the most essential part of your Clients & Profits database
for a simple reason: A job ticket can't be opened without one
Every job ticket is opened for one client.
The client account maintains important details about your customers:
name, contacts, address, telephone numbers, and balances. Clients & Profits
can manage jobs, estimates, costs, and billings for hundreds of
clients. In fact, theres no real limit to the number of clients
in your database (the limitations are based mostly on your hardware
and network; more clients require faster systems).
Every client has a unique account number or code. This code identifies the
client throughout the system. Everything you do (time sheets, POs, payables,
journal entries) gets a client code, which is copied automatically from the
job ticket. This makes it easy to print job lists, cost summaries, and profitability
reports by client.
For better job tracking, you can have many clients from the same organization.
A large corporate client, for example, might have 100 different departments
or contacts who initiate jobs. Anyone who authorizes work can be added as a
separate client account. When jobs are billed, the work from several different
clients can be combined on one invoice -- and even billed to an entirely different
Costs, billings, and the unbilled amount are tracked on the clients
job(s). Work in Progress reports are printed to subtotal by client,
or printed for just one client or job. The unbilled amount on the
clients job is updated whenever
costs or billings are posted. So you can analyze the clients costs and
billings anytime during the month.
Clients can be billed automatically, based on the costs on the
job. When the cost is posted, both the cost and the billable amounts
update the job ticket. So when its time to bill, the total
unbilled amount -- or any part of it -- is quickly and accurately
invoiced. Many different billing types and options are available
to customize invoices for different clients.
Outstanding balances are tracked by client, so youll always
know just who owes you money -- and for how long -- by printing
client account aging reports from Snapshots. You can choose to
age each invoice and subtotal by client, or just show totals for
To find a client
Clients can be found in several ways: by account number; by organization name;
by cost center; by sequence; or, by browsing through the Clients file.
When the Clients window is opened, the last-used client is displayed automatically.
1 Choose My > Clients.
The Clients window opens, displaying the previously viewed client.
2 Click the Find button
(or choose File > Find Client).
The Find Client dialog box opens, prompting you to enter a client number. You
can find clients by organization name, cost center, or by sequence (i.e., the
order in which clients were added) using the Find By pop-up menu.
3 Enter the client number, name, etc. then click Find.
Sometimes its easier to find one client using the Lookup
List. The Client Lookup List window shows clients and can be
sorted by number, name, contact, or phone number. To use the
Client Lookup List, choose Clients from the Lookup menu. You
can add a new client by clicking the Add button. Clicking Update
shows any newly-added clients. Also, a Client List can be printed
from the Lookup List by clicking the Print button.
To add a client
Once the client is added and saved, it can be seen and used immediately by other
users. The client's account information can be changed anytime. New clients can
also be added while you're working elsewhere using the client's Lookup List. Click
here for step-by-step instructions.
To edit a client
Client account information is divided between several windows. Each window contains
different kinds of information about a client, such as budgets, notes, and billing
information. The basic name, address, and note is edited in the Clients window. Click
here for step-by-step instructions.
To delete a client
If a client has a balance, it cant be deleted. Even if a client has no
unpaid balance, it cant be deleted if it has a job; if so, the job
would no longer have a client.
1 From the Clients window, find the client you wish to delete.
2 Click the delete button
(or choose Edit > Delete).
The only way to delete a client is to delete its activity. This
means long-time clients with closed jobs cant be deleted until their jobs are purged. It
is best to leave the history in your database and instead mark the client as inactive by
unchecking the Active checkbox.
Client/Staff Access Privileges
Client/Staff Access Privileges control who can see a client's
jobs. They let certain users see a client's job tasks, while
keeping out other users. If a user is given "no access" to a
client, he or she can't see the job's tasks, estimates, costs,
or billings. This option lets you define on a client-by-client
basis just who can work with certain clients. Click here
for more information.
To print a client list
1 Choose My > My Clients.
2 Choose File > Print Client List.
A Client List can also be printed from
the Client Lookup List. To print a Client List from the Lookup
List, click the Print button. The Client List doesnt
show every bit of account information, simply because theres too much
to print. If you need a special client report with different fields (such
as cost center), create a custom report.
To view a clients jobs
1 From the Clients window, find a client account.
2 Choose Viewpoint > View Job Tickets/Invoices.
To print client labels
1 From the Clients window, click on the Print Labels button.
2 Select the profit center you wish to print labels for,
the number of sheets you wish to print, and which type of client
you wish to print labels for. You must select at least one of these
checkboxes or the labels will not print.
3 Click Print.
Choosing client numbers
Client numbers are very important, since they appear throughout
Clients & Profits
-- and are used by everyone. Theres a real art to picking the right client
codes. You must choose a number thats easy for everyone to remember,
but meaningful enough to distinguish one client from another.
The client number itself can contain up to ten characters, including
letters, numbers, and symbols. If your job numbers are set to
contain the client number, then your options are much more limited.
Since the job number itself cant
exceed ten digits, your client codes must be small if the job number
is to contain the year, client, a dash, and the sequential number.
Example: A client code RETAIL wont work if your jobs are numbered with
the year and a dash. If the next job is 1024, the new job number for RETAIL would
be 98-RETAIL-1024. Since the job number itself cant exceed 10 letters,
it would appear as 98-RETAIL-1, missing three important digits. So its
best to use short, simple client numbers (like ABC, RET, FRG, etc.).
you are worried about users not being able to recognize abbreviated
client codes, remember that the client lookup list is available throughout
the program. The client lookup list shows both the client code and
complete client name.
Divisions and departments
Clients & Profits manages different departments and divisions.
Both are added as clients into your database. First, the
division should be added as a client. Then every department
that authorizes jobs should be added as a separate client
account. Every client account has its own account number,
which you choose.
Departments are associated with the division by the divisions client number.
Each department client has a field for division -- this is the divisions
account number. Client account agings, client statements, profitability,
and productivity reports can be run by division.
New job tickets should be opened for the department client
number, not the division. This lets you track jobs by department,
which is more informative. When a job is billed, you can change
the client number on the invoice to another department -- or
the division itself. By changing the invoices client number, youre
billing the work to a different client. Regardless of who is billed for the work,
the job is updated in the same way. For flexibility, the invoices billing
address can be changed. Changing the invoices billing information
only affects the invoice itself.
Client Billing Information
Client Meeting Manager