Important: Please execute a database backup prior to starting any import process!

Notes about special fields:

• Client Name: This field is required when creating new records. It can also be used as a key to lookup Client records when choosing to Update Existing Records.
  • If you're importing a Client with a first and last name, then this Client Name field should contain the Client's Last Name. There is a separate field for First Name.
• Telephone Main: This field is required when creating new records. It is not required when choosing to Update Existing Records.
• ID: This field should be left blank when creating new records. It should only be used as a key to lookup Client records when choosing to Update Existing Records.
• Relation: If this field is left blank when creating new records, then it will be pulled from the Client Defaults that are set in: Administration ➤ System Setup ➤ Sales & Purchasing. There are ONLY two possible Client Relations allowed:
  • Client
  • Prospect

We often get questions about the difference between Technical Support and Consulting. People wonder, "Where's the line?" or "How do I know when I've crossed it?" Given that Technical Support is covered by your CCP membership and Consulting is billed by the hour, these are important questions!

• Technical Support helps you to understand why the software is doing what it's doing or reproduce any error condition you may encounter so we can get it on our fix list.
• Consulting covers anything else, like creating reports, anything to do with custom scripts, helping you learn how to use the software (i.e training), or helping you figure out how to best utilize the software in your business, among many other things.

That said, here are our official definitions and policies:

Profit Centers & Departments are used to further categorize and report on Income and Expense activity only. They are optional.

Occasionally, you will receive a payment for something other than an Accounts Receivable Invoice or Client Deposit.

A Non A/R Receipt is used in cases where the incoming funds are not to be applied to an Accounts Receivable item. Acctvantage allows for Non A/R Receipts to be tied either to a Client or a miscellaneous payer. Vendor refunds and payments received from employees are just two examples where you may find a Non A/R Receipt to be useful.

This lesson will only cover the specifics of Non A/R Receipts. For the basics on entering a Receipt see the article on how to Receive a Payment from a Customer.