Clients & Profits Database Guide
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The
verify/recover utilities fix errors caused by system
crashes, disk failures, network interruptions, and other
various hardware problems that can corrupt totals in your
database.
Unlike Data Utilities, verify/recover
doesn’t reorganize or repair damaged data.
Instead, verify/recover simply verifies that your
account balances and job totals add up -- if not, Clients
& Profits recovers the totals.
Ordinarily, you should never need to verify/recover
anything. Since Clients & Profits updates jobs,
clients, G/L, and other account totals as records are
posted, your totals should always be accurate. Account
totals can become inaccurate if posting is canceled,
crashes, or otherwise stops. The verify/recover
procedures repair these inaccuracies.
The verify/recover utilities can be very time consuming
in some cases, and can slow down other users as they
work. So it’s best to run these utilities, except
for the verify one job utility, when no one is using
Clients & Profits Pro.
Don’t overuse verify/recover. If your account totals
are constantly inaccurate, it’s a sign of more
serious data corruption. Call Working Computer first if
you’re having problems.
You can verify/recover accounts balances for one client,
vendor, or G/L account. When you know precisely which
account is incorrect, enter the account number (or client
or vendor code). Only the records for the specific
client, vendor, or G/L account will be verified -- which
can save lots of time.
The G/L account balances option ensures that an
account’s balance equals its debit and credit
journal entries. First, the balances are cleared for the
chart of accounts. Then, these balances are recalculated
from posted journal entries. This utility takes longer at
the end of your fiscal year, since there are more
entries.
The Job costs/billings option ensures that the totals on
job summaries equal each job’s costs, POs, time, and
billings. First, your job totals are cleared. Then, each
job’s totals are recalculated from the job’s
costs, purchase orders, then finally its billings.
The A/P account balances option ensures that your vendor
account balances equal their A/P invoices and vendor
payments. First, your vendor balances are cleared. Next,
the total purchases are calculated from posted payables.
Finally, vendor payments are calculated from posted
checks. The difference becomes the vendor’s balance
due.
The A/R account balances option ensures that your client
account balances equal their A/R invoices and client
payments. First, your client balances are cleared. Next,
the total billings are calculated from posted
receivables. Finally, payments are calculated from posted
client checks. The difference becomes the client’s
balance due.
The Job tasks only option ensures that job tickets show
the right job tasks. This fix is simple: Job tasks are
reconnected to their job tickets.
The Purchase order balances verifies that the balances on
purchase orders are accurate. First, the purchase order
balances are cleared. Then, costs from posted A/P
invoices are calculated and applied to each PO line item.
The difference becomes the “open” or unbilled
balance on the purchase order.
The One job ticket option ensures that the job’s
totals are accurate. First, the job’s totals are
cleared. Next, the job’s costs are accumulated by
purchases, time sheets, and expenses and added up by job
task. Then, the job’s billings are totaled using
posted A/R invoices for each job task. Finally, the
job’s tasks are reconnected to the job ticket.
The Job’s cost billing status option will reapply
billing amounts to job’s costs; use this function to
apply billing amounts to jobs that were billed in
advance, or when the cost’s billing status is
otherwise not saved correctly.
To use the Verify/Recover utility
1 Choose Setup > Utilities >
Verify/Recover.
2 Select on a verify/recover option from the
pop-up menu.
3 Enter a job number, client number, etc. if
prompted.
This option lets you verify/recover one job, client,
vendor, etc. instead of all jobs, clients, vendors, etc.
If you’re certain only one specific client, etc. is
inaccurate, then verifying only the one account will be
much faster.
4 Click OK.
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