Portal Process - Printable Cheat Sheet
Please nab a copy of this PDF cheat sheet, to see a friendly visual of the portal process from start to finish. Print it up and keep it handy!
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Function Point Training
Topics
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Admin
0
- Alerts 3
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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
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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
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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
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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
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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
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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
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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
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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
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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
- Mobile App 2
- Logins 2
- Managing your FP Staff Users 6
- Notes 8
- Permissions 2
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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
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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
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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
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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
- System Preferences 8
- Tax and Tax Groups 1
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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
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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
- General System 8
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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.
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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
Sep 30, 2017
Other Resources
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- System Set Up Resources
Users - Self Guided Learning Programs
- Users - Learn by Role
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