Knowledge Base
Accounting & Taxes
- Account Register
- Account Register Report
- Account Summary by Type
- Accounting and Chart of Accounts FAQs
- Accounting for Sales Discounts
- Accounting Methods
- Accounting Reviews – FAQ
- Add or Edit Invoices, Sales, Estimates, and Credits (fully explained)
- Adjust Bill Discounts and Credits
- Adjusting Journal Entries
- An Explanation of Double Entry Bookkeeping
- Audit Trail
- Bad Debt Write-off and Collection Agencies
- Balance Sheet Report
- Balance Sheet – Dollar Comparison Report
- Balance Sheet – Percent Comparison Report
- Bank Reconciliation Report
- Banking FAQs
- Barter Exchange Transactions
- Beginning Balances and Ending Balances for Beginners
- Bounced Check
- Budget Adjustment Calculator
- Chart of Accounts List
- Chart of Accounts Numbering Convention
- Chart of Accounts – A Detailed Overview
- Chart of Accounts – Account Types (used in chart of accounts)
- Check List
- Check List
- Correcting Incorrect Customer Payments or Deposits
- Creating and Using a Warranty Reserve Account in Accounting
- Creating, Editing, and Importing Budgets
- Credit Card Charges/Credits Report
- Customer:Job Form – Tax Info Tab
- Debits and Credits Fully Explained
- Department Overhead Allocation
- Deposit Types Explained
- Depreciation Concepts and Methods
- Direct Cost and Gross Profit Sales Tax Item Tips
- Direct Deposit Vendor Setup
- Employee Advances
- Employee Payroll Items – Create New Items
- Entering Beginning and Ending Balances
- Entering Bills
- Entering Credit Card Charges
- Entering Credit Card Credits
- Entering Existing Beginning and Ending Financial Balances
- Entering Historical Accounts Payable
- Entering Historical Bank and Related Transactions
- Entering Historical Information and Balances
- Entering Historical Sales Tax Balances
- Executive Summary Report
- Federal ID Number
- Filling Out Form 941
- Financial Ratios. Their Meaning and Usage.
- Financials – Budget Report
- Fixed Assets (adding and editing company assets)
- Fixed Assets (adding and editing company assets)
- Floor Plan Sales
- Form 940 (Annual FUTA Tax Return)
- Funds Transfer
- General Journal
- General Journal
- General Journal Report
- Handling Job Deposits or Down Payments on Job
- Handling Lost Serialized Inventory Items
- How do I Issue a Refund Check to a Customer?
- How do we void a check written in a prior year after tax returns are filed?
- How to Assign COGS When Buying in Bulk or for Multiple Jobs
- Income Statement – Overhead Allocated Does Not Match
- Income Statement – Overhead Allocated Report Not Showing Overhead
- Inventory Valuation Methods
- Invoice Items – Changing Chart Of Account Selections
- Invoice Items – Changing Chart Of Account Selections
- IRS Form 1099 and 1096
- Item Update Historical Transations
- Job Costing Report Discrepancies
- Journal Entries Report
- List Of Checks Report
- Making a Bank Deposit
- Managing Co-Op Manufacturer Rebates
- Manual Deposits List
- Memorized Transactions (understanding and using)
- Memorized Transactions (understanding and using)
- Missing Department Entries (how to locate) CDV
- Month-End Bookkeeping Procedures
- Opening Balances for Customers and Vendors (As Of Fields)
- Other Methods Inventory Costing Methods
- Pay Bills
- Pay Credit Card
- Pay Credit Card (Partial Payment)
- Pay Payroll Liabilities Form (usage)
- Pay Sales Tax Liability
- Payroll Liability Adjustment
- Payroll Liability Adjustment
- Payroll Liability Refund Deposit
- Payroll Taxes by City or Local Municipality
- Payroll – Create New Payroll Tax Item or Liability Item
- Payroll – Form 941 (Quarterly Federal Tax Return)
- Percentage of Completion AKA: Progress Billing
- Petty Cash
- Positive Pay™ for Checking and Bill Paying
- Printing Batch Vendor Checks
- Ratio Analysis
- Reconcile Bank Accounts (Part 1 of 2)
- Reconcile Bank Accounts (Part 2 of 2)
- Reconciling Uncleared Checks
- Recording Tips & Gratuities
- Reference for Filing Taxes
- Retainage or Holdbacks on Construction Jobs
- Rounding Account on the Balance Sheet and Income Statement
- Sales and Use Tax (FAQ)
- Sales Tax Code
- Sales Tax Code List
- Sales Tax Item Groups (adding and editing)
- Sales Tax Item List
- Sales Tax Item List
- Sales Tax Items (creating and managing)
- Sales Tax Items (creating and managing)
- Sales Tax Liability Adjustment
- Sales Tax Liability Report
- Sales Tax Rates – Updating and Changing
- Sales Tax Review/Adjustment
- Section 179 Depreciation and How it Can Work for You
- Selecting A Business Year
- Service Agreements – Escrow Movements and Accounting
- Set up a Loan or Line of Credit
- Setting Up a Loan or Mortgage (ex: truck or vehicle loan)
- Tool Allowances and Tool Reimbursements Programs
- Track Sales Tax Paid for Materials and Deduct That Amount When Remitting Tax Collected
- Tracking Sales Tax on Purchases (Use Tax)
- Trial Balance Report
- Trial Balances
- Troubleshooting Sales Tax Amounts and Calculations
- Troubleshooting Sales Tax Problems and How to Fix Them
- Understanding the Statement of Cash Flows Report
- Unemployment Tax Rates
- Using Discounts and Discount Items
- Using Memo Fields
- W-3 Form Completion
- What are Uncategorized Accounts?
- What are Undeposited Funds on the Balance Sheet?
- What is the Purpose of Undeposited Funds
- Write Checks to Pay Bills and Expenses (how to create and edit)
- Year-End Bookkeeping Procedures
Customers & Billing
- 3rd Party Billing and Invoicing
- Adding Logos to Invoices and Statements
- Advanced Email Settings and Troubleshooting
- AIA Billing – A Complete Overview of What AIA Billing is and How it Works
- AIA Billing – How to Create AIA Payment Applications (invoices)
- Approval Sheet
- Aptora Automated Recurring Billing
- Aptora Mobile II – Add Customer:Jobs
- Aptora Mobile II – Approving Invoices & Applying Payments
- Aptora Mobile II – Invoices, Sales, and Estimates
- AR Aging Report (Detail Report)
- AR Aging Report (Summary Report)
- Assessing Finance Charges
- Assign Work Orders to an Invoice (how to add them)
- Automated Email – How to Use the Feature (2 of 2)
- Automated Email – Setup
- Automated Text Messages – How to Use The Feature
- Automated Text Messages – Setup and Usage
- Automatic Renewal Reminders for Service Agreements
- Batch E-Pay Credit Card Processing
- Batch E-Pay Credit Card Processing
- Batch E-Pay Credit Card Processing
- Best Practices for Using Estimates in Contracting
- Building Custom Reports and Custom Styles CDV
- Bulk Customer Inactivation Utility
- Caller ID – Phone Monitor
- Caller ID – Phone Monitor
- Can we skip selecting a serial number for serialized items when creating Estimates?
- Change of Property Ownership (change parent)
- City State and County Finder by Zip Code
- Contact Log (Company) Report
- Contact Log (Customer) Report
- Contact Log Topics List
- Contact Log – Overview
- Contacts by Marketing Source Report
- Contacts by Region Report
- Creating and Printing Client Statements
- Custom Footers List
- Custom Paper Size in Windows
- Custom Template for Invoice/Sale/Credit/Estimate
- Customer Access Portal Setup and Usage
- Customer Moves or Property Owner Changes – Copy Customer Feature
- Customer Type List
- Customer/Vendor Message List
- Customer:Job Form Overview (how to add and edit)
- Customer:Job Form – Additional Info Tab
- Customer:Job Form – Address Info Tab
- Customer:Job Form – Contacts Tab
- Customer:Job Form – Job Info Tab
- Customer:Job Form – Job Info Tab
- Customer:Job Form – Payment Info Tab
- Customer:Job List (how to use it)
- Customer:Job Sub Account (adding jobs or child accounts to customers)
- Customer:Job – Title List
- Document Manager (how to use it)
- Doing Business As (DBA)
- Electronic Transactions List
- Electronic Transactions – Credit Card Troubleshooting
- Electronic Transactions – Gateway Setup (for credit cards)
- Email Addresses for Sending Text Messages
- Email Settings and Troubleshooting Send Email Issues
- Email Setup for Total Office Manager
- EnerBank USA Financing Setup and Usage
- Entering Historical Sales and A/R Transactions
- Envelopes
- Estimates – Adding and Editing (aka: sales proposals)
- Finance Charges Settings
- Fix Address Fields Utility
- Flat Rate Simple™ Software User Guide
- Full-Service Contracts/Agreements (FSC’s)
- Gateway Settings for Bambora (Canada Only)
- Handling an Over Payment of an Invoice
- Handling Core Charges and Returns
- How Can We Delete a Customer Credit Card Payment?
- How do Items get Relieved from Warehouses when Invoicing?
- How Markup and Markdown Methods Work
- How Subtotals and Group Item Totals Work
- How to Cancel Your Subscription
- How to Purchase and Activate the AIA Billing Software Feature
- How to Return a Serialized Item
- Important Information Regarding Internet Security (SSL and TSL)
- Input Masking for User Defined Fields
- Interdepartmental Billing (invoicing your other departments)
- Inventory Transfer
- Invoice Analysis Report
- Invoice Item List
- Invoice Items and Types Explained in Detail
- Invoice Items – Discount
- Invoice Items – Non-Inventory Parts
- Invoice Items – Other Charge
- Invoice Items – Payment
- Invoice Items – Serialized
- Invoice Items – Service
- Invoice Items – Subtotal
- Invoice Payment Link for Field Service Management
- Invoice/Sale/Credit/Estimate List
- Invoice/Sale/Credit/Estimate List CDV (report)
- Invoices/Sales/Credits/Estimates List Report
- Is there a way to take a current customer account and make it a sub account under another customer?
- Item Lookup
- Item Reservations (reserving sold items)
- Job Costing Concepts Explained (an overview)
- Job Estimates vs. Actuals Reports Explanation
- Job Types List
- Locate/Merge Duplicate Customer:Jobs Utility
- Log Topics List
- Mail Merge
- Mailing Labels: Customers:Jobs
- Managing & Renewing Service Agreements (non batch renewal)
- Managing Change Orders to Jobs
- Marketing List Generator (MLG)
- Marketing Type
- Missing Invoices on Work Orders CDV
- New Custom Footer
- Notes and Notepad
- Open Invoices Report
- Payment Method List
- Payment Terms List (customers and vendors)
- Phone Message
- Pick Ticket Sheet
- Piece Meal Pay
- Point of Sale (POS) – Setup
- Point of Sale (POS) – Usage
- Post Data Migration Duplicate Contacts
- Price Method Types Explained
- Print Preview Tools for Reports
- Printing and Using Bar Codes
- Printing Batch Credit Memos
- Printing Batch Invoices
- Printing Batch Sales (Cash) Receipts
- Printing Your Reports (a basic overview)
- Progressive Billing – Create an Invoice From Estimate
- Projected Total
- Proper Capitalization In Total Office Manager
- Receive Payments from Customers (how to do it)
- Receive Payments List (how to use the list)
- Refund Checks
- Reimbursables (invoicing jobs)
- Remove Telephone Formatting Utility
- Reports – Print Options on Sales Reports
- Reviewing Estimates for Job Costing Analysis
- Sales By Salesperson
- Sales Opportunity Manager (SOM)
- Sales Opportunity Manager (SOM) Sales Lead Workflow
- Selling Out of Stock Serialized Items
- Selling to Employees
- Service Agreement Selling Tips
- Service Agreements (adding and editing)
- Service Agreements List (how to use it)
- Setting Up Customer and Vendor Payment Terms
- Setup and Usage of Customer Locations
- Solving Printing Troubles
- Tips for Building Forms in Aptora Mobile Form Builder (AMFB)
- Unapply a Credit to an Invoice
- User Defined Fields (UDF)
- Using Credits Between Customer Accounts
- Using Invoice Item Aliases (alternative part numbers)
- What are Invoice Item Types?
- What is an In-Progress Invoice and What Does the Selection Do?
- Why Can’t I Attach a File From Document Links in Aptora Mobile II (the app)?
- Work Orders FAQs (for repeating and multi-day)
- Work/Ship Method
- Zone Pricing – Setup & Usage
Data & Integrations
- Automatic Database Backup
- Creating a Training Environment
- Database Configuration, Maintenance, Optimization, and Backups Tips
- Entering Historical YTD Payroll Transactions
- Enterprise Server Utility
- Exporting Lists (for cloud hosted users)
- Flat Rate Plus Online to Total Office Manager Import Wizard
- Flat Rate Simple to QuickBooks Import
- Flat Rate Simple to Total Office Manager Import
- Hosted Cyber Security
- How to Create Backups
- How to Import Bills, Item Receipts, Vendor Credits, Credit Card Charges
- How to Import Service Agreements
- How to Restore Database Backups
- How to Setup Vehicle Tracking with Verizon
- Implementation Guidelines
- Import Errors and Problems – Troubleshooting and Fixing
- Import Wizard for Importing Data
- Importing Data Into Total Office Manager
- Importing Flat Rate Plus for Aptora Hosted Solutions
- Importing Flat Rate Plus™ Data into Total Office Manager
- Importing Timesheets
- Mapping Drives for Network Shares in Aptora Hosted
- Move Database to a New Server
- New Company Wizard
- Preparing Total Office Manager for Contractor Compass™
- Protect Your Computer’s Data
- Purchase Order Tab Delimited File Format
- Resetting Inventory Counts CDV
- Send File To Aptora (Enterprise)
- Sending your Database to Aptora
- What is a planning meeting?
- What records and transactions can I import into Total Office Manager?
General
Inventory & Purchasing
- A/P Aging Detail Report
- A/P Aging Summary Report
- Asset and Tool Tracking & Management
- Asset Labels Report
- Assets List Report
- Bill History Form
- Bills List Report
- Bills List Report
- Contact Log (Asset) Report
- Contact Log (Vendor) Report
- Deleting Inventory Items
- Enter Bill for Received Items
- Entering Credits and Using the Vendor Credit List
- Equipment Type List
- Fixing Item Serial Numbers Entered Incorrectly
- How Do I Enter a Vendor Credit Without Affecting Inventory?
- How do I Setup Item Aliases? (alternative part numbers)
- How to Use the Vendor Bills List (locating bills)
- Inventory Adjustment and Review
- Inventory Assembly Items (item assembly)
- Inventory By Warehouse Bins CDV
- Inventory Cost Review CDV
- Inventory FAQs
- Inventory Item Adjustment (Non-Serialized)
- Inventory Item Adjustment (Serialized)
- Inventory Markup Table List
- Inventory Replenishment (reorder)
- Invoice Items – Group
- Invoice Items – Inventory Part
- Item Category List
- Item History
- Item Labels
- Item Receipt List
- Items – Alerts Based on Quantity Sold (Qty Checking feature)
- Job Costing Steps Explained (detailed overview)
- Labor Minutes
- Labor Minutes on Invoice Items
- Mark Items to be Sold Utility
- Markup vs Gross Profit Margin Table
- Missing Reimb Work Orders CDV
- Physical Inventory Add Sheet
- Physical Inventory Work Sheet
- PO Reimbursables CDV
- Price Level
- Price Level List
- Price Method Types Explained
- Purchase Order (PO) – History
- Purchase Orders – How to Create a New PO
- Purchase Orders – PO List
- Receive Items (Without a Bill)
- Receive Items and Enter Bill Form
- Reimbursables Report
- Sales by Item Detail Report
- Serial Numbers List
- Serialized Inventory Items
- Service Agreement Invoice Item (an explanation of this invoice item type)
- Troubleshooting and Fixing Unit of Measure Problems
- Understanding Bar Codes
- Unit of Measure (UOM)
- Update Retail Price Utility
- Vendor Form – Additional Info Tab
- Vendor Form – Address Info Tab
- Vendor Form – Contacts Tab
- Vendor Form – Overview
- Vendor List
- Vendor Types List
- Warehouse List
- Warranty Work and Part Reimbursement Management
- What are Item Notes and what are they used for?
- When Serial Numbers are Required
- Why is the list of vendors limited in the item alias?
- Why is the price of a part on a report different than the bill, credit card, or check that purchased it?
Payroll & Time
- Certified Payroll Register Report
- Certified Payroll Setup and Usage
- Contact Log (Employee) Report
- Direct Deposit Company Setup
- Direct Deposit Company Setup List
- Direct Deposit Employee Setup
- Direct Deposit Payroll Setup Introduction
- Direct Deposit Transaction List
- Direct Deposit – ACH File List
- Employee Efficiency CDV
- Employee Efficiency – Assign Hours
- Employee List
- Employee Payroll Items (add and edit)
- Employee Payroll Items – Taxes Tab
- Employee Payroll Items – Time Off Tab
- Employee Time Sheet Report
- Employee Type
- Employees – Adding New and Editing
- Employees – Adding New and Editing
- Find Income Tax Tables
- General Overview of Setting Up Payroll
- Geo Time Tracker™ – Setup & Usage
- New Employee Setup
- Pay Group List (payroll)
- Paycheck Details Form
- Paycheck List
- Payroll Item Detailed History Report
- Payroll Liabilities Are Missing from Paycheck. How to Resolve
- Payroll Paycheck Troubleshooting
- Payroll Paystub (from Paycheck)
- Payroll Summary
- Payroll Worksheet
- Payroll – Details on the IRS Form 940
- Payroll – Employee Time Off Adjustments
- Payroll – Pay Period
- Payroll – Payroll Templates
- Process Direct Deposit for Payroll Checks
- Process Payroll Pay Group
- Process Payroll Paychecks
- Sales Commission Tracking
- Setting up a Payroll System from Scratch
- Third-Party Payroll Service Usage
- Time Off History Report
- Time Tracker Plus 360 API
- Time Tracker Plus 360 – App Help
- Time Tracker Plus 360 – Main Help Page
- Time Tracker Plus 360 – Server Manager
- Time Tracker Plus – Part 1 of 2: Setup
- Time Tracker Plus – Part 2 of 2: Usage
- Troubleshooting the 941 & W2
- Using Payroll Time Sheets
- W-2 Processing
- What is the Employee Alias field used for? (found on the Employee form)
- Why Are My Payroll Item Liability Balances Incorrect on the Pay Payroll Liabilities Form?
- Worker’s Compensation on Timesheets
Reports & Analytics
- Advanced Security Report
- Appointment List Report
- AR Aging Report Not Matching Balance Sheet
- Comprehensive List of Technical Support FAQs
- Contractor Compass 360 Dashboard (main topic)
- Contractor Compass® – Technician Scoreboard
- Create Custom Dashboard Tiles in Contractor Compass 360
- Custom Data Views (CDV) for Report Building
- Customer Equipment CDV Report
- Divisions and Departments (departmentalization)
- EGIA Contractor University Recommended Department Setup
- Employee Schedule Report
- Gross Profit Per Person Day KPI
- History Form (customer:job, vendor, and employee)
- How to Install and Use Contractor Compass Dashboards
- Job Costing Overview Report
- Log Topics List
- Missing Work Orders Invoiced CDV
- Mobile Executive Summary Overview
- Report Navigator (locating reports quickly)
- Schedule Profile List
- Technician Efficiency CDV
- The MAEVE Score
- Total Office Manager User List
- What does this message box mean? Total Office Manager ran out of memory!
- Work Order Costing CDV
- Work Order History
Scheduling & Work Orders
- Adding Images
- Appointment List (managing appointments)
- Aptora Mobile II – Dashboard
- Aptora Mobile II – FAQs
- Aptora Mobile II – Preliminary Setup – Part 1 of 3: Networking
- Aptora Mobile II – Preliminary Setup – Part 2 of 3: Port Forwarding
- Aptora Mobile II – Preliminary Setup – Part 3 of 3: Install IIS
- Aptora Mobile II – Quick Add
- Aptora Mobile II – Server/Browser Requirements
- Aptora Mobile II – User Security
- Changing the File Storage Path to a Location Outside of the Installed Machine
- Customer Equipment (adding and editing)
- Customer Equipment List
- Document Manager Troubleshooting and FAQ
- Duplicate Work Order
- GPS Data Returned by Aptora Software
- How Do I Cancel a Customer Service Agreement?
- How to Setup Mobile Device Tracking
- How to Use the Scheduling Wizard
- Important Notes About Time Zones – Hosted Clients Only
- Information Center
- Mobile Form Builder FAQs
- Mobile User Configuration and Setup
- Networking & IT – FAQs
- Reinstalling the Aptora Mobile II Form Builder Plug-in
- Repeat Appointments
- Repeating and Multi-Day Work Orders
- Schedule Board and Dispatching Basics
- Schedule Board Basics
- Schedule Board Mapping Setup and Usage
- Schedule Board Settings and Preferences
- Schedule Board Will Not Open and Program Freezes (hangs)
- Schedule New Appointments
- Schedule Profile List
- Service Agreements – Planned Maintenance Utility
- Service Agreements – Using the Batch Renewal Utility
- Tips For Locating Tasks and Items in the Field Service Mobile App
- Troubleshooting GPS and Mapping Issues
- Troubleshooting Verizon GPS and Mapping Issues
- Use a Schedule Board Profile to Manage Long Jobs
- What Are Work Order Statuses?
- Why Can’t Our Technicians Add New Items in the Field?
- Why Work Order Numbers Are Really Large?
- Work Order Basics in Aptora Mobile II
- Work Order Form (overview, add, and edit)
- Work Order List
- Work Order Types List
- Work Orders – Build Custom Templates
Setup & Administration
- About Box
- Administrator Bypass Authorization
- Aptora Teams – Desktop Edition
- Check Web For Update
- Common Setup Problems
- Company File Information
- Company Information
- Configuring Aptora Hosted for macOS
- Configuring Aptora Hosted for Windows OS
- Deleting in Total Office Manager
- Editing the Windows System Registry
- Granting Permission to Users
- Hosted Troubleshooting FAQs
- How User Licensing Works in Aptora Software
- Installation Error Codes
- Installation – Networking
- Keyboard Shortcuts
- List Management – Filter Center
- List Management – Quick Filter
- List Management – Smart Lists
- Lists Management
- Lock Total Office Manager
- Logging Into Total Office Manager
- Network Speed Test
- Password Encryption
- Password Will Not Work – Hosted Users
- Preventing Duplicate Names
- Registration and Demo Mode
- Reminder Items List
- Reminder List
- Resetting Your RDS Password
- Running Multiple Instances of Total Office Manager
- Search Tips for Lists
- Software Preferences and Settings
- Speed Tips For Total Office Manager
- Transaction Types
- Unable to Connect to Database or Company File
- Update Sales Departments Utility (mass change)
- Utilities – Overview
- Workflow Navigator
Support Site
Tools & Troubleshooting
- ActiveX Message When Sending Email
- Advanced Search
- Aptora’s Software Feature Request System
- Basic Network Cable Testing
- Caller ID – Troubleshooting
- Capture Screen Shot
- Contacts Only – Unknown Call Blocker for Android Phones
- Database Checkup Utility
- Defining Four Levels of Software Assistance
- Definition of a Software “Bug”
- Find As You Type
- Fixing Yellow Screen and Other Errors
- How to Make Total Office Manager Faster in Eight Steps
- Loan Amortization Calculator
- Network Connectivity Problems
- Phone Message List
- Scope of Software Technical Support
- Speed Up Your Lists with One Mouse Click
- Standard Calculator
- Troubleshooting Crashes in Total Office Manager
- Troubleshooting Hosted Frequent Disconnections
- Understanding Power Settings
- Understanding Runtime Exceptions
- What Makes a Great Feature Request
- When is live support available and how long does it take to get a response?
- Who Do I Contact?