Introduction
Overview
This guide documents the OpenAir OffLine application. To simplify its use, we may refer to your OpenAir account on <company-id>.app.openair.com as your OpenAir account or your online account, and the OpenAir OffLine application as OffLine.
OpenAir provides OpenAir OffLine as an application that extends the convenience of your OpenAir account to your personal computer. Since it is accessible without a connection to your OpenAir account, it allows you to save time and effort as you keep track of project-related charges, expenses, and time. As with your OpenAir account, the features that are available depend on a variety of factors such as your OpenAir account configuration, module access, and role settings and filter sets.
OpenAir OffLine features and functions support entering charges, expenses, and time on all tasks to which you are assigned. You can even start and stop timers to help you determine how much time you spend on specific projects and tasks. When it is convenient to sign in to your OpenAir account, transfer the offline information to OpenAir. Each function is explained in more detail as follows.
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Charges - Use the Charge function to document hourly, flat rate, other rate, expense item, or mileage billable items. Record hours on specific dates for a number of different projects and activities. This corresponds to the Invoices > Charges view in your online account. Start, edit, and stop a timer to automatically keep an account of the time you work on a specific project task and activity. When you stop the timer, OpenAir OffLine creates a timebill or charge that transfers to your OpenAir account upon Update. To see charges transferred to OpenAir, go to Invoices > Charges. See Introduction to Charges.
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Expenses - Use the Expenses function in OpenAir OffLine to create expense reports and add receipts to them. If your company uses the feature for rejecting receipts, rejected receipts also display. When you Update, the expense reports and the receipts they contain transfer to OpenAir. To see expense reports transferred to OpenAir, go to Expenses > Expense reports. Click on an Expense report to see individual receipts. See Introduction to Expenses.
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Time - Use the Timesheets function to list all timesheet activity. From the list, you can create a new timesheet, view and modify an existing timesheet, submit a timesheet for approval, or delete a timesheet. If your company uses the feature for rejecting time entries, rejected time entries also display. Once submitted and transferred to OpenAir through an Update, timesheets follow the normal approval process used in your company. To see timesheets transferred to OpenAir, go to Timesheets > Timesheets. Click on a Timesheet to see time entries. See Introduction to Timesheets .
Use OpenAir OffLine to create charges, expense reports, and timesheets or download existing records and edit them at your leisure. When you are finished, simply Update and they are uploaded to your OpenAir account.
While you download customers, projects, tasks, time types, expense items, and activities from your OpenAir account to OpenAir OffLine as you work with charges, expenses, and timesheet, OpenAir OffLine does not support creating or modifying any of these types of records. You also cannot access Invoices from OpenAir OffLine. Use your OpenAir account to change or add to all company-related information. The role and access control settings assigned to your User ID in OpenAir apply in OpenAir OffLine.
Saved Reports
You can select OpenAir Saved Reports and run them during the next Update. This generates a PDF copy of the report and sends it to you at the email address specified for your OpenAir user account. See Introduction to Reports.
Email Reports
You can send yourself a PDF copy of your OffLine timesheets and expense reports. When you Update, they are sent to the email address specified for your OpenAir user account. See Email Reports from OffLine.
Each company has the option of tailoring OpenAir terminology so that it best meets company needs. OpenAir OffLine is designed to display company terms in its user interface. Depending on your account, these terms may not exactly match the terminology shown in this guide. This guide uses default account terminology.