Since Clients & Profits
was designed especially for the advertising industry, you'll probably
feel familiar with it after only a few days. It's made to move
you smoothly through the steps that every job goes through: estimating,
trafficking, costing, and billing -- the same steps you go through
now. But instead of using a manual system of job jackets and forms,
everything will be in Clients & Profits.
Clients Clients are 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.
Jobs The My Jobs window gives you a quick overview
of your jobs. A Job List can be printed for all jobs on your
Calendar The My Calendar is a useful tool for managing
your time and your work. Calendar entries can be entered at
any time to help users remember important work-related dates,
such as client presentations, vendor meetings, conferences,
and planning sessions.
Time Card Everyone can track their daily time using
the built-in time card. It keeps a daily record of the jobs
and tasks on which you work. You can enter billable and unbillable
time for any client, including agency time (i.e., meetings,
vacations, etc.). Time entries are added throughout the day
as you work.
Daily Expense Reports Employee expense advances are
tracked on financial statements, as well as on a check report.
These reports make it easy to manage expense advances. The
checks issued for advances can be reconciled to the employee's
Weekly Task Planner The Weekly Task Planner lists your
unfinished job tasks for the current week. It is a personal
scheduler that shows your unfinished jobs and tasks. Tasks
are grouped by day, giving you a clear look at your week's
deadlines. For each deadline you'll see its job number and
task, the hours left on the task from the estimate, and when
the task is due.
Custom Reports Custom reports let you see and print
information that isn't available (or formatted the way you
want) from standard Clients & Profits reports. The report
writer lets you design lists showing data from any part of
your database, such as clients, jobs, tasks, costs, and the
Information Center gives you a quick,
convenient way to work through Clients & Profits
5. The Information Center window opens automatically
whenever you start Clients & Profits.
Projects When a job
is added for a client, a list
of its projects opens. Double-clicking
on a project name copies it
to the new job. Later, as costs
and billings are posted, job
reports can be printed by project.
Client Billing Info window offers
a wealth of details about the
client. This billing information
affects the client's jobs,
costs, and A/R invoices.
Jobs, journal entries, and expenses
Even though you can add a job number to a journal entry,
it does not affect that job ticket. Use journal entries
only when you need to adjust something in your General
Ledger and financials. For JEs, job number is completely
optional, and used only for reference in the G/L. If
you need to affect a job ticket and pay a vendor, then
add an A/P invoice referencing a job and task. Or you
can also add an expense referencing a job and task if
you need to bill a client, but don't have a vendor to
pay, i.e., for firies or zip disks. Expenses affect the
G/L only when they are billed.
Guessing about time?
As staffers work, they can lose track of the time they
spend working. The resulting time entry is their best
guess. Stop guessing with the C&P online stopwatch.
Simply open your time card, add the job and task you're
about to work on, click the toolbar button to start the
timer, and click Save. You can even quit out of C&P.
When your work is done, open C&P and your time card,
and click on the toolbar button to stop the timer. The
elapsed time is entered for you. You may edit the time
to the nearest quarter hour if desired.