Overview
When delving into a client either direct from the global search or from the people menu, you are presented with a similar page for all, albeit with some key differences defined below. From these pages, you can edit the specific details about the people you interact with broken into logical areas.
The Screen Layout
AccountKit breaks the client detail page into a number of distinct components, depending on the practice type:
1. Current Entity Selection
This is the current client being edited and the ability to copy a direct link
to this record.
2. Client Details
This area identifies the core elements of the entity selected:
Name - The legal name of the entity
Client Code - If you maintain your clients using a code this can be entered/found here.
Business Name - Business or trading names that the business operates under. Click to either add a new. Or click an existing business name to check the details.
Entity Type - a legal structure of the entity as defined within practice settings .
Date of Establishment/Birth - the date an entity was created by birth or legal documentation.
Lodgement Due Date - Annual tax lodgement deadline (updated via ATO import).
ABN - Australian Business Number (including copy function and direct link to ABR record)
ACN - Australian Company Number (including copy function and direct link to ASIC record).
TFN - Tax File Number (including copy function).
Description - Enter a short description of what this entity does; It forms the description within the Client Map.
Client Groups - If connected to XPM this will bring in XPM groups. You can add the client to as many groups as you like. See here for more details.
Client Notes - add or link to a note relevant to that client which can then be seen across various tools. For example " Send all invoices to the [email protected] ". See here for more details.
3. Contact Details
This block defines the details for interacting with the client in different forms, whether it be by phone, mobile, fax, email, website, postal and street addresses.
4. Practice Details
This area defines details specific to your practice:
Partner - primary partner/principal that overseas this client.
Manager - a primary manager who looks after the work associated with this client.
Practice Authorities -
These are now customised in: Practice settings > Tool settings > Administration > Workflow > Practice authorities.
Practice authorities have evolved to now tie in with AccountKit Workflow to help target various different groups of clients and assign staff to these various practice authorities.
Tax Return - The practice is authorised to prepare tax returns for this client.
Activity Statement - The practice is authorised to prepare BAS returns for this client.
Annual Review - The practice is authorised to carry out the annual review for a client; It means that the company ACN is on the ASIC list for the practice. We use it to compare your data against the likes of BGL CAS360 and NowInfinity Corporate Messenger.
Practice Type - Defines how we interact with the entity as either a client, prospect, affiliate or contact. See here for more details.
By selecting "Tax Return", the system will cross-check this authority against what the ATO identifies that you're authorised to access when importing your ATO lodgement list and throw up a notification if there's a mismatch.
5. Contacts
Here you can link any individual whether it be a client or contact type so that you have immediate visibility of other non-related entities that are involved with this client. To add a NEW or add a relationship to an existing contact.
If you would like to add a new contact to the global contact list, select the
icon and fill in the details.
To edit a contact
To edit the contact once created click on the contact name which will open up a new window with the contact details for editing.
To delete a contact
To delete any contact, simply press the 'X' icon. Note that this just removes the link, the contact will still continue to exist in the contact list. If you would like to delete a contact entirely, you'll need to do this from the contact list page.
6. Relationships
This area enables you to view and set up any relationships/rolls between this entity and any other entity within AccountKit. It's used within the Client Map to identify key parties to any particular entity.
To add a relationship/roll
Select the icon and fill in the details.
First, identify the type of relationship.
Select the entity you want to create a relationship with.
Set the date the relationship or roll commenced.
Where relevant identify the number of shares/units or percentage ownership.
Toggle the relationship direction to ensure the relationship is going in the right directions.
Press Save.
To edit a relationship
To edit the relationship, select the icon after which a pop-up will appear.
Make any changes as required.
Set an end date if the relationship/roll has come to an end.
Press save.
To delete a relationship
To delete any relationships, simply expand the relationships section under the applicable heading and press the icon. This won't delete any other client data.
7. Integrations
This identifies any available integrations for the client and the status thereof. Selecting the applicable icon will enable you to connect or disconnect that entity to the applicable add-on.
8. Shared tool bar
Refer to the shared tool bar functionality in Menus & Shared Elements.
Legacy UI
The Screen Layout
AccountKit breaks the client detail page into a number of distinct components, depending on the practice type.
1. Current Entity Selection
This is the current client being edited; Selecting the entity enables you to type and switch through to another client direct.
2. Client Details
This area identifies the core elements of the entity selected:
History icon - Hovering over this icon will show you who last edited the client; Select the "View History" will take you down to the History area to see the detail.
Name - The legal name of the entity
Business Name - Business or trading names that the business operates under. Select the icon to either add a new or select an existing business name.
Entity Type - a legal structure of the entity as defined within practice settings .
Date of Establishment / Birth - the date an entity was created by birth or legal documentation.
Lodgement Due Date - Annual tax lodgement deadline (updated via ATO import).
ABN - Australian Business Number (including link to ABR record)
ACN - Australian Company Number (including link to ASIC record)
TFN - Tax File Number
Description - Enter a short description of what this entity does; It forms the description within the Client Map.
Client Groups - add the client to as many groups as you like. See here for more details.
Client Notes - add or link to a note relevant to that client which can then be seen across various tools. For example " Send all invoices to the [email protected] ". See here for more details.
3. Contact Details
This block defines the details for interacting with the client in different forms, whether it be by phone, mobile, fax, email, skype, website and postal and street addresses.
4. History
The history area loads upon selection and enables the date stamp of any changes as follows:
Changes by any team member
Changes by any integrations (such as XPM)
Addition of manual notes which may give further context to a change made.
5. Practice Details
This area defines details specific to your practice:
Partner - primary partner/principal that overseas this client.
Manager - a primary manager who looks after the work associated with this client.
Practice Authorities -
Tax Return - The practice is authorised to prepare tax returns for this client.
Activity Statement - The practice is authorised to prepare BAS returns for this client.
Annual Review - The practice is authorised to carry out the annual review for a client; It means that the company ACN is on the ASIC list for the practice. We use it to compare your data against the likes of BGL CAS360 and NowInfinity Corporate Messenger.
Practice Type - Defines how we interact with the entity as either a client, prospect, affiliate or contact. See here for more details.
By selecting "Tax Return", the system will cross-check this authority against what the ATO identifies that you're authorised to access when importing your ATO lodgement list and throw up a notification if there's a mismatch.
6. Contacts
Here you can link any individual whether it be a client or contact type so that you have immediate visibility of other non-related entities that are involved with this client.
Contact shows any other individuals or entities that are contacts for this organisation.
Contact of shows the other side of a contact - ie. shows which entities that the contact is a contact of.
To link a pre-existing contact
Where a contact already exists, select the icon and select the contact to link to.
To add a NEW contact.
If you would like to add a new contact to the global contact list, select the icon and fill in the details.
To edit a contact
To edit the contact once created, either select the icon for a pop-up that you can edit the details or the contact itself to go through to the dedicated page for that contact.
To delete a contact
To delete any contact, simply press the icon. Note that this just removes the link, the contact will still continue to exist in the contact list. If you would like to delete a contact entirely, you'll need to do this from the contact list page.
7. Relationships
This area enables you to view and set up any relationships/rolls between this entity and any other entity within AccountKit. It's used within the Client Map to identify key parties to any particular entity.
To add a relationship/roll
Select the icon and fill in the details.
First, identify the type of relationship.
Select the entity you want to create a relationship with.
Set the date the relationship or roll commenced.
Where relevant identify the number of shares/units or percentage ownership.
Toggle the relationship direction to ensure the relationship is going in the right directions.
Press Save.
To edit a relationship
To edit the relationship, select the icon after which a pop-up will appear.
Make any changes as required.
Set an end date if the relationship/roll has come to an end.
Press save.
To delete a relationship
To delete any relationships, simply expand the relationships section under the applicable heading and press the icon. This won't delete any other client data.
8. Integrations
This identifies any available integrations for the client and the status thereof. Selecting the applicable icon will enable you to connect or disconnect that entity to the applicable add-on.
Sections available per Practice Type
Each particular practice type has differences in the areas visible and available per the list below.
Client Details: shown for clients, prospects, affiliates and contacts.
Contact Details: shown for clients, prospects, affiliates and contacts.
Practice Details: shown for clients, prospects, affiliates and contacts.
Contacts: shown for clients, prospects and affiliates (not contacts).
Contact Of: shown for clients, prospects, affiliates and contacts.
Relationships: shown for clients, prospects and contacts.
Integrations: shown for clients and prospects.
Editing the Entity Details
To edit any details relating to the selected entity it's as simple as selecting the applicable field and starting to type. Once you've completed making the changes make sure to press the save button to lock in the changes.
It's at this point also that any changes will be pushed through to any other integrated systems such as Xero Practice Manager unless limitations with the API prevent the update. See Integrations for more details.
Updating the Entity Address
To update the client address, it depends on whether it's a pre-existing address within the AccountKit address list in Practice Settings or a brand new address.
Pre-existing address - Simply select the address field and start typing. When you pause the system will return a list of addresses that match your search criteria. Select the applicable address and press save.
Edit Pre-existing address - If you would like to replace or modify a current address, simply press the edit icon, make the required changes and press save.
New address - Press the icon, fill in the applicable details and press save.
When you now save the changes you will be prompted to identify which other addresses you would like updated across all of the entities within the group. So it is worth ensuring that you've set up your client groups first before you start to apply any addresses to any entity within the group.
Adding, Editing & Deleting Contacts
Adding a Contact
To add a contact to an entity, you have a couple of options to choose from:
Add a new contact by pressing the icon and fill in the applicable details
Link to a pre-existing contact by pressing the (link) icon and type to select the applicable contact you would like to link to.
If you set up a new contact from the pop-up, it would be worth opening up the contact afterwards and filling in the rest of the details about the contact.
Editing a Contact
To edit a contact, you have two options:
Quick edit by selecting the icon - this only changes a few of the high-level fields in relation to the contact.
Full edit by selecting the contact name where you'll be taken to the full dedicated page for the contact where all details can be updated.
Note that this simply removes the link to the contact, but otherwise leaves the contact intact.
Deleting a Contact
To delete a contact, simply select the cross to the side of the contact name.
Note that this simply removes the link to the contact, but otherwise leaves the contact intact.
Adding, Editing and Deleting Relationships
Adding a Relationship
To add a relationship, select the icon and work your way through the available fields:
Select the relationship type from the list of available types.
Select the entity you would like to establish the relationship with.
Enter the date that the relationship commenced (ie. share purchase date; partnership setup date; birth date etc)
Enter the date that the relationship ended where relevant (ie. shares should, partnership wind-up date)
Press Save
Editing a Relationship
Expand the relationships view for the applicable type of relationship.
Select the (edit) icon next to the relationship you would like to edit.
Make the required changes and press save.
Deleting a relationship
Expand the relationships view for the applicable type of relationship.
Select the icon to delete the relationship.
As above, this doesn't delete any information beyond the actual relationship information itself.
Integrations
The integrations area shows you any potential integrations associated with the selected client; If it's full colour, it's linked in some fashion, if grey it's not.
Selecting a grey icon will give you the ability to connect / link a client to the integration if available.
Selecting a colour icon will give you a context sensitive menu in relation to that client and the associated connected integration.
Head to the integrations area to find out more about how they all work.
Related Links
Check out this link for various elements shared throughout the various toolsets.
This page will take you through the process and template for importing clients and relationships.
An overview of the client lists under the people menu item