Help for MyCorbu Architectural Bookkeeping
These are the recommended first steps to help you get up and running with the least fuss. There are several other features that you will want to get familiar with, but this is the bare minimum to get started.
Use your browser print command to print this Guide to use as a checklist.
HOW MyCORBU WORKS
MyCorbu tracks your time and your transactions by assigning each item to a specific Phase of a specific Project called 'Project-Phases'. You create these Project-Phases in MyCorbu to avoid having to select a Project and then a Phase for every entry that you make.
To Get MyCorbu Set Up For Your Organization
Preparation will make for a smooth process; you can download this list of things you will need.
The first thing to do is to create a list of phases that your projects use. The immediate need is to get your in-progress work into the system. Secondarily you can add standard phase names that will be re-used in the future. A little bit of planning will pay dividends later. Open the Phases article in HELP. This article contains a list of suggested Phase Names that you might use.
The second thing to do is to add your current projects. See a Full Review of Projects here.
ADD MILEAGE RATES
You will probably need at least three mileage rates. Use a self-evident name for each mileage rate. The recommended format for the Mileage Rate Name is 'YYYYxMarkup Factor', e.g. 2019x1. Full Review of Mileage here.
1] A rate that applies the current mileage reimbursement rate to entries but does not provide a markup (Markup = 0). This is suitable for Projects that WILL NOT be charged/invoiced for mileage. A Project that has reimbursable expenses, at least mileage, included in the fee would be an example.
2] A rate that applies the current mileage reimbursement rate to entries and includes a ‘pass through’ markup (Markup = 1). This is suitable for Projects that WILL be charged/invoiced for mileage. Your General Office Project falls in this category.
3] A rate that applies the current mileage reimbursement rate to entries and includes a markup of more than a ‘pass through’ amount. (Markup > 1, say 1.2). This is suitable for Projects that WILL be charged/invoiced for mileage. Your typical revenue-generating Project falls in this category.
Mileage Rates are added by going to the Bookkeeping page, click the 'Tools' button, then click the Mileage Entries button. Finally click the Add Mileage Rate button. Fill in the self-explanatory form and click Submit. The new rate appears in the table of rates.
Clicking the "Reload Form" link opens a new mileage form to enter another mileage rate.
Finally, use the table at the bottom of the page to easily add mileage rates to all your Projects. Click the 'Edit' link for a Project, select the rate that you want to use, then Submit.
The third task is to create 'Project-Phases'. See 'About Project-Phases' below.
Project-Phases are a key concept in MyCorbu. Each time entry has to be connected to something, and that something is the Project-Phase. 'Project' is too broad. ‘Phase’ is not unique. 'Task' is too narrow. Project-Phase is just right. And ...
A Project-Phase is identical to a Phase with the exception that it is unique because of the connection of Project and Phase.
Without Project-Phases each time entry would require you to enter the Project and the Phase, but that is extra clicks every day. Having a unique name also allows your timesheet to be set up for you automatically each day. See 'TIMESHEET DISPLAY' (below).
The fourth task is to get other users set up so that everyone can start adding time.
It is critical that each User changes their temporary password. Your competitors can access your account with a user’s email address and guessing the temporary password! Urge each User to use three or more short, hyphenated, misspelled words in a phrase.
Hacking comes from poor password practices and lack of vigilance to phishing.
ADD USER RATES
MyCorbu makes use of Rates to add financial information to the time entries that you make. The three rates that are used are Labor Rate, Charge Rate, and Standard Billing Rate. THESE ARE ALL HOURLY RATES.
Labor Rate is what you pay the staff member.
Charge Rate is what you charge to the project for the staff member's time.
Std Billing Rate is the basis for what you invoice a client for the staff member's time.
There are also Custom Project Billing Rates that allow each project to be invoiced differently.
You set these rates by clicking the button "Add Staff Rates". 'Edit' each staff member to add the rates. CHECK THE BOX "Make Payee" to integrate them with Bookkeeping for payroll, reimbursements, etc.
All bookkeeping entries require a Category. You set up your categories for income and expenses just once. Categories can be edited, but all existing transactions using the category will be changed. You can add a new category anytime. See a Full Review of Categories here, including suggested names.
Categories are added by going to the Bookkeeping page, click the 'Tools' button, then click the Categories button. Finally click the Add Category button. Fill in the self-explanatory form and click Submit.
This can wait, but it saves time every day.
You can have your Timesheet set up for you automatically every day. This is a time-saving convenience. You will save lots of clicks by setting this up. When a random task comes along, just use the ADD TIME ENTRY button.
Here's how to use this feature.
YOU ARE READY TO START!
Go to the TIMESHEET page, click ADD TIME ENTRY, and fill in the form for your first time entry.
WHEN YOU HAVE TIME
There are a few non-urgent tasks remaining such as adding Fees and Historical Data. You will find help on these topics in the Reference Guides.
Last update: May 31, 2019
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