GENERAL FEATURE OVERVIEW

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1 TOTAL OFFICE MANAGER ENTERPRISE WAS BUILT BY CONTRACTORS FOR CONTRACTORS. THIS IS ONE SOFTWARE PROGRAM THAT CAN DO IT ALL. A Little History First GENERAL FEATURE OVERVIEW Friendly Easy to Use Interface Our Software is Very Keyboard Friendly Extensive Options and Preferences Numerous Customizable Lists Unlimited Historical Information Extensive Lookup and Search Features Rock Solid Security and Auditing Grant Permissions by Form and Report Hundreds of Detailed Reports with Options Batch Printing System Very Heavy Inventory Capability Convert Reports to a PDF and Other Formats Import from Access, Excel, or Delimited Export to Various Formats Training Videos and Manuals Comprehensive Context Sensitive Help Comprehensive Database Utilities User Defined Fields with Extensive Masking Automatic Updates with File Sharing Uses a Microsoft SQL Server Database Run Multiple Instances of the Software Terminal Server Ready Custom Software Programming Available James R. Leichter, a lifelong contractor, needed a better way to run his business. Frustrated with software that was either one size fits all or totally overpriced, James assembled a dream team of software programmers and accounting professionals and set out to make his own software. Total Office Manager is the result of five intensive years of development and more than six more years of fine tuning. The result is a program that probably looks and functions a lot like what you may have always dreamed of owning. Basic Overview Total Office Manager was designed specifically for businesses that do work related to service, installation, new construction, and service agreements. Total Office Manager is built on a rock solid foundation of accounting. We then added hundreds of features that a service contracting company would need to run their businesses more efficiently than ever before. Features include an impressive set of modules related to core accounting plus specialty features such as dispatching, service agreements, flat rate pricing, marketing, sales lead management, CRM, proprietary reports, POS, and more. All development, marketing, sales, training, and support are done in house by Aptora employees. We don t farm anything out. We are constantly responding to the needs and wants of our clients. We release approximately one major update every two months and many other updates in between. Features Common to the Software True MDI Interface Unlike most software of this type, you can open the same forms many times. The interface is clean and keyboard friendly with auto fill and proper tab ordering. Options and Preferences There are hundreds of preferences and options that control look, layout, fields, columns, behavior, and more. Many preferences are specific to the user while others are global. Heavy Duty Security and Auditing Security is established on a form by form, report by report basis. You have the ability to set permissions to open, view, edit, add, inactivate, void, and delete in every form. You can decide which reports can be viewed and printed. Permission templates can be set up and permission sets can be copied from one employee to the next. Every time a user logs in and uses the software, user actions are written into a very detailed audit trail. You can view step by step list of everything the user has done, where the user logged in from, and when the user logged out. The audit trail is always active and can never be turned off, edited, deleted, or modified in any way. Extensive Use of Lists We include numerous lists to make it easy to stay organized and find things quickly. Each list includes the ability to search, sort, filter, export, and open in Excel. You can build reusable filters and customized reports. Powerful Search Functions Our powerful search utility makes finding any piece of information contained in your database fast and simple. Use Boolean, wild cards, match case, and more. Enterprise Level Accounting and Business Management Software simplifying IT

2 KEY MODULES Comprehensive Security System Customer Relationship Management (CRM) Employee and Vendor Management Certified Payroll with USA Updates Dispatching (electronic drag and drop) Telephone Messaging System Caller Identification with Instant Lookup Integrated Appointments Marketing Campaign Manager Sales and Estimating Flat Rate Pricing Books* Credit Card Processing (with batch) ACH Payment Processing (with batch) AIA Billing System Invoicing and Accounts Receivable Sales Opportunity Manager (sales leads) Inventory and Item Management Purchase Orders and Automated Reordering Bills and Accounts Payable Fixed Asset Manager with Depreciation General Ledger (full double entry) Credit Card Management Banking and Bank Reconciliation Service Agreement Management Comprehensive Job Costing Report Designer and Navigation Center Import and Export Facility Mobile Smart Phone/iPad Remote Access* Field Mapping and Directions** MS SQL Server Enterprise Database Utilities Point of Sale (POS) Option Live Demonstrations Free The best way to learn about the power and flexibility of Total Office Manager Enterprise is to attend one of our live demonstrations. Please contact us at *Extra fees apply **Requires MS MapPoint Specifications subject to change without notice. Printing and Reports There are hundreds of reports; most of which can be customized to one degree or another. Many reports include extensive drill down. You can convert reports into PDF, Excel, Word, HTML, RTF, Txt, ODBC, Crystal Reports, XML, and others. Feature Details (modules) Total Office Manager includes all of the core accounting modules and reports you would expect such as a heavy duty security, auditing, chart of accounts, double entry general ledger, purchase orders, sales, inventory, invoicing, bill payment, check writing, A/R, A/P, credit card management, credit card processing, ACH processing, fixed assets, depreciation, core accounting reports, and more. We have also added specialized features such as sales lead management, sales proposals, flat rate pricing, serialized inventory, multiple warehouse inventory tracking, item assembly, marketing, mail merge, CRM, hundreds of proprietary reports, report designer, importing, exporting, database utilities, service agreements (with deferred income recognition), job costing, AIA billing, certified payroll, reminders, appointments, work orders, dispatching & scheduling, bar coding, item aliases, document management, departmentalized financials, interdepartmental billing, callback tracking, warranty tracking, client equipment lists, batch credit card and ACH payments, and many other features. There are options available such as mobile laptop computing, smart phone options, point of sale (POS), mapping, caller identification, Software Developer s Kit (SDK), on site training, consulting, custom software programming, and other services. We are also working on a unique web based Client Portal that will allow your clients to log in, view, and print information. Options for Remote Access Smart Phone Software* Using the optional Aptora Mobile software system, your employees can review and edit select data from an iphone, ipad, Android, BlackBerry, or Safari Web Browser. Laptops in the Field Your technicians can run a full copy of Total Office Manager on a laptop from the field. No special hardware or software is needed. Everything that can be done from an office computer can be done in the field. Our extensive security assures that your employees only have access to what you want them to. Software Built by Contractors for Contractors APTORA TRULY UNDERSTANDS THE UNIQUE ASPECTS OF YOUR BUSINESS Specialized Software for the Specialized Contractor

3 Drag and Drop Dispatch Board OUR ELECTRONIC SCHEDULING AND DISPATCH BOARD IS THE BEST IN THE BUSINESS. CREATE DETAILED WORK ORDERS AND APPOINTMENTS IN SECONDS AND EFFICIENTLY COORDINATE ALL BUSINESS ACTIVITIES. Increase your company s efficiency with a completely integrated and state of the art electronic scheduling and dispatching board. Easily manage the schedules of all employees and technicians. Basic Overview KEY FEATURES Clean Easy to Use Interface Drag and Drop Work Orders Day, Week, Month, and Day Planner View Hundreds of Color Options Change Date Format Control Start/End Day of Work Week Change Start and Stop Time of Work Week Adjust Default Time and Block Time Unscheduled/Unassigned Work Order Area Scheduled Conflict Checking Ability to Double Book Timeslots Assign Multiple Equipment to Work Order Hold WO s for Parts on Order Check Tech Skill Level Dynamically Extensive History with One Click Lookup Equipment by Model or Serial Track Callbacks and Warranty Work Use Employee Names, Aliases, or Truck # View Required Parts, Tools, and Equipment View Inventory and Equipment by Vehicle Create Duplicate or Reoccurring Work Orders Quickly Convert Work Orders to Invoices Create Estimates and POs on the Fly Sort & Organize Work Orders by Location Adjust Dispatch Board Size and Position The Dispatch Board opens quickly and is highly customizable. It displays both work orders and appointments. Most information can be accessed with three mouse clicks or less. When you hover over a work order, a popup displays important information. You can double click for details. There are dozens of shorts cuts for tasks such as creating a sales proposal, purchase orders, rescheduling, invoicing, and more. Work orders can be resized and dragged into new time slots. Completed work orders will have a line drawn through them and there is a preference to have them drop off the board. Using the Dispatch Board profile, you can create multiple views. With each view, you control what technicians are shown, ordering, departments, work order status, work order types, and more. Dispatch Board Details Options and Preferences There are hundreds of preferences and options that control look, layout, color codes, behavior, time and date formats, and more. You can change the colors of most every aspect. Our Dispatch Board is one of the very few that allows for employees to be listed across the top of the board or on the side of the board. Profiles The Profile feature allows you to set up the schedule board (using hundreds of options) and save those preferences with a name. You may then switch back and forth between profiles. Profiles can be used to switch between departments, locations, branches, techs, etc. Profiles can be public or private. Work Orders There is plenty of room to write detailed descriptions. There are special fields for a short problem code, long detailed description, directions, and memo. Track Status Work orders have several statuses including scheduled, enroute, working, complete, cancelled, and more. You can change the status at any time. Using Aptora Mobile, your technicians can change the status from their smart phone. Color Coding Work orders and appointments can be color coded. Status, type, and priority are all color specific. Conflict Checking This feature checks to see if the employee has a conflicting work order or appointment already saved. You have the option of double booking. Technician Skills Check The skills check features looks at a predefined skill set and compares it to what is needed to perform a given work order. You will be warned if you are trying to send the wrong technician. Appointments Appointments can be displayed on the Dispatch Board. Appointments can be marked as private ; which keep the contents confidential. Total Office Manager Increases Scheduling Efficiency simplifying IT

4 KEY FEATURES Highly Customizable Work Area Extensive Options and Preferences Unlimited User Defined Fields User Defined Fields That Allow Masking View City Maps and Plot Work Orders* Create Turn by Turn Directions* Locate Suppliers & Hard To Find Addresses* Extensive Lookup and Search Features Rock Solid Security and Auditing Optional Mobile Management , Text, or Page Work Orders** Dozens of Scheduling Reports Lots of Work Order Templates Print Daily Schedule or Entire Week/Month Powerful WO Report Designer Training Videos and Manuals Comprehensive Context Sensitive Help Custom Programming Available *Requires MS MapPoint 2009 (or higher). **Requires MS Outlook /Express /Mail, account, and an internet connection. Live Demonstrations Free The best way to learn about Total Office Manager s state of the art Dispatching Board is to attend one of our live demonstrations. Please contact us for more information at (toll free). Specifications subject to change without notice. Unscheduled Work Orders There is a convenient area that lists all work orders that are not ready to be dispatched. This list can be filtered, sorted, and customized. You have control over what types of work order appear here and can switch back and forth at any time. Send Messages to the Field** It s fast and easy to your clients a quick note. Your can include attachments that are completely editable. Clients** You can send quick s to your clients from the Dispatch Board. The is automatically created using customer information. You can add anything you want. Set Alerts and Red Flags You can set flags so that you are alerted when clients are past due, exceeded the credit limit, need special equipment, required parts and tools, promises made, etc. Credit Hold Clients can be placed on credit hold and you may elect to password protect the credit hold. An administrator would then review the client s account and enter a password to let the service call proceed. Payroll Integration Our Dispatch Board is not an add on or module. It is fully integrated into the accounting and payroll systems. The timesheet is automatically populated with work order information. With a few clicks, your employee s time is recorded and ready for review. Printing Work Orders We have included lots of templates. You can include things such as name, contact info, problem description, problem code, extensive notes, service agreement info, equipment info, warranty information, repair history, user defined fields, directions, and more. Smart Phone Software Using the optional Aptora Mobile software system, your technicians can enter their timesheets or edit their work orders and appointments from an iphone, ipad, Android, BlackBerry, or Safari Web Browser. They can check appointments, review sales calls, lookup repair history, check service agreement information and more. Please call for details. Laptops in the Field Your technicians can run a full copy of Total Office Manager on a laptop from the field. No special hardware or software is needed. Everything that can be done from an office computer can be done in the field. Our extensive security assures that your employees only have access to what you want them to. Powerful Flexible Dispatch Board STATE OF THE ART SCHEDULING FOR SERVICE AND CONTRACTING BUSINESSES Fully Integrated State of the Art Dispatch Board

5 Sales and Marketing System PRODUCING SALES OPPORTUNITIES AND CONVERTING THEM INTO PROFITABLE SALES IS ESSENTIAL TO ANY BUSINESS. Total Office Manager is a complete business management system that includes numerous features to assist with marketing, sales, and Customer Relationship Management (CRM). KEY FEATURES Intuitive and Easy to Use Forms Marketing Campaign Management Marketing Lists Based on Complex Searches Do Not Call List & Preferred Contact Method Sales Lead Management Customer Relationship Management (CRM) Create Qualifying Questionnaires Create Q&A Lists and Profiling by Product Telephone Messaging Powerful Contact Log (for detailed notes) Track Sales Calls and Appointments Drag and Drop Sales Call Scheduling Track Sales Information by Salesperson Track Sales Info by Marketing Method Track Sales by Region or Demographic Sales Closure Rates by Person or Product Sales Closure Rates by Marketing Method Create Estimates that Can Be Quickly and Easily Converted Into a Sale Default Gross Profit or Markups Select Required Fields and Force Entry Automatically Calculates Sales Cycle Basic Overview The Marketing Campaign Manager will help you create sales opportunities more efficiently than ever. Using the optional Caller ID system, you will see each call coming in and have instant access to the caller s history. With a few clicks you can enter a phone message, sales lead, or appointment, and send it to your sales person s phone as an or text. Sales leads are graphically displayed and controlled through the Dispatch Board. Detailed Estimates can be prepared and later converted to invoices. Hundreds of details regarding the entire process of marketing and sales are recorded for later analysis. You will know exactly how your marketing performs, the sales closure rates on your employees, and many other things you never knew before about your company. Sales, Marketing, and CRM Details Hundreds of Options and Preferences There are hundreds of preferences and options that control how this feature set functions. Certain fields may be required and some can be auto populated. Caller Identification with Automatic Lookup (optional) When the phone rings, the Caller ID system displays all of the callers along with important information about each. You will see if they own a service agreement, owe you money, have sales leads pending, etc. With a right click, you can look up history, add messages, appointments, sales leads, work orders, and Quick Add. This feature is customizable. Make Better Decisions with the Marketing Campaign Manager This feature shows you exactly what advertising and marketing you have in effect and how well each one is performing. For each of your marketing methods, you will be able to see gross sales, expenses, return on investment, cost per sales lead, cost per sales lead closed, closure rate (by person, product, and marketing method), and a lot more. Track Sales Leads with the Sales Opportunity Manager The SOM is a great feature set that allows you to enter sales leads and track their progress from start to finish. Sales leads can include products, stage, customized questionnaires, user defined fields, and there are plenty of other data points that can be collected. You will know exactly what stage each sales lead is in. Sales can be predicted using our unique probability list. Sales leads can be printed, texted, or ed**. Access Details with the Contact Log and Notes Manager You may type all sorts of notes regarding sales, bids, service work, recommendations, concerns, legal issues, and more. Entries are date & time stamped, and includes the entry person's name as well as a topic and subject. There is also a handy stop watch feature. Notes can be sorted, filtered, searched, printed, and exported. You can have certain alerts popup each time this form is opened. Create Detailed Estimates and Sales Proposals Estimates can be created for customers and prospects very quickly. Change Orders are automatically created when the estimate is changed. You can keep very detailed notes on your sales process. The estimate can be setup to achieve a specified gross profit margin (GMP) and each line item can have a separate GPM. Document Management and File Linking The Document Manager allows you to drag and drop MSDS, sales literature, brochures, technical literature, sell sheets, schematic diagrams, and more. The documents can be searched, previewed, and printed as needed. You can go nearly paperless! Integrated Marketing, Sales, and CRM With Total Office Manager simplifying IT

6 KEY FEATURES Create Product List and Track Statistics Predict Sales Probabilities Define and Track Sales Leads by Stage Set Default Salesperson by Customer:Job Caller ID with Automatic Lookup Document Manager and File Linking Extensive Options and Preferences Unlimited User Defined Fields User Defined Fields That Allow Masking Extensive Lookup and Search Features Rock Solid Security and Auditing Optional Mobile Management , Text, or Page Sales Leads** , Text, or Page Sales Appointments** Dozens of Related Reports Microsoft Excel Integration Print Daily Schedule or Entire Week/Month Training Videos and Manuals Comprehensive Context Sensitive Help Custom Programming Available *Requires MS MapPoint 2009 (or higher). **Requires MS Outlook /Express /Mail, account, and an internet connection. Live Demonstrations Free The best way to learn about Total Office Manager s marketing, sales, and CRM tools is to attend one of our live free demos. Please contact us for more information at (toll free). Specifications subject to change without notice. Defined Gross Profit Margin Targets Each prospect, customer, job, and item can have a default gross profit (markup method) that can be changed at any time Retail Price and Markup Methods You may build an unlimited number of markups based on a large list of calculation methods. You can also construct an unlimited number of markup tables. Sales Commissions and Bonuses Create sales commissions based on retail pricing, gross profit, fixed rate, percentage of labor, variable, and more. Sales commissions are automatically added to invoices and can be modified there or during payroll processing. Create Popup Notes and Alerts These are handy when you need to be alerted to important information. Visual Scheduling and Coordination Preventative Maintenance and Service Agreement visits can be displayed on the Dispatch Board. You can schedule your PM visits whenever you need to. It s easy to reassign your work orders to alternative technicians. Marketing List Generator and Mail Merge Letters and Labels Produce mail and call lists based on complex information including equipment, demographics, buying habits, repair history, etc. Create professional looking letters and sales documents and merge them with almost any information in your database. Printing and ing We have hundreds of sales proposal templates or you can create your own with the report designer. Almost anything can be easily printed, ed, or texted. Smart Phone Software Using the optional Aptora Mobile software system and an iphone, ipad, Android, BlackBerry, or Safari Web Browser, your salespeople can manage appointments, review sales calls, lookup sales history, and more. Please call for details. Laptops in the Field Your technicians can run a full copy of Total Office Manager on a laptop from the field. No special hardware or software is needed. Everything that can be done from an office computer can be done in the field. Our extensive security assures that your employees only have access to what you want them to. Sales Proposal Kit If you are looking for an effective sales system for the HVAC industry, Aptora can help. We have taught classes all over America and we offer a complete set of forms, training materials, and DVDs for your sales people and technicians. Powerful Marketing and Sales Management ONE SOFTWARE PROGRAM TO MANAGE YOUR ENTIRE CONTRACTING BUSINESS Track Marketing, Sales, and CRM Like Never Before With Total Office Manager

7 Sales & Accounts Receivable GETTING YOUR CLIENT S INVOICED AND STAYING ON TOP OF COLLECTIONS IS A PRIORITY FOR ANY BUSINESS. TOTAL OFFICE MANAGER MAKES THIS CRITCAL JOB EASIER AND SAFER. Total Office Manager includes a robust set of features for managing sales leads, creating proposals, invoicing clients, mailing statements, and collecting money. Basic Overview KEY FEATURES Friendly Easy To Use Interface Generous Field Lengths and Room for Notes AIA Billing Option Sell From Multi Locations Including Trucks Create Flat Rate Pricing Books Import Vendor Items and Pricing Highly Detailed Sales History Automated Sales Commissions Attach Documents to Jobs Unlimited Notes Per Job or Client Preferred Vendor Tracking Best Price Tracking On File Credit Card Storage Heavy Duty Credit Card Security Strong Credit Card Number Encryption Credit Card Number Validity Checking Multiple Default Payment Methods Batch Check ACH Processing Batch Credit Card Processing Canadian Payment Options Available Supports Progress Billing Handles Down Payments and Retainage Multiple Sales Tax Rates and Authorities Line By Line Item Sales Tax Methods Group Sales Tax Items Together Handles Sales on Consignment (floor plan) Built in Sales Opportunity Manager Built in Customer Relationship Manager Create Credit Memos and Refunds Automatic Invoice Payment Application You have the opportunity to start the whole process with an electronic phone message. You can also enter a sales lead using the Sales Opportunity Manager. A sales proposal or estimate can be entered and set to pending. Change orders can be added as needed. Once you make the sale, purchase orders can be automatically generated for items that appear on the estimate but are not in stock. Estimate can be converted to an invoice with a touch of a button. Invoices can be created for all or part of the estimate. Progress billing is supported. There are dozens of templates to print from. You can create your own proposals or invoices using the built in report designer. The statement feature offers a lot of options on who gets statements and what they look like. It s easy to assess finance changes based on different calculation methods. System Details Sales Opportunity Manager (SOM) Total Office Manager s SOM includes an extensive set of sales lead management tools. You can create a product list and track closure rates by product and salesperson. You can develop prospect profile and qualifying questions. Customer Relationship Management (CRM) The CRM system offers a very robust set of tools for capturing information about your prospects and clients. There is a powerful contact log and an unlimited number of user defined fields. Sales Proposals and Estimates You can create highly detailed, or very simple, estimates and sales proposals. You can enter a projected total and build up your item list to match it. Group items and flat rate tasks can be inserted. The Look Up feature allows you to do sophisticated searches and filtering and items in bulk. Sales & Invoices Use the sales form when you have already received payment (COD). The invoice form allows you to receive a partial payment and collect the balance later. Use the unique Reimbursables feature to quickly gather and apply materials. Assign sales commissions and multiple technicians with a few clicks. These forms are customizable. Sales Taxes Sales tax can be calculated on retail price, wholesale price, and gross profit. Each item can be taxed by one or more sales tax items. Multiple tax authorities are managed easily. There is a nice payment window that tracks who you owe, how much, and when it s due. Printing Sale and Invoices We have included dozens of customizable templates to pick from. You can use the report designer to create your own custom sales and invoice forms. Statement Creation We have built a unique set of features and options that should satisfy even the most demanding person. It s really easy to sort and filter your list. There are many customizable templates to pick from. You can use the statement report designer to create your own custom statements. Total Office Manager Makes Sales and Collections Safer and Easier simplifying IT

8 KEY FEATURES Extensive Lookup and Search Capability Popup Notes by Client or Job Past Due and Over Credit Limit Alerts Password Protected Credit Hold Print Warehouse Pick Tickets Automatic Purchase Order Creation Estimates as a PDF Attachment* Create and Reuse Estimate Templates Unlimited Markup Methods Unlimited Markup Tables Track Estimated and Actual Gross Profit Preference to Sell Out of Stock Items Assess Finance Charges Print Statements and Past Due Notices Statement Report Designer Invoice/Sales/Proposal Report Designer Exclude Friends and Family from Notices Rock Solid Security and Auditing Optional Mobile Management Dozens of Sales and A/R Reports Training Videos and Manuals Comprehensive Context Sensitive Help *Required MS Outlook, Express, or Mail, an account, and an internet connection. Live Demonstrations Free The best way to learn about Total Office Manager s comprehensive sales and A/R system is to attend one of our live demonstrations. Please contact us for more information at Accessing Finance Charges It s easy to create a list of people to assess finance charges too. There are many different options on calculation methods. VIP Exclusions You can easily exclude VIPs such as friends and family from receiving a statement, past due notice, or being accessed finance charges. A/R Reports Total Office Manager's vast array of reports allows you to see extensive details regarding who owes you and when the money is due. Multiple Payment Methods You can add a primary and secondary default payment method. Strong encryption is used to protect credit cards and security codes are not stored. Batch credit card and ACH processing is available. Report Designer Estimates, invoices, sales, and statements can be created using any of our dozen or more templates. You can also modify a template or create a report from scratch using our powerful, yet easy to use, report designer. Highly Detailed History Total Office Manager has the ability to show you a single vendor's history in one easy touse location. View your pending purchases, previous purchases, bills paid, bills due, checks written, and items received. You can right click on an item to view a complete history of that item including a list of every purchase and every sale. Detailed Reports We include lots of reports so that you can see exactly what s going on with each item. Most reports can be customized or tailored to one degree or another. There are dozens of ways to search for items and item activity. Point of Sale (POS) By combining all of the power of Total Office Manager with a cash register, POS Light will allow contractors and service companies to better manage their over the counter sales in a retail store environment. Users will be able to use an inexpensive computer or even repurpose one of their older computers. POS Light includes a USB cash drawer, USB credit card swipe, bar code scanner, cables, power adapter, and a special software update. Improve Your Sales and Collections Practices A TOTAL SALES SOLUTION FOR THE CONTRACTING INDUSTRY Total Office Manager Makes Sales and Collections Safer and Easier

9 Purchasing & Accounts Payable OUR ROBUST PURCHASING SYSTEM MAKES ORDERING AND BILL PAYING FAST AND EASY. EVERYTHING IS AUTOMATED, NO DOUBLE ENTRY. Increase your company s efficiency and security by using electronic purchase orders and bill paying methods with Total Office Manager. Basic Overview KEY FEATURES Friendly Easy to Use Interface Highly Customizable Work Areas Extensive Options and Preferences Keyboard Friendly With Correct Tab Ordering Accounts Payable Process Map Detailed Vendor List With Extensive Search Populate Lists on the Fly User Defined Aging Brackets User Defined Discount Rules and Parameters Handles Packing Slips and Item Receipts Easy Transition from PO to Bill Set Reorder Points Automatic PO Creation from Estimates Automatic Reordering System Smart Invoice Payment Selection Filter and Sort on Key Data Customizable Bill Entry Form Enter Items and Expenses on the Same Bill Print Bar Code Labels while Receiving Items Assign Departments by Line Item Associate Expenses with Fixed Assets Track Vehicle Repairs and Fuel Usage Customizable Check Printing Vendor Contact Log with Time/Date Stamp Auto Data Entry on Checks and Bills Enter Bills or Checks for Future Dates Automatically Assign Bank Accounts Record Vendor Payments Using Credit Cards Credit Card Reconciliation Window Your first step may be to enter a purchase order (POs are not required though). POs may then be converted into an item receipt or a bill. You can receive a partial shipment and the PO will remain open. Any of these forms can be edited along the way and there is never any double entry. The convenient bill payment window makes sorting and paying bills very easy. Checks are automatically created and can then be edited if needed. Checks can be printed one at a time or in a batch. There are dozens of related reports so that you always know what s going on. Purchasing and A/P System Details Options and Preferences There are hundreds of preferences and options that control look, layout, fields, columns, behavior, and more. Purchase Orders You can create POs for stock and non stock items. The purchase order form includes vendor info, quantity on hand (by warehouse or truck), last price paid, average price paid, quantity on order, quantity on back order, and more. Item Receipts (packing slips) You can easily receive an item without a bill. Once the bill arrives, the item receipt can be converted into a bill with no double entry. Enter Bills Bills can be entered for part of a single PO or multiple POs. A shortcut takes you to the PO and that PO can be edited if needed. If part of your order is back ordered, the original PO will be left open. Bill Paying Window Bills can be organized and sorted using a variety of methods. Due dates and discounts are tracked. Multiple bills can be paid at once. It s easy to reconcile a vendor statement and pay multiple bills with one check. Checks are automatically generated and can be edited if needed. Print checks one at a time or as a batch. Extensive Credit Card Management We have built an extensive set of features to control purchases with credit cards. You can use multiple credit cards, manage CC credits, and quickly reconcile credit card statements. Vendor, Item Receipts, Bills, and Checks List Our powerful list forms makes finding information and looking up history fast and easy. Use the extensive set of filters and search methods or built your own filters. Check Writing The check writing window makes it easy to write checks (with or without a bill). Most check formats are supported and you can modify the layout. Sub Contractor Tracking Track details about your vendors including their general liability, workers compensation, automobile, and umbrella insurance. Set Alerts and Red Flags You can set flags, alerts, and pop up notes using various conditions. Increase Efficiency with the Robust Purchasing and Accounts Payable System in Total Office simplifying Manager. IT

10 KEY FEATURES Track Vendor Warranty on Parts/Equipment Enter Credits and Apply All or Partial Accept Partial Payments Accept Multiple Payment Methods Vendor Insurance Expiration Warning Vendor License Expiration Warning Setup Vendors on the Fly Setup Items and Expenses on the Fly Setup GL Accounts on the Fly Automatically Calculate Due Dates and Discounts Based on Vendor Terms Unlimited User Defined Fields User Defined Fields That Allow Masking Extensive Lookup and Search Features Rock Solid Security and Auditing Optional Mobile Management Purchase Orders* Dozens of A/P and Bill Paying Reports Powerful WO Report Designer 1099 Tracking Training Videos and Manuals Comprehensive Context Sensitive Help Custom Programming Available *Requires MS Outlook (or Outlook Express, MS Mail), internet connection, and an account. Live Demonstrations Free The best way to learn about Total Office Manager s Purchasing and Accounts Payable system is to attend one of our live demonstrations. Please contact us for more information at Specifications subject to change without notice. Credit Hold When creating a purchase order, you will be alerted when you try to order materials for a client (customer) that is past due. A password can be required. Unique Item Aliases Establish a master part number and enter a different part number for each vendor you buy an item from. This reduces inventory management headaches. Automatic Data Entry The software will pre fill information that repeats every line to reduce key strokes. You can setup numerous defaults to reduce typing. Bills can be automatically populated with information from the last bill you entered. Automatic Serial Number Assignment When entering bills for serialized items, you can have Total Office Manager automatically generate sequential serial numbers for you (or you can add them yourself). Memorized Transactions Bills and checks can be memorized. That means they are automatically created on a schedule of your choice. You have the option of creating a reminder so you approve each transaction before it is created. Memorized transactions can be edited before or after they are created. Printing and Reports There are dozens of related reports; most of which can be customized to one degree or another. You can export bills, checks, item receipts and more into MS Excel. Smart Phone Software Using the optional Aptora Mobile software system, your managers can review their purchase orders, bills, checks, vendor history, job status, and more from an iphone, ipad, Android, BlackBerry, or Safari Web Browser. Laptops in the Field Your technicians can run a full copy of Total Office Manager on a laptop from the field. No special hardware or software is needed. Everything that can be done from an office computer can be done in the field. Our extensive security assures that your employees only have access to what you want them to. Powerful and Flexible Bill Paying MODERN BILL PAYING FOR THE SERVICE AND CONTRACTING PROFESSIONAL Fully Integrated Purchasing and Bill Paying System

11 Service Agreement System SERVICE AGREEMENTS ARE THE LIFE BLOOD OF ANY GOOD SERVICE ORGANIZATION AND THE FASTEST WAY TO INCREASE THE VALUE OF YOUR BUSINESS. As a rule of thumb, you need about three hundred service agreements for each billable employee you have. Service agreements help you smooth out your schedule and billable hours. SA clients are more likely to invest in other services and help build loyalty. When you sell your company, its value will be significantly increased with a large service agreement base. Total Office Manager includes an extensive set of features to help you sell, schedule, service, and renew service agreements. KEY FEATURES Intuitive and Easy to Use Forms Alphanumeric Service Agreement Numbering Automatic Service Agreement Numbering Drag and Drop Scheduling Multiple Equipment Per Service Agreement Extensive History with One Click View Required Parts, Tools, and Equipment View Inventory and Equipment by Vehicle Create Duplicate or Reoccurring Work Orders Quickly Convert Work Orders to Invoices Track Dates and Schedules Easily Flexible Unlimited Price Schedules Quickly Renew One Agreement or a Batch Easily Amend or Change Existing Agreements Create Service Agreement Templates Batch Credit Card Processing Batch ACH and EFT Processing Setup Automatic Client Discounts Fixed Price or Periodic Billing Display Work Orders on a City Map* Comprehensive Service Agreement List Deferred Income (Escrow Accounting) Flexible Scheduling and Rescheduling Daily, Weekly, Monthly, Quarterly, Annual Copy and Duplicate Service Agreements Sales Training Manual with DVD Track SA Sales by Salesperson Track SA Sales by Marketing Method Basic Overview You can enter service agreements from a variety of areas in the software. Your first step is to select an SA Type. The form auto fills and each field can be edited. You then select what equipment will be part of the service agreement. You have full control over pricing, term length, and discounts. With a few more clicks all of the work orders will be automatically created and either added to the Schedule Board or placed on the Unscheduled Work Order List. You can edit your SA schedule at any time. The whole process is fully automated and highly flexible. Dispatch Board Details Options and Preferences There are hundreds of preferences and options that control look, layout, color codes, behavior, time and date formats, and more. You can change the colors of most every aspect. Our Dispatch Board is one of the very few that allows for employees to be listed across the top of the board or on the side of the board. Service Agreement Types SA Types act as templates. You can setup default pricing, terms, visits, to do lists, and edit them at anytime. When you create a service agreement, simply select a SA Type and the SA form is automatically filled out. Service Agreements Fields include category, description, notes, start date, end date, visits, and equipment. You can add any number of user defined fields. Track required tools, supplies, parts, and more. There is plenty of room for a full description and detailed notes. You can enter the total number of visits (inspections) and the discount you offer service agreement owners. Automated Work Order Creation Work orders are automatically generated when you create a service agreement. Each work order can be for different equipment. Reoccurring Billing Checks and ACH Total Office Manager includes features that allow you to run multiple credit cards with a few clicks. You can setup ACH and EFT payments and do the same. Equipment Assignment You have the ability to select one or more pieces of equipment from the Customer Equipment List. Equipment history, warranty information, install date, model number, serial number and many other elements are at your finger tips. Service Agreement Renewals Renewing hundreds of service agreements can be a real headache with some software programs. That s not the case with Total Office Manager. We have added utilities that allow you to carefully filter and sort service agreements, highlight them, and click one or two buttons to renew them. Total Office Manager Offers a Turn Key Solution for Service Agreementsimplifying IT

12 KEY FEATURES Extensive Options and Preferences Unlimited User Defined Fields User Defined Fields Allow Masking Control Extensive Lookup and Search Features Rock Solid Security and Auditing Optional Mobile Management , Text, or Page SA/PM Work Orders** Dozens of Related Reports Microsoft Excel Integration Print Daily Schedule or Entire Week/Month Training Videos and Manuals Comprehensive Context Sensitive Help Custom Programming Available *Requires MS MapPoint 2009 (or higher). **Requires MS Outlook /Express /Mail, account, and an internet connection. Live Demonstrations Free The best way to learn about Total Office Manager s easy to manage Service Agreement system is to attend one of our live demos. Please contact us for more information at (toll free). Specifications subject to change without notice. Visual Scheduling and Dispatching Preventative Maintenance and Service Agreement visits can be displayed on the Dispatch Board. You can schedule your PM visits whenever you need to. It s easy to reassign your work orders to alternative technicians. Service Agreement Ownership Alerts We have included handy labels that indicate when a client owns a service agreement. The SA alerts are prominently displayed in many areas of the software. Deferred Income (Escrow Accounting) Imagine selling a $1,200 commercial service agreement that includes twelve PM visits. You charge the entire amount in advance. So far so good, right? Maybe. You wouldn t wish to pay income taxes on that $1,200 sale when you haven t actually done any work. With Total Office manager, you won t have to. You can spread the income out to match each visit. So, in this case you might set up the SA to recognize $100 per month. Of course, you have full control of the amounts and time frame. Printing Service Agreements We have included lots of templates. You can include things such as name, contact info, problem description, problem code, extensive notes, service agreement info, equipment info, warranty information, repair history, user defined fields, directions, and more. You may also print route sheets, daily schedules, weekly schedules, and more. Smart Phone Software Using the optional Aptora Mobile software system, your technicians can view service agreement details, enter their timesheets, edit their work orders, and update appointments from an iphone, ipad, Android, BlackBerry, or Safari Web Browser. They can check on service agreements, appointments, review sales calls, lookup repair history, check service agreement information and more. Please call for details. Laptops in the Field Your technicians can run a full copy of Total Office Manager on a laptop from the field. No special hardware or software is needed. Everything that can be done from an office computer can be done in the field. Our extensive security assures that your employees only have access to what you want them to. Service Agreement Kit We literally wrote the book on how to sell and manage service agreements in the HVAC, plumbing, and electrical industry. We have taught classes all over America and we offer a complete set of forms, training materials, and DVDs for your technicians. Easy To Manage Service Agreements TAKE CONTROL OF YOUR COMPANY S SERVICE AGREEMENT PROGRAM Total Office Manager Makes Service Agreement Management Easy

13 Inventory That Works For You INVENTORY TRACKING IS AN ESSENTIAL, BUT LABOR INTENSIVE, TASK FOR ANY CONTRACTOR. TOTAL OFFICE MANAGER MAKES IT EASIER. If you want accurate job costing and meaningful financial statements, you must practice inventory control. Without the right software, inventory management can be a major headache. Total Office Manager includes a powerful, yet easy to use, inventory system that meets the needs of service, construction, and specialty contractors. KEY FEATURES Generous Field Lengths and Room for Notes Serial Number Tracking Multi-Location Warehouse Management Easily Move Inventory and Adjust Qty OH Organize Inventory by Bin Location Dynamically Set Reorder Points Automated Reordering Automatic PO Generation by Job Item Assembly and Grouping Flat Rate Pricing Books Import Vendor Items and Pricing Bar Code Labels and Scanner Support Item Number Aliases Highly Detailed Transaction History Automated Sales Commissions Attach Documents to Items Unlimited Notes Per Item Preferred Vendor Tracking Best Price Tracking Basic and Extended Warranty Tracking Attach Item Picture Expected Cost and Average Cost Global Batch Retail Price Adjustments Track Item Categories Creation and Last Edit Date/Time Stamping Popup Alerts By Qty Sold/Undersold Bulk Inactivation or Deleting Power Item Lookup Feature Add Items to Invoices as a Batch Export item List to MS Excel Basic Overview Basically, here is how it works. There are many inventory item types. Items can have unlimited markup methods. There are separate description fields for purchasing and sales. We give you plenty of room for item numbers, descriptions, and notes. Many fields have unlimited length. Virtually every field can be searched or filtered by. Items can be entered in manually, imported from a file, or entered through normal accounting A/P processes. Purchasing You create an estimate and mark it pending. When the job is sold the estimate is marked awarded. Purchase Orders are created with a few clicks. When items are received an Item Receipt is created. You can receive all or part of a PO. The PO remains open until you have received all items and it s easy to look them up. When the bill arrives, you can convert the Item Receipt into a bill or enter a bill manually. When a vendor statement arrives, it takes just moments to reconcile the statement with your bills. Bill can be paid as a group. The checks are automatically written and can be printed individually or in batch mode. Total Office Manager uses standard check stock. Most of these processes can be skipped or partially completed. There is no double entry. Inventory System Details Item Types There are many inventory item types including inventory, non inventory, serialized, services, labor, discounts, assemblies, groups, kits, and more. Item categories are hierarchal (leve1, level 2, etc). Item Alias One pain point with inventory is dealing with all of the various part numbers that may exist for commonly used items. You might buy a common pipe fitting from seven different vendors, each with their own part number. Total Office Manager over comes this problem by allowing you to enter a part number for each vendor as well as the manufacturer. When you order, our software uses the vendor s part number. Serialized Inventory Track inventory by both model number and serial number. This gives you the ability to see what has happened with a specific piece of equipment from the day it was purchased to the day it was replaced and everything in between. When you receive serialized items, the software can automatically assign serial numbers in sequential order. You just enter a starting value. Purchase Orders You can set permissions and limits on Purchase Orders created by your employees. Give your techs the flexibility they need, and limit your office staff's unneeded purchases. When limits are reached they can be easily overridden by an administrator on the spot. You can prevent POs from being created for past due customers. A purchase order can be easily converted to a bill while automatically insuring the purchase order and bill are identical. Total Office Manager can even new purchase orders to the vendor for processing Total Office Manager is Simplifying Inventory Management simplifying IT

14 KEY FEATURES Extensive Lookup and Search Popup Notes by Item Auto Add Items to Invoices Print Pick Tickets Purchase Orders Alpha Numeric Numbers with Auto Number Change Account Selection Anytime Item Renumbering (even when used) Virtually Unlimited Number of Items Unlimited Markup Methods Unlimited Markup Tables Markup Selection by Sale Line Item MSDS Tracking Long Alpha Numeric Item Number Field Refrigerant Sales and Recovery Tracking Track Item Sales by Employee Track Items Sales Per Marketing Campaign Easy End of Year Adjustments Print Physical Count Worksheets by Location Preference to Sell Out Of Stock Items Rock Solid Security and Auditing Optional Mobile Management Dozens of Inventory Reports Training Videos and Manuals Comprehensive Context Sensitive Help Live Demonstrations Free The best way to learn about Total Office Manager s comprehensive inventory is to attend one of our live demonstrations. Please contact us for more information at Specifications subject to change without notice. Item Receipts Total Office Manager allows you to enter packing slips, receiving those items into inventory without a bill. When the bill arrives Total Office Manager will insure the packing slip matches the bill received from the vendor. Make sure you're getting what is being paid for. Total Office Manager can save you time by automatically converting packing slips to bills. No double entry! Pay Bills Total Office Manager's time saving 'Pay Bills' feature allows you to easily pay the currently due bills with a few simple clicks, and Total Office Manager even writes the checks for you. Checks can be printed one at a time or in a batch. Vendor Discounts If you use vendors that offer special discounts you can enter these into the vendor information and Total Office Manager will track when your discounts can be received and what bills they can be received for. Never pay more than you have to again! Manufacturer Warranties Have you ever replaced a part that was covered by the manufacturer's warranty but forgot to turn it in for credit? With Total Office Manager's inventory system you will know what equipment is under warranty by both your company and the manufacturer. Never lose money on warranty work that you are covered for Management Total Office Manager allows you to mark which vendors are eligible for a 1099 in accordance with current federal regulations. Once the threshold is reached, Total Office Manager knows that vendor is due a 1099 at the end of the year. Highly Detailed History Total Office Manager has the ability to show you a single vendor's history in one easy-touse location. View your pending purchases, previous purchases, bills paid, bills due, checks written, and items received. You can right click on an item and view a complete history of that item including a list of every purchase and every sale. Detailed Reports We include lots of reports so that you can see exactly what s going on with each item. Most reports can be customized or tailored to one degree or another. There are dozens of ways to search for items and item activity. Powerful Inventory Control A TOTAL INVENTORY SOLUTION FOR CONTRACTING BUSINESSES Total Office Manager is Simplifying Inventory Management

15 Fully Integrated Payroll BUILT IN PAYROLL IS ESSENTIAL FOR ACCURATE JOB COSTING. OUR PAYROLL SYSTEM AND INTEGRATED TIMESHEET TAKES MOST OF THE WORK OUT OF TRACKING AND PAYING YOUR EMPLOYEES. The payroll system in Total Office Manager was designed by a team of contractors and accounting professionals. It was specifically built for the service and construction industry. First released in 2004, our payroll includes the features recommended by experts as well as hundreds of user requested enhancements. Basic Overview KEY FEATURES Clean User Friendly Interface Supports Outside Payroll Services Full NACHA Compliant Direct Deposit USA Payroll With Auto Updates Canadian Payroll Support* Australian & New Zealand Payroll Support* Generous Field Lengths and Room for Notes Track an Unlimited Number of Employees Handles Most Union Payroll Scenarios Federal, County, and State Tax Tables Tax Tables Are Automatically Updated* Fully Integrated Timesheet Timesheet Accessed Through Dispatch Board Supports Hourly and Salaried Employees Tracks and Pays Sales Commissions Tracks Callbacks and Warranty Time Tracks Vacation and Holiday Time Tracks Sick Time and Personal Time Setup Tool Allowances and Payback Manages Garnishments and Support Handles Child Support Deductions Insert Electronic Files and Documents Time and Date Stamped Contact Log Separate Checks List for Payroll Checks Supports Most Standard Check Types Modify Check Face and Paystub Add Contact Info and Logos to Checks Our payroll system is easy to use and very flexible. The key to this is our use of payroll items. These are items that can be setup and associated with an employee. They can be modified at any time. You setup as many payroll items as you need. There are no limits. You can create earning types, liabilities, taxes, additions, and deductions. Each payroll item has its own set of conditions such as cost code, account, calculation method, minimums, maximums, amount, percentage, limits, gross, net, and more. Employees can enter their time into a timesheet. Security and permission settings prevent them from changing info for other employees. Time may also be entered from the dispatch board. Either way, timesheet info can be edited at any time prior to the paychecks being created. Once sales commissions are set up, they are calculated automatically. Payroll System Details Hourly Pay You can set up as many hourly rates as you need and change them at any time. Overtime is supported and you will be warned when an employee reaches 40+ hours. Salary Users can create as many salary schedules as needed. They can be changed at any time. You can pay salaried employees extra for overtime or working weekends. Contact Log Keep detailed notes on employee performance, wage adjustments, safety reports, customer feedback, and more. Each log entry is stamped with name, date and time. Employee History This form includes a link to every piece of information in the database that can be associated with the employee such as invoices, credits, estimates, sales proposals, work orders, timesheet entries, appointments, payroll checks, proposals, phone messages, General Ledger (GL) activity, reminders, contact log notes, and more. Payroll Setup and Templates Setup is very straight forward. You can keep it simple or get carried away with complexity. Templates can be created for different compensation scenarios. When you need to set up payroll for a new employee, you can simply select the template. Templates can be changed at any time and then changes can be cascaded globally. You may also edit each employee s payroll setup individually. Timesheet You can select earning item, worker s comp code, labor class, labor item, work order number, job name, start/end time, and topic. You may also enter notes and mileage. You can mark labor as reimbursable and it will be automatically added to an invoice. It s easy to print reports and see where you stand. Timesheets can be accessed from several places in the software including the dispatch board and even the field using a Safari browser or smart phone. Total Office Manager is Simplifying Payroll Processing simplifying IT

16 KEY FEATURES Allows for Reverse Order Printing Print Continued Paystubs Batch Print Checks or One at a Time Establish Payroll Templates Overtime Pay Warnings Easily Edit or Void Checks Easily Recalculate Checks Reconcile Payroll Checks Use Tax Tables or Manually Setup Taxes Track Employee and Technician Efficiency Print W2, W3, 940, and 941 Reports Unlimited User Defined Fields With Masking Rock Solid Security and Auditing Enter Timesheet info on a Smart Phone Enter Timesheet info from a Safari browser Dozens of Payroll and Timesheet Reports Integrates with MS Excel Training Videos and Manuals Comprehensive Context Sensitive Help *Tax tables are USA only and updated with paid subscription. Canadian, Australian, and New Zealand users can update payroll manually. Live Demonstrations Free The best way to learn about Total Office Manager s comprehensive payroll is to attend one of our live demonstrations. Please contact us for more information. Specifications subject to change without notice. Unlimited Earnings Type You can have as many earnings methods as you wish. They can include straight time, overtime, double time, training time, and more. Sales Commissions and Bonuses Create sales commissions based on retail pricing, gross profit, fixed rate, percentage of labor, variable, and more. Sales commissions are automatically added to invoices and can be modified there or during payroll processing. Track Call Backs and Warranty Work You need to track warranty and call back expenses and Total Office Manager makes it very easy to just that. Paid Timeoff It s easy to set up vacation and holiday pay rules. Total Office Manager tracks used vacation and paid time off (PTO). Personal days are also covered. You can even include this information on the pay stub. Payroll Deductions We have made it easy to set up deductions for tool allowances, medical, dental, dues, child support, garnishments, and more. Payroll Processing A few mouse clicks is all that it takes to process payroll and create paychecks. It s easy to modify a paycheck. You can add hours, bonuses, or spiffs on the fly. You may also make changes elsewhere and recalculate the paychecks. Paying Payroll Liabilities Tracking and paying payroll related liabilities is a snap. Each liability is listed along with the pay to, and date due. Simply select which liability you wish to pay and Total Office Manager generates the checks for you. Adjustments are easy too. Printing Paychecks Checks can be printed individually or as a batch. You can use your current QuickBooks or PeachTree check stock. You have a lot of control over the look and layout of the check. Margins and offsets can be adjusted. You can print a continuation paystub. Tax Table Updates Our tax tables are kept current and available for easy download. We carefully track federal, state, county, and city taxes and update them quickly. You can manually check for updates or have the software check on a schedule of your choice. Unemployment Tax Rates Maintain your own unemployment tax rates and rules. Enter Timesheets from the Field Using the optional Aptora Mobile software system, your technicians can enter their timesheets from an iphone, ipad, Android, BlackBerry, or Safari Web Browser. Please call for details. Powerful Flexible Payroll Processing A TOTAL PAYROLL SYSTEM FOR SERVICE AND CONTRACTING BUSINESSES Total Office Manager is Simplifying Payroll Processing

17 General Ledger and Banking THE GENERAL LEDGER IS THE HEART OF THE ACCOUNTING ENGINE AND IS COMPLIMENTED WITH A COMPLETE SET OF BANKING FEATURES. The GL is where all of the accounting information is stored and is used to create all core financial reports. Total Office Manager includes a General Ledger that has been totally optimized for speed and data integrity. The GL is presented in a list form that can be filtered and searched using sophisticated Boolean criteria. There is a comprehensive set of related banking features that compliment GL processes. KEY FEATURES Friendly Easy to Use Interface Our Software is Very Keyboard Friendly Extensive Options and Preferences Full Accrual Accounting with Auditing Single GL Repository Ensures Accuracy Detailed GL List with Extensive Search Unique Find Transaction in GL Feature Entries Automatically Save to GL The GL is Always Up to Date and Balanced User and Global Filters Can be Saved Manual or Automatic Adjusting Journal Entry Bank Account Funds Transfer Utility Bank Deposits Include a Cash Back Option Account Summary by Type List Unlimited Historical Information Ability to Merge Multiple Bank Accounts Manage Multiple Companies Hierarchical Chart of Accounts (multi level) Alphanumeric Auto Numbering Easily Edit Saved Transactions Edit Account Numbers (even when in use) No Cumbersome Batch Posting Required Filter As You Type Selection Boxes Export GL Data in Various Formats Export into Various Formats Including Excel Convert Reports to a PDF and Other Formats Import From Access, Excel, Delimited, Etc Departmentalized General Ledger Auto Populated Data Fields Easily Reoccur or Copy Adj. Journal Entries Basic Overview The General Ledger is live and always in balance. Transactions are immediately saved and there is no need for complex batch posting. As long as you have the permission to do so, transactions are easily edited, reversed, and deleted. The GL is presented in a customizable list form that is easily searched, filtered, exported, and viewed in MS Excel. There are numerous reports to select from and many offer extensive options and preferences. Common Features Options and Preferences There are hundreds of preferences and options that control look, layout, fields, columns, behavior, and more. Many preferences are specific to the user while others are global (where appropriate). Extensive Use of Lists We include numerous lists to make it easy to stay organized and find things quickly. Each list includes the ability to search, sort, filter, export, and open in Excel. You can build reusable filters and customized reports. Powerful Search Functions Our powerful search utility makes finding any piece of information contained in your database fast and simple. Use Boolean, wild cards, match case, and more. Printing and Reports There are dozens of related reports; most of which can be customized to one degree or another. Many reports include extensive drill down. You can convert reports into PDF, Excel, Word, HTML, RTF, Txt, ODBC, Crystal Reports, and others. General Ledger Details Chart of Accounts (COA) There is a large number of defined accounts types. Account numbers are alphanumeric and auto numbering. There is a preference on whether to include account numbers on forms and reports. You can enter long descriptive account names and full length descriptions. Your Chart of Accounts can be set up using hierarchies (parent & child) with many levels. Account numbers and names can be changed; even when there is history. Accounts can be merged at any time. Balances are shown in real time. Trial Balances Quickly examine the balance of any account by date range. General Ledger (GL or General Journal) All of your company s financial activities are stored in one central table. This information is displayed in the General Ledger list form. This list includes extensive filtering, searching, lookup, reporting, and exporting. The GL is pictured below. Adjusting Journal Entry Making an adjustment to your GL is easy, using our handy AJE screen. The credit and debit impact is displayed for each account type. AJEs can be copied or automatically reoccur. Enterprise Level General Ledger and Banking simplifying SystemIT

18 KEY FEATURES True Double Entry Accounting Setup GL (COA) Accounts on the Fly View Trial Balance That s Always Current Detailed Bank Register Extensive Lookup and Search Features Rock Solid Security and Auditing Lock Accounting by Forms and Report Lock Down Financial History with Cutoff Date Dozens of GL and Banking Related Reports Training Videos and Manuals Comprehensive Context Sensitive Help Custom Programming Available Live Demonstrations Free The best way to learn about Total Office Manager s General Ledger and Banking system is to attend one of our live demonstrations. Please contact us for more information at Specifications subject to change without notice. Banking Details Check Writing The check writing window makes it easy to write checks (with or without a bill) for items and/or expenses. You can memorize checks and most other transactions. Checks have a Recall Last Transaction function. Most check formats are supported and you can modify the layout. Bank Account Register Our Bank Account Register looks just like your check book register (pictured at top left of first page). You can view all of your banking activity. Sorting and filtering is easy. Locating transactions is a snap. There are numerous reports to select from and many offer extensive options and preferences. Bank Deposits When receiving payments you may immediately deposit the payment or group with other undeposited funds. A bank deposit management console makes the process easy. Bank Funds Transfer If you need to quickly move money from one bank account to another, it is very fast and easy. Our Bank Funds Transfer utility is easy to use and fully protected through security. Bank Reconciliation We have developed a powerful set of tools to allow you to quickly detect problems and reconcile your bank account. An unlimited number of bank accounts are allowed. There are numerous ways to categorize and sort out your transactions. You can jump into a transaction, correct it, and come back to the bank rec without losing your work. Extensive Credit Card Management We have built an extensive set of features to control purchases with credit cards. You can use multiple credit cards, manage CC credits, and quickly reconcile credit card statements. Partial payments are a breeze. An unlimited number of credit card accounts are supported. Options for Remote Access Smart Phone Software Using the optional Aptora Mobile software system, your managers can review their transactions, purchase orders, bills, checks, vendor history, job status, and more from an iphone, ipad, Android, BlackBerry, or Safari Web Browser. Laptops in the Field Your technicians can run a full copy of Total Office Manager on a laptop from the field. No special hardware or software is needed. Everything that can be done from an office computer can be done in the field. Our extensive security assures that your employees only have access to what you want them to. A GL Built for Speed and Data Integrity ENTERPRISE LEVEL GENERAL LEDGER AND BANKING MANAGEMENT Enterprise Level General Ledger and Banking System

19 Expert Training We offer internet based training and on site training. We have produced a set of videos that you can watch from your own computer. We include a set of printed manuals that guide you through most processes. Qualified Technical Support We know that there is no substitution for being able to just pick up the telephone and talk to someone knowledgeable. That s why Aptora is known for its outstanding technical support. All technical support is performed in house by English speaking Americans. We do not farm out software programming services or technical support to other countries. We have employees, not contractors simply working from home. Our support staff is highly qualified and made of technicians, programmers, and accountants. Regular Updates and Upgrades No software is perfect and neither is Total Office Manager. The difference is that we will own up to our mistakes and fix them quickly without excuses. Aptora is very aggressive when it comes to enhancing and perfecting Total Office Manager. Updates are easily downloaded from the internet. We offer a variety of support packages to fit any need or budget. Award Winning Software 2004 ComforTech #1 Business Management Software Award 2005 Electrical Contracting Products Innovation Award 2005 Dealer Design Awards Honorable Mention 2007 ComforTech #1 Business Management Software Award 2008 Finalist Electrical Contracting Products Innovation Award 2009 CPA Technology Advisor 5 out of 5 Star Rating APTORA CORPORATION 8877 Bourgade Ave Lenexa KS Phone: Fax: [email protected] Aptora Corporation. All Rights Reserved. Since 1996, we have been contractors making software for contractors. Our staff brings years of contracting experience to the ongoing design and evolution of our software. Our client s feedback and input allows us to add more modules to the application to assist their specific need. Aptora is best known for our award winning accounting and dispatching software Total Office Manager. We also produce the world s best flat rate pricing software, called Flat Rate Plus. Both of these applications are proven to deliver an immediate return on investment and better our client's business.