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Groups

In larger companies staff members are usually organized into departments, such as account service, production/traffic, media, accounting, and administration. Clients & Profits allows users to be grouped together into departments in the same way. By arranging users into departments, it’s easier to track, compare, and manage the performance of a shop’s different departments.

groups

To add a new group, click the add button. You can have up to 9999 groups, but ten or so is more likely. To edit a group, click once on a group to select it, then click the edit button. To delete a group, click once on a group to select it, then click the delete button. Once deleted, the group number can be used again later.

Click this button to print a group list. A group list can also be printed from the group Lookup List. From the lookup list window, click the Print button.

Every group has a name and a number. The group number is added to the tasks, but the client doesn’t see it. Instead, clients see only the group name. Groups are sorted numerically on estimates and invoices.

To edit or delete a group, select it. Then click the Edit or Delete button.



Looking up task groups

Task Groups can be viewed anywhere in Clients & Profits by choosing Lookup > Task Groups.

Task Groups are indirectly used throughout Clients & Profits. Every user can belong to one Task Group, which is entered in the user’s General access privileges window. A Task Group table can be created with codes and names that describe each Task Group. Each Task Group is identified with a number (from 1 - 99), a short name, and a long description of the Task Group’s function (which is optional).

A Task Group shouldn’t need to be created for each client, since Clients & Profits already provides productivity and profitability reports by client.

Each department can be assigned a Task Group manager. To assign a department manager, you’ll enter the initials of a Clients & Profits user into the dept mgr field. This person’s name will appear on most Task Group-oriented reports. If the TimeCop is enabled, the Task Group manager will be automatically notified by e-mail when one of the Task Group’s members haven’t completed their daily time card.

In addition, each Task Group can be given an optional office number. If you’re using Clients & Profits across multiple offices, this number helps identify the Task Group within each location. If you don’t have multiple offices, the Task Group number can be left empty.

Task Groups and the General Ledger

The same Task Group table is shared between the General Ledger and the Clients & Profits user list.

A separate set of G/L accounts can be created to track overhead expenses by Task Group. The Task Group number is appended to the G/L account number (e.g., account 520000 becomes 520000.10 for department 10).

The roll-up option will consolidate department accounts into a master account.

An existing G/L account can be assigned a Task Group if it has no balance. To assign a department, double-click on the account in the Chart of Accounts window, then choose a Task Group from the pop-up menu. The account’s number will be changed to include the Task Group number.

The Chart of Accounts has a special Auto-Create function that clones a set of selected G/L accounts for one Task Group.

To set up task groups

1 Choose Setup > Task Groups

The Task Group window opens, listing your current Task Groups.

2 Click the add button.

3 Enter the Task Group number, name, description, manager, and office then click Save.

If you’re creating the Task Group table for the first time, use the Auto-Create Task Group function by choosing Edit > Auto Create Task Groups. It checks the user list for Task Group names, then automatically creates a Task Group record for each one it finds. Each Task Group will be numbered automatically, but that number can be changed.



"Hands down, this Clients & Profits Helpdesk is the best of any support team." -- Kate Mistler, Fabiano Communications