What`s New in ArchiOffice 2011 Webinar: Questions and Answers
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1. Is there a way to do a batch change so the Work tab in the Contact screen is selected as the Directory address Answer Please contact support archioffice com and tell them what you are trying to achieve They can most likely do this for you over the Internet noticed the X is gone So how can we close ArchiOffice 2011 Answer The X is on the far right of the Home screen But you can also quit out of ArchiOffice 2011 by using the File pull down menu and selecting Exit It will also quit if you click the Close box that is part of the window border I have a payment from a single client for multiple invoices Can apply the amount at one time to multiple invoices Answer Yes In the Transactions Detail screen enter the amount of the check in the Amount field You will see all outstanding invoices displayed in the portal below If you select the Projects button just to the upper left of this portal it will display all the projects that this client has Simply apply to the project s and it will pay off the invoices in chronological order until there are no funds left to apply www bge com Page 4 of 6 What s New in ArchiOffice 2011 Webinar Questions and Answers Cont Question Question Question Question Question Question Question ee I still use ArchiOffice v8 Has the Installation process for AO2011 been made easier v8 was cumbersome Answer Yes ArchiOffice v8 was cumbersome to2. Question Question Question Question Question Question Question bge Can you generate a report for Project Addresses in AO2011 Answer If there is a report you would like that is not provided by default you can create them yourself with the free iReport Writer from JasperSoft or provide a mock up sample of the report to our Custom Reports Team and they will provide you with a quote to produce it Custom reports are generally fast easy and affordable when you have our team create them Custom report requests can be emailed to customreports bge com What is the upgrade cost from version 8 8 01 to ArchiOffice 2011 for one user Answer Please contact your ArchiOffice Account Manager or call 855 687 1028 to find out what it will cost for your firm to upgrade How can we move Checklist Tasks from one phase to another Answer Currently there is no way for you to do this If you have many tasks that you would like to move to a different please contact support archioffice com to request a service to have our developers handle this for you Is there a plan to sync with Thunderbird Answer No Currently we sync with Outlook PC only Apple Mail and Entourage There are no plans to create a sync tool with Thunderbird However you can have a 3rd party create the sync utility for your firm Otherwise you might consider using one of the mail clients we do sync with on a single computer and use it for archiving only
3. understand that the underlying information is exported as well and you will need to modify the Excel document to summarize the information www bge com Page 2 of 6 What s New in ArchiOffice 2011 Webinar Questions and Answers Cont Question Question Question Question Question Question Question Question ee Have you developed a current ArchiOffice 2011 User Manual Answer Yes ArchiOffice 2011 User Manual can be found by clicking here Have you updated the billing filters Answer In the Billing Module you can filter out the viewed data by Client Principal Invoice Method and Invoice Dates You can also restrict the view to Project Status as Active InActive Cancelled or Completed Finally you can restrict the view to All Projects Projects with Unapproved Slips Projects with Unbilled Slips and Projects with Slips on Hold How do Reimbursable Expenses impact the Project QuickView screen Answer Both reimbursable and non reimbursable expenses will have their costs included in the Total Cost to Date field Since the Total Net Billings Markup to Date Accrued and Total Payments Received Cash reflect invoicing or payment for reimbursable expenses it s important to have their costs included How can we bill one phase as a fixed fee and another phase as a percentage of construction without making two different projects Answer In ArchiOffice 2011 you can accomplish this by using the Stip
4. What s New in ArchiOffice 2011 Webinar Questions and Answers bge Question What is the migration like from AOv8 to AO2011 on the Mac Is it even possible Answer The ArchiOffice 2011 installer will migrate data from ArchiOffice v8 In order to do this you must be using version 8 9 6 To learn more about how the process works click here and search for Upgrade v8 Question Does the Description field in the timecard have the auto fill ability Answer ArchiOffice does not provide the ability to create auto fill based on abbreviations However there are 3rd party utilities that you can use which allow you to program codes which can then be used to auto fill Question Can ArchiOffice track budgets for expenses and consultants Billed vs Remaining Answer If consultant fees are part of a stipulated sum agreement there are generally two preferred methods for tracking them The first is to create sub phases for each of your typical phases For example you might have a main phase called Schematic Design and underneath it are sub phases such as Architectural Services Civil Engineering Structural Engineering etc With the Architectural Services sub phase you can budget the hours and fees For the Engineering consultant sub phases you don t need to budget hours since they are not being used by your employees but you will budget the fees you expect to pay your engineer during the phase 3J
5. e the report for you Custom report requests can be emailed to customreports bqe com Would it be possible to see the Time Expense description field in the List view Answer Actually you can see this information in the Time amp Expense gt Filter screen not in the List screen How do you refund an overpayment credit Answer If a client has an overpayment you would go to the Contact module and the Refund button will appear at the bottom of the Contact gt Invoices screen to the right of their Account Balance How can I use Outlook for Mac to sync with ArchiOffice Answer lf your firm is using Outlook on the Mac and you want to sync with ArchiOffice you will need to use either the Apple suite or Entourage to sync with Outlook and then ArchiOffice will sync with the Apple suite or Entourage www bqe com Page 5 of 6 What s New in ArchiOffice 2011 Webinar Questions and Answers Cont ee Question Is there a report that shows a summary of all items invoiced to the client I often receive requests for billing summaries Answer Yes An easy way for you to do this is to go to the Project gt Billing gt Invoices screen You can click the value of the TOTAL right most column by default This will launch the Time Expense module and display all the time and expense records that were included on that invoice If you only want to report on the expense for an invoice click the Expense value Then go to the Reports module and print
6. e your own custom reports or ask our Custom Reports Team to create a custom report for your firm by providing us a mock up or sample of the report you are looking for Our team will then provide you with a quote to produce the report Custom report requests can be emailed to customreports bqe com www bge com Page 1 of 6 What s New in ArchiOffice 2011 Webinar Questions and Answers Cont Question Question Question Question Question Question bge Can we create an Accounts Receivable report with a date range Answer When ArchiOffice produces an Accounts Receivable report it cannot be restricted to a date range Instead it will examine all outstanding invoices and allow you to sort by Client Project Type Project Principal and Project Name or Number Can we set invoice preferences to bill Basic Services and Additional Services on separate invoices without having to put the Additional Services on hold while creating the Basic Services invoice Answer If you frequently need to produce invoices that are restricted to either Basic or Additional Services but not both there are two options First consider making them unique projects If however that is not practical you can request that we create two custom invoices for your firm One custom invoice can be restricted to Basic Services and the other can be restricted to Additional Services Please contact our Custom Reports Team at customreports bge com for more
7. information Can we add submittals to the log that haven t been created by ArchiOffice Answer ArchiOffice has a submittals tracking system found either in the Projects gt Logs gt Submittals screen or the Contacts gt Logs gt Submittals screen Generally speaking architects don t create the submittals To record a new submittal that you have received from the General Contractor simply click the NEW button Can you talk about exporting to QuickBooks Answer ArchiOffice 2011 includes a utility that provides bi directional integration with QuickBooks PC only To learn more about how the process works please refer to our ArchiOffice QuickBooks Integration Guide If you would like assistance to help you match existing QuickBooks customers with your ArchiOffice Projects please contact your ArchiOffice Account Manager Does ArchiOffice 2011 integrate with QuickBooks Premium If so do you need to input vendor invoices twice one for each software or is it truly integrated Answer Yes ArchiOffice integrates with QuickBooks Premium You do not need to enter vendor invoices twice If you enter invoices into QuickBooks and assign them to a customer and job they will be transferred to ArchiOffice so double entry is not required Please read the ArchiOffice QuickBooks Integration Guide to learn more Does the export on the report module export correctly to Excel Answer Yes However if you are exporting a report that displays summary data
8. install since it also required installing FileMaker Server and FileMaker Pro on the client computers ArchiOffice 2011 only requires an installation on the server The server will push the software when requested to the client computers Can ArchiOffice integrate with the Outlook Exchange Server Answer Yes run a small residential light commercial firm with 1 3 employees and would love to utilize the power of ArchiOffice but the input seems lengthy for small projects Do you have templates that demonstrate the use of ArchiOffice for very simple projects Answer We have many customers that are 1 3 person firms doing very simple projects One of the beautiful things about ArchiOffice is that it can be as simple or complex as you want it to be If you would like to know how to simplify ArchiOffice to work the way your firm needs it please consider signing up for one on one training Our experienced trainers will learn about how your firm operates and help you setup ArchiOffice to meet your needs Please contact your ArchiOffice Account Manager to find out more miss the option of sorting by Client Company when running billing reports Currently it only sorts by Client Name first name last name when selecting client Answer You can either customize our report or create a new custom report to display Company Name rather than Contact Name by using the free iReport Writer from JasperSoft Or you can request our Custom Reports Team to creat
9. the time and expense report called Slip Report Make sure you select the Use Current Found Set checkbox Set the display details based on what you like Question Can I print a RFl Submittal Log directly from the RFI Submittal Screen With the tables organized exactly how I want Answer You would need to create a custom report using the iReport Writer from JasperSoft Custom reports are generally fast easy and affordable when you have our team create them Custom report requests can be emailed to customreports bge com Question How do you make a line graph of Hours vs Time for a specific project with different lines for different employees Answer We don t currently provide this chart You can export the time and open it in Excel where you can create the chart you are looking for Fi Like ArchiOffice on Facebook Join ArchiOffice Yahoo group lE Follow ArchiOffice on twitter in Join ArchiOffice on Linkedin www bqe com Page 6 of 6
10. tt Some firms find it tedious to break out their consultant fees across multiple phases since it isn t easy to total them all up and see how much the total budget is for Structural Engineering In a situation like that its generally easier to create a phase called Outside Consultants and beneath that have the sub phases i e Structural Engineering A similar method can be used for expenses if you have a contract that provides you with a fixed fee for expenses Create a main phase called Expenses and sub phases called Travel Printing etc Once you ve set up your consultants and or expenses you can track them in the Project gt Billing gt Summary screen Anytime you receive an invoice from your consultant it should be known by ArchiOffice as non reimbursable This way the amount can be compared to the budget and you can invoice your client easily The same holds true for expenses Mark them as non reimbursable I know that sounds counter intuitive and you will see the actual amounts in the Projects gt Billing gt Summary screen compared to the Budgeted amounts This makes it easy for you to decide how much to bill the client done from the Project gt Billing gt Invoices screen Question Can ArchiOffice 2011 create a Project Slip Report as in ArchiOffice v8 Answer Yes ArchiOffice 2011 not only includes every report found in ArchiOffice v8 but we ve added some new ones In addition you can creat
11. ulated Sum Invoice method and manually keeping track of the value of the phase that is related to construction cost Once you know this amount you would fill that number in the budget field If it changes over time you ll need to track that separately and update the value in ArchiOffice When will we be able to sync with Google Calendar and Contacts and Gmail Answer In ArchiOffice 2011 you will not be able to do this directly However you can set up your Outlook Apple Mail iCal or Entourage client to access your Google Calendar Contacts and Gmail and then sync with ArchiOffice When will we be allowed to search by just entering in our search criteria and hitting the Return or Enter key It s inconvenient to hit the Search button Answer Since the ArchiOffice Search screens include dropdown fields which can be typed ahead the Enter key is used to accept the currently highlighted item in the dropdown This is why the Enter key cannot be used as a way to complete and execute the search Outlook Syncing in AO2011 is not working for me What s wrong Answer Please contact support archioffice com and provide them with more details to find out why you are not able to sync properly When will ArchiOffice 2011 be available Answer ArchiOffice 2011 was released in July 2011 Please contact your ArchiOffice Account Manager to find out more www bge com Page 3 of 6 What s New in ArchiOffice 2011 Webinar Questions and Answers Cont
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