vendors, and staff members are active or inactive depending
on their status. Active clients may have recent billings, but
the it's an agency decision. Inactive clients can be prospective
new clients or old clients. Lists, reports, and mailing labels
can be printed for active, inactive, or both kinds of clients,
vendors, and staff members.
Periods: Aging periods define when an invoice amount
is past due. Default aging periods are 30, 60, and 90 days,
but can be easily edited at any time. Once changed, choosing
Client Account Aging from Snapshots will update your receivables
and summarize the outstanding balances in the new periods.
Pay: Clients & Profits X counts
the number days a client waits to pay the entire invoice. This
count is figured each time you age your invoices, and is the invoice
date less the payment date.
Balance: A running total of deposits
(through Client Payments and the Checkbook) and withdrawals
(from the Checkbook). The bank balance is calculated whenever
a payment is made or a check is written and posted.
amount for which you are billing a cost. Billable amounts are
also called gross amounts. They are based on markups or billing
rates on time sheets. The billable is the amount that comes up
automatically for client invoices for each task on a job. It
is just a guideline, not what necessarily of client invoices
posted for a job ticket. The billable is continuously calculated
as the total billable amount for a job task less whatever has
already been billed for that same job task.
Preview: An unposted client invoice.
Unposted invoices can be printed as part of the billing review
process. These unposted invoices, called Billing Previews, let
account executives see what looks like the final invoice, including
sales tax. But since the invoices aren't posted, they can be easily
changed. The words "billing preview" appear at the top of unposted
invoices to prevent them from being accidently sent to clients.
is the amount which the agency will pay to complete a task.
It the cost before markups. This amount does not appear on
the printed Estimate form, and is a net amount.
general ledger account.
Closed Jobs: Jobs
should be closed when the work is completed, all costs have
been accounted for, and all billings are posted. Checking the
Closed box closes a job, while unchecking the box opens the
job. Closed jobs get a status automatically from Preferences,
which can be changed. Job lists can be printed for closed jobs
by entering the closed job status when printing reports.
standard setting or entry that is added automatically.
clients make payments against specific invoices. Any deposit
or pre-payment must be applied to an invoice created for the
deposit amount. For deposits against a job, add an advanced billing
invoice using that job number and a task. Once posted, the deposit
can be applied as a payment to the job's future invoices.
general ledger account.
Date: Date on which an early-payment
discount is earned.
Due Date: Date
on which a vendor invoice is consider due, based on the invoice
date and the vendor's terms.
key: Pressing the Enter key confirms
an action, or saves your work.
actual amount the client will (or may) pay for the job ticket.
This amount appears on the printed Estimate form, and should
include all markups and commissions.
expenses for materials like art boards, tolls, and parking should
be added into the Expenses window. In-house expenses paid by check
should be added into the Checkbook.
charges: Clients & Profits
X does not automatically add finance charges to overdue client
invoices. But it will calculate and print the finance charge
amounts on the Client Account Aging report. Each client can
have its own finance charge rate; enter it into the client
completed task. Finished tasks do not appear on Traffic reports.
Tasks can be marked as finished from job tickets or from time
who charges time through time sheets but bills with an accounts
payable invoice. They should be added as both a vendor and a resource.
are user-defined numbers into which job tasks are categorized.
Job tasks can be categorized into groups on estimates and invoices.
Groups are sorted numerically. The group number never appears
on the printed estimate or invoice; instead, the group description
(such as fees or expenses) appears. Tasks are sub-totaled by
group. Groups are optional. You can have many different groups,
too. On job tasks, leaving the group number empty keeps the
tasks from sub-totaling.
History: Clients & Profits
Xremembers running monthly activity for clients, vendors, and
resources. Monthly client billings are updated during posting
accounts receivable. Monthly vendor purchases are updated while
posting accounts payable. And monthly billable dollars for
resources are updated while posting time sheets. These monthly
amounts are compared against last year's figures on the Client,
Vendor, and Resource History window, which is opened from the
Initials: Clients & Profits
X uses initials to identify who added any record (like a job
ticket, a client, or an invoice) as well as the date and time.
Duplicate initials are not allowed, but are not checked.
Number:Clients & Profits
X uses a unique job number to identify a job ticket and everything
related to it. A job number may include any ten letters, numbers,
or both. Jobs are numbered automatically--;optionally by client--;but
may have custom job numbers.
Job Type: A
customizable label that classifies similar jobs, such as print,
media, brochure, can have spec sheets that contain standard
information about a type of job, including estimate disclaimers
and a job template (i.e., a preset collection of tasks).
Work: The date of the last time
sheet posted for a job task.
number of days needed to complete a task. It is used, together
with the due date, to select job tasks on the Traffic reports.
lines of customizable, temporary text that appears at the bottom
of Estimates, Invoices, Statements, and Purchase Orders.
cost that is not charged directly to a job. To skip job costing
when adding an accounts payable invoice, time sheet, or cash
disbursement for overhead, enter NONE in place of a job number.
date: The date on which a vendor
invoice is scheduled to be paid, regardless of terms.
takes transactions and makes them permanent. Since jobs, the
general ledger, and clients and vendors aren't updated until
posting, transactions can be entered as they happen without
much concern over accuracy.
Preferences: Clients & Profits
X can be customized to your liking through "preferences." Preferences
include client aging periods, default general ledger accounts,
and several miscellaneous settings. To change preferences,
choose Preferences from the Setup menu, make your changes,
then click OK. New preferences take effect immediately.
Tasks: Each vendor and resource
can have a preferred task indicating the usual task one performs.
For example, if vendor CENTR is a typesetter, and almost always
provides type, it should have a preferred task of TYPE. The
preferred task is a time-saver, since it is entered by default
on purchase orders, accounts payable, and time sheets. Preferred
task is entered on mailing label window for vendors, and on
the Rates window for resources.
gross profit (i.e., gross margin) calculated as: Job Billing
- Job Costs. Profitability reports summarize job profitability
from three perspectives: job, task, client, and type. Each
report shows total cost, billings, and gross profit margin.
The "job" report lists jobs numerically. The "task" report
lists tasks alphabetically--;for all jobs to date. The "client" report
summarizes all job tasks by client for easy comparison from
client to client. "Type" shows profitability by job type.
tickets can have a "project" name or number. A project can
indicate several separate jobs for one campaign, or identify
like jobs (such as "Print" or "Media"). Reports, such as job
summaries, can be batch printed for a selected project. Projects
can be set up by client. The word "project" is customizable
in the Names window in Preferences.
Proof List: A
summary unposting records for error-checking prior to posting.
The proof list is printed automatically during batch posting.
Heading: The titles of the Estimate
and Invoice forms can be changed temporarily, but only for
the reports printed. For example, the word "estimate" can be
changed to "authorization" or "quotation" as needed.
number of times and estimate was edited on a job ticket. All
new estimates has a "0" revision number, which prints on the
Estimate as original. Once the user has started the first revision,
Clients & Profits will count the number of times the estimate
is revised. When you print out revised Estimates, the current
revision number prints too.
Tax: Clients & Profits X
can add two different taxes to your client invoices. Tax rates
are set in Agency Information with a description and a default
general ledger accounts. Each client, as well as job tasks,
can have two special tax rates. Tax rates are passed from the
Task Table to the Job Ticket to the Invoice automatically,
but can be changed at any point along the way. Sales tax isn't
calculated until an invoice is posted.
Task: Job tasks checked as scheduling
only do not appear on Estimates and do not get billed automatically.
(However, they can be billed if desired, but Clients & Profits
X will alert you that this task is internal.) Internal tasks
should be any task that is no chargeable to the client, such
as Account Service.
Client Terms: These terms (such
as Net 30) are standard terms entered automatically to every
client when they are added. A client's terms can be edited
at any time by entering new terms over the old.
Markup: A default setting for
your standard agency percentage markup on goods and services
purchased from vendors. The standard, or default, markup is
entered automatically to every new vendor when adding, but
can be changed.
status indicates something about the job's progress, based
on a number from 1-999. Status codes are completely customizable.
Define your own terms.
general ledger account used to track unallocated amounts. During
posting, Clients & Profits X checks your debit and credit
GL numbers against the Chart of Accounts. If found, the amount
is added to the right account. However, if an account number
is not found, the amount is added to Suspense. Any suspense
amount should be manually adjusted with a journal entry, usually
at the end of the month. The suspense account number, 999998,
is reserved and can't be changed or deleted.
key: Pressing Tab moves forward
one field to the next. Pressing the Shift key and pressing
Tab moves backwards to the previous field.
task tracks estimate, budget, cost, committed, and billing
amounts--;as well as billable and non-billable hours. Each
task supports two taxable rates. A job ticket can have from
one to hundreds tasks (10-20 tasks are typical). Each task
can include several lines of notes, which may or may not appear
on estimates and invoices. Tasks remember the last date worked
from time sheets. Tasks can be grouped on estimates and invoices,
then sorted. A task's income and expense settings--;the dGL
and cGL--;are added to vendor and client invoices automatically.
user-defined set of job tasks that saves time when adding routine
job tickets. Templates are part of the job type spec sheet.
You can create many spec sheets, each with its own template.
Templates can't be applied to existing jobs, only new jobs.
net income: A general ledger
account used to track net income. Net income is calculated
while the financial reports are printing, and is the difference
between your revenue and expenses. The year-to-date profit
and loss account number, 999999, is reserved and can't be changed