Drake Accounting®: How do I add/edit a new client?
Adding and editing a client in Drake Accounting is a similar process. To begin, go to Client > Add or Edit; doing so opens the Client Setup window.
Contact Information Tab
- (if setting up a new client) Enter a unique Client Code.
- Client codes are alphanumeric and can be up to 12 characters long.
- Use any desired method or pattern
when assigning codes; however, Drake Software recommends using codes
that are meaningful.
IMPORTANT: Client codes cannot be changed or reused.
- Complete all other required information, indicated by a red exclamation mark (
)
- Click Save when finished.
While only the Contact Information tab is required, additional information regarding other Client Setup tabs is found below.
Business Information Tab
- Deposit Frequency - Determines whether a Schedule B is generated when preparing Form 941, 941-PR, or 941-SS. Select the appropriate deposit frequency based on the IRS instructions for Form 941.
- Semi-Weekly - Schedule B is produced.
- Monthly - Schedule B is not produced, but line 16 of both Forms 941 and 941-SS are completed.
- Business Type - Type of business (Sole Proprietor (1040), Partnership (1065), Corporation (1120), S-Corporation (1120-S), or Non-Profit (990)).
- Start of Year Date - The month and year that the business' tax year begins. Fiscal and calendar years are allowed. Drake Accounting does not allow a Start of Year Date other than the first of a month. The selector only allows you to enter the month and year, with the day always defaulting to the first of the month.
Divisions Tab
Divisions are used to divide company assets and expenses into sections. Unlimited divisions can be created in Drake Accounting. Divisions are used in employee setup, 1099 vendor setup, customer setup, journal entries, and general reporting.
State Tab
Enter the state and/or local ID numbers for the client. If you are planning on e-filing state forms for this client, select e-File State.
Drake Documents Options Tab
The Drake Document Manager is installed with Drake Tax. If you have never installed Drake Tax, you cannot use the Drake Document Manager.
When you select the Drake Documents Location, its path is displayed beside Selected Drake Documents Location. You must select the location path, even if there is only one displayed in the window. In order for the path to appear, Drake Documents must have been set up as the "Archive Cabinet" at least once.
See KB 15066 for additional information on setting up Drake Documents with DAS.
e-File Options Tab
This tab is required to e-file Forms W-2 and 94x and make tax deposit payments via EFTPS.
Online Payment Tab
This tab allows Drake Accounting to include bank account information for e-filed 94x forms so that the IRS can debit the bank account for the balance due amount. This tab must be completed before completing 94x-series forms in order for the payment to transfer with the form to the IRS. If the amount is above the threshold, a different payment method must be used (such as EFTPS). Thresholds are:
- 940 - $500
- 941, 943, 944, and 945 - $2,500
Federal Form Setup Tab
Select the Default W-2 Print Type and other required items for Forms 1099, W-2, and W-3.
Notes Tab
This tab allows you to enter miscellaneous information about the client.
See Client Setup for a demonstration of this process.