Frequently
Asked Questions
About
OfficeGT Features
Who is this software for?
Does OfficeGT have accounting modules like a General ledger
or accounts receivables?
How do I schedule a live demo?
What are the System Requirements?
Customizing OfficeGT
Can I modify existing reports or create new ones?
Can BCA Technologies create custom reports for our
company?
How often is OfficeGT updated?
How do I receive OfficeGT updates?
Can I create my own Word templates?
Data Setup FAQ click here
Buying OfficeGT
How
do I order OfficeGT?
How much does tech support cost?
Do I need to sign a contract?
What is the most current version of OfficeGT?
Do you have a downloadable demo version?
What is a live demo?
How long does it take to receive OfficeGT once I purchase
it?
How many licenses do I need?
I have registered OfficeGT but the "Register" window still
appears when I open OfficeGT
Click
here to submit your question(s)
About OfficeGT Features
Who is this software for?
Any organization that deals with projects
and clients is usually a good fit. Our current clients range from
Architects, Engineers, manufacturers, R&D firms, professional service
firms, contractors, sales service firms, Facilities offices, City Municipalities, and others.
The best way to be sure is to call BCA Technologies and explain your
business needs to one of our consultants and they can help determine
if OfficeGT is a good fit for your company.
Does
OfficeGT have accounting modules like a General ledger or accounts receivables?
No! OfficeGT is designed to fill in where your
accounting system leaves off. OfficeGT compliments your accounting software
in several ways. It produces detailed time/fee reports that can
be attached to invoices generated by accounting software. It tracks
project costs without having to re-enter data. It can allow project
managers to track budgets vs. actuals without using the accounting system.
Many of our customers use OfficeGT with QuickBooks being their accounting
software. Timesheets are integrated with Quickbooks through our
Quickbooks module (sold separately).
If
you need or are considering new accounting software please call BCA
at 407.659.0653 and a consultant will
be happy to assist you in finding and implementing an accounting solution
that fits your company's needs.
How
do I schedule a live demo?
You can either register online (Live Demo Registration on www.OfficeGT.com)
or call a OfficeGT consultant to schedule. Call
407.659.0653 to schedule a online demo.
Customizing
OfficeGT
Can I modify existing reports
or create new ones?
Yes! All of OfficeGT's reports were created using Seagate Crystal Reports
(sold separately).
The queries are saved in the OfficeGT database so you can edit them
to meet your needs. If you want additional fields or layout changes,
you may customize all reports or add new ones using Seagate Crystal
Reports (you must purchase this package from Seagate). BCA Technologies
can also provide your report needs for a nominal fee.
Also,
you
could also create reports using MS Access' report tool, and then view
those reports within Access. You would need to own
Microsoft Access to do this.
Can
BCA create custom reports for our company?
Yes! Many users find it more economical to have a Crystal Reports expert
create or customize the OfficeGT reports to meet their specific business
need. Cost is about $150 per report. Please contact BCA for pricing information. New reports
take about one week to create.
How
often is OfficeGT updated?
A new version of OfficeGT is released approximately every twelve months.
Minor updates and additional features are added throughout the year and are
available for download off the web.
How
do I receive OfficeGT updates?
There is a feature built into OfficeGT that will automatically download
and install the latest update quickly and easily using your internet
connection. Each user can easily install the new update in a similar
manner with minimal bandwidth requirements.
Can
I create my own Word templates?
Yes! All you need to do is create the document in MS Word 97, 2000,
or XP and save it as a .dot file and save it to the \OfficeGT\Templates\
directory and it will be available for use. The automatic fields
will be included in your template. You may add your logo to any
Word template.
Buying
OfficeGT
How do I order OfficeGT?
Click here to receive a quote or call us direct at 407.659.0653
ask for OfficeGT sales, ext. 307.
How
much does tech support cost?
Tech Support is absolutely free for subscribers. Tech support can be reached Mon-Fri
from 8-5 EST., and can be reached by email at support@bcatech.com
Do
I need to sign a contract?
There is no contract to sign. However installing OfficeGT does constitute
acceptance of our licensing agreement. You are entitled
to free program updates for minor releases. Major releases will
be provided for a nominal charge per user. Subscription users
get major updates for free.
What
is the most current version of OfficeGT?
The most current version of OfficeGT is Version 2006.2.28. This is
a mature product that has been sold since 1996 (formerly named Jobtrack).
Do
you have a downloadable demo version?
No. If you are not sure if OfficeGT is a fit for your organization,
you can view the capabilities of OfficeGT before you buy by
order a free demo CD . After you buy the product, there is a 30 day period where
you can return the product if it does not meet your requirements.
What
is a live demo?
A live demo is scheduled with a OfficeGT consultant. All you need to
do is set a time and date and the OfficeGT consultant will issue you
a login and password on the date of the demo. You will be speaking
with the consultant on the phone while the consultant shows you the
capabilities of the program via a web interface. It is best to
have a DSL, cable modem, or higher connection. However,
demos can be done on dial up connections. You can view the demo
in your conference room so that others can see the program and ask questions.
The demo takes about 30 minutes.
How
long does it take to receive OfficeGT once I purchase it?
Our standard method of shipping is UPS Red. Most clients receive
OfficeGT 1-2 business days.
How
many licenses do I need?
A license needs to be purchased for each computer the application is
installed. The database and master templates reside on your
file server. OfficeGT will handle multiple companies per user
without additional cost.
I
have registered OfficeGT but the "Register" window still appears when
I open OfficeGT
This rarely happens when certain users don't have read and write access to
all of the files needed to run OfficeGT. To grant users access to
the files, follow the instructions below
Verify that all users have read and write access to the OfficeGT.lic
file.
-
Login
to the Client computer as Administrator.
-
Locate
the OfficeGT.lic file. Typically, the OfficeGT.lic file can
be found in the C:\WINNT folder.
-
Right
click on the OfficeGT.lic file and choose Properties.
- Click on
the Security tab.
-
Verify
that all users have the "Read" and "Write" check
boxes selected.
-
Click
OK to save your changes.
Verify
that all users have read and write access to the ExeShield Registry
Key
-
Login
to the computer as Administrator.
-
Click
on the Start button in the bottom left corner of your screen.
-
Select
RUN.
-
Type
"RegEdt32" and click OK.
-
Go
to HKEY_LOCAL_MACHINE window.
-
Double
click the Software folder.
-
Double
click the ExeShield folder.
-
Go
to the menu SECURITY and select PERMISSIONS.
-
Verify
that all users have "full control" access to this registry key.
Setup Questions
1. Can I import my Quickbooks Pro data into
OfficeGT? Yes,
and it only takes a couple of seconds to enter companies, vendors, customers,
projects, etc. into OfficeGT. You can sync your data periodicallly also.
2.
What is the function of the “submit” and “approval” options on the
time sheet screen? Are these necessary to retrieve or submit information?
These are optional. The person filling out the timesheet can submit their
timesheet electronically by clicking the "Submit" button. When the
supervisor opens that employee's timesheet, they can see the timesheet has been
"Submitted" by the employee. The supervisor can approve the timesheet
electronically by clicking the "Approve" button. If no one uses these buttons,
then you need to walk and talk to find out if timesheets have been submitted and
approved.
3.
Can the days of the week for the expenses and time sheets be
consistent? We want the weeks to start on the same day on both pages. One
starts on Saturday, one starts on Monday.
Yes. Go to File>Company Info. The default Password is "iamtheboss". Go to the
Expenses setup screen and set the settings similar to the timesheet settings on
the timesheet setup form.
4.
Can we change the names in the expenses window to read something
other than the options listed? For example, we would like to see air fare and
auto. Can we add a place for notes on expenses?
Yes. Go to File>Company Info>Expense Categories and edit the table.
5. Our
mileage rate set to .405 and we would like for it to be set to .485. Go
to File>Company Info>Expense setup screen and enter new mileage rate.
6.
Under the issues menu for responsible party – can we change “firm”
to “BCAInc” and “consultant” to “architect”?
Yes. Create a new Query. Here is the SQL statement:
Select tlkpResponsibleParty.RespParty From
tlkpResponsibleParty
Make sure the allow Users to Edit Query
button is checked. Save Query, Run it, then edit the table in the grid.
7.
Is there a way to refresh the information or do you just have to
leave the screen? To
save a record, either move off the record using the record navigator buttons or
close the window. The record is saved automatically.
8.
What is “CRM” ?
Customer Relationship Management. On the Contact screen, click on the
Activities button to enter customer "touch points". Typically for your type of
business, these would be non-project related tasks, like reminders for billing,
meetings, marketing, etc. These reminders will show up on your Navigator
screen in chronological order. Double click to drill into them.
9.
What is “allow web view”?
This allows people to enter their issues, timesheets, and expenses over the
internet. You need to have a web server on your network and buy a separate
OfficeGT module to activate this.
10.
We need some more information about filing correspondence in the
appropriate folders. I
will show you how when I get there on Wednesday.
11.
Can you sort the contact information? Example – sort company name
alphabetically. Yes,
using the Query screen. Read the help (F1). If you need more help, I can show
you how.
12.
We need to set up the phases to coincide with our services. How
do you do that?
File>Company Info>Phases. Edit the table.
13.
What are the administrator responsibilities and how do you
determine who should be the administrator? Every
office handles this differently. The administrator should be someone with
strong computer knowledge/skills. The responsibilities can be customizing Word
templates, developing queries (see extensive help in MS access on how to develop
queries), coordinating with BCA Tech on enhancements, etc.
14. Can I add fields to a screen?
On the project screen, there are two user defined fields. On other records, use the memo fields to add other information. Let BCA
Tech know
what you are thinking and we can either show you how to use the program to meet
your needs, or add additional fields as a future update.
