NEW FEATURES ADDED FOR VERSION 2.86 - Released 12/12/02

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 tech support.

Please note that some ArchAdministrator users have been working with "Version 2.86 Prelim" for several weeks and that some of the features listed in these upgrade notes may already be in use.

New Upgrade Installation Procedure!!!
A new upgrade installation procedure has been added to ArchAdministrator that allows our development team to incorporate scripts and macros into downloaded upgrade files that will automatically perform structural changes to existing databases. 

For example: The user will no long have to manually modify, add, delete, etc. database fields. This process will now be incorporated into the downloaded upgrade file and thus eliminate the need for the typical 20 minute technical support call previously required when upgrading ArchAdministrator.

PLEASE NOTE: You must run the upgrade installation on a computer that has Approach Version 9.7 (or better) in order to take advantage of this new feature. You can obtain Lotus SmartSuite 9.7 (w/Approach) via various software sales sites on the internet or you can purchase it directly thru PS Software Solutions. See System Pricing for current Lotus software pricing and availability. 

File Linking and Embedding- New Feature!!!
A new file linking and embedding feature has been added to the recently added Attachments module and has been designed to simplify the task of linking or embedding an unlimited number of files to any project, correspondence, invoice, travel log, field report, etc. This powerful new feature has been incorporated into all existing ArchAdministrator modules and allows the user to do the following:

* store and organize graphic, CAD and PDF files; word and spreadsheet documents, etc.
* link/embed an unlimited number of files to any letter, memo, submittal, field report, etc.
* search for and organize the linked/embedded files by; project, date, category, detailed description
* view, modify and/or print files using the source file's native program

The new file Linking and Embedding feature allows the user to store a wide variety of file types (i.e., graphic images, CAD drawings, word documents, PDF files and more) Linked/Embedded files are automatically stored in their native program's format and when accessed will automatically open the file's associated program for viewing, revisions, printing, etc.. The following list illustrates how ArchAdministrator users can utilize the new Linking/Embedding feature to store, link, and sort: 

* digital camera images or scanned photos associated with a project, field report, site visit, etc.
* additional correspondence files created in other word processor or spreadsheet programs
* construction documents stored in CAD files created in programs like Autocad, MicroStation, etc. 
* HTML or PDF files downloaded from product manufacturers' Web sites and much more

Using the "Paste" option will cause the Attachment Images database DBT file to increase in size because you are actually copying/embedding the entire source file into the database. Changes to the source file will have no effect on the file data that has been embedded into the Attachment Images database and vis versa. Deleting the source file will not delete the embedded data stored in the Attachment Images database and vis versa. 

Using the "Paste Link" option will NOT cause the Attachment Images database DBT file to increase in size very much because you are only storing/embedding the source file's location/path into the database. Changes to the source file will effect what is displayed when viewing the file contents using the Attachment Images module and vis versa. Deleting or moving the source file will create a broken link in the Attachment Images database. Therefore, deleting or moving the source file after it has been linked in the Attachment Images database is not recommended.

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. Or by selecting "Open Attachment Images Database" from the "Tools" menu located at the top of the Main Menu view.

Accounting Transactions
1. A new sort function has been added to the "List of Transactions" view. The user can now sort the Transaction List by "Date Posted" in ascending or descending order. Simply click on the underlined column title "Date Posted" and select ascending or descending from the message prompt.

2. New sort functions have been added to the "Recurring Account Payables" area of the Accounting module. The user can now sort recurring payable records by "Pay To" and "Category" fields in ascending or descending order. Simply click on the "Pay To" or "Category" button located at the top of the "Recurring Account Payables" view and select ascending or descending when prompted.

Accounting Reports
1. New detailed and condensed profit/loss summary reports have been added to the Accounting Reports module. This feature allows the user to view/print a summary delineating payments/receipts and profits/losses for all accounts and all in one report. The report summarizes transactions by Account Name, Payment Category, and receipt Payee for any specified reporting period. The report also delineates total profit/loss for each account and total combined profit/loss for all accounts listed in the report. The user can view/print the report as Detailed (each transaction listed) or Condensed (category/payee totals listed). The user can access the reports by selecting "Detailed and Condensed Profit/Loss Reports" from the Accounting Reports menu.

Billing Invoices
1. A new "Balance to Completion" summarizing option has been added to the "Project Payment Summary" in the Billing Invoice module. This feature allows the user to calculate the "Balance to Completion" column utilizing values in the "Received to Date" or "Invoiced to Date" columns. Simply select(check) which calculation method you would like to use.  Prior to this upgrade the "Balance to Completion" column was only calculated using "Received to Date" values.

2. Terminology used in the "Reimbursables Worksheet" view has been revised to accurately depict the values listed in the "Billable Provided" column. Prior to this upgrade the column title appeared as "Actual Provided". The change has been implemented due to the Billable/Non-Billable options that are now available for Postage/Delivery expenses in the Transmittal module and Travel/Itemized expenses in the Travel Logs module. (See "Transmittals" and "Travel Logs" sections below.)

3. Changing font size for an "Actual Invoice" will now also change the size of all text appearing on the invoice. Prior to this upgrade Addressee, Invoice Date, Proj. Reference text, etc. was not updated to reflect the change in font size. Please Note: Font size for "Descriptive Subtext" will always default to 2 points smaller than the font size specified by the user.

4. An alternate (left justified) format for Addressee, Invoice Date and Proj. Reference text has been added to the Actual Invoice view. This feature allows the user to relocate Project Reference text to the left margin of the Professional style invoice. Please note that rearranged text may overlap the header graphic for some firms' letter head styles.  The user can select this alternate format by selecting "Alternate Invoice Text Format" from the "Tools" menu located at the top of the "Billing Invoice Menu" view.

Correspondence - Outbound
1. An "Other" category has been added to the "Type" of correspondence record. This feature allows the user to specify custom titles for the type of correspondence record (i.e. R.F.I., R.F.P.). Please note that "Letter" is still the only correspondence type that will allow the user to create a multi-page correspondence.

2. The "Print Attach" button has been set to non-printing for all printable letters, memos, fax cover pages, etc.. Prior to this upgrade the "Print Attach" button would appear on printed correspondence.

Project Reference List (F5 function key)
1. The user can now view/print the Project Reference List summarized by project manager name or not. Simply select which version of the list you would like to view/print when prompted.

Proposals/Contracts
1. A powerful new feature has been added to the Breakdown Charts for Proposals/Contracts. The user can now generate pie charts that delineate percentages based on "Actual Receipts" logged in the accounting module. The user can obtain this new pie chart in addition to original pie charts based on "Constr.Cost" and "Actual Count" by selecting "View Breakdown Charts for Proposals/Contracts", entering search criteria and selecting one of the three chart types from the second search criteria view. Please note the user can also limit projects included in the pie chart to a specific year or leave the "Year" field blank to find all proposal/contract records matching the entered search criteria. 

2. A new "List of Proposals" view has been added to the Proposal/Contract module. This view delineates a list of Proposals/Contracts for the current found set of records. The list can be sorted by various column titles in ascending or descending order. Simply click on the underlined column title to sort the list.

3. The consultant name linking feature added to the "Consultant Fee Breakdown" view in Upgrade 2.84 has been revised to improve user interface and disassociate client/contact records from consultants specified in the Proposal/Contract module. Prior to this upgrade, changes to (or deletion of) a linked contact in the Clients/Contacts module would effect the historical data stored in the Proposal/Contract for the linked consultant. Now, changes to (or deletion of) a specified consultant's contact record will not effect the consultant's name and address stored in the Proposal/Contract record and vis versa.

Submittals
1. The sender/recipient contact linking feature has been revised to improve user interface and disassociate client/contact records from the sender/recipient specified in the submittal log. Prior to this upgrade, changes to (or deletion of) a linked contact in the Clients/Contacts module would effect the historical data stored in the submittal log for the linked sender/recipient. Now, changes to (or deletion of) a linked contact record stored in the Clients/Contacts module will not effect the sender's/recipient's name and address stored in the existing submittal log and vis versa.

Time Sheet Weekly Logs
1. The user can now specify the Week Ending Date that he/she would like to appear on a duplicated weekly time sheet record. Prior to this upgrade the Week Ending Date would automatically default to the next highest week ending date for the employee specified.

Transmittals
1. A new "Billable" checkbox has been added to the "Transmittal Info" and "List of Transmittals" views for "Delivery Costs". This new feature allows the user to specify whether the postage/delivery expense associated with the transmittal record is to be considered billable or non-billable. Please note that all postage/delivery expenses logged prior to this upgrade have been set to "Billable" status. Only billable postage expenses will be incorporated into the Reimbursables Worksheet in the Billing Invoice module.

2. New sort functions have been added to the "List of Transmittals" view. The user can now sort transmittal records by Job Number and Date fields in ascending or descending order. Simply click on the "Job" or "Date" button located at the top of the "List of Transmittals" view and select ascending or descending when prompted.

Travel Logs
1. A new "Billable" checkbox has been added to the "Travel Expense" view for mileage expenses and itemized expenses. This new feature allows the user to specify whether the mileage/itemized expenses associated with the Travel Log are to be considered billable or non-billable. Please note that all mileage/itemized expenses logged prior to this upgrade have been set to "Billable" status. Only billable mileage/itemized travel expenses will be incorporated into the Reimbursables Worksheet in the Billing Invoice module.

2. New sort functions have been added to the "List of Travel and Expense Logs" view. The user can now sort travel log/expense records by Job Number, Date, Location and Reason for Travel in ascending or descending order. Simply click on the underlined column titles located at the top of the "List of Travel and Expense Logs" view and select ascending or descending when prompted.

3. A bug has been fixed in the employee "Reimbursement Summary" report. The "Reimbursed" amounts listed in the report will be the sum of ALL transaction items logged in the Accounting module that match the tracking number for the travel record listed in the report. Prior to this upgrade the value delineated in the report would only include the first transaction item logged in the Accounting module.

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