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. 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. 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. 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. 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. It is the end of the year and we want to remove old A/P invoices from the aging that we will not be paying.

You can add a Vendor Credit through the checkbook. Choose Accounting > Checkbook. Choose Edit > Check Tools > Add Vendor Credit. Add the cGL to be used, usually the job cost or expense account from the original invoice. You will need to add a reference number that is not the same as your check numbers.

Q. How can I write-off an A/R invoice that a client is not going to pay?

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. 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 in the left column. You will now be able to change the current year.

Q. Can I print Client Statements in Clients and Profits?

Yes. Choose Accounting > Accounts Receivable. Then, File > Print Client Statements. You can select to print either Unpaid Invoices Only or Invoices and Payments with a date range. You can also select from a variety of options to complete the statement.

Q. What type of check should we add for Holiday Bonuses?

You can add an overhead check. Choose Accounting > Checkbook. Then choose > Edit > Add Check > Overhead Expense. Tab through the Vendor code field and add the payee name.