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Cheat Sheets
Using Schedules
Using Schedules
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Schedules Cheat Sheet
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3 Ways to Create Tasks
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Easy Invoicing
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Topics
Admin
0
Alerts
3
System Alerts
Creating & Managing Alert Sets
Alert Meanings & Use Cases
Briefs and Portal
12
Using Briefs
Creating Brief Templates
FAQ
What's New - Client Portal Experience
Portal Process - Printable Cheat Sheet
Common Practices for Using the fp. Portal
Set up Your Contacts as Portal Users
Portal User Permissions/ Permission Sets
Portal User Subscription/Alert Sets
File & Note Visibility to Clients in the Portal
Directions to Help Your Clients Use the FP Portal
FAQ
Best Practices
10
Best Practice - Finding What Rate Structure is Best for You
Best Practice - How to be a Better AE
Best Practice - Managing a Sales Pipeline in fp.
Best Practice - Adding an Estimate & Job
Best Practice - Show External Expense Options on an Estimate
Best Practice - Managing Scope Creep
Best Practice - Handling Freelancer Time
Best Practice - Managing Staff Holidays & Sick Days
Best Practice - Use Batch Invoicing to Show Clients Outstanding/ Overdue Invoices
Best Practice - Showing a Credit on the Estimate & Job
Calendar and Dashboard
10
Your Dashboard
Filtering Job & Task Information on your Dashboard
Customizing Your Dashboard
Business Intelligence Visuals for your Dashboard
Dashboard Tile Lists - How to Show More Results
Dashboard KPIs - Printable Cheat Sheet
Add Events to the fp. Calendar
The fp. Calendar & Filter Building
Connecting an Individual Job to Your External Calendar
Build a Milestones Only Calendar Filter
Companies and Contacts
11
Lead Management & CRM Tools
How to be a Better AE - Printable Cheat Sheet
Flagging Contacts
Adding Companies and Contacts
Add a Company
Add a Contact
Creating Custom Fields for Your Companies & Contacts
Company Page Content
Use Zapier to Share Companies & Contacts Data into your fp. System & Out to Other Programs
Use Zapier with Google Contacts - Another Way to Get New Companies & Contacts into your fp. System
Use Zapier with Google Sheets - A Great Way to Get New Companies & Contacts into Your fp. System
Estimates and Jobs
24
Creating an Estimate and Job
Adding a Detailed Estimate/Job - Training Video
Estimate Templates
Estimate Statuses
Create an Estimate Based on Staff or Role
Revenue Schedule
Revisions & Historical Estimates
Estimate Approval Routine Scenarios
What is the View Cost, Billable & Margins button?
Estimates FAQ
Create an Estimate & Job from a Schedule
3 Steps to Open a Job - Printable Cheat Sheet
Adding Quick Jobs - Training Video
Creating an In House Job
Handling Fixed Price Jobs
Job Statuses
The Job Details Page & Financials Tab - Training Video
The Job Summary Tab
The Job Financials Tab
Find a Job
Adding a Job Image
Deleting a Job
Using the Add Link Feature
Job FAQs
Email
6
Bulk Emailing with fp.
Connect Your Company, Contact & Job Related Emails into the Notes Area(s) of Your FP System
Use the Global Email Address to Connect Your Emails to fp.
Use the Global Email Address with Gmail Auto Bcc Functionality
How fp. Handles Email Integration - An Overview
Send an email notifying clients of their fp. portal log in information
Expenses
14
Internal Expenses
Using an Internal Expense as an Admin Fee
Filling Out External Expenses
Using Insertion Orders
Finding Expenses
Adding an Expense - Training Video
Using Purchase Orders in FP
Printing POs and RFQs
Using an External Expense as an Admin Fee
Mark Ups & Margins in the fp. System
Staff Expenses
Expenses Paid by Credit Card - Recommended Process
Handling Multiple Vendor Invoices Against a Single PO in fp.
Mark Ups & Margins in the fp. System
Files
4
Files in fp.
Files in fp. OLDER
Adding a File
More About Files
Invoices
17
Invoices - Common Terms
Agency Invoicing Planner
Easy Invoicing - Printable Cheat Sheet
Creating Interim & Final Invoices - Basic Steps
Create an Invoice Using Estimated Values
Create an Invoice Using Actual Values
Create an Invoice Using a Combination of Actual & Estimated Values
Mark an Invoice as Paid/ Payment Received
Editing Invoices
Creating Deposit Invoices
Invoicing to a Different Company
Creating a Batch of Invoices
Add an Invoice to an Existing Batch
Creating Multi-Job Single Invoices
Handling Invoices that Recur Each Month, Quarter or Year
Invoicing Module FAQs
Invoice Approval Routine Scenario
QuickBooks Desktop Integration
17
fp. Accountant Overview
Infographic - fp. Accountant & QuickBooks Setup
Part One - Ensuring the configuration in both systems is correct
Part Two - Installing FP Accountant
Part Three - Final configuration
Setting up fp. Accountant - Training Video
Setting Up fp. Accountant
Syncing with QuickBooks: Using fp. Accountant - Training Video
Preparing Invoices and/or Expenses to Export to QuickBooks using fp. Accountant
Syncing an Invoice to QuickBooks with fp. Accountant
FP Accountant / QuickBooks Integration FAQs
QuickBooks versions supported for integration using fp. Accountant
Will It Sync? - QuickBooks Online & QuickBooks for Desktop PC
fp. Accountant Error Decoder
Checklist - Before Your Initial Sync
fp.Accountant clients: Mapping Function Point Services to QuickBooks
How to Upgrade to V3.0 of Accountant from V2.9
QuickBooks Online Integration
5
Set-up, Mapping & Syncing with QuickBooks Online
Checklist - Before Your Initial Sync
Integrate with QuickBooks Online - Training Video
Will It Sync? - QuickBooks Online & QuickBooks for Desktop PC
How To Re-Connect to QuickBooks Online
Mobile App
2
iPhone & Apple Watch Timetracking App
Android Timetracking App
Logins
2
Logging In
How to Login to FP - Training Video
Managing your FP Staff Users
6
Best Practices for Staff Changes at your Agency
How to Add a Staff Member - Training Video
Adding New Staff Members
Making an fp. User Inactive
Setting Staff to Appear as AE in Drop Down Menus
How To: Update a Staff Name Change
Notes
8
Adding Notes
Finding & Editing Notes
Notes Module Basics
Pinned Notes
How to Add Notes to a Client Account - Training Video
Creating Note & Email Templates
Managing Prospects Using Follow Up Tasks from Notes
Bulk Emailing with fp.
Permissions
2
Manage Permissions/ Permission Sets
More on Permissions - What do I need to click to give/ take permission X for a team member?
Printouts
16
Displaying Estimates & Invoices in Different Currencies
Add a Brand Template
Add a Printout - The Basics
Re-Enable & Copy a Standard Printout
Don't Want to See Page Numbers on a Print Out? - Turn Them Off!
Add a Printout - Estimate
Add a Printout - Estimate Detailed
Add a Printout - Project Level Estimate
Add a Printout - External Expense List
Add a Printout - Brief
Add a Printout - Schedule Simple
Add a Printout - Schedule Detailed
Add a Printout - Expense: Purchase Order
Add a Printout - Invoice
Add a Printout - Multi-Job Single Invoice Printout
Modify the Staff Task Assignment Report Content & Printout
Projects
14
Using the Projects Module - Training Video
Adding Projects
Project Financials
Finding & Reporting on Project Health
Making a Project Level Estimate
Using the Add Link Feature
Common Workflows that Include the Projects Module
Handling Retainer Work - By Month
Handling Retainer Work - By Year
Handling Retainer Work - Simply Structured
Retainer Work - Single Deliverable, Simply Structured
Retainer Work - Single Deliverable, Monthly Structure with Front Loading of Invoices
Retainer Work - Single Deliverable, Monthly Structure
Retainer Work - Multiple Deliverables, Monthly Structure
Rates
13
What Rate Structure is Best for You?
Option 1: Setting up Service Rates
Option 2: Setting up Staff Rates
Option 3: Setting up Role Rates
Setting up Staff Roles for Use with Role Rates
Adding Rate Categories
Setting Individual Staff Costs & Creating a Cost Rate Card
Setting Individual Staff Costs & Creating a Cost Rate Card (incls calc)
Applying a Modified Rate to Open Jobs
Using the Adjusted Estimate Rate Feature
Cost Centres
Using Cost Centers - Internal Agencies
Best Practices for When Your Rates Change
Reporting
7
Recommended Reports by Agency Role
Reports
Find Routines
Reports in FP
The Job Financials Tab
Profit Analysis Report
Task Milestones and the fp. Production Report
Schedules and Tasks
25
Introduction to the New Gantt View
Introduction to the New Schedule View
The Gantt View
Share the Gantt View
Creating a Schedule from the Estimate or Job
Create an Estimate & Job from a Schedule
Bulk Editing your Schedule
The Gantt View - Using & Sharing
Creating & Using Schedule Templates
Marking Tasks as Client Visible on the Schedule
What are Tasks?
Introduction to Shared Tasks
Tasks vs. Services in fp.
Ways to Create Tasks in FP
Create & Manage Task Dependencies
Assigning Tasks at the Role Level
Alternate Task "Sharing" Options in fp.
Accessing the Task Full Screen View
Work Planning View FAQs
Resource Allocation - Display of Actuals vs. Forecasted Time
Resource Allocation & the Work Calendar
Introduction to the Work Planning View
Introduction to Task Dependencies
Create & Manage a New Schedule
Using Schedules - Printable Cheat Sheet
Services and Service Groups
3
Adding Service Groups & Services
Removing or Marking as Inactive - Service Groups & Services
What are FP Service Groups & Services?
System Preferences
8
Admin Area Overview
List Maintenance
System Preferences
Office Preferences
Project Estimate Terms
Currency Options in fp.
Exporting Data From Function Point
Find Routines
Tax and Tax Groups
1
Setting up Taxes
Timesheets
15
Billable vs Non-Billable Jobs and Billed vs Unbilled Timesheets
How to Use Job/Docket Costing to Add Bulk Time
Tracking Time to a Job
Transfer Hours from One Job to Another
Tracking Time to a Task
Submitting a Timesheet - Training Video
Posting, Moving or Editing Timesheets
Tracking Time - Seeing how much time was estimated on a service when you track time
Time Tracking for Internal and Client Meetings
Timetracking to the Task - Printable Cheat Sheet
Tracking Time for Other Staff
Tracking Overtime
Tracking Time: Duration vs. Start/ Stop Method
Tracking Time for Business Development
Tracking Time to a Job
Workflows
2
Review the Workflow Options
Workflow Basics & Common Examples
All Training Videos
24
Navigation Basics - Training Video
Basic Navigation - New UI (June 2015)
How to Add a Staff Member - Training Video
How to Add Notes to a Client Account - Training Video
Review of the fp. CRM System - Training Video
Sales Pipeline Management - Training Video
Creating an Estimate & Adding a Job - Training Video
Adding Quick Jobs - Training Video
Adding a Detailed Estimate/Job - Training Video
The Job Details Page & Financials Tab - Training Video
Using the Projects Module - Training Video
Creating Briefs in fp. - Training Video
Using the fp. Portal (Clients) - Training Video
Setting Up & Using the fp. Portal (Agency) - Training Video
Creating Schedules for Templates & Real Work - Training Video
Adding Schedules to Existing Jobs & Estimates - Training Video
Setting up fp. Accountant - Training Video
Syncing with QuickBooks: Using fp. Accountant - Training Video
Integrate with QuickBooks Online - Training Video
Adding an Expense - Training Video (copied)
Seamlessly Importing fp. Invoices into Xero Accounting - Training Video
Managing Simple Retainers - Training Video
Managing Robust Retainers - Training Video
Submitting a Timesheet - Training Video
Latest & Greatest
1
Function Point User Experience Updates
General System
8
fp. Minimum Browser & System Requirements
Branding Your System
Workflow Basics & Common Examples
Using the Add Link Feature
Multiple Offices, Office Separation and Cost Centers
More On Office Separation
Glossary of Common Terms in fp.
Using Search Tips & Time and Number Tips
Alternate Invoice & Expense Export Options
7
Xero - Import/ Export from fp.
Generate & Export Invoices and Expenses Without a Selected Accounting Program
Simply Accounting/ Sage CAN - Import/ Export from fp.
Account Edge [MYOB Canada] - Import/ Export from fp.
MYOB Australia - Export from fp.
QuickBooks for Mac (Canada) - Export from fp.
Peachtree - Export from fp.
Cheat Sheets
15
Workflow Options
Sample Workflows
Dashboard KPIs
Time Tracking to Tasks
How to be a Better AE
3 Steps to an Open Job
3 Ways to Create Tasks
Using Schedules
Easy Invoicing
Agency Invoicing Plan
Personalize Invoicing
Capturing Staff Expenditures in fp.
Reports Planning Exercise
Recommended Reports by Agency Role
The Portal Process
Last Updated
Apr 17, 2014
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Users - Learn by Role
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