Q. What does it mean when the Unbilled column of the job ticket has a negative number?

A negative number indicates that this task has been billed for that much more than actual costs added to that task. For example, if you have $100.00 in unbilled costs and you add a billing for $200.00 to that task, you'll see an unbilled amount of -$100.00 in the Unbilled column on the job ticket.

Q. I added a change order and the estimate amount did not increase on the job ticket. Why?

A change order does not increase the amount of an estimate or budget. Instead, it's an additional document that tracks additional information about a job's progress. To see change orders added to a job, click the Change Orders button on the Job Ticket. Here, you can see a list of all orders added, who added them, the budget, status, and more. You can also add, edit, and print change orders for client approval, if needed.

Q. Where can I add a bank deposit that is not client related?

You can add non-client payments as bank deposits. Choose Accounting > Client Payments. Choose Edit > Add Bank Deposit.

Q. How do I close a purchase order?

While you don't necessarily have to close POs, you may want to if you have many open purchase orders with small negative or positive balances or open purchase orders that you've already added the Accounts Payable invoices for. You can close these purchase orders manually one at a time by clicking the close box on the PO, or you can close many of them all at once. To close many at a time, choose Production > Purchase Orders, then from the menu bar, choose Edit > Update Order Status and click the Close checkbox for all orders you'd like to close now.

Q. Why print the proof list?

It is always a good idea to print the proof list for anything in Clients & Profits that will be posted. That way, you can make sure that the information is correct before posting, saving you effort in in making any necessary corrections, and keeping your audit trail clean.

Q. Can I use the same Accounts Payable Invoice number more than one time?

No. Because the invoice number posts as your General Ledger reference number, you should only use an accounts payable invoice number once. The invoice number should be limited to a total of ten digits and can be alpha-numeric.

Q. What is a Project?

A Project is a unique code that will link multiple job tickets for the purpose of printing estimates, invoices and reporting purposes. To setup a Project code, Choose My > Clients > Edit > Edit Client > Client Project. To add one to one or more job tickets, choose Production > Job Tickets > find the desired job ticket and click on Edit. The Project field is the first of the six user defined fields in this window. You can select to auto-bill by a Project. Choose > Accounting > Accounts Receivable > Edit > Auto Bill.

Q. What date will populate the "Client Paid" field on the A/P Invoice?

In order to have a date added in the client paid field, the following steps needs to take place in the exact order. Post the Job Cost A/P invoice. Bill this cost to the client on an A/R invoice. Add the client payment to this A/R invoice. The date that this client payment was posted will now appear in the client paid field.