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May's FAQs |
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Below you'll find the most commonly-asked
questions about Clients & Profits for May 2004. These questions are
compiled from telephone calls and e-mails sent to the Clients &
Profits Helpdesk.
Q. How do we get an old purchase order off of our open PO reports? A. You need to close the old purchase order. Closing an purchase order sets its balance to zero, leaving its net and gross amounts unchanged. And Orders with zero balances don't appear on open PO reports. To close a purchase order, find the purchase order in the Purchase Order window (Production > Purchase Orders), then click the Closed checkbox.  Q. In Clients & Profits, can I change the job number or an amount on a purchase order? A. Yes. To change the job number, highlight the line which has the incorrect job number and double click. This opens the Edit Purchase Order Amount screen. You can now tab through correcting the job number or any incorrect information on that line. Q. Does Clients & Profits have any recommendations on what we should do to maintain our database? A. Yes, the Database Guide contains information you need to know, from hardware requirements to information that will keep you up and running with minimal downtime. Q. In the General Ledger's Chart of Accounts, what's the purpose of the Suspense account? A. The suspense account (999998) is updated when the program isn't able to find the account entered on the transaction. It's an important account because it acts as a safety net when the wrong account, or no account, is entered. When entries are found in the suspense account, they are reversed out of suspense and into the correct account. Therefore, it is a good idea to regularly check the suspense account for possible misplaced entries. 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. I need to edit the cGL on a task in the Task Table. Will this effect all jobs so they bill correct? A. All new jobs that use this task will show this G/L account as the account to credit when costs in this task are billed. To insure that existing jobs that use this task are updated with the new account number, select the option in the task edit window to update existing job tasks. Choose Setup > Task Table then double click on the task. You will see this option at the bottom of the Edit Task window.
Q. Can I print the job specifications on the invoice? A. Yes! Choose Accounting > Billing/Accounts Receivable. Find an invoice. Choose Edit > Edit > Options. Select the checkbox "show job description." The job specs will now print at the bottom of the invoice.
Q. Is there a report that will total the vacation and sick time that was added for each staff member on time sheets? A. Choose Snapshots > Job Costs. Select to print Task Costs. Enter the date range you wish to review. At the "Select costs by:" select to print costs by task. Enter the task code for vacation/sick time. Mark the option to only include time. This report will sort by task and staffer with a subtotal for each staff member..
Q. Where can client meetings and phone calls be documented in Clients & Profits? A. Everything can be documented in the Client Diary. It is where you can make notes about phone calls, meetings, etc. These entries are intended to help account services manage new clients, media people track client meetings, and accounting people track client payments. Diary entries for jobs are entered automatically. Client diary entries are entered manually. To view a client's diary, choose My Clients and find the client you wish to review. You can select the diary/calls link or choose Edit > Client Tools > Client Diary/Call Log to see entries. Double-clicking on an entry in the Client Diary window will allow you to view the details of that particular entry. To add a client diary entry, click the Add button in the window's toolbar.
Q. What is the difference between a subclass to a g/l account and a rollup account? A. Subclasses are used to sort and subtotal accounts on financial statements. They group accounts that have the same kind of function, such as: current assets, fixed assets, current liabilities and long-term liabilities. Subclasses are optional and user-defined, so you can create as many as needed. Also, an account's subclass can be edited anytime. Roll-up only accounts are used for display purposes on financial statements, and are only used for printing. Roll-up only accounts cannot have entries added to them, and these accounts do not carry a balance.
Q. If we use job types, do we need to reenter the disclaimer that was added in Preferences? A. Yes. The disclaimer in a job type/spec sheet will override the standard disclaimer entered as the estimate option in Preferences. This give you the opportunity to customize the disclaimer to the type of work that is being done. If you want to use the same disclaimer for all jobs, simply copy and paste the disclaimer from your preferences into each job type. Choose Setup > Job Type/Spec Sheets and click on the button estimate options.
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