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. 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.

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. Where can I add a change of address for a client?

Choose My > Clients. Find the client. Click on the Edit button. Add the new address and save . If this address is to be the same billing address, click on the Billing Info link and "Copy".

Q. I have added a change of address for a client. An estimate is still printing with the old address.

For job tickets already added, you will need to update the address in the job ticket. Choose Production > Job Tickets. Find the job. Choose Edit > Edit Job > Estimate Options. Click the Copy link. The new address appears. The new address will automatically appear on newly-added jobs.

Q. Can more than one checking account be setup?

Yes. Choose Setup > Chart of Accounts > Highlight Assets and click on the pencil to add a new g/l account. It must be selected as a checking account. The check numbering must be a completely different set of numbers than the other checking accounts. These check numbers are the reference numbers that post to the general ledger. When adding a check you will edit the cGL to the desired G/L account number.

Q. What date will populate the "Client Paid" field on the A/P Invoice?

In order to have a date added in the client paid field, the following steps need to take place in the exact order. Post the Job Cost A/P invoice. Bill this cost to the client on an A/R invoice. Add the client payment to this A/R invoice. The date that this client payment was posted will now appear in the client paid field.

Q. Where can I add a bank deposit that is not client related?

You can add non-client payments as bank deposits. Choose Accounting > Client Payments. Choose Edit > Add Bank Deposit. You will need to add the credit general ledger number for the distribution.