Creating New Entities
Before
a Client (or Timekeeper, Vendor, Major Client, etc) can be created, the person
must first be created in the system as en entity. Entities
can be created in two ways: through the Maintain Entity screen, or through the
Entity Manager screen.
Option
1 – Creating Entities through the Maintain Entity Screen
Follow
the menu path: Maintenance -->
Entity -->
Maintain Entity
Figure 1 – The Maintain Entity Screen
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Enter
the entity name in the Last/Company Name and First/Short Name
fields
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The Sort Name field
will be populated automatically
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The First/Short Name is NOT required
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In the Entity Type
field, select either “P” for Person, or “C” for
Company
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The
Entity ID is a system generated number and this field cannot be
edited
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Enter
any additional information in the Comments field
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The
Visible and Active fields default to being selected; these
are only used when an entity is no longer being used (so when opening an
entity, they should both be left selected)
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The
Entity Detail button allows the user to enter additional details
regarding the entity for people, details include gender, birth date,
occupation, etc; or for companies, details include SIC, Incorporation
Number and Date, Number of Officers, etc). The new entity must be saved
before the user can use the Entity Detail button.
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In
the Address section of the screen, the user can add addresses for
the new entity
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To
enter an address for the new entity, the user must click the Add
Address button in the bottom right hand corner of the Address
sectionThe Address View
screen will be launched
Figure
2 – The Address View Screen
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In
the top half of the Address View screen, the user can query up ( [F7]
& [F8] ) addresses that already exist in the system
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To
select an address that is in the query results, click in the Type
field for the address record, and then press [F9]
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From
the List of Values, select the Address Type
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“Check”
the Sel? Field for the address record, and then click the X
in the corner to close the screen
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The
selected address will be displayed back on the Maintain Entity
screen
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In
the bottom half of the Address View screen, the user can enter a
new address and assign it to the new entity
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Press
[F9] in the Type field and select an Address Type from the
List of Values
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Enter
the Address information in the appropriate fields (Province and County
have lists of values, and Postal Code is required)
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Press
the Save button, and then click the X in the corner to close
the screen
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The
new address will be displayed back on the Maintain Entity screen
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To
enter a telephone number for the new entity, the user must click the Add
Telephone button in the bottom right hand corner of the Telephone section
of the Maintain Entity screen
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The
Telephone View screen will be launched
Figure 3 – The Telephone View Screen
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In
the left hand side of the Telephone View screen, the user can query
up ( [F7] & [F8] ) telephone numbers that already exist
in the system
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To
select a telephone number that is in the query results, click in the Type
field for the telephone record, and then press [F9]
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From
the List of Values, select the Telephone Type
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“Check”
the Sel? field for the telephone record, and then click the X
in the corner to close the screen
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The
selected telephone number will be displayed back on the Maintain Entity
screen
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In
the right hand side of the Telephone View screen, the user can
enter a new address and assign it to the new entity
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Press
[F9] in the Type field and select a Telephone Type from the
List of Values
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Enter
the telephone number in the Area Code and Phone No fields
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If
it is an International number, “check” the International field
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Press
the Save button, and then click the X in the corner to close
the screen
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The
new telephone number will be displayed back on the Maintain Entity screen
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In
the Email section of the Maintain Entity screen, the user can add
email addresses for the new entity
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To
enter an email address for the new entity, the user must click the Add
Email button in the bottom right hand corner of the Email
section
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The
Email View screen will be launched
Figure 4 – The Email View Screen
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In
the left hand side of the Email View screen, the user can query up
( [F7] & [F8] ) telephone numbers that already exist in
the system
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To
select an email address that is in the query results, click in the Type
field for the email record, and then press [F9]
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From
the List of Values, select the Email Type
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“Check”
the Sel? field for the email record, and then click the X in
the corner to close the screen
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The
selected email address number will be displayed back on the Maintain
Entity screen
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In
the right hand side of the Email View screen, the user can enter a
new email address and assign it to the new entity
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Press
[F9] in the Type field and select an Email Type from the
List of Values
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Enter
the email address in the Email Address field
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Press
the Save button, and then click the X in the corner to close
the screen
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The
new email address will be displayed back on the Maintain Entity screen
Now
that all the entity information has been entered, you must press [F10] or
click the Save button on the menu bar at the top of the screen to save.
Option 2
– Creating Entities through the Entity Manager Screen
Follow the menu path: Maintenance
-->
Entity -->
Entity Manager
OR:
Desktop -->
Entity Manager
Figure 5 – The Entity Manager Screen
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Click
in an empty line in the middle section of the screen (i.e. click on an empty
row in the Entity Sort Name field, as seen in the Figure 5)
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Click
on the Entity Detail button at the bottom of the screen
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The
user will then be taken to the Maintain Entity screen, where they can
then follow the steps on creating entities, as outlined above
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When
the information has been entered and saved in the Maintain Entity
screen, the user can close that screen, and they will be returned to the Entity
Manager screen, where the information for newly created entity will be
displayed