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Recording (i.e,. Adding) Online Payments
Any bank account can be quickly reconciled with your monthly bank statement using the Reconciliation function.
Any new work should be opened as a job ticket, as it happens. A job ticket can be opened anytime after it is conceived, and certainly before the work begins. It's important to open new jobs as soon as possible, since purchase orders and time can't be tracked without a job number.
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Clients & Profits reconciles bank accounts separately, so you’ll enter one account’s balance at a time.
There are two parts to bank reconciliation: selecting the bank account, then choosing which entries have (or haven’t) cleared. The first step involves entering the G/L account number and the bank statement’s ending balance.
✳️ Clients & Profits lists the account’s uncleared checks, client payments, and adjusting entries from the General Ledger. Uncleared items (or cleared items; it’s your choice) are marked as cleared until the account balance is correct -- then the entries are saved.
🔹To reconcile statements, open the Checkbook window then click the Reconcile Bank Statements toolbar button.
HERE'S HOW IT WORKS
• A purchase order can be charged to a credit card.
• Time reports can show time by staff member or for one job number.
• The time card reports analyze the week’s time by department or team, for better accountability.
• Only supervisor or admin level users can add, edit, and delete staff files.
• Time reports can be printed daily, weekly, or for any period of time.
📎 Look for the "amount to allocate" before you save the check's changes. Printing doesn’t cancel the reconciliation, so you can print the report at any time.
⚠️ The job cost check's G/L# can't be changed once the check is saved. That's because the check number is based on a sequence number specific for the checking account, which is its own G/L account. If you could edit the G/L# number here, it would throw off the numbering sequence. If you need to re-enter the check's G/L#, you'll have to delete the check and add it over again.
⚠️ The job cost check's number can't be changed once the check is saved. If you need to give the check a different number, you'll have to delete the check and add it over again.
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📎 A bank reconciliation can be saved temporarily by clicking Save. When the window is reopened later, the temporarily cleared items appear with an “X” in the Cleared checkbox.
📎 Reconcile anytime. Each checking or savings account is reconciled separately. The Bank Reconciliation window lists all activity for an account, including checks, deposits, service charges, interest income, and miscellaneous entries.
TO RECORD AN ONLINE PAYMENT
1️⃣ From the Checkbook window, find the check you need to edit.
2️⃣ Click the Edit toolbar button.
3️⃣ Make your changes. These are the fields you can change on an unposted job cost check:
📎 Vendor Due date is the date on which the work is to be delivered.
📎 Paid to User-defined custom fields provide an easy way to include specialized information about a purchase order. These fields are completely customizable and appear on printed purchase orders. Since the vendor sees these fields, they are ideal for describing details such as print specifications (paper stock, inks, bindery, etc.).
📎 Amount The option marks all entries as cleared automatically. It should be used if most of the account’s items are likely to be cleared, which saves time. Otherwise, leave it unchecked to manually clear the account’s entries.
📎 Include on year-end 1099 report option, and tax ID The option marks all entries as cleared automatically. It should be used if most of the account’s items are likely to be cleared, which saves time. Otherwise, leave it unchecked to manually clear the account’s entries.
📎 Memo The option marks all entries as cleared automatically. It should be used if most of the account’s items are likely to be cleared, which saves time. Otherwise, leave it unchecked to manually clear the account’s entries.
📎 show deposits by batch number option To save time the show deposits by batch number option can be selected. It will group the deposits from one batch into a single line item.
4️⃣ Make any changes to the check's line items, including job, task, and debit G/L# (i.e, job cost).
⚠️ The sum of the amounts must equal the check's amount.
5️⃣ Click Save.
The Bank Reconciliation window then opens, listing the bank's outstanding transactions based on your selection. This is where you'll mark entries as cleared or not cleared until they match your printed bank statement.
TIPS
📌 When a new order is added, the default order template is selected automatically. The default order template can be changed in the Order Template window.
📌 The line item description appears in the body of the purchase order. It should be used to briefly describe (in 50 letters or less) just what is being ordered. It will be copied from the task description, but can be changed. After the order is saved, a description can also be entered for each order line item to specifically describe in more detail what's being ordered.
📌 The vendor's name and address on a purchase order can be customized, but only after the PO is saved. This ability lets you write a purchase order to a vendor in your database, but send the PO to a different address. You can change this from the Purchase Orders window by clicking the delivery info/special instructions link.
FAQs
💬 Can I delete a task from the Add/Edit window? No. To delete a task, close this windowFrom the Task Table window, click on a task then click the Delete toolbar button. A task can be deleted from the Task Table as long as it isn’t used on any job.
💬 Can I change the staff member's initials? Yes, the Re-number utility will change all of a staff member's time entries, job tasks, etc. automatically. If the staff member also has a vendor account (which is used for expense report reimbursements) it will be renumbered as well.
SEE ALSO
Checkbook
Bank Reconciliation FAQ
EXPLAINERS
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