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All of your Clients & Profits data is stored in a single file called a database on your file server

Although your database looks like one file, it actually contains space for every kind of information you could possibly add into Clients & Profits. The Report Writer accesses the different files stored within the database, letting you print custom client, job, and accounting reports.

The key to printing custom reports is knowing which files contain the information you need. For example: to print a client list, a custom report would include fields from the CLIENT file. To print a job cost report, a custom report would contain fields from the COSTS file. To print a custom client invoice aging report, the report would show fields from the AR file.

Custom reports are easy to create when they show data from a single file. Simple reports, such as a job list or a vendor list, contain fields from only one file (e.g., the JOBS file or the VENDOR file).

You can mix fields from different files on the same report to show more information. For example, a custom job summary report can show task totals (from the JOB_TASK file), the client name (from the CLIENT file), the status description (from the STATUS_CODES file), and the job name (from the JOBS file).

Custom reports are limited to showing up to 25 fields per report. These 25 fields can be from any file.

Planning Custom Reports

Because custom reports require a certain structure, there is some inflexibility to make large changes once they are saved (for example, changing the job list to show estimates). So it is important to plan your custom reports before creating them.

First, sketch out the rough layout of the report. Describe the report’s objective; what is it that you want to see; then decide what fields should be in each row and column. The most important fields to the report should be added first. This ensures that the report will select data from the right file. Print the report with only the most important fields first, to prove that the report works correctly. Once it is basically working, it can be fine-tuned.

Custom reports are list-based. This means they are composed of rows and columns, like a spreadsheet. For example: A job list has columns that contain information from the JOBS file, such as the client number, job number, job name, and production status. Each row would show a separate record from the database;one for each job selected by the query.

Don’t worry about adding everything you need at the same time. Later, you can add, move, and delete fields from the report as needed.

File Connections and Duplicate Fields

Clients & Profits X is a relational database. This means Clients & Profits X uses connections to associate one file to another automatically. Many files are internally “connected” to make printing easier and more efficient. Knowing how certain files are connected can make your custom reports more useful.

The connection between jobs and clients, for example, lets you print a job list for a query from the client file. Since a job is associated with one client, you can find all of the jobs for any client field. This gives you the ability to print custom job lists by division, for instance.

Most files aren’t linked through connections. Instead, certain fields are duplicated in many places. These fields are copied to new records as they are saved. Examples of duplicated fields are client numbers (e.g., CLIENTS. C_NUM, JOBS.J_CLIENT_NUM, AR. AR_CLIENT_ NUM, COSTS.COST_CLIENT_NUM) and job numbers (e.g., JOBS.J_NUM, COSTS.COST_ JOB_NUM, AR-ITEMS.AX_JOB_NUM, etc.). The duplicate fields are used to select records with queries when the files aren’t connected.


File Name



ACCOUNTS Char of Accounts; G/L account balances  
AP Accounts Payable; vendor invoice headers VENDORS
AR Accounts Receivable; client invoice headers CLIENTS
AR_ITEMS Billing amounts from client invoices AR
CHANGE_ORDER Change orders  
CHECKS Checkbook records  
CHECK_ITEMS Line items from checkbook records CHECKS
CLIENTS Client names, address, and account information  
COSTS All job costs (A/P line items, time, expenses, transfers) JOBS, AP
FINANCE Temporary file used to build financial statements  
GROUPS Groups  
JE Journal Entries from the General Ledger ACCOUNTS
JOBS Job tickets CLIENTS
PAYMENT_ITEMS Line items from client payments CLIENTS
PO_ITEMS Line items from purchase orders  
PURCHASE_ORDER Purchase / Insertion order headers  
RETAINERS Client retainer schedules  
STAFF Employees  
STATUS_CODES Production and billing status codes  
TASK_TABLE Task Table  
VENDORS Vendors  
WORKING Agency Information  

Learn more

Custom report basics
Making custom reports
The C&P file structure
Modifying custom reports
Selected records with queries
Exporting data with custom reports

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