Q. Do we really need to be working in the latest update of the program available?

Absolutely. It is best to work in the latest version of C&P. Each update contains the latest fixes and enhancements. When you call the help desk, we are all working and testing in the latest version of the program. Information regarding the latest version of C&P is available on the "What's New" page.

Q. How can we add more client retainer billings if a client's retainer schedule is full?

You can clear a client retainer schedule window. But first print the information for your records. Choose My > My Clients. Find a client. Click the Retainer link. Click the Print button. A client's retainer history including invoice numbers and dates billed is printed. Click the Clear button. When cleared, you'll be able to add a new retainer schedule.

Q. December is accounting period 12. Where do we go from here?

In January, you will change the current accounting period to 13 in the Accounting Periods preferences. Clients & Profits Classic has a total of 15 accounting periods and Clients & Profits Pro has a total of 24 accounting periods.

Q. We are currently working in period 13. Must we close the last fiscal year right away?

No, you still have some time. There are 15 accounting periods in Classic and 24 accounting periods in Pro. You can locate year-end closing information here.

Q. December will be the last month on the recurring payable schedule. How do we set up a new year of recurring payables?

Recurring payables are an easy way to add repeating payables, such as auto payments or rent. To add recurring payables, choose Setup > Vendors, then click the Recurring Payables link. In the Recurring Payables window, click the Add button. You'll add the vendor, pay date, amount, and more. If you're already using a recurring payable and need to delete last year's schedule, simply click to select it in the Recurring Payables window, click the Delete button, and add a new schedule.

Q. We use the year in our job numbers. Where do we change the year for new jobs that will be opened in 2008?

Choose Setup > Preferences (on a Mac, choose Clients & Profits X > Preferences). Select Job Numbering. You will now be able to change the current year.

Q. We have job tickets that were added with the wrong year in the job number. Can these be changed?

Yes. Choose Setup > Utilities > Renumber > Job Numbers.

Q. Why am I getting a message that time can not be edited over seven days when trying to edit time?

The time entry is more than seven days old but you only have access to edit within that date range. The number of days that a staff member can add/edit time sheets can be edited. Choose Setup > Users, Access & Passwords. Highlight the user’s name. Click on Costs.

Q. What is the correct procedure if we receive a damage message?

All of the users should stop working in C&P immediately. Make a copy of the damage or error message in order to assist you and the help desk with the correct procedure. With everyone out, make a backup of the database. All repairs should be performed locally, not across the network. All repairs should be performed from the database utilities window. Choose > Setup > Utilities > Database Utilities. A copy of the Database Guide can be downloaded here.

Q. Is it really necessary to backup our data?

Your Clients & Profits database is your agency's backbone -- without it, you could lose important financial, client, and staff information. You should backup every night and keep at least two weeks of backups off site. There are many backup software applications available that can automate the backup, so all you'll need to do daily is insert a new disc, tape, or other recordable media. Because backing up your data is a vital task, make sure more than one person knows how to do it.