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  • Software Setup & Installation – This section contains topics related to setup, installation troubleshooting, hosted configurations, updates, etc.
    • New Company Wizard
    • Check Web For Update
    • Fixing Common Setup Problems – We show you how to locate a fix the most common software setup issues.
    • Installation – Networking
    • Installation Error Codes
    • Installation Troubleshooting
    • Mapping Drives for Network Shares in Aptora Hosted
    • Configuring Aptora Hosted for Windows OS
    • Preparing Total Office Manager for Contractor Compass™
    • Configuring Aptora Hosted for macOS
    • How to Install and Use Contractor Compass Dashboards
    • Who Do I Contact?
  • Importing, Exporting & Migrations – This section covers topics related to importing and exporting. Data migration topics would also be in this section.
    • Importing – Timesheets
    • Importing Data Into Total Office Manager
    • Importing Flat Rate Plus for Aptora Hosted Solutions
    • Importing Flat Rate Plus™ Data into Total Office Manager
  • Navigation & Searching – Covers basic navigation, user interface, locating information, shortcuts, searching, and tips related to finding your way around the software.
    • Advanced Search
    • Find As You Type
    • Keyboard Shortcuts
    • Workflow Navigator
    • List Management – Filter Center
    • List Management – Quick Filter
    • List Management – Smart Lists
  • Tools & Utilities – This section contains topics related to company features like assets, database checkups, maintenance, reminders, etc.
    • Company Information
    • Asset Manager
    • Audit Trail
    • Standard Calculator
    • Custom Footers List
    • Document Manager (how to use it)
    • Email Setup for Total Office Manager
    • Fixed Assets
    • Loan Amortization Calculator
    • Phone Message List
    • Caller ID – Phone Monitor
    • Reminder Items List
    • Reminder List
    • Repeat Appointments
    • Work/Ship Method
    • Zip Code Lookup
    • Utilities – Overview
      • Database Checkup Utility
      • Mark Items to be Sold Utility
      • Bulk Customer Inactivation Utility
      • Update Sales Departments Utility
      • Missing Department Entries
      • Remove Telephone Formatting Utility
      • Locate/Merge Duplicate Customer:Jobs Utility
      • Fix Address Fields Utility
  • Security, Users, & Preferences – This section contains topics related to users, preferences, security settings, audit trail, etc.
    • Administrator Bypass Authorization
    • Granting Permission to Users
    • Preferences – Appearance
    • Preferences – Appointments
    • Preferences – Auto-Recall
    • Preferences – Caller ID
    • Preferences – Chart of Accounts
    • Preferences – Checking
    • Preferences – Company
    • Preferences – Customer:Jobs
    • Preferences – Cutoff Date
    • Preferences – Deposits
    • Preferences – Deposits
    • Preferences – Items
    • Preferences – Login
    • Preferences – Overview
    • Preferences – Pay Bills
    • Preferences – Payroll
    • Preferences – Purchase Orders
    • Preferences – Quick Filter
    • Preferences – Refresh
    • Preferences – Reports
    • Preferences – Sales Tax
    • Preferences – Sales/Invoices/Estimates
    • Preferences – Security
    • Preferences – Service Agreements
    • Preferences – Vendors
    • Preferences – Web Updates
    • Preferences – Work Orders
    • Preferences – Zip Codes
    • List and Form Speed Optimization
    • Total Office Manager User List
  • Employees & Payroll – This section contains topics relating to employees, timesheets, HR related tasks and payroll processing.
    • Employees
    • Employee Type
    • Employee List
    • Setting up a Payroll System from Scratch
    • New Employee Setup
    • Employee Efficiency – Assign Hours
    • Form 940 (Annual FUTA Tax Return)
    • General Overview of Setting Up Payroll
    • History Form (customer:job, vendor, and employee)
    • IRS Form 1099 and 1096
    • Pay Payroll Liabilities Form (usage)
    • Paycheck List
    • Employee Time Off Adjustments
    • Filling Out Form 941 (step by step)
    • Find Tax Form
    • Form 941 (Quarterly Federal Tax Return)
    • Pay Group List
    • Pay Period
    • Paycheck Details Form
    • Payroll Employee Setup Templates
    • Process Pay Group
    • Process Paychecks
    • Taxes Tab
    • Time Off Tab
    • Payroll Liability Adjustment
    • Payroll Liability Balances
    • Payroll Liability Refund Deposit
    • Payroll Paystub (from Paycheck)
    • Payroll Summary
    • Payroll Taxes by City or Local Municipality
    • Unemployment Tax Rates
    • W-3 Form Completion
    • Workers’ Compensation
    • Direct Deposit – ACH File List
    • Direct Deposit Company Setup
    • Direct Deposit Company Setup List
    • Process Direct Deposit
    • Certified Payroll
  • Customer Equipment & Service Agreements – This section covers topics related to customer equipment, service agreements, renewals, etc.
    • Service Agreements (adding and editing)
    • Service Agreement List
    • Service Agreements List (how to use it)
    • Service Agreements – Using the Batch Renewal Utility
    • Managing & Renewing Service Agreements (non batch renewal)
    • Service Agreements – Escrow Accounting
    • Customer Equipment (adding and editing)
    • Customer Equipment List
    • Equipment Type List
  • Sales & Use Tax – This section covers topics related to sales tax setup, usage, and troubleshooting.
    • Pay Sales Tax Liability
    • Sales Tax Code
    • Sales Tax Code List
    • Sales Tax Item Groups
    • Sales Tax Item List
    • Sales Tax Items
    • Sales Tax Liability Adjustment
    • Preferences – Sales Tax
  • Invoice Items & Inventory Management – This sections contains help topics on items, purchase orders, inventory adjustments, price levels, item aliases, barcoding, reordering, warehouses, etc.
    • Adding Invoice Items – Discount
    • Adding Invoice Items – Group
    • Adding Invoice Items – Inventory Part
    • Adding Invoice Items – Non-Inventory Part
    • Adding Invoice Items – Other Charge
    • Adding Invoice Items – Payment
    • Adding Invoice Items – Serialized
    • Adding Invoice Items – Service
    • Adding Invoice Items – Service Agreement
    • Adding Invoice Items – Subtotal
    • Deleting Inventory Items
    • Inventory Adjustment and Review
    • Inventory Assembly Items
    • Inventory by Warehouse
    • Inventory By Warehouse Bins CDV
    • Inventory Valuation Methods
    • Inventory History
    • Inventory Item Adjustment (Non-Serialized)
    • Inventory Item Adjustment (Serialized)
    • Invoice Items List
    • Inventory Markup Table List
    • Inventory Re-Ordering
    • Inventory Replenishment (reorder)
    • Inventory Sales Activity
    • Inventory Transfer
    • Inventory Valuation
    • Invoice Item List
    • Invoice Items – Changing Chart Of Account Selections
    • Invoice Items – Overview
    • Using Invoice Item Aliases (alternative part numbers)
    • Item Category List
    • Item History
    • Item Lookup
    • Item Receipt List
    • Item Reservations
    • Item Update Historical Transations
    • Items – Qty Checking
    • Labor Minutes
    • Price Method Types Explained
    • Markup vs Gross Profit Margin Table
    • Markups List
    • Physical Inventory Add Sheet
    • Physical Inventory Work Sheet
    • Price Level
    • Price Level List
    • Printing and Using Bar Codes
    • Resetting Inventory Counts
    • Serial Numbers List
    • Zone Pricing – Setup & Usage
    • Unit of Measure (UOM)
    • Update Retail Price Utility
    • Warehouse List
  • Vendors & Accounts Payable – This section contains topics related to vendors, bills, item receipts, etc.
    • Purchase Orders
    • Purchase Orders – New PO
    • Purchase Orders – PO List
    • Receive Items (Without a Bill)
    • Receive Items and Enter Bill Form
    • Purchase Order Tab Delimited File Format
    • Purchase Order (PO) – History
    • Adjust Bill Discounts and Credits
    • Bill History Form
    • Bill List
    • Direct Deposit Setup – Vendor
    • Enter Bill for Received Items
    • Receive Payments List (how to use the list)
    • Entering Bills
    • Entering Credit Card Charges
    • Entering Credit Card Credits
    • Entering Credits – Vendor Credit List
    • History Form (customer:job, vendor, and employee)
    • Pay Bills
    • Pay Credit Card
    • Pay Credit Card (Partial Payment)
    • Payment Terms List (customers and vendors)
    • Preferences – Vendors
    • Printing Batch Vendor Checks
    • Terms – Payment
    • Vendor Form – Address Info Tab
    • Vendor Form – Contacts Tab
    • Vendor Form – Overview
    • Vendor Form – Additional Info Tab
    • Vendor List
    • Vendor Types List
    • Warranty Work and Reimbursement Management
    • Write Checks to Pay Bills and Expenses (how to create and edit)
  • Accounting & Banking – This section contains topics related to journal entries, deposits, checks, credit cards, account registers, reconciliations, etc.
    • Divisions and Departments (departmentalization)
    • Chart of Accounts – Overview
    • Chart of Accounts List
    • Preferences – Chart of Accounts
    • General Journal
    • Trial Balances
    • Account Register
    • Account Summary by Type
    • Adjusting Journal Entries
    • Budget Adjustment Calculator
    • Check List
    • Creating, Editing, and Importing Budgets
    • Creating and Using a Warranty Reserve
    • Electronic Transactions – Credit Card Troubleshooting
    • Electronic Transactions – Credit Cards
    • EnerBank USA Financing Setup and Usage
    • Finance Charges Settings
    • Gross Profit Per Person Day KPI
    • Making a Bank Deposit
    • Manual Deposits List
    • Positive Pay™ for Checking and Bill Paying
    • Preferences – Deposits
    • Reconcile Bank Accounts (Part 1 of 2)
    • Reconcile Bank Accounts (Part 2 of 2)
  • Scheduling & Dispatching – This section contains topics related to the schedule board, appointments, work orders, dispatching, etc.
    • Schedule New Appointments
    • Appointment List (managing appointments)
    • Preferences – Appointments
    • Repeat Appointments
    • Custom Work Order
    • Duplicate a Work Order
    • Repeating and Multi-Day Work Orders
    • Work Order Costing
    • Work Order History
    • Work Order List
    • Work Order Form – Overview
    • Work Order Types List
    • Schedule Board Basics
    • Schedule Board Options
    • Schedule Profile List
    • How to Use the Scheduling Wizard
    • How to setup GPS Tracking
    • Job Status
  • Customers & Accounts Receivable – This section contains topics related to customers, sales, invoices, payments, finance charges, statements, etc.
    • Estimates (Sales Proposals)
    • Payment Method List
    • Assessing Finance Charges
    • Managing Change Orders to Jobs
    • Creating and Printing Client Statements
    • Progressive Billing – Create an Invoice From Estimate
    • Custom Template for Invoice/Sale/Credit/Estimate
    • Customer/Vendor Message List
    • Customer Type List
    • Customer:Job List (how to use it)
    • Customer:Job Form – Additional Info Tab
    • Customer:Job Form – Address Info Tab
    • Customer:Job Form – Contacts Tab
    • Customer:Job Form – Info Tab
    • Customer:Job Form – Overview
    • Customer:Job Form – Payment Info Tab
    • Customer:Job Sub Account (adding jobs or child accounts to customers)
    • Electronic Transactions List
    • History Form (customer:job, vendor, and employee)
    • How to Purchase and Activate the AIA Billing Software Feature
    • Point of Sale (POS) – Setup
    • Point of Sale (POS) – Usage
    • Invoice/Sale/Credit/Estimate List
    • Invoices/Sales/Credits/Estimates List Report
    • Locate/Merge Duplicate Customer:Jobs Utility
    • Printing Batch Credit Memos
    • Printing Batch Invoices
    • Printing Sales Forms
    • Printing Batch Sales (Cash) Receipts
    • Receive Payments from Customers (how to do it)
    • Reimbursables List
    • Sales Forms – Overview
    • Terms – Payment
    • Setup and Usage of Customer Locations
    • User Defined Fields (UDF)
  • Reports – This section contains help topics for all reports.
    • Building Custom Reports and Custom Styles
    • Dashboards
      • Executive Summary Report
    • Financial Reporting – Financial statements including: Income statement, balance sheets, statement of cashflows, statement of owner’s equity. This also includes financial reports.
      • Income Statement – Condensed
      • Income Statement by Department Wide Report
      • Balance Sheet Report
      • Balance Sheet – Dollar Comparison Report
      • Balance Sheet – Percent Comparison Report
      • Financials – Budget Report
      • Statement of Cash Flows Report
      • Financial Ratio Analysis
    • Company
      • Purchasing – This section contains help topics for all reports.
        • A/P Aging Detail Report
        • A/P Aging Summary Report
        • Vendors
          • Bills List Report
      • Assets
        • Assets List Report
        • Lists
      • Security
        • Advanced Security Report
      • Items
        • Inventory Profitability Report
        • Item Groups Report
    • Scheduling and Dispatching – Reports related to the schedule board, scheduling, work orders, and appointments
      • Work Order & Appointments – This section contains help topics for all reports.
      • Work Orders List Report
      • Appointment List Report
      • Custom Work Order Reports
      • Employee Schedule Report
    • Sales & Revenue Reports – Sales and revenue related reports.
      • Invoice Analysis Report
      • Approval Sheet (for sales)
      • A/R Aging Detail Report
      • A/R Aging Summary Report
      • Sales By Customer Report
      • Open Invoices Report
      • Sales By Customer Type Report
      • Sales By Department Report
      • Sales by Foreman Report
      • Sales By Item Category
      • Sales by Item Detail Report
      • Sales By Region Report
      • Sales By Salesperson
      • Sales by Technician
    • Payroll – Payroll setup, processing, paychecks, and all other payroll related reports.
      • Payroll Item Detailed History Report
      • Employee Time Sheet Report
      • Time Off History Report
      • Certified Payroll Register Report
    • Contacts & Jobs – Contacts lists, jobs, job costing, contact logs, customer lists, service agreements, customer equipment, and more.
      • Contact Lists – Customer, jobs, employee, and vendors contact lists.
        • Vendor Contact List Report
        • Contacts by Marketing Source Report
        • Contacts by Region Report
      • Jobs & Job Costing
        • Job Costing Overview Report
        • Job Costing Summary Report
        • Job Costing Report
        • Reimbursables Report
        • Missing Invoices on Work Orders Report
      • Contact Log (Employee) Report
      • Contact Log (Vendor) Report
      • Contact Log (Customer) Report
      • Contact Log (Company) Report
      • Contact Log (Asset) Report
    • Accounting
      • Banking
        • Bank Reconciliation Report
        • Credit Card Charges/Credits Report
        • List Of Checks Report
        • Payments By Payment Method Report
      • General Ledger & Journal – Reports under the General Ledger menu in TOM.
        • General Journal Report
        • Trial Balance Report
        • Journal Entries Report
        • Account Register Report
        • Transaction Details by Account Report
      • Sales Tax Reports – This section contains help topics for all reports.
        • Sales Tax Detail Report
        • Sales Tax Liability Report
        • Sales Tax Setup
        • Sales Tax Summary
    • Labels
      • Mailing Labels: Employees
      • Mailing Labels: Vendors
      • Mailing Labels: Customers:Jobs
      • Asset Labels Report
      • Item Labels
    • Other Reports – Any other report where we do not have a specific category to select.
      • Print – Options
      • Print Preview Tools
      • Printing Sales Forms
      • Printing Your Reports
      • Solving Printing Troubles
    • Customer Data Views (CDV) – This section covers reports related to Custom Data Views.
      • Customer Equipment CDV Report
      • Custom Data Views (CDV)
      • Invoice/Sale/Credit/Estimate List CDV (report)
      • Employee Efficiency CDV
      • Inventory Cost Review CDV
      • Inventory Cost Review CDV – Draft
      • Missing Reimb Work Orders CDV
      • PO Reimbursables CDV
      • Missing Work Orders Invoiced CDV
  • Marketing List Generator (MLG) – Quickly build lists of prospects and customers to market to using advanced micro criteria.
  • Marketing Campaign Types – Create lists of marketing campaigns that allow you to track where customers are coming from and why they keep coming.
  • Sales By Marketing Source
  • Contacts by Marketing Source Report
  • Marketing Source Summary

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Tony Blanca 2 months ago
I have been with Aptora since 2012 and I truly believe they want to make sure you are successful. Their software is truly an all...Read More »
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Jace saved my day! Our Mobile server stopped working and Jace was able to remotely log into the server, troubleshoot and resolve the problem...Read More »
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5 stars for Jace and the Aptora support team. Jace was very easy to work with and very knowledgeable. He answered all my...Read More »

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  • Total Office Manager®
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  • Cloud vs On-Premise vs Hybrid
  • Aptora University
  • Onboarding
  • Total Office Manager®
  • Custom Reporting
  • Field Service Software
  • Inventory Management Software
  • 3rd Party Software Integrations
  • Data Migration Services
  • Total Office Manager® Reviews
  • Cloud vs On-Premise vs Hybrid
  • Aptora University
  • Onboarding

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