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Webinar Q & A
Time and Expense Tracking with ArchiOffice and
ArchiOffice Online
Power Your Office. Empower Yourself.
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Time and Expense Tracking with ArchiOffice and ArchiOffice Online Webinar
Q&A
Q: How can you edit job codes and phases after the project has been created?
A: Make sure your permissions are set correctly. You may have access to create the project but not edit
phases and job codes; you can check this by going to Preferences | Workgroups | Security and then
going to the Project folder.
Q: Is there a webinar for using the app?
A: We do not currently have one, but we can look into providing one in the future.
Q: When syncing to QuickBooks, can I see my engineer’s fees that are assigned to the project without
having to enter it into ArchiOffice?
A: Yes, but the vendor bill must be entered in the Item tab on the vendor bill. Then, you must choose an
ArchiOffice item as well as the client, project and phase in order for the expense to sync correctly into
ArchiOffice.
Q: I notice that when you unclick the Charge button, the rate on the invoice is averaged. Is there a way to
avoid this?
A: You will have to change your invoice format on the Project | Billing | Options tab to either itemize or
itemize by employee when the invoice summarizes time slips. We have to average the bill rate so that
the hours entered don’t change and match the amount due.
Q: Is this webinar available online?
A: Yes, it will be available shortly on the following link: http://bqe.com/Events/Default.asp?prodId=BQ
Q: My Report module does not give me the option of selecting the job phase/code. What version of
ArchiOffice 2014 are you using?
A: The current version is 2014 v125. You should have the option to select phases and codes when
running applicable slip reports.
Q: Can ArchiOffice help me understand projected workload vs. capacity for my whole office?
A: Unfortunately, the current version does not provide workload or resource allocation information. You
can try to utilize Project tasks and milestones to help evaluate this information, but these items are
under review for future development.
Time and Expense Tracking with ArchiOffice and ArchiOffice Online
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Q: I'd like to give the employees the ability to add a description of the work that they entered. Why does
ArchiOffice only allow this to be done occasionally and not all the time?
A: If you go to the Project | Task tab, there is a checkbox next to ‘Add Tasks to Time’. If that box is
checked, when you enter time on the Time Card view, you can only choose a pre-assigned Task from
that field. If you don’t want employees to choose a task, then you must clear the box on the Task tab.
However, if you want the benefit of using both tasks and a description, then enter time on the Detail
tab. Here, you will be able to enter both a task from the Task field, as well as a description in a separate
Description field.
Q: How do I change the settings to remove any approval requirements for time and expense?
A: To remove it globally for all new projects you create, go to Preferences | Billing | Defaults and
uncheck the box for ‘Slips Require Approval’. Then, for already created projects, go to the Project | Slips
tab and uncheck the ‘Slips Require Approval’ box.
Q: I'd like to give the employees more allowances, but I don't want them to see the bill rates. How can I
do this?
A: You can set the option in Preferences | Workgroup | Security |Time & Expense and uncheck the
‘View Slip Values’ box toward the bottom of the list. This will allow the group to view the slip hours, but
not the bill rates.
Q: What is the purpose of the Day Viewer in the Detail view of the Time/Expense tab?
A: It is a way for you to see the full day’s hours and expenses entered if you are in the Detail view.
However, this feature is only available in the Enterprise version.
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