Copyright 2005 WaverlyStreet Software. All rights reserved.
Contents
1. To enter in a new one fill in at least the Company Name and the 3 Character Code fields The other fields on the Contact Information tab are self explanatory On the Terms and Conditions tab Rate Discount Factor This is a number used to adjust your normal time billing rates to a discount you may have negotiated with this client For example suppose your normal rate for division 1 work is 200 per hour but you have worked out a deal with this particular client to charge them only 100 per hour for this type of work Enter in 5 in the discount field and from then on all proposals and invoices for this client only will reflect this discounted rate and say so too If the discount factor is greater that 1 the rates will be increased but there will be no mention of it on reports Payment Terms This 1000 character max field is to outline the specific payment terms you have negotiated with this client These will show up on proposals and invoices tight underneath the bullets section For example Net 10 Please send payment to WaverlyStreet P O Box 14249 Columbus Ohio 43214 Conditions This 1000 character max field is to set precise conditions to the agreement between you and your client This will show up directly under the signature line on proposals For example Any construction documents based upon our design must be prepared under the direct supervision of a licensed architect or engineer in full accordan2. the side one sidebar bmp These can be changed to any normal web compatible graphic format Use the buttons to select graphics Use Text Top of Reports check box and four lines of text If you prefer to simply use text to identify your company on reports rather than a graphic file then check this box and fill in your company name address etc in the four lines If the box is checked the four lines of text will be used Report Width This specifies the over all width of reports expressed in pixels The default setting is 640 On the Report Options tab General Status Options These all apply to single project reports only At minimum single project reports consist of the header information and then whatever other components you specify here Run General Status Real Time if checked then whenever you move from one project to another a new single project report will be written to the report target Obviously this keeps things right up to date but can slow down operation somewhat Also only the single project report is written real time not the index page linking them all together Linked Reports Options These control the behavior of the automatic report generation system Prompt to Run on Close if checked you will be prompted to let autoreport run when you exit QuickRef This is a good way to encourage daily updating of intranet content Include 30 Day Time and Money Comparisons if checked then AutoReport will c
3. Name This specifies a font to be used in all report output Note that the same font must be installed on all machines which are viewing your reports or results will be unpredictable You may search for installed fonts by clicking the button to the right of this field Copyright 2005 WaverlyStreet Software All rights reserved Configuration 20 Background Color and Foreground Color These specify the colors to be used in all reports Note that web browsers typically do not PRINT the background color Either type in a color name or click the button to bring up the color selection dialog Text Size This specifies the initial size of the font to be used in reports expressed as a percentage 100 is normal 95 a bit smaller 105 a bit larger etc Use Top Graphic Use Sidebar Graphic These make it so all reports include a graphic file on top the left side or both With a little effort you can use these options to replicate your company s existing stationary and make it so QuickRef reports look just like all the other correspondence your staff and clients are accustomed to seeing The program comes with example graphics but you will want to create your own either by scanning a piece of stationary or creating them from scratch with a paint program If you aren t sure how to do this WaverlyStreet will be happy to do it for you contact us for a quote The default name for the top graphic is letterhead bmp
4. OR INCIDENTAL DAMAGES ARISING OUT OF THE USE OR INABILITY TO USE THE SOFTWARE EVEN IF WAVERLYSTREET HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES OR CLAIMS THE PERSON USING THE SOFTWARE BEARS ALL RISK AS TO THE QUALITY AND PERFORMANCE OF THE SOFTWARE WaverlyStreet s maximum liability under this Agreement for all damages losses costs and causes of actions from any and all claims whether in contract tort including negligence quasi contract statutory or otherwise shall not exceed the actual dollar amount paid by you for the software This agreement shall be governed by the laws of the State of Ohio USA and shall inure to the benefit of WaverlyStreet and any successors administrators heirs and assigns Any action or proceeding brought by either party against the other arising out of or related to this agreement shall be brought only in a STATE or FEDERAL COURT of competent jurisdiction located in Franklin County Ohio The parties hereby consent to in personam jurisdiction of said courts Copyright 2005 WaverlyStreet Software All rights reserved 23 QuickRef QuickRef Project Assistant 1996 2005 WaverlyStreet All Rights Reserved Copyright 2005 WaverlyStreet Software All rights reserved
5. line item files Select Help Import old version line items to bring up this form Q Old Version Line Item Import This import utility is a tool to help users of version 2 x or 1 x upgrade to 3 x With the older versions QuickRef data was always kept local for each user but with 3 x the data is shared by multiple users Also the line item data has been changed in format and must be converted in order to work with version 3 x First if working on a network decide upon a shared network folder that you all will use and set everyone s configuration to use that folder Then use this utility to select and merge in each user s old version data one file at a time Click the Select File button and find the old data files folder The files are named time dat money dat travel dat time_template dat money_template dat and travel_template dat Select each one in turn and then hit the Merge button A dialog will tell you what happened when the operation is complete If you are merging together multiple users it is best to run the import utility on each new installation AFTER PICKING A COMMON FOLDER Otherwise the program will throw up warnings the second time you import a particular file There is no import utility for project headers those will need to be re created manually Also note files REC will need to be copied manually with Windows Explorer There is no import utility for old DOS version records Sorry but you ve had years to
6. menu item File Configuration and make sure that on the General tab Use Sub Divisions is checked Templates QuickRef Templates are very similar to normal projects except that their records can be pasted into other projects as needed For example suppose you keep a running general activity project each year for your business and there are several things that you need to remember to do each month Create a template containing all of these recurring to do items and paste it into the general activity project each month Another example Create templates containing to do items for starting a new project and finishing out a project Put in items for all of those little tasks that need to be done and you won t ever forget them again Templates can be created from scratch or existing projects can be copied over to become the basis of a new template To do it from scratch select Projects Edit Templates In template mode you can create new projects rename them delete them and add time and money records just like normal The only thing you can t do is move them from current to archive all templates are treated as current Note that the project list shifts to a yellow background during template editing To copy an existing project over as a template select Projects Copy Current Project to Templates The new template will be given an odd looking temporary name based on the current time once you have copied it over go into template ed
7. upgrade should have thought of it sooner How to Buy QuickRef In order to use QuickRef beyond the 30 day trial period you must buy it from WaverlyStreet It only costs 69 95 US multiple user keys available see our website When you buy we will generate for you a registration key which you enter into the box on the opening screen For purchase options please go to the order page If you wish to use surface mail send a check money order or cash US funds only please for the correct amount to WaverlyStreet Software 277 W Brighton Road Columbus Ohio 43202 United States Be sure to include a return address either surface or email so we can send you your registration code Surface Mail Order Form please print clearly 1 User 69 95 US funds 2 Users 121 79 US funds 3 Users 168 46 US funds 4 Users 212 05 US funds 5 Users 253 49 US funds 10 Users 441 35 US funds 20 Users 768 44 US funds 50 Users 1 599 42 US funds 100 Users 2 784 76 US funds Total Enclosed Copyright 2005 WaverlyStreet Software All rights reserved How to Buy QuickRef 22 COMPANY ADDRESS Mail to WaverlyStreet Software 277 W Brighton Road Columbus Ohio 43202 US Thanks for your support 21 Terms and Conditions Great care has been taken to make sure that QuickRef is a solid and dependable computer program The program is written in Microsoft Visual B
8. web browser The Line Items button looks at the note field of the currently displayed line items and highlights all the ones that contain the search word The Global button looks at the headers note files time record notes and expense record notes in that order of all currently listed projects and highlights the project numbers on the project list if the word is found It will report what it found and you can browse down through the project list and check it out further You can switch back and forth from time to expense mode select different projects off the project list and perform the other two search methods without spoiling the highlighted results Refreshing the list or switching from current to archive removes the highlighting 14 Reports Local QuickRef generates 8 different types of reports Select the Reports menu item to see them All reports include only information that you can see on screen date range selection and project filtering rules all apply All reports are created in HTML format and displayed in a built in viewer To print them use the viewer s Print button WaverlyStreet Design phone amp fax 614 447 1600 277 Alect Rrinhtan Road email dave waverlvstreet com Details per type Single Project General Status To make this report you must first select a particular project from either the Copyright 2005 WaverlyStreet Software All rights reserved 15 QuickRef 15 c
9. M50 3 6 release 2 EZM313 DG Easy Money 3 13 0 02 2003 DG EZM50 9 Bihelpt general testinc EVAN nw FE seu hdenen AN nn sonNna AG EVAN in El acnersl andina and tes The project filter selection controls are located just above the project list right under the bullet point editor The four selection buttons behave as follows left to right clears all project filtering and returns you to normal display N allows you to set a custom filter based on the placement of characters in project numbers For example suppose your project numbering system uses a letter in the third position to differentiate between types of work and you want to see only the K projects When you click the button you are prompted to Type filter here type in K and press ENTER The stars act as place markers or wildcards they are ignored So this example will select all projects where the first two characters are anything and the third is a K C allows you to select a specific client Click the button and select the one you want from the drop down list Remember that you must set up Client Cards first S allows you to select according to the project status codes that you are using Again click the button and select a code from the list The people filter controls are located just above the line item list just below the detailed notes They behave as follows clears all people filtering and returns to normal display refreshe
10. WaverlyStreet Software QuickRef Project Assistant Copyright 2005 WaverlyStreet Software All rights reserved QuickRef Table of Contents Part Part Il Part Ill Part IV Part V Part VI Part VII Part VIII Part IX Part X Part XI Part XII Part XIII Part XIV Part XV Part XVI Part XVII Part XVIII Part XIX Part XX Part XXI Introduction Quick Start Guide New Projects Entering and Editing Line Items Notes and Bullet Points Editing Projects Client Cards Invoice Manager Sub Divisions Templates Date Range Project amp Line Item Display Filters Searching Reports Local Linked Reports The FTP Utility The E Mail Utility Configuration Upgrading from a Previous Version How to Buy QuickRef Terms and Conditions o Oo N O A Q 10 11 12 12 13 14 15 16 17 18 20 21 22 Copyright 2005 WaverlyStreet Software All rights reserved Contents Index Copyright 2005 WaverlyStreet Software All rights reserved QuickRef Introduction QuickRef Project Assistant is the answer to all your record keeping and reporting needs It tracks time expenses mileage to do and to buy items and keeps all of your notes organized and easy to find It also creates status reports proposals invoices to do lists lists of things to buy and purchasing check lists Whether you are working alone or in a group QuickRef keeps all your crucial project spec
11. asic version 5 SP3 and the installation is performed by Inno Setup The program installation and un installation have been extensively tested on several in house machines and also by a number of outside beta testers However it is simply not possible to test on every conceivable hardware operating system combination and so therefore it is impossible to say for sure that QuickRef will function flawlessly on your system LICENSE QuickRef Project Assistant software hereinafter referred to as the SOFTWARE and accompanying documentation are protected by United States copyright law and also by international treaty provisions You are explicitly prohibited from copying except to make an archival copy of the installation package renting leasing selling modifying decompiling disassembling or transferring the program license to others Any such unauthorized use shall result in immediate and automatic termination of this license All rights not expressly granted here are reserved to WaverlyStreet DISCLAIMER OF WARRANTY NO WARRANTY THE SOFTWARE IS PROVIDED ON AN AS IS BASIS WAVERLYSTREET DISCLAIMS ALL WARRANTIES RELATING TO THE SOFTWARE WHETHER EXPRESSED OR IMPLIED INCLUDING BUT NOT LIMITED TO ANY IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FORA PARTICULAR PURPOSE NEITHER WAVERLYSTREET NOR ANYONE ELSE WHO HAS BEEN INVOLVED IN THE CREATION PRODUCTION OR DELIVERY OF THE SOFTWARE SHALL BE LIABLE FOR ANY INDIRECT CONSEQUENTIAL
12. ation for archive or current they link to each other Single project reports on all projects currently listed 30 day or current month time and expense comparison reports for all projects currently listed Essentially this means that at any time you can publish a complete detailed up to date series of reports for everyone else in your organization to reference No longer do Project Managers have to spend half a day each week preparing status reports if they keep information on individual projects up to date during the week then come report time everything is already done and all the have to do is run Linked Reports Remember that individual projects can be set NOT to be included in this automatic process so you don t have to worry about confidential information being distributed 16 The FTP Utility QuickRef includes a handy built in FTP utility which makes it easy to upload your reports to a web site Access it by selecting Reports FTP Utility Copyright 2005 WaverlyStreet Software All rights reserved 17 QuickRef 17 Connect Disconnect Send Only new CA FTP Utility Local filters Local Host Sc Both Pics Pages ezm1 Sdos htm ezm2 htm tempdump ezm21 htm current htm ezm21r2 htm current_files ezm21ty htm ezm30 htm ezm30 htm final htm ezm306 htm invoice htm ezm307 htm letterhead bmp e2zm308 htm proposal htm ezm3039 htm ws_ftp log westop pa report site Delete si
13. ce with all applicable local state and federal laws On the General Information tab Simply a 3000 character space to store any notes you want to remember for the client These are never printed on any report Invoice Manager QuickRef includes a simple Invoice Manager utility to keep track of your outstanding invoices and create simple client statements Whenever you create an invoice either automatic or manual QuickRef will prompt you to save it If you say yes you will be shown this form Copyright 2005 WaverlyStreet Software All rights reserved Invoice Manager 10 Statement Close Print Email Save QuickRef invoice Manager Cel I lt lt lt Review information and click Save button Number U vM01001 Amount 947 02 Status Outstanding sued 70720 Pad ien A Date picker F WaverlyStreet Design phone amp fax 614 447 1600 277 West Brighton Road email dave waverlystreet com Columbus OH 43202 web http www waverlystreet com INVOICE UVM01001 Click the Save button to record the invoice number date amount and client in your invoice data file and also to copy the invoice form for future reference If you wish to review invoices print statements etc select the menu item File Invoices This will display the invoice form at any time instead of just after creating an invoice Note that if you are filtered on a particular client only invoices f
14. cord can be saved as actual If they are not checked then you can be rather lax with the system on the one hand this can make the program somewhat easier to use but on the other hand it can result in sloppy reporting It is recommended that both be left on the default checked status Both of the Force boxes are irrelevant if the entire Sub Division system is turned off On the System tab Local Data Folder fixed This is the full path to your default local data folder If you are NOT working in a multi user network setup this will be where all your data is stored If you ARE working in a multi user setup this data will be accessed when you are not connected to the network Network Data Folder This is the full path to an optional network data folder If you are working in a multi user network setup set this path to be the same on everyone s machine Linked Reports Folder This is the full path to a folder where the Linked Reports function will create web pages for others to look at By default the target is located in a local sub folder called reports If you are on an office network this should be changed to a spot on the server instead Invoice Storage Folder This is the full path to a folder where all your invoices will be stored By default the target is located in a local sub folder called invoice If you are on an office network this should be changed to a spot on the server instead On the Report Style tab Base Font
15. eserved Editing Projects 8 Double click here to re display this As M1 RoDG Learn to use e Quicker CURRENT e of i c lt o gt o al gaged 84 Project Information ae gusa QuickFet File Spell Check Scope WaverlpStreet Soft averlyStreet Software wl cl al x DG Learn how to use QuickRig Project Name Leam to use QuickRef Project Number Jal oo Auto Client WaverlyStreet Software pi Status Nw Money Budget 1 0 00 Time Budget 10 Hours gt Learn how to use QuickRef Project Assistant 3 x Any of the fields may be modified see the New Project section for details on what they all do If you are completely finished with a project you may want to move it to the archives Select File Retire Project to Archive or click the Archive button When this is done all records and notes for the project are retained but they are not displayed during normal operation To view archived projects select Projects Go to Archive or click the Current Archive button Current Archive button CJ QuickRef A100 DG Learn to use QuickRef CURRENT BAR m c lt 40 0 a By a oe ep E Projects in the archive area can still be edited just like Current ones and can even be moved back to Current if necessary If you make changes and then realize you don t want to retain them select File Exit Without Saving or click the Exit Without Saving button Y
16. get If you leave them blank then they will be completely ignored The largest box on the form is the Project Scope This should be used to briefly describe the purpose or goals of the work This field has a maximum length of 1000 characters Finally there are three check boxes at the bottom of the form Track Time It this is NOT checked then when you enter in a time record there will be no field for entering hours Why would you want to do that Well QuickRef does not want to be a burden on you there are some projects that really don t have a beginning or an end and no one will ever be interested in exactly how much time you spent on them However it is important to be able to recall when you did important things Copyright 2005 WaverlyStreet Software All rights reserved QuickRef For example as an entrepreneur your can t bill anyone for the time you spend on overhead activities so why waste time being precise on how long it took to do mundane activity X On the other hand you might someday be very interested in when you actually did mundane activity X and you will be happy that you recorded the fact in QuickRef Also projects that are NOT checked for tracking time will NOT be included in time comparison reports Track Money see above Publish Reports If this is checked then the project will be included during Linked Reports generation If it is NOT checked then the project will not be
17. ific information organized and available for quick reference Easily create status reports for either single or multiple projects including time comparisons between different projects for the current month or past 30 days Tailor reports to include as much or as little information you wish to share and automatically publish them to your office network Since QuickRef creates all of it s report output in web page format anyone in your office can access and print your reports with Microsoft Internet Explorer even if they don t have QuickRef installed The appearance of all reports and lists can be tailored to suit your tastes including foreground and background colors fonts and text size Graphics can be attached to either the top and side of reports allowing you in most cases to exactly match the look of your existing company stationary Line items for both time and expenses may be sub divided under up to nine different categories with different hourly rates for time Proposals and invoices will show a breakdown by category and calculate totals per the rates you provide Quick Start Guide Before starting please go into configuration and select the User tab At bare minimum enter in your initials Initials are used by the system to identify ownership of projects and line items and also as part of temporary file names They must be unique for each user and should never be changed once you have started using QuickRef If you are wo
18. included Entering and Editing Line Items QuickRef keeps three separate sets or classes of line item records one for time one for expense and one for mileage To select a set click on its button near the top of the screen Active seticon Active set selector buttons New record button C QuickRef A100 DG Learn to use QuickRef CURRENT folk m c lt jo gt D y a w ea 2 E To enter a new record select Records New Record or click the New Record button You can also double click on any existing record to use it as the basis for a new record However you do it the record edit form will be displayed on top of the large note field C QuickRef A100 DG Learn to use QuickRef CURRENT TA D m c lt 4 o D aj By elle 4100 owner DG 7 Learn to use QuickRef z New Project gt gt 4100 v x waverlyStreet Software Hous gt gt EE July 2004 pa Learn how to use QuickRef Project Assistant 3 x Who gt gt DG a io 4 5 628 9 10 1112 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Z Today 07 07 2004 The uppermost field is for a short note max 60 to describe the item As you add records these notes will be collected for re use click the drop down arrow on the right end of the note field to display them The calendar is used to set the date of the record just click on the right day If you have QuickRef set up to use sub divisions a smaller drop down fie
19. is not then click the clock button just to the right Select project A100 On the main menu select Records New Record or click the new record button Active set icon Active set selector buttons New record button C QuickRef A100 DG Learn to use QuickRef CURRENT efx Ffe DateRange N tes Line Items Projects Reports Heb Copyright 2005 WaverlyStreet Software All rights reserved QuickRef The line item record editing components will temporarily replace the general note portion of the screen C QuickRef A100 DG Learn to use QuickRef CURRENT SEE D m c lt 4 o D a Bye 4100 owner DG Reviewing the quick start guide Learn to use QuickRef Pos aio gt Bu I WaverlyStreet Software Hours gt gt 7 July 2004 gt E Leam how to use QuickRef Project Assistant 3 x Who gt gt DG m TARS 4 5 6 7 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 25 26 27 28 29 30 Z Today 07 08 2004 In the note field type Reviewing the quick start guide In the Hours field type 5 or however long you have been doing this today Now save the record as an actual time record by clicking the yellow star check mark button The new record will be displayed in the line item list directly below the general note field 8 To add to do items follow through step 7 but make the note Finish reviewing the quick start guide skip entering hours and save it with the yellow s
20. it mode and re name it to something that makes sense To use templates With a normal project displayed select Records Paste a Template to Current Project or click the Paste Template button This will shift the project list to yellow and display the template names you have Copyright 2005 WaverlyStreet Software All rights reserved Templates 12 created To pick one double click on it You will be shown the number of records it contains and the notes from the first five of them You have the option of accepting selecting another instead or canceling the operation All template records pasted in will be given the current date Note that although templates can contain time expense and travel only the ones that fit in the current mode time expense travel will be pasted in 11 Date Range Only records which fall in the currently selected date range are displayed When the program starts the range is set to the current date 5 years this is the default The range can be re set either manually or to several pre set states Select the option you need under Date Range CA QuickRef C HOME QUICKREF CURRENT File PAGLSLFEI Notes Line Items Projects Reports Help 07 07 1999 through 07 07 2004 al Va j a a Set Range To Default This section of the screen is the main project note editor This is for more Set Range to One Day Today detailed long term information on specific projects Bump Ra
21. k mark change make actual Blue arrow with push pin change make to do gt R E Yellow star with push pin new make to do The two bottom buttons are for deleting and exiting without saving changes To do estimate items are displayed on screen in blue and red Actual items are displayed in black if dated today or grey any other date 07 07 2004 DG wss04002 0 call Paul 077 0772004 DG A100 0 5 4 trying the quickstart quide 07 06 2004 DG ASP SAA 20 8 on duty 07 06 2004 DG 4 6 testing amp coding mal ee YA ke ar f Pte MAMP 5 Notes and Bullet Points QuickRef contains two separate plain text note fields Copyright 2005 WaverlyStreet Software All rights reserved QuickRef CA QuickRef A100 DG Learn to use QuickRef CURRENT File DateRange Notes Line Items Projects Reports Help O mj c lt a gt O A m7 a a 4100 owner DG Learn to use QuickRef Spell check New Date button WaverlyStreet Software Learn how to use QuickRef Project Assistant 3 x Bullet points a Detailed notes tf lt lt At DG The smaller one on the left directly under the header information are called the Bullets These are displayed in the upper portion of all reports directly under the scope of work and also on multiple project lists Use these to convey concise timely notes that you want everyone to see The larger note field upper right is for more detailed i
22. ld the largest field on the project form type in Learn how to use QuickRef Project Assistant Please leave the Track Time Track Money and Publish Reports boxes checked for now 3 Save the project by selecting File Save and Exit on the Project Information form menu 4 Repeat steps 1 through 3 but make the project number B100 instead and change the other fields as well There should now be two projects listed in the lower left hand section of the screen Click on them each in turn and notice how the display in the upper left hand section of the screen displays the header information that you have entered in Also note that QuickRef s main title bar the very top edge of the screen changes to reflect the project selected Now select File Refresh to return to start up condition no project selected 5 Select one of the projects and then double click anywhere in the header information display The Project Information form will show and you can change any of the fields Again save the project by selecting File Save and Exit on the Project Information form menu 6 Click on project A100 to select it Type some notes in both the bullet points and general notes fields and then click on project B100 and do the same Switch back and forth between them and notice that your notes are saved without prompting 7 To add time line items first make sure that the clock face icon is displayed in the top left corner of the toolbar If it
23. ld will show for this under the note Copyright 2005 WaverlyStreet Software All rights reserved Entering and Editing Line Items 6 selector Just drop it down and select the correct pre defined division If you have this specific project set up to track time or money there will also be a field for that Just type in numbers The Project gt gt box simply contains the project number This is useful for moving a record from one project to another select another project in the drop down and save changes For example moving unresolved to do items from an old project to new version of the same project The Who gt gt box contains the initials of the person the record is for By default this is your own initials if you are entering items for someone else you can select their initials from the drop down provided there are already other records with their initials in the system Finally there is a set of six buttons depending on whether you are entering a completely new record or working with an existing one some of them may be greyed out The upper four are the Save buttons arrayed in a grid The upper row of two are for saving actual records the lower middle row for saving to do items or estimate records The left hand column are for creating new records the right column for saving changes to existing ones Clockwise from the top left Yellow star with check mark new make actual Blue arrow with chec
24. n There are several general program configuration options that you can modify Access them by selecting File Configuration The QuickRef Configuration form will be displayed It has four tabs each with a set of options Copyright 2005 WaverlyStreet Software All rights reserved 19 QuickRef CA QuickRef Co nfiguration This specifies the over all width of all reports expressed in pixels The aE e default setting is 640 Cancel Report Style Base Font Name Size Avial o Background Color white Foreground Text Color Black Sidebar Graphic E Top Graphic M wstop ipa Use Text Top Of Reports gt gt fwaverlyStreet Design 277 W Brighton Road Columbus OH 43202 Report Width 640 ph amp fax 614 447 1600 On the User tab Please make sure you enter AT LEAST your initials on this tab The initials play an essential role in identifying individual records If you are working in a group on a network also include your name and email address There are 9 words that are used extensively in reports which you may replace with ones of your own choosing For example change Project to Task or Bullets to Milestones There are three check boxes on the User tab as well Use Sub Divisions determines whether or not the program uses the Sub Division system at all Force Time Sub Divisions and Force Money Sub Divisions determine whether or not you are COMPELLED to pick a division before a re
25. ney expense actuals and finally a listing of the time actual items If no special date range is selected the invoice number will be the project number If a date range is selected the invoice number will have the number of the latest week appended to it 1 through 52 Proposal Invoice Manual These are similar to the automatic versions outlined above except the time and expense calculations are left out So the entire body of the document is made up of the bullets section of text only This is convenient when you simply want to put together a quick lump sum document without having to make sure that all the line items add up correctly To Do list This report can be made from either a single project or all of them currently displayed depending on whether or not you have selected a single one from the list It consists of the project number and description and all the time to do items for the project When run with multiple projects displayed ones that don t have any to do items are not mentioned at all Travel Log This report can be made from either a single project or all of them currently displayed depending on whether or not you have selected a single one from the list It consists of the project number and description all the mileage items for the project s sub totals and a total When run with multiple projects displayed ones that don t have any mileage items are not mentioned at all Multiple Project Status This rep
26. nformation Keep any and all relevant information about the project in here keeping in mind that QuickRef can search for words in these notes very quickly If you load these notes with names places and things you will be able to find instances of them years later with very little effort Reports can be set to either include or not include these notes Both note fields can be spell checked and have automatic date insertion buttons Both of them support right click cutting and pasting with the mouse and both are automatically saved whenever you move from one project to another or quit the program Note that only the owner of a project is allowed to modify the text record of the work Others can add line items for time expense and travel but only the owner can edit the bullet points or detailed notes If the project s owner field is cleared anyone can edit the notes but this is not recommended because it s possible for one user to over write another s changes if they are both editing at the same time Please send comments on another person s project via e mail instead right click in the project header Editing Projects As work progresses you will want to modify your project s Header information Select a project on the project list and then double click anywhere in the header display area or click the Edit Project button This will re display the Project Information form Copyright 2005 WaverlyStreet Software All rights r
27. nge Back One Day Bump Range Forward One Day When all projects are selected this area and the bullet points area become places for you to store general notes about anything you wish Set Range to Past 30 Days Both note fields can be spell checked and have automatic date insertion Set Range to One Month This Month buttons Both of them support right click cutting and pasting with the mouse Bump Range Back One Month and both are automaticaly saved whenever you move from one project to Bump Range Forward One Month another or quit the program To get started using QuickRef please see Help Quick Start Guide and or press F1 for help o wll lt lt Alt DG NBG P3 DMG To do items and estimate money records are not effected by the range setting all of them are always displayed Note that the currently selected date range is displayed at the bottom of the screen 12 Project amp Line Item Display Filters Normally all projects are displayed on the project list and all line items are displayed in the line item list If you wish to see only certain projects or line items for a certain person you can specify a filter Copyright 2005 WaverlyStreet Software All rights reserved 13 QuickRef 13 Pad Project filter controls a a ee People filter Oi 1 DG lt lt Only DG Who Title E2311 DG Easy Money 3 11 11 25 2003 DG EZ2M50 1 Glreleaes _ EZM312 DG Easy Money 3 12 10 103 DG EZ
28. or them will be displayed If you need to re print an old invoice double click it on the list and it will be displayed When you receive payment select Paid in Full from the drop down Status list and then click the Save button If you wish to remove one from the system select Void instead 9 Sub Divisions The Sub Divisions system allows dividing time and money records into as many as nine different categories Each division has a number 1 through 9 a short name and a long name or description Time divisions also include an hourly rate field Copyright 2005 WaverlyStreet Software All rights reserved 11 QuickRef 10 a QuickRef Sub Division Editor Time Subdivisions Money Subdivisions 65 00 hr Design work on site consultation 50 00 hr 35 00 hr Travel time etc 0 00 hr Misc non billable work 0 00 hr Non billable office work 65 00 hr 0 00 hr 0 00 hr 0 00 hr Professional Skilled Drafting Sd General Overhead kerd Coding Computer Programing herd 1 Professonal s8500 2 eked 0o 3 iere e500 e 30000 _ 5 vahed 80007 6 Boang s500 1 s000m s m s I Cancel Exit and Save To create your Sub Divisions select File Edit Sub Divisions to display the Sub Division edit form On either tab you may use as many or as few of the divisions as you need When you are finished defining them click the Exit and Save button Now go to the main
29. ormation aj cJ al x gt I Project Name he Project Number 7 Auto Client P a Status fF x Money Budget Time Budget V Track Time V Track Money Publish Reports New Project The only field which absolutely must be filled is the Project Number Project numbers can be up to 12 characters long and may include numbers letters and some punctuation marks Any existing project numbering system may be used or if you have already created a Client Card you may wish to use the built in automatic number system The other fields are as follows Project Name is a short max 60 name for the project Client is the name of the client for whom you are doing the work If you expect to do repeat work and or need to create a proposal or an invoice then you should create a Client Card for them and then you will simply be able to select from the drop down list If it is a one time thing and or you won t need to be creating proposals or invoices for them then you can just type a name in the field Client Cards are recommended Status is a short max 60 phrase to describe the current status of the project Use whatever terms make sense for your situation The status phrases you enter are collected as you go and ones you have already used are listed in a drop down box for re use Money budget and Time budget are optional fields If they are filled in then status reports will include a line showing how you are doing in relation to the bud
30. ort includes the header information of all projects currently listed Comparison Report This report creates a bar graph comparing actual time or expense investment or mileage depending on which mode you are in for all projects currently listed Linked Reports The Linked Reports feature creates and publishes a whole series of different reports with just one mouse click Copyright 2005 WaverlyStreet Software All rights reserved Linked Reports 16 Linked reports button CA QuickRef WSS04004 DG New Sales Registration App CURRENT Seg nge i0 ms t l m c lt ja gt D aj mya we eal FA WwSS04004 owner DG New Sales Registratiqg ish li CA Report Options WaverlyStreet Softwa Linked Report T arget Folder AD 53p p3c QuickRefD ata reports El Cancel General Status Settings r Linked Report Options J Include To Do Items V Include Time Line Items F Include 30 Day Money Comparison V Include To Buy Items M Use Current Month vs 30 Days Project V Include Money Line Items J Run Both Current and Archive 4100 DG IV Include Notes Minimise While Working ASP SAA DG amp SPAMFR ne a z x F 7 Depending on the options you have selected on the Report Options tab in Configuration these will include A multiple project status report on all projects currently listed with hypertext links to single project reports time and money comparison reports and to the same inform
31. ou may also delete a project altogether however we don t recommend doing this because you never know when you might need information even on false starts or dead projects Just set the status to Dead and leave it in the Archives But if you are sure you may select File Delete to COMPLETELY remove the project and all it s records This can t be un done so please make sure you know what you are doing 7 Client Cards The Client Card system is used to record specific information about each of your clients Select File Client Cards to get started Copyright 2005 WaverlyStreet Software All rights reserved QuickRef Q Client Information Contact Information Rate Discount Factor Payment Terms This textis Net 15 Please send payment to WaverlyStreet 277 inserted into proposals and fw Brighton Road Columbus Ohio 43202 invoices below the bullets section Max length is 1000 characters Conditions This text is WaverlyStreet Design is neither an architectural nor an inserted right under the client engineering firm and makes no claim to the contrary signature line on proposals It Any construction documents based upon our drawings might contain a disclaimer must be prepared under the direct supervision of a etc Max length is 1000 licensed architect or engineer in full accordance with all characters applicable local state and federal laws Snyders Drug Emporium Delete Save Exit
32. reate a bar graph showing how current project compare to each other in time and or money invested Use Current Month vs 30 Days this sets the date range used for the two comparison graphs described above to the current month instead of a straight 30 days Run Current and Archive Makes it so all project reports current and archive are re written Minimize While Working Puts Quickref down in the system tray out of your way while reports are being created 19 Upgrading from a Previous Version QuickRef 3 x uses a different data format for line items and also stores multi user data in the same folder unlike versions 1 x and 2 x So if you are upgrading there is a bit of work to do to bring in your old data If you have installed the new one and your old projects and notes are visible in the new one great go to the next paragraph If nothing is visible in the new one then you need to copy all the files from the old version s data folder to the new version s data folder Start the old one and make a note of it s data directory shown up at the top of the form when it first starts Use Windows Explorer to copy everything from the old to the new Note that this will over write some same name files that have been created simply by your starting up the new version Copyright 2005 WaverlyStreet Software All rights reserved 21 QuickRef 20 Once you have the projects and notes showing you need to convert the
33. rking in a group on an office network also enter in your name and your email address on the User tab then select the System tab On the System tab click the button to the right of the Network Data Path and select a shared network folder which everyone in your group has access to We suggest creating a new folder called qr_data or something like that Next do the same for the Linked Reports and Invoice Storage folders we suggest making sub folders inside qr_data After setting these configuration items please SAVE the configuration and re start the program Once the configuration changes are made please follow through this step by step guide 1 Select from the main menu Projects Add New Project The Project Information form will be displayed Copyright 2005 WaverlyStreet Software All rights reserved Quick Start Guide 2 Q Project Information File Spell Check Scope Project Name Leam how to use QuickRef Project Number Al 00 Auto Client waverlyStreet Software Status New x Money Budget fio Time Budget jio Learn how to use QuickRef Project Assistant 3 x V Track Time V Track Money J Publish Reports New Project 2 In the Project Name field type in Learn to use QuickRef In the Project Number field type in A100 In the Client field type in your name In the Status field type in New In the Money Budget and Time Budget fields type in 10 Finally in the Scope fie
34. s the line item display after you select a person s initials from the drop down list The drop down list contains the initials of everyone who has line items currently displayed in the line item list Finally to the right of the drop down is an indicator showing who s records you are looking at Filters remain in place through all other operations until you explicitly clear them with the button s or re start the program Filtering also applies to templates Also any multiple project report made while a filter is in place will show the filter at the top Searching QuickRef has three different word search capabilities which make it possible to zero in on anything that you have ever entered into the system Copyright 2005 WaverlyStreet Software All rights reserved Searching 14 Search button ce Oude l C OMENOUICKREF 4 ARCHIVE e bullet points area become thing you wish below then click one of the search type a abo miatic dake insertion buttons to begin This section of the screen is the bulla Line Items g and Serale with the aie editor These are displayed in the upp MMOS TOM Ge PIS te reports directly under the scope of wa Global multiple project lists Use these to con timely notes that you want everyone ta P Quick Start Guide and or Directly below here are the project filte The Notes button looks at the currently displayed note file just like word searching in a word processor or
35. send operation is complete click the Disconnect button and then close the FTP form The E Mail Utility QuickRef has an excellent built in SMTP Simple Mail Transfer Protocol utility It gives great looking results on the receiving end with most email programs because the email body is actually in true HTML format with your logo graphic s encoded right in Both the report viewer and the invoice manager have buttons to send their Copyright 2005 WaverlyStreet Software All rights reserved The E Mail Utility 18 contents via e mail The first time you use the method you must specify an SMTP server Drop downs contain addresses from your Client Cards C Email Modify server info Cancel Send Send Cancel at lt bbarker glimco com gt s Exit EN EE SS BLL dave waverlystreet com BCC dave waverlystreet com Subject Report Project GPLO4001 Subject Report Project GPLO4001 From dave waverlystreet com From dave waverlystreet com Server Info Memo Save Bob here is a progress report on the Springfield project From your email dave waverlystreet com SMTP Server ail ourserver com User if req d Password if req d Memo field Enter server info here ist Most systems also require a user name and password By default you are sent a BCC Blind Carbon Copy of each email you send so that you can file it away within your normal email program 18 Configuratio
36. tar push pin button Notice that this line item is blue on the list blue indicates the record is not actual 9 Review what you have entered for A100 by selecting Reports Single Project General Status from the main menu 10 Now select File Refresh to return to start up condition no project selected Make a combined report on the two projects by selecting Reports Multiple Project Status New Projects To add a new project select Projects Add New Project or click the New Project button New project button C QuickRef C HOME QUICKREF CURRENT BAR m c lt aj 0 a mye e E The Project Information Form will pop up ready to be filled in Think of the items contained here as the project s Header information Note that your initials are displayed in the Owner box Ownership of a project means that only that person is allowed to modify the text record of the work Others can add line items for time expense and travel but only the owner can edit the bullet points or detailed notes If the owner field is cleared anyone can edit the notes but this is not recommended because it s possible for one user to over write another s changes if they are both Copyright 2005 WaverlyStreet Software All rights reserved New Projects 4 editing at the same time Please send comments on another person s project via e mail instead right click in the project header Q Project Inf
37. te Address wonder bear com Hestens luegy p Savesite Password fame The first step is to type in your website server address username and password in the three spaces provided Your web host will have provided this information Also provide a name for this connection in the drop down box Click the save button To connect to the site click on the connect button and confirm that you do indeed connect properly If not make sure you have entered all the login information correctly and try again Note that these items are usually case sensitive These setting are preserved between sessions and you may set up as many connections as you need Once connected use the Remote Host file selection list to go into the remote directory where you wish to host your work Note when you first enter an EMPTY folder it can take quite a while for the list operation to complete just be patient and wait for the hourglass mouse cursor to go away Select files to send in the Local Host list and click the Send all or Send only newer buttons The Send all button sends all files you have selected in the Local Host list The Send only newer button sends only selected files which either do not exist at all on the remote host or which have been modified since the last time you used the FTP utility You may also use the Local filter buttons to make it easier to find certain files to send When the FTP utility first loads Both is selected When the
38. urrent or archive list At minimum the report includes the header information and then any other options you have selected under the Configuration General Status tab Single Project Purchasing Status To make this report you must first select a particular project from either the current or archive list This report only looks at expense records It contains three sections the header information then a list of things that haven t been bought yet blue records or estimates and then a list of things that have already been bought grey records or actuals Proposal Automatic To make this report you must first select a particular project from either the current or archive list The proposal includes in order the header information the bullet points the Payment Terms field from the client s card a breakdown by division of the time to do items any discount calculations for the client a total for services a listing of any money expense estimates a signature line the Conditions from the client s card and finally a listing of the time to do items Invoice Automatic To make this report you must first select a particular project from either the current or archive list The invoice includes in order the header information the bullet points the Payment Terms field from the client s card a breakdown by division of the time actual items any discount calculations for the client a total for services a listing of any mo
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