Account Numbers/Codes

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Permalink Reply by Susi Schuele on December 22, 2008 at 2:05pm

I use a code based on the client and the project. I separate their client number and project number with a period or "dot" like this:

My Virtual Project(0001) - Virtual Administrative Assistance (001) = 0001.001
My Virtual Project(0001) - Logo Design (002) = 0001.002
My Virtual Project(0001) - Website Design (003) = 0001.003

This would indicate to me that the client (My Virtual Project) is the firm's first client, and their project (Virtual Administrative Assistance) is the first project for that client. Their second project would be the logo, then the website and so on.

In my particular database, I also have a Project Reference name in addition to the numbers. I generally start that name with the client's name, followed by a space then a dash then another space like this:

My Virtual Project - Virtual Administrative Assistance
My Virtual Project - Logo Design
My Virtual Project - Website Design

It keeps all of that client's projects together.

OK, so I'm a bit on the structured side... lol.

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Permalink Reply by Leigh Anne Aston on December 22, 2008 at 2:26pm

Thanks . . . and, structure is good.

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Permalink Reply by Deb Lamb on December 22, 2008 at 3:23pm

Ummm...I don't use any sort of codes, typically I just use the alphabetical way of things, makes it easy to keep up with. Within Quickbooks, it automatically assigns me a code (I think of some sorts) and then of course an invoice number. So if I ever need it for some reason, I can obtain it from there I do believe. I never use any sort of coding system, therefore, have really never thought about it. Just the good ole A,B,C way of things....lol....however, sounds like Susan has a serious coding system going on and would probably work as well.

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Permalink Reply by Sue L Canfield on December 22, 2008 at 5:43pm

I alphabetize. I haven't seen a need for a coding system yet. I use the business name of the client.

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Permalink Reply by Rebecka Melson on December 23, 2008 at 7:35pm

I don't use codes either. I have enough things to do without having to remember what all my codes are. Client name, alphabetical order, what else do you need? As far as filing goes, I may also sort by project or month, depending on the type of service and quantity.

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Permalink Reply by Kristi Bennitt on December 26, 2008 at 12:51am

I have to agree. I use accounting codes for my bookkeeping and invoicing, but in general I organize my clients by name (usually business name). I find it much easier to remember the human side of the business that way.

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