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Clients & Profits X Online User Guide |
Lookup Lists are the best way to quickly find clients, jobs, vendors, contacts, and more.
Lookup lists make it easy to find account numbers, job numbers, and more while you’re working. They show basic information about clients, jobs, staff members, vendors, the chart of accounts, status codes, the task table, groups, purchase orders, etc.
Lookup lists can be opened anytime, anywhere—even while you’re adding or editing something. For example, you can look up a client while adding a new job ticket. Once you’ve found the client, double-clicking on the record enters it into the “client” field for you.
The list is updated the first time the lookup window is opened, getting the information it needs from the server. (It may take several moments to update the list if there are many records to list, or if the server or network is busy; you can cancel updating by clicking the Cancel button.) When a lookup list is used later, it opens immediately; however, it does not show any recently-added records. Updating a lookup list brings it current, showing everything added into the database so far. You can update a lookup list on some windows anytime by either clicking the Show All button or reselecting an option under the Show pull down menu.
To find something using a lookup list
Lookup lists will open automatically whenever you tab past an empty client number, job number, task code, or vendor number field. Also, lookup lists can be opened whenever you want using the Lookup menu.
For example, to find a client:
1 Choose Lookup > Clients.
The client lookup list shows numbers, names, contacts, and phone numbers (the columns can't be changed). You can sort the list by clicking on column headings and the up/down button.
2 Enter the first letter or number of the client you wish to find.
3 Use your mouse to scroll through the client records (or press the up and down arrow keys).
4 Double-click on a client record to select and use it, or press Return.
If you are adding a new job or an invoice, the client number is entered automatically and the lookup window closes.
All of the other Lookup Lists work in the same way.
| Lookup Lists | |
| Name: | What it shows, extra features: |
| Clients | Account number; organization name; primary contact and phone; date of last call. Clients can be filtered by type (i.e., active, inactive, prospect, cold call, etc.) using the "show" pop-up menu. |
| Contacts | First name; last name; organization; office phone; kind (i.e., active, inactive, prospect, cold call, etc.) Contacts can be filtered by kind using the "show" pop-up menu. Clicking the contact info link displays the client contact's complete details. |
| Jobs | Job number; client number; job name/title; AE/team; priority. The jobs lookup list shows only open jobs when it is first opened. Use the "show" pop-up menu to display both open and closed jobs. A job list showing the jobs currently displayed on the lookup list can be printed by clicking the print button. Clicking on the traffic link displays the job's traffic information. If no other windows are open, double-clicking on a job in the lookup list jumps to the Job Ticket window. |
| Staff | Staff member initials; full name; department; office phone; team. The staff lookup list shows only current staff members when it is first opened. Use the "show" pop-up menu to see ex-staff members. A staff list can be printed by clicking on the print button. |
| Vendors | Account number; organization name; phone numbers; fax number; type. The vendor lookup list shows only active vendors when it is first opened. Inactive vendors can be displayed by using the "show" pop-up menu. Clicking on the contacts link opens the vendor contact window displaying all of the vendor's contacts with their phone number and email address. The vendor list can be printed by clicking on the print button. |
| Task Table | Task code; task description; group; profit center; kind (i.e., scheduling, estimating). Use the print button to print the task table list with the task's dgl, cgl, markup rate, billing rate, and taxable status. |
| Purchase Orders | Order number; job number; vendor number; order date; total net cost; current status/note. The purchase order lookup list shows only open orders when it is first opened. Use the "show" pop-up menu to display both open and closed purchase orders. Click on the print button to print the purchase order list. |
| Insertion/Broadcast Orders | Order number; job number; vendor number; order date; total net cost; current status/note. The insertion/broadcast orders lookup list shows only open orders when it is first opened. Use the "show" pop-up menu to display both open and closed orders. Click on the print button to print the media orders list. |
| Status Codes | Status number; status description; status category (i.e., pending, work in progress, finished, or closed). New status codes can be easily added by clicking on the add button. The status code list can be printed by clicking on the print button. |
| Job Types/Spec Sheets | Job type name; description. To add a new job type/spec sheet, click on the add button. Only the name and description can be added here. Use the setup menu to add the job type/spec sheets template, milestones, estimate options, etc... To print a list of the job type/spec sheets, click on the print button. |
| Client Projects | Project name; description; client number, project status. To print a copy of the client project list grouped by client, click on the print button. |
| Groups | Group number; name/description. The group list can be printed by clicking on the print button. |
| Chart of Accounts | Account number; account name/description; class (i.e., assets, liabilities, equity, job costs, expenses, etc.); profit center. Accounts can be filtered by profit center using the "show" pop-up menu. Only active accounts are listed when the window first opens; clicking the show all link displays both active and inactive G/L accounts. |
| Profit Centers | Profit center number; name; full description. To add a new profit center, click on the add button. The profit center list can be printed by clicking on the print button. |
| Departments | Department number; name; full description. The department list can be printed by clicking on the print button. |
| Media Briefs (Campaigns) | Campaign name; description; current status. New media campaigns can be added with their client and name/description by clicking on the add button. Use the print button to print the media brief list with the start and end dates of each listed media campaign. |
Note: Columns on lookup
lists can't be customized.
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