Q. Do we really need to be working in the current version?

Yes. You should always be working in the latest version of C&P. Each update contains the latest fixes and enhancements. The help desk always works in the latest version of the program while assisting with your questions.

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.

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 from the cnp-x.com website.

Q. Why must we tab through the fields and click "Save"?

Tabbing through the fields and clicking "Save" is critical. This is how Clients & Profits checks for errors, forms calculations and saves information to the database. Do not mouse click or press "Enter".

Q. Why print a proof list?

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

Q. With the Holidays right around the corner, is there a reminder to prompt us to make sure that we do not schedule staff for holidays and days that the office is closed?

You can schedule these days in Preferences > Job Scheduling. These can be added for the entire year at one time. This will prevent these dates from being used as start and due dates on the job schedules. These dates will also be skipped when adding a ballpark schedule or rescheduling existing tasks.

Q. We have changed a users responsibilities. Can the Information Center be changed?

Yes. The Information Center can be customized for each user and can be changed at any time. Choose > Setup > Users, Access and Passwords. Highlight the user's name. Click the customize info center link.

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 shouldn't be used again even if it's for another vendor. The invoice number should be limited to a total of ten digits and can be alpha-numeric.