration from your pre-existing version of the product, a default area code may have been added to the phone number if one did not previously exist. The list of countries is compliant with accepted IRS country names. You do not need to re-enter the selected country name in tax returns.
Phone numbers - Primary	Click the Primary button to display and select the primary phone number from the list of entered phone numbers.
Email addresses	Click to select the email address type, and then enter or change information in the box provided. The email address must contain three parts: the name, the @ symbol, and the domain. For example, first.last@company.com.
Email addresses - Primary	Click the Primary button to display and select the primary email address from the list.
Instant messenger addresses	Click to select the IM address type, and then enter the IM address in the box provided. The IM address must contain three parts: the name, the @ symbol, and the domain. For example, first.last@company.com.
Instant messenger addresses - Provider	Click the Provider button to select the provider for each address entered.

8. Click Notes on the navigation panel to document specific information about this client contact. See Managing Client Contact Notes for more information about saving client contact notes.
9. Click one of the client contact profile Save buttons or cancel.

Button	Description
Save	Saves the changes and the window stays open for editing.
Save & New	Saves the changes and opens a new window to create a new client contact entry. This option is available only when you are creating a new client contact entry.
Save & Close	Saves the changes and exits the window.
Cancel	Exits the window without saving your changes.

10. Click one of the client profile Save buttons or cancel.

    Button	Description
    Save	Saves the changes and the window stays open for editing.
    Save & New	Saves the changes and opens a new window to create a new client entry. This option is available only when you are creating a new client entry.
    Save & Close	Saves the changes and exits the window.
    Cancel	Exits the window without saving your changes.

Important: You must save the client profile to save the client contact information.

Notes:

• See Managing the Firm's Custom Address and Phone Types for information about setting up custom address and phone number types.
• For information about updating multiple selected clients, see Editing a Client.