Client Contacts & Groups

Managing client contacts, groups, and prospects

Contact

The client contact screen is used to record the name, address and contact details of the client.
This screen also allocates the default Account Manager and Sales Manager.
If the client is part of a Client Group it can be linked to the group on this screen.

Client Actions

Buttons

Button	Description
Create	Click to create a new client. Three fields are mandatory: Client Code, A/C Manager, Sales
Copy	Click to copy an existing client record. All fields except Client Code are copied

Client Details (Left)

Core Identifiers

Client ID (Numeric) — System generated unique id
Client Code (Text 10) — Unique client reference used in reports and billing
Name (Text 100) — Client name

Address

Field	Description
Address (Check box)	Enables autocomplete address linking
Address (Autocomplete)	Search and populate address fields
Address 1	Physical address line 1
Address 2	Physical address line 2
Area	Suburb or town
Country	Country selection

Registration Numbers

Field	Description
ABN (Text 14)	Australian / NZ Business Number
ACN (Text 14)	Company number
ARBN (Num 9)	Registered body number

Parent / Child Structure

Field	Description
Parent Code (Lookup)	Links client to parent record
Child Codes (Display)	Shows linked child clients

Contact Numbers

Field	Description
Phone	Main telephone number
Fax	Main fax number

Client Details (Middle)

Account Managers

Field	Description
A/C Manager	Mandatory account manager
Sales	Mandatory sales manager

Postal Address

Field	Description
Postal (Checkbox)	Enables autocomplete postal mode
Same (Checkbox)	Copies physical address
Postal Address 1	Address line 1
Postal Address 2	Address line 2
State	State selection
Suburb/Town	Suburb
Country	Country selection

Client Profile (Right)

Classification

Field	Description
Client Type	Fleet / Prospect / Lead / Inactive etc.
Client ID External	External system reference
Industry	Industry list
SIC Code	Standard Industrial Classification

Financial Settings

Field	Description
Financial Year End	Month selection
Company Tax Rate (%)	Overrides global tax rate if set

Grouping & Flags

Field	Description
Group	Group code
Group Comment	Notes
Shared Fleet	Flag + comment
Manage E-Tags	Flag + comment
Quarterly Rates	Flag + comment
Novated Leases	Flag + comment

Visit Tracking

Field	Description
Last Visit	Last visit date
Next	Next scheduled visit date

Contact Details

Field	Description
Contact 1	Email-enabled field (multiple emails allowed with ;)
Contact 2	Secondary contact field
A/C Payable Name	Invoice email recipient
CC	Invoice CC recipients
Payroll	Payroll contact email

Extra Notes

Field	Description
Payroll Cut Off	Payroll processing notes
Notes	General notes

Validations and Alerts

Alert	Description
ARBN is 9 digit number	Invalid ARBN format
Invalid email address	Email validation failure
Invalid client group code	Group code mismatch
Client cannot be both parent and child	Relationship conflict

System Tables (Reference Only)

The system contains additional tables not editable via UI:

fmclientindustries
fmcreditcategories
fmsupplierclientcreditrating

Client Groups

Purpose

Client groups allow reporting, billing and filtering across multiple clients.

Group Usage

Group billing support
Shared invoice emailing
Reporting filters
Scheduler jobs

Group Details

Field	Description
Group Code ID	System generated ID
Group Code	Unique group identifier
Name	Group name
Contact	Group contact person
ABN / ACN	Business identifiers
A/C Payable	Group invoice email
External Id	External system reference

Prospects

Prospect Tracking

Field	Description
Prospect Start	Start date
Last Contact	Last engagement
Next Contact	Next scheduled contact
Proposal	Proposal date
Financials	Financials obtained date

Sales Metrics

Field	Description
Lead Time	Expected lead time
Priority	High / Medium / Low
Probability	Success probability
Competitors	Competitor notes

Fleet Forecast

Field	Description
Operating	Operating fleet size
Novated	Novated fleet size
Finance	Finance fleet size
Fleet Managed	Fleet managed size
Total	Calculated total fleet
No of FTEs	Full time employees
Target Strike Rate	Expected fulfilment

Output Options

CSV export of prospect data
Filtered by salesperson login
SQL reporting available