October 25, 2001

1. Timesheets, Expenses, Invoices: automatic billing rules.

Automatic time and expense billing rules. Managers can now more easily and quickly approve and bill employee timesheets and expense reports. OpenAir enables managers both to approve workers' time and expenses for a project and to approve which of those time and expenses are re-billable to a client. New billing rules now automate what has before been a more manual process. Rules include:

• Managers can configure rules that convert specific time and expense items-such as time types (regular, overtime), service types (consulting, engineering), and expense types (airfare, car rental)-into invoice charges.

• Managers can also configure rounding rules that convert employee hours worked into half-day and/or full-day invoice charges.

• Managers can configure dollar caps for time and expense billings.

• All automatic billing rules can be configured at the enterprise and/or project-specific levels.

Automatic billing rules encompass several new features. Navigate to My Account > Company > Settings and check the appropriate boxes to enable the automatic billing features. Navigate to My Account > Company > Settings to set up enterprise billing rules. Navigate to Projects > select appropriate project > Edit Project and scroll down to Auto-billable options to override global automatic billing settings and configure project-level rules.

2. Reports: multiple numeric columns, timesheet status report, estimates report.

Invoice summary for dollars and hours. Managers can now view both dollar values and hour quantities billed to clients in one report. Viewing both values enables a more comprehensive view of customer invoicing data. Navigate to Reports > Summary > Invoice reports.

Timesheet status report. Managers who approve timesheets can now understand at a glance which employees have not turned in a timesheet. The report displays by user, by date the status of one or more timesheets, including the statuses of missing, open, submitted, approved, and rejected. Navigate to Reports > Advanced > Timesheet Status report.

Enterprise pricing estimate report. Sales and business development professionals can now view a top-line summary of all pricing estimates in the Opportunities module. The report includes a project-by-project summary of project revenue estimates, project cost estimates, discounts, and dollar and percentage margins. Navigate to Reports > Advanced > Estimate Analysis report.

New data types in invoice summary reports. Managers can now report on a wider array of data in OpenAir summary reports. Managers can select open timebills, invoiced timebills, and/or all timebills in addition to choosing which date on which to report: the date the timebill was created or the date the timebill was included on an invoice and mailed to a client. Navigate to Reports > Summary > Invoices reports.

Prospect detail report. Sales professionals can now get a detailed report view of all of their prospects in a customized layout. Navigate to Reports > Detail > Prospects report.

3. Integration: continued data import and export enhancements for all legacy systems.

Integration enhancements. OpenAir continues to build more comprehensive data transfer interfaces for customized legacy integration. We support data import and export in both batch formats and real-time XML formats for all data in each OpenAir module. We support integration with:

• Accounts receivable systems using OpenAir timebill and invoice data;

• Accounts payable and employee expense reimbursement systems using OpenAir expense report data;

• Customer relationship management and sales for automation systems using OpenAir Opportunities data;

• Payroll systems using OpenAir timesheet data;

• Microsoft Project™ using OpenAir Projects data;

• Microsoft Outlook™, Word™, and Excel™ using quick and easy downloads from OpenAir.

For additional integration information, please contact a sales person at sales@openair.com, contact our support at support@openair.com, or 888.367.1715.

4. Timesheets: bulk archive, bulk approval.

Bulk timesheet archiving. Managers and administrators can clean up their OpenAir list views using the new bulk timesheet archive functionality. Navigate to Timesheets > Timesheets > Approved. Scroll to the bottom of the screen, click the "Customize" link, move "Run An Action" into the selected items view. A new column with checkboxes next to timesheets will appear. To archive in bulk, check the boxes next to all the timesheets to archive, and then press the run icon (with the arrows at the top of the new column).

Enhanced and bulk timesheet approvals. To make timesheet approval easier, we have added a new view to the Timesheets > Timesheets > Submitted tab called "Awaiting My Approval." Now managers can click on this new tab to see only those timesheets that they need to approve. Plus, managers who approve timesheets can now do so in bulk, rather than one by one. In the new Awaiting My Approval tab, managers can add a new column that allows them to check off which timesheets they would like to approve in bulk (to add the bulk approval column, scroll to the bottom of the screen, click "Customize" link, move "Run An Action" into selected items). After checking the boxes next to the timesheets to bulk approve, click the run icon (with arrows at the top of the new column).

Double timesheet submission restrictions. Additional controls have been added to prevent users from accidentally submitting duplicate timesheets for the same time period.

5. Workspaces: enhanced guest access, more reports.

Guest access. Workspaces access can now be granted to guest users, such as clients and partner. Navigate to Workspaces > Workspaces > select appropriate Workspace > Members.

Discussion and document change alerts. Alerts that are emailed to members of a Workspace have been enhanced to include more information about the alert and to include a link directly to the Workspace. Plus, users can now receive alerts when discussion messages are deleted.

6. Opportunities: calendar view, new customer summary view, outgoing email feature.

Calendar view. Sales professionals can now view their to dos and events in a calendar view by day, week, and month. Navigate to Opportunities>To Dos or Events>Calendar.

New look and feel for customer summary data. We have enhanced the layout of customer summary information to make it easier for a sales professional or a client manager to understand a customer status at a glance. Navigate to Opportunities > Prospects > Customer or Prospects > select appropriate Customer of Prospect. General organizational information is provided plus a cleaner listing of contacts, deals, to dos, and events associated with that customer or prospect.

Email from Opportunities. Sales professionals can now send an email to a client or prospect directly from OpenAir. To send an email, navigate to Opportunities > Prospects > Prospect or Customer > select appropriate prospect or customer>click email address link. Once a sales professional sends an email, an event is automatically logged in the OpenAir event tracking system.

Customer type data. Sales professionals can now view list views and reports by customer type: either customer or prospect. To view the customer type column, navigate to Opportunities > Estimates or Proposals or To Dos or Events > click on the "Customize" link at the bottom of the screen > move "Customer Type" to selected item.

7. Resources: booking directly from search screens.

Booking resources from searches. Resource and project managers who are responsible for booking resources to projects can now book directly from the two OpenAir resource search screens. To reduce the time and effort to book resources, managers now book resources with the click of a button. Navigate to Resources > Custom Search > search for resources > view search results screen > click on "Book" action.

8. Expenses: bulk expense approvals.

Enhanced and bulk expense report approvals. To make expense report approval easier, we have added a new view to the Expenses > Envelopes > Submitted tab called "Awaiting My Approval." Now managers can click on this new tab to see only those expense reports that they need to approve. Plus, managers who approve expenses can now do so in bulk, rather than one by one. In the new Awaiting My Approval tab, managers can add a new column that allows them to check off which expense reports they would like to approve in bulk (to add the bulk approval column, scroll to the bottom of the screen, click "Customize" link, move "Run An Action" into selected items). After checking the boxes next to the expense report to bulk approve, click the run icon (with arrows at the top of the new column).

9. Would you like to see previous OpenAir product updates?

Click here to browse previous product updates including all new features, modules and functionality.

10. Suggestions, problems or questions?

As always, please contact us at support@openair.com or 888.367.1715 (outside the U.S. and Canada, call 617-351-0226). We want to ensure that OpenAir improves your company's bottom line.