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Codamos User`s Guide

1. Contact ID E mail Address Email Display Name Last Name First Name Middle Name T Tit le Company Name Mobile Phone Location ID OwnerGrouplid A customeroo1 01 Smith customer001 01 orion customer002 o1 Johnson customer002 01 orion new fot prev next lst Josges0 v aona v Now from the actions drop down list highlighted in yellow above select the connect action The following dialog is then displayed Connection Manager New Unsaved Data aaa emai ust contact AE Contact Role ID connect Select the desired Email List Contact ID Connection Manager New Unsaved Data B maa Email List Contact iD faston Contact Role ID connect Codamos User s Guide Page 220 We have selected the customers contact which is intended to be a list of all customers In this example we have only two customers but you could have hundreds or thousands Now press the connect button to add all the member contacts to the list contact Manager Existing Data Contact ID customers o1 Email Address Email Display Name Last Name First Name Middle Name Title Company Name Mobile Phone Location ID AA Phone Fax delete refresh hidden sendEmail and click on the Connections tab contact Manager Existing Data Contact Links Rowld list member orton customers o1 jcustomerdd 7 o1 list member orton 1 2 2 ee ATE and verify that the expected member
2. Codamos User s Guide Page 23 2 2 4 The New Button Pressing the new button displays the Manager Dialog for the given business object so you can enter a new instance of the given business object The term business object refers to a Contact Item Location etc 2 2 5 Grid Actions The actions drop down list includes selections for massUpdate export and chown These are described below 2 2 5 1 Mass Update The massUpdate action updates column values in multiple records in a single action The massUpdate action acts upon all records currently selected within the grid As a simple example let s say that we wanted to change both Bill s and Eric s middle initial to W You would do the following steps Specify selection criteria such that only Eric and Bill s contact records are displayed in the grid Press the massUpdate button Specify W in the Middle Name field Press the massUpdate button Press the OK button ot ge Oe I The records are then re displayed with both records modified with the middle name set to W 2 2 5 2 Export The export action creates a CSV comma delimited file corresponding to all records currently displayed in the grid Reusing the example from the prior section if we were to use the export action a CSV file is created corresponding to the records for Bill and Eric After executing the export action depending on which browser you are using the browser will either a display the CSV file in another
3. E AA Employee Pay Specify for Non Regular Payroll oa oron meee 91MCy5n3h1ag r1 jane r1 khaaa remco 91MCy5n3h1ag r1 john ri remco new fat prev next tast ages OY Notice that Regular is set to N This results in the system taking gross pay directly from the Employee Pay table instead of from the Pay Rate table The Employee Pay has been specified as 1000 for both Jane and John After running the payroll we have the following Payroll Manager Existing Data 9 gt mmm Payroll ID 91MCy5n3h1ag r1 Start Date 2015 04 01 00 00 End Date 2015 06 30 00 00 Pay Date 2015 09 10 00 00 Pay Frequency quarterly v Status done v Regular N v elete retresn hidden suomitPayrou Employee Pay Specify for Non Regular Payroll rona Payot r E 91MCy5n3h1ag r1 jane r1 1000 00 91MCy5n3h1ag r1 john r1 1000 00 1 2 2 new fist prev next tast paged 0 v Payroll Employee ran so Paate 5n3hiag BELLO jane r1 91MCy5n3h1ag r1 john ri new st prev next tast pasado Gross ETE bii arahia EEA TA Ea 1000 00 3500 00 762 80 1000 00 QHzFiKsaPGZQ r1 0 00 0 00 91MCy5n3h1ag r1 fJL5R9E35ZkN remco private 1000 00 801 40 HLo3h5SvpTRv r1 0 00 0 00 91MCy5n3h1ag r1 remco private 2j hinbp3Ur8 r1 john r1 aaa e aoe i NhjDbvs58kA3 r1 jane r1 zsa40 ee Soh Cm at next last Jpages 0 v Daurall an Notice that both John and J
4. O bitigates c1 billg microsoft com O Jeric at eric rosenbloom codamos com Eric Rosenbloom Rosenbloom Eric Managing Partner 1 3 3 new first prev next last edit Jpages 0 v factions v 2 1 8 The Offset Field The Offset Field is normally only used when querying very large tables For example in a million record table you may want to display 100 records starting at record number 500 000 This this case you would specify an offset of 500000 Codamos User s Guide Page 20 2 1 9 Multi Tab Finders Some finder dialogs have multiple tabs which facilitate searching for parent records based on values in child records This section illustrates the process of finding contact records based on contact status Go into the Contact Finder contact Finder Contact ID begins with Cs Title begins with Y O O manades epre win v coroany name eegee wen v C Email Display Name begins with MobilePhone begins with Lastname begms wren v oeat eeen AE rst ame Begs with owner beans wih vA Middle Name a OoOo O O find clear count saveFinder Order By si asc v Joffseto Maxitoo 7 contacts Contact ID Email Address Email Display Name Last Name First Name Middle Name Title Company Name Mobile Phone Location ID OwnerGroupid new firs t prev next last _edit jpage v viactions Vv M Go to the Status tab contact Finder Status contacto besiewith A E a
5. Company Name begins with v sd Email Display Name begins with v with v Mobile Phone begins with Y with Y Last Name begins with LocationiD begins with Y Offs First Name begins with OwnerGroupld begins with Offs Middle Name begins with sd Rowld begins with Y 0000 DEDEDE ns eo o contacts Contact HAI Address Emal Display NamejLast Masso ist NamejMiddie Wate Tile Company Name Matin PhonejLocation D OwnerGroupid new first prev next last edit page 0 v factions v In this case pressing the find button without any search criterion will display the first 100 records found as illustrated below contact Finder Contact ID begins with v Title begins with v Email Address begins with v with Y OoOO O O Company Name begins with Y begins with Y OoOo Email Display Name begins with Mobile Phone begins with v Last Name begins with v with Oo O Location ID begins with with A OOo O First Name begins with v with OoOo OwnerGroupld begins with Y with ALO O O O Middle Name begins with v rowa beswen d find _clear count _saveFinder JOrder By v asc v joffset o maxioo v contacts Emal Akie Email Display Middle Company Mobile Location OwnerGroupid Name Name Name Phone ID E iteates d1 cores com i ic i Managing Partner 610 304 9737 i elli x Larry Ellison i Chief Technology Offi
6. KFCst002s9ms iilices 1 1 71 new first prev next last edit Jpagesio Notice that the system determines that the Delta Qty is 1 In other words we are one bag short in this case Now we can have a look at what data has changed behind the scenes Click on RawCoffee and then go to the Inventory tab Codamos User s Guide Page 158 item Manager Existing Data Inventory scum item iin aty J Total cost Unit Cost J currency in nee ee ee ee 1 1 1 fist prev next last edit Jpases 0 v Notice that the Qty has been updated from 4 to 3 The computer is now in sync with the physical count Next let s look at the financials involved Use the Financial Account finder to display all accounts which Start with cost Financial Account Finder cout ha Account Type ID begins with A a _ cleared Balance gt a BA Sub Account Of A OwnerGroupld A fF clear count saveFinder JOrderBy 7 asc y loffseto Maioo 7 Financial Accounts m Account ID Account Name Account Type ID Balance Currency ID ub Account Of OwnerGroupld cost of powds soald j1 Cost Of Goods Sold expense 100 00 E taken j1 Cost Of Goods Takenjexpense 100 00 new fist prev next last cit Jpagesi0 v actions wheo r Notice that we now have a 100 charge in the cost of goods taken account This is the account used to track inventory shrinkage Ho
7. Process Time Y F Process Expense Task Required insertClose insertContinue refresh hidden Fill in the fields in a manner similar to shown above Leave the Process Time Process Expense and Task Required set to their default values as shown above Press the insertClose button and then the find button Codamos User s Guide Page 91 Project Finder Project ID begins with Project Name begins with Bill to Account ID begins with A Income Account ID begins with Y A Process Time begins with Process Expense begins with T Task Required begins with T OwnerGroupld begins with Oj Rowld begins with find clear count saveFinder Jorder By l asc loffsetlo Max 100 7 Projects P Project ID Project Name Task Required Bill to Account ID Income Account ID OwnerGroupld me nnewood software e1 Wynnewood Software woo fe yn rood Soft ware et semwice income el jeaple public Cc _new first _prev next last edit Ipages 0 Y actions T You now have a new billing project in this case for Wynnewood Software 3 2 2 3 Setup Resources In this step Fred sets himself up as a Resource Select Projects gt Setup gt Resource and then press the new button Resource Manager New Unsaved Data x Main Resource ID fred Resource Name Fred Eagle Active Y T User ID A A fred e1 Remit to Account ID A Al
8. location_type customer Location Name Wynnewood Software Address Line 555 Wynnewood Software Way Address Line City Ardmore State PA Zip 19003 Country g usa Time Zone A Americas New_York First Name David Last Name Blumfield Email Address david blumfield wwsw com Fill in the information pertaining to your first customer and press the next button Repeat this process for all your customers and vendors if you have any vendors When you have no more customers or vendors to enter leave the fields blank and press the next button The page at localhost 2012 says Mo more customer or vendor locations to enter Codamos User s Guide Page 89 Press the OK button to exit the Setup Wizard Log out of Codamos and log back in with the Username and Password you entered in the Create Group Admin User wizard dialog Note A company owner like Fred may prefer to skip ahead to section Billing Time and Expenses via direct A R Entry There may be some advantages for a company owner to use the Projects application but it is a bit more involved than the direct A R entry approach 3 2 2 Setup Projects Application This section illustrates the steps required for preparing to use the Projects application for time and expense reporting The following table summarizes the setup steps required Step Description o Setup Rates Fred establishes the billing rate he charges for the work activity on the given customer
9. CODAMOS Enable the Enterprise Codamos User s Guide Created 2015 04 02 Revised 2015 10 07 Contents C WANT CU ON aces se paige ses cee E san conrad sects detrei E E E E E T 7 1 1 0 6 6 6 ak d DE T a a ee ne ener ene en eee 7 1 2 BS CUI l N E E A E ctor mari E E E T oe tuun E T A E E O ater E 7 1 3 le aia eaa a TN e APEE EE EEEE EPE EEE A AE EIE E EEE E E EE EEE 8 1 4 Logging Into CodaMOS sisisssssrisrisrssinsrrssnikerincak resns itkin iak NE CANAVAN NNNNA NEESS ANES 8 1 4 1 TWO TC OLEOS eaa E E EE 9 1 5 Watch Videos Before Trying Yourself cccccccsssececceseccesescceeeeseceeeesececseneceeseuecessunecetsenecetsenes 10 1 6 Setup Wizard for the Group Administrator sssssessesssesssrrresrrrssrreresrrressreresereesrrereserreserereserresere 10 DGS VST SA SS e O E E E AE E E A E E 15 2 1 PAdo DIOE ee r yenscecsossasesssnieeicsssiceen aenecesees 15 2 1 1 Sae aai E EEE E E E E E E E setae ce E A AA A oats 16 2 1 2 SELECTO OPET IO S EE EET 17 2 1 3 Te CIE A e UON aeee E E A E E 18 2 1 4 TS GO BURO eee A A A E AE 18 2 1 5 Sorne Finder RESULTS ae ee ee eran 18 2 1 6 The save Finder DUNT FO Winckess ostecteveseinsicnsetensessetaus cette E E 19 2 1 7 Max Records IN Finder RESULTS scnccsucesarwscarenduvavesavnssnevedueetosauadtberaiuvaresseunonenuindedvscendbnenuivenieeas 20 2 1 8 e ON err E e E E E NE E A A E 20 2 1 9 MUT o FNAT a E E E E eee saaeeandieas 21 2 1 10 Use of Checkboxes to Narrow Down Finder Results
10. Fill in the contact information and press the insertContinue button then go to the Status tab and press the new button Contact Status Manager New Unsaved Data Main Contact ID A john jones d1 status_type_id insert lose insertContinue refresh hidden Fill in the fields as shown to make him a new applicant then press the insertClose button then go to the Documents tab and press the new button and follow the instructions in Document Management for uploading a document When done you should have Codamos User s Guide Page 161 Contact Document Manager New Unsaved Data Main Contact ID Of nerous gh A Document ID 9 7 p5RUIv1S7eVv0 insertClose insertContinue refresh hidden Press the insertClose button You now have a new applicant contact with his resume attached 4 8 2 Create an Interview Record This section illustrates how to create a record of an interview Select HR gt Interview and press the new button interview Manager New Unsaved Data x Main Applicant Contact ID A John jones d1 Intendewer Contact ID A A PaulWHewman di Interview Date 2015 04 13 00 00 Evaluation Make comments here about the interview Note insertClose insertContinue refresh hidden Codamos User s Guide Page 162 Fill in the fields and press the insertClose button 4 9 USPS Shipping This section illustrates how to use the United States Parcel Serv
11. Labor Expense Account ID A A Bill Expense y F Reimburse Expense insert lose insertContinue refresh hidden Fill in the fields similar to as shown above and then press the insertClose button then the find button Note Because Fred is the owner of the company Fred leaves the Remit to Account ID and Labor Expense Account ID fields blank Those fields are only used when the resource is an employee or contractor who is being paid by the company or having his expenses reimbursed Fred sets the Bill Expense field to Y because Fred will bill any expenses incurred to Wynnewood Software Fred sets the Reimburse Expense field to N because Fred will not reimburse himself those expenses Codamos User s Guide Page 92 Resource Finder Resource ID Sd Resource Name i Active Remit toAccount iO begmswith v A Labor Expense Account ID begins with Y Af Reimburse Expense 7 ovmercroupia a fina clear count saveFinder JOrder By asc y joftsetlo Maxit00 7 Resources Resource ID Resource Name User ID Remit to Account ID Labor Expense Account ID Active Bill Expense 7 Reimburse Expense OwnerGroupld eset fresewe oese E T T T E 1 4 1 new first prev next last edit pages 0 v factions Fred is now setup as a Resource 3 2 2 4 Setup Rates In this section we illustrate how Fred sets up a Rate record for billing time to the Wynnewood Software project Select Projects gt S
12. Main Employee ID Employee Name Social Security Number Start Date End Date Num Fed Tax Allowances Married Fed Tax Exempt Pay Frequency Active User ID A john r1 John Employee 999 99 9999 2015 08 31 00 00 2099 09 09 00 00 0 y T Ho F semimonthly yo T john r1 Remit to Account ID A A john ap r1 Labor Expense Account ID A A wages w2 r Payroll Tax Rate SetiD 2 2015 delete refresh hidden Employee Benefits OD ev nt st oto T Employee 401Ks mia aw i Within the Employee Benefits section Press the new button which we have highlighted in yellow Codamos User s Guide Page 182 Employee Benefits Manager New Unsaved Data x employe 0 A ohnr enefitiD A aetra medial I insertClose insertContinue refresh hidden Select the desired Benefit ID in this case aetna medical Press the InsertClose button Repeat the process for all desired benefits In our case we have added two benefits to John s employee record as shown below Employee Manager Existing Data x Main Employee ID Employee Name Empl Social Security Number End Date Num Fed Tax Allowances o 0 Married Fed Tax Exempt Pay Frequency semimonthly Active User ID 5 Remit to Account ID A Fa john ap r1 Labor Expense Account ID pf Payroll Tax Rate Set ID pf delete refresh hidden Employee Benefits ee eee
13. Open your CSV file in Excel as shown below B C D E F G H l J K L 1 contact 2 first_name last_name middle _name title email_addr contact_id mobile_plcompany_name location_id email_display_name 3 me Ellison Chief Technology Officer larry ellison oracle com __ larryellison d1 Oracle Larry Ellison 5 Paste your new data into the CSV file In our example we are adding a single contact as shown below A B c D E as H J K L 1 contact 2 first name last_name middle_name title email_addr contact_id mobile_p company_name location_id email_display_name 3 Larry Ellison Chief Technology Officer larry ellison oracle com _larryellison d1 Oracle Larry Ellison 4 Larry David Chief Comic larry david funny com l Larry David 5 6 In this example we have added a contact named Larry David When done adding data save the file and exit Excel Open the file in notepad Codamos User s Guide Page 151 contacts 20150410 csv Notepac File Edit Format View Help CONTACT ssssssso First_name last_name middle_name title email_addr contact_id mobi 1e_phone company_name location_id emai l_display_name Larry Ellison chief Technology officer larry ellison oracle com larryellison di1 oracle Larry Ellison Larry David chief Comic larry david funny com larrydavid Larry David If you have any blank lines at the end of the file remove them so that when you press the End button the cursor goes to the end of t
14. Resource ID jane o1 Resource Name Jane Active Y F User ID AA jane ot Remit to Account ID AA jane o1 Labor Expense Account ID Al A 1099 jane expense ot Bill Expense y T Reimburse Expense y T delete refresh hidden Project Rates mare a ete en ource ip Patel Start 1 2 2 new first prev next last edit Jpage 0 Resource Roles Resource Role ID e Role ID Ee Role ID EaR new first prev next last edit page 0 Resource Assignments Resource Asignment 0 resource 10 start vate EndDate Devcipton FoleRequrenent OwnerGrouid new first prev next last edit pages oF The above screen shot indicates that e Jane is active in the system with a User ID of jane o1 e Jane is set up to have her wages and expense reimbursements posted to her A P account jane o1 e Amounts paid to Jane for wages are tracked in a specific expense account 1099 jane expense o1 e Any expenses incurred by Jane are billed to the customer and reimbursed to Jane e Jane is authorized to bill to both customer001 and customer002 at a rate of 150 hr e Jane is paid for work on customer001 and customer002 projects at a rate of 50 hr e The rate for customer001 is valid from 2015 08 10 to the end of the year e The rate for customer002 is valid from September 1 to November 30 e Jane is a qualified technical consultant Jane currently doe
15. edit Jpage 0 cae However upon inspection of his warehouse Joe finds that there are only 3 bags not 4 Apparently 1 bag has gone missing To reconcile Joe selects Operations gt SKU gt SKU Adjustment and presses the new button SKU Adjustment Manager New Unsaved Data x Main SKU Adjustment ID e Transaction Date insertClose _insertContinue refresh hidden SKU Adjustment Transactions SKU Adjustment SKU Item Default Uni koa Ea E Ea OwnerGroupld Tx ID Adjustment ID ID koa Ea new first prev next _tast edit Jpages v He fills in the Location ID Transaction Date then presses the insertContinue button then the new button Codamos User s Guide Page 157 SKU Adjustment Manager New Unsaved Data Main SKU Adjustment TxID o SKU Adjustment ID A xBhUupagh6Q j1 Item ID A RawCoffee i1 Default Unit Cost Po Delta Qty Journal Entry ID Al insertClose insertContinue refresh hidden He fills in the Item ID and Observed Qty 3 in this case and presses the insertClose button SKU Adjustment Manager Existing Data Main SKU Adjustment ID xXBhUupag Ho 1 Location ID A Transaction Date delete refresh hidden SKU Adjustment Transactions SKU Adjustment SKU Default Unit Currency Observed Delta Journal Entry TrID Adjustment 1 m Qty aty ew FKAVIN2VsOJm i1 xxBhUupasH6O i1 RawCoffeedilo 00 oso is idt_ _ _
16. last page 0 v Notice that John does not have any deductions for benefits or 401k for this pay check Those deductions only apply to regular pay checks 5 13 Resolving Errors In this section we will illustrate the process of viewing and resolving any errors that occur during payroll processing In the following example Ralph has hired a new employee named Sam Ralph has run payroll and an error has been reported shown below highlighted in yellow Codamos User s Guide Page 198 Payroll Manager Existing Data x S Payroll ID nHi5ha3ufGzo r1 Start Date 2015 08 16 00 00 End Date 2015 08 30 00 00 Pay Date 2015 09 04 00 00 Pay Frequency semimonthly Y Status error v Regular Y Y delete refresh hidden submitPayroll Employee Pay Specify for Non Regular Payroll Rowia Payroll ID Employee ID Gross Pay Currency ID OwnerGroupld new first prev next last Jpage 0 v Payroll Employee Payroll ID Employee ID OwnerGroupld nHi5ha3ufGz0 r1 jane nHi5ha3ufGz0 r1 john r1 remco new first prev next last Jpage 0 v Pay Checks Employee Gross Pay Fed Pay Check ID iD Start Date End Date Pay Date canal ba z 08 2015 08 30 2015 09 04 d a AgE4QPWPhdHG r1 jane r1 00 04 00 00 04 00 00 400 00 400 00 08 2015 08 30 2015 09 04 5 s81D4KVueUsl ri john ri 00 04 00 00 04 00 00 2500 00 5 ie N A re
17. new fist prev next last pages 7 Above we have drilled into the record for semimonthly and married 5 7 Federal Withholding Allowances Codamos comes with a pre defined withholding allowance table based on IRS Publication 15 Circular E This section shows how to view the data in this table Select Payroll gt Setup gt Federal Tax Allowance and press the find button Federal Tax Allowance Finder x Fed Tax Allowance ID begins with Y Pay Frequency begins with a Effective Date begins with Expiration Date begins with allowance begins with Currency ID begins with OwnerGroupid begins with Rowid begins with find clear count saveFinder Jorder By c orso Maio 7 Federal Tax Allowances Fed Tax Allowance ID Pay Frequency Effective Date Expiration Date _ allowance Currency ID OwnerGroupld O 2ZRSamaErbEw E85AGneKn4Tn Gze8GbepiWre MRVS56H3X0hh a l 2015 01 01 00 00 00 2016 01 01 00 00 00 1000 00 2015 01 01 00 00 00 2016 01 01 00 00 00 153 80 2015 01 01 00 00 00 2016 01 01 00 00 00 333 30 2015 01 01 00 00 00 2016 01 01 00 00 00 166 70 2015 01 01 00 00 00 2016 01 01 00 00 00 76 90 2015 01 01 00 00 00 2016 01 01 00 00 00 4000 00 2015 01 01 00 00 00 2016 01 01 00 00 00 15 40 _new frst prev next last page o v factions T Codamos User s Guide Page 190 For example on a semi mon
18. next last Jpage 0 Y actions v The above illustrates the data after all of the various taxes are linked Note that e All of the Federal taxes are linked to the same A P account Only the pa state tax is linked to a different pa tax withheld account e The company paid taxes called medicare tax co and sstaxco have an Expense Account ID defined of taxes federal but the other taxes that are employee paid do not have an Expense Account ID defined This is because those taxes are employee paid and are not accounted for as separate expenses to your company They are part of w2 wage expense Codamos User s Guide Page 180 5 4 Add Salaried Employee This section illustrates the process of setting up your salaried employees for payroll Select Payroll gt Setup gt Employee from the menu then press the new button Employee Manager New Unsaved Data x Main Employee ID john Employee Name John Employee Social Security Number 999 99 9999 Start Date 2015 08 31 00 00 End Date 2099 09 09 00 00 Num Fed Tax Allowances 0 Married yT Fed Tax Exempt M F Pay Frequency semimonthly Active yT User ID A Al john r1 Remit to Account ID A Al john ap r1 Labor Expense Account ID A Al wages w2 r1 Payroll Tax Rate SetiD 2015 insertClose insertContinue refresh hidden Employee Benefits Employee ID Benefit ID QwnerGroupld est _prev next last pase gt
19. 1 3 3 new first prev next last edit pages 0 v factions v Drill down on the User ID for guest Codamos User s Guide Page 54 user Manager Existing Data Main UserID Primary Group ID A User Preference ID J delete refresh hidden replicate ugroup_members me ELN 1 3 3 new first prev next last edit Jpage 0 v Press the replicate button The page at localhost 2012 says Enter new User ID joe OK f Cancel Enter the new User ID and press the OK button Codamos User s Guide Page 55 password begins with Primary Group ID begins with Y 4 User Preference ID begins with A OwnerG roupld begins with A Rowld begins with find clear count saveFinder Order By Tasc v lOffsetlo Maxl100 T Wers remko remco private remco private _new first prev next last edit Jpage0 Y actions Joe r1 now exists as a new User However notice that Joe s primary group is not remco rather Joe s primary group is remco private Joe s group is remco private because Joe is isolated in the system Joe has a limited menu and is only permitted to access data that Joe himself has entered into the system Joe is not permitted to see any other user s data Drill down on the User ID for Joe user Manager Exiting Data Main User ID joe ri Primary Group ID A re
20. 5 3 Link Tax IDs to A P Accounts You are responsible for withholding taxes from employee pay and subsequently forwarding the amount withheld to the various governments involved such as Federal and State governments This section illustrates how to specify the linkage between each tax withheld and its corresponding A P account Select Payroll gt Setup gt Payroll Tax A P Account Link then press the new button Payroll Tax to Financial Account Link Manager New Unsaved Data Main Payroll Tax ID A Al federal income tax A P Financial Account ID fedtx withheld r1 Expense Account ID A insertContinue refresh hidden For taxes that are withheld from employees do not specify an Expense Account ID as shown above Press the insertClose button to save the data Payroll Tax to Financial Account Link Finder x A P Financial Account ID A Payroll Tax ID begins with A OwnerGroupid begins with Rowid begins with find clear count saveFinder Order By v J l asc loffseto Max 100 M Payroll Tax to Financial Account Links Payroll Tax ID A P Financial Account ID Expense Account ID OwnerGroupld federal income tax fedtx withheld r1 remco medicare tax fedtx withheld r1 remco medicare tax co fedtx withheld r1 taxes federalrt remco pa state tax pa tax withheld r1 remco sstax fedtx withheld r1 remco sstaxco fedtx withheld r1 taxes federal r1 remco 1 6 6 new first prev
21. ASC romeo hafo v Price Profiles Price Profile ID Description OwnerGroupld i 1 1 new first prev next last edit pages 0 v factions v Drill Down on the standard price profile Price Profile Manager Existing Data ee Price Profile ID standard ri vescrntion delete refresh hidden Price Profile Details eee yi new fist prev next tast edit pager ov Within the Price Profile Details grid press the new button Price Profile Detail Manager New Unsaved Data Main Price Profile ID Oj item ID p A labor hour rt it Pres insertClose insertContinue refresh hidden Fill in the Item ID and Unit Price fields and press insertClose to complete the addition of the item to the standard price list Codamos User s Guide Page 39 3 1 2 3 Reverse the Pick Release Process As a final step in the original sales order entry process Ralph pressed the pickRelease button to allocate inventory create financial transactions and lock the order Ralph would like to now unlock the order so he can add a new line item for the labor associated with installation This section illustrates the process of reversing the pick release process Use the Order Finder to find the order Then within finder results drill down on the Order ID to display the Order Manager as shown below Order Manager Existing Data Order ID oooo000001 r1 Price Profile ID fstandard rt Order Type
22. Existing Data B Contact Links Reate contact 10 contact Rate eoem ol customer001 01 07 list member customers o1 jcustomer0d o1 list member TETA R In our example we have specified two customers customer001 and customer002 within our customers list as shown above When you have specified all members of your list you may close the contact Manager Codamos User s Guide Page 219 7 2 Create Email List Method 2 This sections describes how to create an email list when there are many members to be added to the list Follow the Method 1 steps to create the contact record that represents the list Recall that in the Method 1 example the contact representing the list is called customers Use the Contact finder so that all the contacts that you want to add to the list are displayed in the finder results grid In the example below we have used the finder so that only customer001 and customer002 is displayed in the finder results grid contact Finder x Contact Attributes Contact ID ins wi Title begins with Email Address ins wi Company Name begins with v Mobile Phone begins with v Last Name ins wi LocationiD beginswith v OJ First Name ins wi OoOo O Phone begins with Middle Name ins wi Fax begins with v Rowld lint OwnerGroupld begins with v A find J clear a saveFinder JOrder asc lOffsetlo Maxtoo v contacts
23. Ralph will reopen the order to add a new line item for 8 hours of labor 3 1 2 1 Adda Service Item When Ralph ran the setup wizard he did not add any service items In this section we illustrate the process of adding a new Service item for labor Select Operations gt Item from the menu to display the Item Finder as shown below Item Finder Item ID begins with Item Name begins with Y Physical Spec ID begins with OJ Track Inventory begins with T OwnerGroupld begins with A Rowld begins with T find clear count saveFinder order By 7 Tasc v loffsetlo Max 100 7 Items item 10 item Name Physical Spec ID Track Inventory OwnerGroupld new first prew next last edit page actions T Press the new button to display the Item Manager as shown below tem Manager New Unsaved Data Item ID labor hour Item Name Labor Hour Physical Spec ID OJ A Track Inventory nsertClose insertContinue refresh hidden Press the insertClose button 3 1 2 2 Add Item to a Price List This section illustrates how to add an Item to a price list In this case we are adding our new labor hour item to the standard price list Select Operations gt Price Profile to display the Price Profile Finder Press the find button Codamos User s Guide Page 38 Descnption OvnerGroupi Rowa Find clear count saverinderJorser
24. begins with v Bill to Account ID begins with A sid Income Account ID begins with v begins with A Process Time begins with Process Expense begins with v v Task Required begins with v OwnerGroupid begins with v A fe roma eps find clear count saveFinder Jorder By PASC y orse mahio v Projects Project 1D Project Name Bill to Account ID T izranerontaicenestsafioner neron ponce nearne fe S eaaa 1 1 1 nev fist prev next lat eit Joges 0 acto v 3 1 8 5 Setup A P Accounts In this section we illustrate how Ralph sets up a new A P account for Joe Select Financials gt Account and press the new button Codamos User s Guide Page 57 Financial Account Manager New Unsaved Data Account ID Account Name Account Type ID A initial Balance Tr COSt S Initial Balance Date 2015 04 03 00 00 Balance a Cleared Balance OO cunencyiD ld Sub Account Of A accounts payable rt insertClose insertContinue J refresh hidden Fill in e Account ID User ID e Account Name e Account type ap e Sub Account Of accounts payable then press the insertClose button Financial Account Finder pct sd cor rane ecouri Type 0 egnen v alae snc as cleared Balance Sid et Cc AE Sub Account Of AY omer a Tind _clear count saveFinder Jorder Bay Financial Accounts Account ID Account Name Account Type ID Bal
25. ccccccccssesssseeeeceeeeseeeeseeeeeeeeesaeas 22 2 2 Grid for Displaying Finder ResUl iiics S 23 2 2 1 The First Prev Next and Last BUttONS s ssssssssssssessesessssrssresrerresrerrsrreresrreresreeresseereesent 23 2 2 2 Page Number Drop Down LST saicassscctcosesutersasanceronacecedananoceanasaedonsntsacanancd aS 23 2 2 3 Drilling Down Into Manager Dialogs ccccccsssccccessecccceseccceescceeeesececseeceeseneccessusecesseneess 23 2 2 4 TEN W BUTON aren e E N vena T E E 24 2 2 5 CAO ACHOS seren e E E 24 2 2 6 ERETON a E E ve oa sa nase iea dune aaneceniececsenc beac tessecesueseasecsdee setae 24 2 3 Moan er DIOE nea enn eRe one en ne E E ee eee 24 2 3 1 PINS SIAL IN CW etc careers E E E 24 2 3 2 Upate Ex ME AC eraren EEE EE aes 26 2 3 3 DESCE UNE Do ere A E ones 28 Codamos User s Guide Page 2 2 3 4 AVS RTS k EUO eeen E A O E E A 28 2 3 5 THe Hidden BUON eicrei TS T 28 2 3 6 The Magnifying Glass Icon List Of Values sessesssesssesrsrnssesrrrreesrrrrressrreressrrrreessrrrressreeres 28 2 3 7 TOO PENCIL CON errre E E T E E A E E 28 2 3 8 TICS GIS REED a E E E E 29 2 4 Jeer Groups SiN SUES ierse EE S ase snetasuasnecseemteon ees 31 Ek gt fo o A A E E E a ee eee 31 3 1 Remco Heating and COOLING cccccsssecccceseccccenscccceesececeusececeeecceseusececeusecesaugecessegeeeeseusecetseneess 31 3 1 1 SEE OAE E a e em een eee ee ee ee ee eee eee 31 3 1 2 Chone eao oc 910 gene ner meee ear eer Bee mn one
26. edit Jpage 0 v actions Y reports Timesheet XML only Y Timesheet Timesheet XML only From the reports drop down list select Timesheet Codamos User s Guide Page 122 Timesheet ID Description Start Date End Date Hrs Status User Details Timesheet 150323 fred 2015 03 23 00 00 00 2015 03 30 00 00 00 1 0 processed fred e1 Activity Task A101 Plan and prepare for C400 Third Party Communication Date 2015 03 25 Descr Prepare for meeting with XYZ Company regarding matter 3 2 14 Export Timesheet to XML This section illustrates how to export a timesheet to XML ABC Follow the same steps as illustrated previously in Prepare Timesheet Report except select Timesheet XML Only instead of Timesheet Codamos User s Guide Page 123 lt queryResult gt lt timesheet gt lt timesheet_ 1d gt 150323 fred lt timesheet id gt lt descr gt lt start_date gt 2015 03 23 06 00 00 lt start_date gt cend date gt 2015 03 30 60 00 00 lt end date gt lt hrs gt 1 0 lt hrs gt lt status gt processed lt status gt lt std_ luser_id gt fred el lt std_iuser_id gt lt proj time gt lt proj id gt bluestone lt proj id gt lt activity 1d gt A1 1 lt activity id gt lt task id gt C40 lt task_ id gt lt activity gt activity 1d gt A1 1 e1 lt activity id gt activity name gt A101 Plan and prepare for lt activity name gt lt factivity gt task_id gt C490 lt tas
27. wO Z YY i i i el The Finder Dialog is displayed contact Finder Intervigar Setup Advanced Contact Attributes Contact ID begins with Email Address begins with Email Display Name begins with Last Name begins with First Name begins with Y Middle Name begins with Y Rowld begins with find clear count saveFinder Order By contacts a a Title begins with Company Name begins with Y Mobile Phone begins with Location ID begins with A OwnerGroupld begins with Y A v ASC v offset 0 Max 100 Contact ID Email Address Email ss wo Name Title Company Name Mobile Phone L Location ID OwnerGroupld new first prev next last edi edit page v jactions Press the New button to display the Manager Dialog Codamos User s Guide Page 25 contact Manager New Unsaved Data Contact ID fs Email Address Po Last Name D company name hobite Prone D waton gf ACS insertClose insertContinue refresh hidden Specify values for individual data fields and press the insertClose button contact Manager New Unsaved Data Contact Contact ID Email Address st Mane comana lobie Phone o woo AOO insertClose insertContinue refresh hidden 2 3 2 Update Existing Data In this example we illustrate the process of updating existing data Codamos User s Guide Page 26 Use the Finder Dialog to locate the record you want to update In th
28. 1 1 new first prev next last edit Jpage 0 v factions v reports _ Drill down into one of the approved timesheets Timesheet Manager Existing Data 2 Main Attributes Timesheet ID 150330 joe r1 Description Hour Status delete refresh hidden recalc process Time Entries Ea ESA ak Aa Ea GOUANDMCs Y0 150330 joe lowerMerionPoliceDeptlinstall install 8 0 remco remco private 1 1 1 new first prev next last edit Jpages 0 Y Press the process button Codamos User s Guide Page 72 Timesheet Manager Existing Data x Main Attributes Timesheet ID 150330 joe r1 Description Lower Merion Police Depa Start Date 2015 03 30 End Date 2015 04 06 Hours 8 0 Status processed V delete refresh hidden recalc Time Entries ETa a ca aiia ca 30 c 31 co 01 ea 02 Ca 03 co 04 co 05 ace _ a next last edit Jpages0 v Notice that the status of the timesheet has changed from approved to processed Now use the Financial Account Finder to find the A P account for Joe Financial Account Finder Account Name Account Type 10 begins with v Slap Cleared Balance C cureneyio begn E Sub Account of r oo CD m E clear ae saveFinder JOrder By se vone peoo Financial Accounts Ss Account ID Account Name Account Type iain ee ID Sub Account Of accounts able rijAccounts Payable _ Frigidaire ri
29. 3 1 8 Setup for Projects Application This section illustrates the pre requisite setup steps required to utilize the Projects application for time and expense reporting The table below summarizes the steps involved Step Description o Codamos User s Guide Page 52 Setup Activities Activities are usually verbs such as install design review document etc Setup Tasks A task is a step in completing a project We will not use tasks in this example Their use is optional Setup Users We will add Joe as a Codamos user so he can enter his time and expenses Setup Project A project is a defined set of work activities and or tasks performed by resources Resources bill time to projects in terms of activities and optionally with tasks Setup A P Accounts We will need new A P accounts for any new user who will be paid for time worked or reimbursed for expenses Setup Resources A resource is an instance of a Codamos user who may be optionally paid for his time and or reimbursed for his expenses Setup Rates In order for a user to bill time to a project there must be a rate established in the system for the given project resource and activity and optionally task A resource is not permitted to bill time or expenses to a project without an established rate Set Additional During the process of running the Setup Wizard for the Group Administrator the Expense Accounts system automatically established standard expense accounts for Remco I
30. 6 Record Payment Made for Payable Ralph has an outstanding A P balance of 1000 due to Frigidaire This section illustrates how he records the payment made to reduce that A P account to 0 Use Financial Account Finder to find the A P account for Frigidaire Drill down on the Account ID for Frigidaire Then go into the Transactions tab Codamos User s Guide Page 50 Financial Account Manager Existing Data 0 Frigidaire Transactions B RBpYY v5k4O r DYY6v5k40 r1 Frigidaire r1 B one 03 i receive qty 10 item FrigidaireFRA052XT 75000 BT UMiniWindow AirC onditioner r1 faKiovk fakiovkysoia r iA rifremco ae 46 59 E Recmo r1 oe W Click on the makePayment button Account Transaction New Unsaved Data Main Journal Entry ID SSS rs Account ID A Frigidaire Transaction Date Check Ref Num an amk Accont D T Fill in the Account ID Transaction Date Check Ref Num Amount Bank Account ID and Description fields Press the insertClose button Financial Account Manager Existing Data 2 recom romans emas atts oeamen Frigidaire Transactions okaka a a e a 5 eii Payment to Frigidaire for 10 window units rats 2 pape Inventory receive qty 10 item FrigidaireFRAO52XT 75000 BT UMiniW indow AirC onditioner r1 Erigidaire rt 3 46 59 location Recmo r1 fist prev next ast createPayable makePayment paged 0 7 Return to the Account tab Notice that the balance is now 0 Codamos User s Guide Pag
31. A cance cleared anc scan or A ed O A v s prsefo o gt Financial Accounts i Account 1D ae eae Sub Account Of rionPal trij Lower Meron Police Department ar ae ey 00 oe Teceivable ri remco mev st prev next last eat Josgedo w actions Viwports o 3 1 3 Statement Generation This section illustrates how Ralph generates a statement for the money due to him from the Lower Merion Police Department for the 10 window units he sold to them plus labor Codamos User s Guide Page 43 Select Financials gt Account to display the Financial Account Finder Specify Account Type ID of ar and press the find button Financial Account Finder account 1 account Type 0 begins win v Ble sance Cleared Balance N Sub Account Of A owner a find clear count saveFinder JOrderBy ooo T asc v joffseto Maxioo Financial Accounts E Recount 1 Recount Type alone currency Sub Aco Of E Jaccounts receivable ri Accounts Receivable 2500 00 USD remco LowerMenonPolic riment rij Lower Meron Police Department jar 00 USD accounts recetvable r remco 1 2 2 new fist prev next last eat pager 0 Y ction reports r Drill down on the Account ID for the Lower Merion Police Department and go to the Transactions tab Financial Account Manager Existing Data es se Lower Merion Police Department Transactions e ee e OrderLine 002 0000000001 r1 Qty 10 item FrigidaireFRA052XT750
32. Account ID Financial Account Manager Existing Data pect csi i recom Tred Ar initial Balance Initial Balance Date sid Balance 928 800 a Surtceant O EET Now click on the Transactions tab Financial Account Manager Existing Data ae Wynnewood Software Transactions nod ood oe ad wynnewood software Resource fred Activity work Hrs 1 0 Rate 300 00 Phone consultation and finalize beta user agreement Project wynnewood software Resource fred Category mileage expense 40 miles at 57 cents per mile Project wynnewood software Resource fred Activity work Hrs 1 0 Rate 300 00 Prepare draft beta user agreement Project wynnewood software Resource fred Activity work Hrs 1 0 Rate 300 00 In person consultation TOENE createReceivable rec yment statement Jpag e 0 v Codamos User s Guide Page 105 Now click on the createReceivable button Account Transaction New Unsaved Data Co Journal Entry ID Account ID Transaction Date Check Ref Num Amount Income Account ID A Description Enter a meaningful description herel insertClose refresh hidden Fill in the Account ID Transaction Date Dollar Amount Income Account ID and Description then press the insertClose button Financial Account Manager Existing Data 0 Wynnewood Software Transactions Bid wynnewood software Resource fred Activity work Hrs 1 0 Rate 300 00 Phone consultation and fina
33. Document Manager New Unsaved Data Contact ID 6 __larryellison d1 Attrinte D ay Document ID A 2 INT610uzZZzQc insertClose insert Continue refresh hidden Press the insertClose button contact Manager Existing Data x Contact Status Attributes Connections if Contact Documents Eo new first prev next last edit Jpage 0 The document is now uploaded and attached to the contact Now to download view the document drill down on the Document ID above Document Manager Exsting Data B Document Attributes Document ID NT610uZZz0c wwa fo sizs mime_type_id applications pdf y Description Press the download button to display the pdf document Codamos User s Guide Page 141 Lawrence Joseph Larry Ellison born August 17 1944 is an American programmer internet entrepreneur adventurer businessman andphilanthropist He was the Chief Executive Officer of the software company Oracle Corporation between its foundation in 1977 and 2014 In 2014 he was listed by Forbes as the third wealthiest man in America and as the fifth wealthiest person in the world with a fortune of 56 2 billion Ellison was born in New York City but grew up in Chicago He studied at the University of Illinois at Urbana Champaign and the University of Chicago without graduating before moving to California in 1966 While working at Ampex Corporation in the early 1970s he
34. Email List Method 1 This section shows how to create an email list when there are not many members in the list When you have many list members use the method described in Create Email List Method 2 Select HR gt Contact and press the new button contact Manager New Unsaved Data B Email Address Email Display Name Last Name First Name Middle Name Title Company Name Mobile Phone Location ID AA Phone Fax insertClose insertContinue refresh hidden As shown above give your email list a meaning name in the Contact ID field and then press the insertContinue button Then click on the Connections tab and press the new button Codamos User s Guide Page 218 Contact Link Manager New Unsaved Data x Main aman eee Related Contact ID DAleustomeroor oi Contact RolelD A jing rtClo8e insertContinue refresh hidden Fill in the Related Contact ID for the first member of your list and specify a Contact Role ID of list member in a manner similar to shown above Press the insertClose button contact Manager Exiting Data Contact Links Contact ID ID Related Contact ID Contact Related Contact ID Contact Role 1D Contact Role 1D ID eines eee ae RIND fist orev next last Joos efo v To add the 2 member of your list press the new button again within the Connections tab and repeat the process until you have specified all members of your list contact Manager
35. Employee 401Ks As shown above we have setup John as follows Start Date aka Hire Date of August 31 2015 End Date way out in the future John indicated O Federal Tax Allowances on his w4 John indicated he is married on his w4 John is not exempt from Federal Taxes John is paid twice a month aka semimonthly John is an active employee If John ever goes on leave of absence you can make him inactive and the payroll process will then skip over him John s Codamos User ID is the same as his employee ID Refer back to Setup Users for details on creating a new user John s A P account is set to john ap r1 Refer back to Setup A P Accounts for details on creating a new A P account We will record the expense of paying John to the wages w2 r1 account Note that we keep track of wages paid to w2 employees in a separate expense account than for 1099 employees Codamos User s Guide Page 181 e We have selected a Payroll Tax Rate Set ID of 2015 Reference Payroll Tax Rate Sets for details on Payroll Tax Rate Sets Press the InsertClose button to save the information to the database 5 4 1 Add Benefits to Employee This section illustrates the process of adding benefits to an Employee Select Payroll gt Setup gt Employee and use the finder to find the desired employee Drill into the Employee record to display the manager dialog as shown below 2 Employee Manager Existing Data
36. Guide Page 225
37. Of OwnerGroupld jemen ort ease isos 1 0 1 new frst prev next test eat pages w petion pepo 3 1 18 Reporting This section illustrates the process of generating an Income Statement Balance Sheet and Cash Flow Statement for Remco 3 1 18 1 Income Statement This section illustrates the process of generating an Income Statement for Remco Select Financials gt Report gt Income Statement from the menu Income Statement Dialog New Unsaved Data Fill in the Start and End Date then Press the report button Codamos User s Guide Page 82 Remco Income Statement for 2015 01 01 to 2015 12 31 Income Amount 1300 00 1200 00 2500 00 Amount 1000 00 1500 00 22 80 ages paid to 1099 Independent Sub 400 00 Contractors otal Expense 2922 80 Net Income Account Amount Net Income 422 80 So far Ralph had 1300 in income from selling the 10 window units and 1200 for installing them On the Expense side his cost for the 10 window units was 1000 1500 for rent 22 80 for mileage expenses reimbursed to Joe 400 in wages paid to Joe His total expenses exceeded his income for a loss of 422 80 3 1 18 2 Balance Sheet Select Financials gt Report gt Balance Sheet Balance Sheet Dialog New Unsaved Data Main Description Remco End Date 2015 12 31 00 00 report Fill in the End Date then press the report button Codamos User s Guide Page 83 Remco Balance Sheet as of 20
38. Resource ID ffred et fred e1 Tot Hrs Timesheet ID 150330 fred e1 Activity ID jwork et Work v Project ID jwynnewood software e1 wynnewood software e1 Task ID v Em O 04 01 w h 04 01 ae Prepare draft beta user agreement E m O m O E a es insertClose insertContinue refresh hidden Fill in hours worked for each day of the week with a description of work performed for each day similar to shown above then press the insertClose button Timesheet Manager Existing Data B Timesheet ID _ 150330 fred e1 Description Start Date 2015 03 30 End Date 2015 04 06 ws ee Status unsubmitted delete refresh hidden recalc liil Time Entries pera er Project 1D Ea Ea A Ea ici ezm ea ca iia a Gmi Ea Ea A Ea ezm ea ca 150330 trea ynnewo0d es eale public jnvoansabans OQdho 3 b4ahs 150330 fred fred fi wok 3o feagie pubtie 1 1 1 new fist J prev next ast eat Joagesf0 v Change the Status field from unsubmitted to approved Timesheet Manager Existing Data x Attributes Timesheet 1D Description End Date hour T Status updateClose SSE delete refresh hidden recalc Time Entries Era ETA a a Ea ea co Em Ea cs EA ownerGrounid i jnqanoabsns 150330 fred iii vok 3o eaglerpubtic _ fs oftware 1 1 4 new fist prev next last edit Jpagesto v Codamos User s Guide Page 98 Press the updateContin
39. Rone een Tn CC en te en 38 3 1 3 Statement Generation nssssssssessesssersssresseesesrssscosseesesrosscosseosesroesreessersssrosseosssrssseesseesesee 43 3 1 4 Record Payment Received for Receivable esssessesssseussrrrresrrressreresrrrserrrreserressreressreresrerese 45 3 1 5 P r Fie SOLS EN r a T S secaieseianet ase eeeeenes 47 3 1 6 Record Payment Made for Payable ccccccsssecccessececcesececeessececeuseceeseeceeseeeceeseusecetseneess 50 3 1 7 Manage Hourly Sub ContractorS cscsccianasiucecssssnedvSosdudedonanucasinaitaeennsctesubsscWaesanduauannnedeannenacdes 52 3 1 8 Setup for Projects Application sesesessesureresunrerureresunserureresunrersreresunrerureresuerersreresenrerurerens 52 3 1 9 Communication of Login INStruUctionS essssssssssssrresssrrresrreessrrresrrereserersseeresrrresereresereeseeere 66 3 1 10 Login and Change Password ccscccccsssccccessececceneccceescceesusececeuececeeeseceseueceseeeceetaeeeetas 66 LLL Te eTEN I oa T A S 67 SL TNC PON r aE E 69 31113 Timesheet PROCESSING dics cincsenisunsdecsnsceevedteoksocsassesandeeundecibadeand EEOAE ENEE A 71 3 1 14 Expense Report Entry senseseesenssoresessrsressosesrssroresreseseesroresessroresroseoreseoresreseoresroseseeseorenso 73 3 1 15 Expense Report Approval and ProcesSing cccccsssccccsssccccesseccceesecceeeesceeseeseceeeeeceeseneeeeeas 76 skle Handing sales irc Crees am nen eee ra E 76 3 1 17 Record Payment Made for Expens
40. User ID A Start Date fo End Dat 4 Last Run Date So find J clear count saveFinder Jorder v asc v fortseto axioo v Jobs Job ID Job Content ID Run As User ID Start Date End Date Last Run Date 3 Frequency In Hours OwnerGroupld ifeciccaccaminacifecectaccoma fz01s 0420 o0 oadore s21 omona osar owes ee 1 11 new first prev next last edit Jpages 0 Y actions v You will notice that the Last Run Date will be updated to indicate that the process ran Timesheet Finder Timesheet 1 men C Start Date begins with Doo aome eenen O C statu oe InsertUserld begins with Al poi O o Ase e eo Timeshesets finese I2 eserpton Start Date fEng Date jiours Status Ownerroupidhnsertuserid 2015 03 23 2015 03 30 1 0 processed eagle 2015 03 30 2015 04 06 3 0 processedjeagle 2015 04 13 2015 04 20 1 0 processedjeagle nev fist prev nest lst eat Joages 0 Y action vho which as shown above changes the status of the approved timesheets to processed Codamos User s Guide Page 170 Financial Account Manager Existing Data x Wynnewood Software Transactions Se E r ad Project wynnewood software Resource fred Activity work Hrs 1 0 mee reWI3NQidjhc e1 kee aT Sareea eae ting WI3NQidjhc e1 jeagle wynnewoodsoftware Project wynnewood software Resource fred Activity work Hrs 1 0 Rate 300 00 Phone consultation and finalize beta user agree
41. Y delete refresh hidden submitPayroll Employee Pay Specify for Non Regular Payroll Row J Payal OJ employee J Gros Pay J curency 10 OwerGroup new first prev next last Jpage 0 Payroll Employee _Rowd Payroll ID Employee ID OwnerGroupid new first prev next last Jpage 0 v Pay Checks Pay Check Employee Start End Pay Gross Gross Pay Net Fed Currency Journal Entry Payroll Regular Document ST D D Date bate Date pay vmo pay table w ID D 2 w OwnerGroupld new first prev next last Jpage 0 v Payroll Log Rov J ravon io message ope J content new first prev next last Jpage 0 v ServerQ rova Payal severa 0 first prev next last Jpage o v 3 A OwnerGroupld Note that the above Payroll record has a status of future If the status is other than future you cannot run the payroll Press the submit button highlighted in yellow above to run the payroll in the background The page at localhost 2012 says j Successfully initiated payroll with process number 329 As shown above the system responds with the process number assigned to the payroll process Press the Ok button then the refresh button Codamos User s Guide Page 193 Payroll Manager Existing Data x Main Payroll ID nHi5ha3ufGzo r1 Start Date 2015 08
42. d1 Transaction Date Check Ref Num Amount Debits Credits Posted 7 Description Demonstrate reversal of financial transaction delete refresh hidden saveAsTemplate Journal Details raids J oraren T receo a eat Gee 1 eects di 40ADukKCOBZtn d1 wells fargo d1 d1 40A0ukCOBZtin d1 repairs dt fist prev next last Jase Press the delete button Financial Account Manager Existing Data 2 wells fargo Transactions ransaction count heck um ransaction Date ncrease rease urrency cription Journal Entry w d Frarsction 10 Account 10 check num J Transaction Date eresse J Decrease currency 10 J Oesetion Cleared J Joural Entry 10 Ovmersrowa first prev next last withdrawal deposit splitWithdrawal depositPaycheck mortgagePayment page ov The transaction is now gone both from your bank account and as well as from the associated expense account in this case 4 4 Upper vs Lower Case and Duplicate Keys Be aware that Codamos is not case sensitive in most cases You username and password is an exception So Codamos treats USA and usa as the same string of characters for example We illustrate this point in this section by showing what happens if you attempt to enter a contact with Contact ID of JANE and another with a Contact ID of jane First we enter a Contact with Contact ID JANE Codamos User s Guide Page 145 contact Manager New Unsaved D
43. entail john john rt nen fist prev ner last page v John now has both aetna medical co the company paid portion and aetna medical the employee paid portion Codamos User s Guide Page 183 5 4 2 401K Setup This section illustrates the process of setting up an employee for making 401K contributions In the following example John is set up with a Roth 401K with a withholding rate of 13 percent Find the employee record for John and drill into the Manager Dialog Employee Manager Existing Data x Main Employee ID Employee Name John Employee Social Security Number 3993 99 9999 Start Date 2015 08 31 00 00 End Date 2099 09 09 00 00 Married Fed Tax Exempt N F Pay Frequency semimonthly Y Active a A Remit to Account ID A Al john abr Bpense account Dh Payroll Tax Rate SetID o delete refresh hidden Employee Benefits 1 2 2 new first prev next last Jpage 0 Employee 401Ks BBW first prev next Last Jpagey 0 Under the Employee 401K section press the new button highlighted in yellow above Codamos User s Guide Page 184 Employee 401K Manager New Unsaved Data x Main Emp 401K ID Employee ID A john ri pct 13 Effective Date 2015 01 01 00 00 Expiration Date 2016 01 01 00 00 Max Annual 23000 Roth y Active yY Account ID john401k r1 insertClose insertContinue refresh hidden The above Employee 401k record indic
44. have continuous visibility to how Fred is billing his time and how much money they owe Fred at any given moment 3 2 1 Setup Wizard The section shows how Fred uses the setup wizard during his first use of Codamos Log into Codamos following section Logging Into Codamos Select Financials gt Setup Wizard Codamos User s Guide Page 85 Setup Wizard View Existing Data Eo Group ID eag le Welcome to the Codamos Setup Wizard which guides you through the initial setup process including Setup Wizard Introduction Setup Group Administrator _ Setup Chart of Accounts l Setup Inventory Configuration Setup Headquarters Location Setup Bank Account Setup Inventory Setup Customer and Vendor Locations mt Press the next button Create Group Admin User New Unsaved Data gt In this step you can optionally create a new user id for yourself to use in the future lf you want to create a new user id for yourself fill in the User ID and password fields below Or if you prefer to continue to we the default admin user then leave the User ID field blank Press the next button to continue next Specify your new User ID and password then press the next button Note Codamos will automatically append the e1 suffix to the new User ID so when fred logs in he will specify fred e1 as his User ID and not plain fred Select Chart of Accounts New Unsaved Data x Select the Chart of Accoun
45. into an existing business object for viewing purposes 2 3 8 Entering Related Data Many managers support the ability to enter related data Related data is frequently referred to as child data because there is a parent child relationship between the records the parent record must exist as a pre requisite to creating a child record Example A contact may have a related status value When used in the context of recruiting a contact may have a related applicant status indicating if the candidate is new desired hired rejected deferred etc We now illustrate the steps for entering related data continuing with our use of the contact business object Start with an existing contact record either by drilling into a existing contact from contact finder results or by using the insertContinue button contact Manager Existing Data Contact ID larryetllison di Email Address larry ellison oracle com Email Display Name Larry Ellison Last Name Ellison First Mame Larry Middle Name Title Chief Technology Officer Company Name Oracle Mobile Phone 800 555 1212 Location ID AA delete refresh hidden Click on the Status tab Codamos User s Guide Page 29 contact Manager Existing Data Contact J Status Attributes Documents Hotes Connections l l Contact Status ooo o Press the new button Contact Status Manager New Unsaved Data Main Contact ID A larryellison d1 a
46. new first prew next last pages oF Employee Utilization Employee ID Analysis ID eas Sos n acco OwnerGroupld ueAeCAVviGyP o1 FEO Cae cea cles Oe 0 12410 19110 26 KET ee EE E BE ori veAeC AVv7GyP ot T AE Sa E orion 1 2 2 _new first prev next last lpages 0 T The above analysis indicates that for the business as a whole Orion is not doing well with half of its employee workforce on the bench Jane is fully utilized shown as green but John is completely red This leaves the yellow indicator for the business as a whole Assume we now assign John to work so he is busy during the month of September and October but remains on the bench for November Codamos User s Guide Page 211 Resource Assignment Manager New Unsaved Data B Resource Assignment ID Qualified Yo prin si Role Requirement ID j customer002 technica pastine insertClose insertContinue refresh hidden In the above resource assignment John only partially covers the assignment Role Requirements Manager Existing Data B Role Requirement ID Role ID A peto Aston End Date 2015 11 30 00 00 see COO za a Full Time ae MaxHrsPerWk delete refresh hidden Resource Assignments M ae technical Tveiul ieRXDV o1 00 es ai prion public 1 1 1 Above we see that the requirement is for the months of September October and November but John is only
47. next ast eat pases Y The pick release has resulted in the creation of an inventory out transaction which reduces Ralph s inventory of window units by 10 units The Unit Cost was 100 and the Unit Price was 130 You can drill down on the Item ID to display the Item Manager as shown below tem Manager Existing Data Item ID FrigidaireFRAOS2XT 75000 Item Name Frigidaire FRAOS2XT7 5000 BTU Mini Window Air C Physical pec ID AA FrigidaireFRAOQ5S2 7T 75000 Track Inventory Y F delete refresh hidden Then click on the Inventory tab to display item Manager Existing Data x Inventory Attributes Inventory eee i aA cea iPidaireFRAOS xT 5000 pLWOCYMCP4g6 rt 00 00 fuso pLWOCYMCP4g6 rt MCP428 2 EE a Rat nent ier ooo 100 00 00 uso Codamos User s Guide Page 36 As you Can see above Ralph s inventory level of window units as now dropped to zero as a result of the prior sale Next let s have a look at the financial impact of the pick release Select Financials gt Account to display the Financial Account Finder and search for Account Type ID of ar as shown below Financial Account Finder 96 Account ID begins with Account Name begins with Y Account Type ID begins with Y A ar Balance begins with Y Cleared Balance begins with Y Currency ID begins with A Sub Account Of begins with Y A OwnerGroupld begins with v Of Rowld begins with Y find cle
48. r1 2015 09 04 04 00 00 2015 09 04 343 39 400 00 1577 75 2000 00 QMtvYURPIHLA r1 9E3581FjoaCz r1 0 nHi5ha3ufGz0 r1 Y WssVYBt8YxJL MK KroTXPu5or remco private remco private oQUnnpsUrsvY r1 jsam ri 20 SUrSV I x me 00 00 00 00 00 00 00 00 00 2015 08 16 2015 08 30 2015 09 04 Z n gt oS s f ni C V 04 00 00 04 00 00 04 00 00 1490 86 2327 68 780tOHsA2271 r1 nHi5ha3ufGz0 r1 k5bJi4npw4e0 remco private s81D4KVueUsl r1 john ri 1 3 3 new first prev next last page 0 v Payroll Log Rowia Payroll ID message_type content OwnerGroupid new first prev next last jpage 0 v Notice that e The payroll status is now done instead of error e The Payroll Log no longer displays any error messages e Sam now has a pay check for 2000 5 14 Reversing Payroll This section explains how to reverse various components of a payroll process 5 14 1 Changing Payroll Status When you submit a payroll the payroll process will only attempt to create additional paychecks when the status is future So as we did in the Resolving Errors section you may need to change the status of the payroll record back to future if you want to re run the payroll 5 14 2 Recreating an Employee Paycheck If you find that there is an error in a given employee s paycheck you may want to delete the paycheck and re run the payroll process Due to
49. the new button Codamos User s Guide Page 100 Project Expense Manager New Unsaved Data Main Expense Report ID Oj s5rDyWfred e1 Project ID A wynnewood sottware e1 Expense Account ID A Resource ID A Date 2015 04 01 00 00 sour Billable Reimburse Processed N F Description 40 miles at 57 cents per mila insertClose insert Continue refresh hidden Fill in the Project ID Wynnewood software in this case Expense Account ID mileage expense in this case Resource ID fred in this case Date Amount set Billable Y and Reimburse N in this case and enter a Description Press the insertClose button Expense Report Manager Existing Data Project Expenses r Expense D 2 2015 04 mileage 40 miles at 57 Ga 01 28 80 Y expense e1 00 00 00 cents per mile Go back to the Main tab Codamos User s Guide Page 101 Expense Report Manager Existing Data Expense Report ID s5rDyWtred e1 Description Start Date 2015 03 30 00 00 cn Date sunt cureney gus Status unsubmitted T delete refresh hidden recalc Now change the Status from unsubmitted to approved Expense Report Manager Existing Data Expense Report ID sorDyWfred e1 Description Start Date 2015 03 30 00 00 End Date 2015 04 05 00 00 amount Curencyi0 fso SS status updateClose updateContinue delete refresh hidden recalc Now press the updateContinue b
50. 0 USPS PRIORITY Origin Loc Dt et Tracking Num 420190969405501699320 Destination Loc ID A AcmeSupermarkets j1 AcmesSupermarkets j1 Carer Cost 12 65 USPS MED FR BOX B Physical Spec ID A wee 1000 Sealed delete refresh hidden pat labet track The Tracking Num and Carrier Cost Fields will be filled in if the label generated successfully Go the Documents tab SHU Manager Existing Data sew test prev next ast ett Joagss 0 Drill down on the Document ID for the SHIPPING_LABEL row Codamos User s Guide Page 165 Document Manager Existing Data Document Attributes Document ID N7VCDApuddod doc_type_id A filename tmpcamitu pdf size 30132 mime_type_id pdf upload delete refresh hidden download Press the download button to display the shipping label as a pdf document i690 zZ mm E m o E a U emn m O E a 63 z AJ a E min E J D C S 2 A oO mms f O x Ad hys O O y i E e O K D 2 L en m I Ca T gt Qo E lt Ss 3 a S gt eee 2 9 N AU gt i S ely Bs N 2 nggo AJ r oso a m oizse z Print the label and affix to the box 4 10 Sales Activity Management This section illustrates the use of the Contact business object to track sales activity Use the Contact finder to find the Contact with whom you have sales activity to record The Contact finder is
51. 00 BTUMiniWindowAirConditioner r1 price 130 00 SoldTo LowerMerionPoliceDepartment r1 Gee createReceivable receivePayment statement Jpag e 0 v MA Press the statement button A pdf statement is then displayed in a separate browser tab using the Chrome browser Codamos User s Guide Page 44 Recmo 555 Remco Way Allentown PA 18104 USA Account ID LowerMerionPoliceDepartment Account Name Lower Merion Police Department Balance Due 2500 00 USD Contacts Recmo 555 Remco Way Allentown PA 18104 USA Transactions Ref Date Description Decrease Increase 2015 04 03 Qty 10 item FrigidaireFRAO52XT 75000 1300 00 BTUMiniWindowAirConditioner r1 price 130 00 SoldTo LowerMerionPoliceDepartment r1 2015 04 03 OrderLine 002 0000000001 r1 1200 00 Use Adobe Acrobat Reader to save a soft copy of the pdf document or to print it 3 1 4 Record Payment Received for Receivable Ralph has received a check for 2500 as payment in full for the 10 window units including installation This section illustrates how Ralph records the payment There are two possible ways to record a payment 1 Asadeposit into the bank account 2 Asa payment received against the A R account We will illustrate the 2 approach using the A R account for the Lower Merion Police Department from whom we received the check Select Financials gt Account to display the Financial Account Finder Specify Account Type ID ar and press the find butt
52. 0000001 nE BTUMiniWindow AirC onditioner r1 standard r1 130 00 remco 002 standard r1 150 00 a install 10 remco new fst prev next last eat aged 0 v There are now two order lines one for the window units and a 2 for installation Go back to the Order tab and press the recalc button to update the Total Cost field Order Manager Existing Data Order ID Price Profile ID OJ onere A tal cot Status mew Currency IDO oir ate owen AZ Destination Loc ID A A LowerMenonPoliceDepart Payment Account ID A A LowerMenonPoliceDepart Sku In ID A Sku Out ID A The Total Cost now includes the 8 hours of labor at 150 per hour Press the pickRelease button to re allocate inventory and create the required financial transactions this time including labor Codamos User s Guide Page 42 Order Manager Existing Data Order ID Price Profile ID standard Order Type ID bo TotalCost 50000 O Status picked Currency ID USD Order Date f2015 04 0200 00 Origin Loc ID Recmort Destination Loc ID LowerMerionPoliceDepart Payment Account ID LowerMerionPoliceDepart Sku In ID ay Sku Out ID DubqftALztHLrt refresh hidden check recalc pdf unPickRelease The Order is now re locked Note that the Lower Merion Police Department now owes Ralph 2500 instead of 1300 as shown below in the Financial Account Finder results Financial Account Finder Aco Noe Po Account Type ID begins with
53. 15 12 31 Assets i Amount 5000 00 78 00 1000 00 6078 00 Liabilities Account Amount Accounts Payable 500 80 otal Liabilities 500 80 Equity Account Amount otal Equity 5577 20 3 1 18 3 Cash Flow Statement Select Financials gt Report gt Cash Flow Statement Cash Flow Statement Dialog New Unsaved Data Fill in the Start and End Date and press the report button Codamos User s Guide Page 84 Remco Cash Flow Statement for 2015 01 01 to 2015 12 31 Sources of Cash Account Amount Lower Merion Police Department 2500 00 Total Increase in Cash 2500 00 Uses of Cash Amount 1000 00 1500 00 Total Decrease in Cash 2500 00 Net Cash Flow Account Amount Net Cash Flow 00 Notice the difference between Remco s Net Cash Flow which is zero and its Net Income which is a loss This difference is because at the time of generating the Cash Flow Statement Ralph still owed Joe his wages and expense reimbursements 3 2 Eagle Legal Services This use case is relevant to you if you run any type of fee for service business billing clients for your time and or expenses Eagle Legal Services specializes in providing legal services for technology entrepreneurs Fred Eagle the Managing Partner of Eagle Legal utilizes the Codamos applications to run his business Fred takes particular advantage of the Codamos collaborative features to allow his clients to safely login to Codamos with read only access in order to
54. 16 00 00 End Date 2015 08 30 00 00 Pay Date 2015 09 04 00 00 Pay Frequency semimonthly Y Status done Regular Y hidden submitPayrolt Employee Pay Specify for Non Regular Payroll M new first prev next m geram Payroll Employee Payroll ID Employee ID OwnerGroupld 16 nHi5ha3ufGz0 rt jane r1 remco 17 nHi5ha3ufGzO r1 john r1 remco 1 2 2 new first prev next last Jpager 0 v Pay Checks Eza Start End Pay Gross Net 08 niga 08 2015 09 04 400 00 400 00 343 39 ie 00 00 04 00 00 2015 08 2015 09 1 30 04 2500 00 2500 00 1490 86 2327 68 700 04 00 00 04 00 00 new first prev next last Jpages 0 Payroll Log Rowd ravon 10 J mesage type J content OwerGroupd new first prev next last Jpage 0 Vv Notice that e The status of the payroll has changed from future to done e There are now two paychecks created one for Jane and one for John e Jane s paycheck is based on her timesheet She worked 8 hours at 50 per hour e John s paycheck is based on his salary Now drilling into John s paycheck Codamos User s Guide Page 194 Pay Check Manager Existing Data x Main Pay Check ID s81D4KVueUsl r1 Employee ID john rt Start Date 2015 08 16 04 00 End Date 2015 08 30 04 00 Pay Date 2015 09 04 04 00 Gross Pay 2500 00 Gross Pay YTD 2500 00 Ne
55. Activity and Task Codes now appear in the drop down lists Codamos User s Guide Page 121 Time Entry Manager New Unsaved Data x maa Time Entry ID Resource ID fredet fred el v Totus Timesheet ID 150323 fred e ActivityID Atone A101 Plan and prepare for t i sS C SY Y Project ID bluestoneet bluestone e1 v TaskID Eooet C400 Third Party Communication Y 03 23 Hrs 03 25 Hrs 1 03 25 Descr Prepare for meeting with XYZ Company regarding matter ABC 03 27 Hrs 03 27 Descr 03 28 Hrs 03 28 Descr 03 29 Hrs 03 29 Descr insertClose insertContinue refresh hidden Fill in the fields as appropriate and press the insertClose button 3 2 13 Prepare Timesheet Report This section illustrates how to prepare a Timesheet Report Select Projects gt Timesheets and search for the desired timesheet Timesheet Finder x Timesheet ID begins with Y cescnpton bepws win e Start Date begins with a End Date begins with Hours begins with Status begins with a a OwnerGroupld begins with InsertUserld begins with _k Rowld begins with find clear count saveFinder JOrder By M asc v offseto maxioo v Timesheets __ Timesheet ID Description Start Date End Date Hours Status OwnerGroupld insertUserid Dhszsneae forsosasporsosaoio frocesedeate reset new first prev next last
56. Allowance e Jane is not married e Jane s Pay Rate indicates hourly Y and the hourly rate instead of the fixed amount paid Unlike John who regular gross pay is 2500 on a semi monthly basis Jane is paid based on the number of hours that Jane works as determine from Jane s timesheets Reference the prior Timesheet Entry section for more informaton on timesheets 5 9 Create Payroll Records This section explains how to setup Payroll Records 5 10 Setup Regular Payroll Select Payroll gt PayRoll and press the new button Payroll Manager New Unsaved Data x Main Payroll ID Start Date 2015 08 16 00 00 End Date 2015 08 30 00 00 Pay Date 2015 09 04 00 00 Pay Frequency semimonthly Status future Regular YY insertClose insertContinue refresh hidden The above payroll record covers the second semi monthly pay period for the month of August 2015 with a Pay Date of September 4 2015 Itis a Regular payroll meaning that benefits will be deducted from any employee who has benefits Press the InsertClose button to save the data 5 11 Run Regular Payroll This section illustrates how to run a regular payroll Drill into the desired future regular payroll record Codamos User s Guide Page 192 Payroll Manager Existing Data x Payroll ID nHi5ha3ufGzo r1 Start Date 2015 08 16 00 00 End Date 2015 08 30 00 00 Pay Date 2015 09 04 00 00 Pay Frequency semimonthly Y Status Regular
57. Frigidaire i USD accounts payable ri C lioe rt t fo USD accounts payable r j 1 3 3 new frst prev next st eat Jpages 0 w hoton fepors Notice that the balance due to joe is now 400 Ralph will eventually pay Joe his 400 and record the payment using the same steps as described previously in Record Payment Made for Payable 3 1 14 Expense Report Entry This section illustrates how Joe enters his expense report to get reimbursed for his mileage expenses Select Projects gt Expense Report Entry and press the new button Codamos User s Guide Page 73 Expense Report Manager New Unsaved Data x Expense Report ID Description Lower Menon Police Department Mileage Expenses Start Date 2015 03 30 00 00 End Date 2015 04 03 00 00 Amount Currency ID i Status insert Close insertContinue refresh hidden Fill in the Description Start Date and End Date fields The date of any expenses subsequently entered on this expense report must fall within the Start and End Date Press the insertContinue button Expense Report Manager Exiting Data B Expense Report ID tvLdjoe ri Description Lower Meron Police Department Mileage Expenses Start Date 2015 03 30 00 00 End Date 2015 04 03 00 00 Amount OoOo O Currency ID uso Status unsubmitted _delete refresh hidden submit The system updates the status of the expense report to unsubmitted Now go to the Expenses tab and pr
58. Guide Page 75 Expense Report Manager Exsting Data Expense Report ID aMtvLdjoe r1 Description Lower Menon Police Department Mileage Expenses Start Date 2015 03 30 00 00 End Date 2015 04 03 00 00 Amount 22 80 Currency ID uso Status uns BuUbmMIitted Press the submit button Expense Report Manager Existing Data Expense Report ID Mtvidjoert Description Lower Merion Police Department Mileage Expenses Start Date 2015 03 3000 00 End Date 2015 04 03 00 00 Amount 22800 8 Currency ID USD Status ubmitted This completes the expense report entry process 3 1 15 Expense Report Approval and Processing The processes for approving and processing of expense reports follow a similar pattern to those previously described for time sheets so we leave these steps as an exercise to the reader 3 1 16 Handling Sales Tax To keep things simple the example sales order covered previously glossed over the sales tax issue We now make the example more realistic by showing how to account for sales tax We will add a 3 order line to account for state sales tax which Ralph will collect from the customer and remit to the State of Pennsylvania in this case Codamos User s Guide Page 76 3 1 16 1 Create A P Tax Account In our example Ralph needs to collect 6 Pennsylvania Sales tax on the 10 window units Ralph must create an A P account for the Pennsylvania Department of Revenue as shown
59. ID ka C CSCSCST otal Cost Status picked Currency ID sD Order Date Origin Loc ID Recmort 0 Destination Loc ID LowerMerionPoliceDepart Payment Account ID erMenonPoliceDepart Sku In ID Sku Out ID QEB0A6EQAyO7 r1 refresh hidden check recalc pdf _unPickRelease Press the unPickRelease button to unlock the order Exit and re enter the Order Manager All the fields are now unlocked as shown below Codamos User s Guide Page 40 Order Manager Existing Data Order ID OrderTypelDt A Total Cost Price Profile ID JO standard rt 1300 00 Order Date 2015 04 07 00 00 enemas Aleem Destination Loc ID A LowerMerionPolice Payment Account ID pe A LowerMerionPoliceDepart Sku In ID A Sku Out ID A delete refresh hidden check recalc paf pickRelease Go to the Lines tab and press the new button to display the Order Line Manager as shown below Order Line Manager New Unsaved Data x Order Line SHU Lines Order Line ID OoOo f omero A n temme fabri sku in TxID Apo Sku Out TxID A Journal Entry ID A a Price Profile ID me C eyo Description ertClose insertContinue TEE ae Fill in the Item ID Qty and Description as shown above Press the insertClose button Codamos User s Guide Page 41 Order Manager Existing Data n raer ones J cemas erouer oecumene Order Lines oTe cr Line ea In E Aca ieidaireFRA052XT 75000 i r 000
60. P Account for Frigidaire Press the insertContinue button and then go to the Lines tab and press the new button Order Line Manager New Unsaved Data Order Line SHU Lines oeri g Item ID Sku In Tx ID 8 Journal Entry ID Jf Qty Price Profile ID O O OOOO Unit Price Currency ID A Description Purchase 10 window units from Frigidare insertClose insertContinue refresh hidden Fill in the Qty Unit Price and Description fields Codamos User s Guide Page 48 In this case Ralph is purchasing 10 units and 100 each Press the insertClose button and then return to the Order tab and press the recalc button Order Manager Existing Data Order ID Price Profile ID Yl O O Order Type ID A Total Cost Status mew 8 8 rey A Order Date Origin Loc ID a Al Frigidaire r1 Destination Loc ID A Payment Account ID A A Sku In ID Al Sku Out ID Al delete refresh hidden check J recalc J pat receive At this point we are assuming that the units have physically arrived at Remco headquarters So Ralph clicks on the receive button to update inventory and create the appropriate financial transactions Order Manager Existing Data Order ID joonoono002 r1 Price Profeo Order Type ID PO 8 8 8 Total Cost 100 0002 Status recewed Currency IDs USD Order Date 15 04 03 00 00 Origin Loc ID Frigidaire Destination Loc ID Recmo rt Payment Account ID Frigidairert Sku In ID Ufp2hoCk7JcH
61. Y A Note begins with OwnerGroupld begins with Rowld begins with find clear count saveFinder JOrder By v ASC v OffsetiO Max 100 v Help Topics Help Topic ID Help Category ID Sequence Document ID Note OwnerGroupid Rowld 101 001 intro to finder 101 intro g50LPYQsPetD How to use the finder dialog public 119 101 002 basic insert update delete 1 101 intro tweATcastKHh How to perform basic insert update and delete operations public 120 101 003 grid actions 1 101 intro s3u5mncHHvwf How to use grid actions to massUpdate export and change ownership of data public 303 001 setup wizard 303 remco bLOCKcjVajG5 How to use the setup wizard public S 303 remco hOsgpauxzfty Setup required for entering sales tax on sales order public 303 004 sales order entry 1 303 remco yzingdV9O0reT Enter a sales order public 303 005 statement 1 303 remco Y9YeBIDb6fBu Generate a billing statement public 303 remco moGDCUP6V JJe Record payment for receivable public 1 2 3 1 2 303 003 setup service item 1 303 remco 3 r ot79wclzCQ Setup a new service item public 4 5 6 7 03 007 purchase order entry 303 remco rt7xwCwaDxXir Enter a purchase order public 1 10 15 new first prev next last edit page 0 v actions v All of the help topics are displayed in the sequence Press one of the display buttons to view listen to the associated help video 1 6 Setup Wizard for the Group Administrator T
62. ae etn rijremco 1 1 1 new first _prev _next last Jpageri0 Y factions report then press the saveFinder button to save it calling it Non Zero Balance Codamos User s Guide Page 171 The page at localhost 2012 says Saved Finder ID NWon Zero Balance then select Utility gt Businss Monitor and press the New button Business Monitor Manager New Unsaved Data Main busmon_ id erene gt insertClose insertContinue refresh hidden Business Monitor Details fill in the busmon_id field as shown above then press then insertContinue button then then new button Codamos User s Guide Page 172 Business Monitor Detail Manager New Unsaved Data Main busmon_id A my work queue r1 Saved Finder ID Non Zero Balance adn semen Ooi insertClose insertContinue refresh hidden Fill in the Saved Finder ID and Sequence fields similar to above then press the insertClose button Your Business Monitor is now complete Business Monitor Manager Existing Data busmon_id my work queue r1 fresh ireg delete refresh hidden Business Monitor Details Tsoi Tem ana semen wow otro new first prev next last Jpagesf0 to use it press the refresh button then you can drill down by clicking on a Saved Finder ID Codamos User s Guide Page 173 Financial Account Finder Ko account 10 scout ae TCS Acc
63. aibeasentonteniaes 220 7 3 send Email CO EMail ISU cacuscrrecssyasccdentos a E S EN 221 7 4 Badr Or Missing EMailAdOreSS seirer E EE 224 o A N a T E E E es A aice ear arte Gateaetiostee 225 8 1 Change HIC tO V eserse E E E 225 Codamos User s Guide Page 6 1 Introduction This User Guide explains how to use Codamos application features and functions The remainder of this introduction covers how to join Codamos log in view help videos and use the Setup Wizard The General Features section describes the use of the finder grid and manager dialogs for managing data The Use Cases section details end to end scenarios for various types of businesses You should follow one of the use cases that is most similar to your business For example if you sell both products and services follow the Remco Heating and Cooling use case If you are a pure service business follow the Eagle Legal Services use case If you are manufacturing company follow the Joe4u Coffee Roasters use case The Tips and Tricks section describes miscellaneous Codamos features and functions The Payroll Management section covers the Payroll feature in detail 1 1 Supported Browsers The following table lists the supported browsers minimum browser version and supported operating system Browser Windows Apple Chrome 41 0 2272 118 m or later Firefox 37 0 1 or later Yes No Safari 8 0 5 or later No Yes 1 2 Security The Codamos server requi
64. ance Currency ID Sub Account Of OwnerGroupld asc _ v Jottseto _ paioo _ accounts payable ri Accounts Payable jap 0 00 USD ipidaire igidai ap 0 00 USD joe ASP Account for Joe ap 0 00 USD 1 3 3 new first prev next last edit Jpagesfo Y jactions W feports _ 7 We now have a newly added A P account for Joe Codamos User s Guide Page 58 3 1 8 6 Setup Labor Expense Accounts In this section we illustrate how Ralph sets up new Expense accounts for tracking Labor expenses Ralph would like to keep track of how much he pays Joe in a separate account so Ralph can issue Joe a 1099 at the end of the year Select Financials gt Account and press the new button Financial Account Manager New Unsaved Data Account ID 1099 Account Name OO Initial Balance Oo Initial Balance Date lt Balance ia Cleared Balance ss Sub Accountof A sd _insertClose insertContinue refresh hidden Fill in the fields in a manner similar to above then press the insertClose button then press the new button again Codamos User s Guide Page 59 Financial Account Manager New Unsaved Data Account ID Account Type ID initial Balance Ps Initial Balance Date Balance Cleared Balance as e insertClose J insertContinue refresh hidden Fill in the fields in a manner similar to above then press the insertClose button Then use the Financial Account Finder to look for ac
65. ane each now have a paycheck for 1000 gross pay Drilling into the paycheck for John Codamos User s Guide Page 197 Pay Check Manager Existing Data 2 mma Pay Check ID 2j4hinbp3Urs r1 Employee ID A john r1 Start Date 2015 04 01 00 00 End Date 2015 06 30 00 00 Pay Date 2015 09 10 00 00 Gross Pay 1000 00 Gross Pay YTD 3500 00 Net Pay 762 80 Fed Taxable 1000 00 Currency ID A USD Journal Entry ID Of QHzFiKsaPGZQ r1 hours 0 00 Rate 0 00 Payroll ID A 91MCy5n3h1ag r1 Regular N v Document ID A FILSRIES5ZKN delete refresh hidden Pay Check Details Pay Check Detail ID I Pay Check ID Payroll Tax ID Account ID Expense Account ID it Credit YTD Journal Entry ID OwnerGroupld 8GfnPklg7E1T r1 2j 4hinbp3Ur8 r1 medicare tax co fedtx withheld r1 taxes federal r1 yvy7cPSC38hPLri remco dYj vVeWMXxEb r1 2j 4hinbp3Ur8 r1 medicare tax fedtx withheld r1 48 25 lOutzXPzc Jl r1 2j4hinbp3Ur8 r1 pa state tax pa tax withheld r1 NRPkJ8CxR8Iv r1 2j4hinbp3Ur8 r1 federal income tax fedtx withheld r1 olOgVW cLpa2 ri 2j hinbp3Ur8 r1 john401k r1 uOhUyPHLSHWb r1 2j hinbp3Ur8 r1 sstaxco fedtx withheld r1 taxes federal r1 a Y jBetCugLYtjC ri vGylr520d8G1 r1 2j4hinbp3Ur8 r1 sstax fedtx withheld r1 1 7 7 new first prev next last lpages 0 v Paycheck Timesheet Fora Paycheck Timesheet J Ownerrou new first prev next
66. ansactions OrderLine 002 0000000001 r1 Qty 10 item FrigidaireFRA052XT75000 BTUMiniWindowAirConditioner r1 price 130 00 SoldTo LowerMerionPoliceDepartment r1 Check from Lower Merion Police Department test _prev next last createReceivable receivePayment statement Jpage 0 v Notice the 3 line above which records the decrease in the A R account Return to the Account tab Financial Account Manager Existing Data Account Account ID Account Name wanen e Initial Balance Initial Balance Date sd Balance boo omo Notice that the Lower Merion Police Department s A R account balance is now 0 00 3 1 5 Purchase Order Entry Ralph sold off all of his inventory of window units in the prior sale This section illustrates how Ralph enters a purchase order to acquire additional window units from Frigidaire Select Operations gt Order from the menu the press the new button to display the Order Manager Codamos User s Guide Page 47 Order Manager New Unsaved Data x over Pree ponte id oserye A tosto OOo Status O e lS Order Date 2015 04 03 00 00 Origin Loc ID A A Frigidaire r1 pestiatin cid Bh Payment Account ID oj A Frigidaire r1 Sku In ID Aa hy Sku Out ID Dh insertClose insertContinue refresh hidden Ralph specified e Order Type ID PO Order Date Origin Location ID Frigidaire Destination Location ID Remco Headquarters Payment Account ID A
67. any paid social security tax e sstax This is the employee paid social security tax at a rate of 6 2 percent with a wage limit of 118 500 for tax year 2015 e medicare tax This is the employee paid medicare tax at a rate of 1 45 percent with an extra tax of 0 9 percent for wages over 200 000 e medicare tax co This is the company paid medicare tax e pa state tax This the Pennsylvania State Tax at a rate of 3 07 for 2015 Note that this Payroll Tax Rate Set is valid only for tax year 2015 Payroll Tax Manager Existing Data Main Payroll Tax ID federal income tax Server Command ID A computeFedTx Federal Wage Basis Company Paid delete refresh hidden Codamos User s Guide Page 188 Above we have drilled down into the record for federal income tax We see that e A special Server Command ID of computeFedTx is specified This is because a special method is required to compute federal taxes using federal tax tables Refer to Federal Tax Tables for more information on federal tax tables e Federal taxes are computed on gross pay so we have set Federal Wage Basis to N e Federal taxes are paid by the employee so Company Paid is set to N Payroll Tax Manager Existing Data Main Payroll Tax ID sstaxco Description Social Security Compal Server Command ID A Federal Wage Basis Company Paid delete refresh hidden 7 Above we have drilled down into the record for sstaxco We see that this tax is c
68. ar count saveFinder JOrder By 7 ASC v Offset 0 Max 100 Y Financial Accounts 1 2 2 new first prev next last edit page 0 Y actions v reports Account ID Account Name Account Type ID Balance Currency ID Sub Account Of OwnerGroupld accounts receivable r1 Accounts Receivable ar 1300 00 USD remco LowerMerionPolice rtment ri Lower Merion Police Department ar 1300 00 USD accounts receivable r1 remco Y Notice that the Lower Merion Police Department now owes Ralph 1300 and that the total of Ralph s receivables is also 1300 Next let s look at our cost of goods sold account as shown below Financial Account Finder Account ID begins with F cost of goud sold Account Name begins with Account Type ID begins with Balance begins with Cleared Balance begins with Currency ID begins with Sub Account Of begins with fo bb bb OwnerGroupld begins with Y Rovwld begins with find clear count saveFinder lorder Bry T ASC OffsetiO Max 100 T Financial Accounts Account ID Account Type ID Currency ID ub Account Of OwnerGroupld new first prev next last edit lpages 0 F actions reports T Ralph s cost of goods sold account has been updated to 1000 Codamos User s Guide Page 37 3 1 2 Change a Sales Order The Lower Merion Police Department has called Ralph to ask him to add installation services to their order
69. ata Contact ID Email Address Email Display Name Last Name Goodall First Mame Middle Name Title Company Name Mobile Phone T T insertClose insert Continue refresh hidden Mtl Press the insertClose button and then search for contacts whose ID starts with j contact Finder Emacs egmewith w company Name begins wn v Email Display Name eps with mowieProne beers win v lastname Bepswith Macao begs win vf ritname begmswen ownersroupia beers win vf masename beers wen rowa ems na clear count saverinderJorderby Rowia F e oreo hao S contacts contact 10 Email Address Email Display Name Last Name First Name Middle Name Title Company Name Mobile Phone Location 1DOwnerGroupid Spanar oon fone ae 1 1 1 new first prev next last edit Jpage 0 v lactions Now let s try entering another Contact with a Contact ID of jane Codamos User s Guide Page 146 contact Manager New Unsaved Data Contact ID Email Address Email Display Mame sd id st Nae we Nam sd companyame notte Prone waton gf A _insertClose insertContinue J refresh j hidden Press the insertClose button Duplicate Entry Please try a different ID ok more The system reports a Duplicate Entry error because JANE and jane are the same ID as far as Codamos is concerned 4 5 Reuse Specific Setup Wizard Steps The Setup Wizard walks th
70. ates that e 13 percent of John s gross pay is directed to his 401k e The time period to which the record applies is the year 2015 e The maximum annual amount to be deducted is 23 000 e The 401k is a Roth meaning that the deductions do not reduce John s Federal taxes e Active is set to Y This can be set to N to turn off the deduction e The deduction amount is accounted for in the A P account called john401k which we have created specificially for John Press the InsertClose button to save the data 5 4 3 Employee Pay Rate This section illustrates how to setup employee pay rates John is paid a salary of S60K per year which equates to 2500 on a semi monthly basis Find the Employee record for John Codamos User s Guide Page 185 Main Employee Name John Employee Social Security Number Start Date Num Fed Tax Allowances o Married Fed Tax Exempt Pay Frequency Active va 1 A isin Remit to Account ID AA ijohn aprt Labor Expense Account ID Payroll Tax Rate Set ID ol delete refresh hidden Employee Benefits Srey ne john ri 1 2 2 new first prev next last Jpages 0 Employee 401Ks EFIS 401K i Ea sSiluOXeyys5 Hfiohrt i a johnaorkert remo johnaorkert remo 1 1 1 new first prev next last Jpage 0 Pay Rates new first prev next last Jpagero Within the Pay Rates section press the new button highlighted in yellow above C
71. ave the Location Name field blank Note A Receivables A R account will be created for customers A Payables A P account will be created for vendors location_type watontame SC SCSCS wasn O wesna OOOO Country AL o Timezone First Name Last Name O Email Address te Joe fills in information pertaining to each of his customers and vendors leaving the Location Name field blank when he has no more customers and vendors to specify The page at localhost 2012 says No more customer or vendor locations to enter oe cee Press the OK button The page at localhost 2012 says Setup Wizard Successfully Completed Prevent this page from creating additional dialogs Codamos User s Guide Page 130 Press the OK button 3 3 2 Purchase Order Entry Joe buys raw coffee from his vendor in 50 pound bags This section illustrates the purchase order entry process Select Operations gt Order and press the new button Order Manager New Unsaved Data x Order ID Price Profile 1D A Order Type ID A fo Total Cost Status Currency ID A Order Date 2015 04 06 00 00 Origin Loc ID A Al JacobsonCoffeelmports j Destination Loc ID OJ Al Joedu j1 Payment Account ID A A JacobsonCoffeelmports j Sku In ID A Sku Out ID A insertClose insertContinue refresh hidden Specify e Order Type ID PO e Order Date e Origin Loc ID vendor loca
72. became influenced by Edgar F Codd s research on relational database design which led in 1977 to the formation of what became Oracle Oracle became a successful database vendor to mid and low range systems competing with Sybase and Microsoft SQL Server which led to Ellison being listed by Forbes as the richest Californian in 2006 Ellison has donated up to 1 of his wealth to charity and has signed The Giving Pledge In addition to his work at Oracle Ellison has had success in yachting through BMW Oracle Racing and is a licensed aircraft pilot who owns two military jets You can then download the document as desired Note the exact behavior for viewing and downloading documents varies depending on which browser you are using 4 2 Issue Tracking The issue tracking system is used to track anything that needs to be acted upon in some fashion This section illustrates the use of the issue tracking system as a to do list for the owner of Joe4u Coffee Joe s business is booming and he needs some additional financing to support his growth Joe enters an issue as a reminder to make calls to various banks 4 2 1 Issue Topics The system comes with certain public issue topics which pertain to the software itself It is likely you will want to add your own issue topics as illustrated in this section Select Issue Tracking gt Setup gt Issue Topic and press the new button Issue Topic Manager New Unsaved Data Main Des
73. below Financial Account Manager Existing Data Account ID pa dept of rev r1 Account Name Pennsylvania Department of Revenue A P Account o Ble initial Balance Initial Balance Date O00000 Balance pbo mro AOOO Sub Account Of A accounts payable r1 3 1 16 2 Create Tax Item Ralph creates a special tax item called pa sales tax as shown below Item Manager Existing Data temi tem Name rysealspeco Al Track Inventory delete _refresh hidden J Notice that The Physical Spec ID is left unspecified and Track Inventory is set to N 3 1 16 3 Link Tax Item to the Tax A P Account Ralph links the pa sales tax item to the A P Account for the Pennsylvania Department of Revenue as illustrated below Select Financials gt Setup gt Item Financial Account and press the new button Codamos User s Guide Page 77 tem Financial Account Manager New Unsaved Data Item ID A pa sales tax ri Tax Account ID A pa dept of rev r1 _insertClose j insertContinue refresh hidden Fill in the Item ID and Tax Account ID as shown above or similar to link the tax item with its associated A P account Press the insertClose button and then the find button litem Fmancial Account Finder tmo E Tax Account 1D beens vin v A O Ownercrovp find clear count saveFinder Jorder By asc Offsetla Madioo Y Item Financial Accounts item ID Tax Account ID OwnerGroupld C pa sa
74. browser window or b offer you the choice of displaying the CSV file or downloading the CSV file 2 2 5 3 Chown Change Owner The chown action is for administrators Reference the Codamos Group Administrator s Guide for more information on the chown action 2 2 6 Grid Reports Some business objects have associated reports and in this case you will see an additional drop down list next to the actions drop down Reference Prepare Timesheet Report for an illustration 2 3 Manager Dialog The Manager dialog lets you view insert update and delete data in the Codamos database Continuing with our sample use of the Contact business object we now illustrate how to insert update and delete a Contact 2 3 1 Insert New Data Once you are in the Manager Dialog for a particular business object inserting a new record is achieved by first filling in values in the individual data fields and then pressing either the insertClose or Codamos User s Guide Page 24 insertContinue buttons As the button names imply insertClose inserts data and closes the Manager dialog whereas insertContinue inserts data and leaves the Manager dialog open to give you the option of doing additional subsequent data management upon that particular business object instance Example In this scenario will illustrate the entry of a new contact From the menu select HR gt Contact Financials Group Admin Help HR Issue Tracking Projects Operations Utility
75. c button Utilization Analysis Manager Existing Data Main Analysis ID x3xYoIF2MQVe o1 nBucket HrsAvl 520 00 Start Date bucketLen HrsBillable 128 00 patasouree tinesteet r WrktisPeraucket tons T Description MinutilGreen utiiz foo Image i MinUtilellow coor fa delete hidden recalc Utilization Weekly esse n Tome T roa mine reno wae T cor ee J ome e al X3xY olF2MQVe ot 015 09 21 80 00 d6 0057pjAnus 01 X3xTolF2ZMQVe 01 2015 09 07 80 00 TIPECySB2MCK 01 X3x Yol FZMOVe 01 2015 09 1480 00 mev frst prev next tast aged 0 Y Employee Utilization sew test prev next ast Joagesf0 v Codamos User s Guide Page 215 The above analysis was performed against the timesheet data entered by employees Notice that e Jane is yellow for the month of September We had planned on her being Green What happened To answer the above question we can drill into the week of 9 7 Utilization Analyst Header Manager Existing Data a Week ID dG6 QdS7pjAnus o1 Analysis ID A Al Xox TOIFZMQVe 01 Date 2015 09 07 00 00 HrsAwl 80 00 HrsBillable 32 00 HrsNoneill 0 00 Utiliz 40 00 Color red Image E delete refresh hidden Utilization Weekly by Employee METFAE o1 dGOd57pjAnus 01 jane o1 40 00 32 00 0 00 80 00 yellow oron x26d53cuc cr o1 dGOd 7pjAnus o1 john o1 40 00 0 00 0 00 0 00 red orton 1 2 72 new l first prev _next last lpages oF Notic
76. ccount Manager Existing Data 6 SS oo Wynnewood Software Transactions La ELITA Kid wynnewood software Resource fred Activity work Hrs 1 0 Rate 300 00 Phone consultation and finalize beta user agreement Project wynnewood software Resource fred Category mileage expense 40 miles at 57 cents per mile Project wynnewood software Resource fred Activity work Hrs 1 0 Rate 300 00 Prepare draft beta user agreement Project wynnewood software Resource fred Activity work Hrs 1 0 Rate 300 00 In person consultation See aaa _next last createReceivable rec yment statement Jpag e 0 v Click on the statement button Codamos User s Guide Page 107 Statement Eagle Legal Services soo Eagle Legal Way Ardmore PA 19003 USA Account ID WynnewoodSoftware Balance Due 978 80 USD Contacts 590 Eagle Way Ardmore PA 19003 USA Transactions eft Date Description Increase 2015 03 30 Project wynnewood software Resource fred 300 00 Activity work Hrs 1 0 Rate 300 00 In person consultation 2015 04 01 Project wynnewood software Resource fred 300 00 Activity work Hrs 1 0 Rate 300 00 Prepare draft beta user agreement 2015 04 01 Project wynnewood software Resource fred 26 80 Category mileage expense 40 miles at 57 cents per mile 2015 04 03 Project wynnewood software Resource fred 300 00 Activity work Hrs 1 0 Rate 300 00 Phone consultation and finali
77. ccount Type ID A Initial Balance Date Balance a Cleared Balance ee owo AOOO sivsccomtor A _insertClose j insertContinue refresh J hidden J Fill in the fields as shown above then press the insertClose button then use the Finder to search for accounts having Account ID beginning with mile Financial Account Finder Account ID begins with Account Type ID begins with A ieee _ aeons 4 Currency ID A Sub Account Of Al aoo _clear count saveFinder JOrder By T asc _ v joffseto Mmaxioo Financial Accounts m Account ID Account Name Account Type ID Balance Currency ID Sub Account Of OwnerGroupld 1 1 1 new fst prev next last eat osged 0 v acti sw feports You now have a new expense account for tracking mileage expenses 3 2 2 6 Setup Approvers This section illustrates how Fred sets himself up as an approver so he can self approve his timesheet and expense report Select Projects gt Setup gt Approver and press the new button Codamos User s Guide Page 95 Approver Manager New Unsaved Data Main Time Approver Expense Approver _insertClose insertContinue refresh j hidden Fill in the fields similar to above and press the insertClose button then the find button Approver Finder Time Approver Expense Approver owecramia pesme wan vA Fina ier count severinaerJowero v e oreo hooo Approavers User b Time Approve
78. cer X President of the United i Barack Obama cle new fst prev nest lst eat pases Y actions We currently only have 4 contacts so all 4 contacts are displayed in the finder results grid 2 1 1 Specifying Search Criteria Let s say for example that we want to find all contacts whose Title starts with the word Chief As shown below you would enter Chief in the Title field and leave the selection operator as begins with and then press the find button Codamos User s Guide Page 16 contact Finder 2 Contact ID begins with Title begins with Chief Email Address begins with Company Name begins with Y Email Display Name begins with Y Mobile Phone begins with Last Name begins with Y Location ID begins with Y 9 First Name begins with Y OwnerGroupld begins with Y Sj Middle Name begins with Rowld begins with find clear count saveFinder Order By v ASC v Offsetio Max 100 v contacts Contact ID Email Address Email Display Name Last Name First Name Middle Name Company Name Mobile Phone Location ID OwnerGroupld larryellison d1 larry ellison oracle com Larry Ellison Chief Technology Officer Oracle doc 1 1 1 new first prev next last edit page 0 v factions Y In this case since Larry Ellison is the only contact whose title starts with Chief only one record is displayed 2 1 2 Selection Operators The default selection operator is begins with as illustra
79. chedule This is a convenience so that you do not need to individually press the process button on each timesheet and expense report Notice below that Fred has an outstanding approved timesheet that needs to be processed Only approved timesheets and expense reports are processed Timesheets and expense reports that have any other status are ignored Codamos User s Guide Page 168 Timesheet Finder Description SS our Status OwnerGroupld Al InsertUserld A find clear count saveFinder JOrderBy asc loftseto maxhoo 7 Timesheets ae eae oe oe og ea ee ae new frst prev next ast edit Joages o w actions veot Select Group Admin gt Jobs gt Job and press the new button Job Manager New Unsaved Data D Job ID Job Content ID A fA project accounting project accountineg Run As User ID Start Date End Date Last Run Date Frequency In Hours _insertClose j insertContinue j refresh hidden Fill in the fields in a manner similar to shown above The above configuration says Run the project accounting job every 24 hours starting on April 20 2015 and ending April 21 2016 The last time the process ran was April 1 1015 When you set the Last Run Date to a date which precedes the Start Date it is the same as telling the system to run the process immediately Press the insertClose Button and then the find button Codamos User s Guide Page 169 Job Finder So Run As
80. cnssaeeeeteiersenteteaeeems 198 SAA V2 Of eo 1 2 Cee ee ee 200 54141 Changing Payrol SU AL US ssion ESS 200 5 14 2 Recreating an Employee Paycheck ssossssosssserreesrresssreresrrrrssreresrreessreresereresrereserersseeress 200 Delo Employee Eales Semen enra E 201 6 Resource Management sssssessrssssesrrssesessesssrrssesrsrrssosroresrosrorosreressesrereseosrososreressosroreseosrereseereese 202 6 1 Onon TechANICaALSETVICES sonsireriien aenn E E EE ENRE 202 6 1 1 Resources Rates and Resource ROIES ccccscccecccscceecseeseccseucsecseusseusseusseusseusseusseuseeuncs 202 6 1 2 Role Requirements and Resource Assignments cccccesscccceseccceesecceeeuseceeaeeeeseueeceeeeees 205 6 1 3 Usine the Resource FHIStograli asrorni iea T 207 Codamos User s Guide Page 5 6 1 4 Un doing Resource Assignments ccccssecccsecccsececescccaeececeueceseeceeeucessenceseeecesseceneneeenees 208 6 2 Employee UUNZatOM sssrinin S 209 6 2 1 DUZAN y a E E one sinc eat sueua vende to oui neetomtencetousesons 210 6 2 2 Comparing Plan VS Actuals ccccsssccccsseccecesscceeesccceeesececeeeeceeseeeceeseusecetsugecessegeceetegeeeetes 214 PF UAW OWA C0 E PET E EEE E E EE onpoacuennes EE ts 218 7A Create Emal EIS Metod L sccscsnesueeccnaauseaseaancectaesnsesnenaweedareaniwetnansaiaeesncanmeeeadsnitnrcarhenmsectaaines 218 7 2 Create Email Lt Method 2 vasvevcosscecavaseavensasveiaestmavisbanoeshunsanbeiebanceageenbexseabenccuboemaee
81. counts containing 1099 in the Account ID Financial Account Finder account D Aco Nae Pe Account Type ID begins with Y Off o saanee Cleared Balance cery een A suraccount or asooo overt aoo find J clear count saveFinder Jorder By ASC vlOffsetio maxhoo 7 Financial Accounts E Account ID AccountName Account Type ID Balance Currency ID ub Account Of OwnerGroupld expense 0 00 wapes 1099 r1 remco expense 0 00 remco nevi frst prev next last eoit Jpases 0 w petion vpe o 1 2 2 We now have two new accounts for tracking wages paid on a 1099 basis 3 1 8 7 Setup Resources In this section we illustrate how Ralph sets up a new Resource record for Joe Codamos User s Guide Page 60 Select Projects gt Setup gt Resource and press the new button Resource Manager Existing Data Main resource Resource Name Active ly veri aden Remit to Account ID 6 Al Labor Expense Account ID A A joe wapes 1099 r1 Bill Expense N F Reimburse Expense Y T updatel lose J updateContinue detet e _refres h hidden Fill in the fields as shown above e Remit to Account ID is set to Joe s A P Account where we track money owed to Joe for wages and expenses e Labor Expense Account ID is set to joe wages 1099 where we track money paid to Joe as a 1099 sub contractor e Bill Expense is set to N because we are not re billing Joe s expenses to the Lower Me
82. covering to the end of October The resource histogram now appears as follows Codamos User s Guide Page 212 Resource Histogram 2015 9 2015 10 2015 11 9 6 9 13 9 20 9 27 10 4 10 11 10 18 10 25 11 1 11 8 jane customer001 technical consultant ft customer001 technical consultant john customer002 technical consultant ft customer002 technical consultant 11 15 11 22 11 29 12 6 Notice above that the green bar only extends to the end of October and that the yellow bar remains on the screen indicating that the assignment is not fully covered If we now re run the analysis it then displays as follows Codamos User s Guide Page 213 Utilization Analysis Manager Exiting Data Main Analysis ID ueAeCAVvZGyP o1 nBucket 12 Hrsavl peoo ooo Start Date 2015 09 07 00 00 bucketLen 168 HrsBillable 800 00 ooo DataSource resassn WrkHrsPerBucket 40 HrsNonBill PO Descnption E MinUtilGreen 90 00 Utiliz 3330 o Image E MinUtilvellow 50 00 Color yellow delete refresh hidden recate Utilization Weekly WKY 2a 30kKaB o1 EA o1 me 5 09 07 oe 00 4mcOQaaAPicbT o1 juedAeCAVviGyP o1 2015 09 14 60 00 ueAeCAVy2GyP o1 2015 09 21 80 00 B4U0WiaDyGxn o1 jueAeCAVv2ZGyP o1 2015 10 19 60 00 NEIwhGfnHxHWw o1 juedAeCAVy2GyP o1 2015 10 26 60 00 ueAeCAVyiGyP o1 2015 11 02 80 00 O3i1pUSJuL o1 jueAeCAVyiGyP o1 2015 11 09 60 00 new first prev next las t page 0 T Employee Utilization O
83. cription Issues pertaining to finam _insertClose insertContinue refresh hidden Codamos User s Guide Page 142 In this example we are entering a new Issue Topic ID of finance Press the insertClose button 4 2 2 Issue Entry This section illustrates the entry of a new issue which is a reminder to make a phone call regarding financing Select Issue Tracking gt Issue and press the new button sue Manager New Unsaved Data Issue Category ID A Issue Topic ID A finance j1 pescription Status Status Reason insertClose insertContinue refresh hidden We are entering the issue with Issue Category of TASK and Issue Topic of finance and making it priority 1 Press the insertClose button then the find button Codamos User s Guide Page 143 Issue Finder Issue ID begins with Issue Category ID begins with Y A Issue Topic ID begins with A Description begins with Y Status begins with Y v Status Reason begins with Y v priority begins with Y v InsertUserld begins with UpdateUserld begins with Y OwnerGroupld begins with Y Rowld begins with find clear count saveFinder JOrder By vi asc Offsetio Max 100 v Issues Issue ID Issue Category ID Issue Topic ID ipti Status Status Reason priority OwnerGroupld InsertUserld UpdateUserld SEHtIBGtl9RV j1 TASK finance j1 cS i I ing Open 1 joe4u joe j1 E new first prev next last edit page 0 v acti
84. ct information Last Name Email Address fred eaglea eaglelegal com ce Fill in the fields for your company headquarters and press the next button Codamos User s Guide Page 87 Setup Bank Account New Unsaved Data B maa Specify the name of the Bank where you hold your primary checking account for day to day business Determine the Initial Balance from your most recent bank statements ending balance Determine the Initial Balance Date from your most recent bank statement end date Bank Mame wells fargo Initial Balance 5000 Initial Balance Date 7015 04 05 00 00 next Fill in the requested information pertaining to your company s primary checking account and press the next button Note The initial balance should come from your most recent statement s ending balance This will minimize the number of historical transactions you ll need to enter to synchronize Codamos records with your banks records Setup Kem and Inventory New Unsaved Data 5 ae In this step you may optionally setup your items and your inventory of those items if any When you have no more items to setup leave the Item Name blank We suggest specifying descriptive Item Names that will have meaning to you and your customers when appearing on reports Item Mame billable hour If you track this item in your inventory specify Y below otherwise specify N Track Inventory Specify the gross weight of one item below L
85. den 3 3 5 Create work in progress Account The addition of finished goods to inventory is modeled as a zero dollar purchase from a simulated vendor called work in progress This section illustrates the creation of the work in progress vendor Select Financials gt Account and press the new button Codamos User s Guide Page 135 Financial Account Manager New Unsaved Data Account ID work in progress j1 haben recone Ted ie initial Balance Initial Balance Date sid Balance boo Sub Accountof AOOO O insertClose insertContinue refresh hidden recalc Fill in the fields as shown and press the insertClose button 3 3 6 Record Addition of Finished Good to Inventory This section illustrates how Joe records the addition of finished goods to inventory in this case he has roasted one 50 pound bag He adds 50 individual one pound bags of dark roast coffee into inventory Select Operations gt SKU gt SKU In and press the new button Inventory In Manager New Unsaved Data Location ID A Joe4u ji Payment Account ID A work in progress j1 insertClose j insertContinue j refresh hidden Inventory In Transactions teu first prev next last edit pages _ Fill in the inventory Location ID and Lot Date Specify work in progress for the Payment Account Press the insertContinue button then the new button Codamos User s Guide Page 136 Inventory In Transaction Manager New Un
86. duct business or typical service business then you will complete all the remaining steps Press the next button to display the Setup Accounting Configuration dialog as shown below Setup Accounting Configuration New Unsaved Data Specify your company name and the date you started your business then make a selection for the remaining fields lf you track inventory specify responses for all fields lf you do not track inventory you may leave the Inventory Account ID field unspecified lf you are not sure of what to select in a particular field do not worry you can always change it later using the Financials gt Setup gt Accounting Configuration menu selection Company Name The Doc Company Start Date 2015 04 01 00 00 Inventory Account ID finvent ory di inventory di cost ofsoodssold eost of goods sold di cost of goods sold d1_ Account ID cost OF Goods Taken ost of goods taken d1 cost of goods taken d1_ Account ID pales Income Account Fales incomedi Services Income ae ice j service income d1 Account ID Currency ID uso USD Y next Complete each field as shown above Note If you are a services only company you may prefer to not distinguish between sales income and services income in which case you should select service income for both the Sales Income Account ID as well as for the Services Income Account ID Codamos User s Guide Page 12 Press the next button to display the Headquarters Informa
87. e cccccsescccccsseccccenscceceesececeeecceeeesccessuseceeeeeceseeeaeeeeas 80 Dadi RODNE a E tne sieseaanieheundereneiaeotelal 82 3 2 eyo oa Boy day BST at 6c een ee ee en Renee E 85 3 2 1 SE CUI WZ A e eea E EE E 85 3 2 2 Setup Projects A ODIICO LION xasencce assess ese ensscnencenwetaneeoanicst wenceseateaeseaeeseiastsacoaseiasrosnatteo estes 90 3 2 3 Timesheet Entry and Processing vccdsencisesccnccassshuscoasceadeeadvendssantieesnnscoedisnsvedanndeeciceciesanossenant 96 3 2 4 Expense Report Entry and ProcesSSing seessesreessereesresrerseeresnresrerseeresrsesrersenresreesrerserrenns 100 3 2 5 Billing Time and Expenses via direct A R Entry sssssssseeesssssrrrrrrrrrrrrrreresssssrrrrrrrrrrerreeeees 104 Codamos User s Guide Page 3 3 2 6 Generate a Statement for an A R ACCOUNT cceecccceececceececeeecccecceceecccceececaececaeecenseeens 106 3 2 7 Providing Clients With Read Only Visibility to Their A R ACCOUNL cccccccccsssseeeeeeeeeeees 108 3 2 8 Record Payment Received from Client cc ceeccccssseccccesscccceesececeeeeceeseesceesseeeeseueceesenes 115 3 2 9 Record Expense P dV MOM Grecesrsrcckveventecnssentcicarcnsacnstadhubslodsedessebcasandessesecesboniatseventetseaneekaeesess 115 3 2 10 Setup LEDES Activity and Task COGES soi niccsscdcasivacceaveneddeccnsesssivenoedievosesveanenasbedcosacastvesvads 115 S241 Setup LEDES BINE PROl CC Uccicctecascccsacniccsuarnsedcucessedsnaanseussucwscasue
88. e Val ertClose insert Continue TEE sh hidden j Press the insertClose button contact Manager Existing Data Attributes Documents Notes Connections new test prov next tas eat Joged oy The process of entering a related record is now completed You can visit other tabs to enter additional related data of different types Codamos User s Guide Page 30 2 4 User Groups and Suffixes Every Codamos user has an associated primary User Group which controls what the user can do and what data the user can access within the Codamos database Your User Group is normally named after your company Associated with your user group is an abbreviation for your User Group called a suffix Each of your business object instances has a unique identifier called its primary key For example each of your Contacts has a unique Contact ID To ensure against conflicting with another group s data all primary key values in Codamos are terminated by your suffix Example The Remco group has a suffix of r1 and the Servco group has a suffix of s1 Both groups have a Larry Ellison contact In the Remco group the Contact ID is larryellison r1 However in the Servco group the Contact ID is larryellison s1 The suffix ensures uniqueness of data across User Groups Example The default Group Administrator for the Remco group is admin r1 The default Group Administrator for the Servco group is admin s1 By default a user i
89. e 51 Financial Account Manager Existing Data Account ID Frigidaire r1 Account Name Frigidaire Account Type ID A ap Initial Balance 0 00 Initial Balance Date Balance Currency ID Sub Account Of A accounts payable r1 delete refresh hidden recalc And notice that we also now have a transaction recorded which decreases our bank account by 1000 Financial Account Manager Existing Data o pnc bank Transactions Transaction ID Account ID Check Ref Num Transaction Date OduSmtsSf4Dk r1 pnc bank ri 1001 04 00 pi9bond5eYeVM ri bank ri 1001 04 00 aa first prev next l last withdrawal deposit splitWithdrawal deposit Paycheck mortgagePayment Jpages ov 3 1 7 Manage Hourly Sub Contractors Ralph uses hourly sub contractors for installation work Ralph pays Joe at a rate of 50 per hour but bills him out to the client at the standard Remco hourly rate of 150 per hour Ralph also reimburses Joe for mileage expenses The sections that follow illustrate the use of the Projects Project Time and Expense Reporting application to manage the record keeping and financial transactions involved Using the Projects application is an alternative to Joe invoicing Ralph Joe instead enters his time and expenses into the system instead of sending Ralph an invoice If you do not think you need either timesheets or expense reports skip ahead to section Handling Sales Tax
90. e above that Jane s billable hours for the week of 9 7 were 32 instead of the 40 that we had planned for her Drilling down further Codamos User s Guide Page 216 Utilization Analysis Cell Manager Existing Data Main Cell ID RdFSq METFAE o1 ao BZ ne Hi HrsBillable HrsNonBill Color yellow Image i delete refresh hidden Utilization Details a and now drilling down into her timesheet for that week Timesheet Manager Existing Data x Attributes Timesheet 1 employee 0 A pecon LO End Date sour Status approved T CSCS 09 09 Fhe e e tow fet rev ot st eo Y Codamos User s Guide Page 217 Now we can see that the problem is that Jane took Friday 9 11 off She has no billable hours for that day Further analysis of a similar nature shows that Jane is consistently billing 32 hours instead of the 40 that we had planned for Armed with this information we can take appropriate corrective action 7 Email Contacts This section shows you how to take full advantage of Codamos ability to send emails to your contacts that have email addresses specified in their contact record Note If you are using a shared Codamos server in the cloud emails sent from Codamos will appear to your recipients as having been sent from codamos2013 gmail com However if you are using a private Codamos server you can configure this sent from address as desired 7 1 Create
91. e group admin user through various setup steps as previously illustrated in Setup Wizard for the Group Administrator and as part of use case Eagle Legal Services In the event that you wish to re use specific steps of the setup wizard this section shows you how For example say we want to use the setup wizard to add additional customer or vendor locations Select Financials gt Setup gt Setup Wizard Editor and then the find button Codamos User s Guide Page 147 Setup Wizard Finder ow i Cd wy type i A OvmnerSroup Rowa find clear count saveFinder Jorder By ASC v offsetio Madioo 7 Setup Wizards 1 1 71 new first prev _next last edit Jpage 0 v actions v Drill down on the sw_id Setup Wizard Manager Existing Data Main TTT Setup Wizard Details cVZE34kCczN d1 OskKKKAjNy79b d1 zy Tihr gr 4z di 66Do7 gfs 3J0 d1 TalgCMhzdazj di HUU 1 8 8 _new first prev next last edit Jpage o v Drill down on the step you wish to reuse in this case we wish to reuse the last step Click on the associated swd_id Codamos User s Guide Page 148 Setup Wizard Detail Manager Existing Data is_done Gelete refresh hidden Change is_done from Y to N and press the updateClose button Setup Wizard Detail Manager Exiting Data is_done updateClose updateContinue delete refresh hidden Codamos User s Guide Page 149 S
92. e new button to display the Order Line Manager as shown below Order Line Manager New Unsaved Data Order Line SHU Lines Order Line ID fs Order ID A skuin TxtD Of sku Out TxID lf Jumal Enty Jf a Price Profile ID OJ mwe C Currency ID A n a insertClose insertContinue refresh hidden The system pre populates the Order ID and Price Profile ID based on the values previously specified on the Order record Ralph fills in the Item ID and Qty fields as shown below Codamos User s Guide Page 33 Order Line Manager New Unsaved Data e Order Line SHU Lines Order Line ID Po Order ID A Item ID Pl FrigidaireFRA052XT75000 Sku inTx ID Off Sku Out TxID Off Journal Entry ID Off Price Profile ID OJ osere insertClose insertContinue refresh hidden In this case Ralph has specified e Item ID is that corresponding to a Frigidaire window unit e Qty is 10 He has left the Order Line ID blank letting the system fill that in He presses the insertClose button to display the data in the Order Line Grid as shown below Order Manager Existing Data 2 Order Lines 001 FrigidaireFRA052XT75000 Do0 ooooor r 2000000001 ener 1 1 1 new first prev next last edit Jpages 0 v He then returns to the Order tab and presses the recalc button to fill in the Total Cost as shown below Codamos User s Guide Page 34 Order Manager Existing Data Order ID 0000000001 r1 Price Profi
93. e_noltxcode content Status Status tent Orne Groupie nsertUserle sc v hometo mioo Bj contact20150410074112 Larry Ellison Chief Technology Officer larry ellison oracle com larryellison d1 Oracle Larry Ellison admin d1 O laz contact20150410074112 Larry David Chief Comic larry david funny com larrydavid Larry David admin d1 tow st rev next ast et imoortLocaiFie importenoteFte npursting process paged 0 7 ctio T Notice that you now have 2 rows in the CSV Lines table corresponding to the 2 lines from the CSV file Select the massUpdate action from the actions drop down list CSV Line Manager New Unsaved Data Main wm O ES mer 0 fO OCOCSCNC S txcode j Il content Status y status_text Codamos User s Guide Page 153 Select txcode of Il and press the massUpdate button and press the OK button to confirm CSV Line Finder csv_header ja A lin _no begins with txcode begins with v content begins with Status begins with v status_text begins with Y OwnerGroupld begins with A Rowld begins with Y find clear count saveFinder Order By ASC v Offset Max 100 v CSV Liness Rowld csv_header_id line_no txcode OwnerGroupld insertUserid 472 contact20150410074112 0 Il doc admin d1 az3 contact20150410074112 1 ll Larry David Chief Comic larry david funny com larrydavid Larry David doc admin d1 1 2 2 _
94. eave this field blank for service related items that have no physical representation Weight Specify the number of items you currently have in inventory and the estimated cost per unit lf you currently hold no inventory for this item leave these two fields blank Qty Unit Cost Specify the price you will normally charge your customers for the item The price will be saved to the standard price list You will be able to create other price lists later as well as modify the standard price list If you do not sell this item leave the Unit Price blank Unit Price next J Specify a service item called billable hour and specify the hourly rate you charge for a billable hour in Codamos User s Guide Page 88 the Unit Price field then press the next button Make sure you change the Track Inventory field from Y to N and leave the other fields blank Note Specifying a billable hour service item gives you additional flexibility in how you bill your customers When the system redisplays the Setup Item and Inventory dialog leave all the fields blank and press the next button Customer or Vendor Information New Unsaved Data 5 Eo Specify address and contact information for a customer or vendor location When you have no more customer or vendor locations to specify leave the Location Name field blank Note A Receivables A R account will be created for customers A Payables A P account will be created for vendors
95. ecify your company name and the date you started your business then make a selection for the remaining fields lf you track inventory specify responses for all fields If you do not track inventory you may leave the Inventory Account ID field unspecified lf you are not sure of what to select in a particular field do not worry you can always change it later using the Financials gt Setup gt Accounting Configuration menu selection Company Name Start Date 2015 03 02 00 00 Inventory Account ID fi ji inventory j1 Moen eest oFgoods sold j1 cost of goods sold j1 Y Cost of Goods Taken FSF oeeoode taken a Income Account Galesincomej sales income jt_ paella service income j1 service income j1 Y Account ID Currency ID 5D uso et Fill in Accounting Configuration information and press the next button Headquarters Information New Unsaved Data Specify address of your company s headquarters Address Line 555 Joedu way wasn SSCS State PA np comty A Time Zone E America New_York Specify pimary contact information First Hame Last Name Carbone Email Address joe carbone joedu com ca Fill in the Company Headquarters information and press the next button Codamos User s Guide Page 126 Setup Bank Account New Unsaved Data x Co Bank Hame Initial Balance Initial Balance Date 2015 03 27 00 00 Specify the name of the Bank where you hold your primary checking acco
96. eeai Specify the desired search criteria In this case we are looking for all contacts we have offered a job Return to the Contact tab and press the find button Codamos User s Guide Page 21 contact Finder Deemswty v Tele bean a eas with Yama Name begs with Contact ID Email Address Email Display Name begins with Last Name First Name Middle Name Rowld _find clear count saveF lt By contacts epinswitnh Mate Phone begs with OOOO OOO a emme win w C Ownercrouta Boris win FJB _ CO E begins with begins with T oeo ao S Contact ID Email Address Email Display Name Last Name First Name Middle Name Title Company Name Mobile Phone Location ID OwnerGrouplid ametionsifarsetserdercicon aryEuson fewson hary __ _ feTecmalogyoicwfonce e tow fst prev next st eat pases v v factions v In this case Larry is the only contact we have offered a job 2 1 10 Use of Checkboxes to Narrow Down Finder Results After pressing the find button you may want to further narrow down the finder results This section shows you how using the Contact Finder as an example We have finder results displaying all contacts contact Finder Contact ID begins with Y Title begins with v Email Address begins with v Company Name begins with v OoOo Email Display Name begins wi
97. egins with Cleared begins with Y v OwnerGroupid begins with v Rowld begins with v Project wynnewood software Resource fred Activity work Hrs 1 0 Rate 300 00 In person consultation Project wynnewood software Resource fred Activity work ZiVev7 ai Hrs 1 0 Rate 300 00 Prepare draft beta user agreement CZIVev7LAWM e1 Project wynnewood software Resource fred Category mileage expense 40 miles at 57 cents per mile Project wynnewood software Resource fred Activity work H36jSOrxT8sY e1 jeagle wynnewoodsoftware eagle wynnewoodsoftware 1 WynnewoodSoftware e1 lyGnbLnkyDke e1 jeagle wynnewoodsoftware WynnewoodSoftware e1 fen 4 Hrs 1 0 Rate 300 00 Phone consultation and finalize beta user VAMTBswyNU4r e1leagle wynnewoodsoftware iag agreement 1 4 4 ll EE eee Codamos User s Guide Page 113 Notice again that the OwnerGroupld has changed to eagle wynnewoodsoftware 3 2 7 3 Test the Client s Use of Codamos This section illustrates how to pretend you are the client using Codamos to view their A R account Log in as the client Lsemame wynnewowxwk oftware 2 Select Project Reader gt PDF Reports gt Financial Account Financial Account Report Finder Account Nar acconto Deen Currency ID AC OwnerGroupl e Earliest Transaction Date Oo Latest Transaction Date OoOo Rowid tepo
98. er Company Name Oracle Mobile Phone 800 555 121 2 Location ID AA updatet lose updateContinue delete refresh hidden Notice that the system displays the updateClose and updateContinue buttons in reaction to your having modified data Now press the updateClose button to complete the change 2 3 3 Delete Existing Data The steps for deleting data are quite similar as for updating The main difference is that you use the delete button instead of the updateClose button 2 3 4 The Refresh Button Pressing the refresh button on a Manager Dialog causes the system to re query the data from the database and redisplay the data 2 3 5 The Hidden Button Pressing the hidden button toggles the display of Manager fields that are normally hidden from your view 2 3 6 The Magnifying Glass Icon List of Values Pressing the magnifying glass icon pops up the Finder dialog for the referenced business object to help you find the desired record For example on the Contact you could press the magnifying glass icon to find a location to associate with the given Contact record 2 3 7 The Pencil Icon Pressing the pencil icon pops up the Manager dialog for the referenced business object so that you can enter a new business object on the fly For example on the Contact you could press the pencil icon to Codamos User s Guide Page 28 enter a new location to associate with the given Contact record You can also use the pencil icon to drill down
99. er your Username and Password and press the Login button The system then displays the main menu The menu you see will vary depending on your user role The menu shown below is the standard menu for Group Administrators CODAMOS logout admin d1 Financials Group Admin Help HR Issue Tracking Projects Operations Utility i YY Y Y Y i en el 1 4 1 Two Factor Login If your user group has been configured for two factor login each time you login to Codamos you will be required to specify two passwords 1 Your normal primary password and 2 a temporary single use password which is emailed to your two factor email address After completing the primary login process Codamos will prompt you for the additional temporary single use password which you must read from your two factor email account Note You have the option of asking your administrator to make your two factor email address different from your normal email address Codamos User s Guide Page 9 1 5 Watch Videos Before Trying Yourself You may prefer to watch some videos illustrating how to do various things in the system before trying it out for yourself or you may instead prefer to dive right in This section shows you how to utilize the help system to view help videos Select Help gt Help Topic and press the find button Help Topic Finder x Help Topic ID begins with Y Help Category ID begins with Y A Sequence begins with Y Document ID begins with
100. es Time Entry ID AGDUANDMCs7O 1 1 1 new first prev next last edit Jpage 0 Press the updateClose button Timesheet Finder Timesheet iD begins with v Description Start Date fs End Date Hours OwnerGroupi AL InsertUserid begins with Y A find clear count saverinderJorder8 SYP LAS r oreo Wooo Times heets Timesheet Description start Date End Date Hours status ownerGroupidjinsertUserla new J fist prev nent last edit pages 0 w actors O vreports o There are no longer any more submitted timesheets 3 1 13 Timesheet Processing An approved timesheet may be processed by the system to convert time entries into financial transactions There are two methods available for processing timesheets 1 Using the process button on the Timesheet Manager 2 Using the project accounting background job replace this with hyperlink This section illustrates the use of the process button Codamos User s Guide Page 71 We now illustrate how to process a timesheet Use the Timesheet Finder to find approved timesheets Timesheet Finder psi m Start Date begins with End Date E OOOO Status E nei a aaa E lt lt _ pralo afer Times heets iimesheet Description start Date End Date Hours Status OwnerGroupldlinsertUserid 150330 joe r1 Lower Merion Police Department 2015 03 30 2015 04 06 8 0 approved emco private isd 1
101. esieteceseecsbervinntmeariectssren 119 3 2 12 Timesheet Entry with LEDES Activity and Task Codes c cccssccccsssecceeeseceeeeeseceseeneees 121 3 2 13 Prepare Timesheet REPOrt ccccsssccssssssecccnssscuenssscneosssectoussscueussscsecussscucusscneusssessonsnss 122 ca FXPOR AQT o Hola 4 De ee ne ee eee en ane re eee eee eee 123 3 3 Jedu Con e RO GSES cdc rtcrs ce E E E E E E E E 124 3 3 1 Sera Wa eE EE 124 3 3 2 Purch e Order TN ari a ee eeeteceincotonneciecs 131 3 3 3 Record Use of Raw Matte rialls ccccccsssssscccccccsceeesseeecccccsseeussececcceesseeasseeeecesessegaaseeeeeess 131 3 3 4 New Finished Good IteM ccccccccccccseeeesseecccccceseeesseeececeessueesseeececeessueesseeceeseessuaaaseeeeeess 134 3 3 5 Create work in progress ACCOUN bs isis sonccusssanaussdninedudssionasvesninnsduceroeaiatandpadndetenasuccsneaiuooennsats 135 3 3 6 Record Addition of Finished Good to Inventory ccccesecccceeseccceeseceeceesceeseesecesseeceeeeees 136 3 3 7 BUES E S See ene E EE E A IEE a ee E eee ee 137 A NOT a E ines scatoeustee say ventaaeucseeysanyectesnnaseseetee 137 4 1 Document Management nessesssessesesseseseoresessorosrsroreresrsroresrsroresrsroreseseoreresesroreseseoreseseseeree 138 4 2 Eae TC UN ea E E E tce ea oat esenewacetunny etn avuneeaeeereoeeeeou 142 4 2 1 ISS TODI O aerar E E 142 4 2 2 BS SS E A EA A EEE E EA E O A A E E A E A TT 143 4 3 Reverse a Financial TraNnsactiON ascscreirr
102. esrorrereseereese 174 T PONM m EE NE e E up haus bate oeamtaneobsacbeacudesusioatasnbeasecanenadbaionansenticasante 177 SA SOB SS CN a E EA 177 5 1 1 Employee Paid Portion of Medical COVerage ccscccccsssecccessececeeseceeseuscceseeeceseeeceesenes 177 5 1 2 Company paid Portion of Medical Coverage esssssssesssrrrsssreresrrrrerrrresrrressrrresrreresrrresene 178 5 2 Se CCN BSS R OS EE 179 5 3 Link Tax IDs to A P AccountS esseensesenssseesssssrsssereseserssssrosesersssereseserssserossscrssserosesersssereseseesss 180 5 4 Add Salaried EM PlOV Ce sicernonseriri sarsar EEE 181 5 4 1 Add Beneit tO EA ONY OC rara T E E 182 5 4 2 AOT SS D e a E E E A E A E E O E 184 5 4 3 Employee Pay RAG i issacdsrcsdvsasascnandetanndnsatecedesdencndesatesessdecenalasatesesungeeasdvonedueeheteuntwnetesseeedss 185 5 5 PAO Va a SOS E EEE eentiecsiesaracassabandeseeencans 187 5 6 Fodera Fax Tal a E is soustennvtnnuessousennsoneecausiauctuues 189 5 7 Federal Withholding Allowances ccccssssessssssesonssectonssscneesesestoususcueuesseneussressoussecnensssenenes 190 5 8 Add Hourly ENAUDIOY CO ssaccciiessarcinsinsceccusisadmostinnecsiles persnncnoieesucinedsschasaesiee savanndaaninseeeeadwectusnnaersaree 191 5 9 COAG RCO S escien A coantaetssadanacasiasseuseaescoseaan penance 192 SA0 CUORE CUr PaO a ne en ee ee 192 S1L RU REP ON eserci EEA EOE EEEE 192 512 R nNon Standard Payroll seeren a 196 21 RONNE BONS cerra tae cnc anes toca censnatancese
103. ess the new button Codamos User s Guide Page 74 Project Expense Manager New Unsaved Data Main Expense Report ID eMtvidjoert v Project ID llowerMerionPoliceDept r1 lowerMerionPoliceDept r1_ Expense Account ID mileage expense rl mileage expense r1_ Resource ID joer joe rl T Date 15 04 01 00 Amour Currency ID UD Description 40 miles at 0 57 per mile insertClose insertContinue refresh hidden Fill in the Project ID Expense Account ID Resource ID Date Amount and Description In this case Joe is limited to selecting the lowerMerionPoliceDept project the mileage expense Account ID and himself as the resource The drop down lists are limited to those items for which Joe is authorized to utilize via the setup activities previously performed by Ralph and described in Setup for Projects Application Press the insertClose button Expense Report Manager Existing Data 2 Project Expenses Sa ieee Pe oe Lo fee aml tocol e ely iis 01 40 miles at 0 57 per new fst prev next ast ea Jpages o v Notice that the Billable field is set to N but the Reimburse field is set to Y When this expense report is processed an additional 22 80 will be added to Joe s A P account but nothing will be added to any customer A P account In this case the customer is paying for labor via the 2 line on the sales order Return to the Expense Report tab Codamos User s
104. ete refresh hidden Go into the Documents tab and press the new button Contact Document Manager New Unsaved Data Main Contact ID seo A Document haf insertClose insertContinue refresh hidden Specify an Attribute ID either using the magnifying glass icon to select an existing Attribute ID or using the pencil icon to create anew one We used the magnifying glass icon to select the existing resume attribute Codamos User s Guide Page 138 Contact Document Manager New Unsaved Data Contact ID larryellison d1 Attribute ID A ef insertClose insert Continue refresh hidden Use the Document ID pencil icon to upload a new document Document Manager New Unsaved Data Document Attributes Document ID ff ore al filename PO EN nine es OOOO w OO upload insertContinue _ refresh hidden download Press the upload button Press the Browse button to browse for the document you want to upload Codamos User s Guide Page 139 Browse 7 E 3 Press the Upload button Upload finished docld INT610u77270c Close the above dialog pressing the X in the upper right hand corner Document Manager New Unsaved Data x Document Attributes Document ID NT610uz720c cctpe Af fen mime_type_id Description Close the Document Manager pressing the X in the upper right hand corner Codamos User s Guide Page 140 Contact
105. etup gt Project Rate then press the new button Project Rate Manager New Unsaved Data Main Project ID Oj wwo Aber Resource ID A A tretet OOO O mxo gaea rank Ooo O insertClose insertContinue refresh hidden Fill in the fields similar to above then press the insertClose button and then the find button Codamos User s Guide Page 93 Note Fred specified the Activity ID and the Task ID as e1 meaning that the 300 hr rate covers all activities and tasks Project Rate Finder proj_rate_id begins with Project ID begins with Oj Activity ID begins with Oj Resource ID begins with A Task ID begins with Oj Rate begins with Y Buy Rate begins with rank begins with Currency ID begins with Y A OwnerGroupld begins with A Rowld begins with _find J clear count saveFinder Jorder By ry y oreh Maxl100 Project Rates a ees eee eee a p huso fanerou SSS lpages 0 Y actions T You now have a new rate in the system 3 2 2 5 Setup Additional Expense Accounts From time to time Fred incurs mileage expenses working on behalf of Wynnewood Software Fred bills Wynnewood Software for these expenses This section illustrates how Fred sets up a new Expense Account for tracking mileage expenses Select Financials gt Account then press the new button Codamos User s Guide Page 94 Financial Account Manager New Unsaved Data Account ID A
106. etup Wizard Manager Existing Data Main sw_id sw_type_id A delete refresh hidden Setup Wizard Details cVZE3l4kCcznh d1 OskkKhjNy7 9b d4 zy DhrOpyO47 d1 66Dol qets3 0 d1 TalgiMhfda j d1 mhR2vFekrPoc di xew SFFORKxx di BR RR RES Close the Setup Wizard Manager Now re run the setup wizard Select Financials gt Setup Wizard Codamos User s Guide Page 150 Setup Wizard View Existing Data Main Group ID doc Welcome to the Codamos Setup Wizard which guides you through the initial setup process including a i a af af yf r Setup Wizard Introduction Setup Group Administrator Setup Chart of Accounts Setup Inventory Configuration Setup Headquarters Location Setup Bank Account Setup Inventory Setup Customer and Vendor Locations es Notice above that the last step is unchecked When you press the next button you will do the last step 4 6 Import Comma Delimited CSV Data Files In the event that you already have relevant data in a spreadsheet file it is likely you will want to import that data into Codamos For example you may have a list of contacts you wish to import This section shows you how A similar process applies to all business objects not just contacts Follow the steps in Create CSV Import Template to create a CSV Import Template File if you haven t already done so Make a copy of your CSV Import Template file giving it a meaningful name
107. f one item below Leave this field blank for service related ttems that have no physical representation Weight 5 lb F Specify the number of items you currently have in inventory and the estimated cost per unit lf you currently hold no inventory for this item leave these two fields blank Oty 10 Unit Cost 10 Specify the price you will normally charge your customers for the item The price will be saved to the standard price list You will be able to create other price lists later as well as modify the standard price list lf you do not sell this item leave the Unit Price blank Unit Price next Specify field values as appropriate for your item following the instructions in the dialog In the example shown above We wish to track inventory for this item Each copy of the user manual weights 5 pounds We currently have 10 copies of user manual xyz in inventory We paid 10 for each copy of the user manual We sell the user manual for 15 per copy Press the next button to re display the Setup Item and Inventory dialog repeating the prior steps if you have another item to specify If you have no more items then leave the Item Name field blank and press the next button to display the Customer or Vendor Information dialog as shown below Codamos User s Guide Page 14 Customer or Vendor Information New Unsaved Data B e m Specify address and contact information for a customer or vendor location When you have no more customer
108. gnment data as the source of the analysis e We want to perform the analysis over a 12 week time horizon Note that the bucketLen currently only supports 168 hour buckets i e weekly e We want to assume that if an employee works 40 hours in a week he is fully utilized e The minimum utilization to use the yellow indicator is 50 e The minimum utilization to use the green indicator is 90 After pressing the recalc button Codamos User s Guide Page 210 Utilization Analysts Manager Existing Data Analysis ID jueAeCAVy GyP o1 nBucket 12 HrsAvl 960 00 Start Date 2015 09 07 00 00 bucketLen 168 Hrs Billable 1480 00 DataSource resassn Y WrkHrsPerBucket 40 HrsNonBill 4 Description MinUtilGreen 90 00 Utiliz 50 00 Image m MinUtilYellow 50 00 color fyelow SS Utilization Weekly west Treno Tone san reene stent one cour mae oreca OCOazgkxHFN o1 jueAeCAVyZGyP o1 2015 09 21 80 00 40 00 ania pone 4xv6lIMOcEdQO3 01 juedeCAVy2ZGyP o1 2015 10 05 80 00 00 y j0 yellow i uesdAeCAVyZGyP o1 2015 11 02 60 00 40 50 yellow ueAeCAVyiGyP o1 2015 09 14 80 00 10 i 10 yellow yellow delete ref fT OtOTicv95 01 juedAeCAVyiGyP o1 2015 09 07 80 00 nvulHAoCmnwy o1ueAeCAVy GyP o1 2015 10 12 60 00 PrxtiQ 2tomMf o1 juedeCAVyviGyP o1 2015 11 23 80 00 giNpOjomix o1 juedeCAVyZGyP 01 2015 11 16 80 00 40 0 0 50 0 yellow rOebskeisixZ 01 juedAeCAVyiGyP o1 2015 10 19 680 00 3 10 0 yellow 1 10 12
109. h F Currency ID begins with Sub Account Of begins with T fo bb b OwnerGroupld begins with F Rowld begins with T find clear count saveFinder order By Tasc loffsetlo Max 100 7 _find clear count _saveFinder Jo a Financial Accounts a Account ID Account Type ID Currency ID Sub Account Of OwnerGroupld C Wynnewoodsoftware e1 Wynnewood Software ar poo oo uso accounts receivable e1 eagle yt new first prew next last edit page 0 Y actions reports T Notice that Wynnewood Software now has a Receivable balance of 900 corresponding to the 3 hours that Fred specified on his timesheet This concludes this illustration of the timesheet entry process 3 2 4 Expense Report Entry and Processing Fred incurred mileage expenses that he will bill to Wynnewood Software This section illustrates how Fred enters his expense report and processes it into corresponding financial transactions Select Projects gt Expense Reports and press the new button Expense Report Manager New Unsaved Data Expense Report ID Description Start Date 2015 03 30 00 00 End Date 2015 04 05 00 00 Amount Currency ID A Status unsubmitted Y insertC lose insertContinue refresh hidden Specify the Start and End Date in a manner similar to the timesheet i e the Start Date should fall on a Monday Press the insertContinue button then go to the Expenses tab and press
110. h Y Account Type ID begins with Y A Balance begins with Cleared Balance begins with Y Currency ID begins with Sub Account Of begins with Y EEE OwnerGroupld begins with Y Rowld begins with _find J clea r count saveFinder Order By v ASC v Offseti0 Max 100 v Financial Accounts Account ID Account Name Account Type ID Balance Currency ID Sub Account Of OwnerGrouplid inventory j1 Inventory asset other 400 00 USD joesu 1 1 1 new first l prev next last edit jpage 0 v actions Y reports v Notice that the total value of inventory has gone down by the purchase price of the material that was removed from inventory 3 3 4 New Finished Good Item This section illustrates the process of creating a new finished good item Select Operations gt Item and press the new button Codamos User s Guide Page 134 item Manager New Unsaved Data Item ID OnePoundDarkRoast Item Name Physical Spec ID AA oan Track Inventory insertClose insertContinue j refresh hidden Fill in the Item ID Item Name Physical Spec ID and leave Track Inventory Y then press the insertClose button Note we used the pencil icon to enter a new Physical Spec ID called OnePoundBag as shown below Physical Specification Manager New Unsaved Data Main Physical Spec ID OnePoundBag Pspec Name One Pound Bag wen sd wn e sem Oooo r ve insertClose Inmet Continue refresh hid
111. he does not sell raw coffee he only buys raw coffee as a raw material At the time Joe starts using Codamos he already has five 50lb bags of raw coffee in inventory purchased at 100 per bag Codamos User s Guide Page 127 Setup Item and Inventory New Unsaved Data x ltem Name Track Inventory Weight Qty Unit Cost Unit Price In this step you may optionally setup your items and your inventory of those items if any When you have no more items to setup leave the Item Name blank We suggest specifying descriptive Item Names that will have meaning to you and your customers when appearing on reports Po lf you track this item in your inventory specify Y below otherwise specify N Specify the gross weight of one item below Leave this field blank for service related items that have no physical representation Specify the number of items you currently have in inventory and the estimated cost per unit lf you currently hold no inventory for this item leave these two fields blank Cd Specify the price you will normally charge your customers for the item The price will be saved to the standard price list You will be able to create other price lists later as well as modify the standard price list lf you do not sell this item leave the Unit Price blank Joe doesn t have any more items so he presses the next button Codamos User s Guide Page 128 Customer or Vendor Informatio
112. he last line Save the file and exit notepad Now to import the CSV file Select Group Admin gt Data Management gt CSV Line and press the find button CSV Line Finder csv_header_id begins with Y A line_no begins with Y txcode begins with v content begins with Y Status begins with v status_text begins with Y OwnerGroupid begins with v Oj Rowld begins with find clear count _saveFinder Jorder By TT Asc vJortsetlo maoo 7 CSV Liness Rowid csv_header_id line_no txcode content Status status_text OwnerGroupld insertUserid new first prev next last edit importLocalFile importRemoteFile importString process page 0 v actions 8 v If you have any records in the CSV Line table remove them all using the Mass Update action Reference section Grid Actions for an illustration of using Mass Update Press the importLocalFile button then the Browse button then select your CSV file contacts 270150410 csv Vo Press the Upload button Codamos User s Guide Page 152 Browse contacts 70150410 csv Upload finished Close the Browse dialog and press the find button CSV Line Finder csv header ja a ineno sd content Status C status_text ownercroupia a Rovia id fina clear count _saveFinder Jorder CSV Liness Rowid csv_header_id lin
113. his section illustrates a sample usage of the Codamos Setup Wizard The Setup Wizard is only applicable for first time use of Codamos by the Group Administrator If you are not the Group Administrator using Codamos for the first time then skip this section The Setup Wizard walks you through the initial setup process for your Group The initial setup process gathers pre requisite information required to use the Codamos Financials Projects aka Time and Expense Reporting and Operations applications If you are not using any of these applications then the Setup Wizard is optional We now illustrate a sample usage of the Setup Wizard Select Financials gt Setup Wizard from the menu The Setup Wizard is displayed as shown below Codamos User s Guide Page 10 Setup Wizard View Existing Data Group ID fioc Welcome to the Codamos Setup Wizard which guides you through the initial setup process including Setup Wizard Introduction Setup Group Administrator Setup Chart of Accounts _ Setup Inventory Configuration Setup Headquarters Location Setup Bank Account Setup Inventory Setup Customer and Vendor Locations next The various steps comprising the setup wizard should be shown with empty check boxes If you previously started the setup wizard put did not finish then you may see some of the checkboxes filled in Pres
114. ice USPS shipping feature which supports the printing of USPS shipping labels within Codamos Create a sales order We show a sample sales order below Order Manager Existing Data A Yv Order ID Price ProfileID A sd Order Type ID A Total Cost hoo 0 Status hew Currency ID Auso OO e Order Date oenen ilean pestiration tocio l Acne Payment Account ID A A AcmeSupermarkets j1 Sku In ID Al Sku Out ID 2 hy delete refresh hidden check recaic pat pickRetease Our sample sales order has a single sales order line Order Manager Existing Data x marcaram Order Lines Order Line Order 1D Item 1D Sku In Sku Out Journal aty Price Currency Description OwnerGroupid O Crem ee Entry ID Ea buen 2w 001 gt yo o S P Me pesu 1 0000000002 11 OnePoundDarkoast 1 WUUUUUUUU 2 217 new first prev next last edit pagesi 0 v One pound of Joe4u coffee From the Order tab press the pickRelease button Codamos User s Guide Page 163 Order Manager Existing Data Order ID foooo000002 j1 Price ProfleiD CS Order Type ID SO Totalcost 0 00 oo Status picked CurencyID USD Order Date 15 04 12 00 00 Origin Loc ID oetujt Destination Loc ID AcmeSupermarkets j1 Payment Account ID AcmeSupermarkets j1 Sku In ID TO Sku Out ID RAowiBqa0oej j1 refresh hidden check recalc pdf unPickRelease Sales order entry is n
115. idden Codamos User s Guide Page 63 Fill in the Account ID Account Name and Account Type ID as shown above and press the insertClose button Specify mile in the Account ID field and press the find button Financial Account Finder Account Type ID begins with Al since Cleared Balance OoOo O O Currency ID A fs suvaccaun or aooo onewa w AOOO find clear count saveFinderJorderty T se v orse Madioo Financial Accounts ee ee ee pene cle new fist prev next last ect Jpaees 0 Y betio wheo r In the actions drop down list select chown which is an abbreviation for change owner Change Owner feat remco private remco public Select remco public and press the ok button Press the find button to redisplay finder results Codamos User s Guide Page 64 Financial Account Finder Account ID begins with mile Account Name begins with Y Account Type ID begins with Oj Balance begins with Cleared Balance begins with Y Currency ID begins with Sub Account Of begins with Y Se Owners roupld begins with Rowld begins with find find clear count saveFinder JOrder By T l asc Y lOffsetlo Maxl100 Y Financial Accounts Account ID Account Name Account Type 10 pub Account OfOwnerGroupia mileape expense ri ide Expense ex pense jaa new first prew next last edit page oT actions T reports T Notice tha
116. illustrates how Joe enters his time into the system Select Projects gt Timesheet Entry and press the new button Timesheet Manager New Unsaved Data Main Timesheet ID Description Lower Meron Police Depa Start Date 2015 03 30 Hours Status insertClose insertContinue refresh hidden Time Entries Time Entry ID Ill Timesheet ID Ill Project ID Ill Activity ID Il Resource ID Task ID Ill hrs1 Ill hrs2 hss hrs4 Ill hrs5 Ill hrs Ill hrs Ill Tot Hrs I OwnerGroupld Sll n Fill in the Description and Start Date fields By default the Start Date must correspond to the Monday of the week in which the work occurred The system can be configured to permit the Start Date to fall on a day other than Monday if desired Codamos User s Guide Page 67 Now press the InsertContinue button Timesheet Manager Existing Data gt gma Timesheet ID 150330 joe r4 Description Lower Merion Police Depa Hours il Status delete refresh hidden Time Entries new J st J prev J nest Jast J eat pases 0 v Notice that the system as automatically filled in the Timesheet ID Hours and Status fields Press the new button Time Entry Manager New Unsaved Data aS a Time Entry o Resource ID joen i joen y joe ri v Tot Hrs Timesheet D i50330 joe rt Activity ID finstallrd Install_v Project ID flowerMerionPoliceDept r1 lowerMerio
117. in w OOOO Origintocio begins wen AT pestnation Loc d begs wih v A payment Account 1 begins win v __ find clear count saveFinder Jorder sy asc voffsetlo maxioo r Orders Order ID Order Type ID Status Origin Lec ID Destination Loc ID Payment Account ID Sku In ID Sku Out ID Price Profile ID OwnerGroupld new frst prev next wast eat Joaees v petion O vpe O Press the new button The Order Manager dialog is displayed as shown below Order Manager New Unsaved Data x Order ID Price Profile 1D Of cere on o Status Currency ID ALO O Order Date S o Destination Loc ID A Al LowerMenonPoliceDepart Payment Account ID A A LowerMerionPoliceDepart Sku In ID A Sku Out ID A insertClose insertContinue refresh hidden In this example Ralph has specified e Order Type ID is SO sales order Order Date is April 2 2015 Origin Location ID is Remco Headquarters Destination Location ID is that of the Lower Merion Police Department Payment Account is the A R account for the Lower Merion Police Department Ralph is selling to the customer on credit in this case e Price Profile ID is standard meaning that Ralph is applying standard pricing in this case Ralph then presses the InsertContinue button and goes to the Lines tab as shown below Codamos User s Guide Page 32 Order Manager Existing Data Order Lines a st oe nt at aot efo Ralph presses th
118. ing sequence of First Name In this case we selected First Name from the Order By drop down list and left the subsequent drop down list at its default value of ASC If we wanted to have the results displayed in descending sequence of First Name we would have changed ASC to DESC contact Finder 2 Contact ID begins with Email Address begins with v v Title begins with Company Name begins with Y Email Display Name begins with Y Mobile Phone begins with Y Last Name begins with Location ID begins with Y A First Name begins with Y OwnerGroupld begins with Y A Middle Name begins with Rowld begins with Y _find clear count saveFinder jo contacts Contact ID Email Address rder By First Name fasc v Offsetio Max 100 7 Email Display Name Last Name First Name Middle Name Title Company Name Mobile Phone Location ID OwnerGrouplid obama d1 billpates d1 ric d1 president whitehouse gov billg microsoft com eric rosenbloom codamos com Barack Obama Bill Gates Eric Rosenbloom Obama Gates Rosenbloom Barack Bill Eric President of the United States Managing Partner Microsoft Codamos 610 304 9737 larryellison d1 larry ellison oracle com Larry Ellison Ellison Larry Chief Technology Officer Oracle 1 4 4 7 new first prev next last edit page 0 v actions v 2 1 6 The Save Finder But
119. is example we are finding the record for Larry Ellison by entering larry in the first name column of the finder dialog contact Finder Contact Attributes e eee e ea O CO Email Display Name begins with v OOo O O Mobile Phone begins with v f O Last Name begins with v f O Location ID begins with v Al First Name begins with v OwnerGroupid begins with Y Of sd Middle Name begins with v Ooo O O TO CO a find clear count saveFinder Jorder By v ASC v loftsetlo maxioo v contacts Email Address Email Display Name Last Name First Name Middle Name Title Company Name Mobile Phone Location ID OwnerGroupld larryellison d1 larry ellison oracle com Larry Ellison Euison lary Chief Technology Officer 1 1 1 new fest prev next lst eat aged 0 lation J Click on the under lined Contact ID for larryellison to drill into the Manager Dialog contact Manager Existing Data Contact ID larryellison di Email Address larry ellison oracle com Email Display Name Larry Ellison as ae First Name aie hone Pd water T Make the desired data modifications In this case we are adding a Mobile Phone number for Larry Codamos User s Guide Page 27 contact Manager Existing Data Contact ID larryellison di Email Address larry ellison oracle com Email Display Name Larry Ellison Last Name Ellison First Hame Larry Middle Mame Title Chief Technology Offic
120. k_id gt lt task gt lt task_ id gt C40 e1 lt task id gt lt task name gt C40 Third Party Communication lt task_ name gt lt task gt lt proj time id gt onckbzQcCHdP lt proj time id gt lt proj timed gt date gt 2015 03 25 64 00 00 lt date gt lt hrs gt 1 0 lt hrs gt descr gt Prepare for meeting with XYZ Company regarding matter ABC lt descr gt zis processed gt lt 1s processed gt lt ar_finj_id gt bpkeQaMMpmAn lt ar_finj_id gt lt ap finj_id gt lt proj timed gt lt proj time gt lt timesheet gt lt queryResult gt We anticipate a future enhancement to transform the above Codamos centric XML format into the LEDES standard XML format to facilitate electronic communication with other software systems 3 3 Joe4u Coffee Roasters Joe4u Coffee Roasters buys raw coffee beans in bulk roasts the coffee and resells to supermarkets This use case is relevant to you if you buy raw materials from a vendor process those raw materials into a product that you place into inventory make to stock and sell that product to your customers The major difference between this use case and the previous Remco Heating and Cooling use case is that Joe4u does not directly re sell any of the items that it purchases from its vendors Joe4u only sells its own manufactured products 3 3 1 Setup Wizard This section illustrates how Joe the owner of Joe4u runs the Setup Wizard during his first use of Codamos C
121. l tasks from the selected task template set have been successtully replicated Press the OK button Now select Projects gt Setup gt Task and press the find button Codamos User s Guide Page 118 Task Finder Task ID begins with Task Name begins with OwnerGroupld begins with Y Rowld begins with _find clear count saveFinder JOrder By ai asc loftsetlo Max 100 T Tasks Tesko Task Name ownerGroupid S01 eagles public O c100 e1 C100 Fact Gathering eagle public E c200 64 C200 Researching Law eagles public O e300 e1 C300 Analysis and Advice eagle public E c400 61 C400 Third Party Communicationjeagle public not applicable public 1 6 6 Notice that the LEDES C task codes are listed 3 2 11 Setup LEDES Billing Project This section illustrates the additional steps for setting up a LEDES billing project The steps for setting up a LEDES billing project are quite similar to those described previously in section Setup Projects Application This section highlights the additional setup steps requires for LEDES billing Previously in the Setup Project step we left the Task Required field set to N However with LEDES billing you must specify a task as part of each time entry so you must ensure that the Task Required field is set to Y When this field is set to Y the system will remind you to specify a Task in addition to an Activity for each time entry you make on yo
122. le ID OJ Status hew O i ceny A order vate omneo iien Destination Loc ID 6 A LowerMerionPoliceDepart Payment Account ID A A LowerMenonPoliceDepart Sku In ID A fl Sku Out ID Al Ralph then presses the pickRelease button to update his inventory records as well as create appropriate financial transactions The Dialog is then re displayed as shown below Order Manager Existing Data Order ID Price Profile ID fstandard rt Order Type ID BO Totalcost fi300 00 Status picked Currency ID sD Order Date 15 04 02 00 00 Origin Loc ID Recmort Destination Loc ID LowerMerionPoliceDepart Payment Account ID LowerMerionPoliceDepart Sku in ID Sku Out ID IQBB0AGEQAyO7 11 refresh hidden check recalc pdf unPickRelease Notice that at this point after pick release the order is read only all fields are grayed out This completes the order entry process Codamos User s Guide Page 35 It is useful to understand the work that Codamos has done behind the scenes as part of the pick release process To view the inventory impact select Operations gt SKU gt Sku Out to view the Inventory Out transaction as shown below Inventory Out Manager Existing Data locating Payment Account ID A Transaction Date delete refresh hidden skuotxs FrigidaireFRAO52XT75000 w9FF2vJkb3M8 1r1 Q880A6EQAyO7 O BTUMiniWindow AirConditioner r1 100 00 130 00 fuso fo few L6I86DK9wC r1 Cyy2Aq2WrtXT r1 emo sew fst prev
123. les tax r pa dept of rev r1 dept of rev rijremco i 1 1 new fost prev next lat at Joaees 0 v actions The tax item is now linked to its associated A P account 3 1 16 4 Add a Tax Order Line This section illustrates the additional sales order line that Ralph added for 6 sales tax on the 10 window units Codamos User s Guide Page 78 Order Line Manager Existing Data B Order Line SHU Lines Order Line ID oero aooo Item ID A pa sales tax ri sku inTxID Of Sku Out TxID Of Journalentry ID OP i Price Profile ID it ce creer Description 6 PA Sales Tax on 1300 for 10 window units delete refresh hidden The Amount of the tax is 78 which is 6 of 1300 1300 is 10 window units at 130 each With the extra 78 in tax the total amount of the order increases from 2500 to 2578 Order Manager Existing Data Order ID Price Profile ID 0 standard r1 Order Type ID A Total Cost 2578 00 Status new Currency ID A Order Date 2015 04 02 00 00 OrgintocioD jemon Destination Loc ID A A LowerMenonPoliceDepart Payment Account ID A Al LowerMenonPoliceDepart Sku In ID A Sku Out ID A Ralph needs to collect an extra 78 from the Lower Merion Police Department and Ralph owes that 78 to the Pennsylvania Department of Revenue whose A P account is shown below Codamos User s Guide Page 79 Financial Account Finder account 1D Acomt Nae gt Aco ye ine wit r e
124. lified resource to work on a given project starting at a given date for a given duration e Resource Assignment o A Resource Assignment associates a Resource with a given Role Requirement to fully or partially satisfy cover a Role Requirement We now illustrate the Codamos Resource Management feature via a scenario 6 1 Orion Technical Services Orion Technical Services provides temporary qualified technical staff on an hourly basis to companies Orion pays its employees at a given hourly rate and bills them out to its customers at a substantially higher rate Orion uses the Codamos Resource Management feature along with other Codamos features to run its business 6 1 1 Resources Rates and Resource Roles The following illustrates the two resources currently sub contracting for Orion Codamos User s Guide Page 202 Resource ID fo rer sd active veri aC Remit to Account ID A Labor Expense Account ID begins with Y Of Bill Expense Reimburse Expense Over ad find J _clear count saveFinder JOrder Resources flesouree Resource tame jaser t Remit te Account ID Labor Expense Account macte tE 7 Bill Expense 7Reimburse Expense OwnerGroupld asc _vortsedo __anftoo v 1099 jane expense o1 ri 1099 john expense o1 new fest prev next last eat Jpages 0 Y action Y Drilling into the record for Jane Codamos User s Guide Page 203 Resource Manager Exsting Data B Eo
125. lize beta user agreement Project wynnewood software Resource fred Category mileage expense 40 miles at 57 cents per mile Project wynnewood software Resource fred Activity work Hrs 1 0 Rate 300 00 Prepare draft beta user agreement Project wynnewood software Resource fred Activity work Hrs 1 0 Rate 300 00 In person consultation Enter a meaningful description here test _prev next last createReceivable receivePayment statement Jpage 0 v Notice the difference between the structured description generated by the system vs that for the directly entered A R transaction on the last line 3 2 6 Generate a Statement for an A R Account This section illustrates how Fred generates a billing statement for the Wynnewood Software receivable account billing Wynnewood Software for both time and expenses Select Financials gt Account then search for A R accounts as shown below Codamos User s Guide Page 106 Financial Account Finder Account ID begins with fo hot Na ET FB saunce Cleared Balance fF cereri ern vp Sub Account Of All TD ee e Financial Accounts Acar ae ee ee E accounts receivable e1 Accounts Receivable jar W Wis oftware Wynnewood Softwarejar 1 2 2 new fist prev next tast eat Jpages 0 vlaction veo o Drill down on the desired client A R account by clicking on the Account ID then click on the Transactions tab Financial A
126. m begins with Y Transaction Date begins with debit_amt begins with Y credit_amt begins with Currency ID begins with A Description begins with Cleared begins with Y v OwnerGroupld begins with Rowld begins with Y with Ee Eon Transactions Project wynnewood software Resource fred Activity work Hrs 1 0 Rate 300 00 In person consultation Project wynnewood software Resource fred Activity work Hrs 1 0 Rate 300 00 Prepare draft beta user agreement Project wynnewood software Resource fred Category mileage expense 40 miles at 57 cents per mile Project wynnewood software Resource fred Activity work Hrs 1 0 Rate 300 00 Phone consultation and finalize beta user agreement st prev ext ast Josged Ov action v Make sure only the client s transactions are shown in the grid Now from the actions menu select chown The system will pop up the Change Owner dialog Change Owner Select the client s group in this case eagle wynnewoodsoftware and press the ok button and then the find button Financial Account Transaction Finder x Transaction ID begins with Account ID begins with begins with A WynnewoodSoftware e1 Check Ref Num begins with v Transaction Date begins with v debit_amt begins with o credit_amt begins with v Currency ID begins with Of O O Description b
127. m ID ID aa new fist prev next last edit Joe eo Y Optional step drill down on the Item ID and go to the Inventory tab ltem Manager Existing Data x Inventory n ee ee ee ee 1 1 1 first prev next last edit Joages 0 v Notice that Joe now has one less bag of raw coffee in inventory Optional step view financial impact of removing material from inventory Select Financials gt Account and search for cost of goods sold Codamos User s Guide Page 133 Financial Account Finder Account ID begins with cost of poods sald Account Name begins with Y Account Type ID begins with A Balance begins with Cleared Balance begins with Y Currency ID begins with A Sub Account Of begins with A OwnerGroupld begins with A Rowld begins with fina clear count saveFinder jorder By T ASC Offseti0 Max 100 T Financial Accounts eoun Account Name acount Tree D Sub Account Of 0w oods sold ji Cost Of Goods Sold ae A USD EE first prew next las last edit it page 0 T actions reports T Note that removing the raw material from inventory has resulted in an increase of cost of goods sold by the purchase cost of the raw material Optional step view impact on value of inventory Use the Financial Account Finder to search for the inventory account Financial Account Finder Account ID begins with inventory Account Name begins wit
128. mco private User Preference ID OJ USA updateC lose updatet ontinue delete refresh hidden replicate Specify a new password for Joe then press the updateClose button You will need to tell Joe what his User ID and password is as a pre requisite to Joe using the system to enter his time and expenses 3 1 8 4 Setup Project In this section we illustrate how Ralph sets up a new Project for the Lower Merion Police Department Select Projects gt Setup gt Project then press the new button Codamos User s Guide Page 56 Main Project Manager New Unsaved Data Project ID Project Name Lower Merion Police Depa Income Account ID ti CS Process Time Process Expense Task Required insertClose insertContinue refresh hidden Fill in the Project ID and Project Name but leave the Bill to Account ID and Income Account ID unspecified in this case we are only using the system to track Joe s time and expenses so we can pay Joe for his work The client is billed based on the labor hours which we entered previously on the 2 sales order line The client is not billed based on Joe s time entry in this case In other situations where the client is being billed based on time entry the Bill to Account ID and Income Account ID would be specified Press the insertClose button and press the find button Project Finder Project 0 J Project Name
129. mco private 1 2 2 new first prev next last Jpage 0 v Payroll Log Payroll ID message_type f exception_info traceback c codamos python XtPayroll py 489 runPayroll createPayckReply self caller execCommand jsonObject LSet roll payroll emp emp copyTxid False Server py 3186 execCommand theReply self processJsonObject theCommand Server py 5282 processJsonObject reply self processxtCommand jsonObject Server py 2405 processXtCommand exec pyStr C 1 None c codamos python XtPayroll py 445 createPayck computeGrossPayReply self caller execCommand jsonObject pHiSha3ufGz0 terror command computeGrossPay empld emp emp_id payrollld payroll payroll_id Server py 3186 execCommand theReply self processJsonObject theCommand Server py 5282 processJsonObject reply self processXtCommand jsonObject Server py 2405 processxXtCommand exec pyStr 1 None c codamos python XtPayroll py 409 computeGrossPay raise Exception No matching payrate record found for empid s and payrollid s empld payrollid exceptionCount 1 Any errors such as the one shown above which occur during payroll processing are displayed in the Payr
130. ment Project wynnevood software Resource fred Category mileage tyGnbLnkyDkg e1 leagle wynnewoodsoftware expense 40 miles at 57 cents per mile a Project wynnewood software Resource fred Activity work Hrs 1 0 VhMTBswyNU4r e1 eagle wynnewoodsoftware CZIVev7Lg4WM e1 nnewoods Rate 300 00 Prepare draft beta user agreement CAA manana Project wynnewood software Resource fred Activity work Hrs 1 0 H36iSOrxT8sY e1 leagle wynnewoodsoftware Rate 300 00 In person consultation TE next last createReceivable receivePayment statement Jpage o v Y which increases the A R for Wynnewood Software by 300 in this case 4 12 Business Monitors A Business Monitor is a set of Saved Finders that you can periodically view refresh to quickly see how many rows are selected by each Saved Finder in the Business Monitor You can then drill down on a given Saved Finder to quickly see the rows in question Business Monitors make it convenient to monitor for business objects instance that need your subsequent attention For example let s say that you are responsible for continuously monitoring for accounts receivable having a non zero balance First you define an appropriate finder as shown below Financial Account Finder iam lance os Cleared Balance begins with TT a Af Sub Account Of A Po lt _ lt e e Financial Accounts E E arijLower Merion Police Deparment eo lus gt h
131. ment ID eT nee COSS i lt lt COO Description upload insertContinue refresh hidden download Press the upload button highlighted in yellow above Press the Browse button highlighted in yellow above Then select the desired image file frigidairetra052xt JPG Press the Upload button highlighted in yellow above Codamos User s Guide Page 175 Browse frigidairefra05 xt JPG Upload finished docild ch 2CWuhYejff Close the browse upload dialog using the X highlighed in yellow above Document Manager New Unsaved Data Document f Attributes Document ID feS2CWuhYejzZ7 wre Ql filename frigidairefra052xt7 JPG size mimetype ia Description _upload delete refresh hidden download Close the Document Manager using the X highlighed in yellow above image Manager New Unsaved Data Image OO ef e url a document 1 ot Z insertContinue refresh hidden installlmage Fill in the Image Name if you want to name the image If you do not give your image a name the system will give your image a name consisting of 8 random characters In this example we are letting the system name the image by leaving the Image Name blank Press the insertClose button highlighed in yellow above Codamos User s Guide Page 176 item Manager Exiting Data x Item ID FrigidaireFRA052XT 75000 Item Name Frigidaire FRAOS2XT7 5000 BTU Mini Wi
132. n New Unsaved Data Eo location_type Location Name Address Line Address Line City State Zip Country Time Zone First Name Last Name Email Address Customer or Vendor Information New Unsaved Data B Specify address and contact information for a customer or vendor location When you have no more customer or vendor locations to specify leave the Location Name field blank a te A Receivables A R account will be created for customers A Payables A P account will be created for vendors customer T Acme Supermarkets 555 Acme Way 19003 g usa A America New_York Wyle Coyote wyle coyote acme o location_type Location Name Address Line Address Line City State Zip Country Time Zone First Mame Last Name Email Address Specify address and contact information for a customer or vendor location When you have no more customer or vendor locations to specify leave the Location Name field blank e A Receivables A R account will be created for customers A Payables A P account will be created for vendors Vi r i Jacobson Coffee Imports 555 Jacobson Way Bala Cynwyd 19004 Ausa A America New_York Y t zgje IE a 5 cl Codamos User s Guide Page 129 Customer or Vendor Information New Unsaved Data x Specify address and contact information for a customer or vendor location When you have no more customer or vendor locations to specify le
133. n a given group only has visibility to data within his own group plus public data For example a user in the Remco group has no ability to access data in the Servco group The reverse is also true 3 Use Cases 3 1 Remco Heating and Cooling The use case in this section is based on a company called Remco which provides products and services pertaining to heating and cooling This use case is intended to be broadly applicable to all businesses Because Remco provides both products and services Remco utilizes most of the applications in the Codamos suite including Financials Operations and Projects Time amp Billing abbreviated Projects However if you are in a pure fee for service business billing your clients for your time and or expenses and you do not buy sell products you may want to skip ahead to the use case Eagle Legal Services Note that running the Setup Wizard for the Group Administrator is a pre requisite to using the applications described in this section 3 1 1 Sales Order Entry This section illustrates the sales order entry process Ralph the owner of Remco enters a sales order to sell 10 air conditioning units to the Lower Merion Police Department Select Operations gt Order from the menu The Order Finder is displayed as shown below Codamos User s Guide Page 31 Order Finder 2 Origin Location Destination Location orierTypeio Begs wath JA Total cost Status curency 10 a order Date P wmercimasaftegisw
134. n this step Ralph sets up an additional expense account for Mileage expenses Joe s reimbursed mileage expenses will be recorded in this new account 3 1 8 1 Setup Activities This section illustrates the process of setting up Activities in the system Ralph will setup a single activity called install Select Projects gt Setup gt Activity then press the new button Activity Manager New Unsaved Data Main Activity ID install Activity Name Install insertClose insertContinue refresh hidden Press the insertClose button and then the find button Codamos User s Guide Page 53 Actwity Finder OwnerGroupld r find clear count saverinder Jorderey YP ase fortset o paio _ Activities Activity ID Activity Name OwnerGroupld E instar Install 1 1 1 nevi first prev next last edit Jpagesi0 actions v 3 1 8 2 Setup Tasks Ralph is not using Tasks for time tracking 3 1 8 3 Setup Users Joe does not yet have a User ID in the system This section illustrates how to add Joe as a user so he can log in and enter his time and expenses Select Group Admin gt Configuration gt User and then press the find button Primary Group ID A User Preference ID A fs Owner a clear count saveFinder Jorder By 7 asc _ v loftsetio hadioo users User ID password Primary Group ID User Preference ID OwnerGroupld remco USA remco admin remco private USA rer USA
135. nPoticeDept r1 Y Tasko wose moroa umwe woan wose C wsm C usw insertClose insertContinue refresh hidden 03 31 Hrs 04 01 Hrs 04 02 Hrs 04 03 Hrs SUL Joe fills in the e Project ID e Resource ID e Activity ID e Hours worked e Description The drop down lists for Project ID Resource ID and Activity ID are limited as a function of the rates you have setup in the system Since Joe only has a rate for doing install work on the Lower Merion Police Department project the lists in this case are limited to one selection only Press the insertClose button Codamos User s Guide Page 68 Timesheet Manager Existing Data 2 er mma Timesheet ID 150330 joe ri Description Lower Merion Police Depa Hours Status delete refresh hidden submit i Time Entries imesmore mene poete _ eare ieor Ton T aane oore oar orare eros om oree tm Torere e e oea SEa AA v Press the submit button Timesheet Manager Existing Data x gt gt mma Timesheet ID 150330 joe rt Description Merion Police Depa Start Date 2015 03 30 Hours po Status submitted refresh hidden _unSubmit Time Entries imesiore mento pome atom eeanen nam orson enim worm mam oroen oom warm a Tornen Brst J prev next ast Jpgedo v Notice that the submitted timesheet is now read only All the fields are grayed out and the new button has been removed This completes
136. ndow Air C Physical Spec ID Of A FrigidaireFRAO52XT 75000 Track Inventory N oY Unique N v HBbRzrgu image AA e _updateClose updateContinue delete refresh hidden The item image is now displayed in the Item Manager as shown above Press the updateClose button highlighted in yellow above to save your change to the item record 5 Payroll Management This section explains how to use the Codamos Payroll Management feature via a mixture of screen shots and text continuing with our earlier Remco use case 5 1 Setup Benefits We now illustrate how to setup benefit records corresponding to health coverage Dental coverage is done ina similar manner left as an exercise to the reader 5 1 1 Employee Paid Portion of Medical Coverage This section illustrates how to setup a benefit corresponding to the employee paid portion of medical coverage Select Payroll gt Setup gt Benefit from the menu then press the new button Codamos User s Guide Page 177 Benefits Manager New Unsaved Data Main Benefit ID Account ID A Z aetna payable r1 Expense Account ID A A Pretax YY Deduction T Company Paid NY Regular Only TT Description Employee Paid Portion of Medical Benefit to Aetna insertClose insertContinue refresh hidden As shown above we have setup a benefit called aetna medical such that e Employee deductions are creditted to an aetna payable account e Deductio
137. new first prev _next last edit importLocalFile importRemoteFile importString process jpage 0 v jactions v Notice that the txcode is now Il on both records Press the process buton CSV Line Finder x csv_header_id begins with Y A lin _no begins with txcode begins with Y v content begins with Status begins with Y M status_text begins with OwnerGrouplid begins with Y 6f Rowld begins with find clear count saveFinder Order By v ASC VW Offseti0 Max 100 v CSV Liness Rowld csv_header_id line_noj txcode content status_text OwnerGroupld insertUserid 472 contact20150410074112 0 Il Larry Ellison Chief Technology Officer larry ellison oracle com larryellison d1 Oracle Larry Ellison Duplicate key error ignored doc admin d1 ol 473 contact20150410074112 1 I Larry David Chief Comic larry david funny com larrydavid Larry David insertOne success doc admin d1 1 2 2 new first prev next last edit importLocalFile importRemoteFile _importString process Jpage 0 v actions v Notice that the Status and status_text columns have changed In our case we have Duplicate key error ignored for the first row and insertOne success for the second row This is as expected You may now use the Contact finder to see the new contact Codamos User s Guide Page 154 contact Finder Contact Attributes status Contact ID begins with v llanyd Title begi
138. nnewowboftware YT ok cancel Press the ok button and then the find button Financial Account Finder Account ID begins with wy Account Name begins with Y Account Type ID begins with Y A Balance begins with Cleared Balance begins with Currency ID begins with Sub Account Of begins with Y fo b fb OwnerG roupld begins with Roveld begins with find clear count saveFinder JOrder By yi asc v oftset o Max 100 v Financial Accounts Account ID Account Name Account Type DpatancelCurrency ID Sub Account Of OwnerGroupld aa nnewoods oftware 1 Wynnewood cod Softwarelar lo28 80 luso accounts receivable eljeagle wynnewoods oftware j yi new first prew next last edit lpages 0 Y actions reports T Notice that the OwnerGroupld is now eagle wynnewoodsoftware Next you must change the existing Transaction records to also be owned by eagle wynnewoodsoftware Any subsequent transaction records will automatically be placed into the client s group so you will not have to keep doing the following steps You only have to do this for existing transaction records Select Financials gt Advanced gt Transaction and find transactions owned by eagle wynnewoodsoftware as shown below Codamos User s Guide Page 112 Financial Account Transaction Finder x Transaction ID begins with Account ID begins with A WynnewoodSoftware e1 er Check Ref Nu
139. ns are made on a pre tax basis e Deductions are only made from regular paychecks and not from other types of paychecks such as bonus payments Notice that for employee paid benefits we leave the Expense Account ID field blank as shown above This field is only used for company paid benefits Press the insertClose button to save the information 5 1 2 Company paid Portion of Medical Coverage This section shows how to setup a benefit corresponding to the company paid portion of medical coverage Benefits Manager New Unsaved Data x Benefit ID aetna medical co Account ID A Z aetna payable r1 Expense Account ID A A health insurance expense r1 Pretax NY Deduction NY Company Paid Y Regular Only YY insertClose insertContinue refresh hidden Above we have setup a benefit called aetna medical co corresponding to the company paid portion of medical coverage Notice that e The payable account is aetna payable which is the same as the previous employee paid benefit e Unlike for the employee paid portion we have specified a value for Expense Account ID of health insurance expense Codamos User s Guide Page 178 e Deduction is set to N because no amount is deducted from the employee for this benefit e Company Paid is set to Y e Regular Only is set to Y because the benefit only applies to regular paychecks Press the InsertClose button to save the information 5 2 Setup Benefit Rates This
140. ns with sid Email Address begins with with fs Company Name begins with Y begins with Y Oo O Email Display Name begins with v begins with Mobile Phone begins with Y with OoOo Last Name begins with Y with OoOo Location ID begins with Y with A First Name begins with Y with Y O O OwnerGroupld begins with Y with Y A Middle Name begins with with Y 0 eem r COOU _find clear count _saveFinder JOrder By v asc vOffsetio Maxitoo v contacts _ Contact ID EmailAddress Email Display Name Last Name First Name Middle Name Title Company Name Mobile Phone Location ID OwnerGroupld Gansta anaana sanar ova ety come fe sow fst prev next ast eat paged Y action v This concludes this illustration of how to import Comma Delimited CSV data files 4 6 1 Create CSV Import Template This section illustrates how to create a CSV Import Template file which is a plain text file having three lines 1 Line 1is the table name only 2 Line 2 isa comma separated list of column names 3 Line 3 isa line of sample data This example illustrates how to create a CSV Import Template for Contact business object From the Contact finder results limit the finder results to display only a single record contact Finder Contact ID begins with v Title begins with v Email Address begins with v Ooo O O Company Name begins with a Email Display Name begi
141. ns with Y A Start Date begins with Y End Date begins with Pay Date begins with Y Gross Pay begins with Net Pay begins with Y lt vt r Currency ID begins with Journal Entry ID begins with lt a Regular begins with a OwnerGroupld begins with lt Rowld begins with find J clear count saveFinder Order By Y ASC v OffsetiO Max 100 Y Pay Checks Employee Pay Check ID ID Start Date End Date Pay Date Document ID OwnerGrouplid display 2015 04 01 2015 06 30 2015 09 10 2i4hinbp3Urs r1 john r i 4 9 emco priv 2j4hinbp3Urs r1 john r1 00 00 00 00 00 00 00 00 00 FJILSRIES5SZKN remco private 2015 08 16 2015 08 30 2015 09 04 04 00 00 04 00 00 04 00 00 581D4KVueUsl ri john r1 k5bJi4npw4e0 remco private display 1 2 2 firet nrar navt tact lnana N w artinne v lrennrtc John then presses one of the display buttons to display the desired Earnings Statement Codamos User s Guide Page 201 Earnings Statement Paid Stan 2014 01 Pay Dae 2013 02 10 Y 6 Resource Management This section illustrates the use of the Codamos Resource Management feature which facilitates the management of e Roles o ARoleis similar to a job description e Resources o A Resource represents a person having one or more Roles The set of Roles possessed by a Resource qualifies that resource to fulfill specific Role Requirements e Role Requirements o A Role Requirement is a need for a qua
142. ns with v MobilePhone begins with v M O e First Name begins with w OwnerGroupld begins with v A sid Middle Name begins with v oOo O O oma fm os RA iat count oe s NNN AS vJorsefo unico contacts Email Address Email Display Name Last Name rest Name Middle Name Title Company Name Mobile Phone L afanan ary ambene soaron lien any aaae dae new fst prev next last et poser Oy vactions Codamos User s Guide Page 155 From the actions drop down list select export contact first_name last_name middle _name std_chseqno title std_rowid std_ugroup_id email_addr std_collab_id contact_id std_uuser_id mobile_ phone company_name std_iuser_id std_tstamp 1 ocation_id email_display_name Larry Ellison Chief Technology Officer 103 doc larry ellison oracle com larryellison di Oracle admin d1 2015 04 1 08 50 28 Larry Ellison If you are using Chrome the CSV content will be displayed in a separate browser tab Right click on the CSV content and select save as The browser will then prompt you for where you want to save the contents In our case we saved the file to the downloads directory Now open the file in Excel E e ee ps one Ho oo ee a we e a re ifies 2 first_namilast_name middle_nistd_chsegtitle std_rowid std_ugrou email_adcstd_collak contact_icstd_uuser mobile_plc
143. odamos User s Guide Page 186 Pay Rate Manager New Unsaved Data oO Main Payrate ID Employee ID A john r1 Effective Date 2015 01 01 00 00 Expiration Date 2016 01 01 00 00 Pay Frequency semimonthly Rate 2500 Hourly M F cueg A insertClose insertContinue refresh hidden The above Pay Rate record indicates that e John is paid 2500 on a semi monthly basis e John is not paid by the hour e The record applies to the year 2015 Note that the Payrate ID is left blank The system assigns it automatically Press the InsertClose button to save the data 5 5 Payroll Tax Rate Sets An employee s assigned Payroll Tax Rate Set determines which taxes are deducted from the employee s paychecks In section Add Employee we assigned the Payroll Tax Rate Set of 2015 to John This Payroll Tax Rate Set is public meaning you cannot change it However you can create a new Payroll Tax Rate Set if the public 2015 rate set is not appropriate for your situation For example your company may be ina different state than Pennsylvania Codamos User s Guide Page 187 Payroll Tax Rate Set Manager Existing Data Main Payroll Tax Rate Set ID Effective Date Expiration Date delete refresh hidden Payroll Tax Rates now fist prev nxt last Jpaged 0 Above we see the Payroll Tax Rate Set that we assigned to John We see that the following taxes apply to John e federal income tax e sstaxco This is the comp
144. odamos User s Guide Page 124 Select Financials gt Setup Wizard Setup Wizard View Existing Data x Group ID ffoetu Welcome to the Codamos Setup Wizard which guides you through the initial setup process including __ Setup Wizard Introduction Setup Group Administrator _ Setup Chart of Accounts _ Setup Inventory Configuration Setup Headquarters Location _ Setup Bank Account Setup Inventory _ Setup Customer and Vendor Locations e Press the next button Create Group Admin User New Unsaved Data ee In this step you can optionally create a new user id for yourself to use in the future lf you want to create a new user id for yourself fill in the User ID and password fields below Or if you prefer to continue to use the default admin wer then leave the User ID field blank Press the next button to continue next Fill in the User ID and password and press the next button Select Chart of Accounts New Unsaved Data Select the Chart of Accounts ID that ts the best fit for your business If you are using Codamos for personal use only select standard individual Otherwise select either typical product business or typical service business Chart of Accounts ID typical product business typical product business Select typical product business and press the next button Codamos User s Guide Page 125 Setup Accounting Configuration New Unsaved Data Sp
145. oll Log section on the Payroll Manager In this example the error is No matching payrate record found for empld sam r1 This error has occurred because Ralph forgot to enter a payrate record for Sam The steps to resolve this error are as follows 1 Enter the missing payrate record for Sam 2 Change the payroll status from error back to future and then press the updateContinue button 3 Press the submitPayroll button to re run the payroll After performing the above three steps we have the following Codamos User s Guide Page 199 Payroll Manager Existing Data x gt mma Payroll ID nHi5ha3ufGzo r1 Start Date 2015 08 16 00 00 End Date 2015 08 30 00 00 Pay Date 2015 09 04 00 00 Pay Frequency semimonthly Y Status done v Regular Yv delete refresh hidden submitPayroll Employee Pay Specify for Non Regular Payroll Payroll ID Employee ID Gross Pay Currency ID OwnerGroupid new first prev next last page 0 v Payroll Employee Rowld Payroll ID nHi5ha3ufGzO r1 jane r1 Employee ID OwnerGroupld 1 3 3 new first prev next last jpage 0 v Pay Checks Employee Start Me Ae Checkin 2 j ID Date End Date Pay Date Net Fed Pay Taxable Currency ID Journal Entry ID l Payroll ID Document ID OwnerGroupld 2015 08 16 2015 08 30 04 00 00 04 00 00 15 08 16 2015 08 30 AgE4QPWPhdHG r1 jane
146. ompany_std_iuser_std_tstam location_i email_display_name 3 Larry Ellison 0 Chief Tect 103 doc larry ellison oracle larryellison d1 Oracle admin d1 HHH Larry Ellison 4 5 Expand the width of the columns so that each column name is readable Then remove any column whose column name starts with std_ A B c D E F G H l J k M 1 contact 2 firstname last_name middle_name title email_addr contact_id mobile_phone company_name location_id email_display_name 3 Larry Ellison Chief Technology Officer larry ellison oracle com larryellison d1 Oracle Larry Ellison 4 5 Now save the file in a well known place using a meaningful name such as contact template csv This concludes the illustration of how to create a CSV Import Template 4 7 Physical Inventory Reconciliation Process Ideally your physical inventory counts will always agree 100 with the counts in the computer However hopefully not too frequently your physical inventory counts will not match up and need to be reconciled When an item is removed from inventory without a corresponding transaction for example the two become out of sync This section illustrates the process of inputting an observed item count and describes the associated financial transactions According to the computer Joe currently has four 50 pound bags of coffee in his inventory Codamos User s Guide Page 156 tem Manager Existing Data x Inventory pece tee anie first prev next last
147. omputed on a federal wage basis and it is company paid 5 6 Federal Tax Tables Codamos comes with pre defined public Federal Tax Tables based on IRS Publication 15 Circular E You may view the data in these tables This section illustrates how to do so Select Payroll gt Setup gt Federal Tax Withholding then press the find button Federal Tax Withholding Finder Fed Tax Withhold ID begins with Y Pay Frequency Effective Date Expiration Date Married OwnerGroupld Rowid begins with begins with begins with begins with begins with begins with v v find clear count saveFinder Order By Federal Tax Withholding Fed Tax Withhold ID Pay Frequency Effective Date Expiration Date asc Y Offsetio Max100 v ied OwnerGroupld 8Ky62Q2U3B4c O053VPXaRuNdl Q2f9DjOPUevm CJGGdvMVLha3 weekly weekly semimonthly semimonthly 2015 01 01 00 00 00 2015 01 01 00 00 00 2015 01 01 00 00 00 2015 01 01 00 00 00 2016 01 01 00 00 00 2016 01 01 00 00 00 2016 01 01 00 00 00 2016 01 01 00 00 00 Drill down into the desired record public public public public Codamos User s Guide Page 189 Federal Tax Withholding Manager Existing Data x Main Pay Frequency Effective Date Expiration Date Married semimonthly Y delete refresh hidden Federal Tax Withholding Details edb Fed Tx old iol tp een emerson
148. on Codamos User s Guide Page 45 Financtal Account Finder Account ID Account Name Pd a Balance Cleared Balance i E sect or ao owner a Rowld beginswitn y fo find clear count _saveFinder Jorder sy TPC ASW rset maxit00 Financial Accounts Account ID Account Name Account Type ID Balance Currency ID Sub Account Of OwnerGroupld accounts receivable ri Accounts Receivable ar 2500 00 USD remco i rtment ri Lower Merion Police Department ar 2500 00 USD accounts receivable rijremco new fit prey next tast ect Jpaees 0 w action fepors o r Drill down on the Account ID for the Lower Merion Police Department Then go to the Transactions tab Financial Account Manager Existing Data 2 mracna Lower Merion Police Department Transactions m a p a OrderLine 002 0000000001 r1 Qty 10 item FrigidaireFRA052XT75000 BTUMiniWindowAirConditioner r1 price 130 00 SoldTo LowerMerionPoliceDepartment r1 TOET next last createReceivable receivePayment statement pages 0 v Click on the receivePayment button Account Transaction New Unsaved Data Journal Entry ID Account ID Alu Transaction Date 7015 04 03 00 00 check Ret Num Amount Fill in the fields similar to above and press the insertClose button Codamos User s Guide Page 46 Financial Account Manager Existing Data x Lower Merion Police Department Tr
149. ons v We now have one open issue needing our attention When you act upon the issue update the issue status as appropriate You can then distinguish open issues from closed issues etc 4 3 Reverse a Financial Transaction Codamos performs double entry accounting behind the scenes So each financial transaction impacts at least two accounts By design you cannot simply delete a financial transaction you must instead delete the journal entry which references all the accounts that are impacted This section illustrates the process of reversing a financial transaction by deleting the associated journal entry In this example we have made an erroneous entry in our bank account and we wish to reverse the entry Go into the Account containing the erroneous transaction and then go into the Transactions tab Financial Account Manager Existing Data x wells fargo Transactions 1 Account ID I Check Ref Num Transaction Date Increase Decrease Currency ID Description Journal Entry ID OwnerGroupid iH7 d1 wells fargo d1 2015 04 09 00 00 00 100 00 usd Demonstrate reversal of financial transaction 40ADukCOBZtn d1 doc tt first prev next last withdrawal deposit splitWithdrawal deposit Paycheck mortgagePayment jpages ov Drill into the Journal Entry by clicking on the Journal Entry ID Codamos User s Guide Page 144 Main Journal Entry Manager Existing Data x Journal Entry ID 40ADukCOBZtn
150. or vendor locations to specify leave the Location Name field blank Note A Receivables A R account will be created for customers A Payables A P account will be created for vendors location _ type customer T Location Name The Acme Company Address Line 555 Acme Way Address Line City Camden State NJ Zip 08009 Country A USA Time fone A America New_York First Name Joe Last Name Smith Email Address joe smith acmeco com GE Specify field values as appropriate for the given customer or vendor Press the next button to redisplay the Customer or Vendor Information dialog Repeat the process until you have entered all the customers and vendors that you wish When you have no more customer or vendors to enter leave the Location Name field blank and press the next button to complete the wizard The system will prompt for confirmation prior to exiting the wizard Note all of the information you entered via the Setup Wizard may also be entered later via the normal non wizard mechanisms 2 General Features 2 1 Finder Dialog This section explains how to make effective use of the Finder Dialog which provides a user friendly mechanism for querying and displaying data The figure below illustrates a typical Finder Dialog in this case querying Contacts Codamos User s Guide Page 15 contact Finder Contact Attributes utes Contact ID begins with v Title begins with Y Email Address begins with
151. ount Type ID glance Cleared Balance begins with Y sd Currency 1D ald sub account Of begs wih r 4 OnmerGroupld begs with A pow begs find clear count saveFinder Jorder PASC oteo aaoo NonZeroralanceadmin ri Financial Accounts AccountiD Account Name Account Type ID Balance Currency ID _ Sub Account Of _ OwnerGroupld Ci LowerMerionPoliceDepartment r1 Lower Merion Police Department ar s f78 00 uso accounts receivable r1 remo 1 1 1 new first prev next last Jpagey 0 vlactions hepr 7 as Shown above you are now in the Finder Results for the selected Saved Finder 4 13 Item Image Feature The Item Image Feature lets you upload an image so you can see a picture of the item within the Item Manager Dialog This section illustrates the use of this feature tem Manager Existing Data B Inventory Item ID Item Name Physical Spec ID aA FrigidaireFRAOS2X7 75000 Track Inventory Unique me dA updateClose updateContinue delete refresh hidden Within the Item Manager as shown above press the Pencil icon on the Image field image Manager New Unsaved Data x C mmm Image maera OOo url insertClose insertContinue refresh hidden installlmage Codamos User s Guide Page 174 Press the Pencil Icon on the Document ID field highlighted in yellow above Document Manager New Unsaved Data B Document Attributes Docu
152. ow complete Next create a Ship Unit Select Operations gt Ship Units and press the new button SHU Manager New Unsaved Data x oremtocor aean Taomen COO OO Destination Loc ID J Carrier Cost sd Physical Spec ID 0 USP5 MED FR BOX B CurencyID fs ween Sealed insertClose insertContinue refresh hidden Fill in the fields as shown selecting the appropriate Physical Spec ID corresponding to the box you are using and the appropriate Lable Spec ID corresponding to the desired USPS service level Press the insertContinue button then go to the Contents tab and press the new button SHU Line Manager New Unsaved Data B E shul_id SHU ID A lzelu5Pw3d46 j1 Item ID A OnePoundDarkRoast j1 Order Line ID Of 001 0000000002 j1 Qty insertClose insertContinue refresh hidden Fill in the Item ID Order Line ID and Qty according to what you physically packed in the given box Press the insertClose button Return to the Shu tab Codamos User s Guide Page 164 SHU Manager Existing Data i SHU ID ze luSPw3d46 71 Destination Loc ID Of AcmeSupermarkets j1 Physical Spec ID f USPS MED FR BOX B Children Label Spec ID 0 USPS PRIORITY Tracking Num wei foo dT Sealed delete refresh hidden pdf label track Press the label button to generate the USPS label SHU Manager Existing Data SHU ID luSPw3dd6 Label Spec ID
153. pefully for you this account remains at zero dollars We can also see the impact on the Inventory financial account Codamos User s Guide Page 159 Financial Account Finder Account ID begins with inv Account Name begins with YF Account Type ID begins with Y A Balance begins with Cleared Balance begins with Y Currency ID begins with Sub Account Of begins with Seo OwnerGroupld begins with Y Rowld begins with find find J clear c ount saverinder Order Bry ASC Offsetj0 Max 100 T Financial Accounts ison Account ID ID Account Name Account Ty Type ID Currency IDSub Account Of nee 1 new first prev next last edit lpage 0 T actions reports T It has gone down by 100 as a result of the apparent theft 4 8 Recruiting Management This section illustrates the use of the Codamos recruiting management application which helps keep track of job applicants resumes interviews etc 4 8 1 Register a Contact as a Job Applicant This section shows how to register a contact as a job applicant including uploading the candidates resume so that becomes available for full text search Select HR gt Contact and press the new button Codamos User s Guide Page 160 contact Manager New Unsaved Data Contact Status I es Connections Email Address isin OS Mobile Phone Location ID insertClose insert Continue refresh hidden
154. ports 3 1 9 Communication of Login Instructions In the previous section Ralph setup a user id in the system for Joe Ralph needs to communicate instructions to Joe for logging into Codamos This section contains suggested email content for communicating login information to Joe Hi Joe have setup a Codamos account for you so you can enter your time and expenses Your User Id is joe r1 and your initial password is lt put password here gt You must change your password after logging in The URL for codamos is http codamos com 2012 Use either the Chrome or Firefox browsers Follow the attached instructions for entering your time and expenses Regards Ralph 3 1 10 Login and Change Password This section illustrates how Joe logs in and changes his password Joe logs in with the Username and Password communicated to him previously Login e Usemame joe rt 2 Password lt Login Codamos User s Guide Page 66 Notice that Joe s menu is much reduced compared to Ralph s This is because Joe s primary group is remco private instead of remco Users in the private sub group are isolated in the system They can only access their own data CODAMOS logout joer Help Issue Tracking Projects self Admin wO Y i al Joe selects selfAdmin gt Change Password Change Own Password Ok Cancel Joe enters his new password and presses the Ok button 3 1 11 Timesheet Entry This section
155. project Setup Additional If Fred will re bill any expenses to his customers he will setup new expense Expense Accounts accounts corresponding to each expense category Setup Approvers Fred sets himself up as an approver of timesheets and expense reports 3 2 2 1 Setup Activities This section illustrates how Fred sets up a new Activity called work Select Projects gt Setup gt Activity and press the new button Activity Manager New Unsaved Data Activity ID work insertContinue refresh hidden insertClose Fill in the Activity ID and Activity Name as shown and press the insertClose button then the find button Codamos User s Guide Page 90 Actiwity Finder Owner aS find clear count saveFinder JOrderBy v ASC v Offsetio Maxioo Activities Activity ID Activity Name OwnerGroupld set eagle public C work et Work eagle public 1 2 2 new first prev next last edit pages 0 v factions You now have a new activity called work e1 in the system 3 2 2 2 Setup Project This section illustrates the process of setting up a new project for a new client In this case the new client is Wynnewood Software Select Projects gt Setup gt Project then press the new button Project Manager New Unsaved Data x Main Froject ID Project Name Wynnewood Software Bill to Account ID WynnewoodSoftware et Wynnewoodsoftware e1 Income Account ID Benice income e1
156. r Expense Approver OwnerGrouple 1 1 1 new first prev next last edit Jpaget 0 v lactions v Fred is now setup as an approver of timesheets and expense reports 3 2 3 Timesheet Entry and Processing This section illustrates how Fred enters a timesheet and processes it into corresponding financial transactions Note In reality Fred enters a single timesheet for his entire work week spanning multiple client projects However to keep this example simple there is only a single client project involved Select Projects gt Timesheet and press the new button Codamos User s Guide Page 96 Timesheet Manager New Unsaved Data x Time Attributes Timesheet ID Description End Date Hours Status unsubmitted insertClose insertContinue refresh hidden Time Entries zki new first prev next last edit pages Fill in the Start and End Date and press the insertContinue button Note the Start Date must fall on a Monday Timesheet Manager Exsting Data x Attributes Timesheet ID 150330 fred e1 Description Start Date 2015 03 30 End Date 2015 04 06 tour Status unsubmitted Y delete refresh hidden recate Project ity Re ID ID pew J fest prev est at ea Jee v Press the new button to make a new Time Entry Codamos User s Guide Page 97 Time Entry Manager New Unsaved Data Time Entry of oO
157. ram After making the prior resource assignment the resource histogram shows Codamos User s Guide Page 207 Resource Histogram x 2015 9 2015 10 2015 11 2015 12 9 6 9 13 9 20 9 27 10 4 10 11 10 18 10 25 11 1 11 8 11 15 11 22 11 29 12 6 12 13 12 20 12 27 Resources are shown down the left hand side resource assignments as green bars and un satisfied role requirements as yellow bars We see above that e Jane is busy filling the customer001 technical consultant requirement from 2015 09 01 to 2015 11 30 e John is currently on the bench he is listed but has no green bars e There is an uncovered Role Requirement for customer002 technical consultant shown as a yellow bar We can assign the customer002 technical consultant requirement to John but dragging the yellow bar Resource Histogram 2015 9 2015 10 2015 11 2015 12 9 6 9 13 9 20 9 27 10 4 10 11 10 18 10 25 11 1 11 8 11 15 11 22 11 29 12 6 12 13 12 20 12 27 jane customer001 technical consultant ft customer001 technical consultant john customer002 technical consultant ft customer002 technical consultant At this point there are no more yellow bars meaning that all role requirements are 100 satisified 6 1 4 Un doing Resource Assignments In the previous section we assigned John to the customer002 technical consultant requirement using drag and drop We can un do this resource assignment by clicking on the customer002 technical consultant link above and then pressing
158. res the use of https to ensure that all communication between your browser and the server is encrypted If you are using Chrome as your browser the URL should appear as follows https codamos com 2012 and if you click on the padlock icon you should see codamos com Identity verified If you are using Firefox as your browser the URL should appear as follows Mm hitps codamos com 2012 and if you click on the padlock icon you should see Codamos User s Guide Page 7 You are connected to codamos com Verified by COMODO CA Limited a The connection to this website 5 secure ae I 1 3 Joining Codamos This section describes the steps for joining Codamos Using either the Firefox or Chrome browsers go to URL https codamos com 2012 Login Join V 2015 03 3 CODAMOS Enable the Enterprise Press the Join button You will be routed to Paypal Complete the Paypal transaction Upon completion of your Paypal transaction you will receive your initial Username and Password via email 1 4 Logging Into Codamos This section illustrates the steps for logging into Codamos Using either Firefox or Chrome go to URL https codamos com 2012 Codamos User s Guide Page 8 Login Join V 2015 03 30 ODAMOS Enable the Enterprise Press the Login button The Login dialog is displayed as shown below Username J Password i Login Ent
159. rg Some clients require the use of LEDES task and activity codes For your convenience Codamos provides these codes so you do not have to type them all in All you need to do is copy them into your group This section shows you how to perform the copy Select Projects gt Setup gt Activity Template Set and press the find button Actwity Template Set Finder Actiwity Set ID begins with Y Description begins with OwnerGroupld begins with Rowld begins with find clear count saveFinder Order By T ASC Offset0 Max 100 Activity Template Sets Activity Set ID Description OwnerGroupld E eves Ledes Activities TETI new first prev next last edit page 0 factions T Codamos User s Guide Page 115 Drill down on the Activity Set ID for LEDES Activity Template Set Manager Existing Data Main Activity Set ID LEDES Description delete refresh hidden replicate Activity Template Set Details activitytsd_id id activity Set ID Set ID Activity ID oo J ouenercrme OmNZAw6tgW0w LEDES DoPXDn8x0lSk LEDES 2j5V5bvJPNw2 LEDES 2jWhf8BFhuUH LEDES 3WWKNortj LEDES 66nBj478vOZl LEDES LEDES LEDES aHLgr7ChAMsW LEDES b0SISEygb eE LEDES Press the replicate button The system will copy all the LEDES activity codes into your group The page at localhost 2012 says All activities from the selected activity template set have been
160. rion Police Department e Reimburse Expense is set to Y because we are reimbursing Joe for his Mileage expenses Press the insertClose button and then the find button Resource Name Remit to Account ID A f Labor Expense Account ID A f Bill Expense Reimburse Expense 7 Se AOO find clear count saverinder jorder O ASC F ffseto Maxioo v Resources Resource ID Resource Name User ID Remit to Account ID Labor Expense Account ID Bill Expense 7 Reimburse Expense OwnerGroupld jen foe heen pern 0 hoewaesnooaat f E enorae 1 4 1 new first prev next last edit Jpage 0 v actions Y Codamos User s Guide Page 61 We now have a newly added resource record for Joe 3 1 8 8 Setup Rates In this section we illustrate how Ralph sets up a Rate record for Joe The rate record tells the system that Joe is authorized to bill his time and expenses to a particular project and activity and optionally task The system prevents Joe from billing time or expenses in an unauthorized manner Select Projects gt Setup gt Project Rate and press the new button Project Rate Manager New Unsaved Data Main proj_rate_id Project ID 0 lowerMerionPoliceDept r1 Activity ID 9 A install rt Resource ID A joe rt TaskID sg Rate 0 rank Currency ID A insertC lose insertContinue refresh hidden Fill in e Project ID LowerMerionPoliceDept e Activity ID install e Resource ID joe e Ra
161. rom Lower Merion Police Department Sie a aan a withdrawal deposit splitWithdrawal depositPaycheck mortgagePayment Jpage 0 v Press the withdrawal button Account Transaction New Unsaved Data Main Journal Entry ID Account ID A pne bank r1 Transaction Date 2015 04 04 00 00 Check Ref Num Amount expense Account D leer Description April 2015 Rent insertClose refresh hidden Fill in the Transaction Date Check Ref Num Amount Expense Account ID and Description fields then press the insertClose button Financial Account Manager Existing Data pnc bank Transactions reson somo omen Tamas reese oere eree eect eera momen oreesa OduSmtsSf4Dk r1 pnc bank r1 1001 2015 04 04 00 00 00 1000 00 Payment to Frigidaire for 10 window units feHTbc68o0jVR r1 Bx4G DTufkS 1002 2015 04 04 00 00 00 April 2015 Rent bryKESoPPimn ri remco ipi9bon5eYeVM r1 pnc bank r1 1001 2015 04 03 00 00 00 2500 Check from Lower Merion Police Department uslNawe1xszr r1 jremco The bank account is decreased by 1500 and the rent expense account is increased by 1500 Codamos User s Guide Page 81 Financial Account Finder aiiin ee _ Account Type ID begins with J O O oo oe crey Fees ALO T a OO E _find clear count _saveFinder Jorder By asc v loffseto maxioo Financial Accounts Account ID Account Name Account Type ID Balance Currency ID Sub Account
162. rt Sku Out ID pO refresh hidden check recalc pdf unReceive The order is now locked Using the Inventory Finder we see there are now 10 units in Inventory Codamos User s Guide Page 49 Inventory Finder SKU ID begins with of Item ID begins with Lecation D begins with Oj Qty OWAN T Min Qty begins with Total Cost begins with Y Currency ID begins with OwnerGroupld begins with Rowld begins with find clear count saveFinder JOrder By ry e y orre Maxioo Inventory a 0 SC rigidaireFRAO52X775000 BTUMiniWindow AirConditioner r1 Recmo r1 rerio al To oo 100 00 luso frst prer next last Joages 0 action And using the Financial Account Finder we see that we now have an A P balance of 1000 due to Frigidaire Financial Account Finder Account ID begins with Account Hame begins with T Account Type ID begins with A fap Balance begins with Y Cleared Balance begins with Currency ID begins with A Sub Account Of begins with OJ OwnerGroupld begins with a Rowld begins with fina lear Jc ount saverinder Jorder By Financial Accounts Account ID Account Name Account Type ID Currency ID Sub Account Of ASC Offsetio Max 100 v ijAccounts Payablejap 1000 00 USD remco Frigidaire 00 USD accounts payable r1 first prev next las t edit it Jpages 0 lactions reports 3 1
163. rt xml clear count Jorder By v ASC _voftsetio axioo Press the report button Codamos User s Guide Page 114 Financial Account Account ID WynnewoodSoftware Account Name Wynnewood Software Account Type ID ar Balance 928 80 USD Transactions Date Description Decrease Increase 2015 03 30 Project wynnewood software Resource fred 300 00 Activity work Hrs 1 0 Rate 300 00 In person consultation 2015 04 01 Project wynnewood software Resource fred 300 00 Activity work Hrs 1 0 Rate 300 00 Prepare draft beta user agreement 2015 04 01 Project wynnewood software Resource fred 28 80 Category mileage expense 40 miles at 57 cents per mile 2015 04 03 Project wynnewood software Resource fred 300 00 Activity work Hrs 1 0 Rate 300 00 Phone consultation and finalize beta user agreement As you can see all the client can do is generate PDF reports of his A R account The client has no ability to see anyone else s data or modify data 3 2 8 Record Payment Received from Client Reference section Record Payment Received for Receivable for an illustration of the process of recording a client payment 3 2 9 Record Expense Payment Reference section Record Payment Made for Expense for an illustration of the processing of recording an expense payment 3 2 10 Setup LEDES Activity and Task Codes The term LEDES refers to the Legal Electronic Data Exchange Standard described at https ledes o
164. s 610 304 9737 larryellison d1 larry ellison oracle com Larry Ellison is Larry Chief Technology Officer Oracle 1 4 4 new first prev next last edit jpage 0 VY factions v We can subsequently select the saved finder from the right most drop down list as a short cut to manually re specifying the selection criteria When you select a saved finder the associated database query is automatically executed and finder results displayed you do not press the find button 2 1 7 Max Records in Finder Results By default the maximum number of records displayed in finder results is 100 records You can change the number 100 to a larger or smaller number In the example below we have changed 100 to 3 and now only 3 records are displayed instead of all 4 contact Finder 0 Contact ID begins with Title begins with Email Address begins with Y Company Name begins with Y Email Display Name begins with Y Mobile Phone begins with Y Last Name begins with Y Location ID begins with Y 6 First Name begins with Y OwnerGroupid begins with Y A Middle Name begins with Y Rowld begins with Y find clear count saveFinder Order By First Name v ifirst_name ASC v OffsetiO Max 3 v contacts Contact ID Email Address Email Display Name Last Name First Name Middle Name Title Company Name Mobile Phone Location ID OwnerGrouplid obama d1 president whitehouse gov Barack Obama President of the United States
165. s are now displayed with a Contact Role ID of list member In words the above says that customer001 and customer002 are list members of the customers list 7 3 Send Email to Email List This section demonstrates how to send an email to all members of an email list Select HR gt Contact and then use the finder to find the contact record corresponding to the desired Codamos User s Guide Page 221 email list Drill into the contact record for the desired email list contact Manager Existing Data customers o1 Contact ID Email Address Email Display Name Last Name First Name Middle Name Title Company Name Mobile Phone Location ID AA Phone 7 SE sd _sendEmal Press the sendEmail button Codamos User s Guide Page 222 Contact Send Email Manager New Unsaved Data 0O ee mmmmmmammmmaaaaamuassssssasssmmmaaa contacto A subject Happy Holidays Orion Consulting would like to wish you Happy Holidays and a Joyful New Year Thank you for your business oomen o AA sera Specify a subject and a message and then press the send button Within the Notes tab Codamos keeps a record of having sent the email contact Manager Existing Data Contact Notes se mee Seana al eet ee zi ee eies Teie 1 1 1 new first prev next last Jpages 0 Notice above that the Note Attribute ID will be set to a value of email You can drill into the Contac
166. s not have any resource assignments Codamos User s Guide Page 204 6 1 2 Role Requirements and Resource Assignments The following shows two role requirements currently having no assigned resource Role Requirements Finder Role Requirement ID begins with Role ID begins with Project ID begins with Start Date begins with End Date begins with Description begins with coverage begins with Full Time begins with OwnerGroupld begins with Rowld begins with find clear count saveFinder Order By Role Requirements Role Requirement ID fo bb lt lt v v v v Project ID Start Date ASC v OffsetiO End Date Description coverage Max 100 v MinTotHrs MaxTotHrs MaxResAssn MaxHrsPerWk OwnerGroupid customer001 technical consultant o1 customer002 technical consultant o1 1 2 2 new first prev next last page 0 v actions The above indicates that consultant o1 2015 09 01 00 00 00 2015 09 01 00 00 00 customer001 01 customer002 01 2015 11 30 00 00 00 2015 11 30 00 00 00 e Both customer001 and customer002 needs a technical consultant from September 1 to November 30 e Neither of these requirements are currently satisfied as indicated by the coverage value of 0 e Both of these requirements are full time e The maximum number of hours that may be worked in a week is 40 hours Drilling into the role requirement customer001 technical consultant
167. s the next button to display the Setup Group Administrator dialog as shown below Create Group Admin User New Unsaved Data In this step you can optionally create a new user id for yourself to use in the future lf you want to create a new user id for yourself fill in the User ID and password fields below Or if you prefer to continue to use the default admin user then leave the User ID field blank Press the next button to continue User ID frank password e As described in the above dialog if this step you have the option of creating a new user id for yourself if you prefer to use your own name instead of the default name of admin If you prefer to continue to use the default admin user leave the User ID field blank Press the next button to display the Select Chart of Accounts dialog as shown below Codamos User s Guide Page 11 Select Chart of Accounts New Unsaved Data Select the Chart of Accounts ID that the Gest fit for your Business lf you are using Codamos for personal use only select standard individual Otherwise select either typical product Business or typical serice Business standard individual typical product bus iness typical service Business Chart of Accounts ID mt Select the Chart of Accounts ID that is most applicable to your business Note if you select standard individual then you will only setup a bank account in the subsequent step If you select either typical pro
168. sane SS Cleared Balance f eeyo erw 7 Aff sac or a owner 7 find J clear count saveFinder JOrderBy v asc v joftset o Maxioo Y Financial Accounts Frigidaire USD accounts payable ri A P Account for Joe T USD accounts payable ri Pennsylvania Department of Revenue A P Accountja B USD accounts payable ri new fst prev next last eat ongedo w actions weno 3 1 17 Record Payment Made for Expense This section illustrates how Ralph records payments made for normal expenses like the monthly rent for his office space Select Financials gt Account and the search for bank accounts Financial Account Finder account 10 Cs Aco ae gt Account Type ID A snc Cleared Balance caren 1 A Sub Account Of Als OwnerGroupld A clear count saveFinder Order By Y riseto Maxioo 7 Financial Accounts Oo Account ID Account Type ID Currency ID ub Account Of OwnerGroupld ifemctanscpctonc ak soooofisa feme 1 4 4 new fist prev next last edit Joagesio w hactio vyeo o Drill down into the bank account and go to the Transactions tab Codamos User s Guide Page 80 Financial Account Manager Existing Data x mranma pnc bank Transactions eere ecem aviv etme eee pee Jereo ee eee met rr OduSmtsSf4Dk r1 pnc bank r1 1001 2015 04 04 00 00 00 1000 00 Payment to Frigidaire for 10 window units feHTbc68o0jVR r1 1001 2015 04 03 00 00 00 2500 Check f
169. saved Data Main Sku In ID A 215DvsAWZdU0 j1 Item ID A OnePoundDarkRoast j1 Journal Entry ID Off insertClose insertContinue refresh hidden Specify the Item ID and Qty then press the insertClose button Inventory In Manager Existing Data x Sku In ID 2150vsAW dU0 71 Location foeu Payment Account ID A work in progress j1 Lot Date j delete refresh hidden Inventory In Transactions Ezin wWXTELZIW j BEZI ELLI AW fdU0 j1 OnePound humo _ 1 4 1 new first prev next last edit Jpages0 We now have 50 one pound bags of dark roast coffee in inventory purchased for 0 from work in progress 3 3 7 Other Steps Other steps in this use case are left up to the reader because they are quite similar to those previously presented in the Remco Heating and Cooling use case 4 Tips and Tricks Codamos User s Guide Page 137 4 1 Document Management The Codamos Document Management feature supports the ability to upload and download any type of document to the system and associate documents with business objects This section illustrates one sample use of the document management feature whereby we upload a pdf document and attach it to a contact Use the Contact Finder to find the desired contact and drill down into the Manager dialog contact Manager Existing Data Email Address rry ellis racle Last Name idle Name SSS sd Company Name noble Phone id cat AL del
170. section illustrates the process of defining Benefit Rates which indicate the cost of a given benefit during a specified time period Select Payroll gt Setup gt Benefit Rate and press the new button Benefit Rates Manager New Unsaved Data x Main Benefit Rate ID Benefit ID A aetna medical ri Effective Date 2015 01 01 00 00 Expiration Date 2016 01 01 00 00 Fixed Amount 172 32 ceny A Pay Frequency semimonthly Y insertClose insertContinue refresh hidden The above benefit rate establish 172 32 as the amount that is deducted from regular paychecks for Aetna Medical coverage for employees paid on a semi monthly basis for the year 2015 As shown you may leave the Benefit Rate ID blank and the system will assign it automatically Press InsertClose to save the information Next we set up the benefit rate corresponding to the company paid portion which in the case of Remco is 263 84 Benefit Rates Manager New Unsaved Data x Main Benefit Rate ID Benefit ID A aetna medical co rt Effective Date 2015 01 01 00 00 Expiration Date 2016 01 01 00 00 Fixed Amount 263 84 Currency ID A USD Pay Frequency semimonthly insertClose insertContinue refresh hidden Codamos User s Guide Page 179 The above benefit rate record establishes the 2015 company paid portion of the medical benefit corresponding to employees who are paid on a semi monthly basis Press InsertClose to save the information
171. ser Group Wizard then press the new button ugroup_ui Manager New Unsaved Data Main Group ID wynnewoodsoftware Group Type readOnlySubeproup F User Preference ID A USA InsertClose insertContinue refresh hidden Specify the Group ID to be the same as the client name Leave the Group Type specified as readOnlySubgroup Specify a User Preference ID of USA as shown Press the insertClose button Select Group Admin gt Configuration gt User and press the find button Codamos User s Guide Page 109 Primary Group 1D y User Preference ID A fe OwnerGroupld a i vore pao Wers Useri password Primary Group ID User Preference ID OwnerGroupld now test prov next last eat pages 0 Y faction Notice that there is now a new user called wynnewoodsoftware e1 Drill down on the User ID for the new user user Manager Existing Data Primary Group D 9 User Preference ID A updateClose updateContinue delete refresh j hidden j replicate ugroup_members eagles emen 1 3 3 new first ih prev next last edit pagea o User Contacts UserID Contact ID Contact Role ID OwnerGroupld new first prev next last edit Jpage 0 Give the new user a new password and make a note of it Press the updateClose button Now log out and try logging in as the new user Codamos User s Guide Page 110 Lhemame wynnewoodoftware e pa CODAMOS logo
172. sirrinin nE EEE E EEEE 144 4 4 Upper vs Lower Case and Duplicate Keys cccccsssecccceseccecesececeeneceeceeeceeeeusecessuaeceseuecessenes 145 4 5 REUSE Specific Setup Wizard STEpS cadisdcetscxisensiiwicenenalodevaniaceactechidarntieeranteedotauetioninedesteaaeeniiedia 147 4 6 Import Comma Delimited CSV Data Files seesseseeesssensessrrersesrrrrressrrrressrerresssrreresserereeserrreesse 151 4 6 1 creec Vimo Temp Ee aaa E 155 4 7 Physical Inventory Reconciliation ProcesS ccccccsssecccceseccecescecceesececeeeceeeeusecessuecetsuneceseenes 156 4 8 Recruiting Management sssssessessessessesseesessersessersresrrsresresresresreserorrsrroseoseoreoseosesseesessesseeseeseo 160 4 8 1 Register a Contact as a Job Applicant ssssssesseseesessrrssrrerssrrrsssreresrrressreresererssreressrerseeeee 160 4 8 2 Create an Interview Record sssssssssssseresssseresssserresssseressssrersssserressssereessserressseereseseereeese 162 4 9 UP SO OIG ee E E E E 163 Codamos User s Guide Page 4 4 10 Sales Activity ManageMent cccccesccccsssececcseccccesececsesecceeenececceuseceseuseceseuaeceseueccessueeesseneess 166 4 11 Recurring Process Scheduling ccccccssseccccseccceeescccceesececeeececeeueececsunececseneceeeensceessusecesseneess 168 delz BUISIMGSS IO CONS aea E E E E E EE E EEEE 171 4 13 Item Image Feature ssnsessessesessessssrssessssresosrsreseosroresessrorosreressosroresesrrorosrereeeesrer
173. successfully replicated Press the OK button Next have a look at the activity codes in your group Select Projects gt Setup gt Activity Codamos User s Guide Page 116 Actwity Finder OwnerGroupld oo fs aaa By TASC Jortsetlo _maxitoo 7 Activities oe A101 Plan and prepare for A102 Research A103 Draft Revise A104 Review Analyze A105 Communicate within legal team A106 Communicate with client A107 Communicate opponents other outside counsel A108 Communicate other extemal A109 Appear For Attend sow frst prev next lst edit paser 0 action 7 Notice that the LEDES activity codes are now there Next you perform a similar sequence of steps to copy the LEDES task codes Select Projects gt Setup gt Task Template Set and press the find button Task Template Set Finder Description Ovmnersroup i Find clear count savetinderjorsers v e v orsedo poo Task Template Sets a a sew fest prev next test eat Jogo ov pactions 7 Drill down on the Task Code Set you wish to replicate to your group For example drill down on LEDES C Codamos User s Guide Page 117 Task Template Set Manager Existing Data Main taskts_id Descrotion delete refresh hidden replicate Task Template Set Details tasktsd_id tasktsd_id taskts_id _id Task ID ID a a Press the replicate button The page at localhost 2012 says Al
174. t Pay Frequency Num Fed Tax Allowances Social Security PLE End Date Start Date Remit to Account ID Payroll Tax Rate Set ID Labor Expense Account ID OwnerGroupid 2099 09 30 00 00 00 2099 09 30 00 00 00 2015 09 01 00 00 00 2015 09 01 00 00 00 999 99 9999 999 99 9999 1 2 2 sam ti prev next last pages 0 v actions Jane and John s employee records are shown above 6 2 1 Utilization Analysis We have configured the following Utilization Analysis record Utilization Analysis Manager Exsting Data semimonthly Y semimonthly Y orion w2 labor expense o1 2015 jan o1 01 john o1 w2 labor expense o1 orion Co HrsBillable HrsNonBill 12 165 T Analysis ID ueAeCAVviGyP o1 nBucket Start Date 2015 09 07 00 00 bucketLen Aral Utiliz Color Image Owners roupld DataSource resason WrkHrsPerBucket 40 Description MinUtils reen 90 00 image MinUtilYellow 50 00 delete refresh hidden Fesai Utilization Weekly HrsBillable HrsNomBill new first prev next last pages T Employes Utilization Employee ID Analysis Summary by Week OwnerGroupld new first prev next last Jpages 0 Y Analysis ID The above configuration indicates that e We want to start the analysis on September 7 2015 e We want to use resource assi
175. t last edit page 0 F actions reports T Notice that the Receivable balance for Wynnewood Software has increased by 28 80 3 2 5 Billing Time and Expenses via direct A R Entry In the prior sections we illustrated how to utilize timesheets and expense reports for entering time and expenses in preparation for generating a billing statement Timesheets and expense reports provide a structured mechanism for entering time and expenses However their use is optional for company owners Depending on preference one can enter transactions directly into the client A R account Fred being the owner of the company may prefer to not use timesheets and expense reports and instead directly enter transactions into the client A R account For Fred this less structured but more streamlined method may be preferred We now illustrate the process of direct A R Entry Select Financials gt Account and search for A R accounts as shown below Codamos User s Guide Page 104 Financial Account Finder Account ID C Account Name Account Type 10 begins with v Ae Balance C cleared Balance CO cunency gt begnswitn sub account or aoo OwnerGroupd atid find clear count saveFinder JOrder Financial Accounts ASC v foftsetio paio v B recetvable e1 Accounts Receivable jar C W oodsoftware et 1 202 new fest prev next last J eat Jpages 0 v actions vpo Drill down into the desired client A R Account by clicking on the
176. t Note to view a copy of the email content that was sent Codamos User s Guide Page 223 Main Contact Note Manager Existing Data x Contact ID A customers o1 Attribute ID 0 email Orion Consulting would like to wish you Happy Holidays and a Joyful New Year Thank you for your business content delete refresh hidden 7 4 Bad or Missing Email Address If you attempt to send an email to a contact having no email address or an invalid email address the contact will simply be skipped If you are using a shared Codamos server any returned mail is returned to the codamos2013 gmail com account The Codamos administrator will subsequently notify you of any returned mail If you are using a private Codamos server and have configured the send from email address to your own gmail account you may log into your email account and check for returned mail Note the send from email address must be a gmail account Codamos User s Guide Page 224 8 Appendix 8 1 Change History Who Date Description o Eric Rosenbloom April 2015 Eric Rosenbloom August 2015 Resource assignment management feature Business monitors Eric Rosenbloom September Payroll feature 2015 Eric Rosenbloom September Employee utilization analysis feature eee Fae meos wanen arees teme Eric Rosenbloom October Email list feature Eere agg a Eric Rosenbloom October Two Factor login feature stereo agge Voeren 2015 Codamos User s
177. t ID A bluestone e1 vyo A Resource D A mo AA ank insertClose insertContinue refresh hidden Fill in the fields as shown and press the insertClose button 3 2 12 Timesheet Entry with LEDES Activity and Task Codes This section illustrates the timesheet entry process using LEDES Activity and Task Codes Select Projects gt Timesheets and press the new button Time Entry Manager New Unsaved Data Main Time Entry ID Timesheet ID 150323 fred e1 Activity ID Resource ID ffred et fred el Project ID fbluestone et bluestone e1 v Task ID 03 23Hrs 03 23 Descr 03 24Hrs 03 24 Descr 03 25Hrs 03 25 Descr 03 26Hrs 03 26 Descr 03 27Hrs 03 27 Descr 03 28Hs 03 28 Descr 03 29Hrs 03 29 Descr insertClose insertContinue refresh hidden Tot Hrs A101 Plan and prepare for A102 Research A103 Draft Revise A104 Review Analyze A105 Communicate within legal team A106 Communicate with client A107 Communicate opponents other outside counsel A108 Communicate other external A109 Appear For Attend A110 Manage Data Files Documentation A111 Other A112 Billable Travel Time A113 Communicate witnesses A114 Communicate experts A115 Medical Record and Medical Bill Management A116 Training A117 Special Handling Copying Scanning Imaging Internal A118 Collection Forensic A119 Culling amp Filtering Notice that the LEDES
178. t Pay 1490 86 Fed Taxable 2327 68 CurrencyID USD Journal Entry ID 9 780tOHsA227I r1 hours 0 00 Rate 0 00 Payroll ID Al Regular Document ID nHi5ha3ufGzo r1 Y k5bJi4npw4eo delete refresh hidden Pay Check Details deal EP 4Dzxx1JecB8v rt 579KneyethWv rt ieee company Paid N Y N x N N N N aetna payable r1 new first _prev _next last Jager Having drilled into John s paycheck you can see all the details of the various deductions for taxes and benefits You can also see the amounts corresponding to company paid items Because John is not paid by the hour his hours are shown as 0 This will be different for Jane who is paid by the hour Codamos User s Guide Page 195 Main Pay Check Manager Existing Data n Pay Check ID AqgE4QPWPhdHG r1 Employee ID A jane r1 Start Date 2015 08 16 04 00 End Date 2015 08 30 04 00 Pay Date 2015 09 04 04 00 Gross Pay 400 00 Gross Pay YTD 400 00 Net Pay 343 39 Fed Taxable 400 00 Currency ID A usD Journal Entry ID Of QMtvY URPIHIA r1 hours 8 00 Rate 50 00 Payroll ID A nkiSha3ufGz0 r1 Regular y v Document ID 9f WssVYBt8YxJL delete refresh hidden Pay Check Details he ele ae Pay Check ID Payroll Tax ID Account ID nick cores debit ore Compan Enid anas aaa OwnerGroupld S9hYD8WDDesFC r1 jAgESQPWPhdHG ri ss
179. t the account record for mileage expense now has an OwnerGroupld of remco public instead of remco We must make the mileage expense account record public so that Joe can access that account The other accounts are invisible to Joe In this case Joe will be prevented from entering any expense other than mileage expenses since mileage expense is the only public expense account 3 1 8 10 Setup Approvers Only specific users in the system called approvers are permitted to approve timesheets and expense reports This section illustrates how Ralph sets up himself as an approver Ralph can do this because Ralph is a Group Administrator Select Projects gt Setup gt Approver and press the new button Approver Manager New Unsaved Data Main User ID Time Approver Y Y Expense Approver Y insertClose insertContinue gt refresh hidden Ralph fills in his User ID and presses the insert Close button and then the find button Codamos User s Guide Page 65 Approver Finder User ID begins with Of Time Approver begins with Y T Expense Approver begins with OwnerGroupld begins with Y A Rowld begins with find clear count saveFinder JOrder By r Tasc loffsetlo Maxl100 7 Approvers User ID Time Approver Expense Approver 7 OQwnerGroupld 1 41 _new first prev next last edit Jpages 0_ factions z Ralph is now permitted to approve timesheets and expense re
180. taxco fedtx withheld r1 taxes federal r1 USD Y JRpHklCihm18 r1 remco KLNGMZSCD8VY r1 AqE4QPWPhdHG r1 ome fedtx withheld r1 USD kyhR30XeqOeJ r1 AgESOPWPhdHG ri medicare tax co fedtx withheld r1 taxes federal r1 USD E ulNTUJnW4Kxl ri pa tax gE4Q 5 z lkoOD1l Ncha r1 AgESQPWPhdHG r1 pa state tax withheld rt USD o7miERIOVY3K r1 AgESOPWPhdHG r1 medicare tax fedtx withheld r1 AgESQPWPhdHG r1 sstax fedtx withheld r1 1 6 6 new first prev next last lpage 0 v Paycheck Timesheet Pay Check ID Timesheet ID OwnerGroupid 10 AgESQPWPhdHG r1 150803 jane r1 remco 1 1 1 new first prev next last Jpage 0 v Above we see that Jane s paycheck shows the number of hours worked and the hourly rate Jane s paycheck also shows the link between her pay check and the timesheet or timesheets that went into the computation of her hours 5 12 Run Non Standard Payroll This section illustrates how to pay one or more of your employees a non standard amount such as for a bonus Inthe following example Ralph has decided to pay both John and Jane a quarterly bonus of S1000 each The following Payroll record pays John and Jane a quarterly bonus of 1000 each Codamos User s Guide Page 196 Payroll Manager Existing Data ae Payroll ID 91MCy5n3htag ri Start Date 2015 04 01 00 00 Pay Date 2015 09 10 00 00 Pay Frequency quarterly v Status future v Regular
181. te 0 e Buy Rate 50 In this case the Rate is set to 0 because we are not billing the customer directly for Joe s time Instead the customer is being billed based on the 2 order line entered previously for installation labor The Buy Rate is set to 50 because we are buying Joe s time at a rate of S50 per hour The Task ID is left unspecified because we are not using Tasks in this case Tasks are optional Press the insertClose button and then the find button Codamos User s Guide Page 62 Project Rate Finder Project ID Resource ID A fe raskio Beem win 7 Af an D Currency ID A fe eS eee se a aa aaa a ca Project Rates Shae k3FCb1q0976A 11 lowerMerionPoliceDept ri install rt fee k 1 40 14 new fist prev next last eat Jpages 0 v ction 7 We now have a new rate in the system authorizing Joe to bill his time to the Lower Merion Police Department project using the activity of install Joe will be paid at a rate of 50 per hour 3 1 8 9 Setup Additional Expense Accounts In this step Ralph sets up an additional expense account for Mileage expenses Joe s reimbursed mileage expenses will be recorded in this new account Select Financials gt Account then press the new button Financial Account Manager New Unsaved Data account Name Account Type ID A IntialBalance o Initial Balance Date sid Balance ee Cleared Balance po cwe AOOO Subaccout or AOO oo insertClose insertContinue J refresh h
182. ted in the previous example The complete list of selection operators are zoo o Jeowas Two of the selection operators require further explanation like and in 2 1 2 1 The like selection operator The following example illustrates the use of the like selection operator In the example shown we are searching for all contacts that have ing somewhere in the title Notice the use of the percent sign character at the start and end of the search string i e ing The percent sign acts as a wildcard in this context matching any characters Codamos User s Guide Page 17 contact Finder x Contact ID begins with Title like v sings Email Address begins with Company Name begins with Y Email Display Name begins with Y Mobile Phone begins with Last Name begins with Location ID begins with A First Name in v OwnerGroupld begins with Y A Middle Name begins with Y Rowld begins with find clear count saveFinder JOrder By ASC v Offset o axl 100 v contacts Contact ID Email Address Email Display Name Last Name First Name Middle Name Title Company Name Mobile Phone Location ID OwnerGroupld ric d1 ric rosenbloom codamos com Eric Rosenbloom Rosenbloom Eric Managing Partner Codamos 610 304 9737 doc new first prev next last edit page 0 v actions v 2 1 2 2 The in selection operator The following example illustrates the use of the in selection operator In the example shown
183. th v Mobile Phone begins with v Last Name begins with v LocationiD begins with v Oj First Name begins with v OwnerGroupld begins with v Al Middle Name begins with Y Rowld begins with Y clear count saveFinderJorder By A IASC vJortset a S contacts Email Address Email Display Name Last Name First Name Middle Name Title Company Name Mobile Phone Location ID OwnerGroupld frank fibonacci thedocco com billg microsoft com larry david funny com ic s i i Managing Partner 610 304 9737 davi Larry David i Chief Comic larry ellison oracle com Larry Ellison i Chief Technology Officer president whitehouse gov Barack Obama President of the United States paul newman gmail com Paul Newman Hollywood Legend di joe smith acmeco com _new fest prev next ast eat Jpages 0 v action v We want to narrow the results such that only JANE and larrydavid are displayed Check the checkbox next to JANE and larrydavid and press the find button Codamos User s Guide Page 22 contact Finder Contact ID begins with Title begins with Email Address begins with Company Name begins with Y Email Display Name begins with Y Mobile Phone begins with Last Name begins with Location ID begins with A First Name begins with Y OwnerGroupld begins with Y A Middle Name begins with Y Rowld in 117 120 find clear count saveFinder Order By v ASC
184. the delete button Codamos User s Guide Page 208 Resource Assinment Manager Existing Data B B mmmmmmmmmmaaaaaaaaummecmmssccasa Resource Assignment ID hugs eCvKtsx 7 01 Resource ID A A john o1 Qualified Y F Start Date 2015 09 01 00 00 End Date 2015 11 30 00 00 Description Role Requirement ID A Al cuntomer002 technical c MaxHrsPerWk 40 delete refresh hidden The screen then displays again as follows Resource Histogram 2015 9 2015 10 2015 11 2015 12 9 6 913 920 927 104 10 11 10 18 10 25 11 1 11 8 11 15 00 22 1 2 126 12143 12200 1227 jane customer001 technical consultant ft customer001 technical consultant john John is now back on the bench and we are back to having the customer002 technical consultant requirement as un satisfied 6 2 Employee Utilization In the previous section both Jane and John are sub contractors for Orion so Orion is not particularly concerned if Jane or John are on the bench Of course Orion would prefer to have them working in order to gain the profit margin however because they are sub contractors Orion does not incur expenses when they are on the bench If Orion were to hire Jane and John as employees Orion then becomes very focused on keeping them working This section illustrates the use of the Codamos Employee Utilization analysis feature used by Orion when Jane and John are employees vs sub contractors Codamos User s Guide Page 209 Employees Fed Tax Exemp
185. the relationships between the various records involved there are specific steps required if you want to re create an employee s paycheck Here are the steps required for recreating an employee s paycheck Codamos User s Guide Page 200 e Change the payroll status back to future Remember to save the data after changing the status by using the updateContinue button e Within the Payroll Employee section remove the record that references the given Employee whose paycheck you want to recreate e Drill into the Employee Paycheck e f the Employee is Hourly then delete all references to employee s timesheets on his paycheck within the Employee Timesheet section This is a required pre requisite to deleting his paycheck e Press the delete button to delete the pay check e Re Submit the payroll process 5 15 Employee Earnings Statements When each employee paycheck is created an Earnings Statement document is automatically generated and attached the paycheck record Employees are permitted to access their Earnings Statements but not permitted to directly access other payroll related information This section illustrates how John views his Earnings Statements John is logged into the system CODAMOS logout john rt Help Issue Tracking Projects self Admin wO yY Y John selects Projects gt PayCheck and then presses the find button Pay Check Finder D Pay Check ID begins with a Employee ID begi
186. the timesheet entry process for Joe 3 1 12 Timesheet Approval This section illustrates how Ralph approves a timesheet previously submitted by Joe Ralph uses the Timesheet Finder to find all submitted timesheets as shown below Codamos User s Guide Page 69 Timesheet Finder orn End Date begins with fo tws east Sd Status onnecrowia besmi r A fn clear coun saverinder Joers e eeo pao Timesheet D Description JStart Date End Date Hours Status OwnerGroupld InsertUsertd C 150330 joe r1 Lower Merion Police Department 2015 03 30 2015 04 06 private isn 1 1 4 new fist prev next ast eit Josces o v actions hep o r Drill into the Timesheet Timesheet Manager Exiting Data E al Attributes Timesheet ID 150330 joe r1 Description Start Date End Date Hour Status ae 3 04 o4 04 m Timesheet Activity Resource Task Fea mee AGDUANDMCsYO 150330 joe lowerMerionPoliceDeptlinstall joe na joo joo i D remco y 1 1 1 new fest prev next tast edit Jpazer0 Time Entries Change the Status from submitted to approved Codamos User s Guide Page 70 Timesheet Manager Existing Data B Attributes Timesheet ID 150330 joe r1 Description Lower Menon Police Depa Start Date 2015 03 30 End Date 2015 04 06 Hours 8 0 Status approved updateC lose updateContinue delete refresh hidden recalc Time Entri
187. thly basis one withholding allowance equates to 166 70 We configured John with O allowances But if he had been setup with 2 allowances for example his federally taxable income would be reduced by 2 166 70 each semi monthly paycheck 5 8 Add Hourly Employee Jane unlike John is paid by the hour at a rate of 50 per hour Jane works on a part time basis does not get benefits but is still an employee of Remco and is paid on a w2 basis with taxes withheld We now illustrate how to setup Jane in the system The following illustrates how to setup Jane Employee Manager Existing Data x Main Employee ID jane r1 Employee Name Jane Employee Social Security Number 999 99 9999 Start Date 2015 01 01 00 00 End Date 2099 09 09 00 00 Num Fed Tax Allowances 1 Married NF Fed Tax Exempt M F Pay Frequency semimonthly Active yT User ID A jane ri Remit to Account ID A Al jane payable r1 Labor Expense Account ID A A wages w2 r1 Payroll Tax Rate SetID oj A 2015 delete refresh hidden Employee Benefits rona Enpiyee eeveito Omereroopd Employee 401Ks Max Roth Active IEEE meeer es RP Ae me onmercrouni new first prev next last Jpage 0 Pay Rates m 5 01 01 2016 01 01 new first prev next last Jpages oY Codamos User s Guide Page 191 The key differences between John and Jane s setup are e Jane has no benefits or 401k e Jane has 1 Federal Tax
188. tion e Destination Loc ID delivery location e Payment Account ID vendor A P Account ID Press the insertClose button 3 3 3 Record Use of Raw Materials This section illustrates how to record the use of raw materials as part of a manufacturing process Select Operations gt SKU gt SKU Out and press the new button Codamos User s Guide Page 131 Inventory Out Manager New Unsaved Data x Main Location ID A Payment Account ID A fe Transaction Date insertC lose insertContinue refresh hidden Fill in the inventory Location from where the raw materials are taken and press the insertContinue button then the new button Leave the Payment Account ID blank because the material is not being directly sold to anyone It is being used for manufacturing purposes Inventory Out Transaction Manager New Unsaved Data ee Sku Out ID Af 5Bs AV61XrinJ j1 temo porcons Unit Cost PO Currency ID A fs Qty Aoo sku soumat A sale Journa AO insertClose insertContinue refresh hidden Specify the quantity of material being removed in this case only one bag Leave the Unit Price unspecified because the material is not being directly sold Press the insertClose button Codamos User s Guide Page 132 Inventory Out Manager Existing Data Sku Out ID 5BsAV61XrinJ j1 location Payment Account ID A fF Transaction Date delete refresh hidden skuotxs Sku Out Tx ID ID Sku Out ID ID Ite
189. tion dialog as shown below Headquarters Information New Unsaved Data x EA SOS Specify address of your company s headquarters Address Line 555 Document Company Way a np comtry Asoo TimeZone 9 First Name Last Name Email Address ext J Complete the fields as appropriate for your company and press the next button to display the Setup Bank Account dialog as shown below Setup Bank Account New Unsaved Data x Main Specify the name of the Bank where you hold your primary checking account for day to day business Determine the Initial Balance from your most recent bank statement s ending balance Determine the Initial Balance Date from your most recent bank statement end date Bank Name wells fargo Initial Balance 5000 Initial Balance Date 7015 04 01 00 00 next Complete the fields as appropriate for you and press the next button to display the Setup Item and Inventory dialog as shown below Codamos User s Guide Page 13 Setup tem and Inventory New Unsaved Data B Main In this step you may optionally setup your items and your inventory of those items tf any When you have no more items to setup leave the Item Name blank We suggest specifying descriptive Item Names that will have meaning to you and your customers when appearing on reports Item Name user manual xyz If you track this item in your inventory specify Y below otherwise specify N Track Inventory Y Y Specify the gross weight o
190. ton The saveFinder button facilitates saving previously specified search criteria under a user specified name Continuing the prior example if we now press the Save Finder button the system prompts us to given the saved finder a name The page at localhost 2012 says Saved Finder ID first nam e as OK Cancel In this case we are naming our saved finder first name asc because that is a meaningful name for the selection criteria we have specified After we press the OK button we then have the saved finder available in the right most drop down list Codamos User s Guide Page 19 contact Finder x Contact ID begins with v Title begins with v Email Address begins with Company Name begins with Y Email Display Name begins with Mobile Phone begins with Last Name begins with Location ID begins with v 9 First Name begins with Y OwnerGroupld begins with Y A Middle Name begins with Y Rowld begins with v find clear count saveFinder Order By First Name v firstname ASC v Offseti0 Max 100 contacts first name asc admin d1 Contact ID Email Address Email Display Name Last Name First Name Middle Name Title Company Name Mobile Phone Location ID OwnerGrouplid obama d1 president whitehouse gov Barack Obama Barack President of the United States O bitigates 1 billg microsoft com Bill Gates s Bill Microsoft ric d1 eric rosenbloom codamos comjEric Rosenbloom s Eric Managing Partner Codamo
191. ts ID that i the best fit for your business lf you are using Codamvos for personal use only select standard individual Otherwise select either typical product business or typical service business typical service business Chart of Accounts ID typical service business te Select typical service business and press the next button Codamos User s Guide Page 86 Setup Accounting Configuration New Unsaved Data Specify your company name and the date you started your business then make a selection for the remaining fields lf you track inventory specify responses for all fields If you do not track inventory you may leave the Inventory Account ID field unspecified If you are not sure of what to select in a particular field do not worry you can always change it later using the Financials gt Setup gt Accounting Configuration menu selection Company Name Eagle Legal Services Start Date 2015 04 01 00 00 Inventory Account ID inventory 61 Cost of Goods Sold Account ID cost of goods sold e1 cost of goods sold e1 F aan Accont iD wt of goot taken el cost of goods taken e1 Sales Income Account 7 i sale e ce income et Account ID i Currency ID luso USD F next Fill in the fields as shown above and press the next button Headquarters Information New Unsaved Data x e Specify address of your company s headquarters Address Line ms Sd cony A TimeZone Specify primary conta
192. ue button Timesheet Manager Existing Data 6B Main Attributes Timesheet ID 150330 fred e1 cription Hour Status approved T delete refresh hidden recalc process Time Entries Time Entry Timesheet Project ID Activity Resource Task 03 31 04 01 04 02 04 03 04 04 04 05 Tot OwnerGroupld Ma RENO dho3b4hS 150330 fred eaple public software 1 11 new test prev next last edit Jpagesfo Now press the process button to convert the timesheet into financial transactions Timesheet Manager Existing Data Main Attributes Timesheet ID 150330 fred e1 pescrotion Start Date 2015 03 30 End Date 2015 04 06 Status delete refresh hidden recalc Time Entries Time Entry Timesheet Project ID Activity Resource Task 03 31 04 01 04 02 04 04 ee oe RENO dhe 3b4hS 150330 fred a SOE are aya new first prev next last edit Jpage Ov Notice that the Status of the Timesheet is now processed Lets now see the financial transactions that were created by processing the timesheet Select Financials gt Account and find the A R account for Wynnewood Software as shown below we searched for Account IDs that start with wy Codamos User s Guide Page 99 Financial Account Finder Account ID begins with wy Account Mame begins with Account Type ID begins with Oj Balance begins with Cleared Balance begins wit
193. under the HR menu Codamos User s Guide Page 166 contact Manager Existing Data Contact D Email Address First Name Bruce wile name Cd companyname mobil Prone Cd Location ID delete refresh a Go to the status tab add press the new button Contact Status Manager New Unsaved Data Main Contact ID A LowerMerionPoliceDepart states pe 1a AA Val O hot T insertClose inert Continue refresh hidden Specify a status type ID of prospect and then an appropriate status value in this case we are indicating that the prospect is hot Press the insertClose button and go to the Notes tab and press the new button Codamos User s Guide Page 167 Contact Note Manager New Unsaved Data Main Contact ID A LowerMerionPoliceDepart Attribute ID Oj note Bruce i quite interested in having more work done and asked for a bid on replacing the units on the 3rd floor Fill in an appropriate note and press the insertClose button You now have a record of the sales contact 4 11 Recurring Process Scheduling Codamos provides the ability to schedule recurring processes such as the process which converts time and expense report entries into financial transactions You may recall that in section Timesheet Entry and Processing we illustrated how to perform this type of conversion interactively It is possible to configure the system to perform this conversion automatically on a s
194. unt for day to day business Determine the Initial Balance from your most recent bank statement ending balance Determine the Initial Balance Date from your most recent bank statement end date Bryn Mawr Trust Specify information pertaining to your primary checking account and press the next button Setup Item and Inventory New Unsaved Data Co ltem Name Track Inventory Weight Qty Unit Cost Unit Price oJ In this step you may optionally setup your items and your inventory of those items if any When you have no more items to setup leave the Item Name blank We suggest specifying descriptive Item Names that will have meaning to you and your customers when appearing on reports lf you track this item in your inventory specify Y below otherwise specify N Specify the gross weight of one item below Leave this field blank for service related iteme that have no physical representation Specify the number of items you currently have in inventory and the estimated cost per unit lf you currently hold no inventory for this item leave these two fields blank Specify the price you will normally charge your customers for the item The price will be saved to the standard price list You will be able to create other price lists later as well as modify the standard price list lf you do not sell this item leave the Unit Price blank Joe specifies the fields as shown leaving the Unit Price blank because
195. ur timesheet Select Projects gt Setup gt Project and press the new button Codamos User s Guide Page 119 Project Manager New Unsaved Data B Main Bill to Account ID BluestoneSoftware e1 Bluestone5oftware e1 Y Income Account ID service income el service income e1_ Process Time Y T Process Expense Y T Task Required insertClose insertContinue refresh hidden Project Rates Fill in the fields as shown above making sure to specify Task Required Y Press the insertClose button and then the find button Project Finder Project 1D C Project Name oOo Bill to Account ID A Income Account ID begins with A Process Time Process Expense Ownercround beghs with A find clear count saveFinderJor er aa e orep hojo 7 Projects Project ID Project Name Process Time 2 Process Expense fask Required Bill to Account ID income Account ID OwnerGroupld Blues Come Y BlusstoneSoftware e l iservice income e1 jeagles Lic ood software e1 Wynnewood Software Wynnewood oftware e1 sernice income e les public 1 2 2 new first prev next tast edit Jpagey 0 lactions Notice that the bluestone project has Task Required Y whereas the prior Wynnewood software project has Task Required N Select Projects gt Setup gt Project Rate and press the new button Codamos User s Guide Page 120 Project Rate Manager New Unsaved Data Main Projec
196. ut wynnewoodsoftware e1 Project Reader gt Notice the extremely limited menu that this new user has Log out and log back in using your normal user name 3 2 7 2 Change Ownership of Client s A R Account In order for the client to have visibility to his A R account Fred must change the ownership of the client A R account to the client s group This section illustrates the process Use the Financial Account Finder to find the client s A R account Financial Account Finder Account ID begins with T wy Account Name begins with Account Type 10 begins with A Balance begins with Cleared Balance begins with Currency ID begins with Y A Sub Account Of begins with OwnerGroupld begins with OJ Roveld begins with _clear count saveFinder JOrder By ry asc orret Max 100 Financial Accounts Account ID Account Name Account Type ID Balance Currency ID Sub Account Of OwnerGroupld E Wynnewoodsoftware e1 Wynnewood Software ar o ozs so uso accounts receiwable ei eagle 4 1 1 _new first prev next last edit page 0 T actions reports m Make sure that only the client s A R account is shown in the finder results There should be only one Codamos User s Guide Page 111 row shown in the grid Now from the actions menu select chown and select the client s group which in this case is eagle wynnewoodsoftware Change Owner x Wser Group eagle wy
197. utton Codamos User s Guide Page 102 Expense Report Manager Existing Data Expense Report ID sorDyWrred e1 Description Start Date 2015 03 30 00 00 End Date 2015 04 05 00 00 amount Status approved delete refresh hidden _recalc process Now press the process button to process the expense report into financial transactions Expense Report Manager Existing Data Expense Report ID sorDyWired e1 cescrption End Date Amount Currency ID A delete refresh hidden recate Notice that the Status has changed from approved to processed Next have a look at the impact on the Wynnewood Software A R account this time looking for accounts having Account Type ID of ar Codamos User s Guide Page 103 Financial Account Finder Account ID begins with F Account Hame begins with Account Type ID begins with A ar Balance begins with Cleared Balance begins with Y Currency ID begins with Y Al Sub Account Of begins with A OwnerGroupld begins with Y A Rowld begins with find clear count saveFinder JOrder By 7 asc v loffsetlo Maxl100 Y find Financial Accounts Account ID Account Name Account Type ID Balance Currency ID Sub Account Of OwnerGroupld C accounts receivable et Accounts Receivable 978 80 USD agle ow nnew ood oft ware e1 Wynnewood Software 928 80 USD accounts receivable e1 eagle 1 2 2 new first prew nex
198. v offsetlo Max 100 v contacts Contact ID Email Address Email Display Name Last Name First Name Middle Name Title Company Name Mobile Phone Location ID OwnerGroupld JANE d1 Jane doc 2 larrydavid d1 larry david funny com Larry David Larry Chief Comic doc 1 2 2 v new first prev next last edit page 0 Y actions The finder results are narrowed down to the two checked Contacts 2 2 Grid for Displaying Finder Results The Grid is used to a display finder results as described in the previous section and also to b display related repeating data in Manager Dialogs Manager Dialogs are described later in the section Manager Dialog 2 2 1 The First Prev Next and Last Buttons The following table describes the purpose of the first prev next and last buttons which appear on the Grid Button scription S Displays the first 10 records Displays the previous 10 records Displays the next 10 records Displays the last 10 records 2 2 2 Page Number Drop Down List The page number drop down list supports quickly jumping to the given page number For example you may select 9 instead of pressing the next button 9 times 2 2 3 Drilling Down Into Manager Dialogs If we wanted to display full details on the contact record for Larry Ellison for example we would click on the underlined Contact ID in the grid corresponding to the record for Larry Ellison The system would then display the Manager Dialog for Larry Ellison
199. we are searching for all contacts that have either eric or bill for a first name Notice that have put eric bill as the search string When using the in selection operator the search string eric bill translates into English as Eric or Bil contact Finder x Contact ID begins with Title like v Email Address in v Company Name begins with Y Email Display Name begins with Y Mobile Phone begins with Last Name begins with Location ID begins with 9 First Name in v jeric bill OwnerGroupid begins with Y A Middle Name begins with Rowld begins with find clear count saveFinder JOrder By vi ASC v Offset o Max 100 v contacts Location ID OwnerGroupld doc doc new first prev next last edit page 0 v actions v 2 1 3 The Clear Button The Clear button clears the finder dialog of any previously specified selection operators search criteria or sorting specifications Sorting is described later below 2 1 4 The Count Button The Count button displays a count of the total number of records that meet the search criteria specified ignoring the default record count limit of 100 2 1 5 Sorting Finder Results If you would like your finder results to display is a specific sort sequence then select one or more items from the Order By drop down list In the example below we have specified that the finder results Codamos User s Guide Page 18 should be displayed in ascend
200. we see Codamos User s Guide Page 205 Role Requirements Manager Exiting Data Main Role Requirement ID bieo Bl tecnicacontant of aoto Bl cutomeroo1ot cn Date secretion Full Time MinTotHrs i vages ooo delete refresh hidden Resource Assignments new first prev next last Jpages 0 Y and we can now press the new button to make a resource assignment Resource Assignment Manager New Unsaved Data x Resource ID Qualified Start Date 2015 09 01 00 00 End Date 2015 11 30 00 00 sect Role Requirement ID aA customerdd1 technical c haxiaPerh WSEFCIOSe insertContinue refresh hidden Resource assieme oi 2 Codamos User s Guide Page 206 Role Requirements Manager Existing Data Main Role Requirement ID customer technical c Role ID A technical consultant o1 Project ID AA customerd01 01 a Full Time yY sasan CO MinHrsPerWk fs MaxHrsPerwk delete refresh hidden Resource Assignments Ea ource Era 09 01 2015 11 30 E a technical pTutrSalunw ot e eee ES terest 1 1 1 ten first prev next last Joaget 0 v At this point we can see that this role requirement is now 100 satisfied as indicated by the coverage value of 100 We have assigned jane to perform this work with her start and end dates matching the start and end dates of the requirement 6 1 3 Using the Resource Histog
201. wnerGroupld ame awan Pulo O7 9 TE joxhorfoadr 1 ueAeCAVviGyP o1 0 cae ET i a E 1 2 2 eA a Orion s overall utilization remains below the 90 percent threshold to go green however the situation has improved dramatically Both Jane and John are totally green for the months of September and October John is now only red for the month of November 6 2 2 Comparing Plan vs Actuals In the previous section we used projected resource assignments to perform the analysis But as we well know what actually happens may differ significantly from plan You may recall that when we configured the analysis we selected resassn as the data source In this section we will instead perform the analysis using actual employee entered timesheets instead of using projected resource assignments Codamos User s Guide Page 214 Utilization Analysis Manager Existing Data Main Analysis ID x3xYolF2MQVe o1 nBucket Hsavl f Start Date 2015 09 07 00 00 bucketLen 168 HrsBillable DataSource WrkHrsPerBucket Hrs HonBilll eT Description MinUtilGreen Utiliz Image MinUtily ellow clr delete refresh hidden recalc Utilization Weekly bi _new first prev next last Jpage 0 Employee Utilization Analysis ID Analysis Summary by Week OwnerGroupld Above we have configured a Utilization Analysis record where the DataSource is set to timesheet instead of resassn After pressing the recal
202. ze beta user agreement Save and or Print the pdf document as desired 3 2 7 Providing Clients With Read Only Visibility to Their A R Account Fred offers his clients the ability to monitor their A R account by logging into Codamos Some clients may feel more comfortable knowing they can look over Fred s shoulder on an on going basis This section illustrates the setup activities Fred performs to provide a client with read only visibility to their A R account The following table summarizes the setup steps required to provide a client with read only visibility to their A R account Setup Step Create Private User Group for Client Creates an isolated environment for the client to log in to Codamos User s Guide Page 108 Change Ownership of Client s A R Account Allows the client to run a report on the data in his A R account Test the Client s User of Codamos Verify the client can log in a generate a report for his A R account 3 2 7 1 Create Private User Group for Client This section illustrates how Fred creates a private user group for the client When the client logs in to Codamos he will be isolated within his private user group and will not have visibility to any information other than that which pertains to him Log out and Log back in as the admin user for your group Usemame jadmin e1 2 Password Pi Login Assuming you are now logged in as the admin user Select Group Admin gt Configuration gt U

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