This article includes frequently asked questions about the ImagineTime software.

For additional FAQs, refer to the Frequently Asked Questions section on the Index tab of the Manual. You can access the Manual by pressing F1 on your keyboard while in ImagineTime.

Questions

How do I contact Support for ImagineTime?

You can email Mango Support at [email protected] or call 877-520-1525.

When I open the software, it prompts me to repair and compact my data. How do I accomplish this?

You can repair and compact your data using the Repair/Compact Database & Exit utility.

1. Click Setup / Utilities.
2. Click General Utilities.
3. Click the Repair Utilities tab.
4. Click Repair/Compact Database & Exit.

ImagineTime will perform the repair/compact and close.

How do I change the staff rate for both billed and unbilled time?

The staff rate for time cannot be changed if it has been billed on an invoice. The invoice it’s on must first be deleted. Once the time is unbilled, you can edit the staff rate in After-the-Fact.

1. Click Time + Expenses.
2. Click After-the-Fact.
3. Select Staff and then Click here to start.
4. Scroll up and change the Staff Rate for the desired transactions.

How do I delete a client or contact?

To delete a client or contact

1. Click Clients / Contacts.
2. Click Manage Contacts and Clients.
3. Click Search for Client/Contact and select the desired client/contact.
4. Click the button, which will highlight the bar on the left-hand side, and press Delete on your keyboard.

Note: To delete multiple clients at a time, contact ImagineShare.

How do I delete an invoice?

If a payment was applied to that invoice, you must first unapply the payment.

1. Click Collections / Statements.
2. Click Payment Posting.
3. In the Lookup field, select the client.
4. Click the and  buttons to find the payment record.
5. Click Unpost.

Once any applicable payments have been unposted, you can delete the invoice and put the transactions back into WIP.

1. Click Collections | Statements.
2. Click Edit / View Transactions.
3. Select the client.
4. Select the invoice.
5. Press Delete on your keyboard.
6. Click Yes to the “Are You Sure you want to delete the bill and reverse the transaction” prompt.

How do I export the client list?

You can export the client list via Client Address and Phone Lists.

1. Click Reporting / Analytics.
2. Click More Client Reports.
3. Click Client Address and Phone Lists.
4. Click Preview & Print.
5. Make sure you are on the Report tab.
6. Click Export formats.
7. Select the desired format.
8. In the File name field, optionally edit the name of the file, or click the Browse button to select a different location.
9. Optionally select to Open the destination file after the export operation is complete check box.
10. Click OK.

How can I change the default hours on the calendar?

You can change the default hours for the Daily Staff View and Multi Staff View via Weekly Grid – Personal Settings.

1. Click Calendar / Due Dates.
2. Click Options / Setup.
3. Click the Weekly Grid – Personal Settings tab.
4. In the Fonts & Appearance section, select the desired Prime Time Start and Prime Time End.
5. Click OK on the Option Changes message.

Changes, except when performing a manual or batch synchronization, will take effect the next time the calendar is opened.

I deleted a payment, but it’s still showing on the account. How can I fix this?
   …or…
The balance on one or more of our clients is incorrect. How can I fix this?

This can typically be fixed by updating client balances.

1. Click Setup / Utilities.
2. Click Update Client Balances.

If you still see a discrepancy, contact Mango Support to further troubleshoot.

How can I add a location to ImagineTime?

To enable multiple billing locations, you must purchase the Multiple Billing Location tool. Once purchased, you will be given a password to unlock the feature. Contact ImagineTime Sales at 1-877-520-1525, ext. 208 to unlock this feature.

Once you have been given the password, you can unlock multiple billing locations via Company Setup.

1. Click Setup / Utilities.
2. Click Company Setup.
3. Clear the Use registered location for billing check box.
4. At the Unlock prompt, enter the password given to you by ImagineTime and click OK.

Locations can be added via Company Setup.

1. Click Setup / Utilities.
2. Click Company Setup.
3. Click Enter Alternate Billing Locations.
4. Enter a name for the Location, the address, and the Email/Website.
5. Optionally add a logo by clicking the Search for Company Graphic / Logo button and selecting your logo.
6. Click .

How do I set up sales tax?

Sales tax must first be set up on the client level. Clients with sales tax set up will then charge sales tax for work codes and expenses that are marked as taxable.

To set up sales tax for a client:

1. Click Clients / Contacts.
2. Click the Search for Client/Contact button and select the client.
3. Click on the More Contact Information tab.
4. In the Billing Setup and Information section, enter the Sales Tax Rate.

To set up sales tax for work codes:

1. Click Setup / Utilities.
2. Click Work Codes and Engagements.
3. Select the check box in the Taxable column for each work code for which you want to charge sales tax.

To set up sales tax for expenses:

1. Click Setup / Utilities.
2. Click Company Setup.
3. Click the Lookup Lists tab.
4. In the Expense Types section, select the check box in the Subject to Sales Tax column for each expense for which you want to charge sales tax.

How can I add a new staff member?

A new staff member can be added via Enter/Edit Staff Information.

1. Click Setup / Utilities.
2. Click Enter/Edit Staff Information.
3. On the Address & Phone tab
   1. In the Staff Id field, enter the new user’s initials.
   2. Enter the rest of the user’s information.
4. On the Rates & Costs tab
   1. In the Billing Rates / Check Only One for General Default Rate section, enter the user’s Bill Rate.
   2. Optionally, in the Default Rates for Work Codes section, select a Work Code and enter the applicable Bill Rate for that Work Code. Repeat for each Work Code.
5. On the Permissions & Options tab
   1. Enter the System Login Password.
   2. Select the General rights Level.
6. On the Form Tools ribbon, click Save.

How do I import clients into ImagineTime?

You can use the Import Client Setup Data option (Setup / Utilities | Company Setup | Import Client Setup Data). For steps on importing using this feature, refer to the Manual by opening Import Client Setup Data and pressing F1 on your keyboard.

How can I change the billing partner for a client?

Billing Partners can be changed via Change ID and Status.

1. Click Setup / Utilities.
2. Click Change ID and Status.
3. In the Billing Ptr column, change the billing partner for the desired client.

I have a client that has pre-paid for services and has no amount due. How can I apply their payment?

Hanging payments can be applied to open invoices.

1. Click Collections / Statements.
2. Click Apply Hanging Payments Import Online Payments.
3. Select the Auto-Apply Payment check box for the payment you want to apply and then click the Apply Unapplied Payments to Unpaid Invoices button.

My client has an overpayment. How can I enter a debit memo to clear it?

You can clear an overpayment with a debit memo via Edit/View Transaction.

1. Click Collections / Statements.
2. Click Edit / View Transactions.
3. Select the overpayment.
4. In the Transaction Adjustments field, select Debit Memo to Clear Overpayment.
5. Click Process Adjustment(s).
6. In the Process Debit/Credit Memos window, in the Please select the work code to assign to this adjustment field, select the work code.
7. Optionally adjust the Debit Memo Amount.
8. Click Finalize Debit Memo.

How can I write off time?

You can write off time via Payment Posting.

1. Click Collections / Statements.
2. Click Payment Posting.
3. Select the client.
4. In the Payment Type field, select Bad Debt.
5. Enter an Amount.
6. Save the entry.
7. In the Auto Apply Payment window, click Yes.

I’m trying to enter time for a client, but they’re not showing up in the list. Why is this?

The Due Date Billing – No Billing check box may be selected.

1. Click Clients/Contacts.
2. Click Manage Contacts and Clients.
3. Click Search for Client/Contact and select the client.
4. Clear the Due Date – No Billing check box.

How can I include a previous balance on my statements?

Previous balances can be turned on or off in the Billing Dashboard.

1. Click Billing.
2. Click Billing Dashboard.
3. Specify your Bill Posting/Print & Write-Off Date.
4. Click Open Billing Dashboard.
5. Select the Prev Bal check box for the client(s) you want a previous balance to show.

Somehow the Client/Contact Type for a client got changed. I looked in the list, and it has been replaced by an incorrect Type. How can I change it back?

Client/Contact Types can be changed via Company Setup.

1. Click Setup / Utilities.
2. Click Company Setup.
3. Click the Lookup Lists tab.
4. In the Other – Choose Table section, select Client/Contact Types.
5. In the list below, make the desired change.
6. Click the icon.
7. In the Change this for all clients using this type window, click OK if you want to propagate this change to existing clients, or click Cancel if you do not want to propagate the change for existing clients.

How can I assign/change the default manager for a client?

Managers can be assigned via Due Date Setup and Utilities.

1. Click Setup / Utilities.
2. Click Due Date Setup and Utilities.
3. In the Reassign Staff/Manager section, select Reassign manager – main task level.
4. Select the client.
5. If you are changing the default manager, in the Current Assignment – Select from list field, select the current manager. If there is not a current manager, leave this field blank.
6. In the >> To New Assigned Person field, select the manager to which you want to assign the client.
7. Click the Complete Reassignment button.
8. In the Complete reassignment window, click OK.

How can I transfer time from one client to another client?

Use the following steps to transfer time from one client to another.

1. Print a time history (Time + Expense | Time and Expense History) for the client.
2. Reprint the invoice (Collections / Statements | Edit/View Transactions | Reprint Invoice).
3. Delete the invoice by selecting the row and pressing delete on the keyboard.
4. On the Billing Dashboard (Billing | Billing Dashboard | Open Billing Dashboard), select the client and click the Release-Edit Slips button.
5. On the Chargeable Time tab, change the Name/Id Lookup for each slip you want to transfer to another client.
6. Close the Time & Expense Entry window.
7. Recreate the invoice for the new client.

What steps do I need to take for year-end?

There are two things you should do at year-end. Periodic Cloning, and advance the Fiscal Year. For instructions on cloning, see the Cloning article.

To advance the fiscal year, the software will display a message when opening ImagineTime that says “If your fiscal year end is on a calendar year, please go to the company information/setup screen and update the year end, or click Yes now to have the company year incremented automatically. This will not affect any invoicing periods, only defaults for reports.” Click Yes to have the Fiscal Year updated automatically, or click No if you do not want the Fiscal Year updated.

Alternatively, you can manually update the Fiscal Year.

1. Click Setup / Utilities.
2. Click Company setup.
3. On the Closing/Counters tab, in the Fiscal Year field, select the desired year.

How do I change the printer that my statements print to?

By default, ImagineTime prints to your default printer. However, you can change the printer on the preview window.

1. Click Collections / Statements.
2. Click Process Client Statements.
3. Select the desired settings.
4. Click the Print or Preview Client Statements button.
5. On the Print or Preview window, click No.
6. On the Report tab, click Print.
7. In the Name field, select the desired printer.
8. Click OK.

How do I implement a service charge?

You must first set up the service charge for the client. Once that is set up, you can create the service charge.

To set up a service charge for a client

1. Click Clients / Contacts.
2. Click Manage Contacts and Clients.
3. Click Search for Client/Contact and select the client.
4. In the Service Chg/Misc section:
   1. In the Service Charge field, select Yes.
   2. In the Mo Rate (dec) field, enter the service charge percentage.

To create the service charge

1. Click Collections / Statements.
2. Click Post Service Charges.
3. In the Compute Interest on Invoices Dated Thru field, enter the desired date.
4. Select the client(s) for which you want to create a service charge, or leave blank to create a service charge for all clients.
5. Click Create Service Charge.
6. When prompted to create a service charge, click Yes.

How can I add a footer to my client’s statement?

Notes can be added to statements and will be shown in the footer.

1. Click Collections / Statements.
2. Click Process Client Statements.
3. Select the desired client(s).
4. Select the Show Notes on Statement check box.
5. Enter your note in the field below.

References

• Installing ImagineTime
• Cloning
• Troubleshooting Issues