A Location sits beneath a Client/Associate or Other Side Contact Organisation and is used to store the postal address, correspondence options and People.
To view the Location details:
- Go to the Address Book
- Search and click on the name of the Organisation the Location sits under
- Click on the Location name in the Address Details list in the bottom left
The following information is available:
Tab | Description |
Link to Organisation | The name of the Organisation the Location sits under is displayed in the top left. Click on the Organisation Name to return to the Organisation level of the contact. |
Information | This displays an overview of cases this Location is linked to. |
Details | This is the main tab of a Location and stores the category and address information. |
People | A list of each Person that is linked to the Location is displayed. |
Information
This section on the left of the Details tab displays an overview of the number of cases where this Location is the Billing Address/Associate or Other Side contact.
Links
- Click on the ‘Billing Address’ link to view a list of all cases where this Location is set as ‘Who Pays the Bill’.
- Click on the ‘Associate’ link to view a list of the cases where the Location is set as a Foreign Associate or Other Side Associate.
Buttons
- Click on ‘More’ to view a more in-depth table overview of the contacts cases by category or status.
Details
The Details display the main information about the Location. Each Location can be assigned to categories using the toggles across the top of the screen and information can be recorded in the data fields.
Categories
The Location category is a way to track the People, finances and correspondence of the Location.
Category | Description |
Correspondence | This category needs to be enabled so that the People at the Location can appear as correspondence contacts on cases. If this option is not enabled, the People will not appear on the Contacts tab of cases. |
Visiting | This option is used to indicate if this client requires office visits. |
Billing | This category needs to be enabled so that the Location can be selected as a Billing Contact or ‘Who Pays the Bill’ on a case. When enabled, this category also allows the People at the Location to be appear as ‘Billing’ contacts on a case. (Note: This is only relevant if using Correspondence Management). |
Creditor | This category is used to indicate if they invoice your organisation. |
Renewal Correspondence | This option needs to be enabled to allow the People at the Location to appear as Renewal contacts on a case. (Note: This is only relevant if using Correspondence Management). |
Renewal Billing | This option needs to be enabled to allow the People at the Location to appear as Renewal billing contacts on a case. (Note: This is only relevant if using Correspondence Management). |
Fields
The following fields are available by default to record information about the Location.
Field | Description |
Location Name | The name for the Location is used for internal reference in the system. We advise adding the region/city of the Location in the name to allow users to easily distinguish between multiple locations at the same Organisation. E.g. Equinox (London), Equinox (Paris). |
Name & Address | Add the Location name and postal address to use on correspondence. |
Post Code | Enter the post code for the Address. In some systems, the Post Code field is hidden, and this information is entered into the Address field. |
Country | Select the country where this Location is based. |
Phone | Add overall contact information for the Location. |
Fax | |
Website | Enter the company website. |
VAT No. | Enter the company VAT registration number. |
Company Number | Enter the official registration company. |
Bank Account | Add bank account information for billing purposes. |
Active | Set the Location as ‘Active’ or ‘Inactive’. If the Location is inactive, it cannot be added as a Billing Location on new cases. |
Notes | Record extra information about the Location to view within the Address Book. |
Extra Care Notes | Record billing/finance notes. These are displayed as ‘Billing Address Notes’ on the right of the Details tab for any cases where this Location is the Billing Contact. |
Extra Care Notes Colour | Select a colour to be used for the ‘Billing Address Notes’ on the Details tab of cases. (Green/Orange/Red). |
Note: It is possible to add custom Location fields in the Custom Fields settings of Equinox. Please see System Configuration for more information.
People
The People that are part of a Location are listed on the left of the Location Details screen.
The overview of each Person displays the following information:
Field | Description |
Name | The name of the person used for internal reference. This is also a link to view the Person details. |
Job Title | Displays the description of what this person is responsible for. |
| Information | This indiciates if the contact is a Key correspondence contact on any cases. |
- Click ‘Edit’ next to a Person’s name to be take to view and amend the Person details.
- Click ‘Add New’ to create a new Person in the Address Book Location.
Note: Please see ‘Create New People’. - Click ‘Add Existing’ to link an existing Person in the Address Book to this Location.
Note: Please see 'Add an Existing Person to a Location'.