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October's FAQs |
| See also: September 2002 FAQs August 2002 FAQs July 2002 FAQs June 2002 FAQs May 2002 FAQs April 2002 FAQs March 2002 FAQs February 2002 FAQs January 2002 FAQs December 2001 FAQs |
Below you'll find
the most commonly-asked questions about Clients &
Profits for October 2002. These questions are compiled
from telephone calls and e-mails sent to the Clients
& Profits Helpdesk.
Q. Is it possible to delete a single line item on a multi-line purchase order we created? A. Yes. A line item can be removed from a purchase order at any time before it has been invoiced by the vendor or pre-billed to the client. Once a line item is removed, it is gone forever: its net cost and gross amounts are deducted from the job task permanently. The same line item can be added back to the purchase order later, if needed. To delete an order amount (line item), first find the purchase order, then click once on a task to select it. Then choose Edit > Remove Amount to delete the line item.  Q. In Clients & Profits, can the status codes automatically change, or does someone have to always manually change them? A. In the Status Codes Preferences window, you can enter up to five status codes that will automatically change depending on the job status. These status codes are for new jobs, closed jobs, re-opened jobs, billed jobs, and jobs with paid A/R. To set these default status codes, choose Setup > Preferences. Choose Status Codes from the Preferences pop-up menu. Tabbing through, enter the status code defaults, and click Save. Each user can have his or her own default status codes, or the same status codes can be copied and used by everyone by checking the "Copy these settings to all users" checkbox. Q. Does Clients & Profits have a way to automatically remind users that their daily time sheets are incomplete? A. Yes, through the Clients & Profits TimeCop. In order to use the TimeCop, each staffer must have planned hours entered. To enter planned hours, from the Staff window (choose Setup > Staff) and click the Availability button. Tabbing through, enter the planned hours for each day. There's no limit to how few or how many hours can be planned. Then click Save. If the user hasn't completed the day's card, a message will prompt them to enter more hours. Q. When we add a payment from one of our clients into our database, how does Clients & Profits know which invoice the payment is for? A. Once the payment is entered into Clients & Profits, the Distribute Payments window pops up for the particular client, and you can check off the invoices in that window. (Note: Before entering client payments, run a client aging by choosing Snapshots > Client Account Aging and click Print.) To enter a client payment, (Accounting > Client Payments), choose Edit > Add Client Payment. Enter the client number, then choose a payment type. Enter the payment amount less any discount, and the payment's description. Enter the client's check date and check number, the payment date and accounting period, and a deposit batch number (if desired). Enter a debit G/L account, and click Save. Clicking Save opens the Distribute Payments window for the client. Click on the invoice(s) to select for payment. For each invoice, enter a discount amount and discount G/L account if applicable, then click Save. Q. A vendor of ours changed only the name of their company--their location is still the same. How do we change their name and their vendor code in Clients & Profits? A. The vendor name is edited in the Vendor window (Setup > Vendors). To edit the vendor's name, choose Edit > Edit Vendor. Make your changes, then click Save. To edit the vendor number, you will need to use the Renumber utility. Choose Setup > Utilities > Renumber. The Renumber window opens displaying the Renumbering options. Under "Renumber", click Vendor number. Enter the old vendor code, and then enter the new vendor code. Click OK. Clients & Profits will methodically change every record containing the old number giving it the new number. Q. In Clients & Profits, can we enter a vendor credit invoice? A. Yes. Credit invoices are used to adjust cost and gross amounts from Accounts Payable invoices. They are added like regular invoices, but have negative amounts. Choose Accounting > Accounts Payable. Then choose Edit > Add New Invoice then select the type of invoice. Enter the vendor number, invoice number (if there is a number, use the original invoice number ending with CR for credit), invoice date (usually today), and the credit amount using a negative number. Use the same accounting period, credit G/L account, and probably the same debit G/L account as the original invoice. The payment terms and pay date aren't especially important. If the adjustment is for one job and task, enter the job number and job task. If the credit is to be applied over many jobs and tasks, select the "Distribute to many jobs and tasks" option. When the invoice is saved, you can enter the various jobs and tasks--and the credit amounts--in the A/P job costing window.
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