OpenAir Enhancements

Display currency and percentage symbols in each row in reports
Optionally include the currency and percentage symbol on individual report rows.

Details ...

Configure time entry rounding at the user level
Select different rounding rules for time entries on a per-user basis.

Prevent entry of future time at the user level
Prevent specific users from entering time for future dates.

Details ...

Enhanced workflow process for invoice submission and revenue container creation
One-click process for invoice submission and revenue container creation.

Details ...

Google Apps Calendar enhancement
Optionally export events to primary Google calendar.

Details ...

Display currency and percentage symbols in each row in reports
OpenAir's flexible reporting engine allows users to report on different money values in different currencies. At times, a user may want to report on the same value in multiple currencies in the same report. When the report is run, the column header will identify what currency is associated with which column with three letter currency code. For reports that contain a great deal of data, it may be beneficial to see what currency is associated with which value in each row.

In this release, OpenAir has added additional options for the report output display. Users can now display the currency symbol for the appropriate reporting values in each individual row. In addition, if the reporting value has been identified to be a percentage value, users will be able to choose to display the percentage symbol next to the numerical value.

How to include the currency and percentage symbols in reports:

To display the percentage symbol, navigate to the edit form of the summary report. Select the option "Display percentage symbols in all rows".
To display the currency symbol, navigate to the edit form of a summary report. Under the "Other" section, select the option "Display currency symbols in all rows".

Configure time entry rounding at the user level
Time entries can be entered on a timesheet in different increments. For billing purposes, it may be necessary to round these time entries depending upon contractual agreements.

For some companies, certain groups of users may need different rounding rules applied based on their location. Currently, time entry rounding rules are applied at the account level for all users. With this release, OpenAir has enabled the ability to configure the time entry rounding option on a per-user basis.

To enable the ability to configure rounding rules at the user level, please contact OpenAir Support.

How to configure time entry rounding options at the user level:

Users with the appropriate role privileges navigate to Administration > Global Settings > Users > [select a user].
Under "Timesheet Options" section, select the appropriate rounding option under the "Round time entries" dropdown.

Note: Rounding options for users can be set in bulk via the bulk user change wizard. To copy the rounding selection from one user to another user(s), administrators navigate to Home > Home and under the Wizards section, select "Bulk user change wizard".

In addition, the User detail report has been enhanced to include an option to display what rounding rule has been assigned to each user. To report on what rule has been assigned to a user, users with the appropriate role privileges navigate to Reports > Detail > Account-wide > Users and select the "Round time entries" as the reporting value.

Prevent entry of future time at the user level
OpenAir's timesheet functionality allows users to log time that has been worked on different projects. However, or compliance purposes, managers may wish to have their employees only enter time for the current week's timesheet and restrict the ability to enter time entries for future dates.

Previously, OpenAir had released functionality that would prevent users from entering future time entries. With this feature enabled at the account level, all users were restricted from being able to enter time for future dates. For certain companies, company policies may allow a certain group of users to enter time for future dates, but not others. With this release, OpenAir has further enhanced this functionality to include the ability to set this configuration on a per-user basis.

To restrict or allow time entry for future dates on a per-user basis, please contact OpenAir Support.

How to configure time entry rounding options at the user level:

Users with the appropriate role privileges navigate to Administration >Global Settings > Users > [select a user].
Under the "Timesheet Options" section, under the "Prevent future time entries" dropdown, select "Default to company setting", "Override company setting and prevent future time entries", or "Override company setting and allow future time entries".

Note: If the setting is set to default to the company setting, the system will respect the setting that has been set at the account level.

Enhanced workflow process invoice submission and revenue container creation
In the March 2011 release, OpenAir introduced the ability to create revenue stages and containers that allowed recognition transactions to be bucketed into different revenue stages (Posted, Accrued, Deferred) and placed on a revenue container for approval by finance. As billing and revenue recognition are closely integrated, it is beneficial to be able to submit an invoice and create a revenue container in a single click. Currently, the invoice submission and revenue container creation process is a multi-step process where billing needs to be run on the project, an invoice needs to be created and submitted, revenue recognition needs to be run on the project, and then a revenue container can be created.

In this release, OpenAir has enhanced the workflow process for invoice submission and revenue container creation. Once billing has been run and an invoice has been created, a new link is now available on the invoice screen that will submit the invoice, run revenue recognition on the project, and create a revenue container in one single click. Once all actions have been performed, users will automatically be brought to the Balance Summary page of the new revenue container. The system will perform the appropriate checks to ensure that the project meets all the criteria for a new revenue container.

To enable the enhanced workflow for revenue container creation, please contact OpenAir Support.

How to submit an invoice and create a revenue container with one click:

Once billing has been run and a new invoice has been created, click on the "Submit and Generate Revenue container". This will submit the invoice, run revenue recognition for the project, and generate a new revenue container (if applicable).

Note: If there is an existing revenue container that has not yet been approved, an error message will appear indicating that an open or submitted revenue container still exists and therefore the system cannot automatically submit the invoice and create the revenue container. There will be a link in the error message pointing to the existing revenue container that needs to be approved.

Google Apps Calendar enhancement
In the January 2011 release, OpenAir introduced real time integration between OpenAir and Google Apps Calendar. OpenAir events such as bookings and task assignments can be exported from OpenAir to Google Calendars for individual users. Currently, events are exported to the user’s OpenAir calendar in Google. For companies that leverage the primary Google calendar for sharing information on resource schedules, it may be beneficial to have the OpenAir events exported to the primary Google calendar. With this release, OpenAir has introduced the option to choose which calendars the events are exported to. Administrators can choose to export the events to either the OpenAir user’s calendar in Google, or the primary calendar in Google.

To select which calendar to export the events, please contact OpenAir Support.

Suggestions, problems, or questions?
To contact our support team, please create a support ticket. We take pride in the outstanding care we give our customers. Please let us know how can we improve your experience with OpenAir.