Q. There is a new upgrade available. Do we really need to be working in this version of the program?

Absolutely. It is best to work in the latest version of C&P. This upgrade contains the latest fixes and enhancements. When you call the help desk, we are all working and testing in this version of the program.

Q. We want to send holiday cards to our clients and vendors. Can we print mailing labels?

Yes, you can print mailing labels for both. Choose My > My Clients > File > Print Client Labels. Choose setup > Vendors > File > Print Vendor Labels. Label type and size information is available in both of these windows.

Q. We use the year in our job numbers. We are starting to add job tickets for 2009. Where do we edit the default?

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 already added with the wrong year in the job number. Can these be changed?

Yes. Choose Setup > Utilities > Renumber > Jobs Number.

Q. What is a Project?

A Project is a unique code that will link multiple job tickets for the purpose of printing estimates, invoices, and reporting purposes. Adding a project is easy. Choose My > My Clients. Choose Edit > Edit Client > Client Project. Then add a project to a job ticket. Choose Production > Job Tickets. Find a job ticket and click Edit. The Project field is the first of the six user-defined fields. As many jobs as needed can have the same project. You can auto-bill by a project. Choose Accounting > Accounts Receivable. Choose Edit > Auto Bill. Click the Client pop-up menu, and select Project. You have the option to combine the jobs onto a single invoice.

Q. Why does my Accounts Receivable invoice say Billing Preview at the top of the page?

This shows that the invoice has not been posted. You are able to view how the invoice will appear when posted and printed. When you are satisfied that the invoice is correct, choose File > Proof/Post. The word "Invoice" will now appear at the top of the invoice.

Q. Do we have to add a new PO each time we order the same item from the same vendor?

You can clone a purchase order to duplicate an existing purchase order when you're ordering the same or similar item again. Find the PO you wish to duplicate and click the clone button (or choose Edit > Clone). The Clone Purchase Order window will open and show all the details from the original PO. Tab through to make any necessary changes. Then click Save.

Q. What is the Out of Balance Checker?

The Out of Balance Checker will help you find one-sided or otherwise unbalanced journal entries. Choose Accounting > General Ledger. Choose Edit > G/L Tools > Auditor. Mark the option for the Out of Balance Checker. Click Start. Journal entries are analyzed. If any out of balance entries are found, they will be listed on this report. Follow the instructions at the bottom of this report to make any needed correction.