Q. Is is 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. 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.

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

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

Q. Can I close the year with items on the out of balance checker?

Clients and Profits will not close the year with items on the out of balance checker. All items must be put in balance and cleared from the out of balance checker. Choose Accounting > General Ledger > Choose Edit > G/L Tools > Auditor.

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. What is the maximum number of spaces that a job number can have?

A job number may include a maximum of ten letters, numbers or spacers. Jobs can be automatically or manually numbered and can contain the year, client code and a number. To add or edit the job numbering default, choose Preferences > Job Numbering.

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. How do I write off A/R invoices as a "bad debt"?

Accounts Receivable invoices can be written off as a bad debt by adding a client payment but changing the dGL account from your income account number to your bad debt general ledger account number. The bad debt amount will credit your accounts receivable and debit the bad debt account instead of your cash account.

Q. With summer vacations right around the corner, Is there a reminder to prompt us that staff members have scheduled vacation days off?

You can schedule these days by choosing Setup > Staff. Find the staff member. Select Availability. Select a date on the calendar. Each staff member has his own Availability window in their staff file. There will be a reminder prompt when attempting to schedule this staffer for a task in the job schedule window.

Q. What is a job type?

Job types classify a job by the kind of work that it is, such as brochures, media, collateral, web sites, etc. Each job type can have it's own task template, job specifications, estimate options, and creative brief, and traffic milestones. When you add a job using a Job Type, everything you set up in the Job Type window is automatically copied to the new job, saving you time. Also, many reports in C&P can be printed by Job Type.