Total Office Manager Update

Release Notes for Version 26.1.2700
Release Date: 1/27/2026 (rolling release)

Thank you for trusting Aptora Corporation with your business management software. We appreciate your feedback and support.

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Database Update

No update to your database is required.

Enhancements/Modifications

The following contains feature requests submitted by users like you:

Inventory Related Enhancements: 

1. Inventory Related Enhancements: 
   • Inventory Adjustment Bug Fix: We fixed a bug that could cause inventory adjustments to have no impact, even when saved properly. 
   • Item Categories Import. We now have one option for importing item categories. You may now import parent/child relationships using the same import. Prior to this update, importing parent item categories and (sub) child item categories was a two-step import process (two files). We also updated the help topic with all the new information. https://www.aptora.com/help/importing-data-into-total-office-manager. 
   • Group Items: We added Labor Minutes and Labor Minutes Override to Group item type. This is the same feature found in certain other item types including ‘Inventory Part’. When checked, you may enter a different number of labor minutes, rather than total each of the items in the Group tab. Tip: Labor minutes offer you an idea of how long a task will take. Certain forms, such as an estimate, will total the minutes for the entire item list. We also fixed a bug where the Group totals may not always refresh as expected.
2. Unit of Measure Enhancements:
   • Read-only Unit of Measure was added to Group item types. You may select a Unit of Measure for a Group item. This selection has no functional affect on the Group item. The Group item’s behavior has not changed. We added “Line Item Detail – Unit of Measure” to the Custom Invoice template (report) designer. This will allow you to include any item’s UOM value on the template. This was custom programming and conforms to that company’s specifications. 
   • We added the ability to use dashes in the 10-characeter abbreviation. We added a F1 link to the online help topic for both the UOM form and list. 
   • We added Unit of Measure to the Import Items option. UOM info is optional. Import file must have the Measure (UOM) Abbreviation – not the ID. Example: B1000-S1. The UOM must already exist. This UOM does NOT overwrite any existing Items. If UOM import does not match or fails, it will not create problems. It fails silently. The help topic was updated: https://www.aptora.com/help/importing-data-into-total-office-manager.
   • We added an F1 link to the online help topic for both the UOM form and UOM list.
3. Email System Enhancements: 
   • Email Core: The email system received many new updates and improvements. Much of the work did not involve the user interface but rather involved the technology that works behind the scenes. We modernized Total Office Manager’s email sending so the program no longer relies on the older SSL_init approach for encryption. This improves email security, compatibility, and deliverability.
   • Company > User Preferences: The SSL checkbox was removed and replaced by a new selection list. New encryption options were added. The Test Account Settings button includes improved technology. Tooltips (popups) were added.
   • Emailer Form:  We made several design improvements to the user interface. We increased the size of the message area. You may now separate email addresses with either a comma or a semi-colon. Tooltips (popups) were added. A diagnostics button was added to test various aspects of the email system. This should help users troubleshoot email issues. 
   • Help Topic: There is a new and highly detailed help topic located here: https://www.aptora.com/help/tom/email-setup-smtp 

Payroll Related Enhancements: 

1. Payroll Tax Control Database 

   Core Payroll Tax Rule Updates: The payroll tax database (tax tables) was fully updated for 2026. It is based on what official rules and changes are known at the time of this release. Remember, there are usually several payroll tax database updates during the first quarter of each year. 

2. Federal Form 940 and 941: 

   • Federal 940 Report: We added a new IRS Form 940 for 2025. The report was completely updated for that year. Added a tip to the Form 940 form (where you select the year). 
   • Note: The 2026 (tax year) Form 940 was not available at the time of this update. We will update that form once it becomes available from the IRS. 
   • Form 941: Added instructions and tips to the setup form (where you select the year and quarter). 

3. Federal Form W-2 and W-3: 

   Employee Form W-2:  

   • Fully updated for 2025. We realigned all information to fit the 2025 W-2 form perfectly. Tip: When printing a PDF W-2 form (like from Adobe), use the “Fit” option (not actual size). 
   • On the W2 form, the “Third-party sick pay” box was not saving when checked. It saves properly now.  
   • Employee W2 Form: We made sure that changes are saved when the user closes the form or clicks the Done or Exit button.  
   • We added tooltips to help better explain certain labels.  
   • W2 Shift Fields Form: We updated the instructions on this form. 
   • Company > Additional Information: We added tool tips to help explain the fields related to exporting W-2 forms. 

   Form W-3 

   • W2 and W3 (Wage and Tax Statement) Form: We redesigned this form. Tips were added.  
   • W3 Processing Form: We redesigned this form. Additional fields and tips were added. The W3 form data (results) for each year are now saved to the database and can be retrieved for historical purposes. When a year is selected, prior information, including manual entries, will be retrieved. 
   • Form W-3 Printed Report: This was full updated and revised for 2025. 

4. Other Payroll Forms and Reports: 

   • Employee Payroll Items Form: 1. Taxes Tab: When Social Security or Medicare taxes are selected, the ‘Allowance’ column is disabled (to avoid confusion). This value is no longer applicable. 2. Updated and improved messages boxes and tip related labels. 3. Updated related online help topics. 
   • Employee Payroll Setup Report: We corrected a formatting issue that would cause the column on the far right of the page to be partially cutoff. 
   • Employee Payroll Items Help Topic: We added a new help topic for the entire form. When you land on it, there will be links for each of the tabs. https://www.aptora.com/help/employee-payroll-items 
   • Payroll Group Item Form and List: We added help topic links on F1 for both forms. 

Report Related Enhancements (non-payroll): 

1. Cash-Basis Income Statement: Under certain circumstances, checks that were not used to pay a credit card or a bill were not part of this report. That has been corrected.  
2. Report Preview Windows: We made changes to close any report preview windows that may have been left open when the program closes. 
3. Employee Badges: The employee badge report was updated and enhanced. New and improved styling and a better fit. You can print these to normal size (8.5″ x 11″) card stock. cut, and laminate them. The ID cards are 3.5″W x 2.25″H (Avery 2951). Note: The ID cards include an employee picture, bar coded employee number, department, ID expiration date, and more. The expiration date is set automatically to one year after the print date. The image should be 1.25″H x 1.0″W (standard Passport size). Note: With this update, we now include PNG file types. Go to Reports > Company > Employee Badges. 

Receive Payments and Deposits Enhancements: 

1. Receive Payments Form: We fixed an issue with conducting a new customer search. 
2. Deposits Form: The “Cleared” image was being partially cut off. It was moved to the lower part of the form. 

Image Related Enhancements: 

1. We now allow .PNG and .JPEG images to be used throughout the program (employee, items, assets, and others). The following image types are allowed: *.bmp;*.jpg;*.jpeg;*.png. Where there is an image selector, these image file types are now included. 

Time Sheet Related Enhancements:  

• We added two new labels.  1. Indicates how many overtime hours for the day. It looks at Earning Items where Pay Type = Overtime.  2. Indicates how many overtime hours for the week. It looks at Earning Items where Pay Type = Overtime. 
• We improve labeling and tool tips related to the Automatic Overtime feature.  
• We reduced the possibility of feature added OT incorrectly.  
• We fixed a bug where the feature was turned on even when the preference was unchecked.  
• The online help topic was improved. 

Other Enhancements: 

• Smart Lists: We made general improvements to the Smart List feature including speed and stability enhancements. Error handling was improved to provide more meaningful messages and user information. 
• Modified Help links and URLs for Hosted Users: We made changes the various “Help” menu options for hosted users. They will see a message box with the URL of the web page they are looking for. When they click the OK button, the message box will close and that URL will be copied to their local clipboard. They can paste that URL into their local browser. This also works when the user presses the F1 key. In the main form, we added certain menu options under the Help menu that were previously removed for hosted users. 

Bug Fixes

These are issues submitted to the technical support department where a ticket was entered for that issue.

1. Vendor Credit, Serial Numbers Bug Fix: When creating a Vendor Credit from a Bill, it was possible to save the bill without the form verifying that all serialized items (if any) had a serial number. This only applied to this specific scenario. We also added an additional serial number validation check whenever the Vendor Credit\Bill form is saved. 
2. Ticket 48854: Custom Data View: Attempted to Fix CDV Bug with aptCDV_VW_APT_Checks_PrintAs. This was related to using the User Filter. We were not able to reproduce this error. 
3. Ticket 49795: Service Agreement Renewal Pricing Fix: We fixed an issue that could cause incorrect pricing when renewing a Service Agreement and changing it to a different plan. In some cases, the system could reference prices from unrelated invoice items instead of the customer’s previous Service Agreement price. Renewals now correctly start from the last price paid for the prior Service Agreement, apply your selected pricing options (such as greater/lesser retail pricing), and then apply any price adjustments. This ensures renewal pricing is consistent, predictable, and aligned with your settings.