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Step 1—Personal details and responsibility

Accountants Enterprise only

New client and contact personal details and responsibility and supplier personal details are added using Step 1 of the Create Client Wizard, Create Contact Wizard and the Add New Supplier Wizard.

The information entered in this step is transferred to the Main tab.

To enter personal details
  1. Open the appropriate wizard to create the selected contact type.

  2. Select whether the contact type is a Person or Organisation.The fields in the window update depending on the selection. Some fields will not be available depending on the Type selected.The selection is reflected in the Contact Type field.

  3. Enter a unique Code for the contact type. This is a mandatory field for clients and suppliers. This field is limited to a maximum of 10 alphanumeric characters.

    The following characters cannot to be used for the Code:
    ~ ? * | - + + , . : ; \ / [ ] “ % # ‘ { } ^ < > _
    The Code must be unique. You cannot use a code that is already being used by another contact type.

  4. Enter the Name details of the contact type:
      These are the details of the people or groups who will be dealing with the contact type.
    1. Title  Mr, Mrs, Miss, Dr, etc.

    2. First, Middle and LastNames — These fields are available only if the contact type is a person. The Last Name field is mandatory for contact types who are people.

    3. Suffix  This field is displayed only for people.
      (New Zealand) Suffixes such as orders and higher academic qualifications (AO, PhD, etc.) can be entered here.
      (Australia) For practices using MYOB Accountants Enterprise PM Plus clients, you will need to enter an ATO approved suffix if you wish to integrate with a tax return. Valid suffixes for individual tax returns are: ESQ, II, III, IV, JNR, JP, MHA, MLA, MLC, MP, QC and SNR. Any non-ATO approved suffix is appended to your client’s Last Name, but if used will make the tax return invalid.

      (Australia) The suffix does not integrate to a return for those using MYOB AE Integrated Release or Vizpost integration. Suffixes can be entered on the front cover of the return.

    4. Pre Name and Main Name — These fields are displayed for organisations only.

      In the Pre Name and Main Name fields, don't add parentheses ( ) unless the opening ( and closing ) parenthesis are both in the same field. E.g. ( ) both in Pre Name or both in Main Name.

      Use the Pre Name field if the organisation’s name starts with A or The and enter the main part of the name in the Main Name field. As searches are based on the main name, when results are displayed clients/contacts are listed in alphabetical order instead of them all listed under T.

    5. Salutation — The name that the person or organisation is normally known by or prefers. For example, “Chris” or “Mrs Lee” (which will be displayed in correspondence as “Dear Chris” or Dear Mrs Lee”).

    6. Mailing Name — The name used for mailing addresses, alternative to the full name or salutation. If you do not enter a mailing name, the contact type’s full name is used.

    7. Initials — This field is only displayed for people. Enter the initials of the contact type, if required.

    8. Addressee — Enter the name of the person or position to whom mail is usually addressed at this contact type’s address (e.g., “Ms Christine Lee” or “Sales Manager”).

  5. Select the practice Partner, Department, Office and Company who will service the contact type from the appropriate drop-downs. These are the details of the people or groups who will be dealing with the contact type.

  6. Select the Centre and Category from the drop-downs.

    These fields are relevant only for client assignments.

  7. Select a Family Group from the drop-down list, if required. This field is only available for clients and contacts. Family groups are a convenient way of grouping together related clients or contacts for reporting purposes. Family groups may consist of individuals, companies, trusts or other organisations. They are defined using Maintenance > Client > Family Groups or Maintenance > Maintenance Map > Client > Family Groups. See Family groups.
  8. Select the Gender of the contact type, if the contact type is a person.
  9. Enter the D.O.B. (date of birth) or select it from the drop-down calendar, if the contact type is a person.The Age is automatically calculated based on the date of birth.

  10. Enter the Birth Place of the contact type, if the contact type is a person.

  11. Select the Tax Type from the drop-down.This field is only available for clients.

  12. Enter the contact type’s TFN, ABN and ACN (Australia), or IRD Number and Balance Month (New Zealand). The values entered here will also be displayed on the Extra  tab of the contact type. These fields are only available for clients and suppliers.

    If the Finish button is available (i.e., there are no mandatory items in the next wizard step) you may click it now and complete the other details on the Client/Contact/Supplier page later. The contact type is added to the database.

  13. Click Next to proceed to Step 2—Extra details. This is where you enter extra information for the contact type.

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