• There are a number of features and settings that are set-up and controlled from within this area, including:
• All drop-down boxes (List Maintenance.)
• Phases and Services.
• Logos and printing fonts.
• Templates for Briefs, Timelines and Bulk Emails.
• User privileges and alerts.
• Taxes and Accounting information.
• Etc.
• Please note that you will only see the items within this view that you have access to.  
• System Administrator should have the ability to see and adjust everything.

Table of Contents

Click on any of the titles below to navigate directly to related information or scroll down to view the entire page.

****Click on any image to view enlarged versions.

System Set Up

System Preferences

Office Preferences

Tax Groups

List Maintenance

The Work Calendar

Client Login

Manage Phases and Services

Internal (Hourly) Services

Internal Expenses ($/Unit Sold)

External Expenses (% Mark Up)

External Expense Admin Fee

Adding/Editing Services & Expenses

Organize Phases with Services

Adding/Editing Phases

Rate and Staff Management

Create Rate Categories

Apply Rates to Services

Manage Staff Role Rates

Notes on Billing Rates

Manage Staff, Staff Rates, Staff Privileges

 Privileges

Integrate Accounting

Features

Brief Templates

Configure Shipping

Bulk Email Templates

Timeline Templates

System Set Up

System Preferences

System

• Cost Centers will create a drop-down that will allow users to track briefs, estimates and jobs to cost center codes
• Once activating this the cost center codes need to be added to the drop-down menu by going to the List Maintenance area
• Export reference number instead of po number will set the system to export the reference number on a PO/external expense rather than the PO number generated by the system
• Next Job/Estimate number allows the administrator to change the next number to be used when creating a new estimate
• The number must be greater than the last estimate/job number and cannot start with "0"
• Office Separation is only useful if your company has multiple offices in the system
• Selecting Yes will make the system limit users from creating estimates and jobs for anything but their "home" office
• Popup Frequency controls the frequency of pop-up checks in the system
• Session Duration sets the amount of time between clicks that the system will allow the user to be logged in for before kicking them off 

Work

• Actual Externals after a Job is closed will allow externals to be applied to a job without re-opening it for up to 2 months
• Courier Module will allow for the creation of courier rate cards within the system
• Courier and shipping can also be added to the system through the expense area
• Using the courier module will add shipping below the subtotal but will require suppliers/vendors to be set up as couriers with specific rate information
• Estimate By Roles blocks the ability to add individuals to an estimate making only roles accessible
• Expense Form activates a component of the expenses module that will give the user the ability to create PO's and add external expenses to a job on a single page with multiple suppliers
• GL account for companies adds a field to store and track GL accounts for companies in the system
• Insertion Orders activates a component of the expenses module that will give the user the ability to create simple insertion orders
• Insertion order Revision Numbers creates a revision number when making a change to an insertion order
• This only creates a number and not an audit trail
• Number Of Staff/Roles when estimating will configure the amount of staff members that can be added to an estimate when using the  icon to assign staff
• Overtime on Bill Out Rate will set OT to bill out at the overtime multiplier created in List Maintenance 
• Overtime on Cost Rate will set the overtime multiplier created in List Maintenance on staff cost rate
• Rapid Phase Entry will allow users with the privilege set to add a new phase to a job from the timesheet window
• Role Rate enables billing rates to be set to the role level instead of just service and staff level
• Staff Roles creates the ability to give a role to each staff member
• Tasks can be created to a role that can then be delegated appropriately by a traffic manager
• Staff Groups / Divisions adds a level above roles for staff to be added into divisions or teams

Search

• Default Search Type sets the system to search for items that contain, begin with or end with the text entered
• Items per insert view and list view both limit the amount of lines that will show per page in a list
• Auto Populate "My List" will ensure that any job that the user is a contact for shows automatically in the list on the dashboard when they click on "My" on the job pane
• Number of last visited locations to store controls the amount of quick navigation items users will see from the menu tabs
• Show one item in list views allows for individual items to show as a list or (if no is selected) sends the user directly to the detail page

Time

• Day start and end times control the hours that users can submit timesheets
• Date Format will adjust the format throughout the system
• Job Initial Costing Routine
• Checking will activate a utility to allow the bulk insertion of time to a job by individual
• This is commonly used for jobs that have accumulated time prior to switching to Function Point or to add bulk  freelance time.
• Timesheets description will create a default description on timesheets added using job costing
• Number of days to show on the timesheet dashboard will control the number of days the users will see on the timesheet drop-down menu
• Staff time preference allows Start & End Time to be selected for new staff so the default for entering timesheets is a start and end time as opposed to just a duration
• Individual preference for this option is set at the staff detail level
• Timesheet work day date configures the timesheet pane on the dashboard to automatically keep the last date selected as the default on the next timesheet

Bill

• Default markup calculation sets the default mark-up when entering an external expense into the system
• External Expense Admin Fee creates the ability to apply a percentage mark-up to a phase
• This can be used for things like a communications fee or admin fee that applies over and above the hourly fee.  Click here for more information on how to setup an Admin Fee and how it works.
• Earned Revenue Schedule creates the ability to forecast revenue and cash flow at the estimate level
• Use Without Validation means that the option will be available but the totals will not be validated to the estimate total
• Use With Validation by total estimate will ensure that the estimate total matches the revenue schedule total
• Use With Validation by total internal services will ensure that internal services only match the revenue schedule
• Reverse Calculation on EE allows for the insertion of the override dollar amount when creating an estimate to automatically populate quantity based on the mark-up
• This is for external expenses only
• Staff Rates and Expense Rate Changes sets changes in these areas of admin to either carry forward on new jobs only or carry back to all existing jobs in the system

e.Mail

• Bulk emails from the address can be set if your agency would like a standard e.mail address to be used as the sender
• Mail Server uses credentials is required for the system to send e-mail alerts to users with the privilege set to receive them
• Mail Server uses credentials
• Mail Account User Name
• Mail Account Password
• Use User's email for 'From' in bulk emails will set the sender as the person logged into Function Poin
• Note Email Subject adds the applicable job number to any e-mails that are created from a note in the system

Track

• Lead Contacts adds two additional options (other than CSR) to add key contacts to an estimate/job when it's being created
• skills creates the capability to add skill information to individual contacts in the system
• This can be used for employee, client and vendor skill-sets and strengths/weaknesses
• Skill levels must also be set-up in List Maintenance
•  Work Type adds a drop-down to track and search estimates and jobs based on work type
• Work types need to be set up in list maintenance once this is checked

Task

• Assign Timesheets To Tasks assigns all timesheets created to a service with one task to the specific task
• Pass Task Assigned By controls who the assigned by person is on a "pass task"
• Original Creator means that the person who initiated the task will remain as the originator for each pass task
• Task Creator means that the person who passes the task will show as the originator

• Pass Task Phase/Service Locking controls the ability to change phases and services when passing a task

Invoice 

• Auto Post Timesheets on Invoice Create will post all timesheets created to a job when an invoice is created
• This means that only admin staff will be able to change or "un-post" any timesheets
• This function is useful if invoices are always created to actuals
•  Default Invoice sets the default when creating an invoice
• Any type of invoice can still be created by selecting from a drop-down menu
• Default Invoice Approval Setting will set the default invoice type when using the invoice approval routine (Pre-Approvals or POR's) 
• Default Invoice Display sets the default display for invoices
• This can be changed for individual invoices when being created
• Invoice Approval Routine gives the system a pre-approved invoice printout which is often used as an approval mechanism for clients that require an approval prior to receiving an invoice
• Most Recent Invoice Date as closed date for Jobs when they are set to invoiced will set the closed date to the final invoice date
• Multi Currency On Printout allows for the use of different currencies on the invoice printout only
  • Once selecting this you will need to go to List Maintenance and set-up your currency types, symbols and exchange rates
• Preferred Invoice Billing sets the default of actuals or estimated when creating an invoice
• The calculation can be changed when creating or updating an invoice
• Use Sequential Invoice Numbering will set sequential invoice numbers rather than invoice numbers linked to the job number
• If you would like to change the invoice start number for sequential invoicing please contact Function Point support

Replace

• Selecting a synonym for any module will change the name of that module throughout the system
• Examples of this are Job instead of Docket or Campaign instead of Project

Office Preferences

• Estimate Print Parameters is an icon at the top right that sets the default printout for estimates in the system
• Individual estimate printouts can still have the view changed at the time of printing from the estimate detail page
• Printing Preferences is the second printer icon at the top right which changes fonts and sizes associated to all printouts within the system
• Add Office allows for the creation of additional offices with custom logos, estimates (and potentially prices, phases and services etc.)
• A company of type "office" will need to be set up in the companies module first
• Employees can be associated with one office
  
• Time Zone will set the appropriate time zone for each office
  
• Fiscal Year Begins On sets the company fiscal year for informational purposes
  
• Accounting Package sets the appropriate export routines for compatible accounting software programs
• Expand Invoice Line Items will set the office default to expand line items when creating an invoice if checked
  
• Currency Symbol will set the symbol used for currencies on estimates and invoices
  
• Daylight saving will set the time changed for daylight savings hours if needed
  
• B/W Logo sets the logo used on black and white printouts
  
• Colour Logo sets the logo used on colour printouts
  
• Office List provides a list of offices set up in the system
• To change settings for a secondary office the user must select it from this list to display the preferences above for that office

Tax Groups

Add Tax

• Add the tax name that will show in the system and on invoices
• Add a description for the tax if required 
• Link the tax to the appropriate liability account
• Liability accounts must be set up in the chart of accounts section
• Add the company`s tax vendor as set up in your accounting software
• Tax vendors must be set up as vendors in the Companies section of Function Point to appear in the drop-down
• A default tax rate must be set up
• Please note to use a whole number for your tax rate (i.e. 7% is entered as 7)
• Taxes that are taxable can be set up using the checkbox
• Using the checkboxes at the bottom will apply new taxes automatically to the appropriate services or expenses
• For example, Apply to all EE will apply the tax to all external expenses
• You also have the option of adding taxes to each service or expense manually in the Manage Phases and Services section

Add Tax Group

• Create a tax group name to show on drop-down`s in the system
• Add a group description if needed
• Add the appropriate taxes to the group
• Taxes must be created before the group

List Maintenance

• Items marked as "variable name" may show a different name based on names set within "your" system. 
• Company Source             
• Company Status              
• Company Type 
• Contact Status  
• Contact Type    
• Cost Centre       
• Country               
• Courier Service Type     
• Currency Type  
• Job Billing Status              
• Job Category     
• Job Status          
• Job Type             
• Estimate Status
• Estimate Terms
• Industry Type   
• Invoice Activity
• Message Priority             
• Note Category 
• Brief Compensation       
• Brief Status        
• Overtime Multiplier       
• Payment Method           
• Payment Notes               
• PO Disclaimer   
• Priority List         
• Project Status   
• Project Type     
• Prov State          
• Role      
• Service Distance              
• Skill       
• Skill Level            
• Staff Group       
• Staff Office Status          
• Task Type           
• Payment Term 
• Work Type

The Work Calendar

This section of the system allows the administrator to set work hours for all staff members.

• Setting the work calendar up will not affect if and when people can track time, but it does set the amount of "available" hours when tasking components of work out and using the resources link to determine the workload of different individuals.
• The work calendar will also set the amount of "available" hours when looking at the utilization report.
• Administrators can also set up vacation time for individuals and/or holiday time for the entire staff.
• Clicking on the "carry office hours to all staff" icon will create the same office hours for all staff members.
  

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Client Login

Setting-up the client log-in is quite simple using the following steps.

• Set-up a user privileges group or groups.
• Go to Admin. (the lock) >> Client Login (under System Set Up.)
• Create a new group by typing a name >> click Add/Update Groups.
• Select the group you just created from the Current Group drop-down.
• Move sections of the Client Log-in from disallowed to allowed >> click Update Group sections
• A list of what these do is below.

• Find the contact person you want to give access to the log-in.  You can do this by searching for either the company or the contact.
• Click the "world" icon at the top.
• Create a User Name and Password >> select the Privileges Group >> select Enable Login >> click Submit.

Privilege Descriptions.

For more information on the client log-in please have a look at the cheat sheet .

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Manage Phases and Services

• For FP accountant users!
• When adding/editing phase and service items, they cannot contain a ":" in the title.  This causes problems with the Fp - Quickbooks integrator when exporting.

Internal (Hourly) Services

• Think of a phase as a typical total item on an invoice or estimate which you would give to your client, such as “Design and Production.”
• Internal services are services which are billed hourly.
  
• Time sheets can be put towards them.
  
• They have a $/Hour rate. ie. “Research”

Internal Expenses ($/Unit Sold)

• Think of a phase as a typical total item on an invoice or estimate which you would give to your client, such as “Design and Production.”
• Internal expenses are internal items which are billed per unit.
  
• Things like photocopies with a flat fee or CD Burning would fall under this category.
  
• Internal Expenses have a $/Unit rate.

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External Expenses (% Mark Up)

• Think of a phase as a typical total item on an invoice or estimate which you would give to your client, such as “Design and Production.”
• External expenses are expenses incurred from a supplier/vendor which are typically marked up.
  
• Things like “Web Hosting” or “Stock Photography” would fall under this category.
  
• External expenses have a % Mark‐up rate.

External Expense Admin Fee

• The "Use as Admin Fee" checkbox is used to markup all the internal services in a phase that this external expense is associated with.  You need to first go into the Admin Section (lock icon), and under System Preferences, and under the "Bill" heading click the check box to activate the "Admin Fee" option.

1. In the Admin section, click on the External Expense link, and add an expense.  You can name the expense anything you want.  Be sure to check the "Use Admin Fee" box as shown below.
2. Just like adding a new expense or service, you need to add a rate, link a revenue account, as well as associate it with a phase, in this case, the phase you want to have an admin fee applied to.  (Click here for more details )
3. If you only want to use the Admin one time, simply add the expense to a phase manually in the estimate by clicking the "Add Service" button.

In the example below, the total amount for the internal services under the "Design and Production" phase is $3000.  The Admin Fee is set at 0.05 or 5%.  The Admin fee does not affect the Internal Expenses or any other External Expenses.  5% of $3000 is $150, which is then added to the total services and the internal expense giving you a phase total.

3000(IS) + 200(IE) + 3000*0.05(Admin Fee) = 3000 + 200 + 150 = $3350 for the phase total.  

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Adding/Editing Services & Expenses

Unlike changing and adding Phases, there are a few more steps when add/editing a service or expense.

TO ADD A SERVICE/EXPENSE

When adding a service to Fp, there are three things you need to do:
1. Add the service
2. Assign a rate
3. Assign an account

ADD THE SERVICE

From your dashboard, click onto the lock (admin) icon in the top right corner. Depending if you are adding an Internal Service, Internal Expense, or External Expense, click the appropriate category under the "MANAGE PHASES AND SERVICES" grouping.

After selecting the service/expense link, a list will appear. You can either edit the items by clicking on the grey circles on the right side, or click the ADD SERVICE+ button on the top right corner.
****After any changes be sure to press submit!

Fill in the name of the item, and the code will be entered automatically. Click the applicable taxes and press submit.

This new service will now show up on your list page.

ASSIGN THE RATE

The next step is to assign a rate to this service or expense. Again in the admin section, click on "Apply Rates to Services."
This will bring up a list of all your expenses and services as well as the rates associated. In some cases you will notice there are more than one rate column. (ex. House & Higher) This means you can put in a different rate depending on the category you choose. In terms of expense, for externals it will be a markup and internals are a flat rate.
Search for your added item, and add in the appropriate rate, click submit, and press “OK” to carry changes to all the staff.
The very last step is to Assign Accounts

TO ASSIGN ACCOUNTS

In the admin section, under the “INTEGRATE ACCOUNTING” category, click on “Assign Accounts”.

This will show you where all the services and expenses are linked in terms of which accounts they are associated with. Click on the appropriate REVENUE account.

Press submit. Now you have a properly setup new service/expense.
Now you can link this to a phase as well.

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Organize Phases With Services

• Phases essentially are a grouping of the services and expenses above which make it easier for you to build an estimate and in turn a job.
  
• When creating an estimate in Function Point (the first step in creating a job), you choose from a pre‐configured group of phases based how it is organized in this section.
  
• Once you have selected the phases that relate to that estimate you click submit and all of the services will appear under the phase as it is set up here to move quickly through the estimation process.
  
• You don’t have to manually add services with Function Point, we build a “most‐likely” scenario based on this set up to help you save time.

• How to Add/Edit Phases

When we set up your Function Point system, our developers create the phases and services in your system before you even before you Go Live. It is quite often that after our clients use their Function Point system, they want to change add or change their phases and services. This is completely normal as you realize your initial idea of categorization may change.

TO ADD A NEW PHASE

1. Click on the admin/lock icon on the top right corner of the Fp Dashboard
2. Click on "Organize Phases with Services" under the "Manage Phases and Services Section"
3. Click "ADD PHASE+" on the top right corner
4. Name the phase and give it a "Phase Order" number
-This number will place the phase in order in relation to other phases in estimates and
in any list

From here you can go to the Service List section of the screen and choose the related services by selecting them from the 3 drop down menus. (Internal Service, Internal Expense, External Expense)

Press submit after you select each Service.

TO EDIT A PHASE

To edit a Phase, simply go back to the Phase list (step 2), and click on the edit (grey button)
From here you can add/delete a service, or change the name of phase itself, or make it inactive from your phase list when you create an estimate.

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Rate and Staff Management

Create Rate Categories

Create, delete and enable multiple rate categories.

• Type in the rate name you want to appear when creating an estimate and invoice
• Check the box to enable or disable the rate
• Flag as Cost Rate for Reports will enable you to to add a "rate" for your services that is your estimated cost
• This particular rate will will allow you to pull a job summary by client report and compare the "cost" to "bill-out" rate at the service and job level
• Set default costs and mark-ups that will carry over to the service or expense (optional)
• Add a description for the rate (optional)

Apply Rates to Services

Add rates and mark-ups to expense and service items.

• Type in rates for each rate category that you have created
• Internal Expenses are items billed at a fixed cost
• External Expenses are items marked up by percent
• Internal Services are hourly rates
• Carrying changes to each staff person will bring the internal service rates to all staff members 
• You do have the ability to adjust individual staff rates
• Carrying changes will over-ride any existing rates in the staff rate
• To only carry only the changes over use the revert button
• The printer icon will produce a print friendly version of the rate-sheet

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Manage Staff Role Rates

• Staff roles are setup within List Maintenance
• You can add a rate for each role in each catagory

Notes on Billing Rates

• Billing rates are associated with Companies, Estimates, and Individuals.
• When a rate is associated with a company, that rate is the default rate used when creating an estimate for that company unless a different rate is chosen during estimate creation
• When an estimate is associated with an Job, the rate on the estimate cannot be changed when the job has a status of:
• Closed
• Canceled
• Completed
• Invoiced
• Costed
• or if the estimate is not active
• If a rate is modified then the estimate rates will be changed to reflect the new rates for all service and expenses against a job.
• If a rate associated with a staff member or expense rates is changed in the administrative component, all of the active estimates and open job rates will be updated accordingly
• Employee timesheet creation will submit the appropriate staff rate for the Rate Category for the estimate associated to an open job
• If a user updates an existing timesheet and changes the employee the timesheet is for, the system will recalculate the cost against the job to show the rate for the new employee
• If the employee has a $0 rate on a servic, this service will be considered "non-billable" on the employee efficiency report

Manage Staff, Staff Rates, Staff Privileges

Each staff person that is required to have access to Function Point needs a user name, password and privileges -- this is a three-step process.

1. Add them to your Company under the Company and Contact section.
2. Add them as a Staff person in the Administrative section.
3. After adding them to the Staff section the privileges and billing rates for the individual must be set up.

Details

*Important note:  many modules in the system are variable names, meaning that you (the administrator) can "customize" the names you want users to see in your version of FP.  Module names in the privilage section will reflect any name changes you or your company has made.

• Add a person to the Contact section as type "STAFF"
• Go to your Company through the Company Find tab   
• On the Company Detail page, select the Add Contact icon on the company Detail view. 
• The user's address information from the company will be automatically added.
• The user name, phone numbers (fax, cell, home, direct), e-mail address should be added here. IMPORTANT: The person must have a type of "STAFF" to be able to add them to the Administration section.
• Next, go to the Admin. section and click Manage Staff >> Staff Rates >> Staff Privileges
• Click the Add Staff button >> select the staff member from the drop-down >> click submit
• If they don't show on this page it's because they haven't been set as "Staff" on the Contacts page
• Fill in the Staff Abbreviation, Hire Date, Current status, hourly cost, user name and password and retype password
• Hit Submit to go to user privileges
• Then, from the Staff Detail Page select "User Privileges" icon
• Select the appropriate privileges from the options (scroll the page to see all items)
• Rates can be added for each individual (for each service) by clicking on the $ icon and adding the rates.
• To select or change a standard rate for an entire rate category just add the new rate in the top field and click on the rate name
• This will populate the new rate down the entire list

Privileges

Each module has a box on this page. The boxes give staff members access to the the areas indicated and are generally quite self explanitory.  Information below will provide explanations of the non-standard privilage items

• Checking the box gives access for the employee to what it implies, for example
  
• Add allows the user to add a record in the module
• Delete will permit the user to delete an item if there are no related items
• Update will permit the user to edit an existing item
• Export to file allows the user to export information to a CSV file to show in a spreadsheet
• View permits finding and viewing only
• Unique items are listed by module below for clarification
  

Admin

This module controls for data that flows across the system. 

• Manage Passwords allows password management on staff detail page
• Update Privileges allows access to the privileges section of the admin area
• Preferences allows access to the preferences section of the admin area
• Show Actual allows the user to see the actual dollar values on the screens where financial information exists
• Show Estimated allows the user to see the estimated dollar values on the screens where financial information exists
• Show Invoiced allows the user to see the invoiced dollar values on the screens where financial information exists
• Show Rates allows the user to see the rate dollar values on the screens where financial information exists
• Tax Groups allows access to the tax group section of the admin area
• Update Accounting allows access to the accounting section of the admin area
• Delete Brief allows deletion of Briefs
• Briefs are questionnaires used to gather information for a job
• Delete Rate Category allows deletion of Rate Categories used to assign billing rates for customers
• Show Hourly Wage allows the employee to see all employees cost values (wages)
• Access to this component should only be given to senior management

Admin Menu

This module gives the user access to everything in the Administrative Menu page (the lock icon).

• Access to components of this section should only be given to system administrators
• These privileges will not affect any use of the system, only the ability to change or delete system settings

Calendar

This module gives the user the ability to edit meetings and information for others in the shared calendar.

Company

This module allows the user to view and make changes to company information (clients and vendors).

Contact 

This module allows the user to view and make changes to contact information.

• Send Bulk Email allows the user to send bulk e-mail out using the selection list in contact find
• Manage Remote Login allows the user to add and remove client access to the client login
• Skills Selection allows the user to add and edit skill-sets and capabilities to all contacts

Job

This module allows the user to view and make changes to job information.

• Notify New sends the user a pop-up message when they've been added as a contact for a new or existing job
• The Initial Costing allows a user to see an Initial Costing icon, , on the docket detail�s page. This icon will open a page, which will allow the user to add timesheets in bulk for any Employee. This is typically used when a company starts using Function Point to bring costs up to date or is used for employees who do not have access to the Function Point system, like part-time workers.
• Initial Costing will give the user the ability to apply initial costs to a job through the job costing page
• Time will be applied to the job in bulk when using this feature which is located in the Job Detail page
• Coordinator allows the user to change a job status from open to closed on the Job Detail page 
• A coordinator will also get a  icon on the Job Detail page which will allow them to quickly view and edit the Status and task on any job in the system
• Job Financials Edit Timesheet allows the user to select and edit a timesheet directly from the Job Financial page
• Notify Status Change will send an e-mail to the user when a job status has been changed for any job in the system
• Notify Completed will send an e-mail when a job status of any job in the system is changed to completed
• This status only needs to be selected if the only status change the user wants is completed jobs, otherwise the above notification will catch this

Email

This module sets the user to receive e-mails notifying them of tasks in the system.

• Login Summary sends the user an e-mail when they first log-in to the system each day
• The list will include tasks assigned to them, by them and those that have been completed and need to be confirmed
• The other e-mails are task specific and will be sent immediately when there is a new task

Estimate

This module allows the user to view and make changes to estimate information.

• Approve estimates gives the user the ability to change an estimate status to approved
• Notify Approved Estimate sends the user a pop-up message and e-mail when the status of an estimate has changed or has been approved
• If an estimate has been approved but a job hasn't been opened the pop-up will keep popping up until a job has been opened
• Override privilages will allow the user to input any dollar amount in the applicable section of the estimate
• Add Phase From Timesheet will allow the user to quickly add a new internal service phase directly from the timesheet pane if this system preference is activated

Expense

This module allows the user to view, add and make changes to expense information.

Invoice

This module allows the user to view, add and make changes to Invoice information.

•  Find Not Restricted to CSR will allow the user to view (and potentially change, depending on other privileges) all Invoices in the system
• To restrict it to only Invoices created by the user this box must remain unselected

KPI Graphs

This module presents information in a graphic format on the dashboard

•  When activated for a user there will be a graph logo on the upper left of the dashboard (next to the timesheet pane)
• To view the graphs click on the icon

Note

This module controls both notes created from the CRM component of the system and from the message board.

Briefs

This module allows the user to view, add and make changes to Job Brief information.

Project

This module allows the user to view, add and make changes to Project information.

Report

This module allows the user to view specific reports within both the Reports section list views within the system.

Task

This module allows the user to view, add and make changes to Task information.

• Notify New sends the user a pop-up from the system when a new task has been assigned to them

Timesheets

This module allows the user to view, add and make changes to timesheets within the system.

• View in this section will allow users to search for timesheets
• Turning add, update and delete on without view will allow the user to update their timesheets from the timesheet pane on the dashboard without allowing them to search for more detailed information
• View others will allow the user to see timesheets from everyone in the system

Integrate Accounting

This section of the Admin. area allows you to set-up and ensure that your account information is linked correctly to your system set-up within FP.

• Setup Chart of Accounts.
• From the Account Type drop down, select the type of account type you wand to check or enter.
• Add the appropriate information and hit submit.
• The new account you created will now be on the right of the screen.
• It is very important that you match the accounts in your accounting software with those being entered into FP to ensure any integration goes off without a hitck.

Features

Brief Templates

This section of the admin section allows you to set-up templates for creative briefs that can be attached to estimates and jobs.

• To create a brief, simply follow the steps and create appropriate questions for your company's brief questions.
• You are able to select from a variety of pre-defined fields to populate your answers.
  

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Configure Shipping

This section of the admin section allows you to configure shipping rates for specific couriers that your company uses. 

• You will need to set up the drop down components in list maintenance prior to adding rate information.
• This shipping function is an optional component of the system as shipping can also be invoiced as a standard expense if your company doesn't require the ability to set-up a specific rate structure.  
  

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Bulk Email Templates

This section of the admin section allows you to set-up templates for sending bulk e-mails out to anyone in your contact list.

• Simply create the template here and use the selection list function in contacts to send an email out to multiple contacts.
  

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Timeline Templates

This section of the admin section allows you to set-up templates for standard timelines that you want to create in the brief section of the system.

• When creating a brief timeline you will have the choice of creating a timeline from scratch, creating it using the estimate as a template or using one of the brief templates set up in this section of the system.
  

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