Functions

Tabs display for the following functions: Charges, Expenses, and Timesheets. Each corresponds to functions in your OpenAir account. Options available are described below.

Charges

Select either Charges, Hourly Grid, or Timers. Depending on your OpenAir account configuration, modules access, and role and filter settings, the Charges tab, Hourly Grid and Timer options may not be available. If the Charges tab is available, go to View and select one of the following options: Charges, Hourly Grid, or Timers. Each is described as follows.

Charges

Use Charges to document the specific billable items associated with customers, projects, and activities. Create, modify or delete entries for hourly, flat rate, other rate, and expense billable items. When you Update, information transfers and appears on the same type of form in OpenAir under Invoices > Charges > Open.

Hourly Grid

Use Hourly Grid to document hourly charges associated with customers, projects, and activities. Enter the number of hours to charge for each day and use Prior and Next buttons to navigate through the calendar. When you Update, information on the Hourly Grid transfers as an Hourly Charge and appears in OpenAir under Invoices > Charges > Open.

Timers

Use Timers to document the exact amount of time you work on a project-related task. Start a timer when you begin working, edit it to stop it when you are finished, or delete it if it is no longer needed. OpenAir OffLine continues to record time until you stop the timer or delete it, even if you exit from the application. After you stop the timer, it appears under Charges and no longer appears on the Timers list. When you Update, the timer information transfers as an Hourly Charge and appears in OpenAir under Invoices > Charges > Open.

Expenses

Go to View > Expenses and select one of the following options: Expense reports (All), Expense reports (Open), or Receipts. Each is described as follows.

Expense reports

Use Expense reports to compile the expenses associated with customers and projects. You can create, modify, email, or delete expense reports. Use Update to transfer all expense reports to your OpenAir account. In your OpenAir account, go to Expenses > Expense reports > Open or Submitted. Keep track of the expenses related to projects and send yourself a PDF copy at any time when you Update. There are two Expense reports selections: Expense reports (All) and Expense reports (Open).

• Expense reports (All) - lists all expense reports in your OpenAir OffLine account. The status of each expense report appears as it would be organized in your OpenAir account: Open, Submitted, Rejected, and Approved. In addition, the Reimbursement Balance appears for Expense reports that are reimbursed.

• Expense reports (Open) - filters all expense reports and displays only those that are currently open.

Submit completed expense reports for approval. Highlight the expense report you would like to submit and click the Submit button. When you Update, they are transferred to OpenAir and follow the normal approval procedure. To view them in OpenAir, go to Expenses > Expense Reports > All or Submitted. These expense reports are listed with a status of submitted until they are approved.

Receipts

Use Receipts to keep track of expenses and record them as receipts in an expense report. Create, modify, or delete receipts that are part of an expense report. When you Update, receipts remain with the expense report and display in your OpenAir account. In your OpenAir account, go to Expenses > Expense reports and click on an expense report. A list of associated receipts appears.

Timesheets

Go to View > Timesheet and select one of the following options: List (All), List (Open), or Timesheet. Each is described as follows.

List

Use List to create a new timesheet or modify, email, submit or delete an existing timesheet. Keep track of the time you work on projects and tasks and send yourself a PDF copy at any time when you Update. There are two List selections: List (All) or List (Open).

• List (All) - lists all timesheets in your OpenAir OffLine account. The status of each timesheet appears as it would be organized in your OpenAir account: Open, Submitted, Approved, and Rejected. When the status of a timesheet changes, the changes display in OpenAir OffLine.

• List (Open) - filters all timesheets and displays only those that are currently open.

Timesheet

Use Timesheet to record time and related timesheet information for customers, projects, and tasks as well as other pertinent company information. Create, modify, or delete timesheets. Use Update to transfer all timesheets to your OpenAir account. In your OpenAir account, go to Timesheets > Timesheets > Open or Submitted.

Submit completed timesheets for approval from either List (All), List (Open), or Timesheets. When you Update, they are transferred to OpenAir and follow the normal approval procedure. To view them in OpenAir, go to Timesheets > Timesheets > All or Submitted. These timesheets are listed with a status of submitted until they are approved or rejected.