January 28, 2006
2. Expenses: Mark envelopes reimbursed in bulk.
OpenAir administrators and users with required role privileges now have the ability to mark approved envelopes as reimbursed in bulk. Previously, it was necessary to select envelopes one by one to enter reimbursements. With this new feature, any envelope with a balance greater than zero will be fully reimbursed in the envelope currency, and the reimbursement notes will indicate it was part of a bulk reimbursement. To reimburse expense reports in bulk, please navigate to Envelopes > Approved. Use the “run an action” column of checkboxes to select the envelopes to be marked reimbursed. (If the checkbox column does not appear, simply click the customize link at the bottom of the envelopes list, move “Run an action” to the list of selected items on the right, and click OK.) Click on the circling arrows icon to run the action. Select "Reimburse the selected envelopes" and click OK. The popup window will display the results of each reimbursement -- if successful, the amount reimbursed, and if not successful, the reason. This feature is also available from the “All” subtab of envelopes, in which case any selected approved envelopes will be marked reimbursed, but open, submitted or already reimbursed envelopes will not.
3. Invoices : Invoice numbering sequence enhanced.
We have added an option to assure that OpenAir always uses the highest possible number when assigning invoice numbers. Currently, the system searches for holes in the invoice numbering sequence and may assign a number that is out of sequence if it finds a hole. This may result in an invoice numbering sequence where invoice dates and numbers don’t align. If the new feature is activated for your account, the system will not search for holes, but will increment from the highest existing invoice number. Please note that an account can still have multiple sequences, based on differing invoice prefixes. For more information on invoice prefixes, please see the online help in Invoices > Help > Invoices tab > Invoice numbering. To enable the new feature to always use the highest invoice number, please contact email@example.com .
4. Administrative: Enhancements to form permissions; audit trail for loaded cost adjustments.
In our September release, OpenAir added field-based permissions, to allow more fine tuning of access control options by making specific fields non-modifiable on a role-by-role basis. In the current release, we are extending this feature to allow administrators to specify particular fields as required. This is a powerful feature that can help ensure accuracy and completeness of data entry by users.
If a form has been enabled for field-based permissions, a link appears in the hints below the form. Clicking the link to "Modify the form permissions" pops up a window to configure the permissions. The window is now divided into three sections: “General permissions”, “Read-only fields” and “Required fields”. Each section displays all the roles (except the "Administrator" role) in your account listed across the top. Down the left-hand side of the window are listed all the fields in the form that can be modified, one field per row. To the right of each field name is displayed a row of checkboxes, one box per role.
To use form permissions for the new issue feature detailed in the Projects section above, for instance, administrators navigate to Projects > [select a project] > Issues > [select an issue]. Click the link “Modify the form permissions” below the form. To make all issue fields read-only for a particular role, check the box “Disable the Save & Delete buttons” in the “General permissions” section for that role. To make a certain field read-only for specified roles, check the box for that field under the appropriate role, in the “Read-only fields” section. To designate a particular field as required, check the box for that field, for all available roles, in the “Required fields” section.
Field-based permissions, including the new “required fields” option are currently available on the “Edit” page for the following entities: user, project, project task, issue, project billing transaction, invoice, timesheet edit, prospect, and client. Look for the “Modify the form permissions” link also in Projects > Options > Timebills projections.
A second administrative enhancement in this release is the addition of an audit trail to assist in tracking user loaded cost adjustments. The original loaded cost and the adjustment ratio used are displayed as hints on the loaded cost edit form (available to users with the required role privilege from My Account > Account > [select user ID] > Loaded cost). The loaded cost adjustment feature allows administrators to adjust loaded hourly costs for users based on actual hours worked. This feature is on an internal switch, enabled by OpenAir for your account; if it's turned on, when you run the "Percent historical utilization" report (from Reports > Advanced > Resources), a link in the hints at the bottom of the screen will pop up a window that allows you to create historical loaded cost records for the users in the report. For each period in which a user has utilization, the current loaded cost is divided by the utilization and the resultant cost entered as an historical loaded cost record for the user. So, if you run the percent historical utilization using a period of “monthly” and click the link to create historical loaded cost records for the users in the report, the system will generate a historical loaded cost figure for each month covered in the reporting period. These historical loaded costs (and with the current release, the audit trail of how the costs were arrived at) will show up in My Account > Account > Users > [select X] > Cost. The adjusted loaded cost rate is then used in reports you run to calculate the actual cost of timesheet hours.
5. Other module enhancements: Purchases.
The Purchases module has been enhanced with an option that limits the clients and projects available on the purchase request form to those on which the user has an open task assignment. This feature increases accuracy of data entry for users who may otherwise have many clients and projects to choose from. To enable this feature, administrators navigate to My Account > Company > Settings > Purchases options. Check the box “On purchase requests, show only customers and projects with open tasks assigned to the user” and save.
6. Would you like to see previous OpenAir product updates?
Click here to browse previous product updates including all new features, modules and functionality.
7. Suggestions, problems or questions?
As always, please contact us at firstname.lastname@example.org or 888.367.1288 (outside the U.S. and Canada, call +1.617.351.0226). We pride ourselves on the outstanding care we give our customers. Please let us know how we can improve your experience with OpenAir.