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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The Clients & Profits chart of accounts is completely customizable. You can have as few or as many accounts, depending on your company's needs.

Each account has an account number and name that will be seen throughout the program and on reports. Accounts are added for various classes, and can be setup for a sub-class, profit center, or department. You can even assign a category to your accounts to use it on special cash flow and ratio reports. Some accounts should be added as control accounts or checking accounts. Control accounts will be used by the Auditor feature in the General Ledger to keep your financials in balance. And if you want to write checks in the program, at least one account must be added as a checking account.

🔹 To see and use account & freelancer accounts, choose Setup > accounts (Freelancers)

HOW IT WORKS

• Each account can have his or her own set of standard and special billing rates.
• Every user has his or her own standard cost and billing rates, which are copied automatically to their time sheets.
• Special billing rates can be made for any combination of account, client, and task.
• accounts can be limited to seeing jobs for only certain clients by setting the client’s staff Permissions.
• If a account doesn’t have access to the client’s jobs, they can’t see its job tasks.
• Staffers can add their own unavailable days.
• Each staffer can have a skill set — the tasks a staffer is qualified to do — to simplify scheduling for project managers.
• Standard tasks (e.g., admin tasks such as SICK, HOL, VAC, etc.) can be set up for each account.
• Only supervisor or admin level users can add, edit, and delete staff files.
• A account with only access to their own account can’t see other staff files.
• Every staffer can change their home address, phone number, email settings, staff photo, signature, and signature text for emails.
• Staff account information can be seen by any C&P user with access permissions to see other accounts.

Listen to a podcast about how to get the most out of Clients & Profits's most useful project management features (5:06 mins)

✳️ Need to delete an account that's in use? Make it inactive instead Inactive accounts will not appear on the Chart of Accounts lookup list. Only accounts marked as active can be used on new work. If an inactive account is hand typed into an account number field, C&P will prompt the user to use another account.

TO ADD A NEW ACCOUNT TO THE CHART OF ACCOUNTS

1️⃣ Click the Add toolbar button, or choose Edit > Add New Task.

The Add (or Edit) Task window opens, display all of the task's settings and options. You won't need all of these settings and options, so only enter the values that matter.

2️⃣ Enter the account number and account name.

The account number can contain up to 6 digits plus a 2digit dept. number. They’re customizable, but can’t be changed once the account has a balance. Active accounts appear everywhere. Making an account “inactive” prevents it from being used for new work. Inactive accounts will appear in the Chart of Accounts window and the lookup list with an “*” next to it.

The account name is a short description of the account’s purpose and appears on financial statements.

3️⃣ Choose the account's class, subclass, profit center (optional), and department (optional) from the dropdown menus.

Each account belongs to a class (e.g., assets, liabilities, etc.). The class is used to organize accounts and determines what accounts are on the Balance Sheet and Income Statement. An optional subclass can be used for making subtotals on financial statements. An account can belong to a profit center by entering its number here. An account can belong to a department by entering its number here. The dept. number is appended to the account number, so it can’t be changed if the account has a balance.

4️⃣ Select the account's options:


5️⃣ Choose the account's cash flow category and ratio category from the dropdown menus.

6️⃣ If you're an in-house marcom, enter your accounting system's corporate G/L# that applies to this account; otherwise, leave the value empty.

7️⃣ The description/positive pay acct # field can be used for either a full description of how this account is to be used (which is useful for documenting your accounting process) or as the positive pay account number for bank checks.

If a vendor account's active checkbox is checked, then it is an active vendor. Vendors that are no longer used can be made in-active by unchecking the active checkbox in the Edit Vendor Account Info window.

8️⃣ Click Save.

💬 Can I enter an account's monthly budget amounts when I'm adding a new account? No, you have to save the new account first, then click on the Edit toolbar button to enter the account's budgets.

TO EDIT A G/L ACCOUNT

1️⃣ From the Chart of Accounts window, double-click on an account (or click on a account once then choose Edit > Edit Account).

2️⃣ Make the changes.

⚠️ You can't change the task ID (i.e., task code) on a task that's already on job tickets; however, you can make the task "inactive" so that it can't be added to any new jobs.

📎 If a task is no longer used, make it inactive If a task's active checkbox is checked, then it is an active vendor. Tasks that are no longer used can be made active again by unchecking the active checkbox in the Edit Vendor Account Info window. Likewise, tasks that are currently inactive that you would like to make active can also be made active in the Edit Vendor Account window at any time. Inactive tasks don’t appear on the lookup list and can't be used for time, costs, POs, or media orders.

3️⃣ Click Save.

⚠️ Changing a task here doesn’t affect existing job tasks -- unless the “update existing tasks” option is checked. This option finds this task on all of your existing jobs, then changes the job tasks one-by-one. Don’t select this option unless you want task information on old jobs changed.

TIPS

📌 Staff photos appear in a user's Information Center window when they log into Clients & Profits X. Graphics pasted into the Photo area of the Edit Staff window should be saved in PNG format. Graphics should be 280 pixels wide and 240 pixels high at 72 dpi. The staff photo field size is very specific, so graphics that are pasted at sizes larger or smaller than this field size will automatically be scaled to fit the photo field.

FAQs

💬 The staff photo I pasted doesn't look right. What went wrong? If the graphic looks scaled or out of proportion, check the graphic's size to be sure that it's as close to the field's size specifications as possible and re-size the graphic as needed. Choose Edit > Clear to delete the graphic, and paste the graphic again.

💬 Can I change the account's initials? Yes, the Re-number utility will change all of a account's time entries, job tasks, etc. automatically. If the account also has a vendor account (which is used for expense report reimbursements) it will be renumbered as well.

SEE ALSO
Staff Billing Rates

EXPLAINERS
Staff Planned Hours