System Requirements for Total Office Manager
*Note: SQL Server 2016 has not been fully tested at this time. Please call us with any questions, 913-492-9930.
IMPORTANT: We strongly recommend that your company employ what the accounting industry calls a “full charge bookkeeper”. This is a fully trained professional with no less than three (3) years of quality experience using a modern Windows accounting software program. Their experience should include a full range of features including A/R, A/P, General Ledger, Banking, Journal Entries, Annual Reporting, and problem-solving.
Please understand that five or even ten years of data entry experience will not be enough to handle the Total Office Manager. To avoid frustration and aggravation, your company needs a qualified full charge bookkeeper.
Your full charge bookkeeper will be your company’s main trainer and the “go to person” when your staff has questions about bookkeeping policy, procedure, and software how-to. A full charge bookkeeper will be able to call Aptora for technical support without the need for ongoing training. They will be able to have quick efficient conversations with our support staff and get answers to their problems without the frustrations common with unqualified bookkeepers.
|Operating System||Windows 7 (fully updated)||Windows 8.1 Professional (64-Bit)* or Windows 10 Professional (Pro is needed if you wish to join a Domain)|
|Processor (CPU)||Pentium 4 or equivalent||Intel Core i3 – i7, Core 2 Quad,
Intel Xeon or equivalent
|Hard Disk Space||2 GB free||25% of the total partition size or 20GB (whichever is higher)|
(512 MB available)*
|2 GB Available*
(4 to 6+ GB Total)
|Video||1024 x 768
16-bit video driver
|1280 x 1024 or higher.
Dual-monitor for Dispatchers
|CD-ROM||Required For Installation||48x CD-ROM Drive|
|Network Adapter||10/100 Mbps
(if networking ability is desired)
|Network Switch||100 Mbps||1 Gbps (1000 Mbps)
(requires 10/100/1000 Mbps network adapter)
|Printer||Compatible with most||Laser or high-speed ink jet printer|
|Software||Chrome with the latest
Root Certificates and Updates
|IE 8, Firefox or Chrome|
|Other||Mouse or pointing device||Optical/Laser Mouse
Standalone email client if email features are desired
(Required for updates, lookups, and mapping but is not required to use the core software.)
|Broadband (Cable, DSL, Fiber, etc.). 15Mbps download and 2 Mbps upload.|
|Email Client||Local client software is required to email appointments, Invoices/Sales/Receipts, phone messages, work orders, and other information||Microsoft Office Outlook 2007 or equivalent|
|*We recommend that you install all of the memory your system can handle. It’s currently very cheap and will generally offer the largest performance increase in anything else you do.|
|*Windows 8 compatible but an upgrade is not recommended at this time.|
A separate server box is often not required but it is highly recommended. A separate dedicated server does not have to be an advanced expensive machine for you to notice significant speed increases. Companies with many users and/or expect a lot of transactions should consider a full blown server setup. Please seek experienced professional advice.
Important Tips: For security purposes, many computer security experts highly recommend that the computer that hosts important data (like your Total Office Manager database) NOT be directly connected to the internet. If you need to check for updates, you can always connect the computer, run updates, and promptly disconnect the computer from the internet. If you need to remote in, this can be done from another web enabled computer. When it comes to networking, we recommend the use of a Domain and not a simple Workgroup. Talk these options over with your IT professional.
|Operating System||Windows 7\Server 2008 R2||Windows Server 2012 (Any Edition)|
|SQL Server||SQL Server 2012 Express Edition (or Higher)||SQL Server 2014 Standard|
|Processor (CPU)||Pentium 4 or equivalent||Dual or Quad-Core. Server-Grade Processor. Two processors have become pretty standard.|
|Hard Disk Space||5 GB free||25% of the total partition size or 25GB (whichever is higher)|
|Total RAM / Allocated to ‘APTORA’ Instance||8GB*||12 GB or more*|
*MS SQL Server 2012 Express is included in your installation package (if purchased after May 1st, 2016). This version should be sufficient for many small users. If you plan on having five or more simultaneous users or expect a lot of transactions, you will need to invest in the full paid version. The main limitations of Express and more information can be found on Microsoft’s website.
*We recommend that you install all of the memory your system can handle. It’s currently very cheap and will generally offer the largest performance increase of anything else you do. Solid state hard drives are also a great idea.
*We do not recommend that you install your SQL Server database on a remote server, VM, or cloud-based server (outside your local area network). We don’t recommend terminal services, VPN, or other remote options to access your server on a daily basis. These options might work on an occasional basis such as remoting in from home. Our technical support department cannot assist you with these types of IT issues.
*We do not recommend using a Peer-to-Peer network. SQL Server runs very slow in that environment. Instead, use a Domain. Your IT company will know all about this.
Important Note on VoIP Systems: If your VoIP phone system is encrypted, you will not be able to use our Caller ID system.
System Requirements for Mobile II
The following requirements apply to all Aptora Mobile Server installations. Please contact a technology professional if you need assistance with acquiring any of the following:
- You must own Total Office Manager.
- A registered domain name (e.g. aptora.com, yourcompany.net, etc.). The domain name or one of its sub-domains must be forwarded to your static IP address from your ISP.
- An SSL Certificate from a trusted authority (e.g. GoDaddy.com, Verisign, etc.) that is issued to the domain or sub-domain used to configure IIS bindings on the Aptora Mobile Server computer.
- We recommend that you use a separate computer for this purpose. This is not required but will provide your company with better security. This computer should have the same basic hardware configuration as a desktop computer.
- See Operating Systems Supported below.
- Internet Information Services (IIS) v7 (or higher).
- All updates installed.
- Router with Port Forwarding capability (most have this). This may depend on your ISP. A qualified IT person will know what to do.
- Static IP Address (this may require additional monthly fees from your internet provider).
- An internet connection is required. We recommend 10 Mbps download and 2 Mbps upload speeds or greater.
- Installation and Configuration from an IT Professional with IIS experience. They must have experience routing external web traffic to a specific computer, in an office, using a specific port. This is not a do-it-yourself installation. The configuration can get a bit tricky.
- Aptora will only be able to provide limited technical assistance with the configuration of Aptora Mobile Server. It is important that you have a technology professional available that understands TCP/IP networking, domain registrations, and IIS configuration. If you do not have a technology professional available to you, Aptora has set up assistance services available for a reasonable fee.
Too Complicated? Ask your account manager about our hosting option. We can host all of the mobile software on our own servers and simply charge you a reasonable monthly fee.
|Operating system||Supported editions||Type|
|Windows Server 2012 R2||64-bit||Server|
|Windows Server 2012 (64-bit edition)||64-bit||Server|
|Windows Server 2008 R2 SP1||64-bit||Server|
|Windows 8.1||32-bit and 64-bit||Client|
|Windows 8||32-bit and 64-bit||Client|
|Windows 7 SP1||32-bit and 64-bit||Client|
- Internet Browser including Chrome, Safari, Internet Explorer, and FireFox. Chrome is recommended.
- Optional: An email account for emailing documents such as invoices. That’s it!
Basically, any device that can connect to the internet with a browser can be used for your mobile device. These devices include iPhone, iPad, Android-powered devices and phones, Windows phones and others. We also have Android and Apple iOS apps.
If you are a manager and you don’t use the mobile device all day long during the course of your job, you might find your smartphone is totally adequate. You may also feel that a heavy duty case is not essential for owners and managers.
Be sure the device you purchase is able to update to the latest operating system. Some devices cannot update to the latest OS, so be aware of that. In the future, we may add features that require a certain OS version number. An example might be Credit Card capture. This feature requires Nougat 7.0 or higher. We cannot guarantee that new features will work on your device because that situation might be out of our control.
We don’t like to recommend a specific device or model number because specifications change and it is so much a matter of taste. We recommend that you be sure that you can get a good case for whatever device you select. For example, if you’re buying devices for service technicians you might want to consider a very heavy duty case. Select your case first or at least be sure that you can get a case for whatever device you’re considering before you buy those devices. Android devices are often offered for little or no money when you sign a one or two year contract for the data plan. We acquired nice LG models for $10.00 each with a one-year data plan commitment. That was a no brainer.
We have great respect for Apple hardware and software. However, we do not recommend Apple mobile devices at this time. That is because the process of rewriting the software, getting it approved, and getting it into the Apple Store means that Apple hardware users are always going to be behind what we offer the Android users. A bug fix or a feature can be released to Android users immediately. The same process currently takes about one month for Apple users. This does not apply to the browser version of our mobile software.
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Thank you so much for offering the training class (Aptora University) this week. I enjoyed the class and all who participated. The presentation, Q&A and interactions were extremely insightful. I appreciated being able to interact with the staff and others who use the software as well. The training course has really helped me to take what I know to a new level in using the software. I highly recommend others who are using it to participate whenever they have the opportunity. We, at Air Conditioning & Heating, Inc., have been using TOM for 5 years and Aptora Mobile for over a year. We are extremely pleased with what it has to offer and the ability to grow with us. The support has also been amazing. Anytime I have questions, they are quickly answered. I don’t just feel like a client, I feel like a friend.
Great people who are hard working and take the time to care about their customers. We have used Aptora for years to run our business with their Total Office Manager suite.
Great company to work with. We have used Total Office since 2014 and continue to add more features. Now also using Mobile II app and GPS. Give them a try for accounting service software!