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Actually there are no year end requirements in either DesignSoft Creative Billing or
DesignSoft Time Sheet Manager. However it will be easier to review and work with the
old job and accounting information later if you save it by year. So we suggest that
you start a new Annual Time Sheet File in Time Sheet Manager and rename this year's
Archive Data folder and the Accounting Paid Payables and Paid Receivables files in
DesignSoft Creative Billing. Creative Billing will recreate these files and folders
the next time you start the application for the new year.
1. Job Numbers
If you don't use the year as part of your job number formula it will continue counting
as usual and there are no changes necessary.
If you use the year as part of your job number formula, the year portion of your
job number will automatically roll over and the incrementing number portion of your
job number will stay the same. For example for a simple 2 part job number like: 025001,
the first two digits "02" represent the year 2002, the remaining four digits "5001"
represent the incrementing number portion of the job number. On Jan. 1, 2003 the number
would roll over to 035001. Note that the incrementing number number portion will stayed
the same. If you wish to reset the number portion of your job number simply change it the
first time you start a new job in the new year. For example using the number above if it
offered 035001 and you wanted to reset it back to 1 you would change the number to 030001
and Creative Billing will continue counting up from there.
2. Creative Billing Archive Data Folder
To rename the Archive Data folder which contains this year's old jobs, be sure to archive
any remaining jobs that you have finished and billed. Next QUIT DesignSoft Creative Billing
and Open the DesignSoft Folder on your hard drive. Find the Archive Data folder and change
name from Archive Data to something like "Archive Data 2002".
3. Creative Billing "Paid" Accounting Files
To rename the Accounting Paid Payables and Paid Receivables files, start DesignSoft
Creative Billing and display the Paid Payables file. After the window appears, select
"Rename Paid..." under the either Payables menu, Repeat this procedure for the Paid
Receivables file. Any time you wish to display files that have been renamed, select
"Paid..." under either the Payables or Receivables menus and select the renamed file
you wish to work with.
4. Sharing Creative Billing Accounting Data With Your Accountant
You can provide your accountant with monthly, quarterly or annual accounting information
as a report or a tab spaced text file in either the Mac or Windows formats. The Profit
and Loss and the Accounting Activity reports are probably the reports your accountant
will be interested in. Simply run the report you want using the TO and FROM dates needed.
Next either print out the report or select "Export As Text" under the Payables or
Receivables menu. This file can then be emailed as an attachment to your accountant
or sent directly on a disk.
5. Starting a new Annual Time Sheet Merge File in Time Sheet Manager
The beginning of the year is a logical time to create a new merge file for your StopWatch
Time Sheets. This is very easily done by selecting "New" under the Time Sheet Manager's
"File" menu. When asked for a name call it "2003 Time Sheets", etc. Remember to import
all your 2002 time into the current 2002 annual file first. For jobs/projects that are
ongoing from 2002 into 2003, run a "job filter" report at the END of the job from the
2002 file and also from the new 2003 file. You can then save each and merge the two
reports together to create a single master job time file. This still allows you to
keep your job time seperated by year but get a single job report at its completion.
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