August 2016

Additions to New Prospects Function

From the Master Files-> Prospects search page, click the ‘Prospect Activities’ Link. This loads a new page where you can see all activities for current prospects. You can add new activities here, as well as delete or edit the

details of existing activities – just check the box on the far left of the activities you want to delete and the various fields become editable.

Sub Jobs – and invoice multiple jobs on a single invoice

This function enables you to create ‘sub jobs’ that are all linked to a single ‘master job’ – an enhancement that several of our clients have requested. This function is useful to manage a large project where you might want

to break the project into separate elements, but have the ability to consolidate all of the elements together.

To start – create a new job in the normal way, the new job is your ‘master job’ – let’s say the job number assigned is ‘ABC0025’. Let’s say there are 2 different elements to this job you want to track on separate job numbers.

After saving the master job – click the ‘Sub Jobs’ link and create the first ‘sub job’ – you will see the first sub job created will be assigned to job number ‘ABC0025/01’. The new sub job is probably assigned to the same

office/client/job type, job and campaign etc. as the master job, but it does not have to be.

You can then create additional ‘sub jobs’ and assign them to the same master job, each sub job number will be assigned consecutively, such as ABC0025/02, ABC0025/03

The ‘sub jobs’ are just normal jobs – you can create estimates, invoices, purchase orders etc for them – but they facilitate some other functions:

·    On all system reports that include jobs – you have the ability to filter on a Master Job – and then

.    Check the option ‘Include Sub Jobs’ – so if you filtered on Job No ABC0025 when running the Job Cost Report, you would get a separate JCR for each of the sub jobs (ABC0025/01, ABC0025/02 etc.) just like the sub jobs are completely separate jobs

.    But if you check the option ‘REPORT BY MASTER JOB’ you will just get one JCR for the master job ABC0025 including all of the transactions that were assigned to each of the sub jobs. In effect all Job based reports can be ‘consolidated by master job’ by checking this option

.    Create a single client production invoice that has lines which are assigned to the individual sub jobs, in effect meaning you can create one invoice for multiple jobs. To do this, create a free-form Production Invoice as usual, on the first screen select the ‘Master Job’ – in this

     example ABC0025’ -now as you add lines, you can assign the individual lines to different sub jobs. For Receivables purposes, the invoice belongs to the master job (ABC0025) but the indicidual GL postings and production report allocations are split out according to the sub jobs

     assigned to the lines.

Adding jobs – create new Products or Campaigns ‘on the fly’

When adding a new Job, first select the client as usual, if you now need to create a new Product for the client to assign to this job, click the ‘+’ sign next to the Product field – now you can create a new Product for the selected client, when you save the new Product you will be returned to

the job detail page and the job is assigned to the new Product.

Follow the same process to create a new Campaign ‘on the fly’

Define Employee Home Page

You may want to define which page in AccountAbility each employee sees when they first log into the system – just open the Employee detail page and select the ‘HOME PAGE’ – for example if you want to encourage them to update their timesheets, you might set ‘My Time’ as their default

home page!

Expense Claim submit validations

Go to Set Up Files ->Set Up Options – click the ‘Options’ link – two new options here under the ‘OTHER OPTIONS’ section:

.    ‘Expense Claims & Credit Cards require line descriptions’. If this is option is checked, users will not be able to submit an expense claim or credit card for approval unless all lines have a description assigned – if they attempt to submit without a description on every line they are warned

     accordingly .

.    ‘Expense Claims & Credit Cards require line receipts’. If this is option is checked, users will not be able to submit an expense claim or credit card for approval unless all lines have a receipt image/photo assigned – if they attempt to submit without an image/photo on every line they are

     warned accordingly

Task Types on General Ledger Reports and Journals

When system transactions (e.g. supplier invoices, production invoices, WIP take ups, accrued and deferred revenue etc.) are approved and ‘posted’ to the GL – the journals lines created in the GL are assigned to the task type that the transaction lines were assigned to.

You can also assign a Journal line to a Task Type on the ‘Other Details’ page.

Various GL report ‘EXCEL’ exports – such as the Detail General Ledger Report, Transaction Detail Report include the task type column.

Note this assignment of the task type to journals is not retrospective, journals for transactions approved/posted before this update will not have the task type assigned to them.

Titles on Estimates and Production Invoices

You can now enter a ‘Title’ in the header section of estimates and production invoices. This is useful for example where you may create multiple estimates for different elements of a single job, but you want to label each estimate accordingly to identify which element they relate to.

If you assign a title, it appears on:

.    A new ‘Estimate Title’ column on the Estimates search pages

.    On the printed Estimate and Production Invoice

.    List Exports from the Estimate and Production Invoice search pages

Note if you create a Production Invoice from Estimate, if the Estimate has a title assigned then that title will also be assigned to the Production Invoice

New Job Financial Summary

Go to Production ->Jobs->Job Financial Summary – you will see a financial summary page providing one line of key financial data for each job. Set filters for example if you just want to see jobs for a specific client

.    Click on the Job No link on the left to ‘drill down’ to see the same information at Task Type level for the selected job

.    Click the Task Type on the left to ‘drill down’ to see the individual transactions for the selected task type

.    Click on the Transaction link on the left to navigate to the detail page for the selected transaction