Clients & Profits X User Guide: Snapshots

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Snapshot reports provide a simple way to see essential information about the business. The idea behind snapshot reports is simple: Snapshot reports are designed to give managers quick “snapshots” of jobs, costs, billings, and financial information that are easy to print without programming.

Production Production reports show status, traffic and schedules from jobs and tasks. It's the only way to get job status lists, traffic reports, and job schedules for all of your jobs in production.

Work In Progress Work in Progress reports compare estimates, costs, open purchase orders, and unbilled costs from jobs and clients.

Job Costs Job Costs reports summarize purchases, time, expenses, and checks by job, task, or client -- every cost you've incurred for a week, month, or any period by client, job, or task.

Vendor Account Aging These reports show unpaid invoices from A/P. You can see unpaid invoices in detail, or just see each vendor's balance due. The vendor aging can be run as of the current date or through any prior period.

Client Account Aging Client Account Aging reports show unpaid invoices from Accounts Receivable. You can see each unpaid invoice, or just the total balance due for each client.

Cash>Flash The Cash Flash window shows your current cash balance and outstanding A/P and A/R balances. A schedule of payments and cash receipts can be set up to help you plan your cash needs.

Profitability Profitability reports show profit and loss from jobs and tasks. You can analyze the job's profit to date, or just profit earned for the month's billings and costs.

Productivity Productivity reports show how time was spent from Time Sheets. You can quickly see how your staff is utilizing their time by client, department or profit center -- for a week, a month, or any period of time.

Financials This encompasses the Income Statement, Balance Sheet, Trial Balance, Detailed General Ledger, and Statement of Cash Flows. You can print financials anytime during the month, seeing your up-to-the-minute balances.

Media Analysis Media Analysis reports can be used by media buyers and account service to see how advertising was purchased. Account management can use media analysis reports to analyze how well the media department is managing themselves.

Productivity reports can help you balance the work load. If one staff member is consistently logging more hours than other staff, you'll see it in their total hours. You can use this information to move work around, so that everyone is working more efficiently.

Cost-based WIP reports literally show you which costs are unbilled. This option gives you the most detailed look at unbilled costs, which then become the basis for your WIP accrual entries. However, it's more complicated to track WIP by cost than it is by task.

You can mark vendors "inactive" in the Vendor window. Choose Setup > Vendors, then choose Edit > Edit > Vendor. Uncheck the Active checkbox, and click Save. Do this for each vendor that is no longer active. Then, when you open the Vendor lookup list (Lookup > Vendors), the list will pull only active vendors.

Job Scheduling Like estimates, schedules are not created independently of jobs. Instead schedules are based on a job's tasks. In this example, we'll create a "ballpark" schedule, then we'll fine-tune the job schedule for the staff's production reports.

Traffic Traffic reports show jobs by status, including important dates and times. In this lesson, our new job will be given a "work in progress" status to add it to the Daily Job Status and Weekly Traffic reports.

Tracking Time Daily time keeping is important because it's the only way to know how everyone in the shop spends their time. If you bill for time and materials, it's critical that everyone log their hours worked on jobs and tasks. Without accurate time keeping you're giving your clients free time.

It's easy to see what's due today.
It's easy for anyone in the shop to see what's due today. Job tasks that are scheduled to be completed today appear automatically in the Work to Do window -- just choose View > Work to Do then click OK. They're easy to change, too. Double-clicking on a task displays its production details, including specifications that describe the work.

Missed deadlines? Not me!
Here's a different kind of traffic report: The Missed Deadlines report concisely shows only those scheduled tasks whose finished date is later than their due date. It's subtotals overdue job tasks by staff member, giving production managers the information they need to determine why some work is finished late. Perhaps not enough time is being given for staffers to complete the work? If so, the scheduler can adjust the lead time on future work using this information.

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