# FAQ and Troubleshooting --- ## General **What browsers work best with PAI?** Chrome, Firefox, and Edge. Safari is supported but has known issues with date and time entry fields. Chrome is recommended for the best experience. **Does PAI have a mobile app?** PAI is a web application optimized for desktop. You can access it on mobile, but most features work best on a larger screen. The Vendor Portal is the exception — it's designed for mobile-first use. **Can I import data from spreadsheets?** Not directly. Data migration is available through the PAI services team. Contact [[email protected]](mailto:[email protected]) to discuss options. --- ## Account and Organization Setup **How do I add users to my organization?** From Organization Settings. Review [Users and Permissions](../01-Organization-Setup/Users-and-Permissions.md) before assigning roles. **Can I duplicate an existing project?** Yes. From the project list, open the action menu next to the project name and select **Duplicate**. This is also a useful way to template repeat projects. **How do I delete a project?** From the project list action menu. Deletion is permanent and unrecoverable. Only projects that were never approved can be deleted — this is intended for removing creation errors like duplicate projects, not retiring completed work. --- ## Estimation and Bidding **Why can't I edit my estimate?** The estimate version is locked. Estimates lock automatically when set to Sent or Approved. If you have the necessary permissions, you can change the status to unlock it. Otherwise, create a new version to make changes while preserving the locked one. **How do I apply a discount to an estimate?** Enable the Discount field in Sheet View to show a discount column on individual line items. You can also apply a discount from the Totals section in the Live Margins sidebar. **Where do I manage the Reporting panel settings?** In the project, open the right sidebar and select the **Reporting** panel. Set the reported version, owner, probability, expected close date, and other pipeline fields there. --- ## Budget Management **Can I generate a budget from a non-approved estimate?** Yes, using the gear icon menu on the estimate page. This is an advanced workflow — you can also delete a budget and regenerate it from a different estimate version if needed. **How do I delete and regenerate the budget?** From the gear icon menu on the estimate page. Deleting the budget removes everything in it — all expense lines, vendor assignments, rates, call sheets, and associated data. This is irreversible. > [!warning] > Deleting the budget is not possible if any expense lines have reached Approved status or are under AP control. All expense lines must be at Draft, Confirmed, or Posted status before deletion is allowed. If your budget contains locked lines, you cannot delete it. **How do I update multiple expense statuses at once?** The budget works like a spreadsheet for cell editing. Copy a cell with the status you want to apply (Cmd+C / Ctrl+C), then select the target cells using Shift+click for a range or Cmd/Ctrl+click for individual rows, and paste (Cmd+V / Ctrl+V). The copied status applies to all selected cells. **Can I modify the budget after it's been created?** Yes. Budgets don't use a versioning system. You can add, modify, or remove expense lines as needed. PAI tracks all changes against the original approved estimate. --- ## Call Sheets and Production **How do I create a new production day?** Copy an existing day from within any call sheet using the Copy button at the top of the day. To create a brand new day, go to the Day cell on any expense line in the budget, start typing a new day name, and select the option to create it when it appears. **How do I schedule multiple days at once?** Use the Project Calendar. Days without assigned dates appear in the Unassigned panel on the right — drag them onto dates to schedule them. **Why can't I post an expense line?** Usually because the day assigned to that expense doesn't have a calendar date. The fastest fix from the budget: click into the Day cell on the expense line, hover over the day name to reveal the pencil icon, and click it to open a modal where you can assign the date. You can also assign the date from the Project Calendar or from the call sheet day's Overview section. --- ## Vendor Management **What's the difference between Create Only and Create and Invite when adding a vendor?** Create Only adds the vendor to your database for internal tracking without notifying them. Create and Invite does the same and sends them an invitation to register on the vendor portal. **What are the vendor classifications?** - **1099** — independent contractors who invoice through PAI - **W2** — employees who submit timecards through PAI - **Foreign Individual** — non-US contractors who invoice through PAI - **Merchant** — businesses paid outside PAI (cash, card, wire); for internal tracking only **Can vendors update their own information after registering?** Yes. Once a vendor has connected to your organization via the portal, their profile is managed by them — changes you make in PAI create an alias rather than modifying their record. **How does Crew Finder work?** Crew Finder is a map-based search within the Vendors module. Filter by role or specialty, set a search radius, and search by location to find vendors in your database near a specific area. It searches your existing vendor database only — it's not a public crew directory. --- ## AP and Vendor Invoicing **Why can't a vendor see the expense I posted?** Check that: the vendor's status is Active; the expense is marked Posted in the budget; the vendor's email address is correct; and the vendor's classification is not Merchant (Merchants don't receive invoices through PAI). Note that posting notifications are delayed 2–3 hours. **How do I reject an invoice?** Review all expense lines first — approve or reject each individually. Once all lines are actioned, click **Request Changes** to return the invoice to the vendor. The vendor is notified and must resubmit. **How do reimbursable expenses work?** Mark an expense line as Reimbursable. In the vendor portal, it displays as $0 with a maximum allowance cap rather than the full billable value. Vendors must upload a receipt and the line requires manual approval regardless of amount. --- ## Troubleshooting **Timecard error: "Invalid start time and invalid end time"** This usually means the AM/PM indicator wasn't entered. Use the format "9:00 AM" or "9:00 PM" explicitly. You can type "900a" or "500p" as a shortcut. Safari users: the AM/PM may appear as placeholder text but not be entered — type "A" or "P" explicitly to register it. **Vendor cannot see a posted invoice** Verify the vendor's status is Active, the expense is marked Posted, the vendor email is correct, and the vendor is not classified as Merchant. If all checks pass, contact support. **Estimate is locked and I can't edit it** The estimate is in Sent or Approved status. Click the lock icon to unlock it (requires sufficient permissions), or create a new version.