Home

END-USER LICENSE AGREEMENT (continued)

Contents

1. Defaults To increase the speed for which may enter time have 289 pes implemented the ability to enter defaults for both the company and global modes Both modes have the same screen nte ere Ce It you enter any information in the Global defaults these will be loaded when you make a new time entry It you enter defaults in any field for a specific company this will cause a new Time Entry to override all Global Defaults with the Company Defaults when you select a company to enter time against or are in Company mode There is no merging if one of the Company default fields is left blank What s New We ve changed Defaults so they are now a drop down list instead of requiring an integer to be entered The drop down in company mode will have all Global WorkCodes and WorkCodes for the current Company 2007 210RM SystemsCRM Time amp Biling v3 0 Page 56 of 64 Datagrid Entry New Time amp Billing includes the ability to enter bulk time While in the company mode click on the button labeled Datagrid Entry Ew Note The first user to click on the Datagrid Entry button may experience a delay while the engine initializes Also the first time the Datagrid loads if you press Cancel the CRM session may be lost This should work normally after the first attempt If you see the following screen after clicking the Datagrid
2. Version 3 0 User s Guide 82007 21CRM Systems Ine AL Fights Reserved Publshor ZICRM Systems ine Winnipeg MB Carada part at is documentation may be copied photocopied reproduced merofimed dilted or atherwise licel on any mecum writen consent of ZICRM System nc Use of sofware programs described herein and mis documertelon ls subject to End ser License Agreement For ZIR Systems Ine Solare presented upon salon fme stare and reproduced herein The 21CRM Systeme logo a registered trademark o 21CRM Systems Ine The Sage Sotware and he Sage Software product service names mented herein are ademas of Sage Sofware Inc entes Al ather ademas are the propero tha respective owners Who Should Read This Guide This guide is for users of the CRM Time amp Billing extensions We assume that you have experience using Sage CRM 5 7i or CRM 5 8B If Sage Accpac ERP OE Integrated Sage ERP 5 3B System Manager IC If Sage Accpac ERP AR Integrated o Sage ERP 5 3B System Manager AR If21CRM Systems Integrated Sage Accpac ERP 5 3B running on a MS SQL database Sage Accpac ERP 5 3B System Manager IC OE 21 v3 0 or higher installed separately How this guide is organized This guide is designed as a step by step manual allowing you to complete the various functions of the
3. available ort Tina acorde You will see the following screen from Global Mode It there are multiple companies they may be selected by using the all or none buttons or you can use the mouse to just select the companies you want to post Loss m It in this example em TET companies to post you can click on the link 1 companies s s to be able to see a summary of all Time Records by Company 8 omom animose that are to be posted 0 2007 210RM SystemsCRM Time amp Biling v3 0 Page 42 0164 The following screen shows an example of the summary When in the Company Mode you will see the following screen Past Timo Records Compan 35 oes There cocta i Charge anda Lehane ie rende aet te rad fer te cto order vate B lark todays cat Massy m A users All Users stem Administrator we tpe het Gris 19 rant Both CAM and Mabilo usino CRM Entered Hotie Under the Company name for which you are posting is a link that will show a summary of the Time Records for the company grouped by Chargeable or Unchargeable status An example screenshot is as follows 2007 21CRM SystemsCRM Time amp Biling v3 0 Page 43 0164 The fields from both modes are Order Date The date that will appear in the header of your OE Order If
4. 1 9 l S revo posted time reads Wie Setup and coeurs Blocks Setup and configure srojecs Setup and cofigure work cades Setup and sorfgure Wark Lacetions atin ts Time amp Bling Search Your screen will appear like this Pre Paid Blocks fa NoRecordsFound Core Block Budget me Tyne 0 2007 210RM SystemsCRM Time amp Biling v 0 Page 20 0164 To edit a Prepaid Block click on its name To add a new Prepaid Block click the New button on the right Adding Editing Deleting Prepaid Block The process of adding editing and deleting items are all related as they are elsewhere in CRM PrePaid Block Details l Pell Mek Name ppl testo Last Modified o 2 Block Budget Type Amount iy x Budget Used 0 Budget Rema Number TimeRteccrds applying this Block 0 Enter the appropriate details for each The fields are Prepaid Block Name name used for display Created Date and Last Modified used for tracking purposes automatically set read only Block Budget Type Whether amount is by Dollars or Hours you can use one or the other Budget Amount amount that this prepaid block can use It for example the Budget Type is Hours and the Amount is 10 then all Time Records applying a project that is linked to this block will only be able to sum to 10 hours total time
5. Reports Several reports are included with Time amp Billing They can be found in the Time 8 Billing reports context CRM Time amp Billing ships with available Crystal Reports as well The Time amp Billing Extensions add 4 relevant tables to CRM Project TimeRecord WorkCode WorkLocation As well as several relevant views vProject vProjectSummary vTimeRecord vTimeRecordList vTimeRecordsToPost wWorkCode wWorkLocation You can use these in order to create CRM or Crystal Reports tailored to your needs 0 2007 21CRM SystemsCRM Timo amp Biling v3 0 Page 59 of 64 Time amp Billing Offline Time amp Billing offers the ability to enter time while offline either on your laptop or a Pocket PC This is an add on application by 21 CRM Systems used in conjunction with Time amp Billing When you have a key enabled for Time amp Billing Offline you can either choose which companies a user can enter time for offline 7 rom the global admin screen or you can choose which users cau can enter time for a particular company while in that companies Time amp Biling admin menu Tace amp Biling Administrahon for 21st Century systems Nenu Selection Description rere md m Setup and configura Time Biling Company Settings 2 sew Company 5 p n Company Offine User Listing Company sae Once the New button has been clicked you will see something similar to one of
6. 7 Completion Calculation Completion Calculation Calculate for rime Entries Bons Method having Status toore stats As can be seen in this example the Project s budget is 50 Hours 7 Timerecords using this project totaling 40 3 hours Since the Calculation method is set to 50 100 the percent complete is shown as 50 Calculate Project Completion is an easy way to keep track of Project resources in Time amp Billing We have concluded the getting started section For information on the Senp and configure Time amp Biling other parts of the Time amp Company Company Settings Billing Company Unpost previously posted tme records Administration section M Unrest tine Please see the Install Guide or the Posting section of this guide In the next section we will cover in depth usage of Time amp Billing v3 0 0 2007 21CRM SystemsCRM Time amp Biling v3 0 Page 25 0164 Using Time amp Billing Searching The CRM Time amp Biling Extension uses the same search functionality as CRM making it easy for you to search for and find the time records you are looking for After clicking on the Time amp Billing Tab in either mode you are automatically presented with the search screen Fill in the fields you would like to search and press the Search button to locate your records There is a difference between searching in Global Mode and Company Mode You will no
7. This is the reverse process of the above mentioned Submitting feature It you have appropriate security rights you will see the UnSubmit My Time button and the UnSubmit AII Time UnSubmit my time unsubmits all of your submitted time changes from submitted to entered status 5 UnSubmit all time unsubmits all time yours or others as specified depending on the mode you are in The screens are very similar for unsubmitting as for submitting 02007 210RM SystemsCRM Time amp Biling v3 0 Page 82 of 64 Global Mode In Global Mode when you select Submit all time you are presented with the following screen jomit Ail Records Comosni AN Companies ba P 6 acusadn E B Lg 8 You can choose to submit all outstanding entries or only those in a given date range You can also select to submit for all users or only a specific user Choose your options and press Submit to complete the process It you selected Submit my time the screen will only allow you to submit for yourself 02007 21CRM SystemsCRM Time amp Biling v3 0 Page 33 of 64 Company Mode In Company Mode when you select Submit all ime you are presented with the following screen Submit All Time Records Compania ACME Plumbing Sint M sims 0 Dates Comer spesie Projet Here you can submit based on a date ran
8. Many changes have been made to the projects functionality in CRM Time amp Billing 3 0 if you are upgrading review this section extensively Changes to Time amp Billing 3 0 from previous versions include Enhanced MS Project integration now supports multiple Projects in a single SQL database Assign and draw down on prepaid blocks to be used by a Project Assign WorkCodes to a Project Assign of Users to a Project These features will be explained after the regular process of creating a Project for Time and Billing Projects allow you to group your time entries for reporting and Posting purposes This provides a powerful way to check on the status of ongoing project or to invoice your customers on a per project basis The Projects option is only accessible in Company Mode To add edit or remove a Project click on the Time amp Billing tab in the company context Choose the Admin Button if it available and then the Projects button EIE Tice amp Anerson for ACME Paring Your screen will appear like this 0 2007 210RM SystemsCRM Time amp Biling v3 0 Page 12 0164 Project Listing S gt eudoet value sr UM Projects are displayed in alphabetical order To edit a Project click on its name To add a new Project click the New button on the right Adding Editing Deleting Projects The process
9. OR BY ITS AUTHORIZED REPRESENTATIVES SHALL CREATE AWARRANTY SOME JURISDICTIONS DO NOT ALLOW LIMITATIONS ON HOW LONG AN IMPLIED WARRANTY LASTS THE EXCLUSION OF IMPLIED WARRANTIES OR LIITATIONS ON APPLICABLE STATUTORY RIGHTS OF A CONSUMER SO THE ABOVE LIMITATION AND EXCLUSION MAY NOT APPLY TO YOU THIS LIMITED WARRANTY GIVES YOU SPECIFIC LEGAL RIGHTS YOU MAY HAVE OTHER RIGHTS WHICH VARY FROM JURISDICTION TO JURISDICTION LIMITATION OF LIABILITY TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW IN NO EVENT SHALL 21CRM Systems Inc OR ITS LICENSED PARTNERS BE LIABLE FOR ANY SPECIAL INCIDENTAL INDIRECT OR CONSEQUENTAL DAMAGES WHATSOEVER INCLUDING WITHOUT LIMITATION DAMAGES FOR LOSS OF BUSINESS PROFITS BUSINESS INTERRUPTION LOSS OF BUSINESS INFORMATION OR ANY OTHER PECUNIARY LOSS ARISING OUT OF THE USE OF OR INABILITY TO USE THIS SOFTWARE PRODUCT OR THE PROVISION OF OR FAILURE TO PROVIDE SUPPORT SERVICES HOWEVER CAUSED REGARDLESS OF THE THEORY OF LIABILITY CONTRACT TORT OR OTHERWISE AND EVEN IF 21CRM Systems Inc HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES IN ANY CASE 21CRM Systems Inc S ENTIRE LIABILITY UNDER ANY PROVISION OF THIS EULA SHALL BE LIMITED TO THE AMOUNT ACTUALLY PAID BY YOU FOR THIS SOFTWARE PRODUCT SOME JURISDICTIONS DO NOT ALLOW THE EXCLUSION OR LIMITATION OF LIABILITY SO THE ABOVE LIMITATION MAY NOT APPLY TO YOU 2007 21CRM SystemsCRM Time amp Biling v3 0 Page 7 of 64 Table o
10. clicking on the Add Level 1 button After you have saved the new Task you will see something like this screen TRecordsFound Page Lof 1 ee CONTIONE 7g formation and a list of all its subtasks Clicking on this Task will show the zero in this example Poe et Tk rl ne PE ken zt ge B m Sub Tasks can then be added in the same way as the first Task and the buttons on the right help navigate to parent tasks or the root project Now on entering Time Records you can choose a project and one of its tasks to bill against 2007 21CRM SystemsCRM Time amp Biling v3 0 Page 19 0164 Prepaid Blocks New CRM Time 8 Billing includes the ability to link projects and thus entered Time to blocks of prepaid amounts based on either hour or dollar amounts This section will detail how to configure and use prepaid blocks in the Time amp Billing system Prepaid Blocks are not required in order to use Time amp Billing However you may find them very useful for tracking and controlling time entry The PrePaid Blocks option is only accessible in Company Mode add edit or remove PrePaid Block click on the Time amp Billing tab in company context Choose the Admin Button if it available and then the PrePaid Blocks button Tine amp Biling Aniston fer ACME Phin BU o n Setup and configure Time amp Billing Company Settings
11. 21CRM SystemsCRM Timo amp Biling v3 0 Page 3 of 64 END USER LICENSE AGREEMENT continued DESCRIPTION OF OTHER RIGHTS AND LIMITATIONS Not for Resale If the software you acquired was done so as Not for Resale or NFR notwithstanding other sections of this EULA you may not resell or otherwise transfer this SOFTWARE for value Reverse Engineering Decompilation and Disassembly You may not reverse engineer decompile or disassemble this SOFTWARE or otherwise reduce this SOFTWARE to human readable form except and only to the extent that such activity is expressly permitted by applicable law notwithstanding this limitation Separation of Components This SOFTWARE is licensed as a single product unless as specified on individual components Component parts may not be separated for use on more than one computer Rental You may not rent lease or lend this SOFTWARE Support Services 21CRM Systems Inc may but is not obligated to provide you with support services related to this SOFTWARE Support Services Use of Support Services is governed by the 21CRM Systems Inc polices and programs described in the user manual in online documentation and or in other 21CRM Systems Inc copyrighted materials Any supplemental software documentation or other original material provided to you as part of the Support Services shall be considered part of this SOFTWARE and subject to the terms and conditions of this EULA Wi
12. E 2 E Seer Wark Cot Sotup cortcuro Wark Locations to Time Biling Sere I 0 2007 210RM SystemsCRM Time amp Biling v3 0 Page 9 of 64 Your screen will appear like this Work Codes S NoRocordsFound Type CCPAE sme st WorkCodes are displayed in alphabetical order To edit a WorkCode click on its name To add a new WorkCode click the New button on the right Adding Editing Deleting WorkCodes The process of adding editing and deleting items are all related as they are elsewhere in CRM E 3 Qe nen E Chargeable Mee Abe de verde lone Enter the appropriate details for each field The fields are Active indicator of whether this WorkCode can be used Description More detail for administrative purposes Global indicates if this WorkCode is available to all companies WorkCode Name a name used for display 0 2007 210RM SystemsCRM Time amp Biling v 0 Page 10 0164 Rate If the CodeType is the rate is a dollar amount If CodeType is a P then it is a percentage Percentages are from 0 1 and indicate the formula Result Percentage X Price in Price List Chargeable Indicates whether this workcode is billable for accounting purposes CodeType indicates
13. SOFTWARE and do not include any other patents or intellectual property rights You own the media on which the SOFTWARE is recorded but 21CRM Systems Inc and or its licensed partners retain ownership of the SOFTWARE itself GRANT OF LICENSE This EULA grants you the following rights Application Use You may install access or otherwise use as appropriate one copy of this SOFTWARE or any prior version of this SOFTWARE for the same operating system on a single computer The primary user of the computer on which this SOFTWARE is installed may make a second copy for exclusive use on a portable computer Network Use You may store or install a copy of this SOFTWARE on a storage device such as a network or web server to be used exclusively for the purpose of installing or running this SOFTWARE on other computers over an internal network subject to the requirement that you must acquire a license for each separate computer onto which this SOFTWARE is installed or run from that storage device A license for this SOFTWARE may not be shared or used concurrently on different computers License Pak If you acquired this EULA in a 21CRM Systems Inc License Pak you may make the specified number of additional copies of this SOFTWARE as authorized on the printed copy of this EULA and you may use each copy in the manner specified above You may also make a corresponding number of secondary copies for portable computer use as specified above 2007
14. Time amp Billing extensions Not all features may apply to you as they are dependent on your security permissions This will be accomplished using a series of screen captures and text that should approximate the environment you experience in your installation 0 2007 21CRM SystemsCRM Time amp Biling v3 0 Page 2 of 64 END USER LICENSE AGREEMENT FOR 21CRM SYSTEMS CORPORATION SOFTWARE IMPORTANT READ CAREFULLY This End User License Agreement EULA is a legal agreement between you an individual corporate entity or organization and 21CRM Systems Inc concerning the access to and use of any and all 21CRM Systems Inc original material available through its dealer programs which includes but is not limited to web and application software video audio and graphical media printed materials site or application presentation and navigation and all online or electronic documentation SOFTWARE By installing copying or otherwise using this SOFTWARE you agree to be bound by the terms of this EULA If you do not agree to the terms of this EULA do not install run or otherwise use this SOFTWARE SOFTWARE LICENSE This SOFTWARE is protected by copyright laws and international copyright treaties as well as other intellectual property laws and treaties This SOFTWARE is licensed not sold The rights granted herein are limited to 21CRM Systems Inc s and its licensed partners intellectual property rights in the
15. Time amp Billing screen you are presented with a configuration screen To decide which Calendar items to enter lime against the possible criteria are Dates All outstanding or range Types Appointments Tasks Both Status Pending Complete Both Other choose to ignore communications that are related to bulk emails After choosing these criteria clicking Continue will pull up Time Entry screens very similar to that in Company mode Most of the fields are pre populated based on the values in the Communication The few differences are related to controlling what to do with the Communication after or before saving a Time Record The editing mode will present the user with these menu buttons Hs Save saves the time record it all required fields are filed eb se Skip does nothing with the Communication or the dependent spani Time Record but populates a new Time Record based onthe Ger next Calendar Appointment or Task from the search Skip and Complete Communication is the same as Skip but will complete the communication so it is no longer displayed on the Calendar Cancel retums the user to the Conversion configuration screen It Save was clicked the Time Record is now saved in the system yap and the menu buttons are aoe E s Change is the normal Time Record editing button Complete Task and Continue is essentially the same as the re s
16. all statuses to be included this would be the most common The following fields are used to setup a MSProject Synchronization MS Project Name The name that the MS Project is saved under MS Project Server The name of the SQL Server Database DSN used to connect to the saved MS Project information MS Project UserName the name of the user account that has access to the SQL Server MS Project Password the matching password for the UserName New The following fields are used for limiting the project s workcodes consultants or available pre paid block amounts eee Consultant List consultant list configured by the oort Use ust wi administrator to be discussed later relating directly to this project You can only use ONE mode at a time include List means that only the users on the list will be able to use this project Exclude List means that the users on the list will not see and therefore not be able to use the Project when entering Time o Don t Use List means the list will be ignored when compiling the Projects for use in Time Entry in other words don t use this feature and allow everyone to access the project WorkCode List Similar to Consultant list controls access to WorkCodes Pre Paid Block A list of pre paid blocks Blocks of Time can be configured for specific Companies Configuration to be detailed later One of these blocks can be configured on a project Any time record e
17. can configure the workcodes on the list to be included or excluded when using the project or the list can be ignored rm To define a WorkCode list click on the Project WorkCodes Cu button when editing a Project You will see the following screen BE NoRecordsF und I a jer Keep in mind that each project can only have one list include or exclude you cannot combine them You may add or remove all WorkCodes from the list or select the different WorkCodes manually To add WorkCodes one at a time click on the New button You will see the following screen Project WorkCode Detail Last Modified Default late Z A ninsratiue This is simply screen where you choose one of the WorkCodes enabled for the current company and click Save The WorkCode will be added to the list Project WorkCodes Nom 1 RecordsFound Page 1 of 1 TITTEN Project me Name Eilabe 100 Y Project x Words Renove al To summarize from the above example if Project X were selected when entering Time and the Project was configured to WorkCode Exclude List the consultant would not see the WorkCode titled 50209 Billable 0 2007 210RM SystemsCRM Time amp Biling v3 0 Page 23 0164 Filtering Consultants by Project ms Ea New Consultant filtering is configured the same as the Filtering WorkCodes by Project secti
18. dta ordos eon Getae yeurACCPAC import cpt decken Centr to coreleto e Wren youhave inched your impers return ta the noce ires Fling ciek on Conte ey cues ouplestion othe orders exported This indicates the Posting process is complete and you can now import your entries into ACCPAC Advantage Series You should leave this screen as it is and proceed to open Sage Accpac ERP Navigate to OE and to Order Entry You should do an Import from the File menu As your data source select ODBC Data Source Your system administrator should have previously set up an ODBC source Choose the DNS that was configured for your use Our example uses a data source named ecrm After selecting the data source and clicking OK you are ready to complete the import Press the Import button in Sage Accpac The entries posted in CRM will be imported and one order will be created for each Customer that had entries that matched your criteria In Company Mode of course there is only 1 company meaning one order Complete your import process You can leave Sage Acopac ERP open if you want 0 2007 210RM SystemsCRM Time amp Biling v3 0 Page 48 ol 64 Non Integrated Mode It you are posting in Non Integrated mode your screen will look like this Post Completed Bp Gris teen sues ona cry Yorn yer system dee entre torum to Tme ate You can import your
19. duration information To gain understanding of what will be synchronized with Time amp Billing view the Project in Gantt Chart mode cus xime Teast ps 5 omc Cele scone END Sese poptspreust Information such as Task Name budget and duration are synchronized and can be viewed in CRM Time amp Billing and more importantly can have Time entered against Windows tr After you have created a project in MS Project you must 2 Cg Databases create a SQL database this can be named anything but remember it because you will use it Time amp Billing Then choose Save from the File menu in MS Project Click on ODBC 3 Teens 2 J o rnpeeerercr c NE v You must create a Machine Data Source type System to save the project ina SQL Server Database if you have not done so Seen Date Source emis to this machine ori 02007 210RM SystemsCRM Time amp Biling v3 0 Page 16 0164 With Data Source SQL Server NW eost Let Iro tas eeu Nizosa Visual Farc Dive Vel FP rear Choose SQL Server Authentication for verification because Time amp Biling will require those credentials to be entered so it can synch with the database Then select the Database selected earlier for this DSN to be associated with Lr Finally when given the opti
20. for each field Tie Record Ey Oe Global Mode Entry of time records is identical in Global Mode and Company Mode with one exception In Global Mode you must select the Customer that you want to enter time for FIRST The page will then reload with the appropriate values in the other drop downs Ensure you select the company first Otherwise your entries in other fields will be lost and you will need to re enter them 2007 210RM SystemsCRM Timo amp Biling v 0 Page 27 of 64 The fields are Date this is the work date Depending on your date format selected in CRM this can be in either DDIMM YYYY or MM DD Y YYY format MW DD YYYY format is preferred REQUIRED Company In Company mode the current company is the only one in this list It cannot be deselected REQUIRED Case Reference If this time entry is in relation to a specific case that has been recorded in CRM you can record this time against that case This is not required but will enable you to report on time by case Time the time spent This is in decimal hours ie 1 or 1 25 etc Itis possible to put negative amounts in this field for reverse entries REQUIRED TimeScale Hours or Minutes based on the Time field REQUIRED WorkCode select the relevant workcode If a workcode named Default exists it will be selected by default REQUIRED Type The type of Time entry whether Time expense or a
21. posted time records into your system of choice 02007 21CRM SystemsCRM Time amp Biling v3 0 Page 49 of 64 Completing Posting Regardless of the posting mode once you complete your posting and click Continue you will see the following screen Action Completed our action has bos congitad You can now ern to the Tre ling Syon This will clean up any outstanding entries and complete the process You should not skip this step However if you do Time amp Billing will automatically perform this action the next time you post prior to posting your new records 0 2007 210RM SystemsCRM Time amp Biling v3 0 Page S0 of 64 How Posting Works CRMOE Mode Each time you post Time Records in CRMOE mode a quote header gets created for each Company in the posting batch For each header each Time record becomes a quote detail Managing or Posting a quote to Sage Accpac ERP is then exactly the same as a regular quote created using your CRMOE software Instructions on how to do this are in the CRMOE manual When Time amp Billing posts Time Records that is converts them to quotes it changes the status and workflow state of your records to Posted This makes them ineligible for further editing as it is assumed they are controlled by CRMOE quotes Only companies in your CRM database that are properly configured as Active Customers with ACCPAC Customer Id wi
22. Entry button Server Error in CRM Application Parser Eror A System Administrator must manually setup the CRM Custompages Billing Datagrid folder as its own virtual directory in IIS The Time amp Billing installer will have done this if CRM is running under the Default website 02007 210RM SystemsCRM Time amp Biling v3 0 Page 57 of 64 The following screen shows an example of how the Datagrid entry works Datagrid Time card Entry 5 Raws 9 eT aT TA a NEM Ala ase oe An administrator configures how many rows will show in the datagrid You may use any or all rows to enter time for one company However you must click on the Save To Database for each row Time Record that you want to enter If there is a requirement missing for that row you will be given an error message Currently there are eight fields that are available for datagrid entry The following five are required Refer to the Time Entry section for explanations of what each field is for Date Hours Title WorkCode and WorkLocation The following three fields may be entered Description Project Task dependent on Project The datagrid entry is a quick way to enter multiple times against a specific company 2007 21CRM SystemsCRM Time amp Biling v3 0 Pago 58 of 64
23. FOR SOFTWARE ACQUIRED INSIDE THE UNITED STATES AND CANADA 21CRM Systems Inc warrants that 1 this SOFTWARE will perform substantially in accordance with the accompanying written materials for a period of ninety 90 days from the date of receipt and 2 any Support Services provided by 21CRM Systems Inc shall be substantially as described in applicable written materials provided to you by 21CRM Systems Inc and that 21CRM Systems Inc support engineers will make commercially reasonable efforts to solve any problem issues Some jurisdictions do not allow limitations on duration of an implied warranty so the above limitation may not apply to you To the extent allowed by applicable law implied warranties on this SOFTWARE if any are limited to ninety 90 days CUSTOMER REMEDIES 21CRM Systems Inc and its licensed partners entire liability and your exclusive remedy shall be at 21 CRM Systems Inc s option either 1 return of the price paid if any or 2 repair or replacement of this SOFTWARE that does not meet 21CRM Systems Inc s Limited Warranty and which is returned to 21CRM Systems Inc with a copy of your receipt This Limited Warranty is void if failure of this SOFTWARE is a result of accident abuse tampering or misapplication Any replacement SOFTWARE will be warranted for the remainder of the original warranty period or thirty 30 days whichever is longer Outside Canada neither these remedies nor any product support serv
24. ach Project you may want to configure a prepaid block used by the Company valid workcode worklocation may be configured specifically for this company or may be a global workcode worklocation This is covered later in this manual company in CRM is not a valid Customer in the CRM database when you click on the Time amp Billing tab for that customer in Company Mode you will see this screen Not Enabled This company not enabled for Tire amp Bio This could be due to ene of severa reasons iste not a CRM Customer Tis company does not have n ACCPAC Customer Munber his carbon tea Vendor CRM Time amp Billing determines that a company is a customer by looking in the customer number field in the Company table in CRM You can configure which field this is if you are using something other than one of the Sage ERP integration modes It you are using a Sage ERP integration option the field used is comp_idcust If this field is not null Time amp Billing assumes this is a customer It you want to use this Company for Time amp Billing purposes you should first promote them to customer The company will then be accessible by Time amp Billin Note When in Globa Mode only companies that are properly configured as Customers and CRM Security settings allow for the user will appear n the Company drop down list You can use the System setting Company List Tri
25. at which point the project will be come unavailable If you are using dollar based budgets then the hourly rate of each of your consultants will cause the total number of possible hours to vary lock Budget Type Are 02007 210RM SystemsCRM Time amp Biling v 0 Page 21 of 64 Advanced Project Usage New Time amp Billing v3 0 includes several great enhancements for Project configuration within the system These are Linking a prepaid block to a project Filtering WorkCodes by project Filtering Consultants by project Calculating Project completion This section explains those enhancements Linking a Prepaid Block to a Project you have set up a Project you may link it to a prepaid block thus having greater control managing the Time amp Billing system Choose a Project to edit Any Prepaid blocks configured for this company will appear in the prepaid block list You can choose one prepaid block to apply to a project at a time Pre Paid Block E ds ee To view more details or add new PrePaid blocks for the GED current CRM context company click on the PrePaid Block button on the Project Menu 2007 210RM SystemsCRM Time amp Biling v3 0 Page 22 of 64 Filtering Workcodes by Project New You can define for each projects which of the available Workcodes are enabled when the project is selected during Time Entry You
26. ate for your single computer You may not use or install the other media on the same or any other computer You may not loan rent lease or otherwise transfer the other media to another user except as part of the permanent transfer as provided above of this SOFTWARE CONTROLLING LAW AND SEVERABILITY It you acquired this product in Canada this EULA is governed by the laws of the Province of Manitoba If this product was acquired outside of Canada local law will apply This EULA shall not be governed by the United Nations Convention on Contracts for the International Sale of Goods the application of which is expressly excluded If for any reason a court of competent jurisdiction finds provision of this EULA or portion thereof to be unenforceable the remainder of this EULA shall continue in full force and effect 2007 21CRM SystemsCRM Time amp Biling v3 0 Page 5 of 64 END USER LICENSE AGREEMENT continued CONTACT INFORMATION Should you have any questions concerning this EULA or it you desire to contact 21CRM Systems Inc for any reason please write to 21CRM Systems Inc 750 Marion Street Winnipeg Canada R2J 0K4 LIMITED WARRANTY LIMITED WARRANTY FOR SOFTWARE ACQUIRED OUTSIDE THE UNITED STATES AND CANADA FOR INFORMATION ON LIMITED WARRANTIES AND SPECIAL PROVISIONS PERTAINING TO YOUR PARTICULAR JURISDICTION PLEASE CONTACT 21CRM Systems Inc AT THE ADDRESS ABOVE LIMITED WARRANTY
27. beneath the page header configured on the Survey Configuration page Email Subject The subject of the email that is sent out the user Email Message This message is displayed above the link to the survey in the email that is sent to the recipient After clicking Save you can then add Questions Back in the Time amp Billing Admin screen click the Questions button 0 2007 210RM SystemsCRM Time amp Biling v3 0 Page 61 of 64 Again if you click on New you will be able to add Questions that will then be added to the Questionnaire Questions can be used for multiple Questionnaires The screen you see is similar to the following s f Ou pm You must enter a Question and then the Question Type The possible choices are Multi Select such as services they would like to see from your company Multiple Choice Only one answer can be selected for the question Short Text A short text answer Long Text A long text answer Multi Select and multiple choice questions can have up to 10 different answers to choose from You can also configure the Text Height and Width that the Question will appear on the screen Once you have added questions to your system they can now be added to the Questionnaire Click on the Questionnaire button once again in the Admin screen Click on one of the listed Questionnaires you created You will see a new button for adding question
28. bmitted or Entered status This is the reverse process of the above mentioned Posting feature To UnPost your time if you have sufficient security privileges select UnPost Time from the Time amp Billing Administration menu You will see the following screen Un Post Time Records Past Pasts creta sits 20 teta Dats M dard nias Ves Mrs 0 2007 210RM SystemsCRM Time amp Biling v3 0 Page 54 of 64 Posted time records are grouped by when they were Posted in the system The Un Post screen shows some summary information for details relating to the options chosen when those Time Records were posted along with how many Companies and Time Records would be un posted You simply select which date and the Desired Status and click the UnPost button You will be prompted with the following message x Tis proces nay teke several utes the system has completed the UnPosting process you will be presented with something similar to the following screen Un Post Completed poe nen 25 dures mele changes to thess recer end re post hern ata You may then press the continue button to be returned to the Time amp Billing system or the Unpost more button to continue Un posting Time Records 0 2007 210RM SystemsCRM Time amp Biling v3 0 Page 55 of 64
29. ch as order ship to that are not contained in Time amp Billing are entered in your OE order based on your defaults in Sage Accpac ERP Only companies in your CRM database that are properly configured as Active Customers with a Sage Accpac Customer Id will be posted when you press the Post button 2007 21CRM SystemsCRM Time amp Biling v3 0 Page 52 of 64 Non Integrated Mode Non Integrated Versions of Time amp Billing post their entries to two tables in the database specifically TBNonintOrder TBNonintOrderDetail You can access posted data from these tables through whatever means you like ODBC ADO exports Note These tables are emptied each time a posting is done You must obtain your data prior to doing another posting or the data will be lost 2007 21CRM SystemsCRM Time amp Biling v3 0 Page 53 of 64 UnPosting Note This section is extensively changed from previous versions Please review it thoroughly In the Admin area for a company or in Global mode you may choose to UnPost your time Time amp Biling Administration for MyCo Menu Selection eT oma tup and configure Time amp Biling Compans Setin Aup and configure Time amp Biling Company Setting a mE Lunpost previously posted time records This places Time that has been posted to your accounting system back into either Approved Su
30. citing new addition to Time amp Billing v3 0 is CRMOE integration mode If you are using this made you will also see the following prompt TEES NENNEN j Since posting creates a quote for each company and detail lines for each Time record to 1 be posted you can track this information with Invoices After CRMOE has successfully created the Quotes you wil be presented with a screen that shows the Quotes created from Time amp Billing that can be posted to ACCPAC An example screen is as follows XM x Selecting which to Send to ACCPAC and then clicking on Post to ACCPAC will Post those quotes into ACCPAC using Time amp Billings integrated functionality After this is complete you will be directed back to the Global Mode Search page It you want to go back to see which quotes need to be Posted go to the Admin menu and select the Post to Actpac Eman button You willbe redirected to the D screen showed above After successfully creating Quote you can click on EN the CRMOE tab in a Company context and view the Order as the following screen demonstrates D RecordsFound Page LS 75 7T RUN TT NN Tona order Ore 2000 0 im or Tine AIT pal dex es iius ui Te Al To Dae orir 2 i 2007 21CRM SystemsCRM Time amp Biling v3 0 Page 45 0164 Which link
31. date is specified the system will use the current date Dates If Date Range is selected the start date is the date you wish to begin posting from and the finish date is the date you wish to finish on This formula is used to capture the relevant time entries StartDate lt WorkDate gt FinishDate Users if Specific User is selected select the CRM user you wish to post for If All Users is selected entries for all users that have entered time will be captured Project only available in Company Mode If Specific Project is selected choose the project you want to capture for It all projects is selected all projects for this company will be captured Source Choose Time records that were entered using a mobile device within CRM or both Note You can combine the selection criteria to enhance the power of your selection For all integration modes you will be prompted with the following message Depending on the size of your CRM database this process could take several minutes In general however it will only take a few seconds Click OK Note If the date formats of the IIS virtual directory user and the SQL Server do not match posting will fail Ensure the system administrator has configured this default windows user accordingly 2007 210RM SystemsCRM Time amp Biling v3 0 Page 44 of 64 CRMOE Integration Mode New ex
32. djustment availability based on Time amp Billing admin level REQUIRED Project select the relevant project You will see only the projects you have been provided access to Upon selection Task and WorkCode lists will then be repopulated with appropriate values Task select the relevant task for the selected project Title A short title for this entry This will be displayed on the OE Order Invoice as the description if the System Administrator has configured the title for use in this way Up to 50 characters REQUIRED Start Time You can specify the date time this work started For reporting purposes End Time You can specify the date time this work ended For reporting purposes Long Description Enter the details of the work here Up to 500 characters This text will appear on the OE Order as description lines The text you enter will be parsed into 75 character or less lines for entry into limit of accpac The text will be parsed by the whole word Non Client Notes Descriptive text you want to record but do not want the client to see Work Location select the relevant work location REQUIRED User By default yourself You can however select another user to enter this time for REQUIRED Status The status of this entry When adding a new item itis always Entered REQUIRED 0 2007 21CRM SystemsCRM Timo amp Biling v3 0 Page 28 of 64 When y
33. e details of a field etc You can similarly add or remove fields from the pre defined screens For example companies that do not want to record the start and end datetimes for each TimeRecord could remove these fields from the Time Record Detail Screen and simplify the form for Time amp Billing users For information on customizing the logic behind the Time amp Billing Extensions consult your EULA and or contact us at info 21crmsystems com We would be happy to assist in customizing your installation We may also consider adding your functionality request to the next version of the extensions 2007 21CRM SystemsCRM Timo amp Biling v3 0 Page 65 of 64
34. ecord state will show as pending Below is an example screenshot AS i RocordsFound Paga 1 o 1 aa amdeni silbi m sem When the manager clicks on the Title link they willbe taken to the Time Work Location Record Entry view screen Workflow notte US buttons will appear that show User Submited Approved or Rejected aay Boe Eisen Approved If the Approved workflow button is clicked the Time Record will be changed to Approved status and be ready for Posting The manager will be re routed back to the Confirmation page 4 Rejected 0 2007 210RM SystemsCRM Time amp Biling v3 0 Page 39 0164 It the Rejected workflow button is clicked screen will display that lets the manager enter information for the reason the Time Record was rejected as the following screen demonstrates Select Time Record Bep n asc ec cert ES The Route To selection allows the manager to choose who the Time Record will be routed to for re submission the default is the consultant whom the Time Record was entered for not necessarily the user who actually entered it into the system A manager may also choose to schedule a reminder in CRM when the message is routed to let the consultant know a Time Record needs re submission The following screen shows what additional information the consultant would see when they click on t
35. f Contents WHAT S NEW MULTIPLE MODES GLOBAL MODE COMPANY MODE 4 GETTING STARTED WORKLOCATIONS WORKLOCATIONS WoRKCODES PROJECTS Tasks PREPAID BLOCKS USING TIME amp BILLING SEARCHING ADDING Eomma CHANGING A TIME RECORD S COMPANY 31 UNSUBMITTING 32 CONVERTING COMMUNICATIONS TO TIME 35 CONVERTING CASES TO TIME 36 CALENDAR CONVERSION WIZARD 37 Time COUNTER 37 COUNTER 38 TIME CONFIRMATION 39 Posting 22 CRMOE INTEGRATION MODE 45 AR INTEGRATION MODE 47 SAGE ACCPAC OE INTEGRATION MODE 48 Non INTEGRATED MODE 49 COMPLETING POSTING 50 NON INTEGRATED MODE 53 UNPosTING 54 DEFAULTS 56 DATAGRID ENTRY 57 Reports 59 amp BILLING OFFLINE 60 amp BILLING SURVEY 61 SYSTEM CHECKUP 64 SYSTEM CHECKUP 64 CUSTOMIZATION 65 02007 21CRM Systems CRM Time amp Biling v3 0 What s New 21CRM Time amp Biliing for Sage CRM Version 3 0 incorporates many new exciting features Some of these features are Integration to Sage Accpac ERP AR Module Integration to 21CRM Order Entry Module Support for Time Record CRM Workflow Dramatically enhanced project configuration tracking and budgeting Support for prepaid blocks of time Project Workcode and Consultant Filtering MSProject integration improvements Time Entry improvements Defaults Change Company Company Summary Posting and Unposting Major enhancements Time Clock Time Entry Sub
36. ge or by project Select your options and press the Submit button to complete the process It you selected Submit my time the screen will only allow you to submit for yourself 2007 210RM SystemsCRM Time amp Biling v3 0 Page 34 0164 Converting Communications to Time Time amp Billing allows you to convert Communications to Time When you select Details one of the Communications for a company you will see a Time amp Billing tab beside the Communication s Details and Related Persons tabs D SEE In this example the CRM user Sus Matthew Ebden had a meeting in scheduled from 10 30 to 17 30 Ds me Clicking on the Time amp Billing 22072005 Tab will show a page with all sine Time Records for this B Appointment Clicking on the EB iso New button will allow you to enter Time for Communication Using Time amp Billing through the Communication screen is helpful because it pre populates the Company the Time End minus Start and any defaults After you have entered Time you can choose to complete the Task or Appointment by pressing Complete Task or you may Add More time if you desire Once complete you can view the Time entered by clicking the Communication Time amp Billing tab or doing search through Company or Global mode 1 Page LaF 277 Tas
37. he Time Record to view its details The consultant who has a rejected Time Record routed to them can then click the Time Confirmation tab to see all Time Records waiting to be re submitted Note The Time Confirmation page can display both Time Records waiting to be approved by the user as well as Time Records that have been rejected by the user s manager This would occur if the user was a mid level manager that both approved other user s time and required their own time to be approved by someone else Note The time records this mid level person approves from their employees is NOT then routed to the next level manager for approval Once they are approved they are approved overall 0 2007 210RM SystemsCRM Time amp Biling v3 0 Page 40 of 64 If a manager would like to approve multiple records at once they should click on the Batch Approval butlon mos The following screen would then be seen Approval Citra Sa Sense piste Sense Sart emcee andr ht agp site meme 3 Gaun scat sevi The screen includes 3 sections 1 Shows the current manager who is approving the Time Records 2 What status to set all the time records If Rejected is chosen comments can be entered 3 This section lets the manager select criteria to limit which Time Records t
38. ices offered by 21CRM Systems Inc are available without proof of purchase from an authorized international source 0 2007 21CRM SystemsCRM Time amp Biling v3 0 Page 6 of 64 END USER LICENSE AGREEMENT continued NO OTHER WARRANTIES YOU EXPRESSLY ACKNOWLEDGE AND AGREE THAT USE OF THE SOFTWARE IS AT YOUR SOLE RISK AND THAT THE ENTIRE RISK AS TO SATISFACTORY QUALITY PERFORMANCE ACCURACY AND EFFORT IS WITH YOU TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW THE SOFTWARE IS PROVIDED AS IS WITH ALL FAULTS AND THE LIMITED WARRANTY SET FORTH HEREIN IS THE ONLY WARRANTY MADE TO YOU AND IS PROVIDED IN LIEU OF ANY OTHER WARRANTIES IF ANY CREATED BY ANY DOCUMENTATION OR PACKAGING 21CRM Systems Inc AND ITS LICENSED PARTNERS DISCLAIM ALL OTHER WARRANTES AND CONDITIONS EITHER EXPRESS IMPLIED OR STATUTORY INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY OF SATISFACTORY QUALITY FITNESS FOR A PARTICULAR PURPOSE TITLE AND NON INFRINGEMENT OF THIRD PARTY RIGHTS WITH REGARD TO THIS SOFTWARE AND THE PROVISION OF OR FAILURE TO PROVIDE SUPPORT SERVICES 21CRM Systems Inc DOES NOT WARRANT AGAINST INTERFERENCE WITH YOUR ENJOYMENT OF THE SOFTWARE THAT THE FUNCTIONS CONTAINED IN THE SOFTWARE WILL MEET YOUR REQUIREMENTS THAT THE OPERATION OF THE SOFTWARE WILL BE UNINTERRUPTED OR ERROR FREE OR THAT DEFECTS IN THE SOFTWARE WILL BE CORRECTED NO ORAL OR WRITTEN INFORMATION OR ADVICE GIVEN BY 21 Systems Inc
39. if this workcode is based on a Rate dollar value or a Percentage of the ICITEM s price in the Price List Accpac Category the Accpac Category used by this WorkCode Price List the Acopac Price list used by this WorkCode Ensure that each of your consultants items has a price in this pricelist if you specify If one is not specified the default pricelist from the time amp billing system configuration will be used AR Distribution Code Will only appear if you are using Sage Accpac ERP AR Integration mode This setting if used will override the default distribution code for the consultant s item Important At least one WorkCode must be defined for any company you want to use for Time amp Billing You will be unable to add time entries if there are no active WorkCodes defined Making a WorkCode inactive will prevent it from being used when time entries are entered You may need this option if for example you wanted to temporarily prevent use of a WorkCode Important DO NOT delete WorkCodes that have previously been used Much like in the remainder of CRM deleting entries that have previously been used for entry can cause existing time records to be invisible Mark them as inactive you have finished adding or editing your click Save 0 2007 21CRM SystemsCRM Time amp Biling v3 0 Page 11 of 64 Projects What s New
40. imerecord As the screen shows this will erase all information that could be specific to the previous company alone such as WorkCode project etc Pressing the Change Company button will bring you to the Edit Time Record screen where you will be able to choose new information that match the new Company This process saves a lot of time compared to having to delete a bad Time Record and re enter all the details for a new one 0 2007 210RM SystemsCRM Time amp Biling v3 0 Page 31 of 64 Submitting When you have finished editing your time or on a regular basis you will want to Submit it to make it eligible for billing egre e The process of Submitting time simply changes each entry s gi status to Submitted This is the same as manually pressing 29 the submit workflow for each record and changing its status EU cw Depending on your security rights you will have the ability to Submit my time or Submit all time en lt Submit my time submits of your outstanding aan entered time depending on the mode you are in n Submit all time submits all time yours or as otherwise f specified depending on the mode you are in UnSubmitting Occasionally you may wish to Unsubmit your entries which works on those that are in Submitted status This will place them back in Entered status and make them ineligible for billing purposes
41. ion 3 0 of Time amp Billing The confirmation section allows managers to approve or reject submitted time and for consultants to view their rejected records and re submit with changes This section will be covered later in the manual 0 2007 210RM SystemsCRM Time amp Biling v3 0 Page 3 af 64 Company Mode Company Mode is accessible on the Tab bar after selecting any company from your CRM database Company ACME Plunbing Phone 16 9553011 Customer 1D 1210 Within Company Mode all actions taken with the SAGE CRM Time amp Billing extensions pertain only to the company displayed in the Context area This makes it convenient do such things as Add Edit multiple time entries for a single customer Add Edit Remove Projects Tasks PrePaid Blocks WorkCodes and WorkLocations Submit Unsubmit time entries for later approval and posting Posting of time entries for a single client 2007 21CRM SystemsCRM Time amp Biling v3 0 Page 4 0 64 Getting Started Prior to using Time amp Billing for a given company in the CRM database several issues must be satisfied the company must be a valid ACCPAC Customer b you must configure at least one valid WorkCode you must configure at least one valid WorkLocation d you must configure the Time amp Billing company settings for the customer you may want to configure some Projects 1 you may want to configure some Tasks for e
42. k Use this functionality for efficient Communication Time Entry 2007 21CRM SystemsCRM Time amp Biling v3 0 Page 35 0164 Converting Cases to Time Time amp Billing v3 0 allows you to convert Cases to Time quickly and efficiently As is the case with Communications a Tab is added when viewing an individual Case 5 10035 Support for mtamational characte Company A Midland amp Sons Person Susan Blakeley Librar Click on the Time amp Billing Tab while in the Case context Click on the new button The Case Conversion automatically populates the Title and Descrip case in the Time Record Enter or change any details for the Time entry Click Save As with other entry modes you may click the Add More button to add more Time for this Case or click on the Time amp Billing tab displayed in the Case context to view all times entered against this case Time amp Billing makes converting Cases to Time quick and easy 2007 21CRM SystemsCRM Time amp Biling v3 0 Page 36 of 64 Calendar Conversion Wizard Time amp Billing has the ability to enter time against CRM communications Appointments and Tasks The Calendar Conversion Wizard is a quick and easy way to convert these Communications into time record entries in bulk After clicking on the Convert Calendar to Time button from the global search
43. kip and complete communication button mentioned above Continue without completing Task is equivalent to the ww skip button g sims Add More allows the user to add additional Time entries against the current Communication After all Calendar items meeting the search criteria have been cycled through the user is returned to the conversion configuration screen Convert Appointments and Tasks ta TimeRecards 0 2007 21CRM SystemsCRM Time amp Biling v3 0 Page 37 of 64 Time Counter New Time amp Biling includes a time clock that consultants can use to keep rack of their ime spent with a cient and then quicky 28 pus enter the time into the system For instance if they are on the phone they can click the Open Time Counter button in the Gon ae Global context search screen and a new window will pop up Gier that enables the consultant to choose a client and even make comments that will be transferred to the Time Record The following screenshot shows the basic layout of the Time Counter The Total Minutes will be rounded to the next nearest 10 Paton Coa of an hour so for example 2 minutes would be rounded to 6 pu minutes 1 10 of an hour This cese setting is configurable by the Time amp Billing administrator in the System Config screen me frma The Send to CRM button will fearon load the Global Entry screen for with the Com
44. ll be posted when you press the Post button Integration with 21CRM System s module provides you with a powerful Time amp Billing solution 0 2007 21CRM SystemsCRM Time amp Biling v3 0 Page 51 of 64 Sage Accpac ERP Integration Mode The posting process creates 5 temporary tables in the CRM database These tables are populated with copies of the time records that match your posting criteria These tables are Orders Order Details Order Comments Instructions Order Payment Schedules Order Serial Numbers At the same time Time amp Billing changes the status of your records to Posted This makes them ineligible for further editing as it is assumed they are now in Sage Accpac ERP Entries sent to Sage ERP are sent as ordered but NOT shipped This means you can create order confirmations or perform further editing on records within the Sage Accpac workspace The Long Description field you supplied for each time record entry is broken into chunks no longer than 75 characters These chunks are entered in Sage as Detail Description lines for each line item of the OE order This is a limitation of Sage Accpac If the 75 character break occurs in the middle of a word Time amp Billing will break the line at the space immediately preceding the first character of the last word prior to the 75 character length This prevents words from being split onto 2 lines Settings su
45. lling configurations and it will display information on the status of your system Clicking the System Check Up button will bring up the following screen Depending on the speed of your system Time amp Biling Check in Progr Please watt whe we check configuration settings for your Time This may tale several seconds Be patient After the check is complete a summary page will be displayed The System Check will look at Time amp Billing itself Companies WorkCodes WorkLocations and Users and determine if there is missing information or incorrect information Depending on the Time amp Billing integration mode the System Check will compare information entered to information in the Sage Accpac ERP System An example screen from a Time amp Billing system with AAS OE integration follows You can see in this example that the CRM User John Finch has no accpacitemno which Time amp Billing uses for posting The System Check Up section is a great way to ensure your Time amp Billing system will run smoothly 2007 210RM SystemsCRM Time amp Biling v3 0 Page 64 of 64 Customization CRM Time amp Billing Extensions can be customized in the same way as other screens in CRM Click Admin on the menu bar select Customization from the Admin drop down list and choose the relevant Time amp Billing Extension table ie Project You can add fields change th
46. mission Approval Rejection Workflow Datagrid Entry Multiple Time Entries One screen Customer Survey System Check up And much more 2007 21CRM SystemsCRM Timo amp Biling v3 0 Page 2 o 64 Multiple Modes This Sage CRM Time amp Billing Extension functions in two modes Global Mode accessible when in My CRM Company Mode accessible when in the context of a CRM Company The options and functionality in these two modes are similar but there are differences This guide will outline both modes separately where appropriate Global Mode Global Mode is accessible from your My CRM function Click the CRM button in the Menu Bar and you should find a Time amp Billing Tab as well as T amp B Confirmation Tab in the content window LO d system Adminstrator v E The Global Mode of Time amp Billing allows you to search enter and perform other actions on multiple companies customers at the same time This makes it convenient to do things such as enter time for multiple companies Submit time for multiple consultants or customers Post Time Entries for export to ACCPAC Advantage Series for multiple customers at a time UnPost Time Entries Users cannot add edit or remove projects workcodes or worklocations in Global Mode This may change in a future version of the software Note The T amp B Confirmation Tab is a new feature for vers
47. mming SQL to further limit the list to for example only Active customers 0 2007 210RM SystemsCRM Time amp Biling v3 0 Page 5 of 64 WorkLocations WorkLocations can be used in a number of ways They can be used to indicate physical geography as may be needed in organizations that have multiple offices in different cities However they can also be used to denote different physical locations of work in the same city such as in your office on client site by telephone etc The choice is yours You can also combine these together for a more complex usage The WorkLocations option is only accessible in Company Mode Time amp Billing Administrators may add edit or remove a WorkLocation Click Time amp Billing within the context of a CRM company Choose the Admin button and then the WorkLocations button Tet it EN Q m due Tine iin dia fi ACNE Bey LS ervemr eere ud lid Conran EI Bs coy inet previously posted ume record te ine fs a and configure Papa looks 8 um fes Set an configure pre m Setup nd configure Werk codes 0 2007 210RM SystemsCRM Time amp Biling v3 0 Page 6 af 64 Your screen will appear like this Company Work Location us ne NoRecordsFound kame JACCRAC Location active Globcl WorkLocations are displayed in alphabetical
48. nd nes RecordsFound Page Clicking on the Project Name will take you to the administrative area for this Project and its Tasks Notes Any time you make a modification to your project in MS Project you will likely want to synch that project with Time amp Billing Doing so will update CRM with the current task list from MS Project and will keep time amp billing up to date At this time this is NOT an automatic function and must be initiated manually by clicking the Synch with MSProject button above Additionally CRM Projects that are integrated with MS Project CANNOT be edited ie tasks added or removed from within CRM Time amp Billing When a project is integrated it is integrated and administration for that project should be done in MS Project 02007 210RM SystemsCRM Time amp Biling v3 0 Page 18 0164 Tasks Once you have created a regular project you can add Tasks with infinite nesting to that project The navigation is the same for projects that have been synchronized with MS Project but when a project is integrated to MS Project tasks cannot be added edited or deleted from within CRM see above for details Clicking on a project entitled Second Project brings one to this screen Projet bea Surio we ES qe gas Li Qe ud In this example the project has no tasks Add a level 1 Task nesting level 1 by
49. nent of this SOFTWARE labelled as an upgrade replaces and or supplements the product that formed the basis for your eligibility for the upgrade You may use the resulting upgraded product only in accordance with the terms of this EULA If this SOFTWARE is an upgrade of a component to a package of software programs that you licensed as a single product this SOFTWARE may be used and transferred only as part of that single product package and may not be separated for use on more than one computer COPYRIGHT All title and copyrights in and to this SOFTWARE including by not limited to any images photographs animations video audio music text and controls script or applets incorporated into this SOFTWARE accompanying printed materials and any copies of this SOFTWARE are owned by 21CRM Systems Inc or its licensed partners This SOFTWARE is protected by copyright laws and international treaty provisions You must treat this SOFTWARE with the same degree of care and concern as any other copyrighted material with the exception that you may install this SOFTWARE on a single computer provided you keep the original solely for backup or archival purposes You may not copy the printed materials accompanying this SOFTWARE MULTIPLE MEDIA SOFTWARE You may receive this SOFTWARE in a number of distinct media Regardless of the type of medium or size of the material encoded or recorded on that medium you may use only one medium as you deem most appropri
50. ntered against that project will then draw down upon the time remaining the prepaid block until the limit is reached When the limit is reached the project can no longer have time entered against it until a new prepaid 0 2007 210RM SystemsCRM Time amp Biling v3 0 Page 14 of 64 block is specified or the one in use has more time added to it More than one project can draw down on a single prepaid block at one time but a single project can only draw down from a single prepaid block Projects are not required in order to use Time amp Billing However you may find them very useful for reporting purposes for access control to Work Codes or for the purposes of exporting your time records to Sage Accpac or another accounting system Each Project in Time amp Billing v3 0 supports multiple Tasks which can be infinitely nested Time amp Billing v3 0 is able to synchronize with a Microsoft Office Project in order to record time against those Tasks Currently these tasks are only used for viewing and billing purposes all changes for an integrated MS Project must be done using MS Project Before we explain creating tasks we will look at MS Project Integration 2007 21CRM SystemsCRM Timo amp Biling v3 0 Page 15 of 64 Synching with MS Project What s New Project Sync from MS Project now supports multiple projects in a single SQL database and the sync now includes budget and
51. o approve or reject The section dynamically shows all Users Companies and Workcodes from all the Time Records the manager is set to confirm From this dynamic list the manager can then select all or use a multi selected list Confirm the Batch TimeRecord approval by clicking Approve TimeRecords button Once Time Records are in approved states Time amp Billing is ready to Post to the accounting system 02007 210RM SystemsCRM Time amp Biling v3 0 Page 41 of 64 Posting Note This section is extensively changed from previous versions Please review it thoroughly Note Depending on how your system administrator has configured the system Time amp Billing may perform a System Checkup as the first step in posting If this is the case see the section titled System Checkup for more details Posting is the process of preparing Time Record entries in Time amp Billing for import into Sage Accpac ERP or another accounting system Post You will only have the option to Post Outstanding if you have Bee the necessary security rights The posting process for Company Mode and Global Mode is basically the same except that in Global Mode posting you will be able to select which companies to post and in Company Mode you can select a specific project to post from To post your items in either the Global Mode or Company Mode select Post Outstanding if the opionis 2
52. of adding editing and deleting items are all related as they are elsewhere in CRM Project Details id Qo Enter the appropriate details for each field The fields are Project Name a name used for display Project Description a description used for display Active an indicator of whether this project can be used New Budget in Hours amount indicating the budget for this project Can be used for reporting purposes New Budget in Dollars Can be used for reporting purposes 0 2007 210RM SystemsCRM Time amp Biling v3 0 Page 13 0164 New The following fields are used for statistic purposes on the Project budget and are display only cannot be edited New Budget Used Based on Calculation Basis will calculate how much of the prescribed budget is used by time records New Budget Remaining The opposite of Budget Used New Percent Complete Percentage of budget amount used by Time Records New Time Records Using Project New Completion Calculation Basis Either Dollar or Hour New Completion Calculation Method Actual or 0 50 100 Actual will calculate the actual percentage complete The 0 50 100 method is a common method of calculating completion in project management and can be used if desired New Calculate for Time Entries Having Status Select the time record status to include in project completion statistics Use Ignore Status if you want
53. on with the obvious difference of gu creating a Consultant rather than WorkCode list EI Only Time amp Biling configured users will display as selectable consultants This means they must have a Time amp Billing admin level of 1 or higher set in their user profile After you have added Consultants to a list you may choose to Include Exclude or Not use the list Note If the project is using an excluded list then any consultants on that list will NOT be able to see the project in the project list while entering time If the project is using an included list then only those consultants on the list will be able to see the Project If you use both assignment of WorkCodes to projects and assignment users to projects you can essentially control which WorkCodes each user has the ability to use during data entry 02007 21CRM SystemsCRM Time amp Biling v3 0 Page 24 0164 Calculating Project completion New You can easily calculate see and report on the completion status of your projects Use the Calculate Project Completion button to calculate a project s completion statistics An example Project screenshot will best demonstrate the basics of this feature Project Details Project Name Project Descrintion Active 2 budget in Hours BudgetInDollrs 5000 Budget Used Budgethemoiring Percent Complete Timerecarde Lising Project
54. on to write the project to a database using this newly created DSN note the project name you save it as This will be used by Time amp Billing to locate the project and task files in the database mamen s se Ee You have now saved the MS Project to a SQL Server In Time amp Billing you must now create a new Project ancl This is where you will enter the information telling the Time amp Billing Extension that the project you are creating is an MS 8 sith Project Once created in Time amp Billing the ms project credentials cannot be edited If changes are required a new project would need to be created and synchronized our example we might enter information like Note IS Project Server is the System DSN name we created earlier After saving and clicking on the Synch with MSProject button you should see EM O Sia 02007 210RM SystemsCRM Time amp Biling v3 0 Page 17 0164 Press Button to Begin Synch This may take a few minutes It you see an error as follows you have likely entered the incorrect DSN name Tolet tmr reso UDGC Mana Data name Ht ord ndn deae pel fear your conection re comet We come After synchronization you will see this message Synchronization Complete DP continue The main Project screen should now look something like with the project name listed that you have synchronized with Pret si
55. order You can sort them on this criterion or by their active status To edit a WorkLocation click on its name To add a new WorkLocation click the New button on the right Adding Editing Deleting WorkLocations The process of adding editing and deleting items are all related as they are elsewhere in CRM Work Location Details ds Desi E cma Melon ne Enter the appropriate details for each field The fields are Name name used for display Description a description used for display Active check box indicates whether the item is active or not can be used Location a Sage Accpac IC location code Should be specified if you are using Sage ERP integrated mode If one is not specified the default specified by the administrator will be used This Location code will be added to each line item in the OE Order created in Sage when you Post your items Global enables the Worklocation for ALL companies 0 2007 210RM SystemsCRM Time amp Biling v3 0 Page 7 af 64 Important At least one WorkLocation must be defined for each company you want to use with Time amp Billing You wil be unable to add time entries if there are no active WorkLocations defined Making a WorkLocation inactive will prevent it from being used when time entries are entered You may need this option if for example yo
56. ou are finished entering the details of your time click Save As a convenience when CRM confirms you have saved your item you are given the option to Add More Clicking this button returns you to the Time Record Entry screen immediately so you can enter another new item New Conpary Summary You also have available a button on the right of the entry screen The Company Summary button will open another window that will allow you to view details about the company for which you are entering time 02007 21CRM SystemsCRM Time amp Biling v3 0 Page 29 of 64 Editing To edit an entry in either mode click on its tile in the returned search results Click the Change button to enter editing mode Note You cannot edit entries that have a status of Posted If the item is Posted the Change button will not appear Tima ears Editing entries in Global Mode or Company Mode is the same Edit the entries as necessary In Previous versions you would have been able to change the status of the entry to Submitted at this time by changing the gue Status drop down list Time amp Biling v3 0 now incorporates pn CRM Workflow functionality Because of this if you believe you are finished with this entry and will not need to edit the future you can simply click on the SubmitTR workflow button after you have saved edited the time record This will change the Time Record to Submi
57. pany Time Title and Description pre loaded based on the values in the Time Sendin CRM amp Billing Clock Festet Cink The Restart Button simply restarts the clock and clears all the fields opened the Clock will sit in the background until you need it close it or close CRM The Time amp Billing Clock is a handy way to keep track of your day and ensuring you bill for all of your time even the time on the phone Important For the Time amp Billing Clock to function properly you must enable popups 0 2007 210RM SystemsCRM Time amp Biling v3 0 Page 38 of 64 Time Confirmation New In Time amp Billing before any time can be posted it must be approved Consultants can each be configured to be either automatically approved by the system or to require a manager s approval This is done in the User s CRM configuration screen administrator will selupwhetherthe other Details user requires ACCPAC User 10 ALIPAC Password approval and who is xm poa the approving MimgAdmm Time Bing Approval Time amp ling Approval manager leve Manager added ser The Time Confirmation tab is used by Managers to approve or reject consultant Time and it is used by consultants to re submit rejected time for whatever reason When a manager clicks on the tab they will see all Time Records that require approval The Time R
58. s and a list of any questions already added The following screen is an example Questions mm sm 5 RecordsFound Page 1 of 1 How ould vou rate cor service on a scale of Ln choice How Would Yeu Spend 1 000 000 1 Leng Toxt Clicking the Add Question button will pop up a screen with questions that you can add to the Questionnaire it ignores questions already added Clicking on a Question link in the list will take you to the Question screen where you can view or edit the question 02007 210RM SystemsCRM Time amp Biling v3 0 Page 62 af 64 After you have added all your questions you can click the Preview button to see a survey the Client will see when they click on the link in their email The survey will look similar to the following This T5 The Survey Hender This text can be changed from the Survey configuration page This Is The Page Header This text can be changed from the Questionnaire configuration page yon wal You are na eal 3 How Would You Spend 1 0080007 This Is The Survey Footer This text can be changed from the Survey configuration page Surveys can be used for creating reports and providing valuable customer feedback 2007 210RM SystemsCRM Time amp Biling v3 0 Page 63 of 64 System Checkup New The admin section of Time amp Billing includes a System Check Up feature You can run a scan of your Time amp Bi
59. s to a detailed screen similar to the following PE mam pe pr ha int ber po pos ME Sten da 1 RocordsFound Pago tof 1 ed a DE me od dnos 20550 0 2007 210RM SystemsCRM Time amp Biling v3 0 Page 46 of 64 AR Integration Mode Time amp Billing v3 0 has been implemented to work directly with Sage Accpac ERP when in AR integration mode Therefore after you have clicked OK to confirm the Post start the system will directly create AR Batches in the accounting system In this way one batch is created with a detail line for each Time Record Post Gompleted bare our recreate beer cnt pedro Sage za PPAR Ta telona swath runter 39 arte ee eod ears enmt Te hg After Time amp Billing has completed the Post you may view the posted records Sage Accpac ERP Accounts Receivable Invoice Batch List censo io 2 Corp Dealers CC Ga P Sesame TR Tate ase Rae uec Pee 271 0 2007 210RM SystemsCRM Time amp Biling v3 0 Page 47 0164 Sage Accpac OE Integration Mode It you are using AAS after pressing the Post button you will see the following screen Post Completed Contine Your records havo baen ported You soul naw ine these into immediately to prevent
60. th respect to technical information you provide to 21CRM Systems Inc as part of the Support Services 21 CRM Systems Inc may use such information for its business purposes including for product support and development 21CRM Systems Inc will not utilize such technical information in a form that personally identifies you Software Transfer You may permanently transfer all of your rights under this EULA provided that you retain no copies that you transfer all of this SOFTWARE including all component parts media and printed materials upgrades this EULA and any applicable Certificates of Authenticity and the recipient agrees to the terms of this EULA and so evidences such acceptance in writing If this SOFTWARE is an upgrade any transfer must include all prior versions of this SOFTWARE Termination This EULA is effective until terminated Without prejudice to any other rights 21CRM Systems Inc may terminate this EULA without any notice from 21CRM Systems if you fail to comply with any of the terms and conditions of this EULA In such event you must destroy all copies of this SOFTWARE and all of its component parts 2007 21CRM SystemsCRM Time amp Biling v3 0 Page 4 of 64 END USER LICENSE AGREEMENT continued UPGRADES If this SOFTWARE is an upgrade you must be properly licensed to use a product identified 21CRM Systems Inc as being eligible for the upgrade in order to use the upgrade Any compo
61. the two screens below Company Offline T amp B Users User Company Detail ra user Company QQ g You can use the smart select fields to find the users or companies you want to add for use with Time amp Billing offline An additional software license is required to perform time amp 0 2007 210RM SystemsCRM Time amp Biling v3 0 Page 60 of 64 Time amp Billing Survey New Time amp Billing offers the ability to create configure and send out surveys to clients on an automated basis for statistical and customer satisfaction purposes After configuring the Survey basics covered in the installation guide you move on to creating unique Surveys This is accomplished from the Time and Billing administration page by creating Questionnaires and Questions that can be added to the Questionnaires ea fa aste a Click on the Questionnaires button Initially you will be presented with a blank list Click the New button You will be presented with the following screen Questionnaire etal gt ome o fimti intar done You will here create Questionnaire and later add Questions distinguishes the Questionnaire for future reference Page Header Used for the Questionnaire header This is HTML so you can include links to company images on the web This is displayed
62. tice the screens look different and that there are more options for searching in Company Mode Company Mode company Time Record search In this mode you can search based on Project Task Status User Case or WorkLocation associated with the Company whose CRM context you are in Global Mode icio Time Record Search Fae ar mi We Reque In this mode you can select the company you want to search from the dropdown list but do not have the option to search on Case WorkLocation or Project There is one difference in the results retumed In Global Mode an additional column is shown Company Name to indicate which Customer the entry is for Choose the best method for searching based on your needs 0 2007 210RM SystemsCRM Time amp Biling v3 0 Page 26 of 64 Adding The option to add entries is sensitive to your security level If you fa New see the button in either Time amp Billing mode you have the ability to enter new items Click the New button to begin adding a new entry What s New We ve incorporated CRM Workflow into Time amp Billing Now consultants Time Entries can be channeled to managers for approval depending on the user s administration level and configuration setup Company Mode Company Mode all of the dropdown lists are pre populated for you so all you need to do is enter select the appropriate information
63. tted status state Furthermore if the consultant is not required to have a manager approve the submitted Time Entry a configurable feature in Time amp Billing 3 0 the Time Entry would automatically be set to an Approved state This workflow button only changes the current Time Record The following section wil detail how to change multiple Records Your entry will remain editable until the status is changed to Posted which will occur next time the administrator posts outstanding time It this time entry was entered in a Time amp Billing mobile client such as 21 System s Time amp Billing Offline Module for the Desktop or Pocket PC the Status will show Synchronized Synchronized is the same as Entered but indicates the item came from the Mobile Client 0 2007 210RM SystemsCRM Time amp Biling v3 0 Page 30 of 64 Changing a Time Record s Company New 1 consultant input the wrong Company for a Time Record Time amp Billing allows you to change the Company a Time Record is entered against On viewing a saved Time Record in Global Mode a button labeled Change Company will appear on the right side Clicking the Change Company button will bring up a screen sir that allows you to choose a different company inge Timeliecord Company from IG Homes 1 Note This process will erase all ease workeode project and task information for the t
64. u wanted to temporarily prevent use of a WorkLocation or you wanted to discontinue a WorkLocation that has previously been used Important DO NOT delete WorkLocations that have previously been used Much like in the remainder of CRM deleting entries that have previously been used for entry can cause existing time records to be invisible Mark them as inactive Once you have finished adding or editing your item click Save 0 2007 21CRM SystemsCRM Timo amp Biling v3 0 Page 8 of 64 WorkCodes WorkCodes allow you to add flexibility to your billing beyond what is available within Sage Accpac ERP WorkCodes can be used in many different ways you can Specify specific rates for different types of work Specify discounts for different types of work based on the consultant s price in the Sage ERP price list Create Non Billable codes to help you enhance your invoices by letting clients know when you did work for them for free Charge premiums for certain types of work Many more The WorkCode option is only accessible in Company Mode To add edit or remove a WorkCode click on Time amp Billing with in the context of a CRM company Choose the Admin button if it is available and then the WorkCodes button Q fu amp Biling Anton or ACME Pang Tp oes S mw LL s OSS Noa Pee oe T 2E Ungost previously posted time ecards ce Se

Download Pdf Manuals

Related Search

Related Contents

HOMIN Seguro Multiriscos Habitação  Trainings- und Bedienungsanleitung Training and    Caen V495  ADVERTENCIA - Schumacher Electric  Sweex Wireless Laser Mouse  Service Manual  

Copyright © All rights reserved. Failed to retrieve file