Total Office Manager Update

Release Notes for Version 26.8.400
Release Date: 8/4/2026 (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

This update requires an update to your database. This will require that all users log out of the software program so that the update can run. Once the update has run and the first user logs in, other users will be able to log back into the program in prior versions without being required to update. This update will take anywhere from 15 seconds to 5 minutes depending on the database size.

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Enhancements/Modifications

The following contains feature requests submitted by users like you:

1. Payment Gateway Errors: When Authorize.Net rejected a transaction at the account or configuration level, Total Office Manager displayed only “Error 0: No additional information was provided by the payment gateway.” We now display the gateway’s own error code and message exactly as it was returned, along with guidance for the three most common causes. This does not change how transactions are approved or declined; it makes a failed one diagnosable.
2. Credit Card Setup — Transaction Key Field: The field labelled “Transaction Key” previously warned “You must Enter a Transaction ID,” a third name for one value on a single form, which made it easy to paste the wrong credential. The field is now named consistently.
3. Emailed PDF File Names: An emailed invoice arrived as Invoice 26-1171_20260409_154114.pdf. It now arrives as Invoice 26-1171.pdf. The date and time were there to keep temporary files from colliding when you email several documents at once. That protection is preserved by giving each send its own folder rather than by renaming the file your customer receives. Stale temporary folders are cleaned up automatically.

Bug Fixes

• Inventory Transfer Blank Entry Number: Saved warehouse transfers could intermittently appear in the non-serialized Item Adjustment list with an empty Entry Number instead of “Warehouse Transfer”, interleaved with correct rows for the same day and the same item. Quantities, warehouses, the General Ledger and the Item Register all posted correctly throughout, so the effect was on the audit trail only. Rows already saved blank are not corrected by this release; please contact support if you need them cleaned up.
• A/R Aging Drill-Down: Double-clicking a customer or an amount on the A/R Aging report did nothing at all. It now opens the A/R Aging Detail report for that customer as it always did.
• Documents Opened From a Picker Window: Opening a document from a list or picker that was itself opened from another window did nothing. The window is now displayed correctly, with your saved layout already applied. This includes creating an invoice from an estimate, where the unformatted window briefly appeared on screen before snapping into place.
• Freeze After an Error Partway Through Saving: When something went wrong mid-save, after a record had already been written to the audit trail, the diagnostic error report opened a second connection and waited on locks the unfinished save was still holding. Neither side could move, and because the dependency ran through Total Office Manager rather than through the database server, it could not be detected and cleared automatically. The session had to be force-closed, and other users in your office could stall behind it while it sat there. The error report now completes without blocking. One known route into this — saving an employee with Certified Payroll enabled and no Marital Status selected — was corrected in an earlier release. This release fixes the freeze itself, from whatever direction it is reached.
• Serialized Unit In-Stock Status: Two separate paths could write the wrong value. Voiding an invoice, sale, or credit that carried serialized items could mark units that were sold and gone as back in stock. Saving a credit memo for any reason, including reopening and saving with no changes, could mark a unit back into stock even after it had been returned to the vendor. Item quantity on hand and your General Ledger were always correct. The discrepancy appeared only on the Serial Number List, and it prevented “Adjust Out of Inventory” from being available for the affected unit. If your Serial Number List currently disagrees with your item quantities, this release stops the drift from getting worse but does not correct units that already drifted. Please contact support so we can correct the affected records for you.

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Schedule Board Update (Version 4.1.4.0)

We completed a large update to the Schedule Board, upgrading from version 4.1.3.

Enhancements/Modifications

1. Faster Updates From Other Users: Changes made by other people now appear within about 15 seconds. Previously it could take up to two minutes. On a busy board that is the difference between seeing a job move and double-booking a technician.
2. Filtering and Grouping: WO Stage, Start Date and Start Time can now be filtered and grouped. These three columns displayed values but offered no filter and could not be dragged into the group-by area, unlike every other column.
3. Refresh Rate Slider: In Settings, General, the slider only ever controlled the map refresh while appearing to control the whole board. It is now labelled accurately.
4. Profile Switching Notice Removed: At customer request, switching to a profile that filters what is shown no longer produces a pop-up every time. Be aware that nothing now warns you when a profile is hiding work, so if jobs look missing after switching, check the profile first.
5. Inactive Entry Sorting: Inactive entries now sort below active ones on the Employees, Work Order Types and Appointment Types tabs, matching the previous profile screen. The profile dropdown also no longer repeats the word “Profile:” on every row; the current-profile indicator on the toolbar still shows it.

Bug Fixes

• Right-Click Actions Use the Row You Clicked: Send Email, Send Text, Quick Edit and other actions taken from the work order list could act on a different customer, whichever job happened to be selected on the board at the time. This affected multi-day work orders, appointments and scheduled work orders. If the row cannot be identified, the action now stops rather than acting on the wrong customer.
• New Work Orders From Other Users: New work orders start out unscheduled, and the automatic refresh was not reloading the unscheduled list. The person who created the job saw it; nobody else did until they pressed Refresh manually.
• Board Stops Updating for the Session: A brief database interruption while the board was starting could leave that session with no automatic refresh, no detection of other people’s changes, and no overdue alerts, until it was restarted. Nothing indicated anything was wrong.
• Right-Click Menu Actions Doing Nothing: Actions such as New Appointment and Delete could silently fail, most often as the first thing you did after opening the board, or when you took two actions in quick succession. The board could also reach a state where it ignored right-click actions entirely until it was restarted. Note the new behaviour: an action may take up to five seconds to reach Total Office Manager, and if you click several within five seconds only the last is sent. This protects Total Office Manager from rapid repeats, which is what the original limit was for.
• Dragging Multi-Day Work Orders to Unscheduled: This previously did nothing at all. Single-day work orders were unaffected, which is why the problem looked inconsistent.
• Multi-Day Work Orders Completed or Canceled Without Cause: This had been removing them from the board.
• Refresh Button Availability: If a refresh failed part-way through, the manual Refresh button could stop responding for the rest of the session. Employee hours in the technician headers also refresh correctly now.
• Status Change Auditing: Completing or cancelling a work order left the previous “Updated By” and “Updated Date” in place, so Quick Edit showed stale information about who last touched the job. Status changes now record who made them and when.
• Profile List Corruption: Creating a profile from the ribbon added a second copy of every existing profile to the dropdown, and compounded with each one created. A renamed profile kept its old name in the list until the board was restarted. Profiles could also be saved with no name at all, producing a blank, unidentifiable entry; names are now required and trimmed, so two profiles differing only by a leading or trailing space no longer look identical.
• Unscheduled List Technician Selection: The unscheduled list applied the profile’s work order type selection but ignored its technicians, so work belonging to technicians you had not selected still appeared. Unassigned work orders remain visible, which is deliberate, since work waiting to be assigned is the main reason to look at that list. The Scheduling Wizard had the same gap and is fixed with it.
• Profile Screen Technician List: Employees without Show on Schedule Board ticked were still offered when building a profile, and selecting one had no effect and no explanation, which made profiles look unreliable. The profile screen now lists only technicians the board can display. Inactive employees are still shown, in red, so they can be removed from a profile.
• Technician Order Column: The Employees tab had lost the column that controls the order technicians appear on the board. Technicians now appear in the order you set, and those with no order set appear after those that do.
• Saved Filters, Grouping and Sorting: Filters on the schedule board list had to be re-applied every day, because a single saved filter referring to a column that no longer existed was silently discarding every filter on that list. Group-by and sort settings were lost between sessions as well, and once lost could not be changed again until the board was restarted. These now survive a restart.

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Yellow Screen Error Submissions

• “Error 3001 – Arguments are of the wrong type” when printing or loading a Custom Data View containing a Social Security Number. The report engine could not copy the encrypted SSN column and raised a yellow screen instead of producing the report. Custom Data Views containing SSN fields now print and load normally. We also repaired several special characters (accented letters and symbols) that had been corrupted in report code.

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