Clients & Profits Online User Guide

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Lookup Lists are the best way to quickly find clients, jobs, vendors, contacts, and more Lookup lists make it easy to find account numbers, job numbers, and more while you’re working. They show basic information about clients, jobs, staff members, vendors, the chart of accounts, status codes, the task table, groups, purchase orders, etc. Lookup lists can be opened anytime, anywhere—even while you’re adding or editing something. For example, you can look up a client while adding a new job ticket. Once you’ve found the client, double-clicking on the record enters it into the “client” field for you. The list is updated the first time the lookup window is opened, getting the information it needs from the server. (It may take several moments to update the list if there are many records to list, or if the server or network is busy; you can cancel updating by clicking the Cancel button.) When a lookup list is used later, it opens immediately; however, it does not show any recently-added records. Updating a lookup list brings it current, showing everything added into the database so far. You can update a lookup list on some windows anytime by clicking the Update button. To find something using a lookup list Lookup lists will open automatically whenever you tab past an empty client number, job number, task code, or vendor number field. Also, lookup lists can be opened whenever you want using the Lookup menu. For example, to find a client: 1 Choose Lookup > Clients. The client lookup list account shows numbers, names, contacts, and phone numbers (the columns can't be changed). You can sort the list by clicking on column headings and the up/down button. 2 Enter the first letter or number of the client you wish to find. 3 Use your mouse to scroll through the client records (or press the up and down arrow keys). 4 Double-click on a client record to select and use it, or press Return. If you are adding a new job or an invoice, the client number is entered automatically and the lookup window closes. All of the other Lookup Lists work in the same way. Lookup Lists Name: What it shows, extra features: Clients Account number; organization name; primary contact and phone; date of last call. Clients can be filtered by type (i.e., active, inactive, prospect, cold call, etc.) using the "show" pop-up menu. Clicking the contacts link displays the client's contact names. Contacts First name; last name; organization; office phone; kind (i.e., active, inactive, prospect, cold call, etc.) Contacts can be filtered by kind using the "show" pop-up menu. Clicking the contact info link displays the client contact's complete details. Jobs Job number; client number; job name/title; AE/team; priority. The jobs lookup list shows only open jobs when it it first opened. Clicking the show all button displays both open and closed jobs. A job list showing the jobs currently displayed on the lookup list can be printed by clicking the print button. If no other windows are open, double-clicking on a job in the lookup list jumps to the Job Ticket window. Staff Staff member initials; full name; department; office phone; team. Vendors Account number; organization name; phone numbers; fax number. Task Table Task code; task description; group; kind (i.e., scheduling, estimating). Purchase Orders Order number; kind (always "purchase order"); vendor number; order date; total net cost; current status/note. Insertion/Broadcast Orders Order number; kind (either "insertion order" or "broadcast order"); vendor number; order date; total net cost; current status/note. Status Codes Status number; status description; status category (i.e., pending, work in progress, finished, or closed). Job Types/Spec Sheets Job type name; description. Client Projects Project name; description; client number. Groups Group number; name/description. Chart of Accounts Account number; account name/description; class (i.e., assets, liabilities, equity, job costs, expenses, etc.); profit center. Accounts can be filtered by profit center using the "show" pop-up menu. Only active accounts are listed when the window first opens; clicking the show all link displays both active and inactive G/L accounts. Profit Centers Profit center number; name; full description. Departments Department number; name/description; name and initials of the department manager. Media Campaigns Campaign name; description; current status. Columns on lookup lists can't be customized.