NEW FEATURES ADDED FOR VERSION 2.81 - Released 5/14/01

IMPORTANT!!! There have been minor changes to the structure of a number of databases in this upgrade. You can download (save on your hard drive) the required upgrade file. However, you must contact us prior to installing this upgrade so that we can walk you through a five minute set of procedures. Please call our technical support number (1-888-748-7166). Also, please have all users logged off of ArchAdministrator and the "Password for Databases" removed prior to calling.

Time Sheet Daily Log with Timer - New Module!!!
A new module has been added to ArchAdministrator that allows the user to enter time sheet data in a daily format (in addition to the existing weekly format). The user can access the "Daily Log" by selecting "Time Sheet Logs and Summaries" from the Main Menu (or Administrator menu) and then selecting "Time Logs" and "Daily Log" when prompted. The user is automatically placed into a "Daily Time Sheet Summary" for the current date. The summary lists all projects that have time logged for the current date. The user can add an unlimited number of line items for "project" and/or "office" phases and tasks.

The user can setup a daily log entry, specify a project, phase and task, and start a timer that has been designed into the module and that will run in the background. The user can then continue to work in other areas of ArchAdministrator or minimize ArchAdministrator and open any other computer program (CAD, word processing, etc.). When the user is finished working on the specified task he/she can return to the timer view and stop the timer. ArchAdministrator will automatically add the hours/minutes recorded by the timer to any existing hours logged (if applicable).

The user can navigate to "Previous" and "Next" daily logs while in the "Daily Time Sheet Summary" view (without having to enter search criteria) data by clicking on the navigational arrows located adjacent to the "Daily Date" located at the top of the view. Alternatively, the user can click into the "Daily Date" field and specify the date they would like to view.

PLEASE NOTE: Only "Daily Time Sheet Logs" for the employee logged onto ArchAdministrator will be available for review (or editing). Employees with supervisory status that wish to review or edit time sheet logs for employees other than themselves must do so using the "Weekly Time Sheet Logs". All daily time sheet logs recorded will be automatically displayed in the weekly time sheet view and vise versa.

All Modules Using Addressee Data
1. A series of A to Z buttons have been added across the top of the "Addressee Information - Existing Contact Records" view. The A to Z buttons allow the user to quickly find and list contacts based on the first letter of the contact's last name (or first letter of contact's company name, if no last name is recorded). Simply click on the button displaying the desired letter of the alphabet, and all contacts who's last name (or company name, if applicable) start with the selected letter will be listed.

Accounting
1. The user interface for Account Payment and Account Receipt transaction records has been enhanced. The user can now navigate from one field to another field with a single click rather than having to press the "Enter" key (or having to double click into the next desired field). This enhancement will streamline/simplify the data entry process. Please Note: the "Account Payment", "Account Receipt" and "Account Adjustment" transaction views will no longer have view tabs available across the top of the screen. The user can return to the Accounting Menu by selecting the "Done" button located in the upper right corner of the transaction view. The user can now access the "Transaction List" by selecting the "Click Here to view list" text located below the navigational arrows at the top of the transaction view.

2. A new feature has been added to the "Recurring Accounts Payable" area of accounting that allows the user to track partial payments posted to the accounting database for recurring account payable records stored in the recurring account payable database. Data fields have been added to line items in the Payment Breakdown for recurring account payable records that allow the user to enter "Invoice Number", "Job Number", "Post Now" and "Previously Posted" data for the recurring payable record. This new powerful feature allows the user to enter disparate line item categories, invoice numbers, job numbers and amounts for each line item in the recurring payment breakdown. It also allows the user to track and/or post partial payments for specific line items listed in the payment breakdown for specific recurring account payable records.

3. A minor bug in the "Account Reconciliation" procedure has been fixed. Prior to this upgrade, the bug would surface when the user attempted to reconcile a specific account. The specified account name would not appear at the top of the "Transaction to be Reconciled" view. The specified account name will now appear at the top of the view.

4. A [Sort List] button has been added to the "Checks to be Printed" view. The user can now click on this button to sort records in the list by the transaction's Due Date or the Payee's Name in ascending or descending order.

5. A minor bug has been fixed in the "Invoice Preview" procedure for Account Receipt transactions. Prior to this fix the user would not always be returned to the appropriate Account Receipt transaction record when exiting the Invoice Preview view.

6. Additional search criteria has been added to the "Detailed Account Payment Summary Report" and "Detailed Account Receipt Summary Report" procedure. The user can now search for "Unpaid" or "Undeposited" account payment or receipt records.

Billing Invoices
1. New "Click Here for Contract Wages" text has been added to the invoice breakdown line items for phases numbered 1 through 7. A summary of all time sheet hours and contract wages (for the phase specified in the line item) will be automatically entered into the Descriptive Subtext field. The summary provided will sort all contract hours and wages by employee title. The summary will also total all contract wages listed, deduct previously invoiced amounts, and provide a current balance due. Please note that the current balance due will automatically be entered into the "Fee for Item/Phase" field. This powerful feature will allow the user to quickly obtain/add a summary of contract wages (sorted by employee title) for any phase without having to leave the Billing Invoice module.

2. The user interface for Invoice Information records has been enhanced. The user can now navigate from one field to another field with a single click rather than having to press the "Enter" key (or having to double clicking into the next desired field). This enhancement will streamline/simplify the data entry process. Please Note: The "Invoice Information" view will no longer have view tabs available across the top of the screen. The user can return to the Billing Invoice Menu by selecting the "Done" button located in the upper right corner of the Invoice Info view. The user can now access the "List of Invoices" view by selecting the "Click Here to view list" text located below the navigational arrows at the top of the Invoice Info view. The user can access the "Actual Invoice" view by selecting the "Print" button located at the top of the Invoice Info view. Also, please note that the user can access the "Project Payment Summary" view by selecting the "Proj Summary" button located at the top of the Invoice Info view.

3. A [Sort List] button has been added to the "List of Invoices", "Outstanding Invoices", and "Aging Schedules" views. The user can now click on this button to sort invoice records by the invoice's Origin Date, Last Sent On Date, Paid By Name or Job Number.

4. A text field has been added to the invoice database that allows the user to enter custom footer text to any Invoice Information record. The user may enter up to 60 characters of custom text in the data entry field located at the bottom of the "Invoice Info" view. This custom text will appear (and be printed) at the bottom of the Actual Invoice and just above the letter head footer graphic (if applicable). This field can be used for any purpose the user sees fit. Please leave this field blank if you do not want any text to appear on the actual printed invoice.

Clients and Contacts

1. The user will now have the ability to select a specific contact from a list of contacts matching the search criteria entered when creating a new Conversation Log. This new feature will allow the user to create a Conversation Log for any contact matching the original search criteria rather than forcing the user to create a conversation log for only the first contact matching the search criteria.

2. A dropdown list based on previously entered data has been added to the "Company Name" data entry field located on the "Contact Info" view. This feature allows the user to quickly select a company name from the dropdown list for those individuals that are from a company previously entered into the database. This feature will also foster more consistent company name data entry.

3. A contact's "Title" and "Main Phone" number have been added to the contact search criteria screen to allow the user to search for contacts based on these additional data fields.

4. A minor bug has been fixed that would surface when the user would attempt to print an envelope or mailing label for a specific contact record. The program will now properly return the user to the specific Contact Information record that had just been printed (and not the first record stored in the database).

5. A minor bug has been fixed that would surface when the user attempted to use the Import/Export from/to Microsoft Outlook. The import/export procedure will no longer prompt the user to unnecessarily delineate import/export settings.

Contact Reference List - (F4)
1. PS Software Solutions has found that many users may not realize that a Contact Reference List can be quickly obtained by pressing the F4 key on your keyboard (or by selecting "Contact Reference List" from the "Administrator" menu at the top of your computer screen) while working in most areas of ArchAdministrator. A series of A to Z buttons have been added across the top of the Contact Reference List view. The A to Z buttons allow the user to quickly find and list contacts based on the first letter of the contact's last name (or first letter of contact's company name, if no last name is recorded). Simply click on the button displaying the desired letter of the alphabet, and all contacts who's last name (or company name, if applicable) start with the selected letter will be listed.

2. Email and Web site connectivity has been added to the Contact Info view located in the Contact Reference List area of the program. This feature allows the user to automatically open the user's default email program and create an email addressed to the contact (or automatically opens the user's default web browser and goes to the contact's web site address). Until now, this feature was only available in the "Client/Contacts/Conversation" module.

3. A new security feature has been added that does not allow unauthorized employees to print the entire list of contacts. An employee is deemed unauthorized to print the list of contacts if the employee has not been granted access to the Clients/Contacts/Conversations module.

Correspondence
1. Navigational arrows (First, Previous, Next, Last record) have been added to the "List of Correspondence Records" thus allowing the user to tab to specified records in the list.

2. A minor bug has been fixed that would incorrectly omit fax numbers when displaying "Copy To" text (generated from selected associated contacts) for fax cover page records. The program will now properly display fax numbers when creating "Copy To" data based on associated contacts selected in the "Associated Contacts" list.

3. A minor bug has been fixed that would incorrectly position addressee data onto mailing labels if no project reference number had been assigned to the correspondence record. The user can now create a correspondence record, having no project reference number, without consequence

4. A rarely occurring minor bug has been fixed that would incorrectly summarize/print body text for a "Letter" type of correspondence.

Project Scheduler
1. The calculation used to determine "Budget Hours" for a specified employee involved in a task has been revised to more accurately reflect Over Head and Profit percentages entered in the Proposal/Contract database. Please find the following change in the calculation method:

Old Calculation:
Budget Hours Cost = (Hrs x Actual Wage) + (Hrs x (Actual Wage x (Overhead + Profit))

New Calculation:
Budget Hours Cost = (Hrs x Actual Wage) / (1 - (Overhead + Profit))

Project Management
1. The user can now enter up to two lines of text in the "Project Title" field located on the "Building Information" view. Previously the user would only be allowed to enter one continuous line of text in this field.

2. The user now has the ability to select the method of analysis for calculating "Actual Expenses" for phases listed in various summaries in the Project Management module. The user can base Actual Expenses on either: "Employee Hourly Cost" (based on "Hourly Cost" rate stipulated in the Employee Info module) or "Actual Wage+OH+ Profit" (based on "Actual Wage" hourly rate stipulated in the Employee Info module with provisions for Over Head and Profit percentages entered into the Proposal/Contract database). Please find the following calculation for each method of analysis:

"Employee Hourly Cost" = (Hrs x Hourly Cost)
"Actual Wage+OH+ Profit" = (Hrs x Actual Wage) / (1 - (Overhead + Profit))

2. A Project Receipt Summary report has been added to the Project Management module that summarizes Proposed Fees, Amounts Invoiced To Date, and Outstanding Balances for each project matching a user defined search criteria. This summary report can be accessed be selecting "View Expense or Receipt Summary for Specific Project(s)" from the Project Management submenu and then selecting "Receipts" when prompted.

3. "Actual" and "Contract" expenses delineated in the "Detail Expense Summary of Projects" will now include consultant fees stipulated in the Proposal/Contract module.

Proposals/Contracts
1. The "Prototype Re-Use Fee" data field located on the "Project Information" view has been revised to allow the user to enter a 5 digit value.

2. The project reference displayed/printed at the top of the "Fee Schedule", "Project Program", "Hourly Rates", "Attachments", etc. views will now be based on the "Project Title", "Project Street Address" and "Project City & State" data fields. Prior to this change the project reference was based on the "Project Title", "Client Name" and "Company Name".

Time Sheet Weekly Logs
1. The user now has the ability to navigate to "Previous" and "Next" weekly time sheets while in the Weekly Time Sheet view without having to return to the Time Sheet Menu and without having to enter search criteria.

2. The user will now be asked if he/she would like to create a new weekly time sheet for the date specified in a search if the weekly time sheet does not currently exist in the database.

Time Sheet Summaries
1. Calculations used to determine "Actual Wage+OH+Profit" values in various time sheet summary reports have been revised to more accurately reflect Over Head and Profit percentages entered for a project in the Proposal/Contract database. Please find the following change in the calculation method:

Old Calculation: Actual Wage+OH+Profit = (Hrs x Actual Wage) + (Hrs x (Actual Wage x (Overhead + Profit))
New Calculation: Actual Wage+OH+Profit = (Hrs x Actual Wage) / (1 - (Overhead + Profit))

This calculation method will provide employee Actual Expense values that are consistent with the "Project Summary" data displayed in the Project Management module (when "Act Wage+OH+Profit" method of analysis is selected). PLEASE NOTE: Reports that summarize employee "Hourly Cost" wages will continue to be based on the employee's "Current Hour Cost" stipulated in the Employee Info module at the time the time sheet hours are logged.

2. All "Condensed" type time sheet summary reports have been compacted to display and print more data on each page of the report. This update will allow the user to save paper when printing these types of reports. Please note that data compaction has been achieved by eliminating excess spacing between lines and reducing font sizes. All data previously provided in these reports will continue to be provided after Upgrade 2.81 is installed.

Transmittals/Repros
1. Navigational arrows (First, Previous, Next, Last record) have been added to the "List of Transmittals" thus allowing the user to tab to specified records in the list.

2. A minor bug has been fixed that would surface when the "Pick-Up"/"By Messenger" checkbox was enabled.

3. The user will now be correctly returned to the current Transmittal Info record after printing the envelope or mailing label for the record (rather than being returned to the first record in the database).

4. A minor bug has been fixed that would incorrectly position addressee data onto mailing labels if no project reference number had been assigned to the transmittal record. The user can now create a transmittal record, having no project reference number, without consequence.

Travel Logs
1. A new "List of Travel Logs" view has been added to the Travel Logs & Expenses module. The user will now be directed to this list whenever records are found using specified search criteria. The user will now be able to use this new view to display a list of all records that match the user defined search criteria entered. The user can then view a specific travel log record listed by selecting the adjacent "View" button.

Various Modules
1. Various revisions to remove minor bugs and improve user interface.