Client Creation Process

Once Head Office has received a completed Client Creation form the Head Office end user can then proceed to setup the new client account.

Step 1

Go to the Client Administration screen by  clicking the following icon in the top left corner.

Step 2

Then select “Create New Client”  by clicking on the 3 vertical dots in the top right corner then select “Create New Client”.

The Client Details section is split into the following sections:

Client Info

Key Details

Note: *  denotes required fields

Name & Status

•  
  • Company Name – Legal Entity Name
  • Trading Name – Used when different to the Company Name
  • Place Holder Clients
    • Are Clients that are pending Credit Checks or additional information from Head Office. Placeholder Clients can be created with only a Company Name. When place holder clients are created, they are placed in a PENDING state, indicating that additional details must be filled out. While in a PENDING state, jobs can be booked for that client, however job pricing will not be available until the remaining required details have been completed. 

Company Details

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  • Australian Business Number (ABN)
  • Legal Entity  – Sole Trader, Partnership, Private Company, Public Company etc.  
  • Industry – area of primary activities - Construction, Manufacturing etc.
  • Client Type – Permanent / Adhoc – Overall frequency of engagement.
  • POD Photos – Minimum Number of Photos required at each stop. 

Billing

• Trading terms – default  “14 Days”
• Billing Cycle – default "weekly”

Accounts Payable Information

Note - The Head Office user should change the Credit Status to make it possible to book jobs under this client.

Once all the required field have been completed click the “Save” button located in the top right corner.

Note:  Once “Client Info - Key details” has been completed additional sections will become accessible to be completed. 

Company  Details

Note: Several fields below will have already been populated from data entered under “Key Details”

• Name & ABN

Required Fields:

• Company Name
• Australian Business Number – (ABN)

Company Type

Required Fields

• Entity Type –  Sole Trader, Partnership, Private Company, Public Company
• Industry Type

Proprietor Details

Address / Billing Address

• The Drop down for the Billing address has the following options.  

• Sign-Up Details

•  
  • Date Client signed Account Application
  • Below are options in the dropdown for “How Did You Hear About Us?”
    • Radio
    • Television
    • Friend / Family
    • Cold Call
    • Tender / Quote
    • Work Colleague
    • Other

•  
  • If Other is Selected and additional comments field will be displayed.

• National Client Details

•  
  • The National Client ID allows for Client Contacts to be added and linked between accounts in the same Branch and across different Branches.

•  
  • National Client Names which appear in  the drop-down list are managed within “Division Maintenance”.

Note – Once National Client ID is set it can’t be changed from the front end.   

• National Client ID Setup

•  
  • Select the “Division” icon from the left menu.
  • Select “National Client Identification” from the “Reporting and Admin” Section.

•  
  • Select “Create New” button in the top right corner.

•  
  • Enter Name to be used as “Nation Client ID” then click the “Save” button.

• Current Work

•  
  • Details of jobs booked in under an account will be displayed.

Operations

Operational Information

• Key Operational Details

• Proof of Delivery (POD) Requirements

• The details of requirements that will be enforced at each stop.
  • Number of Photos required.
  • Pickup / Drop off Paperwork.
  • Paperwork related to the entire job.
  • Signature required at each stop.

References

Notes

• Note:  “Notes” added will appear on all jobs booked for this client

Electronic Data Interchange

• Ability to set what integration path an account will accept data from to books jobs.

Note – Initial setup by the GoDesta team may be required for certain EDI options.

Contact Info

Client Contacts

• Select “Create New Contact ” button to create a new contact.

Contacts can be created as

• Non login User  
• Login User

Non Login User (Client Related Contact )

Client Related Contacts are associated with the client. Related Contacts can be assigned various roles which describe their relationship with the client and allow them to be set as a job's Site Contact, Dispatcher and more. Related contacts can receive automated emails, but do not have access to the Client Portal.

*Required fields

• First name
• Last name

Login User (Client Contact)

A Login User should be created if this user requires login access to the client portal.

These users will be able to book new jobs and view jobs in progress in real time. 

*Required fields.

• Email
• First name
• Last name
• Mobile Number

“Receives Emails” option determines if the contact is sent email notifications from the system.  

• The role added gives the client contact the associated permissions.

• Dispatcher – provides the option to set “Default dispatcher” when default has not been set.
• Reports
• Accounts
• Accounts Management

Setting Password & Security Questions

• Once a role has been added an email is sent to the client contact with a link to set a password & security questions
• The account / role will be in a pending state until the password and questions are set.

• The client contact follows the link in the setup email. Which will prompt for a password and security questions to be set.

• How to add an existing client contact from an existing account.
  • Select the “Create New Client Contact” button.
  • Enter the email address of the existing contact.
  • Select the link “Did you mean….”

• Select “Confirm”
• Once roles have been added and accepted that user will be able to access both accounts from the client Portal  

• Accepting Invitations
  • An email will be sent to the client contact prompting them to follow a link to the user portal to accept the invitation.  

• The Client contact needs to login to the user portal and select  the “Accept Invite” button.

Common Addresses

• Click “Create New” Button to create a new Common Address

• Or select an existing Common address to Edit

Note: (Refer to “Set up Client Common Addresses” for detailed instructions.)

Email Settings

• Shared Company Addresses
  • Email addresses which will only receive emails but will not be linked to any client access.   

• Outgoing Job Update Emails

Note - If no dispatch email has been set, then the following notice will be displayed.

Rate Details

Rate Configuration

To make a change to the Rate Configuration select the "Edit" button in the top right corner.

Client Service Rate

• Ability to setup Custom rates for Client

Division Service Rates

• Ability to set what default rates client account should use.

Fuel Surcharge

Ability to setup Custom Fuel Levy for Client

Note: See  “Setting Client Service Rates & Fuel Levies” for detailed instructions on  – Service Rates, Fuel Surcharge & Default Rates Config.

Billing / Charge Details

Accounts Payable

• Client’s Accounts Payable Contact Details

Credit / Spend

• Required fields.
  • Credit Status -  Ok, See Accounts
  • Approved Credit Limit  

Invoice Run

• Invoice Job Options
  • Include All Jobs
  • One Per Job
  • One Per Invoice Reference

• Include CSV
  • This determines whether the outgoing invoice email will include a CSV breakdown of the invoice.
• Include Trading Terms
  • This determines whether the outgoing invoice email will include a trading terms attachment.

Bank Details

• Clients Banking Details

Trade References

Note: If the user would like to save the trade reference details, they can add trade references to the client.

Invoice History

•  
  • Clients Historical Invoices will be displayed.