Q. How is the job diary used?

A. The job diary tracks all of the job's history so users can see what changes have been made. Each entry will have the date, time and the initials of the user that made that change. A manual entry can also be made by clicking  the Add button. The diary entries may be printed.  Job diary entries can not be deleted.

Q. Is it really necessary to backup our data?

A.  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. Once a staff member has left the company, can he or she be deleted from C&P?

A.  A staffer can be deleted from Users, Access and Passwords at any time.  However, they can not be deleted from the Staff file as long as time has been added. They can be made inactive. Choose Setup > Staff. Choose Edit > Edit Staffer. Click the Active check box to make the staffer inactive.

Q. Why "must" we tab through the fields in Clients and Profits?

A. Tabbing through the fields is crucial.  Tabbing is Clients & Profits' way of error checking and forming calculations that saves information to the database.  Do not press enter or mouse click.

Q. Is it really important to print a proof list each time before posting?

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

A. 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.  Highlight the damaged files.  Choose Edit > Repair Selected Files.  The Clients & Profits Database Guide is a great source of information for fixing damaged date.

Q. Is it possible to have more than one system manager?

A. Yes, more than one person can be designated as a System Manager.  This is actually a very good idea.  Choose Setup > Users, Access & Passwords.  Highlight the user you would like to designate as a System Manager.   Click on "General."  You will now be able to mark this user as a System Manager and  click "Save" . You will also want to update his access in the Menus, Jobs, Cost and Accounting windows.  

Q. Can I edit the task description that appears on just one A/R invoice?

A.  Yes. Choose Accounting > Billing/Accounts Receivable. Find the invoice you wish to edit. Double-click on the task you wish to edit. When the Edit Invoice Amount window opens, you will be able to edit the task description.  This edited task description will only appear on this invoice.