Total Office Manager Update

Release Notes for Version 25.8.2500
Release Date: 8/19/2025 (rolling release)

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

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.

Enhancements/Modifications

The following contains feature requests submitted by users like you:

1. Review URL for Employee: Aptora Mobile II contains a field where you can enter a URL for the purposes on a company review (such as Google review). This field was added to the Employee setup form, so that it can be added or edited in the desktop application too.
2. Employee Timesheet/Automatic Overtime Allocation: We added the a feature to automatically add overtime for employees exceeding 40 hours in one week. This is a preference on the Timesheet form. In the Employee Payroll Item Setup form, a selection box was added for the selection of a Default Overtime Earning Item. Selecting a value is optional but is required for the new overtime feature. Additional labels were added to the timesheet form to indicate regular and overtime hours for the week and the number of hours to go before overtime kicks in. This was one of the most popular feature requests Aptora has ever had. Example: When entering hours in the timesheet, if an employee’s total reaches over 40 hours, Aptora automatically splits the entry. For example, if an employee already has 30 hours and you enter 12 more, the system will allocate 10 hours to regular time and create a new row with 2 hours using the default Overtime Earning item. Any additional hours entered for that week will continue to be assigned as overtime.
3. Preferences > Appearance: Added a new preference: Hide Company File Details on the Main Form Caption. It hides the version number, company file details and other information typically shown at the top of the main form. Preferences > Appearance: This update will uncheck the Show Information Center option. It will also set Personalized Menus to Disabled. Most users will want these settings but do not know about these preferences. Users may set them back if they wish. We recommend that you do not show the Information Center unless you need it. It consumes network resources needlessly.

4. Stage Form and Stage List Enhancements

   • Stage Form: Added a new option for Estimate and removed Estimate from the Invoice option (previously combined). Form labels were updated for improved clarity. (Path: Company > Lists > Stage List).

   • Stage List: Added new columns including WO, PO, Estimate, Customer, Employee, Bill, Credit Card, Check, and Line Items. These columns are also available in the Quick Filter.

   • Stage Selection on Estimates: The Stage selection list now displays only stages designated for use on the Estimate form. Invoices and Estimates no longer share the same stage. Instead, Invoices, Sales, and Credits share the Invoice stage.

   • Note: When editing existing Estimates, the “Estimate only” filter will not apply. The originally chosen stage will remain visible to preserve the existing selection.

5. Item Category: We added an additional “What Best Describes” selection called “Flat Rate Task”. This will be used in a soon to be released feature. Item Category List: We add a new column to include the “What Best Describes” value of the category. This column was also added to the Quick Filter.
6. We created a one-time turnoff of the Information Center, per user. Many users have reported that they do not use this feature and do not know how to close it permanently. Closing it will reduce network activity and calls to the database which can help improve speed and performance. Users may always reset the default behavior for this form.
7. Import Timesheet: The import was not built to allow Work Order numbers to contain special characters. We improved the system to allow for this. Work Order numbers ST-12345, 12345-A, 25-0003A$, WO#789, A-123/22 will all import now. This import now automatically adds the time to the timesheet entries (along with the date that was already being added).
8. Import Form: The ‘First Row Contains Field Names’ and ‘Tabs’ are now checked by default. These are often selected by the user after the grid loads. Having them selected by default speeds up the process.
9. Admin Override (Special Approval) Form: We fixed an issue that could potentially cause a program crash when the user enters an Admin Bypass password and after clicking the OK button.
10. Invoice/Estimate Analysis Report: We added a note to help clear up confusion: “Note: The amount in ‘Labor Cost’ comes from ‘Service’ item types using the value from the ‘Estimated Cost’ field.”

Bug Fixes

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

1. Ticket 48443: We fixed an issue that was preventing payroll to process when the State unemployment liability is set to 0%.
2. Ticket 46614: We resolved an issue where the “Exclude Items with Zero Quantity OH” setting did not affect the report. Previously, the report returned the same items whether the option was checked or not. It now functions as expected: when enabled, items with zero on-hand quantity are excluded from the report.

Yellow Screen Error Submissions

These are the unexpected error messages that users may receive. The forms have a yellow background. When submitted to us, we work very hard to determine what could have caused the error and what needs to be done to fix it. Whenever it is possible, we fix every one of these.

1. FrmInvoices.loadAttnList Subscript out of range
2. FrmInvoices.saveProgressiveInvoice Subscript out of range
3. ModForms.sortStyle Subscript out of range
4. FrmCustInfo.resortPO Subscript out of range
5. FrmPREmployee.Delete_Liability_Item Subscript out of range
6. FrmWorkOrder.beforeUpdate Subscript out of range
7. FrmSchedule.loadNotSch Operation is not allowed when the object is closed.
8. The UPDATE statement conflicted with the FOREIGN KEY constraint
9. FrmPRProcessPayGroup2.replaceManualEntries Subscript out of range
10. FrmSalesTaxAdjustment.Save Multiple-step operation generated errors
11. FrmInvoices.finishItemNew Invalid procedure call or argument
12. FrmDeposits.grd_MouseUp Invalid procedure call or argument
13. FrmCustJobs.makeActive Subscript out of range
14. ModESOnly.loadRecords Invalid column name
15. FrmWOMulti.getNewWoInfo Invalid use of Null
16. FrmPOList.Calculate_Footer Subscript out of range
17. FrmDocUploader.uploadFile Invalid procedure call or argument
18. FrmInvoices.assignCommisions Data access error
19. ModRptFinIS2.BuildAcctList Error converting data type nvarchar to bigint.
20. FrmWOMulti.addDate The conversion of a varchar data type to a datetime
21. ModCommon.loadWarehouseCombo Object doesn’t support this property or method
22. ModRptContactLog.Populate_rdtContactLog Ambiguous column name
23. FrmNewTerms.loadRecord Invalid property value
24. FrmDeposits.grd_MouseUp Invalid row number
25. FrmNewCustJob.Copy_Parent_Data Invalid property value
26. FrmWOMulti.calcAnnually Type mismatch