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May's FAQs |
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See also: 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 June 2002 FAQs May 2002 FAQs |
Below you'll find
the most commonly-asked questions about Clients &
Profits for May 2003. These questions are compiled from
telephone calls and e-mails sent to the Clients &
Profits Helpdesk.
Q. What controls the Markup on a Task? A. Task markups are pulled from three areas. The first level is the Vendor markup entered in the Vendor Account Information screen (Setup > Vendors > Account Info). The vendor markup appears after tabbing past the vendor when adding a new A/P invoice. The Task markup overrides the Vendor markup and is setup in the Task Table (Setup > Task Table). It will replace the vendor markup on an A/P invoice as you tab past the task. The Client markup overrides both the Vendor and Task Markup and is setup in the Client Account File (My > My Clients > Billing Info). The client markup replaces the markup from the Task Table when you add a new job ticket for that client. Of course, you can always edit any markup on a specific task on any job or on any A/P invoice if you have the user access.  Q. There is a staffer who's cost/billing rates don't always pull into a job ticket. What's causing this? A. Normally, this is a tabbing issue. Clients & Profits requires that you tab between each entry when inputting data. This allows the system to both error check and to pull related data into the entry. (i.e. cost and billing rates per hour). If a staffer mouse clicks through or jumps over one of these entries, the system does not perform this necessary function and errors occur. Q. Can we change the client on a job that we just created? A. Yes, the Renumber utility will allow you to do this. To renumber a record, choose Setup > Utilities > Renumber. The Renumber window will open, displaying options available. Choose the "One job's client" option in this case. Enter the original job number, then enter the new client code. Click OK. The Renumber procedure can't be stopped, but it can be reversed if you change your mind. Simply renumber it back to the original client. You might need to also renumber the job number itself if it includes the client code. (You can also perform these procedures from the job ticket itself by choosing Edit > Job Tools > Renumber.) Q. Can I schedule two of my staffers for the same task on a job? A. Yes, you can. You will first need to create a sub-task in the Job Schedule window. (Choose Production > Job Tickets. Find the job you wish to work on. Click the schedule link. Select the task by clicking into any of its fields for which the sub-task will be added. Click the add sub-task button. Enter the information for the first staffer. Click the add sub-task button again and enter the information for the next staffer. Click Save.) Q. We presented a client an estimate with three different amounts. How do we get the one chosen by the client to show up on the Job Ticket Window? A. The final estimate is a setting in the job's Estimate window. You'll see an area at the bottom of the estimate window with the "Final estimate:" pop-up menu. Click on it and select the Estimate option your client chose. Then click Save. You'll see the estimate amounts on the Job Ticket window. Ê Q. Can I add the same task to a job ticket several times? A. No. Each task, which identifies a specific process you'll go through to complete the job, is added to the job ticket only once. If you need to do the same process several times on a job (like proofreading), you'll want to add subtasks to your schedule. Using subtasks (instead of a bunch of similar, different task codes) really simplifies using Clients & Profits because there are fewer task codes to remember. And your client will probably appreciate the simplicity of the estimates, too. (Remember, you can always include project specifics in task description field, and those descriptions can print on client estimates.) Subtasks are easy to add, appear on work-to-do reports, but won't affect estimates, job costs or billings. The subtask gets the same task code, but you can edit the description to better define its purpose. Subtasks allow you to assign a due date, staffer, lead time, estimated hours, and start and finish dates that are unique. Q. How can I tell which invoices were posted for a particular purchase order? A. It's easy. Find the purchase order, then click the View>Point: menu, and choose View POs Invoices. This works for Insertion and Broadcast Orders, too. |
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