Accounting Archives

Aptora Automated Recurring Billing

Aptora’s payment gateway, authorize.net, is capable of automatically charging your customers for you. When utilizing it, you must also let Total Office Manager know that these payments are going into your bank account so that your books are correct within Total Office Manager. You can do this utilizing memorized transactions within Total Office Manager. This is useful for alarm companies that charge monthly, but it’s also useful for other industries such as HVAC, Lawn Care, Pest Control, and more that charge monthly for their service agreement contracts.

I started with an estimate. I created an alarm monthly line item and it is set for $50/month. I plan on turning this estimate into a sale, so I set the estimate status to awarded, to flag it as such.

I used the prior estimate to generate a “sale”, not an invoice, by right-clicking the estimate, and choosing “sale”. It then pulled the line item from the estimate and put it into the above sale form. A sale means we will receive the money right away without having to log in to the Total Office Manager system to then choose “receive payment” or “batch e-pay” as you do with an invoice or a memorized invoice. Invoices are typically used when you plan on receiving the money at a later date. Like a net 30-day invoice pay me within 30 days. To be clear, since I plan on having authorize.net charge the customer for me, without me having to do anything, I want these to be “sales” not “invoices”.

Above, when generating the memorized sale, I set the reminder to “automatically enter”. It’s important to do this step. I checked the top as completed because I wanted to show you, that it populates a date completed record. This is useful for situations, where a customer might pay early for some reason, so even if they were supposed to pay on 5/1/23, but paid today on 4/20/23, I would see it as such, especially useful if your policy is that they pay for the first month upfront or maybe even pay for the last month upfront as well.

This is the memorized transaction master list. It can be used to show the alarm monthly’s for every customer I have in the database. There could be hundreds if not thousands of records here I can view showing me all the customers we charge on a periodic basis. When I double-click the record, it opens the memorized transaction again so that I can always edit it in the future if need be.

On the first of the month, or whenever I am able, I can go into Total Office Manager, and click the add deposits button, and I will receive an alert, saying I have undeposited funds to verify as accurate. It suggests clicking the payments tab, so I do that and show it in the next screenshot.

On any date after May 1st, this is going to show up as an undeposited fund. It’s money we have already received in our bank account, I want to let Total Office Manager know,
that it’s correct. When I do the check box, I’m letting it know its correct.

The above is an example of what you might see on the Authorize.net web portal and how you verify the money was paid per customer. They can also email you an Excel report on a scheduled basis for you to look over too. You also get a second excel report showing you any credit cards that were declined. You would want this open on your second monitor and you would verify that there is indeed a 5/1/2023 for Jonathan’s Coffee Shop.

(to better view this image, right-click it, and click open in a new window) Keep in mind, the history is all still there for the estimate I generated earlier, so for instance, when in the customer’s history screen, I can see in their estimate tab, that the estimate there was set as rewarded. If I were to view their sales tab, I would see the sale I just created too.

(to better view this image, right-click it, and click open in a new window) When 5/1/2023 occurs, notice how the $50 sale is there in the customer history screen. Another $50 sale should show up every month without you having to do anything else within Total Office Manager.

(to better view this image, right-click it, and click open in a new window) Also, please keep in mind that you can now view the history of the item, to see every sale, estimate, etc. that has occurred for this item. You can filter by quarter, last year, this year, etc. as well to view how successful you are selling this item this year vs last year. Are we growing this side of the business or are we shrinking?

Automated Recurring Billing
https://www.youtube.com/watch?v=A1lbPAH2MhM

Authorize.net – Automated Recurring Billing, Part 1
https://youtu.be/5QepP3fsIC8

Authorize.net – Automated Recurring Billing, Part 2
https://youtu.be/wq1-hVQZoJs

Flexible Automatic Payment Options
https://www.authorize.net/en-anz/resources/our-features/recurring-payments.html

– Jonathan Fayard

Chart of Accounts Numbering Convention

How to Number Your Chart of Accounts

A standard chart of accounts (or COA) is organized according to a numerical system. The Chart of Accounts numbering convention states that each major category will begin with a certain number, and then the sub-categories within that major category will all begin with the same number.

If assets are classified by numbers starting with the digit 1, then cash accounts might be labeled 101, accounts receivable might be labeled 105, inventory might be labeled 112, and so on. Whereas, if liabilities accounts are classified by numbers starting with the digit 2, then accounts payable might be labeled 201, short-term debt might be labeled 202, and so on.

Chart of Accounts – Numbering Convention Example

Starting #	Account Type*	Comments
1000	Bank
1100	Accounts Receivable
1200	Other Current Asset	This would contain your Inventory account
1300	Fixed Asset
1400	Other Asset
2000	Accounts Payable
2100	Credit Card
2200	Other Current Liability
2300	Long Term Liability
2500	Equity
4000	Income
5000	Cost of Goods Sold
6000	Expense	AKA: Overhead. Contains fixed and variable.
9000	Other Income
9500	Other Expense

Tips

These are the fifteen different account types found in Total Office Manager. Within each type, you would enter your own specific account. An example would be “Rent” or “Utilities”.

When entering your accounts, please be sure to separate each account by at least ten numbers (such as 1010, 1020, 1030, etc).

AR Aging Report Not Matching Balance Sheet

Top Reasons Your AR Aging Report Does Not Match Your Balance Sheet

There are several reasons the AR Aging report is not matching the Balance Sheet. Generally, it is a date timing issue. The Balance Sheet strictly looks at the transaction date while the AR Aging reports look at the transaction debit date, the transaction credit date, and the date the credit was applied to the debit transaction.

Here are the most common reasons the AR Aging Report does not match your Balance Sheet Report.

The AR Aging reports were not run with the same date parameters as the Balance Sheet.
Transactions affecting Accounts Receivable are out of balance in the General Journal.
Transactions affecting Accounts Receivable are missing from the General Journal.
Credit application dates are not in sync with General Journal transaction dates.
Accounts Receivable account is improperly being used in Invoice Item setup.
Accounts Receivable account is improperly selected on transactions.

AR Aging Not Matching Balance Sheet – Report Date Verification

When running the Balance Sheet and A/R Aging reports, please verify the dates on the two reports are the same. If you find the report dates to be different, re-run the reports with the same date parameters.

Out of Balance Transactions

Occasionally a transaction may become out of balance if it was not properly saved to the General Journal. Many factors can contribute to this behavior. There may have been a network disconnect in the middle of the save procedure, incomplete data, a power surge, etc. Total Office Manager has built in utilities to scan for these types of transactions. The Database Checkup utility is located under Tools | Utilities | Database Checkup. Run the scan for Out of Balance Transactions.

AR Aging Report Not Matching Balance Sheet Check — Checking the AR Aging Report

Locate any Invoices, Credits, or Payments and double click to open. Once in the transaction, right click and choose the option Find In GJ. A review of the General Journal entry may indicate why this transaction is out of balance. Typically, typing a space on the Internal Memo and resaving the transaction will update the General Journal entry. Once you have reviewed and resaved all located out of balance transactions, rerun the scan again to validate you have in fact corrected these entries.

Missing GJ Entries

For the same reasons as the out of balance scan, entries may also be missing from the General Journal. Running the scan for Missing GJ Entries will locate any records that are missing from the General Journal that impact accounting.

Locate any Invoices, Credits, or Payments and double click to open. Review each transaction and resave by typing a space on the Internal Memo to input into the General Journal. Once you have reviewed and resaved all located missing entries, rerun the scan again to validate you have in fact corrected these entries.

Incorrect Payment Applications

Many times the number one culprit of the reports not matching is improper payment application dates. There are many ways to review these entries. Review the A/R Payment Applications Review CDV will help to identify where payment application dates may cause discrepancies between the reports. Custom Data Views (CDV) are located under Reports | Custom Data Views. To access this Custom Data View, please navigate to Reports | Custom Data Views. Under the Data Views menu, select A/R Payment Applications Review. If you do not see A/R Payment Applications Review listed, please select Download/Update Views. Check the box next to A/R Payment Applications Review and click the Update Selected Views button. Once confirmation of download has been displayed, close the Custom Data View Download form and choose A/R Payment Applications Review from the Data Views menu.

Custom Report for A/R Aging Report Not Matching Balance Sheet — Custom Data View for Fixing the A/R Aging Report Not Matching Balance Sheet

When reviewing the transactions in the list, compare the Debit Date and Credit Date against the Date Applied. The Date Applied is to be the greater of the Debit and Credit dates. If you find a Date Applied that is incorrect, double click on the entry to open the Customer:Job record. Right click within the Customer:Job and choose the History option. Locate the Invoice or Sale on Sales tab, right click, and choose the option Adjust. Check the box next to the credit transaction and click the Delete and Close button.

Click on the Payments tab, right click and choose New. Locate the debit transaction and click on the line entry. There is no need to check the box. Click the Set Credit button in the lower left corner of the payments form. Ensure the Date Applied is the greater of the two dates. Click Save & Close on the credits form. Close out of the payment form. There is no need to save the payment. The credit application is saved when the credits form is saved and closed.

Item Account Setup

If Smart Account Selection Filtering turned off, it is possible to select an inappropriate account when setting up items. This could also lead to A/R Agint to not match the Balance Sheet

Open your Invoice Item List. Be sure that you have the Income Acct, COGS Acct, and the Asset Acct columns included in your list view.

Go through your list of items to be sure that the correct chart of account has been selected. You should only see “Income” type of accounts in the Income Acct column. You should only see Cost of Goods Sold accounts in the COGS Acct column. Don’t just rely on the name to indicate the COA type. If you are not sure, look at your Chart of Accounts list to double check names against COA types.

You may also review the Invoice Item Setup in the Custom Data Viewer.

Invoice Item Setup - Locate AR Aging Report Information — Locate AR Aging Report Information with the Custom Data Viewer

Improper Account Usage

We have commonly seen Accounts Receivable selected as the Discount Account on payment entries. We have commonly seen Bad Debt setup using an Accounts Receivable chart of account. Neither should be setup this way.

When using an Accounts Receivable type as type as a discount, no customer is associated with this record. Typically discount transactions affect an expense account type. Total Office Manager no longer allows for the selection of an Accounts Receivable account in the discount account selection on a payment. If the intent was to move the balance to a bad debt receivable account, it is customary to create an invoice item for bad debt which is tied to an expense account and use this item as outlined in the Help Topic: Bad Debt – Dealing with Collection Agencies.

Is it also possible that, at one time, certain items could have had an incorrect COA and have since been corrected. If the user did not click “Yes” to the “Update Historical” option, old transactions using these items would still be causing problems. Currently, there is no easy way to locate transactions that may have been created using items with an incorrect Chart of Account selection. If you believe that this may describe your problem, please contact technical support for more information.

A/R Aging Not Matching Balance Sheet – Additional Troubleshooting

If all the above have been reviewed, verified, and corrected, the next step would be to compare the A/R Aging customer balances to the Balance Sheet customer balances. The Register Accounts Receivable CDV can assist in summing the customer entries in the General Journal and allow for easier comparison to the AR Aging reports. Locate the Customer:Jobs that are different from one report to the next. Determine why the source of the discrepancy and correct as outlined in the Incorrect Payment Applications section.

This is an easy fix; however it is a very time consuming fix. Other than taking the time to analyze the records as outlined above, there is no “easy” button to correct this. Please remember that patience is a virtue and patience is the key.

Please note: The same steps would be taken for Accounts Payable if the amounts on the AP Aging Report did not match the Executive Summary or the Balance Sheet. You would just need to replace AR forms and functions with AP forms and functions and continue to follow the steps as outlined.

Accounting Review

If you are unable to locate the differences, or would like assistance in troubleshooting the reports and balances, our Accounting Review service may be the way to go. Many times we are asked, “But isn’t that why we have a support plan?” Our technical support is more for the software functionality than for dissecting the numbers. When there is question with where a number is coming from and it requires digging through financials that we are not familiar with, we do refer to the Accounting Review service for two reasons:

Our Accounting Review team is very thorough. Not only do they look for data anomalies, they document discrepancies, offer resolutions, explain a particular process or procedure that will prevent the reason for the accounting review referral.
Our Accounting Review team validates that the software is functioning as the software is intended to where accounting aspects are concerned. If a bug is determined to be the cause of the issue, they fully acknowledge as such and you do receive a credit of $150.00 per bug determined to be applied towards to review fees.

If you are interested in our Accounting Review service, please contact our Help Desk via phone (913-322-4666) or by email (helpdesk@aptora.com) for further direction.

How to Install and Use Contractor Compass Dashboards

Contractor Compass Introduction

Contractor Compass is a set of dashboards designed to offer business owners unparalleled insight into their business. These super dashboards are powered by EGIA Contractor University. By that, we mean they closely follow the recommendations and best practices taught by the teaching faculty at EGIA. That faculty includes Aptora’s president, James R. Leichter.

Please see our KB article titled Preparing Total Office Manager for Contractor Compass™.

System Compatibility

Currently, Contractor Compass is compatible as Windows Application only. At this time, it is not compatible with Apple (iOS) platform. Aptora recommends utilizing a work around by remoting into a computer that is running a Windows operating system or running a dual operating system on your Apple machine.

Minimum Microsoft Excel Versions Required

You must be using Excel 365 or Excel 2021 (32-bit or 64-bit). We use the FILTER function in many of our workbooks. The FILTER function is only available in Excel for Microsoft 365 and Excel 2021. In Excel 2019, Excel 2016 and earlier versions, it is not supported.

How the System Works

The system mainly consists of a desktop app and Microsoft Excel files. The Excel file is used to display your dashboard information. We have built two dashboards and there will be more to come. These will be offered for a nominal fee.

The Excel files are macro enabled and use the “.xlsm” file extension. They contain VBA source code that is used to securely connect to your Total Office Manager database. Once connected, the Excel file runs database queries called Views and Stored Procedures. These queries consume large amounts of information and place the data in a set of workbooks. This data is further processed using the power of Excel and fed into worksheets that are designed for presentation.

Why We Use Microsoft Excel

100% customization. Power software users demand extreme flexibility. They are always telling us they would like to see something different, and few people ever ask for the same thing. We built this system in MS Excel so that users could create nearly anything they wanted. MS Excel is the most popular spreadsheet software in the world. It is easy to learn and there is a lot of support for it.

Microsoft Excel along with Total Office Manager’s Microsoft SQL Server database, offer you complete and total access to your data and give you an almost unlimited opportunity to create any report imaginable.

Requirements

You will need to have Contractor Compass® and Microsoft Excel® version 2019 or 365 installed and fully updated. You will need to have an active support plan for Total Office Manager. You do not need to have Total Office Manager installed on the same computer. You ill need your original Total Office Manager serial number to install Contractor Compass. That can be found on your original invoice and the About box in Total Office Manager.

Security and Permissions

You must have a user name and password. You will use the same one that you use for Total Office Manager. You will need to have permission to launch the Contractor Compass.

In Total Office Manager, go to User List/Security form > double click on a user name > click Next > navigate to the Reports section. You should see an option called Company Dashboard. Click the box to select it. This gives the user permission to use the Contractor Compass Launcher app and therefor open any dashboard.

Installing the Dashboard Software

The following applies to both on-premises and hosted (cloud) users.

When you invest in this dashboard software system, you will immediately receive an email with a download link. The download is a zip file. That link will be live for thirty days, so you have plenty of time to download it.

Unzip the file called Contractor-Compass-Installer.zip, to a location of your choice and run the ContractorCompass.msi to install the software. The install is easy. You will basically need to click a few Next buttons and you should be finished. Please keep all the default settings, unless you have a good reason to change them.

Launching the Software

Double click on the Contractor Compass icon or search for the application using the Windows Search feature. If you do not see the icon, you can double click on the program file located at: “C:\Program Files (x86)\Aptora\Contractor Compass\ContractorCompassDashboardLauncher.exe”

Required Settings

The first time you run the app, you will be taken to the Settings page and asked to configure the program.

If Aptora hosts your software, please check the Is Hosted box. Otherwise, leave this unchecked.
- Only if Hosted: From the Host Name list, select a Host Name. You should only see one choice.
- Only if Hosted: Enter an Instance Name. The support department can provide you with this information.
- Only if Hosted: Enter a Port Number. The support department can provide you with this information.
Enter a Serial Number. This is the same serial number that you use for Total Office Manager. You can get this by opening the About box in Total Office Manager. Is is also on your Total Office Manager invoice.
Select a Server. This is the same server you would have selected using your Total Office Manager software program. See Configuration Tips below, for more information.
Select the Database (aka: Company File) you wish to connect to. If hosted, you will need to enter the name of the database you wish to connect to. Example: ABC Service Company
The Company Dashboard Path and Custom Dashboard Path should default to the correct locations. You should not have to change these settings.
Click the Submit button.

Configuration Tips

If you need to know more about your server and database, open Total Office Manager, click File > Company File Information > click the File Properties tab.
For all on premise installations, please enter your Total Office Manager found under Help | About.

Software File Locations

This information is FYI for technical users. Most users will not need to know this.

The software program files are installed here by default: C:\Program Files (x86)\Aptora\Contractor Compass
The data files are installed here by default: C:\ProgramData\Aptora\CCompass
The Excel dashboard files are located here by default: C:\ProgramData\Aptora\CCompass\Dashboards
Your custom Excel dashboard files should be placed here: C:\ProgramData\Aptora\CCompass\CustomDb

Launching the Dashboards

Click the View Dashboards button to see a list of available dashboards.
Double-click the dashboard of your choice. Excel will open and the data will start loading into the Workbook.

Important Notes

There may be a delay between your click and a progress bar opening, indicating that Excel is loading data. This delay can take several minutes, depending on how much data Excel is trying to load. If you accidently open two or more Excel files, you can just close them.
You see a warning from Microsoft Windows or Excel that you are opening a potentially unsafe file. Please click Ok or Continue. We have no way of preventing this warning. See Tips below, for more information.
Microsoft Outlook Conflict: It may not be possible to open MS Outlook when you are loading a dashboard. We are looking into this issue.

Understanding the Dashboard Information

We have added a large number of comments in the Excel files. Hover over the arrow as shown to see them. Check for a Tips or Preferences tab for other helpful information.

Fixing Wrong or Incomplete Information

Many users will notice problems related to inaccurate, incomplete, or missing data. It is essential that you are using Total Office Manager to its fullest extent otherwise you will not be able to get the most out of this system.

Unclassified Information

Unclassified means that no Department was selected on the Customer:Job. Unclassified is used in other places too, to indicate that some information was not selected.

Please read the following KB article and follow the steps very carefully. Preparing Total Office Manager for Contractor Compass™. Please see Related Topics below.

Customizing Your Dashboards

Start with a copy of an existing dashboard. Build your own files and place them in the custom file location. Your custom Excel dashboard files should be located here: C:\ProgramData\Aptora\CCompass\CustomDb

You must be comfortable with Microsoft Excel to make modifications or to build your own dashboards. You may also need to be familiar with VBA (Visual Basic for Applications). This is a type of source code and it is used extensively in our system. We have added robust comments in the source code to help developers.

Limited Support

Aptora Support agents will not be able to help you modify, alter, create, or fix custom dashboards or Excel files. They will not be able to help you understand or interpret the data presented in a dashboard. They cannot offer advice on what the various values should be other than direct you to existing documentation.

Aptora can refer you to trainers and or business consultants that you could hire to assist you.

Updating Contractor Compass

Click the Information icon or click the About button. You will be able to quickly see if there is an update available by looking for the Update Available label. Click the Check for Update to download and install it.

Caution: The update will overwrite the Excel files located in the Dashboards folder. If you modify a dashboard, you should make copies and use the copy for your own custom dashboard.

Tips

The Excel files must be launched (opened) from the Contractor Compass Launcher to load Total Office Manager data. The Contractor Compass Launcher uses a secure user name and password that it passes to the database before it can make a connection. You can open the Excel dash board files with Excel, but it will not load any information.
When you close Excel, you will be asked if you wish to save any changes, even when you did not really make any. The changes were related to the data being loaded. Saving allows you to open the Excel file directly from Excel and view the data that has been saved. If you made changes to formatting, you may wish to save those but be sure to make copies and use the copy for your own custom dashboard.
You see a warning from Microsoft Windows or Excel that you are opening a potentially unsafe file. This is because we are running macros and VBA code. Please see the KB article called Change Macro Security Settings in Excel.
If you see a red bar at the top of the Excel file, your computer security settings may be blocking the the file from running macros. This is a default setting when a file is downloaded from the internet. To unblock, you will need to edit the file properties and Unblock it. For more information on unblocking an Excel file, please review the article Macros from the internet will be blocked by default in Office.

Employee Efficiency CDV

Introduction to the Employee Efficiency CDV

Employee Efficiency CDV (Custom Data View) is a report that lists invoices, sales, and credits with the assigned work orders and labor hours associated. This CDV also contains columns to show efficiency of the time estimated from the work orders to the hours the technician worked to the time billed on invoices. The report has “drill down” capability to open the transaction record.

Form Access

From the main menu, click Reports | Custom Data Views

Update Your CDVs

Please be sure to update your CDVs. Go to the Custom Data Viewer menu (top left). Click Check for Updates.

Open the Employee Efficiency CDV

Then, in the Custom Data Viewer, click Data Views | Employee Efficiency

Custom Data Viewer - Employee Efficiency — Custom Data Viewer – Employee Efficiency

Columns and Data Definitions – Employee Efficiency CDV

Columns and data for the Employee Efficiency Custom Data View are outlined below:

Column Name	Form	Field	Notes
WO Technician	Work Order : General Tab	Assigned To
Tran No	Invoice/Sale/Credit/Estimate	Number
Tran Date	Invoice/Sale/Credit/Estimate	Date
Tran Type	Invoice/Sale/Credit/Estimate	Type located in Title Bar
WO Minutes	Work Order : General Tab	Duration	If the work order is a multiday, the minutes are the Duration for the employee where the work order is assigned to the transaction.
WO Hours	Work Order : General Tab	Calculated Field	WO Minutes divided by 60
TS Minutes	Timesheets	Calculated Field	Sum of hours times 60 for technician where the work order is assigned on timesheet entries and the work order is assigned to the transaction
TS Hours	Timesheets	Calculated Field	Sum of hours for technician where the work order is assigned on timesheet entries and the work order is assigned to the transaction
Billed Minutes	Invoice/Sale/Credit	Calculated Field	Sum of transaction labor minutes for all items that are service items marked as Used for Labor Only Note: Labor Minutes is an item preference which must be enabled and labor minutes allocated to the invoice items.
Billed Hours	Invoice/Sale/Credit		Sum of transaction labor minutes divided by 60 for all items that are service items marked as Used for Labor Only Note: Labor Minutes is an item preference which must be enabled and labor minutes allocated to the invoice items.
Total TS Hours	Timesheets	Calculated Field	Sum of hours for the transaction where the work order is assigned on timesheet entries and the work order is assigned to the transaction
Total TS Minutes	Timesheets	Calculated Field	Sum of hours times 60 for the transaction where the work order is assigned on timesheet entries and the work order is assigned to the transaction
% of Hrs	Timesheets	Calculated Field	Percentage of hours for technician divided by the total hours for the transaction where the work order is assigned on timesheet entries and the work order is assigned to the transaction
WO Minutes Difference	Work Order/Transaction	Calculated Field	Difference of WO Minutes minus TS Minutes
WO Hours Difference	Work Order/Transaction	Calculated Field	Difference of WO Hours minus TS Hours
Billed Minutes Difference	Timesheets/Transaction	Calculated Field	Difference of Billed Minutes minus TS Minutes
Billed Hours Difference	Timesheets/Transaction	Calculated Field	Difference of Billed Hours minus TS Hours
Emp % Mins Billed	Timesheets/Transaction	Calculated Field	Percentage of % of Hrs times Billed Minutes
Emp % Hrs Billed	Timesheets/Transaction	Calculated Field	Percentage of % of Hrs times Billed Hours
Billed Efficency %	Work Order/Transaction	Calculated Field	Results of % of Hrs times Billed Minutes divided by TS Minutes
Worked Efficency %	Work Order/Transaction	Calculated Field	Results of % of Hrs times TS Minutes divided by WO Minutes
Hours Match?	Timesheets/Transaction	Calculated Field	Comparison of WO Minutes and TS Minutes
Full Name	Work Order : General Tab	Associated Assigned To Employee
Employee Alias	Work Order : General Tab	Associated Assigned To Employee
First Name	Work Order : General Tab	Associated Assigned To Employee
Middle Initial	Work Order : General Tab	Associated Assigned To Employee
Last Name	Work Order : General Tab	Associated Assigned To Employee
Employee Number	Work Order : General Tab	Associated Assigned To Employee Number
Tran Subtotal	Invoice/Sale/Credit/Estimate	Subtotal
Tran Tax	Invoice/Sale/Credit/Estimate	Tax Total
Tran Total	Invoice/Sale/Credit/Estimate	Total
% of Total	Timesheets/Transaction	Calculated Field	Results of % of Hrs times Tran Total
TranBalance	Invoice/Sale/Credit/Estimate	Amount Due
Discounts	Invoice/Sale/Credit/Estimate	Calculated Field	Sum of all discount type line items within the transaction
Total + Discounts	Invoice/Sale/Credit/Estimate	Calculated Field	Difference of Tran Total minus Discounts
% of Total w Discounts	Timesheets/Transaction	Calculated Field	Results of % of Hrs times Total + Discounts
Tran Cost	Invoice/Sale/Credit/Estimate	Calculated Field	Sum of transaction cost for all items that are not service items marked as Used for Labor Only.
Labor Cost	Invoice/Sale/Credit/Estimate	Calculated Field	Sum of timesheet hours times hourly rate where the Work Order is assigned to the Timesheet for the technician. These rates may be reviewed in the Job Costing Time Sheet Details CDV.
Labor Liab	Invoice/Sale/Credit/Estimate	Calculated Field	Sum of timesheet hours times current rate plus hours times current liability where the Work Order is assigned to the Timesheet for the technician. These rates may be reviewed in the Job Costing Time Sheet Details CDV.
Total Labor	Invoice/Sale/Credit/Estimate	Calculated Field	Sum of Labor Cost plus Labor Liability
Labor Burden	Invoice/Sale/Credit/Estimate	Calculated Field	Value set under Edit \| Preferences \| Customer:Jobs \| Company Preferences \| Apply Labor Burden to Job Costing
Total Labor Burden	Invoice/Sale/Credit/Estimate	Calculated Field	Sum of Labor Cost plus Labor Liability plus Labor Burden times Total Labor
% of Total Cost	Timesheets/Transaction	Calculated Field	Results of % of Hrs times Tran Cost
Total Cost w Labor	Invoice/Sale/Credit/Estimate	Calculated Field	Sum of % of Total Cost plus Total Labor Burden
GP $	Invoice/Sale/Credit/Estimate	Calculated Field	Difference of % of Total w Discounts minus Total Cost w Labor
GP %	Invoice/Sale/Credit/Estimate	Calculated Field	Results of Total Cost w Discounts divided by % of Total w Discounts
Cust:Job Name	Invoice/Sale/Credit/Estimate	Customer:Job Name
Cust:Job Display Name	Invoice/Sale/Credit/Estimate	Customer:Job Full Name
Sales Rep	Invoice/Sale/Credit/Estimate	Tran Sales Rep
Sales Rep Alias	Invoice/Sale/Credit/Estimate	Associated Customer:Job Sales Rep Alias
Sales Rep First Name	Invoice/Sale/Credit/Estimate	Associated Customer:Job Sales Rep First Name
Sales Rep Last Name	Invoice/Sale/Credit/Estimate	Associated Customer:Job Sales Rep Last Name
Tran Department Display	Invoice/Sale/Credit/Estimate	Tran Header Dept Full Name
Tran Department Name	Invoice/Sale/Credit/Estimate	Tran Header Dept Name
Tran Department Alias	Invoice/Sale/Credit/Estimate	Tran Header Dept Alias
Tran User Created	Invoice/Sale/Credit/Estimate	Transaction Security Label
Tran Date Created	Invoice/Sale/Credit/Estimate	Transaction Security Label
Tran User Revised	Invoice/Sale/Credit/Estimate	Transaction Security Label
Tran Date Revised	Invoice/Sale/Credit/Estimate	Transaction Security Label
Bill To Address	Invoice/Sale/Credit/Estimate	Bill To Address
Bill To Address2	Invoice/Sale/Credit/Estimate	Bill To Address2
Bill To City/State/Zip	Invoice/Sale/Credit/Estimate	Bill To City, State, Zip
Bill To County	Invoice/Sale/Credit/Estimate	Bill To County
Bill To Country	Invoice/Sale/Credit/Estimate	Bill To Country
Bill To Subdivision	Invoice/Sale/Credit/Estimate	Bill To Subdivision
Work Address	Invoice/Sale/Credit/Estimate	Work Address
Work Address2	Invoice/Sale/Credit/Estimate	Work Address2
Work City/State/Zip	Invoice/Sale/Credit/Estimate	Work City, State, Zip
Work County	Invoice/Sale/Credit/Estimate	Work County
Work Country	Invoice/Sale/Credit/Estimate	Work Country
Work Subdivision	Invoice/Sale/Credit/Estimate	Work Subdivision
TranID	Invoice/Sale/Credit/Estimate	Table ID of Transaction
EmployeeID	Employee	Table ID of Employee
CustID	Customer:Job	Table ID of Customer:Job
Generated Date	Custom Data Viewer	****	Date the CDV data was generated
Generated Time	Custom Data Viewer	****	Time the CDV data was generated

PO Reimbursables CDV

Type: Custom Data View

Reports Included: No

Description: List of purchase order items with a customer selected on the line entries and associated purchasing and invoicing transactions. This CDV is good for making sure the items you have purchased for a specific job have been received and subsequently invoiced. The use of the reimbursables feature on invoices is required to show the invoiced transactions.

Drill Down: Yes, opens purchase order.

Columns and data for the PO Reimbursables Custom Data View are outlined below:

Column Name	Form	Field	Notes
Item Name	Purchase Order	Line Item Name
PO Item Qty	Purchase Order	Line Item Qty
PO Item Cost	Purchase Order	Line Item Rate
PO Item Amount	Purchase Order	Line Item Amount
Item Manufacturer	Item	Equipment Manufacturer
Item Equip Type	Item	Equipment Type
Item Type	Item	Type
PO Vendor Name	Purchase Order	Vendor
PO Number	Purchase Order	Number
PO Date	Purchase Order	Date
PO Expected Date	Purchase Order	Expected Date
PO Memo	Purchase Order	Memo
PO Closed?	Purchase Order	Header Closed
PO Vendor Address	Purchase Order	Vendor Address
PO Vendor Address2	Purchase Order	Vendor Address 2
PO Vendor City/State/Zip	Purchase Order	Vendor City, State, Zip
PO Ship To Name	Purchase Order	Ship To Name
PO Ship To Address	Purchase Order	Ship To Address
PO Ship To Address2	Purchase Order	Ship To Address
PO Ship To City/State/Zip	Purchase Order	Ship To City, State, Zip
Customer:Job Name	Purchase Order	Line Item Customer:Job Name
Customer:Job Display	Purchase Order	Line Item Customer:Job Full Name
PO Item Description	Purchase Order	Line Item Description
PO Line Item Order	Purchase Order	Line Item Order
PO Qty Rcvd	Purchase Order	Line Item Received Qty
PO Item Closed?	Purchase Order	Line Item Closed
Receipt Date	Item Receipt/ Bill / Check /Credit Card Charge	Receipt Date
Receipt Type	Item Receipt/ Bill / Check /Credit Card Charge	Receipt Transaction Type
Receipt Ref #	Item Receipt/ Bill / Check /Credit Card Charge	Receipt Reference #
Receipt Qty	item Receipt/ Bill / Check /Credit Card Charge	Receipt Qty
Receipt Warehouse	Item Receipt/ Bill / Check /Credit Card Charge	Line Warehouse
Receipt Serial Number	Item Receipt/ Bill / Check /Credit Card Charge	Reference Number
PO Item Department Name	Purchase Order	Line Item Dept Name
PO Item Department Display	Purchase Order	Line Item Dept Full Name
Reimb?	Purchase Order	****	This field will be Yes if the line has been place on an invoice or sale using the Reimbursables option from an invoice or sale.
Invoiced?	Invoice or Sale	****	This field will be Yes if the PO Line Item has been invoiced.
Invoice Date	Invoice or Sale	Associated Invoice/Sale Date
Invoice Number	Invoice or Sale	Associated Invoice/Sale Number
PO Item WO Number	Purchase Order	Associated WO Number
PO Item WO Status	Purchase Order	Associated WO Status
PO Item WO Date	Purchase Order	Associated WO Date
POItemID	Purchase Order	Table ID for PO Item Line
ItemID	Item	Table ID for Item
POID	Purchase Order	Table ID for Purchase Order
CustID	Customer:Job	Table ID for Customer
DeptID	Department	Table ID form Department
WOID	Work Order	Table ID for Work Order
BillID	Item Receipt/ Bill / Check /Credit Card Charge	Table ID for Transaction
InvoiceID	Invoice or Sale	Tabble ID for Transaction
VendorID	Vendor	Table ID for Vendor

Preparing Total Office Manager for Contractor Compass™

Contractor Compass™ – Super Dashboard

Our initial release includes a company-wide dashboard. Additional dashboards are available for additional investments. The company-wide board also contains sub-boards for each division and department.

Contractor Compass makes extensive use of the vast accounting system that makes up the foundation of Total Office Manager. Aptora’s Total Office Manager is a true all-in-one management system, meaning it is not hobbled by being a QuickBooks band-aid addon. The dashboards can access every corner of the database and makes use of all information in real-time.

Most of the information that Contractor Compass needs will come from everyday bookkeeping and accounting work. There are some fields within the software that were added or modified for use with Contractor Compass.