Enter clients and projects

Description of how to register clients and projects into Marathon.

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 after that 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 System: Project accounting/credit monitoring.
Credit limit	Possibility to state the credit limit of the client. Shown in System: 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 System: 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 changed

Invoicing currency	Currencies and rates are managed in System: 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 System: 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 System: 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 System: Base registers/Pro/Occupation.

Authorisation

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 System: Base registers/General/Parameters.

Contact Kalin Setterberg for more information.

Register projects

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

Registration will also be possible in Projects: Queries 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.