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October's FAQs |
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See also: September 2003 FAQs August 2003 FAQs July 2003 FAQs 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 |
Below you'll find
the most commonly-asked questions about Clients &
Profits for October 2003. These questions are compiled
from telephone calls and e-mails sent to the Clients
& Profits Helpdesk.
Q. How can a staffer see the jobs and tasks they are assigned to when they are adding their time card? A. While in My Daily Time Card, a staffer can click "Show My Tasks" button , and their scheduled tasks appear. To add time, they'll tab through a job number and task, add the hours, description (if needed), and tab to the next line. Time entries that have hours added and have been completely tabbed through are saved when the time card is saved.  Q. We have a vendor who wants their PO's sent to their street address, but wants their checks sent to a Post Office Box. Can we do that? A. Yes. If these are going to be standard addresses you can set them in the vendor file (Setup > Vendors). Click on address link. Enter the different address to mail either a Purchase Order or Vendor Checks to. If you only need to edit the mailing address on a one time basis, you can do that when entering the Purchase order or writing the check. Q. I have a corporate client that pays one check for several different departments which we have setup as separate clients. How can I record these payments? A. Clients & Profits lets you split client payments. First, choose Accounting > Client Payments and then choose Edit > Add Client Payment. Check the box marked Split Payment and enter the full amount of the check. Once you have entered the check date, period, number and dGL, click on Save. Enter the first client tab to the invoice field and by pressing tab again a list of the clients outstanding invoices will appear. Select the invoice being paid. Press Tab and continue to enter each client and the invoice number to be paid until the "unallocated payment" is zero. Q. I have created insertion orders for a job. When I attempt to bill these insertion orders, why don't the order lines copy over to the media billing window? A. Check the insertion order to be sure that you have entered a "space close date" for each media buy (i.e., line item). The space close date is used by the billing system to selected unbilled insertion order buy amounts for billing. Any buy that doesn't have a space close date isn't considered ready for billing. Q. If my current accounting period is 10, can I enter a deposit into period 11? A. Yes, you can post information into any accounting period as long as the accounting period is unlocked. (Setup> Preferences> Accounting Periods.) To enter a bank deposit into a different accounting period in Clients & Profits, go to the Client Payments window (Accounting > Client Payments). Choose Edit > Add Bank Deposit. Tabbing through, enter the required information. Mouse click on the Period selection bar, click on the pull-down menu and select the correct period. Make sure to save, proof and post the bank deposit. Q. In Clients & Profits, what information shows on proof lists and what shows on reports? A. Proof lists show only unposted entries. Unposted entries will not be reflected on actual reports, such as financial statements. Once the entry is posted, it will be reflected on the actual reports. For example, the accounts payable reports will reflect all posted accounts payable entries. Q. In printing an accounts receivable invoice, which takes priority in the way the tasks are listed--the sort order or the group number? A. Group numbers will always be used first, then the sort order within each group number. If a group number isn't listed, then only the sort order will be used. Q. Can I add the same task to a job ticket several times? A. No. Each task, which identifies a specific processes 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's 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. To add a subtask, open the Job Schedule window and click into any of the fields of the task you want to create a subtask for. Then click on the Add Sub-Task toolbar button to add the subtask (it will be inserted just beneath the selected task). 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. |
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