Firms Overview Tab

The Overview tab provides a snapshot of the selected firm: addresses, description, specialty, whether the firm participated in prior work.

Contents

When you click the add record option on the form to add a new record to the hub, you enter information in the fields on this tab. To edit information on this tab after you save a new record, hover over a field name and click to open the field in edit mode. Alternatively, you can use the Actions bar and select Edit to edit any fields on any of the tabs in the hub without having to hover over a field name and click . Some fields, such as calculated fields, cannot be edited.

The field descriptions in this topic describe how to enter information for a new record.

Field	Description
Name	Enter the firm's name. When you enter the firm name, DPS searches your database to look for duplicate records.

Addresses

Field

Description

Firm Address

Use these fields to record the business address and phone numbers for the firm locations. To enter a new address, click + Add Address to the location fields on the Addresses grid. You can add as many locations as you need. Note that the Country field displays the default country as configured in the Defaults tab of the My Preferences dialog box (to display the dialog box, click on the DPS toolbar and select My Preferences). Use the following options to further identify each address for the firm: Primary: Select this check box to designate the current address as the primary address for the firm. You can designate only one address as the Primary. However, you can change the Primary address designation at any time. Billing: This option displays when Account is in use. Select this checkbox to designate the current address as the billing address for the firm. This address will default when a billing client is associated with a project. Payment: This option displays when Account is in use. Select this checkbox to designate the current address as the payment address for the firm. This address defaults when new AP vouchers are created and will displays on Form 1099s. You must specify a Payment address before you can process a Form 1099 for a vendor. Accounting: This option displays when Account is in use. Select this check box to make a firm address read-only for non-accounting users. Some situations require that users not have access to modify a firm address, as when an address is for a check delivery, for example. Therefore, the Accounting check box is only available to users defined with Accounting security role access. These fields display if you have a subscription license for DPS to use the European Tax Validation service. Because a firm may have multiple addresses, each address may have its own tax registration and country code information entered. Tax Reg #: Enter the firm's tax registration number. This is the number that is assigned by each country and used for tax reporting. Tax Country: This field prefills with the tax country code that is entered on the Tax Auditing tab in Settings > Accunting > Company Settings.. Use this drop-down list if you need to select a different tax country code for the firm.

Firm Details

Field	Description
Description	Enter a description for the firm.
Aliases	This grid displays any alternate names for the firm, such as an abbreviated version of the legal name or an acronym for the name, or alternate spellings of the name. For example, Brownstone Technology Systems may also be known as Brownstone Tech or BTS. When you search for the firm in a search field, DPS automatically includes both firm names and firm aliases in the search. To add or edit the aliases, click +Add Alias and enter the alias.
Relationship	This field displays the firm's relationship with your firm, such as Existing Client or Prospect. To change the relationship, hover over the field and click .
Specialty and Speciality Notes	Use the Speciality field to select the type of service or product in which the firm specializes. Enter any additional notes related to the firm's specialties in the Speciality Notes field.
Prior Work	Select this option if the firm has worked with your company in the past.
Number of Employees	Enter the number of employees for the firm.
Parent	This field displays the parent firm record when a firm hierarchy is established. Use the drop-down list to select another firm record to indicate a hierarchy. This field is only visible if you have set up client hierarchy levels in Settings > General System > Firm Hierarchy.
Annual Revenue	This field displays the firm's annual revenue. To change the amount, hover over the field and click .

Socioeconomic Status

Field	Description
Checkboxes	This group box lists checkboxes that represent any business development programs for small and minority-owned businesses for which the firm is eligible. Select all checkboxes that apply to this firm.

Other Information

Field	Description
Available To	This option is available when DPS Accounting and DPS CRM are installed. Select these options to specify the users who can view and edit this firm. This field works with the Security role's record access in Settings > Security. Both values will be selected by default. For firms that should be not visible to all users (for example, payroll or benefit provider), an Accounting user can unselect Available to CRM Users. CRM Users: Select this option to give users access to employee, project, and firm records marked as Available to CRM users. If the user is not also marked as an Accounting user, they can enter new records but do not have to complete fields required for Accounting users. They cannot approve records for use in Accounting applications. The Administrator can designate certain Hub fields as required for a CRM user. When CRM is the Type of Role that is specified on the General tab of Role Security, you can view and edit the firms that are Available to CRM users. Accounting Users: Select this option to give users access to approve projects, firms, and employees for use in Accounting applications. The Administrator can designate certain Hub fields as Required for an Accounting user. Fields that are marked required must contain data to save the respective Hub record. Once a Vendor type firm is approved for use in processing, you cannot unselect the Available to Accounting Users option.
Sync to Ajera	This checkbox displays if DPS is set up to synchronize with Ajera. Select this checkbox for the current firm to be passed to Ajera when you synchronize the two applications. This eliminates the need to enter data twice, which can help reduce data entry errors.

Tax Registration Fields

These fields display when you have a subscription license for DPS to use the European Tax Validation service. This is used to specify the default settings for reporting on taxes for your firm records that are vendors and allowDPS API to validate the firm's tax registration number with the Belgian VAT Desk.

Because a firm may have multiple addresses, each address may have its own tax registration and country code information entered.

Field	Description
Tax Country Code	This field prefills with the tax country code that is entered on the Tax Auditing tab in Settings > Accounting > Company Settings. Use this drop-down list if you need to select a different tax country code for the firm.
Tax Registration Number	Enter the firm's tax registration number. This is the number that is assigned by each country and used for tax reporting. When you enter this number, the Validate Tax Registration Number button is enabled.
Validate Tax Registration Number	This button is enabled when you enter a vendor's tax registration number in the Tax Registration Number field and if you select a Tax Country where the European Tax Validation function is valid. When you click this button, DPS uses an API to validate the firm's tax registration number with the Belgian VAT Desk. If valid, you can proceed with saving the record. If invalid, DPS displays an error message alerting you of the issue. To view a list of applicable countries, click the Member State drop-down list on this site: http://ec.europa.eu/taxation_customs/vies/vatRequest.html