This Help topic explores opening a client,  adding a new client and selecting a client from the recent list. Document management, client contacts and reviewing client notes are also covered in the Client Management topic.

 Client Open

The open button uses Windows Explorer to navigate to a client file. Client files have an ".accdb" extension (Microsoft Access Database). Using the Recent button is a preferred method to open client files.

Client Add 

The first step in adding a client is the Advanced Folder Management form. This form requires the client nickname and fiscal year dates for folder management.

When the Add New Client button is selected, the Advanced Folder Management form will open. BalanceWare will create folders and client files for each year and maintain an ordered file structure automatically. Each client file is one-year and a new file is created during the year-end closing process.

BalanceWare maintains client files and folders in a hierarchical structure. The topmost folder is a sub folder of the BalanceWare program folder named "Clients".   Optionally, Advanced Folder Management can be configured to point to a "Clients" folder in a different location, which is most useful in a shared network environment. Advanced Folder Management can be turned-off in which case all folder and file actions will required operator input.

Regardless of settings, a client nickname and fiscal year dates are required for automatic folder and file management. This nickname can be the actual name used to refer to a client. The nickname will be used for folder names. See Advanced Folder Management for further information.

A video on this Help Topic is available on our Video Page.

In the fully automated mode, the only requirements on the Advanced Folder Management Form are the nickname and the fiscal year dates.

Adv. Folder Mgt.

After selecting OK on the Advanced Folder Management form, a dialog box will open with selections for the client's entity type. Select one from the list (Individual, C-Corp, S-Corp or Partnership) and select OK. The Client Profile form will open automatically where the legal name and address can be added for this client. See Client Profile features below for further information.

Recent Clients

The Recent Clients form displays the last hundred clients opened, sorted by name or date-last-opened. Select any client on the list and press Enter or click on the Open Client button.

Cloud Dashboard

The Cloud provides the ability to share client files across the internet. Using AES-256 encryption, client files are encrypted before uploading to the cloud and all client files remain encrypted while in the cloud. The BalanceWare cloud resides on a network of 46-data centers in North America and an additional 150-data centers internationally.

Cloud Dashboard

Header Section of the Dashboard

The header (in tan) contains the client nickname, year. The cloud image will be blue if the current client is in the cloud, otherwise it will be grey. The header also contains a button to delete the current client's cloud file.

A video on this Help Topic is available on our Video Page.

Main Body of the Dashboard

There are six buttons on the Dashboard to assist in navigating the cloud. 

Upload the current client file to the cloud

"Current client file" is the client currently open in BalanceWare. In this case (see the Cloud Dashboard, above), "Demo" for the 2018 tax year is open in BalanceWare. Once uploaded, the file can be downloaded by anyone with your cloud credentials and an installed copy of BalanceWare.

Download any client file and manage the cloud

Any client in the cloud can be downloaded from the Cloud Dashboard. Click on the download button and then choose from a list of clients residing in your cloud account. The Cloud Client form also displays any current locks on client files because they are in-use. Locks can be manually removed and clients can be removed from the cloud using the Cloud Client form, as well.

Cloud Clients

If Automatic Folder Management is enabled (see Advanced Folder Management) and the client cloud file name adheres to BalanceWare's naming standards, then the file will be downloaded to the appropriate folder. Folders will be created if required. The BalanceWare naming standards for a client file follow this pattern "nickname YYYY". That is the client's nickname, followed by a space and then the 4-digit year. Spaces are acceptable in the nickname.

Client files do not have to comply with BalanceWare's naming standards. However, if client files differ from the standard, then you will be prompted for all actions against the file. For instance, you will be prompted for a location when a client's file is closed at year-end. Prompts for location will also be made if Automatic Folder Management is disabled. Strict AFM adherence is required to use the ClientShare cloud.

View history buttons

All of the activity performed on the dashboard is recorded in the client file. You can review the history of the local current client file, and the current client's cloud file, if it exists.

Cloud Dashboard History

Backup and Restore client buttons

These are quick, one-click backup and restore buttons for the current client. The local, current client file is copied or restored, to or from the BALANCEWARE PROGRAM FOLDER/cache/ClientShare/backups/ folder. This backup is limited to one backup per client and is erased when restored.

Footer Section of the Cloud Dashboard 

The footer section contains time stamps for the current client backup file, if any, and the ability to delete the backup file. 

The ClientShare cloud can be used in your choice of two modes. The default mode is manual. In manual mode all client files are uploaded and downloaded from the Cloud dashboard. All versioning is the user's  responsibility and no file locks are issued by BalanceWare. Manual mode is best for the occasional CloudShare user. 

In automatic mode, or AutoCloud, clients are automatically stored on the ClientShare cloud and locks are issued when a client file is open.

AutoCloud can be enabled and the lock release interval can also be set from the footer section of the Cloud form using the release timer. The release timer specifies period of inactivity (ie; no forms or reports open) before BalanceWare releases cloud locks. These settings can also be edited from the Help tab of the BalanceWare ribbon.

AutoCloud automatically stores and retrieves all client files.

Windows Security Alert

When connecting to the cloud for the first time, you may see a Security Alert. Check the boxes for "Private networks..." and "Public networks..." and click on the Allow Access button.

This message will be displayed the first time the ClientShare cloud is accessed and never again. You only get one chance to answer this question correctly or ClientShare will be flagged by Windows Defender and not allowed through the Defender firewall. 

BalanceWare uses AES-256 bit encryption for internet traffic and cloud storage. Although we do not recommend using confidential emails on public networks, it is safe to use BalanceWare with any internet connection.

If you determine that your ports are blocked, follow the steps below to open the ports in Windows Defender.

If you are using a different firewall, the process is functionally the same, although the interface will be unique. The objective is to open ports 20 and 21. Many firewalls include a tool to browse to a program and the firewall completes the process based upon the program selected. If such a tool exists, the ftp program is typically resides at, and you should browse to, C:\Windows\System32\ftp.exe. If you are on a network, the network admin can open the ports via group policies.

Windows Taskbar

You must have Administrator rights to modify Windows Defender.

 In the lower left-hand corner of the desktop, type "defender" into the search bar and hit return.

Windows Defender Firewall

Click...      Allow an app or feature through Windows Defender Firewall 

Allowed apps

Select   File Transfer Program  so it is highlighted (here, in blue)  You should be able to change settings now. Try clicking on the File Transfer Program  Check the Private checkbox. Optionally check the Public checkbox. Be sure the firewall rule is enabled with the check box on the far left (ie, checked). Click OK and then close the Defender window. If you are unable to check the boxes, proceed with the next step.

The application list may show two entries for File Transfer Program. Repeat this process for the second program as well.

Allowed apps

Click on ....  Change settings (if disabled, then go to the next step). After clicking on Change settings try again to check both the Public and Private check boxes. If you are unable to check both boxes, proceed with the next step. If the check box(es) on the right are checked, then also be sure the firewall rule is enabled with the check box on the far left (ie, checked). Click OK and then close the Defender window.

Allowed apps

 Click on ... Details

Edit an app

 Click on ... Network types...

Choose Network Types

Select both Private and optionally Public Networks and click OK.

Close the remaining open windows.

Close BalanceWare and reopen. If you continue to have an issue, please contact our support team. 

Client Profile 

Client name, contact information, financial statement formatting, entity type and the year-end closing options are maintained on the Client Profile form. Any client file can be password protected.

Passwords must be accompanied by an email address and/or a phone number with texting capabilities. Both are recommended. This requirement allows for two-factor authentication should a password become compromised, lost or forgotten.

Client Profile Form

Retained Earnings (and optionally a Drawing account) can be designated for closing at year-end. For Partnerships and S-Corporations with multiple shareholders/partners, the Profit Distributions feature should be utilized. Using profit distributions, allocation of Profits and Losses can be accomplished automatically based on percentage of ownership. Drawing accounts can also be optionally closed, for each shareholder or partner.

The Entity Type is first entered when Adding a new client from the Client Tab. The entity type can be changed at any time. However, when changing a client's Entity Type, any Tax Line assignments made to the Chart of Accounts will be removed.

A Client nickname is required to take advantage of BalanceWare's automated folder management. An appropriate nickname is probably the simple name staff use when referring to a  client. Do not add a year to the nickname (BalanceWare will when appropriate). Characters which violate Windows folder naming conventions will be eliminated.

Click on the Advanced Folder Mgt label to override BalanceWare's default client folder options. BalanceWare maintains client folders automatically. Optionally, the BalanceWare default client folder location can be changed. Automatic Folder Management can be turned-off completely, in which case the user will be prompted for folder locations and client file names. See Advanced Folder Management for more details.

Client Documents 

The Client Documents dashboard provides a multi-year Treeview to manage client folders and files from within BalanceWare. BalanceWare can manage scanned documents using the Inbox (see below).

Client documents can be uploaded to and downloaded from the ClientShare cloud. The client's folder structure and all documents will be uploaded when using this option. All documents are web-safe using BalanceWare's standard 256-bit encryption.

Most of the common functions in Windows Explorer are in the Documents dashboard. Manage folders (Copy, Delete, New) and files (Copy and Delete). In addition, the dashboard can email documents or folders; upload all documents, a folder or a single document; and download ClientShare cloud documents.

An option to "Mirror" downloaded documents insures the client folder structure and documents remain synchronized. Note: BalanceWare client files are always synchronized. The "Mirror" function only applies to documents.

Client Documents Dashboard (with callouts)

A video on this Help Topic is available on our Video Page.

   

Use the Engagement Documentation dashboard to associate client documents and notes with objects in BalanceWare.

Notes and documents can be linked to the following items (on a per client basis):

• Any journal entry (no icon, double click on preparer notes instead)
• Any cash disbursement batch (no icon, double click on preparer notes instead)
• Any other document (using the Documents button from the Client tab)
• Any BalanceWare form (using the icon, below)

 Look for the Engagement Documentation icon on BalanceWare forms.

 

Clicking the icon will open the Engagement Documentation dashboard. In the case of journal entries and cash disbursement batches, double-clicking on the Preparer Notes field accomplishes the same. Once open, click on any attachment to open the document.

Engagement Documentation Dashboard (with callouts)

See the Review Notes button on the Client Tab for reviewing notes from all sources within BalanceWare. 

Note: to maintain link integrity, do not manage documents from Windows Explorer. Moving or deleting client documents may break links. Documents can be edited and documents can be added using Windows Explorer, but do not delete or move documents or folders. Broken links will be placed in a special folder in the Documents treeview called "Orphans" and can be relinked from this special folder.

Scanning 

Most scanners can direct digital output to a folder. An inbox can be configured in BalanceWare to retrieve documents created by your native scanning software. To configure and use the Inbox, click on the folder icon in the lower left of the Client Documents dashboard.

Files in the Inbox can be manipulated in a similar manner as any other document using the Client Documents dashboard.

Client Contacts 

Client Contacts are maintained in the Contacts and Communication dashboard. The dashboard provides emailing and text messaging services, promoting communications and quick answers to get the job done! Several options are available for reviewing and filtering the message history. 

Add, edit and delete Client Contacts on the left side of the dashboard. For emailing and texting, be sure to include the Contact's email address and a cell phone number. Any contact can be designated the primary contact. The primary contact appears on the Client Profile form.

Contacts can also be imported, individually, from your Outlook application - just click on the Outlook icon on the left side of the dashboard.

Message Tab 

Communications are located on the right side of the 4-tabbed dashboard. Most BalanceWare reports are available in the Attachment dropdown, as well as all client documents. Emails can be routed to Outlook or sent directly by the server configured on the Server tab of the Client Contacts form.

Client Contacts Form with the Message Tab Open

The only requirement for text messaging is a free Relay Key Code. Codes are obtained by submitting a support ticket (see the About form on the Help Tab). Simply request a Relay Key Code. If you do not have your own server configured on the Server Tab,  text messages will be delivered using your Outlook application. At a minimum, a name, phone number and email address are recommended in the footer section of all messages.

History Tab

Message History has 3-filtering options for Contact, Tag and Search. The dashboard default settings filter messages for the Contact selected. This filter can be removed by clicking on the All check box. The Show checkbox is selected by default. De-selecting the Show checkbox will filter the list to unchecked items only.

Client Contacts Form with the History Tab Open

Click the magnifying glass image after entering a search term. Name, subject and message body of each message will be searched and a filtered list of matches will be listed. When the Magnifying Glass is clicked, it morphs into a Close button. Use the Close button to close the search.

The Delete button will delete the current message. If there is a Purge date entered, the Delete button will execute the purge. 

Server Tab

Configuring an email server will allow BalanceWare to send text messages to your clients from your personal email address. Upon receipt, your clients will immediately recognize the sender. For instance, if your email address is in their contacts list, your name would be shown as the sender. If your name is not in your client's contacts list, then your email address would be shown as the sender. All messages, email and text, can be sent directly from the server configured, or routed through your Outlook application.

Client Contacts Form with the Server Tab Open

Password protection and file compression for attachments can also be configured on the Server tab. If password protecting a zip file, your recipient will optionally receive a second, separate message with the password, automatically. You can elect to zip files or multiple files above a size threshold. Other options include zip always and zip never.

If not using Outlook and routing directly through the configured email server, another option includes the ability to BCC yourself on the message.

Email SMTP server settings are readily available from your email service provider. Most providers use similar settings. The main difference between providers is the URL of the server. 90% of the providers use port 465, SSL and basic authentication. Email server authentication is required which is your email address and the password you use to access your email account.  You can also choose from a few common email service providers from BalanceWare's auto configuration form.

Review Client Notes

Preparer notes can be reviewed and edited on the Review Notes form.  Notes from all sources will be available for review. Double click on a note field to open the Engagement Documentation dashboard.

The Review Notes Form

The form header displays the results (pass/fail) of various accounting journals as well as the status of tax line assignments and chart of accounts financial statement section assignments. This is a good place to review the general health of the client's accounting records.

Support Ticket 

Submitting a support ticket is the best way to expedite your issue. The support ticket automatically includes information we need to service your installation properly. By submitting a support ticket, we won't have to ask you all the preliminaries and, if you add a brief description, we will be better prepared to get to the heart of the matter ! We receive your ticket immediately upon submission and will respond ASAP; usually within minutes. Submit your support ticket from the About form on the Help tab.

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