Company > Settings You must have access permission to view and modify the "Settings" dialog, where you can: Optional Features "Enable the Vehicle feature"; "Only show clients with projects in the client:project drop-downs," which prevents users from assigning transactions simply to a client, and not to a specific associated project; "Show the client name on project drop-downs and pickers," which displays the client associated with the project when selecting projects from drop-downs, etc., and helps avoid confusion if different clients have projects with similar names; "Show the phase name on task drop-downs and pickers," which displays the phase associated with the task when selecting tasks from drop-downs, etc., and helps avoid confusion if different phases have tasks with similar names; "Group users by type (i.e. generic resource/guest) on drop-downs and pickers," which groups users by type (regular user, generic resource, guest) in dropdowns and pick lists for ease of use; "Use the service name as the default description," for timebills, proposal items, and timesheet entries, which means that if you pick a service, the "description" field will be automatically populated with that service; "Hide the Job code on lists and reports unless user has 'View job codes' privilege," prevents users whose role does not provide "View job codes privilege" from seeing the job code column on Resources>Resources and Account>User lists and on Detail reports, Summary reports, or any Utilization reports; Select Ceridian PowerPay or Paychex from the "Payroll Integration" drop-down list box if you want to integrate information in your OpenAir.com account with one of these two payroll services. Security and Password Options Select among several security options for your account. Time settings Set your company's default time zone (including an optional adjustment for Daylight Saving Time). Shift your bi-weekly timekeeping period by one week. Regional settings Select on a company-wide basis such regional settings as the date format used for all dialogs and forms; the default number format; and your company's principal business currency. Email settings Check the "Do not set the From: address to the current user's email address" if you do not want the User's return email address to show up in emails generated by OpenAir. If this box is checked the return email address will read "www@openair.com." (The reason you might want to do this is that some of the less configurable email servers will reject email coming from the OpenAir domain with your company's email address, mistakenly thinking it is spam.) Enter any text you want to appear on all schedule request approval emails. The text can include fields for the following that will automatically be filled in with the actual account data: SUBMITTERNAME, TIMETYPENAME, STARTDATE, ENDDATE, DAILYDETAIL, TOTALHOURS, URL, SCHEDULEREQUESTNAME, DESCRIPTION, CATEGORYNAME, CUSTOMERNAME, PROJECTNAME, and PROJECTTASKNAME. For example, you could use the following text, "A schedule request has been submitted by SUBMITTERNAME, for the period starting STARTDATE until ENDDATE, for a total of TOTALHOURS hours. To view the schedule request, please go to URL." The email to the approver might read, "A schedule request has been submitted by Wolfe, Marie, for the period starting 05/12/03 until 05/16/03, for a total of 40 hours. To view the schedule request, please go to http://www.openair.com/B4y4DCjI0LdM2." Note: Each field name must be entered in all caps and bracketed with "<" and ">". VAT Settings Enter the "VAT rate (%)" for calculating Value-Added Tax on goods and services. (Note: This field is for EU-based companies only and does not appear unless specifically enabled. EU-based companies must also enter their VAT registration number in the Company > Demographics dialog.) Page Layout Check this box if you wish to hide the OpenAir logo that appears by default at the bottom of printable and guest view pages. Approval Options Turn on the submit/approve process for the Proposals module and project-level approvals for timesheets, expense reports, expense authorizations, purchase requests, and POs, and select whether or not to display a time stamp on the approval history. Signers Options Enable the Signers option to provide greater oversight for Timesheets and/or Expenses. Timesheets Options Select among numerous timesheets options. Invoices Options By default, you can edit the TimeBills (i.e. individual line items) that were part of an Invoice. If you do not want this ability, check the "Disable editing of invoiced TimeBills" box. Similarly, check the "Disable editing of exported invoices" box if you do not want to be able to edit an invoice if any of its TimeBills have been exported. If you want to be able to assign billing contacts on a project basis, check the "Allow project over-ride of billing contact" box. Check the "One project per invoice" box to limit new invoices to a single project (recommended if you are using the OpenAir Integration Manager for QuickBooks Pro). This feature also enables you to subtotal accounts receivable reports by project. Tax Options Select one of three tax calculation methods as the default: by expense and service, by project and vendor, or by location. Check the "Enable tax locations on receipts" box if you want users to be able to assign a receipt to a location and automatically apply the default tax rules for that location to the receipt. Resources Options - Check the first box if you want to send a notification email to assigned resources whenever a booking is added, modified or deleted. - Check the second box to make the "booking type" field required when booking resources. - Check the third box to be able to filter by customer experience in resource searches. Filters can be based on Bookings, Projects, Timebills or Timesheets. - Check the fourth box if you want searches to include resources who are inactive. - Check the fifth box if you want to be able to associate different elements of a profile with one another (e.g. a skill with an industry) and show these relationships in dropdown menus and pickers. Projects Options - Check the "Enable transfers" box if you want to be able to transfer labor among projects. - Check the "Enable task assignment at the project level" box if you want to be able to assign tasks to resources at the project level. - Check the "Use a scrolling picker to assign users to tasks" if you would prefer to assign users at the task level using the scrolling picker rather than a dropdown menu. All users assigned in this fashion will have the same percentage assignment. - There is an option to "Input planned hours for each user assigned to a task" box if you want to assign hours at the user level on assigned project tasks. Contact OpenAir support to have this option enabled. - Click "enable task cost and revenue projections" to have the option of displaying the projected costs and billing for specific tasks in the project outline view. Projections are automatically calculated by the system using assigned hours, the assigned users’ loaded costs and default hourly billing rates. The result is a projection, based on assigned hours, of the total labor costs to complete the task and the total anticipated billable charges attributable to the task. (If this is checked, you can control whether or not to display the information from the customize link at the bottom of the outline view.) - Click "Enable manual over-ride of task cost and billing projections" to override the system-calculated task cost and billing projections. - Check the "Make the task percent complete drop-down read only" box if, instead of having users estimate how complete a task is, you want this to be calculated based on hours remaining versus hours estimated. - Check the "Require service in tasks" box to force users to associate each task with a service. - Check the "Use only invoiced TimeBills for WIP calculations" if this coincides with how your company calculates work in progress. - Check the "Enable FNLT (finish no later than) dates for tasks" box to be able to assign a fixed end date to tasks. If a task is projected to finish after its FNLT date, the percentage of Users' time allocated to this task will be increased so the task is finished on time if possible. - Check the "Enable project-wide resource substitution" box to be able to substitute a resource throughout a project. - Select the increments you want users to be able to choose from when estimating "Percent complete" for tasks. - Finally, select which users you want to consider available for assignment to a project. Options are: Booked users or all users if none are booked/Booked users/All users. Workspaces Options Check the first box to require the "Document Category" field to be completed before checking in a documents. Check the second box to require the "Comment" field to be completed before checking in document revision. Check the third box to require the "message" field to be completed when creating or replying to a message. Reporting Options Projected billing values: Check this box if you want "projected billing values" to show up as an optional available value in summary reports. Projected billing values are calculated as hours multiplied by user's default billing rate. Show date and timestamp on reports: If checked, reports will show the date and time they were generated. Display Options Select the number of entries to display in "client:project," "expense item," "product," "user," "vendor," and "approver" drop-downs throughout the application to prevent these menus from becoming excessively long. (You can use the magnifying glass search feature to find entries not displayed in the list.) Click the box to hide the "My Calendar" tab for all users across all modules including "My Account". Set the number of rows to display per day in the "My Calendar" monthly view. Checkboxes to (1) show the "My Calendar" tab in all modules, not just in "My Account"; (2) show the "Account" tab only in the "My Account" module; (3) remember the size of popup windows, if re-sized, in certain instances; (4) add a save or run button to the top of forms, in addition to the bottom. Expenses Options Allow approvers to edit submitted envelopes; require a client, expense item, or payment type selection on receipts; enable the automatic billing of approved envelopes; allow approvers to edit submitted authorizations; enable the expense authorizations feature; prevent the "Reimbursable/Non-reimbursable" drop-down from appearing when creating receipts; prevent the "Expense item location" field from appearing when creating receipts; prevent the "Cash advance" field from appearing on envelopes; allow a receipt to be associated with a task for billing and profitability analysis; require a receipt to be associated with a task (the previous option must also be checked); prevent users from overwriting the envelope tracking number; allow non-billable receipts (If this option is checked, the receipt will display a "Billable receipt" checkbox. Receipts default to billable, but the user can uncheck the box to mark them non-billable. Project billing rules can be configured to exclude non-billable receipts); Select who "expenses are paid by." Purchases Options Allow approvers to edit submitted purchase requests and/or POs. Choose to enable or disable by default the "Automatically track payability with fulfillment" option for new POs. If this option is enabled, purchase items will be marked as payable as soon as they have been fulfilled. The default set here can be overridden for a particular PO on the "Edit PO" dialog box. Choose whether notes on an approved PO can be modified after approval. Finally, allow purchase orders to be submitted even if some component purchase items have no costs assigned to them. Invoice Email Option If you wish to establish a default message to be included on all emailed invoices, create it here. Billing Rates Select the source for your billing rates.