Enter clients and projects

Register new clients

Add new clients to Marathon in System: Base registers//Pro/Clients and projects. It is also possible to register clients in Project: Queries, depending on company settings. Active fields in the setup are determined in Base registers/Pro/Parameters tab Clients and Projects, table Definition when entering new client in Client and Project

To register a new client, press NEW on the left side

The system is constructed such that the majority of the client data is synchronised to the projects. The synchronised fields are marked with a green dot. It is possible to deactivate the synchronisation in the Client record, under the tab Parameters 2. Projects created afte rthat will not be synchronised with the client.

Client ID

Consists of optional letters/numbers, maximum four characters, normally an abbreviation of the client’s name. The code will also be the first part of the project identification. Click on OK

General

Internal name	In case the client shall have a more describing name internally than the one that shall come on the invoice. Internal name is shown in the client list.
Name	Client’s full name, shown on invoices.
Department	Department, c/o address or prolonged name field. Kan be shown on invoices.
Box/Street	Shown on invoice.
Post address	Shown on invoice.
Country	For foreign customers.
Visiting address	If different from post address
Tel switchboard.	Client’s telephone number
Fax switchboard	Client’s fax number.
Client contact	Contact person at the client
Tel dir	Contact information of the contact person.
Fax dir	Contact information of the contact person.
Mobile	Contact information of the contact person.
E-mail	Contact information of the contact person.
Short name	An abbreviation of the client’s name. It can be used as search alternative for client code when printing certain reports.
Client number	The client’s identity in the Sales Ledger. If blank, the client ID will be used.

Parameters 1

Collective client	If several client codes belong together, they can be connected via a collective client. It is very useful in e.g. reports.
Project type	Standard type for the client, comes automatically to new projects but can be changed.
Project type	Used for statistics and rough grouping of projects.
Job type	Standard types for the client, used for statistics. Comes automatically to new projects but can be changed.
Client category	Select category. Used for statistics.
Project label 1 & 2	Project label is an optional categorizing tool that you can use if labelling as project type or job type not is enough.
Client manager	Person in charge of the client. Select from the employee register.
Group	Group is useful in companies with many departments, or if the client is a group that shares project accounting; the group shows then which part of the company, or which company, that owns the project. Group can also be useful in statistics. Marathon suggests the group of the client manager.
Cost centre	Used for allocation of invoicing revenues. Cost centre comes automatically to new projects but can be changed.
Cost object	See above
Credit class	Possibility to state the credit class of the client. Shown in Backoffice: Project accounting/credit monitoring.
Credit limit	Possibility to state the credit limit of the client. Shown in Backoffice: Project accounting/credit monitoring.

Parameters 2

Language	Language on the client invoices.
Latest project no	Shows the current number of the last created project for the client.
Marathon time	If the projects of the client shall be selectable for time reporting in Marathon Time.
Confidential	Contact Kalin Setterberg for more information concerning confidentiality.
Client perspective	Not in use.
Order confirmation	Possible to print out order confirmation for all projects that have order confirmation checked in.
Sync project w clien	t Possible to synchronize some information between the client and the projects that belong to it.
Settlement client	when multiple companies Used only in multi-company handling.
Blocked	Clients with no active projects can be blocked.

Price fee

Price factor	Price factor indicates how many per cent of the hourly rate that shall concern this client. The price factor is suggested on all projects but can be changed.
Debit type	Choose if the hourly rate shall be fetched from the employee code or from the job code. If special prices are going to be used on a client or projects, the debit type has to be per employee.
OT surcharges	Contact Kalin Setterberg for information about Overtime handling in Marathon.
Special prices	See separate manual concerning special pricing in Marathon. The prices stated here are suggested on new projects but can be changed.
Update project	Update projects with prices from the client record.
Copy from	Copy special prices from another client
According to price list	Global price lists are found in Backoffice: Base registers/Pro/Special prices.

Price purchases

Price factor	Price factor indicates how many percent of the mark-up that shall concern the client. Suggested in all new projects but can be changed.
Price list purchases	It is possible to have up to five price lists with different mark-up rates. Price lists are stated on the purchase codes; there you can also see the numbers of the price lists.
Financial mark-up	Used as an open mark-up on purchases. Suggested in new projects but can be changed.

Price other

Price factor	Price factor indicates how many percent of the material costs that shall concern the client. Suggested in all new projects but can be changed.
Material mark-up	A mark up for studio material can be added per job category, with optional amount. The mark-up towards the client is governed with a percentage rate
Special prices	Suggested in all new projects but can be changed. See separate manual for more information about special prices.
Update project	Update projects with prices from the client record.
Copy from	Copy special prices from another client

Invoicing

All information in this tab will automatically be suggested on new projects but can be changedAll information in this tab will automatically be suggested on new projects but can be changed

Invoicing currency	Currencies and rates are managed in Backoffice: Base registers/General/Currencies.
VAT	The VAT code controls the invoice’s VAT. Domestic VAT - Taxable client within the country, vat to be charged Taxfree domestic - Not taxable client within the country, no vat to be charged Foreign, outside EU - Not taxable foreign client outside of EU, no vat to be charged Foreign, EU - Not taxable foreign clients inside EU, no vat to be charged No fee - Taxable clients in Sweden, no vat on fees Internal - Internal settlement within group (not on vat declaration)
VAT rate	Vat rates are managed in Backoffice: Base registers/ General/VAT.
VAT-number	VAT number is mandatory for clients with VAT code Foreign, EU
Terms of payment	Select credit days fro the client (0-999 days)
Current month +above	Possibility to start counting credit days from the first day in the next month
Allow coll invoicing	Allows invoicing several projects on one common invoice.
Invoicing fee	For clients that shall be charged an invoicing fee. This requires an other-code for invoicing fee. Create the code in Backoffice: Base registers/Pro/Parameters/Invoicing.
Invoice level	Not in use
Lowest inv. level = 2	Not in use
Gross invoice	Not in use
Hours	Check if the invoice shall have hours.
Hourly rate…	Check if hourly rates shall be shown on invoice.
Comparison	Select possible comparisons on the invoice.
Divided in ….	Check in, if the comparison amounts shall be divided in fees, purchases and other
E-mail for invoices	Fill in e-mail if you wish to send invoices automatically as emails. Note, that pre-invoice deductions and credit invoices also will be sent.

E-documents

Settings for E-invoicing. Contact Kalin Setterberg for more information.

Team

Employees	Select the employees that form the team. Team can be useful for example in confidential projects.
Occupation	If the employee’s occupation shall be printed on the invoice, write, select one here. Occupations are registered in Backoffice: Base registers/Pro/Occupation.

Authorization

Special settings for authorisation to the client. State which employee groups, teams and/or employees that have authorisation to the client.

Note that some kinds of authorisation in Marathon can exceed the authorisations stated here. Contact Kalin Setterberg for more information.

Own fields

It is possible to add own fields in Backoffice: Base registers/General/Parameters.

Contact Kalin Setterberg for more information.

Register projects

Register projects in Backoffice: Base registers/PRO/Clients and Projects.

Registration will also be possible in Frontoffice: Client and Project there, if the system has been set so. Active fields in the setup are determined in Base registers/Pro/Parameters tab Clients and Projects, table Definition when entering new project in Client and Project

Select the client in the client list and click new on the project side of the screen.

The project identity consists of the client code and a four-digit current number. If automatic projects numbers are in use, the system generates next available number- if not, write an optional project number.

Several fields are filled in automatically from the Client record. If synchronisation of projects is turned on, and you wish to make a change, remove mark from “Synchronize project with client” under the tab Parameters 2.

General

Name	Project name. On invoices.
Project description	Optional description of the project. Not on invoice.
Specia l invoice text	Optional field for a text that will be written an all of the project’s invoices. The text is automatically imported to new invoices but can be deleted or edited.
Project manager	Select from the employee register.
Production manager	Select from the employee register.
Our ref on invoice	Use in case another person than the project- or production manager shall be on the invoice as reference person.
Master	A master project groups projects together. Used for statistics of several projects.
Campaign	Used primarily by companies that use both media – and project modules in Marathon. Campaign can be used for collecting media plans and projects in one campaign.
Deadline	The project’s deadline.
Invoice date	Planned day of invoicing the project. Can also be stated per separate invoice.
End date	Planned end date fro the project

Contact

See Contact chapter in General.

If a project shall be invoiced to another address that the client’s, it is preferable to use Invoicing client. See Invoicing client.

Parameters 1

Type	Project type, from client but editable.
Job type	Type of work. Up to three types selectable.
Category	From client. Used for statistics
Project label 1 & 2	Stated on the project, if the client does not always have same labelling on its projects
Group	From client, editable
Cost centre	From client
Cost object	From client

Parameters 2

Language	The language of the project
Marathon Time	Check the box if the project shall be open for time reporting in Marathon Time
Confidential	If the project shall be confidential
Auth to catalogue All	If the project is confidential , only the project manager, production manager, client manager and those who are authorised to open other employees’ records can see the projects of this client.
Team	Team and above mentioned have access to the project
Order confirmation	Order confirmation can be priontes out for all projects with this box checked.
Order conf printed	Printout status
Synch project with client	Synchronise if the project information shall be the same as client information

Price fee

Quoted price fee	Quoted price is shown in reports
Price factor	State how many percent of hourly rate that shall concern this project
Debit type	Debit type manages whether the hourly rate shall be fetched from the employee code or from the job code. If you want to use the special price list on clients and projects, the debit type has to be set to employee.
Special hourly rates	This box must be checked if you want to use special pricing on the project. If the project is synchronised, this information comes from the client record.

See separate manual about special prices in Marathon

Copy from client

You can copy a special price from the client

Price purchase

Quoted price purchases	Shown in reports among others.
Price factor	State how many projects of mark-up on purchases that shall concern this project
Price list fees	A project can have up to five different price lists with different mark –up percentage rates. These must first be activated in the parameters.

Select then the number of the prioce list(s) thet you want to use. The number is shown on the purchase codes

Capital cost

Open mark-up on purchases

Price Other

Quoted price other	Shown in reports among other things
Price factor	State how many percent of the material cost that shall concern this client
Material mark-up	You can add optional mark-ups on some job categories: here the mark-up is governed by a percentage rate
Special prices	Special prices on a client is automatically coming to the client’s projects. If the special prices’ list concerns all codes, write * in the code field. Otherwise, write the other codes with special prices.
Update project	All projects will be updated with the new price
Copy from client	Possibility to copy special prices from the client

Invoicing

Invoicing currency	The client’s invoicing currency (managed in Backoffice: Base registers/General/Invoices)
VAT	The Vat code manages the vat stated on the invoice.
VAT rate	The Vat rate of the company
VAT-number	For foreign clients within the EU.
Terms of payment	0 – 99 credit days can be stated.
Current month + above	Possibility to count terms of payment from the first day of the next month
Allow coll inv	Several projects belonging to the same client can be invoiced in one common invoice
Invoicing fee	If the project shall have an invoicing fee, state it here. The fee must have an other –code, registered and stated in Backoffice: Base registers/Pro/Parameters/Invoicing)
Invoice level	Not in use
Lowest inv level =2	Not in use
Gross invoice	Each invoice increases the amount and shows a row with earlier invoiced
Hours	Check if the invoice shall show hours
Hourly rate on …	Check if the invoice shall show hourly rates
Comparison	Select optional comparison alternative.
Divided in …	The comparison amounts can be divided into fees, purchases or shown as a total
E-mail for inv..	Invoices can be sent directly to the stated email address. Note, that also pre-invoice deductions and credit invoices will be sent.

E-document

Settings for e-invoicing. Contact Kalin Setterberg for more information.

Team

Employees Select the employees that form the team. Team can be useful for example in confidential projects.

Occupation If the employee’s occupation shall be printed on the invoice, write, select one here. Occupations are registered in Backoffice: Base register/Pro/Occupation.

Optional project codes

Optional codes can be stated in 04-10-90-54, these can also be activarted for project setup in Frontoffice: Client and Projects.

Own fields

Own fields aor project setup can be stated in Backoffice: Base registers/general/parameters. These fields can be shown in the summary in Frontoffice: Client and project.

Invoicing client

If projects on the same client have different addresses for the invoices, an invoicing client should be created. That way different client numbers will be used for one client in the Sales Ledger. If you only change the address in the project, the address will be changed in the sales ledger and bookkeeping every time a new invoice is updated, which dcan be problematic in case of reminders or interest invoices.

Register invoicing clients in Backoffice: Base registers/Pro/Invoice clients.

When the registration is done, write the client number on the project in Backoffice: Base registers/Pro/Clients by searching for it in the search box. The new address will now be used on the project.

Collective client

Collective clients are used for statistics of several clients that belong together.

Register collective clients in Backoffice: Base registers/Pro/Collective clients and connect to clients in Backoffice: Base registers/Pro/Clienst, under the tab General. Collective clients can be connected to collective clients for more dimensions (collective collective clients)

Example: The client VOLVO exists in Sweden, Norway, Denmark and Finland and there are many offices in all countries. Each office is a client in Marathon. All offices in the country are connected to a collective client per country. The countries can, in turn, be connected to a collective client that covers the whole Volvo group.

To register a new collective client, click New. Write code and name and possible client manager, group, category, collective client and team. Team can be printed out as a column in the project reports.