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Set up client information

Enter basic client information

Do the following to enter basic identification and contact information for your client:
  1. Go to the
    Main
     tab in
    Setup
    Clients
    .
  2. In the
    Identification
     section, enter the following details:
    • Client ID
      : Enter up to 11 alphanumeric characters. The system automatically uses all capital letters. Avoid spaces or special characters.
    • EIN or SSN
      : Enter the client’s 9-digit Employer Identification Number or Social Security Number. If you enter 9 digits without hyphens, the application assumes you're entering an EIN and inserts a hyphen after the 1st 2 digits
    • Client Name
      : Enter the business name (up to 50 characters) exactly as you want it to appear on financial statements and reports.
    • Payroll Name
      : Specify the business name (up to 50 characters) for payroll forms such as W-2s, 1099s, and state filings.
    • DBA Name
      : If relevant, enter the client’s DBA (doing business as) name (up to 50 characters).
  3. Enter the address for the client in the
    Addresses
     section.
    note
    • Select the magnifying glass icon to fill in the city, state, and ZIP Code quickly.
    • Select the down arrow icon and choose
      Business
      ,
      Home
      , or
      Other
       for the address type. You may enter up to 3 addresses.
    • Designate an address as either a mailing address or a taxing address.
      • Mark the
        Mailing address
         checkbox for the mailing address.
      • Mark the
        Taxing address
         checkbox for the address to use for tax purposes.
    • For Ohio addresses, select the relevant
      JEDD/JEDZ
       code from the dropdown to indicate if the location falls within a Joint Economic Development District/Zone.
    • If you process International ACH Transactions, complete all address fields. If required fields are missing, the system will prompt you to enter valid information.
  4. To add additional work locations, select
    Locations
    . In the
    Client Locations
     window, designate a primary location and add as many alternate locations as needed.
    note
    • The system calculates taxes based on the address you mark as taxing/resident.
    • Reports, checks, and invoices use the client’s mailing address, while employee forms use the employee’s mailing address.
  5. Enter identification details for each location:
    • Description
      : Enter a unique description.
    • Reporting unit
      : Certain states assign a reporting unit code for work locations. Enter the reporting unit number that applies to the work location.
    • Primary location
      : Mark the location as the primary if needed. All new employees will default to this address.
  6. In the
    Phone and Fax Numbers
     section, enter all relevant numbers. Select the down arrow icon to add multiple numbers.
  7. In the
    Email and Web Addresses
     section, enter the client’s email and website. Select the email icon to open your email client, or select the website icon to open the website in your browser.
  8. Select the ellipsis in the
    Additional Contacts
     section to open the
    Additional Contacts
     screen. Enter as many contacts as needed. They’ll display in a comma-separated list. If a contact should sign payroll forms, mark the
    Payroll form signer
     checkbox to make them available in the
    Payroll tax forms
     window.
  9. Select the ellipsis in the
    Services
     section to add or remove services for the client. The system displays all enabled services.
  10. Use the
    NetClient User Account
     window to select which clients your staff can access via the NetStaff CS portal. Select the ellipsis next to the
    Account
     field, mark the NetClient CS sign in IDs, and select
    OK
    .
  11. Enter the following client information:
    • Active date
      : Select the date your firm began doing business with the client.
    • Inactive date
      : If you stop working with the client, enter the end date. After this date, the client no longer appears in active lists. You can view or modify information by selecting
      Include inactive
       in the
      Clients
       screen.
      note
      For a new client, leave this field at the default (none) setting.
    • Inactive reason
      : When you enter an inactive date, specify why, such as Business closed, Business sold, or Canceled service.
    • Explanation
      : Enter up to 1,000 characters to explain the status change. Select the ellipsis to open a window with a spell checker for longer entries.
    • Industry code
      : Select the ellipsis to select the industry code.
  12. In the
    Staff Assignments
     section, select the primary and backup processors and the assigned reviewer from your firm’s staff list.
  13. Select
    Enter
     to save all client information.

This article applies to:

  • PRODUCT: Accounting CS Client Access
  • Subject: Clients,Setup

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