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July's FAQs |
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See also: June 2003 FAQs May 2003 FAQs April 2003 FAQs March 2003 FAQs February 2003 FAQs January 2003 FAQs December 2002 FAQs November 2002 FAQs October 2002 FAQs September 2002 FAQs August 2002 FAQs July 2002 FAQs |
Below you'll find
the most commonly-asked questions about Clients &
Profits for July 2003. These questions are compiled from
telephone calls and e-mails sent to the Clients &
Profits Helpdesk.
Q. We have a Corporation who uses several client names to keep track of various marketing programs. Sometimes we'll get one payment which pays invoices for several clients. How should we record the payments? A. You can use the Split Payment function in Client Payments to pay multiple client invoices. When you select the Split Payment feature the Client field is disabled. Enter the check information starting with the amount as you normally would. When you save the first screen a new window will appear. Enter the first client code and tab over to Invoice. If you press tab again all open invoices for that client will show in a pop-up window, highlight and select the invoice paid. Continue tabbing through the entry as normal. Once complete that line will print in the listing box below and you can enter the next client/invoice. Continue until the payment amount is fully allocated. Save, Proof and Post.  Q. How can we stop a task that has not been estimated from showing on the printed estimate? A. The job's estimate has many options that change the way the estimate looks and behaves. From the Job Tickets window, choose Edit > Edit Job > Estimate Options. Clicking on the option to "Hide tasks with no estimates" will prevent tasks with no estimated amounts from printing on the estimate. Q. Can I get of list of all unposted recurring journal entries? A. Choose Accounting > General Ledger and then select File > Proof/Post. Click the option to "Print Proof List First" and mark the box to include recurring entries. This report will show all unposted recurring journal entries you have scheduled and provide you with the JE reference number. You can use this reference number to find the entry, if you need to edit or delete it. Q. I have a user receiving a message that he cannot add purchase orders over $1,000.00. How can I change this limit? A. A user's PO, insertion order and broadcast order limits are all set up in the user's access privileges. Choose Setup > Users , Access & Passwords. Highlight the User, then select access privileges. Click the Costs icon to edit the user's Job Costing Privileges. Under POs, you will see a field where you can enter or edit the purchase, insertion or broadcast dollar limit. Leaving this field blank, allows the user to create a purchase order for any amount. Q. Can I prebill several POs on one client invoice? A. Yes, you will be able to prebill the PO created for a job by choosing Edit > Pre-bill. When you save this prebilling, you will see a message that lets you know the A/R number that was created for this billing. Now, find another purchase order you wish to bill for this job and again choose Edit > Pre-bill. You will be able to enter the A/R number that was created to bill the first PO and mark the option to add these amounts to the same invoice. Q. Where can I find a report that shows each staff member's total hours as well as their billed hours? A. The Staff Realization report will give you the total hours added as well as the billed hours for each staff member, subtotaled by Department. This report also gives the Staff Realization rate -- the percent billed hours of total hours. For "billed hours" to be show on this report the hours must be part of the job ticket, then billed via an A/R invoice that bills costs (i.e., job billing or progress/final billing). To print the Staff Realization report choose Snapshots > Productivity then choose Staff Utilization from the menu. Enter in the date range, select the Staff Realization report option, then click Print. For a complete list of reports available in Clients & Profits, see the Report-O-Matic. Q. Some vendor invoices have to be entered over and over every month. Is there a way to make a copy of an A/P invoice so that I don't have to type it in again? A. Yes. The "clone" feature in Accounts Payables duplicates existing job cost and overhead expense invoices (but not media invoices since they're linked directly to media orders). When you clone an invoice, a new entry is added with the original invoice's vendor, terms, description, and debit and credit G/L information. All you need to enter is the new invoice's date (the current account period is entered for you) and any changes, then click Save. To clone an A/P invoice, simply choose Edit > Clone. |
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