WORKING SMARTER EVERY
DAY
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Stopping
Curious Eyes, Prying Minds, & Possible
Spies
Spies?
Well, your shop probably doesn't have spies. But
every business has its share of nosy staffers who
want to know the shop's numbers. Or who just want
to do things they're not authorized to do. That's
why security is a big part of Clients &
Profits.
First of all, no one can open the C&P database
without being an authorized user. That's why
Clients & Profits makes everyone "log on" by
entering their initials and a unique password. The
things they can do in C&P are controlled by user
ID, which contains their access privileges (and are
set by the Clients & Profits system manager).
These privileges define what menus they can chose,
what kinds of entries they can make, and what kinds
of reports they can print. Some user-defined
privileges include:
Every user has custom access privileges to menu
commands, jobs, job costs, and accounting
functions.
A user can be limited to posting only their own
work. Also, a user can be prevented from unposting
so that errors have to be brought to management's
attention and not hidden.
A user can be restricted to only selecting tasks
from a job ticket, so that new tasks can't be added
to it on the spot.
A user can be limited to using only the default G/L
accounts, which are copied from Preferences as well
as job tasks. This helps prevent miscoded journal
entries
In Clients & Profits Pro, a user's access and
their password can be set to expire at a certain
date. This is an ideal option for part-timers,
temps, and freelancers.
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By Rhonda
Brazelton
Cash is the lifeblood that keeps the
doors open and business operating. And it's also the hardest
asset to hold. Every advertising agency controller knows the
delicate balancing act that goes on between paying vendors
and employees, and keeping enough cash to meet current
overhead requirements. In Clients & Profits, the Daily
Cash Flash helps you meet the needs and challenges of
managing the shop's most liquid asset.
The Daily Cash Flash is a Snapshot report (choose Snapshots
> Cash Flash) that's designed to provide the agency
controller, bookkeeper and agency owner a single report
indicating the company's liquidity at any time. In less than
a minute, you can know your cash balance, A/R (client)
totals aging, A/P (vendor) total agings, and the total of
deposits made into and checks written from Clients &
Profits for a single day.
Better yet, Clients & Profits can send the Daily Cash
Flash automatically to the agency president's e-mail account
as many times a day as he or she wishes to see it.
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The
Daily Cash Flash is more that just an historical reporting
tool. It's also a planning tool. One of the Cash Flash
reports shows what's due from clients and vendors based on
the due dates from A/R and A/P invoices.
All of this information comes together on the report called
the Daily Cash Flash. Since the information for the Daily
Cash Flash is drawn from several different parts of Clients
& Profits, there are a few procedures you need to make
sure are in place to keep the information provided as
accurate as possible. On a monthly basis, be sure to
reconcile all of your bank accounts in Clients & Profits
to your bank statements, as well as reconcile the vendor and
client aging balances to their respective A/P and A/R
accounts in the General Ledger. If you have questions on how
to do this, you'll find step-by-step instructions on the
Clients & Profits
web site.
Rhonda Brazelton is
the lead programmer for Clients & Profits.
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