Using templates for client and employee setup

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Client templates enable you to add new client records more efficiently and accurately. Using templates, you can set up common firm-level policies, such as staff assignments, payroll time entry methods, check printing defaults, billing options and fee schedules, impound options, workers' compensation codes, or custom fields. In addition, if you have a number of clients working in similar industries (if you have a number of restaurant clients, for example) you can set up a client template with Chart of Accounts information, departments, payroll items, and accruable benefits that would apply to all of those clients. Keep in mind that you will still be able to modify information that is unique for each client.

A client template can contain sub-templates, such as employee templates. For example, all restaurant-type clients will require similar employee types such as "waitstaff" or "management," which require the use of particular types of payroll items. You can set up an employee template and link it to a client template or to a particular client.

Once you create a new client or employee record using a template, you will need to proceed through the normal client or employee setup steps to be sure that all unique and pertinent information has been included.

Note: Client and employee templates cannot be applied to existing client records or employee records. They can be used only during the setup phase for new clients and employees.

See also

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Creating a new client template

  1. Choose Setup > Client Templates.
  2. In the Client Templates screen, click the Add button.
  3. In the Identification section of the Main tab, enter a Template ID (required) and a Template description (not required, but helpful to clearly identify the purpose of a template).

    Note: Because client templates are included in client lists, you may find it helpful to create a naming convention for client templates so that you easily can sort and separate them from your actual clients. For example, if you preface all client template names with ZZ-, you can group them together and have them display at the bottom of client lists when sorted alphabetically.

  4. On each of the tabs in the Client Templates screen, enter any information that will likely apply to all clients based on this template.

    Note: Be careful to avoid entering information that is unique for any particular client.

  5. Click the Enter button to save the template. The template is now included in the Client Templates list and will be included in the Templates drop-down list in the Main tab of the Clients screen.
  6. Set up all other types of information that you would like to include in the template, such as Chart of Accounts information, bank account information, accruable benefits that will be standard for the template, departments, and payroll items. When you save the template, that template will still be selected in the Client name field at the top of the screen. Choose Setup > Chart of Accounts (or Setup > Bank Accounts, Vendors, Departments, etc.) to set up the information for the template. When you create a new client using this template, all template information will be carried over to that client.

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Adding a new client using a client template

  1. Choose Setup > Clients.
  2. In the Clients screen, click the Add button.
  3. In the Add Client dialog, enter the client ID, select the template to be used for this client record, enter the client name, and then select the appropriate state from the State drop-down list.
  4. Click the Add button to populate the client record with all the information from the client template and close the Add Client dialog.
  5. On each of the tabs in the Clients screen and in all other setup screens, continue to enter any information that is unique to this client. For more detailed instructions, please see the Client setup overview topic.

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Creating a new employee template

  1. Choose Setup > Employee Templates.
  2. In the Employee Templates screen, select the client or client template from the Client field at the top of the screen.
  3. In the Identification section, enter a template ID (required) and a template name (not required, but helpful to clearly identify the purpose of a template).
  4. On each tab, enter information which should apply to all or most employees using this template.

    Note: Be careful to avoid entering information that is unique for any particular employee.

  5. When all the necessary information has been entered, click the Enter button to save the template. The template is now included in the Employee Templates list and will be included as a selection in the Select Employee Template dialog when you begin adding a new employee record for this client.

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Adding a new employee using an employee template

  1. Choose Setup > Employees.
  2. In the Employees screen, select the appropriate client from the Client field at the top of the screen.
  3. Click the Add button.
  4. In the Select Employee Template dialog that opens, select an employee template from the Template drop-down list and click OK.
  5. The new employee record is populated with all the information from the employee template. On each of the tabbed pages in this screen, continue to enter any information that is unique to this employee. For more detailed instructions, please see the Employee setup overview topic.

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