March 14, 2002
1. Multicurrency: configure currencies on invoices, expenses, POs.
OpenAir has extended multicurrency functionality throughout the
complete solution. Multinational companies can now define base currencies into
which other currencies can be translated when creating invoices, POs, or
expense reports, displaying reports and list views, or exporting data to a
financial or accounting system.
To enable the new multicurrency functionality enhancements, account
administrators navigate to My Account>Company>Currencies>Multi-currency and
check the box. Then, the administrator selects base currencies.
For expense reporting, users can record expenses in either a base
currency or any other currency. To create a receipt in a base currency, users
simply select the appropriate currency from a dropdown menu. To create
receipts in a foreign currency that is not listed as a base currency, navigate
to Expenses>Envelopes>select the appropriate envelope>select Foreign Currency
Receipt from the New Entries: Create drop down and fill out the form as usual.
Foreign currency receipts will be translated into the appropriate base currency
when the expense report is created.
To view and send an invoice made up from multiple currencies,
authorized users can do one of two things. First, users can navigate to the
Projects>Projects>select appropriate Project>Edit screen and then select the
default currency for that project. Unless otherwise instructed, the OpenAir
solution will display all invoices for this project in the currency selected.
Alternatively, users can create an invoice as usual, then navigate to the
Invoices>Invoices>select appropriate Invoice>Edit screen and override the
default currency with a different base currency.
To view and send a PO made up from multiple currencies, authorized
users navigate to the Purchases>POs>select appropriate PO>Edit screen>select
To report on data made up from multiple currencies, navigate to the
desired reports in the Reports tab. Then when setting up the report, select
the currency or currencies desired and run the report.
2. Taxes: configurable tax rules for invoices, expenses, POs.
OpenAir has enhanced its ability to handle complex US and Canadian tax
treatments. You can now define tax locations that contain the tax rule
information for a specific tax regime (usually a geography). Once you have
defined tax locations, users can apply those rules to expenses, invoices, and
To enable enhanced tax functionality, account administrators navigate
to My Account>Company>Settings>scroll to Tax Options>select Tax Locations.
To create tax locations that reflect the different tax rules that
apply to expenses, invoices, etc., navigate to My Account>Account>look under
Account Data section>click on Tax Locations. Then select Tax Location from the
New Entries: Create dropdown. The tax location form prompts the user to specify
tax types, tax amounts, and general ledger account numbers associated with
these taxes, if any.
Users apply taxes to expenses by selecting the tax location in which a
specific expense was incurred when filling out a receipt. When users or
managers view the expense report, separate line items for various taxes will
To apply taxes to invoices, authorized users must indicate on a
project-by-project basis the tax location that applies to invoices sent for
that project. Navigate to the Projects>Projects>select a Project>Edit project
screen>select appropriate tax location for the invoices associated with that
project. Once the tax location is specified for a project, authorized users
create, view, and send invoices as they normally do.
To apply taxes to POs, authorized users must first set a default tax
location for each vendor. To configure vendor tax locations, navigate to My
Account>Account>select Vendors from the Purchases section>select appropriate
Vendor>scroll down and select appropriate tax location for that Vendor. Once
the Vendorís tax location is set, every PO generated for goods from that
Vendor will display taxes per the rules of that Vendorís tax location.
3. Resources: run utilization reports by geography, function.
Users using the Resources scheduling and staffing module can now run
utilization reports displayed by their companyís organizational hierarchy.
View forwarding-looking percent booked utilization and historical utilization
reports by department, geographic locations, office, function, etc. To use the
features, navigate to the desired utilization report, and then select the
appropriate hierarchy of users by which to view the data and run the report.
4. Purchases: re-bill project-related purchases to clients.
OpenAir users that use project billing and recognition rules can now
re-bill to their clients purchases made through the Purchases module.
Re-billing of purchases can be used by a variety of companies that buy
equipment, third-party services, or other items that they then want to pass
along to their customers. These include systems integrators, advertising and
media firms, consulting firms, and other similar organizations.
To use the functionality to re-bill products purchased via PO,
authorized users navigate to Projects>Projects>select appropriate
projects>Billing. Then select Purchase Item Billing Rule from the New Entries:
Create dropdown and specify the billing rule. Once the billing rule is
configured and after purchases have been marked as fulfilled in the PO module,
click on the Run Billing tab. A detailed list of all purchases associated with
the project will display. Authorized users can then check the box next to the
products that should be made into charges and placed on an invoice.
To use the functionality to recognize revenue associated with
purchases made for a project, authorized users navigate to
Projects>Projects>select appropriate projects>Recognition. Then select
Purchases Rule from the New Entries: Create dropdown and specify the revenue
recognition rule. Once the recognition rule is configured, purchases have been
marked as fulfilled in the PO module, and those items have been re-billed using
a billing rule, click on the Run Recognition tab. A detailed list of all
purchases to be recognized for that project will display. Authorized users can
then check the box next to the products that should be recognized and exported
to a financial system.
5. Webinar: OpenAir demonstration for current customers.
OpenAir is constantly expanding the depth and range of its product
features and functionality. As a customer, it may be difficult to keep track
of all the changes. We want to make sure you are aware of the full span of
OpenAir functionality, so you can get as much value as possible out of your
account. To this end, we are conducting a series of online seminars for
We will show you how OpenAir can be used to manage the sales pipeline
and create proposals in Opportunities, create employee profiles, find and book
resources, and evaluate utilization rates in Resources, manage and collaborate
on projects using Projects and Workspaces, track time and expenses to
projects, and set up approval processes in Timesheets, Expenses, and
Purchases, handle complex project accounting and billing rules in Projects and
Invoices, and manage key customizable account settings such as roles,
terminology, data filters, calendar settings, and hierarchies in My Account.
We are offering two sessions for current users this month:
Wednesday, March 20, 12-1pm EST.
Tuesday, March 26, 12-1pm EST.
The purpose of these seminars is to expose you to functionality you
are not currently using, rather than to train you in detail on how to use
specific features. If you are interested in arranging a training session,
please contact Tim Groves at 617-351-0272 or firstname.lastname@example.org.
6. Tradeshow: join us at ProjectWorld in Toronto.
OpenAir welcomes users who are coming to ProjectWorld Toronto on April
10 and 11, 2002. Please stop by the OpenAir booth and meet our representatives.
7. Would you like to see previous OpenAir updates?
Click here to browse previous updates
including all new features, modules and functionality.
8. Suggestions, problems, or questions?
As always, please contact us at email@example.com or 888.367.1715
U.S. and Canada, call 617-351-0226). We pride ourselves on the outstanding
care we give our customers. Please let us know how we improve your experience