NEW FEATURES ADDED FOR VERSION 2.85 - Released 9/20/02

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 10 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 2.85 Prelim" for several weeks and that some of the features listed in these upgrade notes may already be in use.

Attachment Images - New Feature!!!
The new Attachment Images database has been designed to simplify the task of recording and linking an unlimited number of attachment images to any correspondence, invoice, travel log, field report, etc. This powerful new feature has been incorporated into existing ArchAdministrator modules and allows the user to do the following:

* store and organize scanned photos, sketches, CAD drawings, receipts, digital camera images, etc.
* link/associate an unlimited number of images to any letter, memo, submittal, field report, etc.
* search and organize the images database by; project, date, category and/or detailed description
* view and/or print images in various formats (i.e. 1 image/pg, 2 images/pg, 3 images/pg, 4 0images/pg)

The Attachment Images database allows the user to store a wide variety of image types (i.e., bmp, eps, jpg, gif, pcx, tga, tif, wmf). Attachment images are automatically linked to their associated correspondence record, field report, travel log, submittal, etc. and can be instantly recalled when reviewing the associated/linked record. The following list illustrates how ArchAdministrator users can utilize the new Attachment Images feature to store, link, and document:

* digital camera images or scanned photos associated with a field report or site visit
* scanned copies of expense receipts associated with travel expense reports
* sketches, drawings, documents that are discussed in memos, letters, emails, transmittals, etc.
* scanned/digital copies of product cut sheets, shop drawings, etc. associated with submittal logs
* scanned copies of consultant billing associated with invoiced pass-through costs

The user can access the Attachment Images database by selecting the "Attach" button located on various views in the Billing Invoice, Internal and Outbound Correspondence, Submittal, Transmittal and Travel Logs modules.

Billing Invoices
1. A new "Draft" feature has been added to the Billing Invoice module. This feature allows the user to create a draft invoice, complete with all invoice fees stipulated. Newly created invoices that have not been printed (and that do not have a "Last Sent On" date specified) will have a status of "Draft". The word "Draft" will appear as the status on the Invoice Info view and the word "DRAFT" will appear in large letters across the top of the Actual Invoice. Draft invoices will not appear in the Aging Schedule nor will they appear in Outstanding Invoice lists. Fees stipulated in a draft invoice will not be incorporated into project payment summaries, project management summaries, etc. An invoice is activated ("Draft" status is removed) when the invoice is assigned a "Last Sent On" date. This typically occurs when an invoice date is specified just prior to printing the invoice. An active invoice can be reset to "Draft" status by typing "DRAFT" in the "Invoice Date" field, located on the "Invoice Date" view, visible just prior to printing the invoice.

2. A new "Total Credits for This Invoice" line has been added to the "Invoice Info" and "Actual Invoice" views. This additional line delineates the sum of all account receipt records associated with the current invoice that have line items that have been designated as a "Credit" in the Accounting module. The user will now see exactly how much of the receipts applied to the invoice were in the form of credits vs actual payments received.

3. The field that optionally displays the "Proposed Fee" and "Receipts/Credits to Date" for each phase delineated on the actual invoice has been elongated. Prior to this upgrade the program would truncate dollar amounts in excess of five digits on the actual printed invoice.

Clients/Contacts
1. A new function has been added to the program that will warn the user if he/she attempts to create a duplicate project reference link for any contact record.

2. Data stored in the "Additional Notes" field has been incorporated into the Detailed List of Contacts.

Correspondence - Internal Office Memos
1. A new feature has been added to the Internal Office Memos module. Employees with "Supervisor Status" can now search for, review and print all internal memos stored in the database. Prior to this upgrade an employee would only be allowed to review their own received or sent memos. Now supervisors can search the Internal Office Memos database for memos sent or received by any employee.
For Example: A supervisor can search for, review and/or print all internal memos for a specific project, employee, client, subject, etc. Supervisors can activate this type of search by selecting "Search All Internal Memos" from the "Tools" menu located at the top of the "Internal Memos Menu" view.

Correspondence - Outbound
1. The ability to search for correspondence records based on data stored in the Project Reference Text field has been added to the search criteria view.

Employee Information
1. Five additional Employee Titles can now be added to the Firm Information view bringing the total number of possible Employee Titles to fifteen. See the "Firm Information" notes below for additional details.

Firm Information
1. The list of available Employee Titles has been increased from a possible total of ten titles to a possible total of fifteen titles. Prior to this upgrade most existing ArchAdministrator users utilized levels 1 thru10. Now users can utilize additional Employee Titles for levels 11 through 15. Users with "Supervisor Status" can access the Firm Information area of ArchAdministrator and add the additional employee titles.

2. A new feature has been added that allows employees with Supervisor Status to revise the Title or Level of any of the fifteen available slots in the Firm Information view. Please note that the level of an existing employee title can only be changed to a level with a blank employee title. Each employee title must be unique. All employee promotions, time sheets, proposals, etc. will be revised to reflect the Title and/or Level changes that are implemented by the user. Please follow the on-line procedures carefully when implementing these changes.

Project Scheduler
1. The Project Scheduler module has been completely revised/redesigned to increase the speed and accuracy of project schedule data entry. Procedures that calculate and update dependency links, start and end dates, etc. have been revised to increase performance dramatically.

Project Management
1. Project Summaries in the Project Management module have been revised to omit invoiced amounts for "Draft" invoices. See Billing Invoice section above for additional information.

Project Reference List (F5 function key)
1. The view button (magnifying glass) added to the Project Reference List (in Upgrade 2.84) that allows users with "Supervisor Status" to view and edit the Building Info view (typically accessed from the Project Management module) has been revised to allow all employees to access this feature. This change allows all employees (not just supervisors) to quickly review 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. Please note that employees that do not have access to the Project Management module will have limited data editing capabilities in the Project Reference List's - Building Information view.

Proposals/Contracts
1. Five new hourly compensation data fields have been added to the Contract Information view. These fields conform with the five new Employee Titles that have been added to the Firm Information area of the program. See Firm Information section above for additional information. Please note that these compensation fields can remain blank if you do not implement the additional Employee Titles.

2. The "Client Type" field has been added to the available search criteria that can be used by individuals attempting to find specific proposal/contract records.

Submittals
1. The submittals module has been redesigned to allow the user to enter up to 12 line items for any single submittal record. This enhancement allows the user to group multiple submissions, received by or sent to the same individual/company, into one submittal log record.

For Example: Brick samples, masonry anchor details, and mortar samples submitted together by a masonry subcontractor can be grouped and tracked under one submittal record. Each item associated with a submittal log can be included as a separate line item and reproduced when a transmittal is created from the submittal record. Each line item can have an independent status of "Open" or "Closed". Select the "Details" button located adjacent to each submittal record to create/view line items associated with a submittal log.

2. The user will now be able to enter a "Submittal Number" for each submittal record created. Please note that the submittal number is automatically set to "Project # - Sequence #" (i.e. 94001-01, 94001-02) when each new submittal record is created. The user can revise the default data as required. A submittal number will be automatically placed in the "Remarks" field of a transmittal when it is created from a submittal record.

3. The user now has the ability to toggle between a "Condensed" and/or "Expanded" submittal list. The C0ondensed Submittal List will display up to 25 submittal logs per page. The Expanded Submittal List will display up to 7 submittal logs per page. Simple select the "Expand" or "Condense" button located at the top of the submittal list view.

Time Sheet - Weekly Logs
1. The program will now check each newly created time sheet record and warn the user if the week ending date is greater that 6 months from the current date. This added feature will help to ensure that employees are not entering time sheet data for a week that is a year (or many years) from the current date.

Time Sheet - Summaries
1. Charts that delineate various time sheet summary report data have been added to the Time Sheet Summaries module. The charts allow the user to compare summarized data in a graphical format rather than a columnar report format. These charts can be access by selecting the "View Chart" button located at the top of the various summary report views.

Travel Logs
1. The drop-down list for the Project No. field located on the Travel Log view will now be based on active projects and will list the project number and project title. Prior to this upgrade the drop-down list was based on previously entered data.

2. The alignment of the "Request Not Approved" check box has been revised on the printable Travel Expense Report view. This check box will now appear in the appropriate location.

Various Modules
1. The user can now create new correspondence letters, memos, transmittals, etc. without specifying a project number. Prior to this upgrade the user would not be allowed to continue creating a new record unless a project number was specified.

2. Various revisions to remove minor bugs and improve user interface.