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Clients Technical Reference

The Clients module serves as the primary master data anchor for the Sales and Fulfillment documents. Every Quote, Purchase Order, and Invoice must be associated with a valid Client record to ensure data integrety and accurate reporting.

1. Account Identity

  • Client Label [Input]: The primary identifier for internal use to label the client (e.g., "General Electric-Shipping").
    • Display Logic: In system dropdowns, this field appears as the Label (Primary Contact Name) to provide users with immediate account identification.
    • Integrity Constraint: This field is Unique. The system prevents the creation of duplicate account labels to ensure payments and orders are never associated with the wrong legal entity.
  • Primary Address [Input]: The default primary address used for Quotes.
    • Logic: This field is used "As-is" to prefill the TO section on new Quotes, but allow manual override within the specific Quote.
  • Shipping Address [Input]: The default address for products delivery used for Ship To block on Purchase Orders and Invoices.
    • Logic: This field is used "As-is" to prefill the Ship To block on new Purchase Orders and Invoices, but allow manual override within the specific Purchase Orders or Invoices.
  • Billing Address [Input]: The default billing address used for Bill To block on Purchase Orders and Invoices.
    • Logic: This field is used "As-is" to prefill the Bill To block on new Purchase Orders and Invoices, but allow manual override within the specific Purchase Orders or Invoices.

2. Personnel & Contacts

Codexmetry supports multiple contacts per client account to accommodate complex procurement or departmental structures.

  • First & Last Name [Input]: The identity of the individual contact.
  • Email Address [Input]: The primary communication channel for the contact.
  • Phone Number [Input]: The direct line for the contact.
  • Primary Contact [Property]: A system-derived logic that identifies the topmost contact in the list.
    • Ripple: The Primary Contact’s name and email are used as the default display and search identifiers in the main Client List and the parenthetical info in document dropdowns.

3. Metadata & Auditing

  • Active Status (is_active) [System]: A boolean flag used for soft-deletion.
    • Integrity Note: Archiving a client removes them from all dropdown selectors but preserves their identity in all historical financial reports and existing documents.
  • Created By / At [System]: Captures the identity of the user who initialized the account and the UTC timestamp of creation.
  • Updated By / At [System]: Tracks the most recent user to modify the account details and the timestamp of that change.
  • Activity Log [System]: Displays the chronological record of every change made to the account, including user identity and the modified fields.