Managing Options When Setting Up Offices

Use the Office window to add, modify, and delete offices associated with your firm. An office represents either a specific geographic location or a logical partitioning of a firm. At least one office must be defined for the firm or for each region.

Tip: If you plan on using regions, you must set up regions prior to setting up offices. See Defining Your Firm's Organizational Unit Hierarchy for more information.

To add or modify an office, do the following:

1. Open the Office window.
   1. Open Dashboard, click Application Links on the navigation panel, and then click Settings and defaults under Firm.
   2. Click Organizational Units on the navigation panel.
   3. Select the Offices tab.
   4. Do one of the following:
      • Click New.
      • Select a business unit in the grid and click Open.

      The Offices window displays.

      Note: You can also open this window from the Assignments window, or the Client Access Groups profile.

2. Enter or edit the office information. Explain the components of the window.

Component	Description
Office name	Enter a name/description for the office. This name must be unique in the system.
Main office	Select to designate the office as the main office for the firm. Only one office can be designated as the main office for the firm. To clear the box and assign another office as main, you must designate the other office by selecting the box in that office's record.
Office invoice name	Allows you to enter an optional name to be available for invoices.
Addresses	Click at the top of the Addresses group and select an address type (for example, Business or Home). Click to open the Check Address window and enter or change address information for the type selected. You can set multiple address types. A check mark displays next to the types that are in use. Note: The list of countries is compliant with accepted IRS country names. You do not need to re-enter the selected country name in tax returns.
Addresses - Primary	Click the Primary button to display and select the primary address from the list of entered address types.
Phone numbers	Click and select a phone number type. Click to open the Check Phone Number window and enter or change phone information for the type selected. A check mark displays next to the types that are in use. Notes: During the Practice data migration from your pre-existing version of the product, a default area code may have been added to the phone number if one did not previously exist. The list of countries is compliant with accepted IRS country names. You do not need to re-enter the selected country name in tax returns.
Phone numbers - Primary	Click the Primary button to display and select the primary phone number from the list of entered phone numbers.
Email address	Enter the office's email address. The email address must contain three parts: the name, the @ symbol, and the domain, for example, first.last@company.com.
Web page address	Enter the office's web page address.
Use firm note	Select this option to use the email disclosure/confidentiality note selection made in Firm. See Configuring the Firm's Email Settings for more information. If Use firm note is selected, you cannot enter a custom note. If the firm note is not set up, this box will be unavailable.
Email disclosure/Confidentiality (Paragraph)	Enter free-form text to create a custom email disclosure/confidentiality note for the office. Example: Confidentiality Warning This email contains information intended only for the use of the individual or entity named above. If the reader of this email is not the intended recipient or the employee or agent responsible for delivering it to the intended recipient, any dissemination, publication or copying of this email is strictly prohibited. The sender does not accept any responsibility for any loss, disruption, or damage to your data or computer system that may occur while using data contained in, or transmitted with, this email. If you have received this email in error, please immediately notify us by return email. Thank you.

3. Click one of the Save buttons or cancel.

Button	Description
Save	Saves the changes and the window stays open for editing. An error message displays if you click this button before entering all required information.
Save & New	Saves the changes and opens a new window to create a new entry. An error message displays if you click this button before entering all required information. Note: This option is not available in edit mode.
Save & Close	Saves the changes and exits the window. An error message displays if you click this button before entering all required information.
Cancel	Exits the window without saving your changes.

4. If your firm is using regions, on the Assignments window, assign this office to a region.

Note: See Managing the Firm's Custom Address and Phone Types for information about setting up custom address and phone number types.