NEW FEATURES ADDED FOR VERSION 2.84 - Released 4/10/02

IMPORTANT!!! There have been changes to the structure of a number of databases in this free 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 30 minute set of procedures. Please call our technical support number (1-908-670-6839). Also, please have all users logged off of ArchAdministrator and the "Password for Databases" removed prior to calling.

Please note that some ArchAdministrator users have been working with "Version 2.84 Prelim" for several months and that some of the features listed in these upgrade notes may already be in use.

Cash Flow Management - New Feature!!!
The new Cash Flow Management feature has been designed to simplify the task of predicting firm-wide cash flow for up to three years into the future! Projected payables are deducted from projected receivables to create tabular reports and bar charts that delineate projected profit/loss margins on a monthly basis. These projected profit/loss margins are then added to (or deducted from) the current account balance for any stipulated bank account to determine a projected account running balance across as many as 36 months. A series of bar charts are provided that delineate the following:

* Side by side projected monthly receivables and payables
* Projected monthly profits or losses
* Projected monthly account running balance

The projected accounts payable report breaks down projected payments by month, payment category (or payee name) and is based on a budget that is quickly created in the Recurring Account Payables area of the Accounting Transactions module. Recurring payable records stipulate payment category, payee, payment due date and payment frequency. Simply un-check the "Include In Budget" checkbox to omit the recurring account payable record from the projected budget. Tabular reports are automatically provided that delineate the following:

* Projected monthly payables sorted by payment category
* Projected monthly payables sorted by payment payee name
* Projected payables scheduled at any frequency (i.e. weekly, monthly, quarterly)

The projected accounts receivable tabular report breaks down projected receipts by month, project and phase. It is based on phase fees, payment schedules, and consultant allowances stipulated in the proposal contract; and estimated phase start/end dates stipulated in the Project Scheduler module. The report incorporates payments previously paid to consultants in the accounting module and accurately incorporates consultant outstanding balances. The user can also specify the following customizable options when generating the projected receivables report:

* Bank account to apply projected profits/losses to
* Account balance (program defaults to current account balance)
* Age projected receipt dates beyond scheduled completion dates (i.e. 30,60,90 days)
* Select whether or not to apply consultant outstanding balances

The user even has the ability to include projected receipts for proposals that have not become active projects. The user can assign a "Probability of Activation" percentage to each Proposal/Contract and specify the minimum probability percentage that will be included in the receivables projection (i.e. specifying a probability of 70% will include all active projects and those proposals that have a probability of activation of 70% or higher). Please note that a project is considered active when it has an active job number and is not set to "Placed On Hold", "Completed", or "Terminated" in the Project Management module. This powerful feature and all options listed above can be modified each time a projection report/chart is created (see Proposals/Contracts notes below for additional information on the new "Probability of Activation" feature).

The user can access the Cash Flow Management features by selecting "Accounting Transaction and Reports" from the Main Menu (or Administrator Menu) and then selecting "Reports" from the dialog box that follows. The user can also access the Accounting Reports module by selecting the "Accounting" text from the list of modules to the left of each module sub-menu and then selecting "Reports" from the dialog box that follows.

Various Modules
1. The user now has the ability to set the top margin for body text appearing on correspondence, invoices, transmittals, etc. located throughout the program. This feature allows the user to increase or decrease the header margin to accommodate larger (or smaller) letterhead designs. Simply select the "Firm Information" text located in the upper left hand corner of the Main Menu view and then select the "Design Letterhead" button to view and adjust the "Body Text Alignment" options.

2. The method for retrieving addressee information for correspondence, transmittals, proposals, etc. has been revised. The user will no longer be locked out when retrieving addressee data during heavy network traffic.

3. Drop-down lists used for selection of "Project Number" throughout the program will now only list those projects that are considered "Active". A project is considered active when it has an active job number and is not set to "Placed On Hold", "Completed", or "Terminated" in the Project Management module.

Accounting Module - Split
1. The Accounting module has been split into to submodules. The "Accounting Transactions" module is used to enter account transactions, print checks, reconcile accounts, access recurring account payables, review outstanding payables, etc. The "Accounting Reports" module is used to generate summary reports, charts, graphs, projections, etc. This change facilitates faster loading of each accounting submodule and minimizes computer memory usage.

Accounting Transactions
1. The current account balance for the default account is now available for quick review directly from the Account Transaction view. Simply select the "Balance" button located adjacent to the Account Name at the top of each transaction view. Prior to this upgrade the user would have to view the entire account register to obtain the current account balance.

2. A calculator feature has been added to the account payment, receipt and adjustment amount fields. This feature allows the user to perform calculated functions (i.e. addition, subtraction, multiplication, division) prior to entering dollar amounts for a breakdown item. Simply select the "Calc" button located adjacent to the "Amount" field. Click on various calculator buttons to enter the equation and select the "=" button to perform the calculation. Select the "Done" button to allow the program to enter calculated value into the associated amount field. Select the "Cancel" button to exit the calculator feature without changing the associated amount field.

3. The "Post to Accounting" function, located in the Recurring Accounts Payable section of the Accounting Transactions module, has been revised to increase this function's speed and to reduce screen regeneration flicker.

4. The user now has the ability to specify if an account item listed in the Payment Breakdown is Billable or Non-Billable. Simply check the "Billable" checkbox to make the line item billable or uncheck the checkbox to make the item non-billlable. Only transaction line items set to Billable will be incorporated into both project management summaries and the invoicing Reimbursables Worksheet. Non-Billable items will be included as project expenses in project management summaries but will not be included in summaries for reimbursable expenses in the Billing Invoice module.

5. The user now has the ability to apply a "Credit" to a particular project. A project credit is applied to the project specified by selecting the "Credit" checkbox located adjacent to the "Amount Rec" field. The project management and invoicing modules will deduct the credit from proposed phase fee (if phase is stipulated in the account transaction breakdown item) or incorporate the credit into the "Project Credits" column of the "Project Payment Summary" view located in the Billing Invoice module.

6. "A", "P" and "R" sub-buttons have been added to all "Create New" transaction record buttons. These sub-buttons allow the user to instantly create a new "A" (Adjustment), "P" (Payment) or "R" (Receipt) transaction record with one mouse click. The user now has the option to skip the three click process previously required (prior to this upgrade).

7. A bug has been fixed that would surface when the user selected the "Auto-Fill-In" button when completing an Account Receipt transaction. Prior to this upgrade the program would omit the transaction date from each breakdown item that was automatically generated by the feature. This would cause inconsistencies in accounting reports and incorrectly calculate "Final Pmt Rec After" values delineated in the Billing Invoice module. A tool has been provided in this upgrade that automatically sets all missing receipt breakdown item dates recorded prior to this upgrade.

Accounting Reports
1. Powerful cash flow projection reports and charts have been combined, with existing reporting features, into the new "Accounting Reports" submodule (see "New feature" above). The user can access the Accounting Reports submodule by selecting "Accounting Transaction and Reports" from the Main Menu (or Administrator Menu) and then selecting "Reports" from the dialog box that follows. The user can also access the Accounting Reports module by selecting the "Accounting" text from the list of modules to the left of each module sub-menu and then selecting "Reports" from the dialog box that follows.

2. Account payment and receipt reports will now automatically be limited to the default account selected. Prior to this upgrade these reports would delineate all transactions for all accounts and sort the report by account name.

Billing Invoices
1. A feature has been added to the "Tools" menu located above the Billing Invoice menu view that removes the names of entities that no longer have an invoice with an outstanding balance. Use this feature monthly to limit the names displayed in the drop-down list for "Received From" field when creating an Account Receipt in the Accounting Transactions module. Simply select "Find and Set Paid Invoices" from the "Tools" menu to run this feature.

2. Alignment for auto-text created in the "Descriptive Subtext" field has been revised. Auto-Text will now align properly on all computers when the user enters data into the "% of Phase" field.

3. Calculations for contract wage auto-text created in the "Descriptive Subtext" field have been revised. Auto-Text will now correctly delineate values for "Total Previously Invoiced for this Phase" and "Total Balance Due for this Phase " when the user selects the "[Click Here] for Contract Wages" text.

4. A minor bug has been fix that would surface when the user would attempt to create auto-text for the "Descriptive Subtext" field for "Reimbursable Expenses". Prior to this upgrade the auto-text would correctly total each reimbursable line item. However, the program would round the dollar amount for a few of the line items to the nearest dollar.

Correspondence - Internal Office Memos
1. A minor bug has been fix that would surface when the user would attempt to send an internal office memo to an employee whose name would appear beyond the limit of the repeating panel list. Prior to this upgrade the employee selected to receive the memo would not receive the memo being sent to him/her.

Employee Information
1. An "Employee Direct Payroll" report has been added to the Employee Information module that lists all (or currently employed) employees' hourly, weekly, and yearly actual wages. The user can access this report by selecting "View Firm Employee Payroll Report" from the Employee Information menu and then selecting "All" or "Current" from the dialog box that follows.

Project Scheduler
1. The user now has the ability to quickly establish start and end dates for phases in the Project Scheduler module. Prior to this upgrade the user was required to assign tasks and employee involvement for each phase in order to establish start and end dates for phases. Estimated "Start Date" and "End Date" fields have been provided for each phase in the Project Breakdown view. These estimated start/end dates are used to determine a payment receipt schedule when creating cash flow projections in the Accounting Reports module (see Cash Flow above for additional information).

2. The user can quickly enter start and end dates (calculated by the scheduler) into the estimated start/end date fields by selecting the ">" arrow button located adjacent to each calculated date field.

Project Management
1. Each consultant's name and address specified in the Proposal/Contract module will now display on the "Consultant Fees Summary" in the Project Management module. See Item 3 in Proposals/Contracts notes below for additional information.

2. Supplemental Service "Pass-Thru" costs have been added to various summaries in the Project Management module. See Item 5 in Proposals/Contracts notes below for additional information

Project Reference List (F5 function key)
1. A view button (magnifying glass) has been added to the Project Reference List that allows users with "Supervisor Status" to view and edit the Building Info view (typically accessed from the Project Management module). This new feature allows supervisors to quickly review and edit project information from the Project reference list. Prior to this upgrade the user would have to open the Project Management module and navigate to the specific project.

2. The project reference list will now be grouped by Project Manager's name when previewing and printing the list.

Proposals/Contracts
1. A new field has been added to the Project Info and Contract Info views that allows the user to specify the proposal's "Probability of Activation". The field is used to store the likelihood that the Proposal/Contract record will become and active project. This field defaults to 50% for newly created proposals and can be revised up or down by the user. Projects that are assigned an activated job number are automatically upgraded to 100% probability of activation. This value is used to determine which proposals are included in cash flow projections created in the Accounting Reports module (see Cash Flow Management notes above).

2. The user now has the ability to assign and track a phase fee and consultant allowances for the "0. Administration" default phase (please note that the phase title for this phase is not customizable). Prior to this upgrade the user could only track time sheet and invoicing data associated with this phase. Now the user has the added ability to track a proposed fee for the phase and assign consultant allowances to the phase. Please note that phase Estimated Start Dates and End Dates for the "0. Administration" phase can be specified in the Project Scheduler module. However, tasks and employee involvement can not be specified for this phase.

3. The user now has the ability to assign the name and address of each consultant listed in the "Consultant Fee Breakdown". Please note that the consultant must be entered into the "Client/Contacts" database prior to selection. The user will be prompted to create a link between the consultant's contact record and the Proposal/Contract he/she is being assigned to. Simply select "Create Link" if you want a link to be established. Select "Cancel" to utilize the contact information but not create a link.

4. The user can now enter a percentage of total consultant fee for each phase of the project when preparing a proposal/contract. This allows the total consultant allowance for each phase to fluctuate up or down as the total consultant allowance is revised up or down. The user can enter consultant allowances using the "% of Total Consultant Fee" method by entering percentage rates in the appropriate fields on the "Consultant Fee Breakdown" view (i.e. 15%, 20.75%, etc.).

5. A new data field has been added to the Supplemental Services Breakdown that allows the user to enter the "Pass-Thru Cost" associated with each supplemental service listed in the breakdown. Prior to this upgrade the user would only be allowed to enter the fee charged to the client. The user can now track both the "Pass-Thru Cost" and "Client's Fee" associated with each supplemental service.

6. The user can now obtain a printer friendly version of the Supplemental Services Breakdown view. Simply select the "Print Breakdown" button located at the top of the view.

7. A "Copy To" field has been added to the Proposal/Contract "Auto Cover Letter" view that allows the user to list individuals being sent a copy of the correspondence.

Submittals
1. The tab order has been fix in the "New Submittal" view. The user will now tab through fields provided on this view in their appropriate order.

2. The user will now be able to create a submittal log that matches other submittals with the same Specification Section without being warned of a duplication. Prior to this upgrade the user would not be allowed to create a new submittal record matching the specification section and job number of a submittal log currently existing in the database.

3. "Owner", "Architect" and "Reviewer" have been added to the drop-down list for the "SendTo/Received From" field.

4. A "Due Date" field has been added to each submittal log record in the submittals database. This field allows the user to specify when the submittal or action required is due. This due date defaults to one month after the creation date for all newly created submittal logs.

Time Sheet Weekly Logs
1. Time sheet records will now default to "Billable" when hours are logged for a project that does not have an associated active project recorded the Project Management module. Prior to this upgrade all hours logged for non-activated projects were set to non-billable.

2. Time sheet records will now default to "Non-Billable" when hours are logged for "Office". Prior to this upgrade all hours logged for "Office" would default to "Billable". All surveyed firms agreed that hours logged as "Office" should be considered non-billable.

3. Reporting period text has been added to the header of the Employee Hourly Summary report that can be generated while in the Weekly Time Sheets module. Like other reports (found in the Time Sheet Summaries module) this text allows the user to view and print the reporting period for the hours listed in the report.

Time Sheet Daily Logs
1. The user now has the ability to revise the current employee title in the daily time sheet entry format. As with the weekly time sheet logs, changing the employee's title only effects the contract wages for the hours logged and does not effect actual wages or hourly costs associated with the time sheet entry.

Time Sheet Summaries
1. Pie charts that breakdown Billable Vs Non-Billable hours have been added to the Time Sheet Summaries module. These charts allow the user to compare the percentages of billable and non-billable hours logged for the entire firm and for any specified year. These charts can be access by selecting "Firm Breakdown Charts For Specific Year" and then selecting "Bill vs Non-Bill" from the dialog box that follows.

Transmittals & Repros
1. The user now has the ability to log "In-House" reproductions and reimbursables without having to create a full Transmittal record. Prior to this upgrade the user would have to create a transmittal addressed to the user's firm in order to log reproductions and reimbursables classified as "In-House" (not delivered to a particular addressee). ArchAdministrator now allows the user to bypass the creation of a transmittal record and allows the user to enter In-House items in a line by line report view. This new feature will simplify the entry process for all in-house items.

2. All Itemized and Detailed reimbursable reports will now summarize and total all in-house items and all transmitted items separately. Prior to this upgrade the reports did not differentiate between Transmitted and In-House items.

3. The user now has the ability to specify whether transmitted or in-house items are "Billable" or "Non-Billable". Prior to this upgrade all expenses associated with items were considered billable. Please note that only items set to "Billable" will be included in the Reimbursables Worksheet located in the Billing Invoice module.

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