PayPerWork is the new name for Tradesman For Windows.

While maintaining all the features of the original Tradesman, the new program has many advanced features such as improved searching and the facility to e-mail all reports including quotes, invoices and statements. Invoicing has been further enhanced and your final printed invoice is sleek and professional. This is just the start. Planned enhancements and add-ons will only increase the programs advantages. Keep informed by checking the web site regularly for announcements of new features. Keep your maintenance subscription up to date and you will be able to download and upgrade, free of further charges, from the PayPerWork web site*

During the development of the program we have regularly referred to the “wish lists” that we have received from you the customers and have included as many as these as possible. The first users of the new program have found that it is very easy to change over with little time needed to adapt to using the new program.

Common Questions

Features

Is it very different from Tradesman for Windows?
Yes it appears very different. It has been updated with modern screens and advanced searching facilities.

Will I have to learn it all over again?
No. Once you are used to the new screens, you will adapt very quickly. The first users of the new program were “up to speed” within a few hours.  They were quick to agree that it is even easier to use than Tradesman For Windows.

Will my old data be in the new program?
Yes. There is a full conversion utility. All your customers and other accounts will be there as well as the transactions, quotes, jobs and contracts. You will also convert your old years information so that these will be in the new program as well.

Ok. So what benefits are there?
Following is a detailed breakdown of the enhancements that you will find in the new program. 

• There is a new screen layout from main menu. Yes, you will still be able to access all areas in the same way that you are used to, but now there are more options in the way you move about the program. You can also select a sub-menu. For example by selecting the Customers sub menu you will only see the Quotes, Invoices, Jobs, Receipts etc.
• Screen border colours change with each transaction type. This keeps you aware of the type of transaction you are in. For example, the border for quotes is yellow, while the screen border for jobs is green.
• You can go from quotes > jobs > invoices > contracts from within the customer transaction screen. Also from orders > purchases > returns from within a supplier.
• Searching in Customer, Supplier, Item, Account and transactions lists is now based on the “filter” system.  You can search by most fields now, including address, contact and city.  There is no need to remember exactly how a name or address was entered originally. For example, if you type Robert into the contact field, PayPerWork will show you all the customers that have Robert anywhere in the name, such as Robert Wilson and Peter Robertson.

Right Mouse button Menus:

• Throughout the program (where available), you can click the right mouse button to bring up a drop down menu that gives you the options that are available at that point in the program. For example inside an invoice the right mouse button, will give you all options available in an invoice, add text, add item, copy from etc. These options are all available elsewhere on the screen with menus and buttons, however using the right mouse button menu saves moving the mouse all over the screen.

Edit Customers, Suppliers, Accounts and Item details:

• In all customer or other account sub ledger lists, you can use the right mouse button menu to edit the details. This is in addition to an “Adjust” button that is inside invoices etc.Imagine you have viewed the print of an invoice and notice that the name was spelt incorrectly. Simply cancel the print, return to the invoice to correct the spelling and then return and print the invoice. Likewise with items. It is no longer necessary to exit an invoice to go to another part of the program to edit the price or details of an item.

Enquiries:

• Right mouse button on a receipt displays the date and total value of that receipt. Right mouse button on a paid invoice displays the date and total value of the receipt that paid that invoice.
• Old June Balance is displayed in enquiries.

Customers:

• All the field sizes have been increased with additional fields for e-mail addresses, web addresses and mobile phone. Each customer record has an extra field for the default job address. Customer Item Group discounts can be added and edited within the main customer details screen.

Suppliers:

• All the field sizes have been increased with additional fields for e-mail addresses, web addresses and mobile phone. Each supplier record has an extra field for the default delivery address to be printed on orders. The suppliers banking details can also be recorded and are used when printing remittance advices.

Items:

• You can add an image to each item. So you can take photographs of your products, save them as a .jpg file and attach them to your items. The photographs can be printed on item price lists and can be viewed using the right mouse button option. These are stored in a sub folder of the PPW folder called “Images” You can select them from any folder on the hard disk or network but they will then be added to the images folder.

• Customer, Supplier and Item memo notes are now date & user stamped.

• All value fields throughout the program have been increased. You can now enter invoices and other transactions up to 9,999,999,999.00. Other fields such as reference and invoice numbers have also been increased.

• Job Address fields have been increased and there are more options. You can use the customers default job address, the billing address or you can type a specific job address for this invoice only.
• Reference field increased to 40 characters
• Job number field increased to 10 characters

Word Processor. (Text in Invoices and Quotes)

• The Word Processor now has the advanced feature of Rich Text Formatting. This means that you can change fonts, font sizes, bold, underline etc as well as tabbing and bullets. This also means “what you see is what you get.” So if you are in the habit of lining up words in the word processor, you are no longer limited to using a true type font such as Courier in the body of the invoice.
• The invoice screen is now in a grid. This means that when an item is entered into an invoice more information is displayed on the screen for each line. For example you have ex and inc tax prices, GST value, discounts, the post to account number (when using items) as well as the supplier number and purchase number for items that were allocated from a purchase.
  
  This information (where relevant) is available throughout the program in Quotes, Purchases, Adjustment Notes and Returns.
  
  Only the first line of each block of text is displayed on the screen making the entire invoice much easier to see on the screen. The full block of text is displayed at the top of the screen when you click on the first line of text in the grid.
• Unit Rate Item and Certificate details. When you click on a unit rate item line of the invoice  – the job details box will be temporarily replaced with the components and details of the unit rate item. Likewise when you click on a certificate item line, the certificate number and details are displayed.

• Overprinting and Terms. You have the choice of using the general default overprinting, individual customer overprinting or you can type specific overprinting for this invoice only. The overprint for a particular invoice is displayed at the bottom of the invoice screen and can be edited from inside the invoice itself.

Certificates

• Option to set the default number of years to expiry.

Invoice, Quote and Job Costing

• Previously the costing for an invoice or quote was taken from the cost prices that are stored within the item record of all the line items in the invoice.  Category Items and Account lines were excluded because no cost information was available. The costing has been upgraded. The cost price is now stored against each line item. While this is still taken from the cost price of any Inventory or Non Inventory items, it can be changed at the time of entry. Costing now also applies to category items & account lines. These costs are stored with the invoice and will not change at a later date. (Say when the cost price in the item itself has changed.) This enhancement will make it much easier for you to see the actual profit on a quote or invoice.

• Company Logo. You can insert your company logo into the program and when you print the invoice, instead of printing the information in Setup/User, your logo will be inserted. You will need a suitable .jpg file with your logo and letterhead details included. If you have a colour printer this logo will also print in colour. You can also choose colours for background and foreground.
• Plain Paper. Printed lines and borders now separate details on the invoice. The remittance advice is highlighted with a scissor graphic.
• You have the option to print the Attention line. This can also be used for Vendor Numbers.
• All invoices must be viewed prior to printing, faxing or e-mailing.
• Invoices can be e-mailed individually, providing of course that you have a current Internet connection. You will also need a suitable email program such as MS Outlook Express. Or MS Outlook. The invoices are sent to the customer in PDF format and are easy for the customer to read and print, providing they have a suitable PDF reader on their computer. This would likely be the case these days as most documents that people download are in PDF format. You can used batched invoice to email more than one invoice to an individual customer.

Retyped or Descriptive Invoices and Quotes

• These were originally added to the program in 1986 because computers did not have enough storage for unlimited text. We have threatened to dispense with them on every major upgrade since. This was no exception. Then we realised how handy they are (Ah well someone pointed out the error in our ways.) So they are back again. This time to stay. Of course the same copy from feature is still there, as well as the Rich Text Formatting and email facility. If you are one of those that are wondering what this feature is, keep an eye on the web site and we will give you a few examples of their use.

• We have added the option to print the unpaid invoices only. This is a good alternative to printing customer statements.
• When selecting batch invoices by a certain customer you have the option to email those invoices.
• There is the option to replace individual overprinting and terms with the setup overprinting and terms. This is particularly relevant when batch printing unpaid invoices.

Customer Statements

• Option to email statements when selecting statements by individual customer.

Quotes
Most of the changes to Invoices as outlined above also apply to Quotes including:

• You can now also copy from an invoice
• Rich Text Formatting
• New Print Layout
• Insertion of your company logo option and of course
• Email facility.

• Speed entry of simple purchases. If you go to your main supplier with a bunch of purchases to enter for that same supplier, there is a method of saving each purchase without actually exiting the one purchase.
• Allocations in Purchases. This has all been upgraded. If you allocate a line of a purchase to a job, changing that line will change the line in the Job. Likewise deleting a line will delete the line from the job. Deleting a purchase will ask you if you want to remove the allocation from the job as well. In Tradesman some users enter a dummy purchase to allocate labour to the various jobs and of course do not want to save the purchase. This option enables you to continue using this dummy purchase method.
  
  If you click on a line in a purchase that has been allocated, the allocation details for that line will be displayed in the top right hand corner of the screen. – HANDY

• In receipts you can search by invoice number as well as customer name. So no more going out of receipts to find the customer when all you have is the invoice number that is being paid.
• You can see the value of the receipt from within the invoice list – i.e. while you are still selecting invoices to receipt.
• Part Payments are entered from within the Invoice list. This makes it much easier when allocating part payments and when for example a customer pays you say $1000 off account, without giving you actual invoice numbers to credit.
• Deposits and overpayments from customers are now handled with the use of a specific deposit receipt transaction. This is to be allocated to the invoice at a later date.

Payments

• As in receipts you can search by transaction as well as supplier.
• You can see the value of the payment from within the purchases list – i.e. while you are still selecting purchases to pay.
• The remittance advice has been redesigned to be ideal for emailing. The embedded overprint informs the supplier of an electronic funds transfer. You can of course still print the advice to send with a chouse in the post.
• Prepayments and overpayments to suppliers are now handled with the use of a specific prepayment payment transaction. This is to be allocated to the purchase at a later date.

Copy From

• You can now copy from an Invoice or Job to a Quote
• Copy From Job or Invoice to another Invoice or Job has option of also copying the Job details and address.

Reports

• All reports have a preview facility prior to printing or e-mailing. This means that you can email financial reports to your accountant without needing to print them first.
• Activity Reports print the full line of the description entered. This, combined with the increase in the length of the description that you can enter, makes the account activity report more informative when you send it to your accountant.

• We have changed the backup only in that it does not erase the content of the target drive. Therefore you can get a flash disk or 2 and back up more that one data directory at a time. USB or flash disks are our recommended media for storing backups.

• We have an extra check in here for any items that are in credit and you get a warning if you have any items like this. If you work with inventoried stock this will save the strain on your eyes trying to locate any items you may have inadvertently allowed to go onto credit.

• The appearance of the bank reconciliation screen has changed for the better. However the functionality is the same. Right mouse button to tag (no need to click on the line first) just point to the required item and click right mouse.
• You can sort and search for transactions by type, value etc. The search filter is great in the bank reconciliation. Type in Telstra and it will list all the transactions to Telstra.
• If you select payments or receipts while you are in the bank rec – the bank account of the account you are reconciling is used.
• Funds Transfer & Recurring Bank Direct Enteries are available within the bank reconciliation screen.

Journals

• Details fields increased.
• Use of individual journal reference.
• In PayPerWork you have the ability to cancel journal entries.

Cancel Receipts and Payments

• Filter search options for transactions.
• Access to receipts and payments from the cancel receipts and payments screen.
• The Bank account used for the transaction is displayed
• Ex & Inc GST values for the transaction are listed.

• We have tried as much as possible to make this user friendly. Double clicking on existing lines eg: - account lines in payments doesn’t wipe out what you had typed originally.

Funds Transfer
Does not disappear from the screen after each funds transfer.

Multiple databases
There have been some major changes made to the program in relation to multiple databases and accessing the old years of the program.
You now have the ability to have only one PPW icon on your desktop that defaults to the main PPW Company data. Other databases can then be accessed from within PPW. This includes old years of PPW.  If you would prefer you can still access other companies from the windows desktop by setting up individual icons.

Switch Log-On Identity.
You can now switch the logon identity without exiting the program. For example, the administrator can switch to their own identity to make changes or make an enquiry and then back to another user, all without exiting the program.

Program maintenance and Support arrangements
Annual program maintenance and basic support is a mandatory requirement for users of PayPerWork.
All program upgrades are now included in the annual maintenance agreement. The casual support call program will not be available for PayPerWork. Users whose current support agreement is financial will have full access to the web site.*  For pricing on the annual maintenance and support agreement, please see the attached support pricing structure.www.paperwork.com.au

From the user section of the web site you will have access to

• Details of any enhancements that are available.
• Latest Program upgrade
• F.A.Q’s
• Fact Sheets on entering various transactions
• Contact us via email with your own questions regarding PayPerWork and receive a reply email within 24hrs. Earlier in most cases.
• Tip of the week/month – To demonstrate options within the program
• Appropriate industry and information links.
• Installation Files if required for changing machines etc.

* Excluding any third party Price List databases supplied on subscription.

During the early stages there will be all the information that you need about the conversion from Tradesman, such as release dates and availability.