Copyright: © 2000 - 2002 by Timberline Software Corporation. All rights reserved.


Introducing Service Management

Welcome to Service Management. You have purchased the newest, state-of-the-art version of one of the leading software packages for management of all aspects of your service organization. Service Management takes software to another level by providing true multitasking 32-bit virtual memory applications, and other standard Windows features you have come to rely on everyday in your workplace.

Service Management was designed and constructed with an emphasis on improving the profitability of your service organization. Anchored by DBoard, a visual dispatching feature that has no equal in the industry, Service Management provides all the capability you need, yet keeps data input and software operation simple and easy to learn. A 5 Week Schedule viewer is a powerful tool to balance future service schedules. Once you see these tools in operation, you will know you made the right choice in your selection of Service Management.

We recommend that you refer to your Service Management Setup Workbook throughout the setup process.

   Related Topics


Where to find information

Where you find information about each application depends on what you are looking for.

This information	Is found here	And contains
Sample Data	From a File menu, select Open Company Folder	Sample files used for testing features in the software.
Integrating Service Mangement	Manual is shipped to you and it is in a PDF file on the CD	Installation information, decisions required before using the software, setup information, costing scenarios.
Help	From a Help menu, select Help Topics, or click an item in a window	Documentation about an application, including procedures. What's This Help provides descriptions of items in a window that are accessible while working in an application.
Release Notes	From a Help menu, select Release Notes	New features, changes, and requirements for the current version of an application.
Timberline Services	From a Help menu, select Timberline Services	Services and support provided by Timberline and the license agreement.
Setup workbook	Manual is shipped to you	Installation information, decisions required before using the software, testing your setup, and entering beginning balances.
Workflow workbook	Manual is shipped to you	Information on how to use features such as the Dboard, work order billing, purchasing, daily processing and agreements. Activities step you through completing these tasks.


Services provided by Timberline

Timberline provides many services that help you effectively operate applications. You can access the following online information about Timberline and services provided by Timberline by selecting Timberline Services from any application Help menu:

•	How to contact Software Support

•	How to use the FaxBack service

•	Important Timberline telephone numbers and fax numbers

•	Links to the Timberline Web site and related sites, such as the Timberline Users Group (TUG) Web site

•	Operating system, hardware, and network requirements

•	Services provided by Timberline, including support and maintenance, training, Certified Consultants, Timberline Users Group (TUG), Timberline Accounting Conference (TAC), and other services

•	Your License Agreement

Related Topics


Timberline Home Page

Opens the Timberline Web site (www.timberline.com) where you can find out more about the company behind the software and our products and services.


Timberline Home Page
Timberline Home Page (Timberline on the Web)

Click here [image] to visit the Timberline Web site (www.timberline.com) where you can find out more about the company behind the software and our products and services.


Timberline Users Group

Opens the Timberline Users Group Web site (www.tugweb.com) where you can find out more about the group, their services, and becoming a member.


Timberline Users Group
Timberline Users Group (Timberline on the Web)

Click here [image] to visit the Timberline Users Group Web site (www.tugweb.com) where you can find out more about the group, their services, and becoming a member.


What's New at Timberline

Opens the What's New page (www.timberline.com/news.htm) on the Timberline Web site where you can learn more about the latest developments at Timberline.


What's New at Timberline
What's New at Timberline (Timberline on the Web)

Click here [image] to go directly to the What's New page (www.timberline.com/news.htm) on the Timberline Web site where you can learn more about the latest developments at Timberline.


Security

Service Management security is fully integrated with Timberline security. Set up your Service Management Security Permissions through Tools, Security. The following options are available:

 File

 View

 DBoard

 Setup

 Tasks

 Report


Security File
File

File	General Folder Settings

File Locations

Custom Descriptions

SM Settings


Security View
View

View	View Locations >	Customer, Jobs, Properties, Units
	Vendors
	Work Orders
	Invoices
	Agreements
	Purchase Orders
	Inventory Transactions
	Accounting Entries
	P.M. Planner
	5 Week Schedule
	Schema
	Event Log
	Page Log


Security DBoard
DBoard

DBoard	New

Print

Roll ECards


Security Setup
Setup

Setup

Accounting	Products
	Centers
	Departments
Technicians	Technician Statuses
	Technicians
	Groups
	Pay IDs
	Skills
Locations	Service Areas
	Postal/Areas
	Types
	Payment Terms
	Customers
	Jobs
	Properties
	Units
Equipment	Equipment Classes
	Equipment Types
	Manufacturers
Inventory	Vendors
	Parts > Maintain Parts
	Parts > Import Trade Service Pricing
	Parts > Update Selling Prices
	Parts > Update Standard Costs
	Markup tables
	Units of Measure
	Stocking Locations
	Std. Stock Lists
Service	Rate Sheets
	Call Types
	Problems
	Repairs
	Flat Rate > Maintain Flat Rate Pricing
	Flat Rate > Import Customer Assurance Pricing
	Miscellaneous Items
	Service Areas
	Postal/Areas
	Permission Codes
	Standard Tasks
Agreements	Agreement Types
Purchasing	Vendors
	Payment Terms
	Shipping Methods
	Units of Measure
Fleet Maintenance	Vehicles
	Manufacturers
Paging	Paging Networks
	Paging Devices
	Edit Paging Script
	Host Interface Options
Sales Leads	Lead Types
	Job Types
	Sources
	Dispositions
	Marketing Lists
Notes	Formats


Security Tasks
Tasks

Tasks	General (Basic Editing, Advanced Editing, View and Edit Costs)

Print Work Orders

Print Invoices

Amortize Reserve Accounts

Export Time to PR

Print Active and Approved Agreements

Print Quotes and Renewal Offers

Enter P.O

Print P.O.’s

Transfer Parts

Generate Restocking Lists

Fill Restocking List

Value Snapshot

Edit Expenses

Marketing List Wizard

Vendors from AP

Daily Processing


Security Reports
Reports

Reports	All reports are available


SM dataset
SM sample data

SM sample data is included as part of the upgrade or install and is located in the Construction Sample Data directory (x:\TSOffice\Accounting\Contstruction Sample Data\SMData).

Tip

•	You can access data at another location by setting the path through the File menu, Data Folder Settings, File Locations.


Location
Locations

Service Management defines a location as the place where the service is performed. Consequently, the location is also where most of the processing takes place.


Customers

A customer is a service location where the service is performed and where the processing takes place, or it can be a place where the service is performed but the processing occurs at a different location. To set up a new customer:

  1	From the Setup menu, select Locations, Customers.

  2	Click [New].

  3	Select Customer.

  4	You can select an AR customer from the drop-down list and the information in the remaining windows will prefill from the AR customer. You can change the information in each window. Click [Finish] if you want to accept the prefill information and skip the remaining windows.

Note

•	If you create a new customer and do not select an AR customer in the New Location - Location Type window, you must enter new information in the following required fields:

•	Name

•	Alias

•	Exempt status


Jobs

A job is a service location used for Job Cost jobs. You can set up a job by linking and prefilling the location information. You can quick add a job site and you have the option to choose from the following cost methods:

•	Send cost as costs

•	Send revenue as costs

To set up a new job:

  1	From the Setup menu, select Locations, Customers.

  2	Click [New].

  3	Select Job.

  4	You can select a JC job from the drop-down list and the information in the remaining windows will prefill from the JC job. You can change the information in each window. Click [Finish] if you want to accept the prefill information and skip the remaining windows.

Notes

You cannot enter work orders for the location unless you select a JC Costing option, which is found on the Work Orders Controls tab of the location.

•	If you create a new job and do not select a JC job in the New Location - Location Type window, you must enter new information in the following required fields:

•	Name

•	Alias

•	Exempt status


Properties

Properties are service locations used for Property Management jobs. You can set up a property by linking and prefilling the information. You must set up properties in PM for them to appear in the drop-down lists in SM. See How to Set Up Properties in PM Help. To set up a new property:

  1	From the Setup menu, select Locations, Properties.

  2	Click [New].

  3	Select Property.

  4	Select a property from the PM property drop-down list.

  5	Click [Next]. The information in the remaining windows will prefill from the PM property. You can change the information in each window. Click [Finish] if you want to accept the prefill information and skip the remaining windows.

 	Related Topics


Units

Units are service locations used for Property Management jobs. You can set up a unit by linking and prefilling the information. You must set up units in PM for them to appear in the drop-down lists in SM. See How to Set Up Units in PM Help. To set up a new unit:

  1	From the Setup menu, select Locations, Units.

  2	Click [New].

  3	Select a PM property from the list.

  4	Select a PM unit from the list.

  5	Click [Next]. The information in the remaining windows will prefill from the PM unit. You can change the information in each window. Click [Finish] if you want to accept the prefill information and skip the remaining windows.


Hierarchy

The Service Management integration to General Ledger provides a direct read of GL base accounts, prefixes, and other GL information. Prefixes are retrieved based on the following hierarchy:

  1	Service site

  2	Department

  3	Center

  4	SM settings


Agreement amortization method
Agreement method

Agreement amortization in Service Management may be handled in one of two ways:

 By using individual agreement amortization

 By using self-amortizing reserve accounts


Individual agreement method

A normal GL account can be specified as an amortizing account. The system handles this method of amortization by analyzing each agreement that is eligible for amortization and computing the amount to be amortized to the sales account specified by the product for the agreement type.

With this method, the agreement type and the associated product’s revenue account identify the reserve account.


Reserve accounts--self-amortizing method

Agreement amortization may be handled through GL accounts that are designated as reserve accounts. These accounts are basically self-amortizing, in that once sales are posted to the account, amortization is handled automatically by the system over a specified period. Each of these reserve accounts has a specific reserve life and must be used only for agreements that have a matching number of billings during the life of the agreement.

For example, if an agreement type is billed quarterly, a reserve account with a specified amortization period of 3 months can only be used with agreements that are billed quarterly, so that 1/3 of the amount in the reserve account is amortized to the corresponding sales account each month. Agreements of the same type billed semi-annually, for example, would need a separate type defined with a 6-month amortization period.

With this method, each of the reserve accounts must identify their corresponding revenue account and the product associated with the agreement type must specify the reserve account as the Income Account.


Job cost prefills

In Service Management you can identify cost on a job, or work order, and send it to Job Cost as a cost rate, a marked up rate. When you create a work order in the job site view, there will be two job cost fields in the first window.

•	Job

•	Extra

Note

•	The job cost will prefill from the location.


Cost code

You will select the default Job Cost code on the repair in the Setup menu, Service, Repairs. The job cost code will prefill on the work order during entry.


Category

You will select the Job Cost category on the product in Setup menu, Accounting, Product, Accounting. Select the JC Category from the list that is retrieved from the Standard Category list in Job Cost. The category will prefill on the work order during entry. This is not a required field.


Customers view

The Customers view sorts the data by the customer, or alias. To activate this view upon startup of the application, select the Show customer view check box found on the Misc tab under the File menu, Data Folder Settings, SM Settings.  Fields in the Customers view include:

•	Alias

•	AR Customer

•	Full Name

•	Address

•	City

•	Postal

•	Location #

•	Phone #

•	Located At


Jobs view

The Jobs view sorts the data by the job, or alias. To activate this view upon startup of the application, select the Show job view check box found on the Misc tab under the File menu, Data Folder Settings, SM Settings. Fields in the Jobs view include:

•	JC Job

•	Alias

•	JC Extra

•	Description

•	Address

•	City

•	State

•	Postal

•	Phone #

•	Contact

•	Technician


Properties view

The Properties view sorts the data by the property, or alias. To activate this view upon startup of the application, select the Show property view check box found on the Misc tab under the File menu, Data Folder Settings, SM Settings. Fields in the Properties view include:

•	Alias

•	PM Property

•	Description

•	Address

•	City

•	Postal

•	Phone #

•	AR Customer


Units view

The Units view sorts the data by the property, or alias. To activate this view upon startup of the application, select the Show unit view check box found on the Misc tab under the File menu, Data Folder Settings, SM Settings. Fields in the Units view include:

•	Alias

•	PM Property

•	Description

•	Address

•	City

•	Postal

•	Phone #

•	AR Customer


Job to customer

You can easily convert a job to a customer by right-clicking and selecting Convert to Customer.


Agreements

The setup of all agreement objects is done through the Setup menu, Agreements, Agreement Types.


Rate sheet retrieval hierarchy

Below is the rate sheet retrieval hierarchy:

  1	Agreement

  2	Location

  3	Location type

  4	Call type


Agreement renewals and expirations

You can generate agreement renewal offers automatically by running the Generate renewal offers for expiring agreements task in Daily Processing. The Renewal Offer Lead Time must be set to the number of days that renewal offers are to be generated in advance of agreement expirations. Many service organizations typically like this interval to be about 60 days so that customers have enough time to review the pricing of the renewal before the existing agreement expires.

Print offers by selecting the Print Quotes & Renewal Offers option from the Tasks menu, Agreements. Renewal offers that have been approved prior to expiration of existing coverage will be automatically activated upon expiration of the existing coverage.

Expire agreements by running the Expire Agreements and activate approved renewals task in Daily Processing as soon as the coverage expiration date has passed by one day. Any approved renewal will be automatically activated so that there is no lapse in coverage.

Note

•	Maintain these settings on the [Agreements] tab under File, Data Folder Settings, SM Settings.

 	Related Topics


Agreement billing

To set up an agreement billing:

  1	Open the Location view.

  2	Select a location.

  3	Click [Agreement].

  4	Select an agreement.

  5	Right-click to produce a context menu, and select Create Invoice.

  6	Follow the invoice wizard through the invoice creation process.

Note

•	When creating invoices automatically, keep in mind the lead time, which you set up in SM Settings.


Agreement Billing

Periodic agreement billing is handled automatically by the Daily Processing routine called Generate invoices for agreements ready to be billed. Once an agreement has been set up with the proper start date, term, and billing intervals, Service Management does the rest for you automatically. The Daily Processing tasks should be run once daily to ensure timely processing of agreement billings, as well as renewals and expirations.

A Regularly Scheduled Billing or an Adjustment Billing may also be done manually.


In-Progress agreements

During initial data loading and data conversion, there will typically be many agreements whose coverage is already in effect. Many of these may have already been partially or fully billed and amortized. Use the [To date] tab on the agreement property sheet to manually set the number of billings that have already been done, the amount already billed, and the amount already amortized.


Alphanumeric paging

Service Management supports work order and unformatted text output to alphanumeric pagers via a built-in paging interface. Please refer to the Timberline PageRunner documentation for complete information.

Paging output takes place from the DBoard, either in the form of unformatted text entered manually at the time of paging or as formatted work order data controlled by a predefined script file. A script file includes one or more tokens and may be created using the Windows Notepad utility program.

A paging device must be selected on the [Communication Center] tab of the technician to enable paging dispatch for that particular service technician. This must be selected before dispatch pages can be sent.

You can select a paging device on each technician. Set up the devices in Setup menu, Paging, Devices.

Warning

•	If the paging tasks are gray or inactive when you right-click on the DBoard and select Send to pager, then the device for that technician has not been selected.

Note

•	The Paging interface also supports Nextel Paging and Internet Paging.


Available tokens

The following tokens are available for pager formatting of work order data. Tokens are case sensitive and must be entered in uppercase only.

NAME	Customer name

ADDRESS1	Customer address, first line

ADDRESS2	Customer address, second line

ADDRESS	Customer address, both lines

CITY	Customer city

STATE	Customer state

ZIP	Customer postal code

PHONE	Customer primary phone

PHONE2	Customer alternate phone

CONTACT	Customer primary contact name

CONTACT2	Customer alternate contact name

PO#	Customer purchase order number

CUSTOMER#	Customer number

AREA	Customer service area

MAP	Customer map location

PROBLEM	Problem description

CALLTYPE	Call type description

COMMENT	Work order comments

TICKET#	Work order number

CALLDATE	Date work order was entered

CALLTIME	Time work order was entered

MODEL	Equipment model number

SERIAL	Equipment serial number

LOCATION	Equipment location

ESTHOURS	Estimated hours

EQUIPMENT#	Equipment system number

MFGYEAR	Equipment year of manufacture

SCHEDULEDATE	Schedule date (this assignment only)


Available reports

All Service Management reports are accessible either from a context menu associated with a dialog or from the Reports menu. Each data view and item list has a context menu associated with it that will allow a list of the items contained in the view to be printed.

Special forms, such as work orders, invoices, job quotes, service agreements, and purchase orders are not classified as reports and are typically printed upon completion of item entry or from an item’s context menu. However, the printing of most of those items can also be accomplished in groups from the Tasks menu.

The Reports menu has submenus for each general reporting area, such as Service and Accounts Receivable. A brief description of each of the available reports is shown below.

Note

•	Use the Custom Reports Manager to add a custom report to the Reports menu.

 	Related Topics


Work Orders report
Work Orders

Work Orders by status	This report will produce a list of work orders that meet the type of status you select in the criteria.
Reviewed Work Orders	This report will produce a list of work orders that have been reviewed.
Work Orders Selected for Billing	This report will produce a list of work orders that have been selected for billing.
Unscheduled Work Orders	This report will produce a list of work orders that have not been scheduled for service.
Work Orders In Progress	This report will produce a list of workers that have been started but have not been completed.
Work Order Profitability	This report will produce a list of work orders sorted by the profitability. You can specify a range of numbers for the work orders and you can sort by the date range.
Daily Work Orders	This report will produce a list of work orders scheduled for a specific date. You will specify the date in the schedule date in the criteria window.
Open Job Quotes	This report will produce a list of open job quotes.
Small Job Profitability	This report will produce a list of work orders sorted by small job profitability. You can specify a range of numbers for the work orders and you can sort by the date range.
Over/Under Billings	This report will produce a list of work orders that had an amount billed over or under the job amount.
Labor Analysis by Call Type	This report will produce a list of call types and display the percent of call hours compared to the percent of total hours.
Labor Analysis by Problem	This report will produce a list of problems and the calls associated with them.
Labor Analysis by Detail	This report will produce a list of labor analysis in detail.


Invoice Reports
Invoices

Daily Invoices	This report will produce a list of invoices generated within the specified date range. The default range is today only.

Pre Invoice Audit	This report will produce a list of all work orders that are eligible for billing. Keep in mind that this will include ALL work orders that have at least one billable line item and may include work orders for work that has not yet been completed.

Unposted invoices	This report will produce a list of all invoices that have not been posted.


Purchase Orders

Open P.O.s by Vendor	This report will produce a summary report of open or back ordered purchase orders by vendor.
Open P.O. Items	This report will produce a list of purchase order items sorted by item description.
Accrued Purchases	This report will produce a list of purchase orders that have had items received but not yet invoiced (from the vendor).


Agreements

Renewal Pricing Worksheet	This report will produce a list of reports for renewal pricing review. Selection is by agreement type and agreement start date range. If the review is to be done after renewals are generated and before they are printed, you should specify a date range that will include the desired group of renewals. If the review is to be done before the renewals are generated, you should specify a date range that will include active agreements for which daily processing will be generating the desired group of renewals.
Active Quotes & Renewal Offers	This report will produce a list of quotes and renewal offers that have not expired nor been approved or activated. There are no selection parameters.
Expired Agreements Not Fully Billed	This report will produce a list of agreements that have been expired but were not fully billed according to the terms of the agreement. There are no selection parameters.
Profitability by Agreement Type	This report will produce a report of the profitability of selected agreements. Selection parameters allow the selection of a specific agreement type, if desired, and a range of expiration dates. All agreement types are included by default. No equipment profitability detail is included in this report.
Profitability by Equipment Type	This report will produce a report of the profitability of selected agreements and includes equipment profitability detail. Selection parameters allow the selection of a specific equipment type, if desired, a specific agreement type, if desired, and a range of expiration dates. All equipment types and all agreement types are included by default.


Preventive maintenance

Parts Requirement	This selection will produce a report of required parts necessary to support PM tasks for a specified number of months. Specify the starting month and the number of months for which you wish the requirements list to be generated. Data for this report will only exist if parts lists are entered for all PM tasks.
Monthly PM Task List	This selection will produce a report of all PM tasks scheduled for a selected month. The report is sorted and subtotaled by week of the month and day of the week.
P.M. Task Status	This selection will produce a report of all active P.M. tasks, the schedule, and the work order history. This report is sorted by P.M. task and service location.


Technician Reports
Technicians

Technician Daily Assignments	This selection will produce a report of Technician Daily Assignments. You can select the technicians to include in the list and the schedule date, and the technician group.
Technician Parts Usage	This selection will produce a report of the parts used by your technicians. You can select the from and to dates, the technician  group, and the center.
Technician Productivity	This selection will produce a report of technician productivity including hours and a number of sales categories.
Technician Call Analysis	This selection will produce a report of technician call analysis including call type, the average number of hours per call, and the total number of calls and hours.
Technician’s Repair Guide	This selection will produce the technician’s repair guide.


Inventory

Restocking Lists	This report will print a restocking report for any or all restocking lists that are currently open in the system. Stocking lists must be generated before they can be printed. Refer to the Inventory section of the Tasks Menu for more information on Generating Restock Lists. The report may be sorted by stocking location or part number, with stocking location as the default. If the report is sorted by stocking location, an optional page break may be selected that will start each new stocking location at the beginning of a new page. This provides an easy way for the parts people to pull and batch the required parts by location. If the sort by part number is selected, all stocking lists will be evaluated and the quantity for each location will be shown. This would allow the total quantity of each part required to be pulled at the same time. Since restocking lists are generated from standard stock lists associated with stocking locations other than main stock, reorder lists will only appear for those locations.
Main Stock Status	This report will produce a list of parts for which a minimum quantity has been entered. The report displays minimum quantity, reorder quantity, quantity on-hand (QOH), quantity on-order (QOO), unit cost, unit price, and serialized item flag for each qualifying item. By only selecting items with a minimum quantity greater than zero, items that appear in inventory that you purchase when needed do not clutter the report.
Main Stock Reorder	This report will produce a list of items that should be reordered for main stock. It will select items with a minimum quantity greater than zero and with the sum of quantity on-hand and quantity on-order less than the specified minimum quantity. The report displays minimum quantity, reorder quantity, quantity on-hand (QOH), quantity on-order (QOO), unit cost, last price paid, default vendor, last order date, and last activity date.
Count List	Select this option to produce lists that can be used for taking physical counts of either main stock or stocking locations, referred to here as Trucks. You can select all truck locations with an optional page break between or a single location. All items with a quantity on-hand other than zero will be included for counting.
Value List	Select this option to produce a report of the value of inventory items for either main stock or one or more stocking locations, referred to here as Trucks. You can select all truck locations with an optional page break between or a single location. All items with a quantity on-hand other than zero will be included for valuation. Item valuation will be computed using the inventory valuation method selected in inventory system options.
Parts Price Lists	This option can be used to print price lists or books for technicians and managers. Selection of parts for inclusion can be by specific equipment type, specific manufacturer, specific default vendor, or any combination of the above. The default is All for each of the selection parameters. The report displays part number, AKA number, description, manufacturer part number, manufacturer, equipment type & class, standard cost, average cost, last cost, unit price, quantity on-hand, and quantity on-order.
Inventory Transactions	This selection will produce a report of inventory transactions for a specified date range. In addition to date range, selection can also be made by any combination of the following: • Part number or 0 for all parts • Vendor or all vendors • Stocking location or all stocking locations • Adjuster or all technicians • Adjuster or all technicians • Work order number or 0 for all work orders This report is typically used to track the movement of a specific part when the quantity on hand or usage is questionable. Today’s inventory transactions can also be printed from the View/Inventory Transactions data view without qualification.


Fleet maintenance

Vehicle Expenses	This selection will produce a report of expenses incurred during a specified date range. Other filtering parameters include vehicle, expense type, department, or center.

Oil Change	This selection will produce a report of vehicles that are due for an oil change based upon specified criteria. Vehicles included on the report will be selected either the number of miles since the last oil change or the date of the last oil change. Other filtering parameters include the department or center.

Fuel Efficiency	This selection will produce a report of vehicle fuel efficiency for all fuel expenses within the specified date range. The average miles per gallon is calculated for each fuel expense and is also subtotaled by vehicle. Other filtering parameters include vehicle, department, or center.


Accounting

You can generate the following reports from the Accounting menu under Reports:

•	SM to AR/GL Batch

•	SM to JC/BL Batch

•	SM to JC Work Orders Detail

•	SM to JC Work Orders Summary

•	PM Technician Hours

•	Time Entries

•	Time Entries by Customer

•	Time Entries by Job

•	Time Entries by Property


Sales leads
Sales

Active Leads	This selection will produce a report of active leads sorted and grouped by center, assigned salesperson, and disposition. Leads with dispositions that do not indicate and “active” status are not included in the report.


Lists

You can generate the following reports from the Lists menu under Reports:

•	Locations

•	Customers

•	Jobs

•	Units

•	Properties

•	All

•	Vendors

•	Technicians

•	Parts

•	Vehicles

•	Standard Tasks

•	Sales Leads


Custom Report Manager

Service Management provides a feature to customize the Reports menu. This will allow you to easily access reports that you use on a regular basis. You can store custom reports in a subdirectory of Servmngt/Reports called Custom. You must manually create this folder, but any reports you store there will be retrieved by SM before it retrieves the reports stored in the Servmngt/Reports folder. This prevents custom reports from being overwritten during the upgrade process.

 	Related Topics


Amortizing accounts

Service Management amortizes accounts directly to General Ledger. Amortization activity is captured in a transaction table and these transactions are posted directly to General Ledger. You must activate the JC Interface and the AR interface for the automatic amortization to function. See Interface Settings [image]. When you create a new agreement from a customer or a job site, you can select a service location from the list in the Service Location field. The Bill to field will prefill with the associated AR customer of the service location if one exists.  You can also select or quick add a JC job and a JC extra.


View entries program
View accounting entries program

Service Management creates a variety of entries with its interface to other Timberline applications when you perform tasks such as creating a work order and invoicing a customer. Although these entries write directly from Service Management to the appropriate application, you can audit them with the View Entries program. This will help ensure the correct information writes from SM to the other application. To use the View entries program, from the View menu, select Accounting Entries. All the fields in the View entries grid are read only. The Accounting Entries window contains the following fields:

Field	Description

Acct Date	Click this tab to sort the data by the accounting date field.

Trans Date	Click this tab to sort the data by the transaction date field.

Transaction	Click this tab to sort the data by the transaction field.

Operation	Description of the entry type

Description	Description of the operation

Debit Acct	Debit account

Credit Acct	Credit account

Amount	Amount

Tip

•	You can also activate the View Entries function by clicking the [Accounting Entries] tab that appears on the properties of the following:

•	Work Order

•	Purchase Order

•	Invoice


Account hierarchy

Service Management uses the following hierarchy to retrieve the GL prefix:

•	Service location

•	Department

•	Center

•	SM settings


Cost as cost

The service technician performs work and the service side is not a profit center. All cost incurred by the service company are tracked and sent to Job Cost. Billing will not occur on the service side, but will occur as normal job cost billing. When you enter work order items, the cost accumulates and posts to Job Cost as cost. The transaction type in Job Cost is SM Cost. The cost may also post to Billing depending on the billing method on the job and the send cost to billing hierarchy. The transaction will follow normal Job Cost account retrieval method for creating the general ledger accounts.


Revenue as cost

The service technician performs work and the company wants to identify revenue for the work. For example, a construction company sub-contracts with its own service department to complete the work and the billing is handled through inter-company transactions. When you enter work order items, the billing amount, or cost marked-up, not cost, is calculated and posts to Job Cost as cost to the job. The transaction type in Job Cost is SM Cost. The cost may also post to Billing depending on the billing method on the job and the send cost to billing hierarchy. An invoice is not created. General Ledger transactions will be created that reflect an increase of revenue to the service company and the cost is reflected on the construction company. Inter-company accounting occurs automatically, if necessary. The revenue transactions follow the account retrieval in SM for creating the general ledger accounts and the cost transactions will follow the normal Job cost account retrieval method for creating the general ledger accounts.


Revenue and cost as revenue and cost

The Job Cost job is set up as an accumulating function instead of as a job. Examples include accumulating specific kind of work or accumulating multiple service sites to one job. The company identifies cost and revenue, and sends it to Job Cost as cost and revenue. When you enter a work order, the cost amount posts to Job Cost as cost. The transaction type in Job Cost is SM Cost. The cost may also post to Billing depending on the billing method on the job and the send cost to billing hierarchy. Whey you bill the work order items, the invoice will post to Accounts Receivable with job information, and AR will send the revenue transactions to Job Cost. The general ledger accounts will follow the SM account retrieval hierarchy.


Cost work orders

Costing of work orders may or may not happen automatically, depending upon the types of detail items entered against the work order. Work orders do not need costs posted against them in order to be billed. Posting of revenue and expenses are two different functions within the system. The following table indicates how work order costing works within Service Management.

Labor	Cost entries for Labor items are made automatically by the system as the items are entered. Labor cost is determined from technician pay rate and specified pay type.
Parts	Cost entries for Parts are made automatically by the system as the items are entered. Parts cost is determined from the standard cost in the parts file.
Miscellaneous	Costing of Miscellaneous items is not automatic. To enter a cost for a Miscellaneous item, enter all other item detail. Position the mouse on the desired item and click to highlight the item. Then click Form at the top of the register. This will produce a property sheet for the item. Enter the corresponding cost and click OK. You will also be prompted for unit cost during item entry if none currently exists on the item.
Flat Rate	Costing of Flat Rate items is not automatic. To enter costs for a Flat Rate item, enter all other detail about the flat rate charge. Position the mouse on the desired item and click to highlight the item. Then click Form at the top of the register to produce property sheets for the item. If the item has been newly added to the work order and the OK button has not been clicked on the work order sheet to commit the items to the database, the property sheet will be in wizard mode. Step through the pages until the Costs page is reached. Then enter the appropriate costs and click OK. If the item has already been committed to the database, the property sheet will not be in wizard mode upon entry. Simply select the [Costs] tab and enter the appropriate costs. Click OK to commit the costs to the database.
Notes

•	Journal entries associated with costing are made as soon as the cost entries are committed to the database.

•	A green check mark appears in the top right corner of the work order register as soon as costs have been associated with that work order.


Service agreements

There are three basic kinds of objects associated with service agreements: quotes, agreements, and renewal offers. As agreements are entered into Service Management, they automatically become quotes, assuming that in many situations an offer for coverage is sent to the customer for review and acceptance. Once the customer accepts the offer, the quote may be approved and activated. Once an active agreement nears its expiration date, a renewal offer may be generated by the system for review and acceptance by the customer.

The approval and activation process of a quote may be performed immediately upon completion of the entry process for those situations where the customer has already verbally accepted the conditions of the agreement. Billing and printing may also be performed at that time, if desired.


To Date

If you are entering agreements that are already active and in force, the [To Date] tab is available on the agreement, which has properties to allow entry of previous billing and amortization information. Entry of in-force agreements should be handled as any other new agreement, with the full number of billings being entered. After the agreement has been entered, edit the agreement and access the [To Date] tab of the properties to enter the following information as desired:

•	Number of billings to date

•	Amount billed to date

•	Amount amortized to date

Note

•	Please be aware that these values are normally maintained by the system and should be modified with care. Changes to these values will affect future billings and/or amortization.


General and period tabs

General tab

Technician	The default is the technician assigned to the customer. If there is none, the control will be empty. In either case, a technician may be selected from the dropdown list.

Special Instructions	Any special instructions pertaining to the agreement may be entered here. Special instructions are printed on the agreement forms, including quotes and renewal offers.

Sales lead	Select a sales lead to use on work orders for this agreement.

Lead source	Select a lead source to use on work orders for this agreement.

Salesman	Select a salesman to use on work orders for this agreement.

Period tab

Terms

Start Date	Select or enter the start date of the agreement. The default is today’s date.

Term	Enter the term of the agreement coverage in months. The default is from the agreement type.

Rate sheet	Select the rate to use on work orders for this agreement.

Billing Options	Select the method in which this agreement will be billed. Time of Service - If this billing method is selected, billings are done on service work orders as work is performed on equipment covered by the agreement. The billing may be done either manually or automatically. In either case, the agreement billing appears as a separate line item on the work order.

Periodic - If this billing method is selected, billings will be generated automatically by the Daily Processing. If you select periodic billing, choose the Invoice Date by Day of generation or Day of month.

Number of Billings	Enter the number of times the agreement is to be billed.


Equipment and payment tabs

Equipment

The equipment to be covered by the agreement may be easily added to the agreement using a register to select the agreement and enter the amount for the equipment, if applicable. The equipment to be covered can be selected from a list of the customer’s equipment. The price will only be entered if the agreement type specifies that the agreement amount is to be the sum of the covered equipment amounts, or equipment prices.

Each time a piece of equipment is selected, the customer’s equipment list is shortened by that piece of equipment, making a list of only equipment that has not already been added to the agreement.

Payment

Payment Method	In this section, select the expected payment method by clicking on one of the possible payment methods: cash, check, credit card, or bill out. The Customer P.O. field is optional, but does appear on invoices if entered.

Location of Sale	The location of the sale must be specified so that the tax group and exempt status may be retrieved correctly.

Tax Exempt	The sales tax information presented here defaults from the location. The Tax Exempt flag may be overridden for an individual work order.


Options

The last page of the property sheet provides the ability to print the agreement or quote, approve or activate it, and bill it, if desired. Simply check the appropriate boxes to initiate any of the available options. An agreement can only be billed if it has been approved or activated, so the billing option is disabled unless the approve/active option is first selected.

Once the appropriate options have been selected, click the Finish button to save the agreement data. The property sheet is removed from the view and the newly entered agreement appears in the list of customer agreements.


Location tab

The following fields are in the Location window when you create a new agreement.

Location	The customer associated with the agreement

Bill to	The AR customer associated with the agreement. The AR customer default comes from the location file. For special instances, a new AR customer may be selected for this agreement only by clicking the lookup button to the right of the text control to produce the AR Customer lookup view.

Contact	This field defaults to the primary contact from the customer. It is also stored in the agreement object, so it can be changed, if necessary.

Job	Select a job code if you use one on this agreement.

Extra	Select an extra code if you use one on this agreement.

Cost Code	Select a cost code if you use one on this agreement.

Type	Select the type for this agreement.

Center	Select the center for this agreement.

Alt. Agreement #	Enter an alternate agreement number for this agreement.

Status	This is another display only area that shows the status of the agreement as New Agreement.

Entered	This area displays information about the person entering the agreement, as well as the date and time of entry.


Crystal reports

The reports and special forms in Service Management are designed with Crystal Reports. Crystal Reports simplifies the report design process. Like most other Pervasive applications, Crystal Reports requires Data Definition Files for the Service Management database in order to extract data and prepare reports. These files are supplied with the Service Management application, since it utilizes their contents as well for operation. Please insure that the following files are never deleted from the psSService ManagementWIN environment: FILE.DDF, FIELD.DDF, INDEX.DDF.

 	Related Topics


Customer location balance warning

The account balances for the customer location data view is displayed in red figures on the associated customer location data view. This can be a great aid in easily identifying overdue accounts or accounts with large outstanding balances. The balances reflect the standard aging periods of 20, 60, 90, and 120.

Note

•	The balances are retrieved from the master file in Accounts Receivable based on invoices that have been successfully posted into AR.


Dispatch board

The Dispatch Board feature simplifies and increases the speed of the dispatching process by allowing the dispatcher to handle almost all service call dispatching functions from one window. A variety of functions may be performed from this hub, including work order entry, maintenance, and inquiry, work order assignment and reassignment, work order ECard time stamping, assignment status inquiry, work load balancing, and more.

Perhaps the easiest way to describe the operation of DBoard is to relate its use and operation to a manual scheduling board commonly found in service departments. Even though manual schedule boards are relatively simple to implement, they typically are limited by physical space available within the work area. One variation might require six columns for each available technician, assuming the board was set up for a six-day workweek. Each additional technician and/or day requires more columns. The columns must be tall enough to handle all assignments for a particular day. It would not be unusual for all assignments to be placed in the unassigned column until the day the service is scheduled. Adding a technician numerically or alphabetically could require a major reorganization of the schedule board. Everyone using a manual schedule board must be in close proximity to it. The DBoard is available to any authorized system user with access to a system workstation.

The DBoard has an unlimited number of columns, each corresponding to a single technician for a single day’s assignments. Future jobs can be scheduled for the desired service date and assigned to a specific technician during entry of the work order. A single day’s DBoard display becomes basically a window to a small portion of an infinite scheduling board. New technicians can be added to the DBoard simply by adding them through the Setup menu, Technicians.

It is important to note the distinction between a service work order and an ECard. While many work orders will have exactly one ECard, there is no limit to the number of ECards for a single work order. For example, if a job required two technicians for two days each, two ECards would be needed to properly reflect the work scheduling for the two technicians. This happens very easily without the need to rewrite common work order information for each assignment. It is also possible for a work order to have no ECard, effectively making it unscheduled with a hold status.

Note

•	Changes made to the size of the DBoard cells are constant. When you close the DBoard, and then create a new one, the cells will appear in the last size you specified.

 	Related Topics


ECard

An ECard is a collection of associated data that identifies a specific assignment for a service work order. Each cell on a DBoard view is an ECard.


Toolbar buttons

The DBoard tool bar provides quick access to some of the basic DBoard functionality, including board sizing, cell formatting, and ECard time stamping. Toolbar buttons include:

 Zoom In

 Zoom Out

 Increase Column Width

 Reduce Column Width

 Cell Format

 Lock Cell Size

 Time Stamp Notified

 Time Stamp Acknowledged

 Time Stamp No Answer

 Time Stamp Traveling

 Time Stamp Started

 Time Stamp Suspended

 Time Stamp Completed


Context menus

Context menus appear near the mouse pointer when the right mouse button is clicked and typically provide a variety of actions or functions that may be applied to the object being pointed to by the mouse. These actions typically include print functions that will not appear as an option on the Reports menu. Not all objects will have a context menu associated with it.


Vehicles

Expenses for fleet vehicles may be easily tracked and monitored using the Fleet Maintenance feature. Vehicle records may be easily set up for each vehicle, with such information as name, year, make, model, vehicle ID number, and license tag.


Vehicle expense transactions

Enter vehicle expense transactions on the [Expense] tab under Setup, Fleet Maintenance, Vehicles. Expenses may be classified as:

•	Fuel

•	Oil Change

•	Repair

•	Miscellaneous

The expense register allows ease of entry for all vehicles from a list of expense receipts. The specific vehicle is specified on each expense item. If you plan to use the Fuel Efficiency and Oil Change reports, you must enter odometer readings for those expense items.


Manufacturers

To set up manufacturers:

  1	From the Setup menu, select Fleet Maintenance, Manufacturers.

  2	Click [New].

  3	Enter the information for the manufacturer; then click [Next]. The name and abbreviation are required fields.

  4	If you want to attach a note to the manufacturer, click [New], enter the note, then click [Finish]. Otherwise, just click [Finish].


Networks

To set up networks:

  1	From the Setup menu, select Paging, Networks.

  2	Click [New].

  3	Enter the general information for the network; then click [Next].

  4	Select the comm. port information; then click [Next].

  5	Select the information for the access codes; then click [Finish].


Devices

To set up devices:

  1	From the Setup menu, select Paging, Devices.

  2	Click [New].

  3	Enter the general information for the paging device; then click [Finish].

Note

•	Select the Paging device for the technician on the technician’s [Communication Center] tab.


Formats

To set up a notes format:

  1	From the Setup menu, select Notes, Formats.

  2	Click [New].

  3	Enter a description; then click [Next].

  4	Enter rows and columns for the note format.

  5	Click [Finish].


Goods and Services Tax

Service Management accommodates the Goods and Services Tax (GST) for Canadian and Australian customers. This is accomplished by reading tax rate and tax group records through the Timberline Software control file. The direct read occurs during the upgrade process with the Master.txm file. Following are some specifics of the GST process:

•	The tax group id and tax group description appear in Service Management through the direct read.

•	If the Master.txm file is not found during the upgrade process, the user will be directed to locate it.

•	If no tax groups exist in the tax group record, the user will be asked to add the records.

•	Exempt statuses are available. Two default statuses are taxable and nontaxable, but the user can create additional ones.

•	The user can set the default tax group in SM Settings.

•	Tax groups will use the following hierarchy:

•	Product

•	Customer

•	Center

•	Defaults in SM Settings

•	Exempt status uses the hierarchy above.


General ledger journal entries

General ledger journal entries are made automatically by transactions that involve expenses, sales, receipts, and other accounting related items. The following sections supply information on journal entries made by system transactions. General ledger accounts used either come from the SM Settings record or from Product accounts associated with items being sold. In cases where multiple item entries are involved, transactions of like accounts are accumulated and made as summary entries.


Automatic journal entries

Examples of automatic journal entries made by the system include:

Work Order Item Entry, Products with Work In Process

Credit inventory accounts for cost of items, debit work in process accounts

Work Order Billing, Products with Work In Process

Credit work in process accounts for cost of items, debit expense accounts

Work Order Item Entry, Products without Work In Process

Credit inventory accounts for cost of items, debit expense accounts


Viewing journal entries

To view an existing journal entry, locate the entry and either:

•	Double-click the first field in the row, or

•	Position the mouse pointer on the row, right click to produce a context menu, and select the Properties option.

Note

•	Both general and account information is available for viewing.

 	Related Topics


Journal entries

Service Management makes automatic accounting journal entries. Journal entries are created by using accounts specified in SM Settings menu, Products, and in SM Settings menu, Interface Settings, GL Options, Accounts, and with prefixes on the customer, department and center, so it is important to understand which accounts the system is using for the various journal entries.


Invoice

The creation of an invoice generates the following journal entries:

•	Credits each item’s sale amount to the Income account specified by each item’s product

•	Credits the sales tax amount, if any, to the Sales Tax Payable retrieved based on the tax hierarchy.

•	Debits the total amount of the sale to the Accounts Receivable account specified in SM Settings Accounts

If you are not using WIP accounting, the following notes do not apply. Additionally, if the invoice is being generated from a work order or small job billing, the following cost journal entries will be generated:

•	Credits the item cost to the Work in Process account specified by each line item’s product

•	Debits the item cost to the Cost of Sale account specified by each line item’s product


Receive purchase order items

The following journal entries are generated at time of PO receipt unless journal entries are suppressed by SM Settings:

•	Credits each item’s purchase cost to the PO Accrual account specified in SM Settings, GL Options.

•	Debits each item’s purchase cost to the Inventory account specified by each line item’s product (the product defaults from the default Parts product specified in SM Settings, Products, but can be changed during PO entry)

•	Credits the item’s purchase cost to the Inventory / Variance account specified by each line item’s product, if the item is received directly to a work order

•	Debits the item’s purchase cost to the Work in Process, specified by each line item’s product, if the item is received directly to a work order. If not using the WIP account option, the debit is to the expense account.

Notes

•	If the item is being received to a small job that is 100% billed, the Cost of Sale account is debited instead of the WIP account.

Additionally, if the Inventory feature is installed and stock parts are not received directly to a work order or small job, the following journal entries are generated:

•	Credits the item’s standard or average cost specified in SM Settings. PO/Inventory based upon the inventory valuation method

•	Debits the item’s standard or average cost to the Inventory account specified in SM Settings,  PO/Inventory based upon the inventory valuation method


Work order edit
Work order edit (Work in Progress Account)

Work Order Edit is the operation of adding or removing detail items from work orders or small jobs. The following journal entries occur on all item types, including miscellaneous, labor, and flat rate:

•	Credits the item cost to the Inventory / Variance account specified by each line item’s product

•	Debits the item cost to the Work in Process account specified by each line item’s product

Additionally, if the Inventory feature is installed and Parts are used from inventory, not including non-stock parts, the following transactions occur:

•	Credits the item cost to the Inventory account specified in SM Settings, GL Options

•	Debits the item cost to the Inventory purchase variance account specified in SM Settings, GL Options

Where the Inventory feature is installed, the net result of all these journal entries is a credit to the Inventory account (SM Settings), and a debit to the Work in Process account (product), with the Inventory / Variance account (product) credit offsetting the Purchase Variance account (SM Settings) debit.

The cost of an item used from inventory will either be its average cost or standard cost, depending on the inventory valuation method specified in SM Settings, PO/ Inventory.

If items are deleted from a work order during the course of work order edit, the journal entries described above will be reversed from those shown.

Note

•	Select the Use Work In Progress accounting under the Setup menu, Service, Call types.


Payment Terms

Each purchase order can have a payment term specified as a matter of reference. Currently, the payment terms have no effect on discounts. The specified payment term is printed on the purchase order form.

Additionally, each vendor record may have a payment term specified as a default for purchase order entry.

Note

•	Discount information is retrieved from vendor setup.


Shipping methods and units of measure

Shipping Methods

Each purchase order can have a shipping method specified as a matter of reference. The specified shipping method is printed on the purchase order form.

Additionally, each vendor record may have a shipping method specified as a default for purchase order entry.

Description	Enter a description that adequately describes the shipping method you are defining. You should define a shipping method for each method of shipment that your company uses.


Units of Measure

Units of measure are used to associate the quantities of items purchased with the quantities of items as they are sold. For example, if you typically purchase items in a case of 12 units, the purchasing quantity would be 1 (case) but there would be 12 units available for sale. The units of measure object allow the definition of these associations.

Description	Enter a short description of the purchase unit. This field is only ten characters long, but this was done intentionally because of lack of space available for printing of the description on purchase orders. If you purchase several items in cases of different quantities, some suggestions for descriptions might be Case (12), Case (24), etc. Since the associated quantity determines the sale quantity, it is very important that the correct purchase unit be selected during purchase order entry.

Quantity	Enter the sales quantity associated with the unit. For example, if the description is Case (12), the quantity should be 12 for the proper unit conversion upon item receipt.


The calculator control

For entering or editing numeric fields, the value may be typed in using the keyboard, or by using the calculator control, which is initiated by clicking the button at the right of the numeric field.

The calculator control allows entry of numbers and decimal points using the mouse.


The date control

Setting or changing dates in Service Management can be accomplished in one of two ways:

•	One way is just to type in the month, day, and year, as required. The application skips the delimiters for you. Use four digits for the year.

•	The second method of date entry is to uses the calendar pop-up. There are two sets of arrows that allow movement forward and backward in time in both months and years.

•	The << button goes back to the same month of the year prior to the year shown on the calendar.

•	The >> button goes forward to the same month of the year following the year shown on the calendar.

•	The < and > buttons move the calendar backward and forward, one month at a time respectively.

Once the desired month and year is visible, simply click on a day to set the date.

Note

•	All dates in Service Management are displayed with four-digit years as an indication of Y2K compliance.


Numeric item lookup

It is now possible to view and/or edit major numeric objects − work orders, invoices, purchase orders, and agreements − by using their numbers to locate them rather than having to open the appropriate location or vendor data view. Select the appropriate lookup option from the View menu. Enter the number of the desired object in the lookup search field and double-click the object to display its detail view.

All objects may be viewed or edited using the numeric lookup process. However, new work orders, invoices, and agreements may not be created from these lookup views. It is necessary to open the appropriate customer view to create new objects.

New purchase orders may be entered from the lookup view, since the first field of the purchase order property sheet is the vendor. New purchases orders may be entered from the Work Order Lookup window, allowing a majority of the default PO information to prefill from the work order.


Time control

The time is displayed in hours, minutes, and seconds along with either AM or PM. The hour is highlighted. The hour field can be changed by simply typing in the desired hour or by using the up and down buttons at the right of the control to move up or down, one hour each time the button is clicked. Minutes and hours are set the same way. Press [Tab] to move between the groups of digits.

Once the AM or PM character group is highlighted, new characters may be typed in or the up or down arrows may be clicked to toggle between AM and PM.


SM settings

You must select certain settings before any type of financial transaction can take place. The following are required settings:

•	Work order pay types

•	Work order call types

The following options are available with their associated Add Ons:

•	Agreement types

•	Products

•	Purchasing

•	Inventory

The main SM Settings window is found through the File menu, Data Folder Settings, SM Settings. When you open this window you will find the following tabs:

•	Interface Settings

•	Work Orders

•	Agreements

•	Products

•	PO/Inventory

•	Taxes

•	Misc


Interface Settings

Interface settings control how Service Management interfaces with other TS applications, and how Service Management entries are posted. Reference the table below for information on the options:

Activate Interface
Accounts Receivable	Select this check box to interface with AR.
Billing	Select this check box to interface with Billing.
General Ledger	Select this check box to interface with General Ledger.
Job Cost	Select this check box to interface with Job Cost.
Property Management	Select this check box to interface with Property Management.
Payroll	Select this check box to interface with Payroll.
Create Entries
Posting Settings
Manual	Entries for the interfacing application are sent to the New detail file. The entries will need to be posted in the interfacing application using the post command.
Automatic	Entries post to the interfacing application during the posting process in the source application.
Additional Settings
GL Options
Default prefix	Select a default prefix.
Base Accounts	Select base accounts for the following: Accounts Payable, Account Receivable, Intercompany Payable, Intercompany Receivable, Inventory, Inventory purchase variance, Inventory adjustment, P.O. accrual, Sales tax expense, Sales tax payable.
Journals	Select journals for the following: Agreement journal, Amortization journal, Purchasing/Inventory journal, Work order journal
Summarization	Choose from the following summarization methods: No summarization, By job, By work order, By GL account
JC Options
Default cost code	Select a default cost code.
Default category	Select a default category.
PM Options
Charge Type	Select the default charge type to use on PM transactions.
Summarization	Choose from the following summarization methods: No summarization, By invoice, By work order, PM default


Work orders settings

Use Work Orders settings to select the defaults on your work orders. Reference the table below:

Default pay ID	Select the pay type your technicians use most on jobs.
Default call type	Select the call type your technicians make most often.
Quotes expire after	Enter the number of days after which your quotes expire.
PM work order lead time	Enter the number of days to use as a lead time when scheduling PM work orders.
Invoice format	Click the browse button and select the folder and the invoice format you want to use. Default formats are located in x:\accounting\servmngt\reports.  See the invoice format hierarchy [image].
Register Prefill Options
Round time to	Select the unit of time to round to when completing a work order.
Default repair	Select the repair most often performed by your technicians.
Automatically prefill labor based on time stamps	Select this check box to automatically prefill labor hours on work orders, based on time stamps.
Scheduling Options
Default start time	Enter the time your technicians usually begin their workday.
Default end time	Enter the time your technicians usually end their workday.
Hours in work day	Enter the number of hours in the regular workday.
Saturday is a work day	Select this check box if Saturday is part of your regular workweek.
Sunday is a work day	Select this check box if Sunday is part of your regular workweek.
Review Work Orders Before Invoicing
Never	Select to hide the Work Order Review option from the Tasks > Work Orders menu.
Optional (warn if not reviewed)	Select to activate the Work Order Review option in the Tasks > Work Orders menu.
Always	Select and the Work Order Review option will appear in the Tasks > Work Orders menu each time you start Service Management. When you select this the Mark As Reviewed option appears in the context menu in the work order view.


Agreements settings

Agreement settings control a number of different defaults on agreements. Reference the table below.

Default agreement	Select the agreement type that you use most often.
Expiration Date Rounding Option
None (based on start date)	Select this option if you do not round the date on your agreements
End of month	Select this option if you want your agreements to round to the end of the month.
Day of month	Select this option and enter the day you want the agreement to round to.
Renewal offer lead time	Enter the number of days for the agreement offer to last before renewing.
Periodic billing lead time	Enter the number of days that a periodic agreement invoice can be generated ahead of the scheduled billing date.
Quotes expire after	Enter the number of days that quotes remain active.
Note

•	The last three fields in the table above relate to the daily processing task.

 	Related Topics


Products settings

Products control which GL accounts are used for revenue and cost, and how sales tax is computed. Refer to the table below:

Labor	Select the product to use for labor.

Parts	Select the product to use for parts.

Miscellaneous	Select the product to use for miscellaneous billing.

Flat Rate Labor	Select the product to use for flat rate labor.

Flat Rate Parts	Select the product to use for flat rate parts.

Small Job Sales	Select the product to use for small job sales.

Freight	Select the product to use for freight.

Note

•	When you enter a work order item, the product is retrieved first from the Products tab in the Setup menu, Call Types.


PO/Inventory settings

Use PO/Inventory settings to select defaults for your purchase order and your inventory. Refer to the table below.

Inventory Settings

Center	Select the center to appear as the default.
Department	Select the department to appear as the default.
Valuation method	Select your valuation method.
Purchasing Settings

Calculate discount before sales tax	Select this check box to calculate a sales discount before computing a sales tax.
Export approved vendor invoices to Accounts Payable	Select this check box to export approved vendor invoices to AP.
Use PO cost for markup	Select this check box to mark up the PO cost.
Prorate freight cost to PO invoice items	Select this check box to prorate freight cost to PO invoice items.
Include prorated tax on work order item costs	Select this check box to include prorated tax on work order item costs.


Taxes settings

Refer to the table below for the taxes settings:

Default tax group	Select your most used tax group.

ABN	Enter your Australian Business Number (ABN), if applicable.


Misc settings

There are a number of additional settings you can use to make functions in SM easier. Refer to the table below.

Printing Defaults
Print WO when created	Select Yes, No, or Preview.
Print Inv when created	Select Yes, No, or Preview.
Print PO when created	Select Yes, No, or Preview.
Note: The printing defaults are used on the last page of each task wizard.

Sequence Numbers
Next work order	Enter the number for which you want your work order numbering to begin.
Next invoice	Enter the number for which you want your invoice numbering to begin.
Next agreement	Enter the number for which you want your agreement numbering to begin.
Next purchase order	Enter the number for which you want your purchase order numbering to begin.
Formats
Date	Select a date format.
Customer location	Enter the customer location mask.
Phone numbers	Enter the phone number mask.
Postal code	Enter the postal code mask.
Social Security	Enter the social security number mask.


Tracking hours and prefilling labor entries

Service Management tracks hours worked by the technician through the time stamping mechanism and prefills the hours worked by the technician onto the register. This makes the work order process easy and efficient. Make these selections under SM Settings [image] on the [Work orders] tab.


5 week schedule

The 5 Week Schedule is used to analyze and balance service call scheduling. It allows the schedule of all non-PM work orders to be viewed in a graphical manner on a single display and modified as desired based upon daily loading, manpower requirements, and manpower availability. The initial display is unfiltered and shows all existing calls for the next five weeks for all technicians, centers, departments, and service areas.

Each cell on the 5 Week Schedule board displays the total estimated hours of all scheduled work orders for a particular day and technician, rounded to the nearest hour. Colors of red, green, and yellow are used to indicate light, medium, and heavy loading based upon preset parameters. Clicking on a particular cell will cause the assignments for that day to appear in the lower window for review, rescheduling, or reassignment as necessary.

Notes

•	You can apply a filter to the 5 week schedule by right-clicking anywhere on the grid and selecting Settings.

•	The DBoard for a particular day can be opened by right-clicking the cell for the day you wish to view and selecting DBoard for mm/dd/yyyy.

Warning

•	If the colored squares do not display the total estimated hours for the day, you must adjust your screen resolution to a higher setting.

 	Related Topics


Context menu options

Various options become available by right clicking the mouse with the pointer in various locations on the schedule.

With the pointer in the data grid, the following options are made available:

•	DBoard for the given day can be displayed,

•	Technician properties can be displayed for review or edit,

•	Assignments can be printed for the given day and technician,

•	Filter and load color settings may be modified.

With the pointer on the days of the month row, the following options are made available:

•	DBoard for the given day can be displayed,

•	All assignments can be printed for the given day,

•	Filter and load color settings may be modified.

With the pointer on one of the technician fields on the left side of the view, the following options are made available:

•	Technician properties can be displayed for review or edit,

•	Filter and load color settings may be modified.

With the pointer on the Month or Unassigned cells, only the Settings option is available.

It will typically be necessary to view the 5 Week Schedule in either full-screen mode or in a manually expanded window to display the hours within the cells. Once it has been expanded enough to display hours, the total hours for the period for each technician are displayed to the right of the technician names on the left side of the view.

DBoard and the 5 Week Schedule views update each other dynamically as changes are made as new work orders are entered into the schedule for the period.


Working with sample data
Work with sample data

Service Management ships with sample data files that allow you to familiarize yourself with the various database objects, as well as learning how to use the application. You may use the full functionality of Service Management on the sample data, including generation of lists and reports. The sample data files are stored in a SMData sub-folder beneath the main Construction Sample Data folder.

For example, if you installed the software in X:\Timberline\, the path to the sample data files is X:\Timberline\Construction Sample Data\SMData.


Setting the sample data path
Set the sample data path

To set the sample data path:

  1	From TS Main, select Open Data Folder.

  2	Select Timberline Data.

Note

•	The SM sample data is located in a sub-folder called SMData under the Construction Sample Data folder.


Getting started
Get started

Before you can start entering technicians, locations, equipment, and work order objects, there are supporting objects that should be defined to produce an integral, working database. These objects are things like departments, technician statuses, location types, and service problems. The possible items you will make use of in daily operation should be identified and defined before entering the major database objects.

If these objects are not defined first, you will not be able to completely define objects that make use of them. For example, inventory parts are categorized by equipment type, which contains an equipment class identifier. So before you start to enter parts, you should define equipment classes, then equipment types.

Note

•	If you plan on using taxes in Service Management, you must set up tax groups and tax rates in Accounts Receivable.


Setup menu

The application’s main menu bar contains a Setup menu with a submenu used to set up all of the required objects.

To activate the setup menu:

  1	Click on the Setup menu option to produce the main setup drop-down menu.

  2	Move the mouse pointer down to an object classification and the associated submenu will appear.

  3	Move the mouse pointer to the submenu option for the object to be defined and click to produce a property sheet for the object.


Inactive objects

Because of the interaction between database objects, many objects cannot be deleted without destroying database integrity. For example, if you had many locations with a type of Commercial and the system allowed the Commercial location type to be deleted, all locations using that designation would now be without a valid type.

Service Management handles this by giving you the ability to designate an object as Inactive. Objects flagged as inactive do not appear in dropdown lists and are no longer available as choices from which to select. The application is, however, still able to access those objects for display on property sheets of objects that use them, as well as on reports.

Each property sheet has a checkbox control near the bottom left corner of the sheet noting xxxx is inactive, where xxxx is the name of the object. To inactivate an object, simply click on the control so that a checkmark appears. That item will still be in the list until the list box dialog is closed.

 	Related Topics


Reactivate an object

Items tagged as Inactive can be reactivated if desired. To reactivate an Inactive object:

  1	From the Setup menu, select Show Inactives. As long as Show Inactives is enabled, inactive objects are displayed in lists for maintenance purposes.

  2	Select the object you wish to reactivate and clear the Inactive check box.

 	Related Topics


GL accounts

GL accounts consist of an account number, account description, and information regarding income reserve, if applicable. Account numbers are limited to ten digits. Set up all accounts needed for sales taxes, service revenue, and service expenses.


Products

  1	From the Setup menu, select Accounting, Products.

  2	Click [New].

  3	Follow the steps in the wizard. Reference the table below for field descriptions:

Description	A description should be used that will easily identify the product in dropdown lists during data entry.
Classify as	Choose whether the product is classified as parts or labor.
Misc	Enter a miscellaneous note.
Tax group	Select a tax group to be retrieved during Service Management transactions.
Exempt status	Select a tax exempt status for this product.
JC category	Select a job cost category for this product.
PM	Select a PM charge type for this product.
Cost of sales	Select a GL account that will be used to account for product expense.
Inventory/variance	Select a GL account to that is normally used to account for product inventory. If the product does not pertain to inventory, select a GL account to credit for applied cost.
Revenue	Select a GL account for revenue.
Work In process	Select a GL account to be used to track product cost on work that is in progress but has not yet been completed.
Note

•	To disable work in process journal entries, clear the check box Use Work in Progress accounting, which is found in the Setup menu, Service, Call Types.

 	Related Topics


Products

Products must be defined for each classification of item or service that you sell. Products control how GL accounts are used to account for item revenue and cost and they are used in the sales tax retrieval hierarchy.


Tax rates

Service Management reads the tax rates directly from the Master.txm record. See Help in Accounts Receivable for more information.

 	Related Topics


Tax group

Service Management reads the tax groups directly from the Master.txm record. See Help in Accounts Receivable for more information.

 	Related Topics


Centers

To set up centers:

  1	From the Setup menu, select Accounting, Centers.

  2	Click [New].

  3	Follow the steps in the wizard. Reference the table below for field descriptions:

Name	Enter a description that clearly identifies this center. This description appears in lists and reports. This is a required field.
Tax group	This field prefills all work orders and invoices associated with this center when you select a tax group.
Exempt Status	Select an exempt status. The default is based on your settings in Custom Description.
Abbreviation	Enter an abbreviation for this center. The abbreviation appears on reports. This is a required field.
Owner ABN	Enter the Australian Business Number, if applicable.
Default prefix	Select the default prefix for this center. Set up and maintain prefixes in General Ledger.
Tax group	Select the default tax group for this center.
Exempt status	Select the default exempt status for this center.
Work state	Select the default work state for this center.
Work local	Select the default work local code for this center.


Centers

You must define at least one service center. If you provide service from multiple locations, each one of the locations should be defined. If not, set up your primary place of business. Centers are used primarily for accounting, for segregating DBoard views, and for reporting. The abbreviation field is used primarily for reporting purposes to conserve space. The Timberline Center code is ten characters long.


Departments

  1	From the Setup menu, select Accounting, Departments.

  2	Click [New].

  3	Enter a description.

  4	Select a corresponding PR department.

  5	Click [Next].

  6	Select a default prefix.

  7	Click [Finish].


Departments

Set up a unique description for each department that you currently have in your organization. If you use GL prefixes, select one for this department. If you retrieve suffixes from the department, select one for this department.

 	Related Topics


Agreement types

Each agreement created within Service Management has specific properties, such as length of coverage, number of billings, GL accounts to be used for income and expenses, etc. Defaults for these and other properties are set through agreement types.

Products, departments, rate sheets, and call types must be defined prior to defining agreement types.

To set up agreement types:

  1	From the Setup menu, select Agreements, Agreement Types.

  2	Click [New].

  3	Follow the steps in the wizard. Select or enter the appropriate properties, using the following table as a guideline.

Description	Enter a description that uniquely identifies the agreement type.
Product	Select a product from the drop-down list that will be used for journal entries for accounting entries related to income and expenses associated with agreements of this type. Be sure to select a product with an appropriately defined Income Account based upon the amortization method your organization uses, if any.
Amortize to account	There are two methods of amortization, so it is important to understand which method is being used by your organization before making this selection. Please refer to the agreement amortization section before making your choice for this field if you do not already have a good understanding of which amortization method your organization is using. Select NONE if your organization does not amortize agreements (or this type of agreement). Refer to the Agreement methods section for more information.
Department	Select a department from the drop-down list that has primary responsibility for service work on this type of agreement.
Rate Sheet	Select a rate sheet from the drop-down list that will be used as the default rate sheet for work orders attached to agreements of this type.
Pricing Method	Select either of the following choices from the drop-down list: Agreement Pricing - This option should be used for agreement types where the amount of the agreement is a fixed charge independent of the equipment covered by the agreement. Equipment Pricing - This option should be used for agreement types where the amount of the agreement is computed as the sum of the amounts charged for individual pieces of equipment covered by the agreement.
Default Call Type	Select a call type from the drop-down list that will be used as the default call type for work orders attached to agreements of this type.
Warranty	Check this control if this agreement type is to provide warranty coverage.
Automatically approve renewal offers	Check this control if agreements of this type are to have renewals automatically set to an Approved status by the service agreements daily processing service.
 	Related Topics


Create a new agreement

To create a new service agreement:

  1	From the Locations lookup view, select a customer.

  2	Click the [Agreements] tab.

  3	Click [New].

  4	Follow the steps in the wizard to set up the new agreement.


Renewals

To set up renewals:

  1	Open the agreement type. From the Setup menu, select Agreements, Agreement Type.

  2	Select the agreement type and click [Edit].

  3	Click the [Renewal] tab.

  4	Select or enter the appropriate properties, using the following table as a guideline.

Default term	Enter the number of months to be used as a default for the term of agreements of this type. The term can be overridden during the entry of each agreement, if desired.
Default number of billings	Enter the number of months to be used as a default for the number of billings of agreements of this type. The number of billings can be overridden during the entry of each agreement.
Warranty renews to	If the agreement type has been flagged as a warranty, this field is enabled. If warranties of this type should automatically renew upon, or prior to expiration, select the agreement type that it will renew to from the drop-down list. If the warranty does not automatically renew, select the default of NONE from the drop-down list.
Percent increase at renewal	If agreements of this type are to have a fixed price increase upon renewal, specify the amount of that increase here.  For example, enter 5.00 for a 5 percent increase upon renewal.
Round to	If agreements of this type are being priced from the sum of equipment amounts, specify a rounding amount here, if desired. For example, if 1.00 is entered here, renewal prices will be rounded to the nearest dollar.
Tip

•	Optionally, notes may be attached to an agreement type by clicking [Notes] prior to clicking [OK] to save the agreement type properties. Clicking [Cancel] will discard all changes or newly entered data.

 	Related Topics


Service location Wizard

Use the service location setup wizard when you set up new locations. You can start the wizard two ways:

  1	From the All Locations window click [New].

  2	Select the location type by clicking the control and then choosing a type from the corresponding list.

Or

  1	From the Setup menu, select Locations, Customers.

  2	Click [New].

  3	Select the location type by clicking the control and then choosing a type from the corresponding list.


Service areas

  1	From the Setup menu, select Locations, Service Areas.

  2	Click [New].

  3	Enter a description and an abbreviation for the service area.

  4	Click [Finish].


Service areas

Service areas include a description of a geographical area and a short abbreviation that will be displayed in DBoard cells. An unlimited number of service areas may be defined. Areas are then associated with postal codes or portions of postal codes, as explained in the topic Associating Postal Codes with Service Areas.


Postal/Areas

  1	From the Setup menu, select Locations, Postal/Areas.

  2	Click [New].

  3	Enter a number and select the area.

  4	Click [Finish].


Postal areas

Service areas must be associated with postal codes or portions of postal codes so that Service Management identifies service areas automatically as new customers are added to the database. As stated in the explanation of service areas, areas may be associated with very small or very large geographical areas. For example, the postal code of Belton, Missouri (a Kansas City suburb) is 64012. If your organization wanted Belton, Missouri to be one of the service areas, you would associate the postal code 64012 to an area defined as Belton Missouri.

However, if your service areas were larger than just one small community, you could associate just the first 3 characters of the postal code, 640, to an area that might be Eastern Kansas City. Likewise, using 64 encompasses even more physical zip codes and areas.

Keep in mind that the number of postal code digits is used to check the validity of postal codes during customer entry and update. If you only had one service area defined and associated with 64, then the only valid zip codes are those that begin with 64. You must define area/postal code relationships for all postal codes that you wish to enter into your customer database.

Once the postal/area associations have been set up, the service areas in the customers’ records must be reset based upon the new postal/area definitions.


Permission codes

Use permission codes to communicate to the technicians any considerations that may exist such as access to locations that require a key or special permission to enter the building or area.


Permission codes

  1	From the Setup menu, select Service, Permission Codes.

  2	Click [New].

  3	Enter a description.

  4	Click [Finish].


Types

Each customer has a location type property that is used primarily to identify types of customers for reporting purposes.

  1	From the Setup menu, select Locations, Type.

  2	Click [New].

  3	Enter a description and select a rate sheet.

  4	Click [Finish].

 	Related Topics


Payment terms

  1	From the Setup menu, select Locations, Payment Terms.

  2	Click [New].

  3	Enter a description that adequately describes the terms of payment that you are defining. You should define a payment term for each type of term that you have with various vendors

Note

•	Payment terms may be applied to customer properties by opening the customer and selecting the appropriate terms on the [Billing] tab.


Payment terms

Each customer can have a payment term specified as a matter of reference. The terms description does appear on customer invoices for those customers with payment terms.


Customers

You will use the Location wizard to set up new customers. To start the wizard:

  1	From the Setup menu, select Locations, Customers.

  2	Click [New]. The first page of the wizard appears. You can select an AR customer in the AR customer drop-down list. If you select an AR customer, information will prefill in the remaining windows. If you create a new customer, you must enter the information in each window. There are six windows in this wizard.

•  	Location Type-Customer or Job

•	General--name, address, contact, phone

•	WO Controls--center, rate, sales rep, service rep, PR, JC, and accounting options

•	Billing—Non-billable, default invoice grouping, credit limit, payment terms, tax ID number, and ABN

•	Marketing List--Select the appropriate marketing list, if any.

•	Notes--enter special instructions for the customer

  3	Enter the required information in each window.

  4	Click [Finish] after completing all the required information.

 	Related Topics


Locations

In many types of service organizations, work is performed at one site but the bill is sent to a completely different individual or company for payment. Such would be the case of a landlord that owns many rental units and pays for certain repairs to those units. In many cases, the tenant is the one that actually calls for service.


Employee statuses
Technician statuses

  1	From the Setup menu, select Technicians, Technician Statuses.

  2	Click [New].

  3	Enter a description for this status.

  4	Click [Finish].


Employee statuses
Technician statuses

Set up all possible technician statuses that may be required for daily operation, such as active, training, sick leave, leave of absence, etc. A description of the status is the only required entry.


Technicians

You must set up each technician in your company:

  1	From the Setup menu, select Technicians, Technicians.

  2	Click [New].

  3	Enter a number between 1 and 999999.

  4	Click [Next].

  5	Enter the information in the remaining windows, following these rules:

•	The technician number, name, and inquiry name are required entries and must be unique.

•	The center and department are required selections.

•	Through optional software available for Service Management, service technicians may have alphanumeric pages for service calls sent directly from the DBoard and you can use the service messaging feature to interface with a third party application and the @Road Integrator. Assign service messaging and select a paging device on the [Communications Center] tab of a technician to enable these features. The paging device must be selected before pages can be sent.

•	When you create a new technician the [Synchronize] button will become active if you select a PR employee in the PR employee field on the General tab. Click [Synchronize] and the Synchronize PR Employee fields from PR window appears. Select the check boxes for the fields to synchronize and click [OK].


Groups

  1	From the Setup menu, select Technicians, Groups.

  2	Click [New].

  3	Enter a description for the new group.

  4	Add technicians to this new group by double-clicking on the technician in the Non-member list, which will move that technician to the Members list.

  5	After you have added all technicians to the group, click [Finish].

Notes

•	When the DBoard displays assignments for groups of technicians, the order of display is the order in which the technicians appear in the group. Use Up and Dn to change the order of the technicians in the group. Simply highlight an technician by clicking on the name and then click either Up or Dn to move the technician one slot in that direction.

•	You can also send a broadcast page by group. From the Setup menu, select Technicians, Group. Highlight on a group, right-click, then select Page Group.


Groups

Groups should be defined for various technicians, especially those that are involved in service work. Groups control not only the technicians that are displayed on DBoard views, but also the order in which they are displayed. The DBoard provides the ability to display assignments by group, so it is helpful to open individual views for select groups of service personnel, such as electricians, and installers.


Pay IDs

  1	From the Setup menu, select Technicians, Pay IDs.

  2	Click [New].

  3	Enter a description, a cost multiplier or unit cost, and a sales multiplier or unit sale, and select a PR pay ID from the drop-down list.

  4	Click [Finish].

Note

•	Pay IDs should be defined before attempting to enter or complete work orders.


Pay IDs

Pay types should be defined for the various types of labor costs that can be incurred within your organization, such as standard labor, overtime, double time, holiday, or special. For each pay type, you can define a cost multiplier or unit cost and either a sales multiplier or unit sale.

The cost multiplier is used in conjunction with the hourly cost rate stored in the technician properties. The sale multiplier is used in conjunction with the pay rate specified for the particular rate sheet for which the work order has been entered. If either of the multipliers is 0.00, the associated rate will be used instead of the normal rate (cost and sale).

For example, if the overtime rate of pay is one and one-half times the normal pay rate, define an Overtime pay type with a cost multiplier of 1.5.


Skills

  1	From the Setup menu, select Technicians, Skills.

  2	Click [New].

  3	Enter a description.

  4	Click [Next].

  5	Select the technicians you want to assign with this skill.

  6	Click [Finish].


Skills

In many cases, an technician may lack the skills required to perform a particular type of service work. Service Management provides the ability to define the various skills required to handle all service work that your organization performs. The skills that each technician possesses may be identified as part of the properties of the technician.


Equipment classes

  1	From the Setup menu, select Equipment, Equipment Classes.

  2	Click [New].

  3	Enter a description.

  4	Click [Finish].


Equipment classes

Equipment classes are used for reporting purposes only as a broader classification of equipment types. For example, an HVAC service organization might choose Heating as a class of equipment, with Heat Pumps, Gas Furnaces, and Electric Furnaces as types of equipment classed as Heating items.


Equipment types

  1	From the Setup menu, select Equipment, Equipment Types.

  2	Click [New].

  3	Enter a description and select an equipment class. Reference the table below:

Description	This is simply an alphanumeric description or name for the equipment type being defined.
Equipment class	Choose the appropriate high level equipment class from the dropdown list provided.
  4	Click [Finish].


Equipment types

Equipment types are also used for reporting purposes but serve to allow reports to be generated on a smaller category of items than do classes. It could actually be thought of as a sub-class. Again, working with an example of equipment classes and types slightly different than that above, a PC sales and repair organization could have an equipment class of Printer, with equipment types of Laser, Inkjet, and Dot Matrix.


Equipment manufacturers

To set up an equipment manufacturer:

  1	From the Setup menu, select Equipment, Manufacturers.

  2	Click [New].

  3	Enter the information in the first window, and click [Next].

  4	Enter the information in the Notes window, if applicable; then click [[Finish].

Keep these notes in mind:

•	The name and abbreviation fields are required fields.

•	It is not necessary to specify a manufacturer for either parts or equipment.

•	The abbreviation field is used primarily for reporting purposes to conserve space.


Equipment manufacturers

For cases where items sometimes need to be returned to the manufacturer, Service Management allows manufacturers to be created and become a property of both parts and equipment.


Use flat rate pricing

Flat rate pricing is a feature of Service Management that allows standard service work to be pre-priced using nationwide averages for parts and labor. By using one of the available data services that collect and standardize data on plumbing, heating and air conditioning, and other services, your organization can provide competitive prices and simplify your data entry in the process.

Service Management provides the ability to create flat rate tables based on your own pricing schemes or import data provided by Callahan & Roach’s Customer Assurance Pricing data service.


Maintain price tables

  1	From the Setup menu, select Service, Flat Rate, Maintain Prices.

  2	Click [Edit] to make changes to an existing entry.

  3	Click [New] to enter a new entry.

  4	Enter the information in the fields in each window, and click [Finish].

After some amount of service work has been performed by your organization, an analysis of historic data can determine how your organization’s performance compares to the Expected Averages provided by CAP.

Prices may be maintained for both primary and additional service at three different levels, which we have identified as Regular, Overtime, and Agreement.

•	Primary is typically used to price the first service on a single service call

•	Additional is used for subsequent services on the same call. The labor rates for additional are slightly less than for primary since CAP assumes that you were already on site and had no additional travel or preparation time.

•	The levels for Overtime and Agreement are self-explanatory.

If you are creating your own tables, you can price them anyway you choose. However, you cannot change the identifiers of the levels.

As work orders are being completed, flat rate service can be easily priced by selecting the service performed and the appropriate pricing level.


Import tables

The Callahan & Roach CAP tables can be easily imported into Service Management.

To import the tables:

  1	From the Setup menu, select Service, Flat Rate, Import Customer Assurance Pricing.

  2	Select or enter the path to the data file and click [OK] and the data file will import.

Note

•	If you have previously loaded a CAP table, this mechanism may also be used to update existing tables. Upon completion of the import, counts of new items and updated items will be provided.


Technician's repair guide

  1	From the Reports menu, select Service, Technician’s Repair Guide.

  2	Click the printer icon. You may specify a page range when the printer window appears.

Note

•	The guide contains a description of the work that has been defined in the flat rate item file, with up to six levels of pricing for each repair. At this time, there is no selection by repair group or brand.

 	Related Topics


Vendors

  1	From the Setup menu, select Inventory, Vendors.

  2	Click [New].

  3	Enter the information in the windows. The following are required fields:

•	Name

•	Abbreviation

•	AP Vendor ID fields

  4	Click [Finish].

Notes

•	It is not necessary to specify a vendor for either parts, but it will ease the record keeping involved with parts purchase by identifying which parts are purchased from which vendors. The abbreviation field is used primarily for reporting purposes to conserve space.

•	You can import vendors into Service Management from AP by using Synchronize Vendors under the Task menu.

 	Related Topics


Parts

There are several items related to parts maintenance, so Parts has been given its own submenu that includes the following options:

 Maintain parts

 Trade service and importing

 Update selling prices

 Update standard costs


Maintain parts

  1	From the Setup menu, select Inventory, Parts, Maintain Parts.

  2	Click [New].

  3	Enter the information in each window. You may designate such properties as:

•	Item description, part number, AKA part number, and bin location

•	Manufacturer and manufacturer’s part number

•	Standard cost of the item and its normal selling price

•	Whether the part is a serialized item, and, if so, whether customer equipment records are to be generated automatically when the item is used on a work order or small job

•	Whether the item can be sold in fractional quantities, such as a fluid that is stocked in quarts, but might be sold in a smaller increment as used during a service operation

•	Equipment type and model number of the item

•	Warranty period, in months, if the item is typically sold with a manufacturer’s warranty

•	Default vendor

•	The minimum quantity of an item to be stocked

•	Purchase unit (could be bought by the case and sold each)

•	The quantity to be reordered when stock falls below the minimum quantity level

  4	Click [Finish].

Note

•	During setup, please keep in mind that you may not have access to some of these properties if your organization has not purchased all of the optional inventory features.


Maintain parts

The parts menu provides complete setup and display of all parts properties, including complete parts usage history, serial numbers of items in stock and the stocking locations in which they are being held, purchasing and adjustment history, and on-hand quantities in all stocking locations in which this part is stocked.


Trade service pricing and importing

To import the data:

  1	From the Inventory menu, select the Parts, Import Trade Service Pricing.

  2	Select the following import guidelines:

Import file location	Select a path to the data file to be imported.
Cost column	Select a column to use for item cost. This would be the column that you typically use from the printed catalog.
Markup table to apply	If you select a markup table from the drop-down list, the amount selected for the cost column will be adjusted by the amount of the markup to produce the selling price of each item.
Import mode	You may select either of the following import modes: Update existing parts only - If this mode is selected, only the prices of items that already exist in your parts file will be updated. Update existing parts and add new parts - If this mode is selected, the prices of existing parts will be updated and any parts that are not currently in your parts file will be added to the file.
  3	Click [OK] to proceed with the data import.

Note

•	Service Management supports only Trade Service Data Select import files.


Trade service pricing and importing

Service Management provides a function to import parts and pricing information from Trade Service Corporation. This function is only available if you purchased Service Management's Inventory feature. Trade Service Corporation provides lists of standard parts for electrical, plumbing, and HVACR organizations. In addition to part numbers and descriptions, their data also includes typical cost and selling price information.


Update selling prices

Service Management provides a mechanism for updating the selling prices of all items in inventory.

To update the selling price:

  1	From the Setup menu, select Inventory, Parts, Update Selling Prices.

  2	Select a markup table from the list and, optionally, a specific manufacturer and/or vendor.

  3	Click [OK]. The price update process will then compute a new selling price from the standard cost of all items whose standard cost is not 0.

Note

•	If a specific manufacturer or vendor is not selected, ALL parts in the parts file will be updated accordingly.


Update standard costs

Over a period of time, it typically becomes necessary to update standard costs from more recent information, such as average cost or last price paid.

To update standard costs:

  1	From the Setup menu, select Inventory, Parts, Update Standard Costs.

  2	Select either the last purchase price or the average cost to use as the update.

  3	Click [OK]. The cost update process will then update the standard cost of all items whose standard cost is not 0.


Markup tables

  1	From the Inventory menu, select Markup Tables.

  2	Click [New].

  3	Enter a description and select a table type.

  4	Enter a From Cost, and a Multiplier. The To Cost will populate once you make the initial entry.

  5	Click [Finish].


Markup tables

Markup tables allow flexibility in pricing of stock parts or miscellaneous parts or items. In addition to serving as a mechanism for computing a selling price as a cost markup, a table may also be defined as a sales discount table. A discount table provides the ability to offer selected customers discounts from standard parts and labor pricing.

For example, the selling price of items with a cost between $0 and $200 will be computed by multiplying the standard cost of the item by 2.5. Items with a cost between $200 and $400 will by multiplied by 2.0 and items with a cost over $400 will have their cost multiplied by 1.75.

Note

•	In SM Settings, PO/Inventory, there is a field called Use PO cost for markup. If this check box is not selected, the standard cost will be used for the markup. If the standard cost is $0.00, the rate will be the markup multiplied by 0, for a total of 0.


Units of measure

  1	From the Setup menu, select Inventory, Units of Measure.

  2	Click [New].

  3	Reference the table bellow for field description:

Description	Enter a short description of the purchase unit. This field is only ten characters long, but this was done intentionally because of lack of space available for printing of the description on purchase orders. If you purchase several items in cases of different quantities, some suggestions for descriptions might be Case (12), Case (24), etc. Since the associated quantity determines the sale quantity, it is very important that the correct purchase unit be selected during purchase order entry.
Quantity	Enter the sales quantity associated with the unit. For example, if the description is Case (12), the quantity should be 12 for the proper unit conversion upon item receipt.
  4	Click [Finish].


Units of measure

Units of measure are used to associate the quantities of items purchased with the quantities of items as they are sold. For example, if you typically purchase items in a case of 12 units, the purchasing quantity would be 1 case but there are 12 units available for sale. The units of measure allows the definition of these associations.


Stocking locations

  1	From the Setup menu, select Inventory, Stocking Locations.

  2	Click [New].

  3	Reference the table below for field description:

Description	Enter a description for the stocking location. Typically, each location is associated with a particular technician, so a location could be named Dale’s Truck, for example. Select names that can easily be associated with their typical user.
Standard stock list	Select a standard stock list from the drop-down list provided.
  4	Click [Finish].

  5	After you have set up stocking locations, edit the technician record in Setup, Technicians, Technician, Defaults for each technician that has an assigned stocking location. The assigned stocking location is the location from which parts are used for service work. If no stocking location is associated with a technician, parts are taken from the main stock.

Note

•	The stocking locations list will also contain two other locations: Main Stock and Lost and Found. Lost and Found is a location that is used to track adjustment transactions to quantities in any of the other stocking locations, including main stock. Each time an item’s quantity is changed from that shown by the system, an offsetting entry is made to Lost and Found in order to keep the transaction in balance and provide an audit trail for the adjustment. Lost and Found may be cleared periodically by right clicking on the Lost and Found location in the list box and selecting Clear Lost and Found.


Stocking locations

Stocking locations are typically associated with truck stock or locations at which you hold inventory other than Main Stock. You must set up standard stock lists before setting up stocking locations.


Standard stock lists

  1	From the Setup menu, select Inventory, Std. Stock Lists.

  2	Click [New].

  3	Enter a description; then click [Next].

  4	In the register, select all inventory parts for the list and the stocking quantity for each part.

  5	Click [Finish] to save the list.

Note

•	Service Management provides the ability to generate a restocking list for each stocking location based on the normal quantity and the current quantity on hand. This provides a quick and simple method of replenishing truck stock. This option is in the Tasks menu.

 	Related Topics


Standard stock lists

Standard stock lists are lists of parts or items that are normally required for various types of service. A standard stock list also includes the quantity of each item that is typically stocked for that type of work.


Approve vendor invoices

When you approve a vendor invoice, Service Management:

•	Debits the amount of the vendor invoice, including any sales tax and freight expense, to the PO Accrual account specified in SM Settings − Purchasing

•	Credits the amount of the vendor invoice to the Accounts Payable account specified in SM Settings − Purchasing

•	Credits the amount of the sales tax, if any, to the Sales Tax Expense account specified in SM Settings − Retrieved from the hierarchy on the Vendor in SM Settings.

•	Credits the amount of the freight, if any, to the Freight Expense account specified in SM Settings − Purchasing

 	Related Topics


Inventory adjustments

When you process an inventory adjustment, Service Management:

•	Credits the computed cost based on change of quantity, standard cost, or valuation method to the Inventory account specified in SM Settings, Interface Settings, GL Options. Assuming the value of inventory is decreased, the operation will be a debit if the inventory value increases.

•	Debits the computed cost based on change of quantity, standard cost, or valuation method to the Inventory Adjustment account specified in SM Settings, Interface Settings, GL Options. Assuming the value of inventory is decreased, the operation will be a credit if the inventory value increases.


Vendors

  1	From the Setup menu, select Purchasing, Vendors.

  2	Click [New].

  3	Enter the information in each window. The vendor Name, Abbreviation, and the AP Vendor ID fields are required. Click [Next] between windows.

  4	Click [Finish].

Tip

•	It is not necessary to specify a vendor for parts, but it will ease the record keeping involved with parts purchase by identifying the vendors from who you purchase parts. The abbreviation field is used primarily for reporting purposes to conserve space.

 	Related Topics


Payment terms

  1	From the Setup menu, select Purchasing, Payment Terms.

  2	Click [New].

  3	Enter a description for the payment term. Define a payment term for each type of term that you have with various vendors

  4	Click [Finish].

Note

•	Discount information is retrieved from the vendor.


Payment terms

Each purchase order can have a payment term specified as a matter of reference. Currently, the payment terms have no effect on discounts. The specified payment term is printed on the purchase order form.


Shipping methods

  1	From the Purchasing menu, select Shipping Methods.

  2	Click [New].

  3	Enter a description.

  4	Click [Finish].


Shipping methods

Each purchase order can have a shipping method specified as a matter of reference. The specified shipping method is printed on the purchase order form. Additionally, each vendor may have a shipping method specified as the default for purchase order entry.


Units of measure

  1	From the Setup menu, select Purchasing, Units of Measure.

  2	Click [New].

  3	Enter the information. Reference the table below.

Description	Enter a short description of the purchase unit. This field is only ten characters long, but this was done intentionally because of lack of space available for printing of the description on purchase orders. If you purchase several items in cases of different quantities, some suggestions for descriptions might be Case (12), Case (24), etc. Since the associated quantity determines the sale quantity, it is very important that the correct purchase unit be selected during purchase order entry.
Quantity	Enter the sales quantity associated with the unit. For example, if the description is Case (12), the quantity should be 12 for the proper unit conversion upon item receipt.
  4	Click [Finish].


Units of measure

Units of measure are used to associate the quantities of items purchased with the quantities of items as they are sold. For example, if you typically purchase items in a case of 12 units, the purchasing quantity would be 1 (case) but there would be 12 units available for sale. Units of measure allow the definition of these associations.


Vehicles

To set up a vehicle:

  1	From the Setup menu, select Fleet Maintenance, Vehicles.

  2	Click [New].

  3	Enter a number for the vehicle; then click [Next].

  4	Enter and select the information for the vehicle; then click [Finish].

Note

•	A manufacturer record is not a required data element of vehicle properties, but if one is not selected, the make of the vehicle will be blank on all reports. It is, therefore, a good idea to define manufacturer records for vehicles through the Setup menu, Fleet Maintenance, Manufacturers.


Lead types

  1	From the Setup menu, select Sales Leads, Lead Types.

  2	Click [New].

  3	Enter the information. Reference the table below:

Description	Enter text that adequately describes the type of lead being defined.
Abbreviation	Enter an abbreviation that will adequately describe the lead on reports and displays where space is minimal.
  4	Click [Finish].


Lead types

Lead types are used to describe the types of leads. For example, an HVAC organization might have lead types for Heating, Cooling, etc.


Job types

  1	From the Setup menu, select Sales Leads, Job Types.

  2	Click [New].

  3	Enter a description that describes the job type.

  4	Click [Finish].


Job types

Use job types to describe the type of job about which a customer or prospect is calling. For example, an HVAC organization might have job types such as New Installation, General Service, etc.


Sources

  1	From the Setup menu, select Setup, Sales Leads, Sources.

  2	Click [New].

  3	Enter a description that describes the source.

  4	Click [Finish].


Sources

Lead sources are used to identify how the prospect found out about your organization. Some examples of lead sources would be Television Advertising, Yellow Pages, Newspaper Insert, etc.


Dispositions

  1	From the Setup menu, select Sales Leads, Dispositions.

  2	Click [New].

  3	Enter the information. Reference the table below:

Description	Enter text that adequately describes the disposition being defined.
Lead disposition is inactive	If the disposition being defined represents an active lead status, the checkbox should be checked. Simply position the mouse pointer to the checkbox and click the left mouse button. Clicking a second time will clear the checkbox.
  4	Click [Finish].


Dispositions

Dispositions are used to segregate and group leads on reports and to distinguish whether they are still active leads or not. Leads that have an associated disposition with an inactive lead status will not appear in the customer’s list of active leads.


Marketing lists

  1	From the Setup menu, select Sales Leads, Marketing Lists.

  2	Click [New].

  3	Enter a description for the marketing list.

  4	Click [Finish].

Tip

•	Once a list has been defined, customers or prospects may be added to the list by double-clicking on the list and clicking the [Locations] tab. Use the following guideline:

•	Click [Add] to look up and add customer/prospect records to the specific list.

•	Click [Delete] to remove specific records from the list. After the desired records have been added to the list

•	Be sure to click [OK] control to save the added records.


Marketing lists

Use marketing lists to identify one or more customers or prospects that are to be used for specific direct mail advertising campaigns or telephone solicitations. You may define as many marketing lists as you require and have total control over their contents and usage.


Rate sheets

  1	From the Setup menu, select Service, Rate Sheets.

  2	Click [New].

  3	Enter the information in each window. Click [Next] between windows.

  4	Click [Finish].

Note

•	You must define markup tables, discount tables, and products before you set up rate sheets.

Many service organizations add a Trip Charge to service work.

Description notes may be added to rate sheets as needed.

 	Related Topics


Rate sheets

Use rate sheets to identify standard rates for labor and trip charges, as well as markups or discounts for stock parts, miscellaneous parts items, and miscellaneous labor items. A rate sheet will be retrieved based on the rate sheet hierarchy of agreement, location, location type, and call type.


Call types

  1	From the Setup menu, select Service, Call types.

  2	Click [New].

  3	Enter the information. Reference the table below:

Type	If the small jobs feature is enabled on your system, the drop-down list will present types of service and small jobs. Small jobs are fixed price work orders. Select the appropriate type for the call type being defined.
Description	Enter a description of the call type being defined.
Rate Sheet	Select a rate sheet to be used for pricing and discounting. Rate sheets must be defined before setting up call types. If the type is set to Small job, this field is not available.
Invoice format	Click the browse button and select the folder and the invoice format you want to use. Default formats are located in x:\accounting\servmngt\reports.  See the invoice format hierarchy [image].
Agreement required	This is a checkbox control that determines whether an agreement is required for work orders of this type. Click the checkbox control to require an agreement during work order entry. Since agreements have not yet been implemented, this control can be ignored. This is not available for Small job type.
Call back	This is a checkbox control that determines whether a work order of this type is to be identified as a call back from a previous work order. Click the checkbox control if work orders of this type are to be identified as call back.
Service at center	This is a checkbox control that determines whether work done on this type of work order is to be performed at your location rather than at the customer. Click the checkbox control if work is to be performed at your location.
Use Work In Progress accounting	Select this check box if you want this call type to use WIP accounting.
Close when invoiced	Select to close work orders with this call type after you invoice them.
  4	Click [Finish].

 	Related Topics


Call types

Use call types to identify the type of service or the method of billing for a service work order. You can define as many as necessary based upon the requirements of your service organization.


Problems

  1	From the Setup menu, select Service, Problems.

  2	Click [New].

  3	Enter the information. Reference the table below:

Description	Enter a description of the problem being defined.
Department	From the dropdown list of defined departments, select the department that is typically responsible for resolving this problem.
Estimated repair time	Enter the number of hours that it typically takes to resolve this problem. Hours can be entered to two decimal places.
Priority	From the dropdown list of available priorities, select the one that is typically used for this problem.
Required Skill	Select a required skill for this problem, if applicable.
Labor Repair	Select the default labor repair typically associated with this problem. The value can be overwritten on the work order register.
JC Cost Code	Select a JC Cost Code for this problem, if applicable.
PM	Select a PM charge type for this problem, if applicable.
  4	Click [Finish].


Problems

Problems provide default properties about work of a specific nature. Each work order will have a problem associated with it during the entry process.


Repairs

Use repairs for reporting purposes to determine the actual work performed to resolve various problems.

To set up repairs:

  1	From the Setup menu, select Service, Repairs.

  2	Click [New].

  3	Enter a description of the repair.

  4	Select a JC Cost Code for the repair.

  5	Click [Finish].


Flat rate

Use flat rate to:

Maintain Prices	This feature will allow you to create your own flat rate pricing table or maintain an imported one.
Import Customer Assurance Pricing	This feature will allow a standard Callahan & Roach flat rate data file to be imported into Service Management.


Miscellaneous items

  1	From the Setup menu, select Service, Miscellaneous Items.

  2	Click [New].

  3	Enter the information.

  4	Click [Finish].

Note

•	You can also add miscellaneous items to the work order register on the fly. You will be prompted for the unit cost and rate.


Miscellaneous items

Miscellaneous items for recurring charges on service work orders may be predefined within the system. Pre-defined miscellaneous items may be easily added as work order detail by selecting them from the list of predefined items. Cost and sale amounts are defaulted from those entered for the item.

Note

•	You can also add miscellaneous items to the work order register on the fly. You will be prompted for the unit cost and rate.


Service areas

A service area is a description and a short abbreviation that will be displayed in DBoard cells. An unlimited number of service areas may be defined. Areas are then associated with postal codes or portions of postal codes.

 	Related Topics


Use the customer lookup view

  1	Click a [Lookup By] tab located above the customer lookup view. The [Lookup By] tabs include

•	Alias

•	Phone

•	Location #

•	Address

•	Located At

•	AR Customer

  2	Type the appropriate string in the search field.

Note

•	All records matching the search string will be displayed in the list box, up to 60 records maximum. You only need enter as many characters as you think it will take to produce a subset of records that will include the record you are searching for. If you enter too few characters, such as only the first character of a name, there may be too many matches from the database to display them all in a single list box. So the record in which you are really interested may not be visible.  A good rule of thumb is to enter just as many characters as you think will produce an exact match. In most cases, there is no need to type out an entire name or an entire phone number to get the desired record. Sometimes there may be more matching records than are visible in the list box. Additional records can be viewed by using the Page Up and Page Down keys or the vertical scroll bars on the list box.


Location view

Since many functions within a service business are centered on locations, Service Management ensures easy access to locations and most related functions. When Service Management application executes, a customer lookup data view is automatically displayed. From this view, existing location records can be retrieved and new location records easily added with the Location wizard. Unlike other data views, the location lookup view cannot be deleted, so it always remains easily accessible.


Enter a new customer site
Enter a new customer

To enter a new customer from the Customer lookup view:

  1	Click [New], which is located to the right of the search input field.

  2	The Customer wizard will activate and lead you through the process of setting up a new customer.


Select an existing customer

To select an existing customer:

  1	Double-click on the customer or click on the customer to highlight it and press [Enter].

  2	The Customer view appears with the following tabs available:

•	Work Orders

•	Equipment

•	Agreements

•	Invoices

•	Leads

•	Notes


Work order lookup

After you have selected a customer, open a work order by double-clicking on it.


Register layout and operation

  1	In the work order window, click the [Register] tab.

  2	The top line of the register contains various tabs you can use to enter or edit properties of the line items that cannot be done in the register, such as adding notes. These controls include:

Add	Positions the mouse pointer to an empty register line for entry of a new line item.
Form	Presents a line item’s data in Form mode, typically with some additional properties for which room was not available on the register. You can use the Form button to enter, view, and edit work order item detail such as sale amount, costs, quantity, and tax information.
Note	Allows notes to be attached to line items that have already been entered. The Customer Viewable property determines whether the text of the note is printed on invoices or other printed output that the customer may receive.
Delete	Deletes the line item on which the mouse pointer is positioned.
Prefill	Prefill the labor entries based on time stamps.
  3	The next two lines identify the various data items to be entered for the line items. This particular register contains two lines of data per work order item. Move between fields by pressing [Tab] or by clicking the mouse in the appropriate field. All fields are required.


Work order icons

The icons are associated with the line item on which the mouse pointer is focused. As the mouse pointer is moved through the line items, the icons will be displayed and removed, as necessary.

Three small icons are used in conjunction with the register as a visual indication that a line item has certain properties:

•	The green checkmark indicates that an item has had costs entered. In the case of a flat rate charge for which multiple costs might be incurred, it is an indication that at least one cost has been entered. The cost of labor and stock parts will be entered automatically by the system in cases where the cost can be determined.

•	The second icon, which resembles a sheet of paper with lines on it, indicates that the line item has already been invoiced.

•	The third icon, a small notepad, indicates that a note is attached to the line item.

 	Related Topics


Item properties

Work order line item properties include:

Date	The date on which the item was used or performed. Today’s date is the default.

Type	Select the type of work order item from the drop-down list of available types. This control also affects the operation of the Description control. Selection of the Agreement type will cause the next scheduled billing for the attached agreement to be generated. Neither the rate nor the amount can be changed by the user, since it is being taken from the agreement billing information. If the agreement has Time of Service as the billing type, a line item will automatically be added to the work order to reflect the amount of the billing. It may be deleted, if desired, but the amount may not be modified. You cannot modify this list.

Technician	Select the technician associated with the line item from the dropdown list box. The default is the technician assigned during work order entry.

Product	The selection in this field determines which GL accounts are used for sale and expense amounts associated with this item. Use the default, which is determined from the call type, or select a product from the drop-down list. Flat rate items that contain both labor and parts charges and that use different products for each will display Split as the product. This means that the labor and parts portions will be charged to different GL accounts.

Equipment	Selection of the piece of equipment on which service was performed is optional, unless your company tracks service history by equipment. Select None or the proper piece of equipment from the dropdown list of customer equipment.

Cv	If the equipment selected is covered by an agreement for which the work is being done, this field will contain a “Y” to indicate that the charge is covered by the agreement. The rate and amount will be zero for the line item. This field must be changed to “N” in order to add a charge for a particular line item in the event the repair is something that is not covered by the agreement. If the work order being completed is a “small job”, this field is automatically set to Y by the application and will not allow the user to change it. By definition, a small job has a fixed price that “covers” all of the items.

Description	The item Type specified earlier determines the contents and operation of this control as follows: Labor - If the item type is Labor, a list of pre-defined repairs may be produced by clicking the button at the right side of the control. Parts - If the item type is Parts, the inventory item used may be selected from a virtual list box by clicking the button at the right side of the control. If the part number is known, it may be typed directly into the control. A close or exact match is put into the field following the point of text entry. As soon as the desired item is displayed, simply press [Tab] to the next field to complete item entry. Flat Rate. If the item type is Flat Rate, the flat rate item may be selected from a virtual list box by clicking the button at the right side of the control. If the flat rate number is known, it may be typed directly into the control. As with Materials, a close or exact match is put into the field following the point of text entry. As soon as the desired item is displayed, simply press [Tab] to the next field to complete item entry. Miscellaneous - If the item is a Miscellaneous charge, simply type the description of the charge or select from the drop-down list.

Modifier	The Modifier control is used to provide additional information concerning pricing and/or costing of the item. Again, its operation and contents is dependent upon the type of item being entered. Parts, Miscellaneous - Not used. Labor - If the item type is Labor, the Modifier is used to select the pay type to be used for the labor, such as Standard, Overtime, or Holiday. The pay type determines both the sale and cost amounts for the item. Flat Rate - If the item type is Flat Rate, the Modifier is used to select the pricing level for the item, such as Primary, Overtime, or Agreement.

Cost Quantity	The cost quantity of the item must be entered here.

Billed Qty or S/N	The quantity to be billed to the location must be entered here, it may be different from the cost quantity. If the part is marked as requires serial numbers, enter the serial number here.

Rate	This field will contain the default sales rate. Labor rates are defaulted from the call type or other pricing structure and may be overridden. Parts amounts are unit sale prices taken from the inventory parts file. Miscellaneous rates must be manually entered. Flat Rate amounts are defaulted from the selected level of the flat rate pricing table as specified by the Description and Modifier controls. If the work order is a “small job”, the field may not be entered since the charge for the item has been included in the quoted price of the job.

Amount	The amount that appears in this field is the extended amount produced by multiplying the Billed Quantity by the Rate. If the work order is a “small job”, the field is not computed and may not be entered since the charge for the item has been included in the quoted price of the job.

Tip

Keep these tips in mind after you complete an item entry:

•	You must click either [OK] or [Create Invoice] to save the entire transaction.

•	Clicking [Cancel] will negate all input.

•	Clicking [OK] will close the property sheet and return to the Customer lookup view.

•	Clicking [Create Invoice] will essentially complete the work order and create an invoice from it.

•	An invoice can be created at any time after entry of billable items by selecting work order properties or from the context menu.

•	An explanation of the invoice creation process may be found in a subsequent help section.


Preview an invoice proof

To preview an invoice proof for the work order:

  1	Click [OK] upon completion of work order detail entry. This will return to the work order list box. The work order just completed will be highlighted.

  2	Right click to produce a context menu, and select the Preview Invoice Proof option. An invoice proof can only be printed prior to invoice generation.

Note

•	Any notes attached to work order line items that have the Customer Viewable property will be printed on the invoice proof and also attached to corresponding invoice line items when the work order is invoiced. These notes will also appear on the printed invoice. Invoice proofs cannot be printed for small jobs.

•	The Preview Invoice Proof Option is only available if work order items have been entered.


Print an invoice proof

Invoices created from work orders cannot be edited. However, for those customers that want to review an invoice, an invoice proof containing both sale amounts, cost amounts, and profitability may be created from the work order detail.


Sales tax

Sales taxes are computed during entry based upon the sales tax information retrieved during entry of the work order. The computed sales tax is displayed in the bottom margin of the register for visual reference.


Notes on items

Notes can be added to individual work order items during the entry process.

To add a note to an item:

  1	Position the cursor to any field in the item.

  2	Click [Note], which is located near the top of the note form.

Note

•	A note entered on a work order item may optionally appear as additional text on the corresponding invoice item when the invoice is printed by marking the Customer Viewable check box located below the note text control. Only one note per line item may be printed on the invoice.

 	Related Topics


Use work order property sheets

Work orders are, for the most part, straightforward and easy to use. However, there are a couple of things that should be noted in order to avoid confusion. When adding items to a work order or editing existing items, the changes typically display on the associated page or list box. However, those changes are not committed to the database unless you click [OK] on the work order to exit the operation.

There are two sets of buttons on the work order [Assignment] tab.

•	The upper pair of buttons; [New] and [Edit], allow new assignments to be entered or existing assignments to be modified. If a new assignment is entered, it will be immediately displayed in the list box along with the existing assignments. However, at that point, the change has not become a permanent property of the work order.

•	The lower set of buttons; [Preview], [Create Invoice], [OK], [Cancel], and [Help] are controls for the work order itself. Changes such as the addition of an assignment as explained above are not committed to the database until you click [OK]. If you click [Cancel], any changes or additions to the work order will be discarded, even though they were at one time visible on one of the pages.

In the Assignment window, click [Close] to control changes.

You can create and edit assignment properties in the Timestamp window.

Note

•	Always click [OK] to close a work order property sheet if any changes are made that are to be kept. There may be times when you want to discard changes that have been made. Click [Cancel] in those instances.


Create work orders

  1	Select the customer in the Customer lookup view.

  2	Once the Customer lookup view is displayed, click the [Work Orders] tab to display a list of existing work orders for that customer.

  3	Click [New work order] in the top right corner of the window to start the work order wizard.


Work order-Location tab

Reference the table below for work order information.

Location	Customer that the work order was started from.

Bill to	The billing account default comes from the service site. For special instances, a (new) billing account may be selected for this work order only by clicking the lookup button to the right of the text control to produce the billing account lookup view. The billing account may also be removed by selecting None in the list.

Contact	This field is used to identify the person to contact for more information regarding this work order. The value defaults to the primary contact from the customer, but it is stored in the work order object, so it can be changed, if necessary.

Job Cost Job	Select a job cost job, if appropriate.

Job Cost Extra	Select a job cost extra, if appropriate.

Center	Many service organizations will only have one service center, but if your organization has more than one, select the appropriate center from which a technician will be dispatched for service on this work order.

Alt. Work Order Number	Enter an alternate work order as another method of accessing or tracking this work order. Some states require a separate work order number to protect customers.
Miscellaneous	Use for miscellaneous items such as job numbers.

Status	This is another display only area that shows the status of the work order as New.

Entered	This area displays information about the person entering the work order, as well as the date and time of entry.


Work order - General tab

Reference the table below for call type and service agreement information on a work order:

Call type	Select the type of call from the dropdown list. If the small jobs feature is enabled on your system and the call type selected is a small job type of call, the work order will be entered as a small job.
Call date/Call time	Prefills with the system date to help track service proficiency by comparing the call date versus the scheduled date.
Equipment to service	Select the equipment from the dropdown list if it is required by the service agreement.
Service agreement	If the Service Agreements feature is enabled, this field will allow the selection of an agreement for which the service work is to be performed. Only previously entered agreements that have already been approved or activated will appear in the list. If an agreement is selected, any rate sheet attached to the agreement type will be used as the default rate sheet for the work order. If an agreement is selected, work order costs will be posted against the agreement when the work order is completed and billed.
Problem	Select the problem from the list that best matches this customer’s problem.
Rate Sheet	The rate sheet for the call type is defaulted into this field but can be overridden by selecting a different rate sheet from the drop-down list.
Location comments	Up to 250 characters of text may be entered as supporting information, if necessary.
Sales lead	If a sales lead is selected, the following Lead Source field is disabled, since the sales lead itself has a source associated with it. Select a lead from the drop-down list of leads for this customer.
Lead source	A lead source may be entered here if a sales lead was not selected in the preceding field. Select a lead source from the drop-down list of sources.
Salesman	Select the salesman from the drop-down list that will get credit for this particular work order. If a salesman has been assigned to the customer record or to the sales lead, the assigned salesman will default here. Any salesman assigned to the sales lead will override the salesman, if any, assigned to the customer.
 	Related Topics


Work order - Payment tab

Reference the table below for payment information on a work order:

Payment method	In this section, select the expected payment method by clicking on one of the possible payment methods: cash, check, credit card, or bill out. The Service Site P.O. field is optional, but does appear on invoices if entered. The three credit card fields are only enabled if credit card is selected as the expected method of payment. Any credit card information entered here is transferred to the invoice when the work order is billed.

Location of sale	The location of the sale must be specified so that any applicable sales taxes may be correctly calculated. The default comes from the call type and is typically the site at which the work will be performed.


Work order - Schedule tab

Reference the table below for schedule information on a work order:

Schedule date	The date defaults to the current processing date. If the work is to be scheduled for a different date, change the date as specified in the Working with the Date Control help section.
Scheduled start time	This defaults to the start time specified in SM Settings. Leave this time or set it to a promised time as desired. More explanation is available in Working with the Time Control help section.
Assign to	The default is the technician assigned to the customer object. If there is none, the default is UNASSIGNED. If the work order is to be assigned to a specific technician, select the technician from the dropdown list.
Est. repair time (hrs)	This defaults to the estimated repair time specified by the selected problem. It can be changed as necessary by typing in a new value or by popping up the calculator control. See the help section Working with the Calculator Control if necessary for more explanation on its use.
Time slot	This field is simply a numeric number that controls the order of presentation of ECards on DBoard. Since DBoard orders ECards for presentation based upon work order priority levels, the time slot designation may be used to either: 1) order work orders that have the same priority, or 2) allow a lower priority work order to be moved ahead of higher priority work orders in the list.
Priority	This defaults to the priority selected on the problem. To set the priority to a higher or lower one, select the desired priority from the dropdown list.
Note

•	To change this information once the work order has been created, click the [Assignments] tab on the work order, select the assignment by double-clicking; then click the [Schedule] tab.


Work order - Options tab

The work order may be printed upon completion of entry by selecting the checkbox Yes under Print this work order now? Upon completion of the properties entry, click [Finish] to save the data. The work order is removed from the view and now appears in the list of the customer’s work orders.

One assignment is always created each time a work order is created by using the Schedule Date, Scheduled Start Time, Assigned To, Estimated Repair Time, Timeslot, and Priority properties of the work order.

Note

•	Work order entry may be inhibited if the customer or billing account is on credit hold.

 	Related Topics


Work order statuses

Below is a table describing the different work order statuses.

0	Open	The work order is assigned but not invoiced.
1	On-hold	The work order is unassigned. (small job)
2	Cancelled	The work order is cancelled. It cannot be cancelled if invoiced or with active register items.
3	Closed	The work order has been invoiced.
4	Quote	You cannot change this status.
5	Expired Quote	The quote has expired. You can change the status to cancelled only if does not have work order items.
6	Completed	The ECard for the work order has been completed, but the work order has not been invoiced.
7	Reviewed	The work order has been reviewed. You can change the status to open or cancelled.
8	Invoiced	The work order has been invoiced. You can change the status to open or closed.


Print a work order packing list

  1	Right-click on the work order in the Location lookup view.

  2	Select Preview Parts Packing List.

  3	Click the printer icon to print the list.

Note

•	Only parts that have not been billed will be included on the packing list. Therefore, if you wish to print packing lists, you must:

•	Enter the parts on the work order,

•	Print the packing list,

•	Bill the items.

Since work orders can be billed multiple times, it is necessary to process packing lists in this manner.


Use skill checking

Skill checking is a Service Management optional feature that easily helps you identify technicians that are skilled to handle various types of service work. Skills may be defined and given only to qualified technicians. Problems may also be defined to require a specific skill. Any time a service work order is assigned and the technician does not possess the skill required by the problem or PM task, a warning appears indicating that the technician does not have the required skill. The warning may be overridden and the technician assigned anyway or the assignment may be changed to a technician that possesses the skill.

If the problem or PM task does not require a skill, the system assumes that any technician is qualified to perform the work.


Operation

The best way to describe the operation of the DBoard is to relate its use and operation to a manual scheduling board commonly found in service departments. Even though manual schedule boards are relatively simple to implement, they typically are limited by the physical space available within the work area. One variation might require six columns for each available technician, assuming the board was set up for a six-day workweek. Each additional technician and day requires more columns. The columns must be tall enough to handle all assignments for a particular day. It would not be unusual for all assignments to be placed in the unassigned column until the day the service is scheduled. Adding a technician numerically or alphabetically could require a major reorganization of the schedule board. Everyone using a manual schedule board must be in close proximity to it. The DBoard is available to any authorized system user with access to a system workstation.

The DBoard has an unlimited number of columns, each corresponding to a single technician for a single day’s assignments. Future jobs can be scheduled and assigned to a specific technician during entry of the work order. A single day’s DBoard display becomes basically a window to a small portion of an infinite scheduling board. New technicians can be added to DBoard by designating them as service technicians in the technician master file.

It is important to note the distinction between a service work order and an ECard. While many work orders will have exactly one ECard, there is no limit to the number of ECards for a single work order. For example, if a job required two technicians for two days each, four ECards would be needed to properly reflect the work scheduling for the two technicians. This happens very easily without the need to rewrite common work order information for each assignment. It is also possible for a work order to have no ECards, effectively making it unscheduled with a hold status.


Filter the 5 Week Schedule

  1	Position the mouse anywhere in the cell area and right-click.

  2	Select Settings from the context menu to produce a dialog that will allow you to select the filters for the view you want. The filtered data is actually a subset of the unfiltered data. Only one 5 week view may be active at a time.

Additionally, the daily loading colors may be specified from the same dialog. There are two input controls each containing a number. The first number identifies the loading break between light and medium, and the second number identifies the loading break between medium and heavy. The defaults are 4 hours for light loading and 8 hours for heavy loading. Cells of the grid where the technician has assignments totaling less than 4 hours will appear in green. Cells where individual loading exceeds 8 hours will appear in red. Cells with loadings between 4 and 8 hours will appear in yellow. Cells with no assignments will be white. These numbers may be adjusted as necessary to fit your organization.

Cells on the unassigned row will have color designations based upon the same settings but multiplied by the number of available technicians. For example, if there are 5 technicians shown in the data display and the default color assignments of 4 and 8 hours have been used, the numbers used for unassigned coloration would be 20 and 40. This is done to give visually give a general picture of the number of unassigned calls for a given day.


Filter the 5 week schedule

The initial view is unfiltered and shows all existing assignments for the 5 week period. In order to more easily analyze the schedule, it may be desirable to filter the data by one or more of the following:

•	Group

•	Center

•	Department

•	Service area


Edit assignments

It will typically be necessary to reassign service calls.

To edit any of the properties of an assignment:

  1	Click on the cell representing the schedule day and technician.

  2	Double-click on the task in the lower window to display the assignment’s properties.

  3	Click the [Schedule] tab to reschedule or reassign the call or to modify the other assignment properties.

  4	Click the [Timestamps] tab to display all existing timestamps. The dispatcher can add new timestamps or edit existing timestamps as necessary.

  5	Click the [Notes] tab to enter or modify notes for the assignment.

Note

•	The 5-week view will be updated after schedule editing to reflect the changes made.

 	Related Topics


Display a DBoard

To create a DBoard:

  1	From the DBoard menu, select New.

  2	Select the information.

  3	Click [OK].


View assignments and columns

Schedule Date

The schedule date defaults to the current system date. If you do not want today’s date, enter the new date directly into the control or click on the small button on the right end of the control to pop up the calendar control.


Viewing Assignments for a Specific Group of Technicians

If only the assignments of a specific group of technicians are to be viewed, click on the small button on the right end of the Technician Group control to display a list of defined groups. Click on the appropriate selection.


Viewing Assignments for a Specific Service Center

If only the assignments of a specific service center are to be viewed, click on the small button of the right end of the Center control to display a list of available centers. Click on the appropriate selection.


Viewing Empty Columns

There may be technicians in the selection of assignments that have no current assignments for the selection. By default, the DBoard displays columns of all technicians that match the selection criteria without regard to the number of assignments they might have. An advantage of this is that the dispatcher is able to visually scan the columns and quickly find technicians that are capable of handling more work. The disadvantage to displaying empty columns is that the board may have to be scrolled to view technicians near the end of the display sequence.

The option to Show empty columns is on by default, as shown by the checkmark in the corresponding box. To eliminate empty columns from the layout, click on the checkbox control to toggle off the option.

Clicking [OK] to fill the DBoard layout with all assignments that match the selection criteria.


Control the employee display order
Control the technician display order

DBoard has two methods for determining the order in which technician columns are displayed. If no specific group is selected, all technicians defined in the technician master file are displayed, whether they are service technicians or not, and are displayed in technician last name alphabetical sequence.

To eliminate the display of all technicians, groups may be defined that not only identify the members of the group but also control the order in which the members are displayed when the group is selected for a DBoard view. A specific group may be specified on the DBoard selector dialog. All members of a specified group will be displayed, unless the option to show empty columns is turned off.


Controlling assignment display order

The display order of assignments on a DBoard view is controlled by two properties: priority and timeslot. An assignment must have a priority associated with it, but may or may not have an associated timeslot number. Whether or not timeslots are used is dependent upon the type of work that a technician has assigned and the relative priorities of the individual assignments.


Priority

Work orders are assigned a priority level during the entry process and prefill from the problem. The entry process creates one assignment record that receives the same priority as the work order. On DBoard views, assignment priorities are denoted by a small, colored dot near the right center portion of the ECard cell. The following table identifies the possible priorities from highest to lowest and their corresponding colors:

•	Red-High

•	Yellow-Normal

•	Green-Low

•	Teal (pale blue)-At our convenience

If assignments do not have an associated timeslot, the display order of assignments is controlled solely by the assigned priority, from highest (urgent) to lowest (at our convenience). This will insure that the work is addressed in the appropriate order. In cases where a technician has been assigned several work orders with the same priority level, the order of those assignments is determined by the arrival sequence of the work request.


Timeslots

In cases where many of the assignments have the same priority but the dispatcher wants to determine the order in which the assignments are completed, a numeric timeslot designator may be placed on each assignment. This numeric designator has precedence over priority. Assignments are ordered smallest timeslot number to largest timeslot number, top to bottom.


Add an assignment

There are essentially three methods for adding an assignment. The first two methods performed from the DBoard view.

 DBoard context menu method

 DBoard Drag and Drop Method

The third method is by adding a new assignment to a work order property sheet.

 Work order property sheet


DBoard context menu method

  1	Position the mouse pointer to one of the technician number/name display areas and click the right mouse button. That will produce a context menu.

  2	Select the Add ECard option.

  3	Select the work order and fill in the appropriate information on the ECard property sheet produced. The date defaults to the system date, the technician defaults to the technician that was pointed to you right-clicked, and the scheduled start time defaults to the start time specified on the [Work Order] tab in SM Settings.


DBoard drag-and-drop method

This method can only be used under the following conditions:

•	The assignment must be for the schedule date of the active view, and

•	An assignment must already exist for the desired work order on the active view, and

•	A second technician is to be assigned to the work order, and

•	The second technician must have a display column on the active view.

To initiate the drag-and-drop method:

  1	Press either of the CTRL keys on the keyboard and hold it down.

  2	Click on the ECard that you wish to duplicate with the left mouse button and hold it down.

  3	As you start to drag, the mouse pointer turns black and has a small rectangle attached to it, along with a small + sign. The + sign distinguishes the add operation from a regular drag-and-drop, which is essentially a reassignment operation.

  4	Drag the ECard in either direction until the technician column you want is reached with the mouse pointer.

  5	Release the left mouse button, and the new ECard should appear in the desired technician’s column.

  6	Check ECard properties to insure that the Scheduled start time is appropriate.

Note

•	During the drag operation, the view scrolls horizontally automatically as the mouse pointer nears either edge of the window. If the pointer is left near the edge of the window, scrolling will be continuous until the end of the technician list is reached.


Work order property sheet

  1	Double-click a work order and click on the [Assignments] tab to display a list of existing assignments.

  2	Click [New] to launch a properties page for a new assignment.

  3	Fill in the appropriate properties.

  4	Click [Ok], and a new assignment will be created for the selected work order.


Work order property sheet

Both of the previous methods assume that you want to add an assignment from a DBoard view, but there are many times that you will have a need to add an assignment quickly, without having to initiate a DBoard view to do it. For example, if a work order has an on hold status, it has no existing open assignments, so it will not be visible from DBoard. Using the location name, the work order may be easily found in the Location lookup.

The work order property sheet has a properties page identified by an [Assignments] tab. This page may be used to enter new assignments or to edit existing ones.


Reassign - move an ECard

There will be many instances when a work order needs to be reassigned from one technician to another. As with adding an assignment, there are essentially three methods for moving an ECard. The first two require that the operation be performed from a DBoard view.

 DBoard context menu method

 DBoard drag and drop method

The third method is by editing an existing assignment on a work order property sheet.

 Work order properties


DBoard Context Menu Method

The ECard to be reassigned must be in the current DBoard view:

  1	Position the mouse pointer to the ECard and right click. A context menu appears.

  2	Select ECard Properties to produce the property sheet for the ECard. Here you can change the date, time, or technician.


DBoard Drag-and-Drop Method

This method can only be used if all of the following are true:

•	The assignment is in the active view

•	The new assignment has the same schedule date as the current one

•	The new technician has a display column on the active view.

To initiate the drag-and-drop method:

  1	Click on the ECard that you wish to duplicate with the left mouse button and hold it down. As you start to drag, the mouse pointer turns black and has a small rectangle attached to it.

  2	Drag the ECard in either direction until the technician column is reached with the mouse pointer.

  3	Release the left mouse button, and the new ECard should appear in the technician’s column.

  4	Check ECard properties to insure that the Scheduled start time is appropriate.

Note

•	During the drag operation, the view scrolls horizontally automatically as the mouse pointer nears either edge of the window. If the pointer is left near the edge of the window, scrolling will be continuous until the end of the technician list is reached.


Work order properties

  1	Select the appropriate work order and click the [Assignments] tab to present a list of existing assignments.

  2	Click [Edit] or double-click the assignment record to open the properties window for the assignment.

  3	Edit the schedule date to move the assignment to another day.

  4	Click [Close].

  5	Click [OK], and the assignment will move to the new date.


Work order properties

There will be many times when you will need to change an assignment quickly, without having to initiate a DBoard view to do it. The work order may be easily found in the Customer lookup view.

The work order has a properties window identified by an [Assignments] tab. This window may be used to enter new assignments or to edit existing ones.


Delete an assignment

You can delete assignments two ways in Service Management. Both methods use the DBoard.

Keep in mind that deleting the only remaining active assignment for a work order will result in the work order status changing to a Held status.

 Use the delete key.

 Use the context menu.


Use the delete key

The easiest method to delete an assignment is to use the [Delete] key:

  1	Click on the ECard, making sure that the cell is highlighted.

  2	Press [Delete] on the keyboard. As soon as the key is pressed, a verification dialog will appear with the appropriate information to verify that the correct ECard has been selected.

  3	Clicking [OK] to delete the assignment, or click [Cancel] to cancel the delete operation.


Use the context menu

Another method to delete an assignment is to use the context menu.

  1	Position the mouse pointer on the ECard and right-click. This will produce the context menu.

  2	Select Remove ECard. A verification dialog with the appropriate information to verify that the correct ECard has been selected appears.

  3	Click [OK] to delete the assignment of click [Cancel] to cancel the delete operation.


Edit time stamps

Time stamps are properties of an ECard’s work order assignments. If you use time stamps you will find that it frequently becomes necessary to edit certain time stamps, especially those that involve travel to or from the site and actual time spent on site.


DBoard and list box methods

Editing time stamps on ECard assignments can be easily accomplished within Service Management using one of the following methods to access ECard time stamps:


Method one

  1	On the DBoard, highlight the ECard for which you wish to edit time stamps.

  2	Right-click and select ECard Properties from the context menu.

  3	Click the [Timestamps] tab to open the time stamps page of the ECard properties.

  4	Highlight the assignment; then click [Edit].


Method two

  1	From the work order list box in the Customer view, select the work order for which time stamp editing is to be done.

  2	Click the [Assignments] tab.

  3	Highlight the list of assignments, double click the appropriate assignment record to open the ECard properties page; then click the [Timestamps] tab to open the time stamps page.

  4	Highlight the entry; then click [Edit].


Enter an assignment

To enter a time stamp:

  1	This item is available only if interfacing with Payroll. To edit a timestamp, when in the Timestamps window, click [New].

  2	Fill in the appropriate fields.

  3	Click [Close] to save the entry.

To edit an existing time stamp:

  1	Select the time stamp for editing from the list box of time stamps and either:

  2	Click [Edit] or double click on the desired time stamp to produce a dialog:

  3	Make the appropriate edits and click [Close] to save the editing changes.

Note

•	The system generated time stamps of Opened, Reassigned, and Rescheduled may not be edited.


Complete work orders

In order to produce a customer invoice for services performed, work orders must first be completed by entering labor, materials, and other types of detail properties about the work that was actually performed. Once all detail properties have been entered, the work order may be invoiced.

If a work order has been entered as a small job type, the rate and extended amount fields of the register are disabled and the covered field is set to Y (indicating all items are covered by the price of the job).


Warnings on work order completion

The system will provide one or more of the following warning messages if certain conditions exist while trying to invoice a work order:

•	If at least one labor detail record has not been entered for the work order and at least one of the assigned technicians has an assignment with a Started time stamp, a warning appears stating that a technician may have labor that needs to be entered.

•	If labor has been entered for one technician but there are other technicians that have assignments with Started time stamps, a warning appears stating that an additional technician may need to have labor entered.

•	If the Purchase Order feature is active and there is an open purchase order item that has not yet been received to the work order, a warning appears stating that an open purchase order exists. To find the purchase order items for the work order, select Print Open PO Items option from the context menu in the customer work order data view.

Note

•	In all of these cases, you have the ability to ignore or override the warning and continue creating the invoice. Keep in mind that if the work order is completed with open PO items attached, you will receive a warning at time of PO receipt that the work order is closed. However, there are no additional safeguards built in to track those items after they have been received.


Labor and parts

Labor	Cost entries for Labor items are made automatically by the system as the items are entered. Labor cost is determined from technician pay rate and specified pay type.

Parts	Cost entries for Parts are made automatically by the system as the items are entered. Parts cost is determined from the standard cost in the parts file.


Miscellaneous and flat rate

Miscellaneous	Costing of Miscellaneous items is not automatic. To enter a cost for a Miscellaneous item: enter all other item detail. Position the mouse on the desired item and click to highlight the item. Then click the Edit button at the top of the register and select the Form option. This will produce a property sheet for the item. Enter the corresponding cost and click OK.

Flat Rate	Costing of Flat Rate items is not automatic. To enter costs for a Flat Rate item, enter all other detail about the flat rate charge. Position the mouse on the desired item and click to highlight the item. Then click the Edit button at the top of the register and select the Form option to produce property sheets for the item. If the item has been newly added to the work order and the OK button has not been clicked on the work order sheet to commit the items to the database, the property sheet will be in wizard mode. Step through the pages until the Costs page is reached. Then enter the appropriate costs and click OK. If the item has already been committed to the database, the property sheet will not be in wizard mode upon entry. Simply select the [Costs] tab and enter the appropriate costs. Click OK to commit the costs to the database.

Note

•	Journal entries associated with costing are made as soon as the cost entries are committed to the database.


Creating invoices for work orders

Producing invoices for work orders is a relatively simple process. The following guidelines can be used to create an invoice for a work order.

•	Work order items must be entered prior to producing an invoice for the work order.

•	Additional descriptive text may be entered by adding a note to a work order line item and checking the Customer Viewable option below the text box. Only one note may be entered on each line item. All notes entered on work order line items are also visible as invoice line item notes, but only those designated as Customer Viewable appear on the printed invoices.

•	Initiate the invoice creation process by either:

•	Clicking on the Create Invoice button on the work order property sheet, or

•	Locating the work order in the work order list box and selecting the Create Invoice option from the context menu.

•	Verify the billing information on the primary invoice screen.

•	Verify that taxes have been calculated correctly, if applicable.

•	Verify the invoice line items carried over from the work order items in the invoice register.

•	Finish the process, optionally printing the invoice and/or entering a payment, as required.

All work order items unbilled at the time of invoicing will be included on the current invoice. It is possible to create multiple invoices for a single work order by simply entering additional work order items after an invoice has already been created.


Notes on items

Notes can be added to individual invoice items during either the work order item entry process or the invoice item review process.

To add a note to an item:

  1	Position the cursor to any field in the item register.

  2	Click [Note] on the top line of the register. The invoice item register is read-only on work order invoices, but each item may still be selected for entering or editing notes.

  3	Only one note may be entered per item, and only Customer Viewable notes will be printed (as additional description) with the line item when the invoice is printed.

 	Related Topics


Work order credits

To enter credit for service work performed on a work order that has already been billed:

  1	Go to the [Register] tab of the work order.

  2	Enter a new item for the credit, entering a negative number into the quantity field.

For example, to credit out an hour of labor, make an entry similar to a regular entry only enter −1.00 into the Quantity field. It will appear as red to indicate a negative number. Press [Tab] through the Rate field to the Amount field, which should show as a negative amount, the result of a negative quantity multiplied by a positive rate.

When all credits have been entered, click the Create Invoice button to create a credit invoice for the amount just entered. The Credit Invoice check box on the first dialog is already checked and cannot be changed. Continue the remainder of the process as if creating a regular invoice.


Cancel a work order

To cancel or void a work order:

  1	Right- click on the work order in the Customer view.

  2	Select Cancel from the menu. A confirmation dialog appears asking for confirmation that you really want to cancel the work order.

  3	Click [Yes].

Note

•	A work order with costs posted to it may be cancelled, but a work order that has been partially billed may not be cancelled.


Create small jobs

If your organization performs service or installation at a quoted price, the small jobs feature of Service Management will provide that capability. By working in conjunction with work orders, the small jobs feature is simple, easy to learn, and totally integrated to the DBoard. In Service Management, a small job is a work order with a fixed price and hour and cost estimates that allows multiple progress billings. A small job is entered as a quote through the work order entry process. Upon acceptance by the customer, the quote may be activated and scheduled.


Implement small jobs

  1	Set up a call type that is identified as a Small Job type.

  2	Locate the Location for which the work is to be done.

  3	Enter a work order selecting the Small Job call type.

  4	On the Estimates page of the property sheet, enter the price of the job. Optionally, enter the estimated hours and the estimated cost breakdown.

  5	Proceed with the remainder of the entry process.

  6	On the Small Job Options page of the property sheet, you have several choices concerning the status of the job.

  7	You may print a quote to send to the customer.

  8	You may activate the job.

  9	If the job is activated, you may schedule the job.

Notes

•	That is all that is required to enter a small job into the system. Upon completion of the entry process, the small job is included in the work orders list box along with regular service work orders. Other options affecting the quote or activated job may be found on the standard work order context menu.

•	Small Job work orders that have not yet been scheduled will default to an On Hold status. Scheduling them will change the work order status to open.


Bill small jobs

Billing of small jobs is done in much the same manner as work order billing.

  1	Select the Create Invoice option from the work order context menu or from the property sheet. If cost estimates have been entered for the job, the system will compute the percent complete based upon actual costs logged against the job. It will then compute the amount to bill based upon that percentage and any previous billings that have been done. A dialog is presented showing both the percent completion and the computed billing amount. You can override the percent completion or the billing amount.

  2	In cases where work has been completed and costs are below estimates, you may simply click [Final] on the dialog to bill the remainder of the job. This has the same end result as setting the percent complete to 100%.

  3	In cases where the actual costs exceed the estimated values, the system will not allow more than the stated amount of the job to be billed.

Note

•	You can change the total sale. If the total sale is less than the amount billed, a credit invoice is created when you click [Create Invoice].

 	Related Topics


Cost small jobs

Entering costs on small jobs uses the same procedure as entering costs on service work orders. Cost items are entered with the work order register exactly as they would against service work orders, except that no rate or amount is entered. In the case of small jobs, the billing amounts for the line items are included in the fixed price of the small job itself.

Costs for stock parts and labor entries are entered automatically by the system. Costs for miscellaneous items must be entered as the items are entered into the register.


Use work order credits

To enter credit for service work performed on a work order that has already been billed:

  1	Click the [Register] tab of the work order.

  2	Enter a new item for the credit, entering a negative number into the quantity field.

For example, to credit out an hour of labor, make an entry similar to a regular entry only enter −1.00 into the Quantity field. It will appear as red to indicate a negative number. Press [Tab] through the Rate field to the Amount field, which should show as a negative amount, the result of a negative quantity multiplied by a positive rate.

When all credits have been entered, click the Create Invoice button to create a credit invoice for the amount just entered. The Credit Invoice check box on the first dialog is already checked and cannot be changed. Continue the remainder of the process as if creating a regular invoice.


Use general ledger journal entries

General ledger journal entries are, for the most part, made automatically by transactions that involve expenses, sales, receipts, and other accounting related items. General ledger accounts either come from the SM Settings record or from Product accounts associated with items being sold. In cases where multiple item entries are involved, transactions of like accounts are accumulated and made as summary entries.

Warning

•	You must grant the user permission to view and enter journal entries in Tools, Security.


Automatic journal entries

Some examples of automatic journal entries made by the system are shown below:


Work Order Item Entry, Products with Work In Process

•	Credit inventory account(s) for cost of items, debit work in process account(s)


Work Order Billing, Products with Work In Process

•	Credit work in process account(s) for cost of items, debit expense account(s)


Work Order Item Entry, Products without Work In Process

•	Credit inventory account(s) for cost of items, debit expense account(s)


Cost work orders

Costing of work orders may or may not happen automatically, depending upon the types of detail items entered against the work order. Work orders do not need costs posted against them in order to be billed. Posting of revenue and expenses are two different functions. The following table indicates how work order costing works within Service Management.

Labor	Cost entries for Labor items are made automatically by the system as the items are entered. Labor cost is determined from technician pay rate and specified pay type.

Parts	Cost entries for Parts are made automatically by the system as the items are entered. Parts cost is determined from the standard cost in the parts file.

Miscellaneous	Costing of Miscellaneous items is not automatic. To enter a cost for a Miscellaneous item, enter all other item detail. Position the mouse on the desired item and click to highlight the item. Then click the Edit button at the top of the register and select the Form option. This will produce a property sheet for the item. Enter the corresponding cost and click OK.

Flat Rate	Costing of Flat Rate items is not automatic. To enter costs for a Flat Rate item, enter all other detail about the flat rate charge. Position the mouse on the desired item and click to highlight the item. Then click the Edit button at the top of the register and select the Form option to produce property sheets for the item. If the item has been newly added to the work order and the OK button has not been clicked on the work order sheet to commit the items to the database, the property sheet will be in wizard mode. Step through the pages until the Costs page is reached. Then enter the appropriate costs and click OK. If the item has already been committed to the database, the property sheet will not be in wizard mode upon entry. Simply select the [Costs] tab and enter the appropriate costs. Click OK to commit the costs to the database.

Note

•	Journal entries associated with costing are made as soon as the cost entries are committed to the database.


Use journal entries

Service Management makes automatic accounting journal entries. The information in the related topics identifies operations that create journal entries and attempts to explain the entries made for each operation. Journal entries are created by using accounts specified in SM Settings, GL Options and in Products, so it is important to understand which accounts the system is using for the various journal entries.

 	Related Topics


Work order edit - Adding items to a work order

Work Order Edit is the operation of adding or removing detail items from work orders or small jobs. The following journal entries occur on all item types, including miscellaneous, labor, and flat rate:

•	Credits the item cost to the Inventory / Variance account specified by each line item’s product

•	Debits the item cost to the Work in Process account specified by each line item’s product

Additionally, if the Inventory feature is installed and Parts are used from inventory (this does not include non-stock parts), and the Use WIP Accounting check box on the Call Type is selected, the following transactions occur:

•	Credits the item cost to the Inventory account specified in SM Settings, Inventory

•	Debits the item cost to the Inventory purchase variance account specified in SM Settings, GL Options.

Where the Inventory feature is installed, the net result of all these journal entries is a credit to the Inventory account (SM Settings), and a debit to the Work in Process account (product), with the Inventory / Variance account (product) credit offsetting the Inventory purchase variance account (SM Settings) debit.

The cost of an item used from inventory will either be its average cost or standard cost, depending on the inventory valuation method specified in SM Settings, PO/Inventory.

If items are deleted from a work order during the course of work order edit, the journal entries described above will be reversed from those shown.


Invoicing

The creation of an invoice generates the following journal entries:

•	Credits each item’s sale amount to the Income account specified by each item’s product

•	Credits the sales tax amount, if any, to the Sales Tax Payable account specified in SM Settings, GL Options.

•	Debits the total amount of the sale to the Accounts Receivable account specified in SM Settings, GL Options.

Additionally, if the invoice is being generated from a work order or small job billing, the following cost journal entries will be generated:

•	Credits the item cost to the Work in Process account specified by each line item’s product

•	Debits the item cost to the Cost of Sale account specified by each line item’s product

For those organizations that do not use Work in Process accounts, the cost entries above will offset each other, providing both Product entries contain the same GL account.


Receipt of purchase order items

The following journal entries are generated at time of PO receipt unless journal entries are suppressed by SM Settings:

•	Credits each item’s purchase cost to the PO Accrual account specified in SM Settings, GL Options.

•	Debits each item’s purchase cost to the Inventory account specified by each line item’s product (the product defaults from the default Parts product specified in SM Settings, Products, but can be changed during PO entry)

•	Credits the item’s purchase cost to the Inventory purchase variance account specified by each line item’s product, if the item is received directly to a work order

•	Debits the item’s purchase cost to the Work in Process, specified by each line item’s product, if the item is received directly to a work order.

Note

•	If the item is being received to a small job that is 100% billed, the Cost of Sale account is debited instead of the WIP account.

Additionally, if the Inventory feature is installed and stock parts are not being received directly to a work order or small job, the following journal entries are generated and can be viewed from the General Journal.

•	Credits the item’s standard or average cost to the Inventory Variance account on the products based upon the inventory valuation method

•	Debits the item’s standard or average cost to the Inventory account specified in SM Settings, PO/ Inventory based upon the inventory valuation method


Create purchase orders

Vendors must be defined before you can enter purchase orders.

 	Related Topics


Entry wizard

Although vendor setup is accomplished from the Setup menu, purchase orders are created and maintained from the View menu, selecting Vendor.

  1	Locate the vendor in the list, position the mouse pointer on the entry, and double-click to select it.

  2	Click [New] near the upper right corner of the dialog to initiate the purchase order entry wizard. The window of the purchase order wizard contains information that applies to the entire purchase order, such as the vendor’s description of what the items might be used for, who is ordering, center, shipping methods, etc. If some or all of the purchase order items are to be used on a service work order or small job, the work order can be selected on this general page as well. Selection can be made by typing the work order number directly into the field or by selecting one from the lookup list supplied.

  3	When all pertinent information has been entered, click [Next].

  4	The second page of the property sheet is the shipping information for the purchase order. You will notice that there are three options at the top of the page that allow the shipping address to be selected as Center, Service Site, or Other location. The default shipping location is always the center address. However, if a work order was selected on the previous page, the service site option is available.

  5	Select Other to enter a shipping address that is different from either the center’s or service site address.

  6	Click [Next].

  7	Click the browse button in the Description field and select a part for the purchase order.

  8	Enter a quantity in the On Order field.

  9	Click [Next].

10	Select a printing option; [image] then click [Finish].


Register items

Items are entered through a register that has the following fields:

Type	Purchase order line items may be either Parts or Miscellaneous.

Description	If the item is a Parts type, select the desired part from the drop-down parts list. Selecting a part automatically fills in the description field. If the item is a Miscellaneous type, you may either type the description in directly or select an item from the drop-down list of previously entered miscellaneous items.

Product	Select the appropriate product from the list. The only products available in the list are those classified as parts during product setup.

Order for	The “Order for” control allows either Stock Location or Work Order to be selected as the destination of the item.

Reference	If Stock Location is selected, the Reference becomes Main Stock, can be changed to another stocking location by selecting from the list. If a work order number was entered in the general information for the purchase order, that number will prefill to the Reference field.

On Order	Enter the quantity of the item to be ordered.

Unit	Select the appropriate purchasing unit from the drop-down list. Items of a Parts type will use the unit of measure from the parts record if one has been defined. If no parts units have been defined, the default for this field is Each.

Unit Price	If the item Type was Parts, the unit cost from the parts list file will appear as the default price. It can be changed, as required. If the item Type was Miscellaneous, the unit cost from any previously defined miscellaneous item will appear as the default. If the miscellaneous item was not selected from the defined list, the default price will be $0.00 and should be entered by the user. A unit price of $0.00 will be accepted by the system.

Note

•	As the items are being entered, the amount of the purchase order is computed and displayed at the bottom of the register. Remember to press [Enter] to complete the entry of each line item.

•	If items are being purchased for direct use on service work orders or small jobs, a warning will be issued if the selected work order has a closed status. You are not inhibited from continuing with the entry process.

•	When you select a part in the description field, note that the [New] button is available and a new part can be set up on the fly if it is not in the list.


Purchase order options

After all line items have been entered:

  1	Click [Next] to proceed to the Options page of the entry process. The options page contains two options:

•	Print this purchase order now?

•	I want to receive items now

  2	Select the appropriate options by clicking on the accompanying checkbox.

  3	Click [Finish] to complete the entry process

Tip

•	Purchase orders for service work orders or small jobs may also be entered directly from the DBoard, or from the Customer [Work Order] tab. While on the DBoard, right-click on the ECard of an assignment for the work order to produce the ECard context menu and select Enter Purchase Order option to launch the purchase order creation wizard. On the Customer [Work Order] tab, right-click on the work order and select Create Purchase Order to launch the purchase order custom wizard.


Receive items wizard

As with purchase order creation, purchase order receipts are also accomplished by selecting the vendor from the View menu, Vendors.

  1	From the data view open purchase orders.

  2	Select the desired purchase order by using either of the following procedures:

•	Position the mouse pointer on the entry and click once to highlight the entry; then right-click to produce a context menu and select the Receive Items wizard.

•	Position the mouse pointer on the entry and double-click to open the purchase order property sheet; then click [Receive] to initiate the Receive Items wizard.

  3	The Receive Items wizard first prompts for the Date Received and for the name and number of the person doing the receipt. Make the appropriate entries; then click [Next].


Purchase order receipts

  1	If all of the items shown are being received in full, click [Receive All] to set the Received quantities accordingly.

  2	If you are not receiving all of the items, press [Tab] and [Enter] to move to the appropriate items and manually adjust the quantities.

  3	Enter a quantity in the Received Qty or S/N field.

  4	Once all quantities are correct, click [Next] to proceed.

  5	The final Options page contains a check box that allows entry of a vendor invoice. If you select the approval check box, the vendor invoice approval wizard will be start.

  6	Click [Finish] to conclude the receipts process.

Notes

•	If items are being received directly to service work orders or small jobs, a warning will be issued if the selected work order has a closed status. You are not inhibited from continuing with the receipts process.

•	Once work order related items on a purchase order are received, they will prefill to the work order register.


Purchase order receipts

The receipts register will show entries for all items that are still on order for the purchase order. The Description and On Order values cannot be changed. Immediately below the register area of the page are two buttons labeled [Receive All] and [Receive None].


Vendor invoice wizard

The final step in the purchasing process is the approval of vendor invoices for items that have been received.

To approve vendor invoices:

  1	From the View menu, select Vendors. Select the vendor.

  2	From the data view of open purchase orders, select the purchase order by using either of the following procedures:

•	Position the mouse pointer on and highlight the entry. Then right-click to produce a context menu and select the Approve Vendor Invoice wizard.

•	Position the mouse pointer on the entry and double-click to open the purchase order property sheet. Then click the Invoice button to initiate the invoice approval wizard.

  3	The wizard prompts for Vendor Invoice Number, Invoice Date, Subtotal, Tax, and Freight. The Invoice Number, Date, and Subtotal fields are required. Make the appropriate entries; then click [Next] to proceed to the received items register.

Note

•	The freight product field is not available until a freight amount has been entered into the freight field.


Invoice items register

  1	If all of the items shown are being invoiced in full, click [Invoice All] to set the Invoiced quantities.

  2	If not all of the items are being invoiced, press [Tab] and [Enter] to move to the appropriate items and manually adjust the quantity and price.

  3	Once all values are correct, click [Finish] to conclude the process.

Notes

•	The P.O. total at the bottom of the register must match the invoice total shown. If the figures do not match, a message dialog will be presented informing you that they do not match, and the approval process will not be completed. If your organization is using Timberline accounting, the approval information is written to an export file that can later be imported into Timberline for the creation of a payables voucher.

•	If the tax amount calculated by the system based upon the tax group retrieved does not match the amount entered as the tax amount on the Approve Vendor Invoice window, a warning message will appear stating Total tax and sum of distributed tax are not equal. If the tax amount is non-zero, please make sure that at least one item is taxable.


Invoice items register

The received items register will show entries for all items that have already been received for the purchase order. The tax group prefills based on the tax retrieval hierarchy, but you can change it if necessary. The Description and Received values cannot be changed. Both the Invoiced and Unit Price fields may be changed. Immediately below the register area of the page are two buttons labeled [Invoice All] and [Invoice None].


Credit a purchase order

  1	Select a vendor from the View Vendors Lookup menu

  2	Click [New] as if you were creating a new purchase order.

  3	Select the Credit P.O check box.

  4	 The remainder of the entry process is identical to that for creating a regular purchase order. Both the receipts and invoice approval processes are identical as well. However, for clarification, some field identifiers and dialog titles have been changed accordingly, such as:

•	Context menu: Receive Items / Return Items, Approve Vendor Invoice / Approve Vendor Credit

•	Property sheet: Vendor Order # / R.M.A. #

•	Property sheet buttons: Receive / Return, Invoice / Credit

•	Various field identifiers: Order for / Return from, Received by / Returned by

Note

•	Journal entries are the exact opposite of the original journal entries.


Credit a purchase order

Most service organizations find it necessary to return stock or special order items to vendors on occasion. The optional Credit Purchase Orders feature handles this return and credit process. The procedure for entering and processing credit returns is, for the most part, an exact reverse of the normal purchasing process.


Cancel a purchase order

  1	From the View menu, select Vendors. Locate a list of open purchase orders for the vendor,

  2	Click on a purchase order in the Open POs data view to highlight the entry,

  3	Right-click the mouse to produce a context menu.

  4	Select Cancel Open Items.

Notes

•	After the cancel option has been selected, the status of the purchase order will be changed to reflect the status of all items that have already been received.

•	If the purchase order status was Open, which means that no line items have been received, the status is changed to Closed and the purchase order is moved to the Closed P.O.s data view.

•	If the purchase order status was Backorder, which means that at least one receipt has been made for the purchase order, the status is changed to either:

•	Received, if the received items have not had a vendor invoice approved for them, or

•	Closed, if the received items have already been approved for payment.

•	Items canceled from Backordered purchase orders are removed from the purchase order. Please refer to the Inventory section of the Tasks Menu topic for information on generating manual inventory transfers between stocking locations.


Cancel a purchase order

It occasionally becomes necessary to cancel some or all of the remaining open items on a purchase order. Any purchase order with an Open or Backorder status can be canceled.


Manual inventory transfers

Please refer to the Inventory section of the Tasks menu topic

for information on generating manual inventory transfers between stocking locations.


Generate and fill restocking lists

Please refer to the Inventory section of the Tasks menu topic [image] for generating and filling restocking lists for stocking locations.


Use inventory adjustments

From time to time it becomes necessary to make adjustments to inventory quantities of certain items. These adjustments may be necessary as a result of clerical error, theft, damage or any number of other actions. Adjustments in Service Management may be accomplished two ways:

 From parts maintenance

 From stocking location maintenance


From parts maintenance

  1	From the Setup menu, select Inventory, Parts, Maintain Parts.

  2	Highlight the part.

  3	Right-click to produce a context menu.

  4	Select Adjust On-hand Quantities.

  5	Adjust the quantity for the appropriate locations.

  6	Click [Finish] to save the transaction.

Note

•	This is useful for entering beginning balances for inventory.


From stocking location maintenance

  1	From the Setup menu, select Inventory, Stocking Locations.

  2	Highlight the location.

  3	Right-click to produce a context menu

  4	Select Adjust On-hand Quantities.

  5	Adjust the appropriate quantities.

  6	Click [Finish] to save the transaction.

Notes

•	Any time an adjustment is made to an on hand quantity, journal entries are made to the Inventory and Inventory Adjustment accounts to reflect the dollar amount of the change. These accounts are defined on the [PO/Inventory] tab in SM Settings. Either standard cost or average cost is used, based upon the method of inventory valuation selected in SM Settings.

•	Lost & Found is a location that is used to track adjustment transactions to quantities in any of the other stocking locations, including main stock. Each time an item’s quantity is changed from that shown by the system, an offsetting entry is made to Lost & Found in order to keep the transaction in balance and provide an audit trail for the adjustment.

•	Lost & Found may be cleared periodically by right clicking on the Lost & Found location in the list box and selecting the Clear Lost & Found option.

 	Related Topics


Reserve serialized equipment

Serialized equipment can be reserved for use at a specific customer.

  1	From the Setup menu, select Inventory, Parts, Maintain Parts.

  2	Double-click on the part.

  3	Click the [Serial Numbers] tab to display a list of serial numbers currently in stock.

Notes

•	If you did not mark the Requires serial numbers option on the part’s [Default] tab, the [Serial Numbers] tab will not be available.

•	If the [Serial Numbers] tab is blank, you must enter and receive a purchase order so that the serial numbers are entered into the system.

  4	Click a serial number.

  5	Click the browse button under the Reserved for field to produce a list of customers.

  5	Select a customer and click [OK].

  6	Click [Close].

  7	When you return to the property sheet, the customer name appears in the Reserved for column.


PM Tasks wizard

The PM feature is available only if specified in your license agreement. Follow these steps if your organization has purchased the Preventive Maintenance feature:

  1	From the Location view, double-click on the customer.

  2	Click on the [Equipment] tab.

  3	Double-click the piece of equipment.

  4	Click the [PM Tasks] tab.

  5	Click [New] to initiate the PM Tasks wizard.

  6	Most of the data elements default from SM Settings. You may change any or all of these as desired. Click [Next] to produce the scheduling window.

  7	Select interval of the PM work. A type of Non-standard allows you to specify the months the work will be performed. For example, air conditioning work for the months of June, July, and August would be typed as non-standard, and you would select those months.

  8	Click [Next].

  9	Entry of a part list is optional. It is, however, printed on PM work orders and is also used to produce the PM Parts Requirement analysis for a specified period. Click the browse button and select a part.

10	Click [Finish].

Note

•	If a PM task is part of the coverage of a service agreement, it is important to note how the following situation must be handled. If a PM task has already been set up for a piece of equipment and then an agreement is created that covers the piece of equipment, you must manually edit the PM task for the piece of equipment and identify the agreement under which coverage is provided. The agreement number is not automatically associated with PM tasks that have already been set up for the equipment. The best solution is to define the equipment to be covered, create the agreement that covers the equipment, then set up the PM task for the equipment and select the agreement. It should also be noted that if an agreement expires before a renewal offer is approved or accepted, any PM tasks set up for equipment covered by the agreement will be set to inactive. After the renewal offer is approved or activated, you will have to Show Inactives, then manually activate any PM tasks for equipment covered by the agreement.


Generate PM work orders

PM work orders are generated automatically by the Generate P.M. Work Orders ready to be scheduled task in Daily Processing. It is important, however, to understand the logic that the daily processing task uses to combine PM tasks for a single customer’s equipment on a single work order.

First of all, the following items on the multiple tasks must be identical:

•	Scheduled day

•	Problem

•	Call type

•	Center

•	Customer

•	Agreement number, if specified

Additionally, if a technician has been specified on any one of the PM tasks, all of the technician numbers must be the same. If no technician numbers have been specified, then the required skills must all be the same.

Note

•	PM work orders are identified on all work order data views with a Y in the PM? column.


PM planner

The PM Planner is used to analyze and balance PM task scheduling. PM schedules are set up on a 12-month, 5 weeks per month, 7 days per week calendar and remain valid for:

•	The life of the service agreement covering the piece of equipment, if any, or

•	Until manually cancelled.

The PM Planner allows the schedule of all PM tasks to be viewed in a graphical manner on a single display and modified as desired based upon daily loading, manpower requirements, and manpower availability. The initial display is unfiltered and shows all existing PM tasks.

Each cell on the PM Planner, or schedule board, displays the total estimated hours of all PM tasks scheduled for a particular day, rounded to the nearest hour. Colors of red, green, and yellow are used to indicate light, medium, and heavy loading based upon preset parameters. Clicking on a particular cell will cause all PM tasks scheduled for that day to appear in the lower window for review or to allow rescheduling of one or more tasks.

Note

•	If you need to prevent PM work orders from generating through Daily Processing, mark the PM task as inactive.

•	If the total PM task hours per day are not appearing on the PM planner, you may need to adjust your screen resolution settings.


Filter the PM data

The initial view is unfiltered and shows all existing PM tasks. In order to more easily analyze the schedule, it may be necessary to filter the PM data by one or more of the following:

•	Center

•	Technician

•	Technician Group

•	PM Task

•	Required Skill

•	Equipment Class

To filter the tasks:

  1	Position the mouse pointer anywhere within the cell area and right-click.

  2	Select Settings from the context menu.

  3	Select one or more of the parameters to filter the data.

Tip

•	The daily loading colors may be specified from the same dialog. There are two input controls each containing a number. The first number identifies the loading break between light and medium, and the second number identifies the loading break between medium and heavy. For example, a daily loading of less than 24 hours is considered light and anything over 48 hours is considered heavy. Between 24 and 48 hours is considered normal. This may be adjusted to fit your organization.


Edit scheduled tasks

It is typically necessary to change the schedule of certain PM tasks during the year. To edit any of the properties of a scheduled task:

  1	Click on the cell representing the schedule day.

  2	Double-click on the task in the lower window to display the task’s properties.

The various tabs’ properties are described below:

•	The [General] tab contains the task, center, call type, problem, agreement number, skill, estimated hours, and assigned technician.

•	The [Schedule] tab allows complete control over the schedule interval, month, week, and day.

•	The [Required Parts] tab shows any parts list that exists and allows the list to be edited as required.

•	If a work order has already been generated for the task, work order specific information will be presented in the [Work Orders] tab.

•	The [Notes] tab will contain any notes pertaining to the work to be performed.

  3	The PM Planner view will be updated after schedule editing to reflect the changes.

Note

•	Only one PM Planner view may be active at a time.


Print PM hours matrix

A hard copy of the PM Planner view may be obtained by:

  1	Right-click in a cell of the planner and to produce a context menu.

  2	Select Preview; then select the appropriate filter and sort parameters.


Create sales leads

To create a sales lead for a customer:

  1	Double-click on the location.

  2	Click the [Leads] tab.

  3	Click [New lead] to activate the wizard.

  4	Complete the wizard.


Create sales leads

Sales leads are simply considered properties of locations. Even though a prospect may not actually be a customer, a location must be defined for the prospect.


Create new lists

  1	From the Setup menu, select Sales Leads, Marketing Lists.

  2	Click [New].

  3	Click [Next].

  4	Click [Add].

  5	Double-click on the location to add to the list.

  6	Repeat steps 4 and 5 for each customer to include in the list.

  7	Click [Finish] when you have added all the locations.

  8	Click [Done].


Create new lists

From time to time, your organization probably has requirements for generating select lists of locations or prospects that can be used for direct mailings or telephone solicitations. Service Management provides this capability.


View and edit a list

To edits lists:

  1	From the Setup menu, select Sales Leads, Marketing Lists, which produces a data view of available lists.

  2	Open the desired list by double-clicking on the list or click [Edit].

  3	Click the [Locations] tab to display the contents of the list.

  4	Click [Add] or [Delete] to edit the list.


Print a list

To print the contents of a marketing list:

  1	From the Setup menu, select Sales Leads, Marketing Lists.

  2	Double-clicking on the list or click [Edit].

  3	Once the list properties are displayed, click on the [Locations] tab to display the contents of the list.

  4	Right-click on any of the entries and select Print List.

Tip

•	You can also print a list by positioning the mouse pointer on the location in the Locations window, right-clicking to produce a context menu, and selecting the Print List.


Launch the wizard

The Marketing List Wizard is a powerful, simple tool that can be used to create lists based on simple or complex searches.

  1	From the Tasks menu, select Sales Leads, Marketing List Wizard.

  2	Follow the steps in the wizard.

Or

  1	In the Locations window, click on a location.

  2	Right-click and select Marketing List Wizard.

  3	Follow the steps in the wizard. See:

 Specify customer records

 Select equipment

 Select service history

 Select agreements

 Select invoices

 Specify output


Specify customer records

In this window you will specify parameters that the customer prospect records must meet to be included in the output. In some instances, you may wish to create a subset of records from a marketing list that already exists. Your selection should be either:

•	ALL if the search is to be made through the entire customer prospect database, or

•	A specific marketing list if you wish to create a subset of an existing list. For example, you may have already created a list of customers that reside in a specific service area and now you want to further reduce that list to people that have active service agreements.

Note

•	Keep in mind that selection of multiple parameters is an AND operation, where all of the selected parameters must match. For example, if you select a customer type and a service area, only records that match both of the search parameters are included.


Select equipment

In the equipment window, you must select the check box Select customers based on equipment to enable the remainder of the fields. Obviously, selection of parameters on this window will be of little value if detail equipment information has not been entered for customer equipment. If your database does not contain customer equipment records, do not select the check box Select customers based on equipment.


Select service history

In the service history window, you must select the check box Select customers based on recent service history to enable the remainder of the fields. This window allows consideration of various service-related data during the database search.


Select agreements

In the agreements window, you must select the check box Select customers based on agreements to enable the remainder of the fields. This window allows consideration of agreement and renewal data during the database search.


Select invoices

In the invoices window, you must select the check box Select customers based on revenues to enable the remainder of the fields. This dialog allows consideration of invoice data during the database search.


Specify output

To specify output:

  1	In the output window, you must click the option for your output location. Your choices for list output include:

Add to an existing marketing list	Click the radio control to the left of the control to enable the marketing drop-down list. Use the drop-down control to the right of the list box to produce a list of marketing lists. Click on the desired list to select it.
Replace existing marketing list	Click the radio control to the left of the control to enable the marketing list drop-down. Use the drop-down control to the right of the list box to produce a list of marketing lists. Click on the desired list to select it.
Create new marketing list	Click the radio control to the left of the control to enable the marketing list control. Enter a description of the list to be created.
Tab delimited text file for mail merge	This is the default option and the radio control has been checked by default to enable the field. Click on the browse button to the right of the control, select the folder into which the output is to be written, then fill in the file name appropriately (such as mylist.txt).
  2	Click [Finish] to initiate the search and create the list. Click [Back] to make changes to previous pages. Click [Cancel] to cancel the operation.


Export marketing lists

Marketing lists may easily be exported into tab delimited text files that can be used for mail-merge operations with most word processing software. Use one of the following methods for list export:

  1	From the Setup menu select Sales Leads, Marketing Lists to display a marketing list data view.

  2	Highlight a list and right-click to display a context menu.

  3	Select Export Service Sites.

  4	Browse to a directory and type the name of the text file for the exported list.

  5	Click [Save].

  6	Click [Done].


Print location lists

To print lists of customers:

  1	Open the Customers window.

  2	Position the mouse pointer on a customer, and right-click to produce a context menu.

  3	Select Print List to produce a selection filter window.

  4	Select the appropriate filter parameters and click OK. The list of all customer prospect records that meet the criteria will appear in the preview window for review or print.


Merge customer accounts

To merge two records together:

  1	Open the Customers window

  2	Highlight the record that will be eliminated.

  3	Right-click and select Merge With Other Customer. A dialog will be presented that explains the operation you are about to perform.

  4	The customer you selected in step 2 will default in the Obsolete customer record field. Browse to select the customer in the Surviving customer record field.

  5	Click [Finish] to start the merge operation.

  6	Click [Cancel] to abort the merge operation.

Note

•	Demographic data from the obsolete customer record will be discarded.


Merge customer accounts

Merging two customer records combines service and accounting history. You may need to do this, for instance, if a customer calls in for service and you enter a record, even though one already existed.


Vendors from AP

To synchronize vendors from AP:

  1	From the Tasks menu select Synchronize Vendors from AP.

  2	Click [OK] to select ALL vendors, or select a vendor type from the menu; then click [OK].

Synchronization updates the following vendor fields in Service Management:

SM Vendor Fields	AP Vendor Fields
AP Vendor	Vendor ID
Name	Vendor Name
Address	Address 1
Address 2	Address 2
City	City
State	State
Zip	Zip
Contact	Contact 1 Name
Phone	Contact 1 Phone
Fax	Fax Number
Tax Group	Tax Group


Reconcile duplicate vendor names

  1	To reconcile duplicate vendor names in TS, rename one of the identical vendor names to a unique name. For example if your vendors are named

06	Westside Contracting
02	Westside Contracting

Rename the first vendor to

06	Westside Contracting1
  2	Synchronize the vendors again in Service Management.

 	Related Topics


Export to TS

Service Management generates text files to two Timberline Office applications:

 Accounts Payable (AP)

 Payroll (PR)


AP invoice text files

Service Management automatically writes to the APSMimport text file after creating invoices. If the APSMimport file already exists and has not been previously imported into Accounts Payable, then new records are appended to the file. If the import file has been imported into AP, then the file is deleted and a new blank file is created. The following fields are generated in the file:

AP Field	SM Fields or Calculation
Invoice Field	APIF = Accounts Payable Invoice Field  APDF = Accounts Payable Distribution Field
Vendor	Timberline Vendor ID from SM Vendor
Invoice	Vendor invstr from the PO invoice record
Description	PO Number + PO description from the PO invoice record
Amount	TotalSale + SalesTaxAmt + FreightAmt from the PO invoice record
Tax	SalesTaxAmt from the PO invoice record
Discount offered	Discount amount based on SM vendor settings (discount %)
Misc Deduction	Blank
Invoice Date	Invoice date from the PO invoice record
Date Received	Blank
Discount Date	Invoice date + discount days from SM vendor record
Payment Date	Blank
Accounting Date	Accounting date from the PO invoice record
Invoice Code 1	Journal number from the Journal record
Invoice Code 2	Vendor order number from PO
Summary Payee Name 1	Blank
Summary Payee Address 1	Blank
Summary Payee Address 2	Blank
Summary Payee City	Blank
Summary Payee State	Blank
Summary Payee Zip	Blank
Distribution Field
Commitment	Blank
Commitment Line Item	Blank
Equipment	Blank
EQ Cost Code	Blank
Job	Blank
Extra	Blank
Cost Code	Blank
Category	Blank
BL Std Item	Blank
Property	Blank
Expense Account	Debit account from the item record
AP Account	Credit account from the item record
Misc Deduction2	Blank
Tax Group	TS Tax Group from the PO invoice record
Units	Quantity invoiced from the PO items record. If a freight distribution, then 1. If a tax distribution, then 0.
Unit Cost	Unit cost from the PO items record. If a freight distribution, then the amount of the freight. If a tax distribution, then 0.
Amount	Units * Unit Cost (from above). If a tax distribution, then blank.
Tax	If non-tax distribution, then 0.00. If tax distribution, then sales tax amount from the PO invoice record.
Tax Liability	Blank
Discount Offered	Blank
Retainage	Blank
Misc Deduction	Blank
1099 Exempt	N
Dist Code	Blank
Draw	Blank
Misc Entry 1	Blank
Misc Entry Units 1	Blank
Misc Entry 2	Blank
Meter/Odometer Reading	Blank
Meter/Odometer Reading	Blank
Description	Description from PO item record (first 30 characters), or “Sales Tax” for tax distributions, or “Freight” for freight distributions. This is the Part description of Miscellaneous Item description.
Authorization	Blank
Joint Payee	Blank
Note

•	A separate distribution record will be created for each purchase order item, and a separate distribution will be created for sales tax and freight. Sales tax is calculated for each item.


Export to Payroll

  1	Verify that all the required technicians are set to Export time to Payroll. You will find this option under Setup, Technicians, Technicians, [Edit], [Payroll].

  2	From the Tasks menu, select Accounts Receivable, Export Time to PR.

  3	Consider these notes about the following fields in the window.

Field	Description
Beginning Date	Enter the beginning date for the work order items.
Ending Date	Enter the ending date for the work order items. This date cannot be earlier than the beginning date.
File Name	SMPRMMDD format. If the file already exists the system will prompt you to continue and you may overwrite the existing file.
  4	Click Start to export the entries.


Export to Payroll

Service Management provides an interface to the Timberline Software Payroll application. You can export time entries your technicians make on work orders to a text file that imports into the payroll application. Follow these guidelines for successful exporting:

•	The pay type IDs and technician IDs in Service Management must match the pay type IDs and employee IDs in the PR.

•	Ensure the Export time to Payroll field on each technician’s [Payroll] tab is marked. This option defaults with the check box selected.


Add a report to the menu

Service Management provides a feature to customize the Reports menu. This will allow you to access reports easily that you use on a regular basis.

To add a report to the Reports menu:

  1	From the Reports menu, select Custom Reports Manager.

  2	Click [New].

  3	Enter a name.

  4	Click the browse button and select the path where the report resides.

  5	Enter a Submenu name for the report.

  6	If you want the report to automatically print to a file, select the check box Print to file, and enter a file name; then click [Finish]. If you want to preview then print the report, click [Finish].


Tasks menu

The Tasks menu provides quick access to tasks that must be performed on a periodic basis. This menu will continue to grow as the system is expanded. Items currently on the Tasks Menu include:

 Work orders

 Accounts Receivable

 Agreements

 Purchasing

 Inventory

 Fleet Maintenance

 Sales Leads

 Synchronization

 Daily Processing


Work orders

The following table describes each task in the Work orders menu.

Print work orders	The task Print Work Orders provides the capability of printing all work orders that have not yet been printed. You can also print a group of work orders by specifying beginning and ending work order numbers. Since preventive maintenance work orders have a different print form than standard work orders, you must select either PM or Non-PM work orders to be printed. Small jobs are included in the Non-PM work order print
Work order review	Use to review work orders based on criteria such as the Cutoff date, the Center, the Department, the Call Type, the Technician group, the Technician, the Location Type, and Entered by. You can also specify only small job work orders , only unreviewed work orders, only open work orders, only completed work orders, and only invoiced work orders. When you have finished reviewing the work orders, you can change the status to reviewed.
Bill work orders	Use to bill multiple work orders on one invoice. Select the work orders you want to bill. You can group work orders by Accounts Receivable customer and service location, or you can bill work orders individually. The settings and selections in the Work Order Billing window are saved when you exit and return to the window.


Accounts Receivable

The following table describes each task in the Accounts Receivable menu.

Print Invoices	This option allows specific invoices to be printed or reprinted. One option allows all invoices that have not already been printed to be printed as a batch. The second option allows a range of invoice numbers to be selected for printing.
Amortize Reserve Accounts	This option will amortize the monthly balance in all reserve accounts over the proper amortization periods. For example, if a particular reserve account has a monthly balance of $12,000 and the account is a 12-month reserve account, the amortization process will create 12 debit entries of $1,000 each to the reserve account over the next 12 accounting periods and similarly credit the corresponding sales account.
Export time to PR	Prompted for Beginning and Ending dates, which allows you to specify the time entries to be exported. The file name defaults to SMRPMMDD.txt. If the file already exists, you will be prompted to overwrite it.


Agreements

The following table describes each task in the Agreements menu.

Print Active and Approved Agreements	This task will print selected active and approved agreements (forms). Several selections are provided with this task. By default, all unprinted agreements will be selected. Additional selection by agreement type is available. Upon selection of the Print button from the preview window, all qualifying agreements will have the printed flag set so that they are not reprinted in the future. If you do need to reprint agreements, you must click the All Unprinted check box to deselect that option and then specify a range of agreement start dates to identify the agreements to be printed. If a single agreement needs to be reprinted, use the customer lookup to locate the customer’s data view, then go to the [Agreements] tab, select the desired agreement, and use the Print option from the context menu.
Print Quotes and Renewal Offers	This task will print selected quotes and renewal offers (forms). Several selections are provided with this task. By default, all unprinted quotes and renewals will be selected. Additional selection by agreement type is available. Upon selection of the Print button from the preview window, all qualifying quotes and renewals will have the printed flag set so that they are not reprinted in the future. If you do need to reprint some quotes or renewals, you must click the All Unprinted check box to deselect that option and then specify a range of agreement start dates to identify the quotes or renewals to be printed. If a single quote or renewal needs to be reprinted, use the customer lookup to locate the customer’s data view, then go to the [Agreements] tab, select the desired quote, and use the Print option from the context menu. If the item to be printed is a renewal, select the Renewal option from the context menu, then the Print option from the renewal context menu.


Purchasing

The following table describes each task in the Purchasing menu.

Enter P.O.	This option provides the ability to enter new purchase orders into the system.

Print P.O.’s	This option will allow purchase orders to be printed. Users may print all unprinted purchase orders or select a starting and ending number range.


Inventory

The following table describes each task in the Inventory menu.

Transfer Parts	This option provides the ability to transfer one or more parts from one stocking location to another. Enter text that describes the transfer. This description will appear in the transaction log. Enter the date of the transfer. Select the source of the transfer, which can either be a stocking location or a vendor, by first selecting the appropriate radio button control and then selecting a value from the drop-down list. Select the destination of the transfer, which can either be a stocking location or a vendor, by first selecting the appropriate radio button control and then selecting a value from the drop-down list. Service Management also provides the ability to transfer the complete contents of one stocking location to another location. This is sometimes needed when an old truck is replaced with a new one. This can be accomplished easily by checking the control at the bottom of the dialog that says Transfer entire source location contents. If the “Fills restocking list” control is checked, any parts specified on this transfer will be applied against any open restocking list for the destination location. Click the Next control to proceed to the register to select parts for the transfer. Click the Finish control to save the transaction after all parts and associated quantities or serial numbers have been selected for the transfer.
Generate Restocking Lists	This report will print a restocking report for any or all restocking lists that are currently open in the system. Stocking lists must be generated before they can be printed. Refer to the Inventory section of the Tasks Menu for more information on Generating Restock Lists. The report may be sorted by stocking location or part number, with stocking location as the default. If the report is sorted by stocking location, an optional page break may be selected that will start each new stocking location at the beginning of a new page. This provides an easy way for the parts people to pull and batch the required parts by location .If the sort by part number is selected, all stocking lists will be evaluated and the quantity for each location will be shown. This would allow the total quantity of each part required to be pulled at the same time. Since restocking lists are generated from standard stock lists associated with stocking locations other than main stock, reorder lists will only appear for those locations.
Fill Restocking Lists	Use this option to actually affect the transfer of parts from one stocking location to another. The application assumes restocking is being done from Main Stock. Select the destination location from the drop-down list, which will only contain locations for which a restocking list exists. Click the Next button to proceed to the register where the list of parts and quantities can be verified and/or edited before completing the transaction. Click the Finish button to save the transaction.
Value Lists	Select this option to produce a report of the value of inventory items for either main stock or one or more stocking locations, referred to here as Trucks. You can select all truck locations with an optional page break between or a single location. All items with a quantity on-hand other than zero will be included for valuation. Item valuation will be computed using the inventory valuation method selected in inventory SM Settings.


Fleet Maintenance

The following table describes the task in the Fleet Maintenance menu.

Edit Expenses	Use this option to enter fuel, oil change, repair, and miscellaneous expenses for vehicles.


Sales Leads

The following table describes the task in the Sales Lead menu.

Marketing List Wizard	Use this option to launch the Marketing List Wizard.


Daily Processing

To run Daily Processing:

  1	From the Tasks menu, select Daily Processing.

  2	Select each check box next to the task you want to run in this instance of Daily Processing.

  3	Click [OK].

The tasks are divided into three categories:

•	Service

•	Expire job quotes

•	Roll e-cards

•	Agreements

•	Expire agreements and activate approved renewals

•	Expire quotes and renewal offers

•	Generate renewal offers for expiring agreements

•	Generate invoices for agreements ready to be billed

•	Amortize agreements

•	Preventive Maintenance

•	Generate P.M. work orders ready to be scheduled


Multiple day work orders

With Service Management’s DBoard you can schedule a work order for multiple days. The work order will span those days on the 5 Week Schedule. The user will set up options to determine what constitutes a normal workday and whether or not weekends are part of a normal workweek. Make these selections under [image] SM Settings on the [Work orders] tab.


 Zoom In

Click this button to increase the size of the DBoard cells, or ECards, which will make all DBoard text more readable. However, the number of columns and rows will decrease as the ECards become larger, thus making many of the day’s assignments visible only by use of the horizontal and vertical scroll bars.


Zoom Out

Click this button to decrease the size of the DBoard cells, which will make all DBoard text less readable. As the ECards become smaller, the number of columns and rows increase, thus making more of the day’s assignments visible on the board at one time, but also making the text harder to read.


Increase Column Width

Click this button to increase the width of the individual DBoard cells.


Reduce Column Width

Click this button to reduce the width of the individual DBoard cells. If this button is grayed out, the cells are at the smallest width possible.


Cell Format

Click this button to select different customer and work order data elements to be displayed in the DBoard ECards. Each time the button is clicked, a different set of data elements is displayed in the ECard cells.

Options include:

•	Customer start time and end time

•	Customer address

•	Customer work order number, map locator, postal code, service area, estimated hours

•	Customer contact information

•	Customer call type problem


Lock Cell Size

Click this button to toggle, but its name is somewhat of a misnomer. Clicking the button does not actually keep the cell size from changing, but rather keeps the size of the font from changing as the DBoard view is resized with the zoom buttons, standard Windows full screen button, or by dragging the window boundary with the mouse. Clicking the button will lock the size of the font within the cell. Clicking it again will return the cell to the default state.

Note

•	The DBoard cell size is constant, regardless of selecting the lock cell size. The cells will appear on the DBoard as you last specified them.


Time Stamp - Notified

Click this button to add a time stamp with a notified status to the selected ECard’s time stamp history. The DBoard display color for Notified is teal.


Time Stamp - Acknowledged

Click this button to add a time stamp with an acknowledged status to the selected ECard’s time stamp history. The DBoard display color for Acknowledged is magenta.


Time Stamp - No Answer

Click this button to add a time stamp with a no answer status to the selected ECard’s time stamp history. The DBoard display color for No Answer is yellow.


Time Stamp - Travelling
Time Stamp - Traveling

Click this button to add a time stamp with a traveling status to the selected ECard’s time stamp history. The DBoard display color for Traveling is white.


Time Stamp - Started

Click this button to add a time stamp with a started status to the selected ECard’s time stamp history. The DBoard display color for Started is green.


Time Stamp - Suspended

Click this button to add a time stamp with a suspended status to the selected ECard’s time stamp history. The DBoard display color for Suspended is red.

Note

•	ECards with a status of suspended can be added to the work order using the Prefill Labor Entries feature.


Time Stamp - Completed

Click this button to add a time stamp with a completed status to the selected ECard’s time stamp history. This means that the technician has completed his assignment for the work order. It does not mean that the work order itself has been completed. The DBoard display color for Completed is gray.

Note

•	ECards not stamped completed are rolled from day to day and will continue to appear on DBoard views until they are stamped Completed or Suspended, so it is important to use this time stamp on all completed work.


Vendor discounts

Vendor discounts fields are on the Controls tab of the vendor. The discount percent and the number of discount days synchronize from the vendor in AP, but you can change these values. When the AP invoice is created in SM, the discount information prefills from the vendor and is applied to the invoice.


Hierarchy - Cost code and category
Hierarchy - Cost code

Below is the retrieval hierarchy for the cost code.

  1	Agreement type

  2	Repair

  3	Problem

  4	SM Settings, [Interface Settings], [JC Options]

Note

•	The hierarchy retrieves from the agreement type if the cost code is related to an agreement.


Hierarchy - Category

Below is the retrieval hierarchy for category.

  1	Product

  2	SM Settings, [Interface Settings], [JC Options]


Edit time entries

The SM interface allows you to post time entries to Payroll. You can also enter time entries for employees that are not in the Payroll system. Time entry records are automatically created for labor items on the work order item register. You can use the edit time entries to review and change the time entry records including adding records.


Edit Time Entries window

The Edit Time Entries window is the main view where you will make changes and additions. Entries in the window appear if the work order date of entry falls between the From and To dates that you specify in the top right hand corner of the window. You can filter entries even further by specifying Unposted entries only, Posted entries only, and All entries.

 	Related Topics


Time Entries window views

Five buttons appear in the Lookup By section of the window to provide a method for sorting information. When you click a button, the corresponding information appears in the first column on the grid. These buttons include:

•	Technician

•	Date

•	Work Order

•	Job

•	Sequence

Note

•	You must activate the Job Cost interface in SM Settings for the [Job] button to appear in the Time Entries window.


Employee totals
Technician totals

When you select a row of an technician, the following totals appear:

•	Total hours

•	Cost amount

•	Total hours billed on the work order

•	Total cost billed for the work order

•	Total non-job hours billed

•	Total non-job cost amount billed

Note

•	You cannot change these amounts. They are read only.


Edit Time Entries columns
Edit Time Entries fields

When you select Edit Time Entries from the Tasks menu, the Edit Time Entries - Selection Criteria window appears.

  1	Select the From date.

  2	Select the To date.

  3	Select the type of entries to include. Choose from:

•	Unposted entries only

•	Posted entries only

•	All entries

  4	Click [OK].

The Edit Time Entries window appears. Below is a table that describes each of the columns in the Edit Time Entries window:

Field	Description

Rcncl	Select this check box to reconcile the time entry for the corresponding technician.

Technician	Select the technician from the drop down list.

Work Date	Enter or select the date the work was completed.

Period End Date	Enter or select the period end date the work order was initially processed.

Work Order	Select the work order from the drop down list.

Location	The location appears. This is a read only field.

Product	Select the product for this work order.

Repair	Select the repair for this work order.

Description	The description prefills from the repair. You can change the description.

Pay ID	Select the pay ID for this technician.

JC Job	If this work order is related to a Job Cost job, the JC job appears. This is a read only field.

JC Extra	If this work order is related to a Job Cost extra, the JC extra appears. This is a read only field.

JC Cost Code	If this work order is related to a Job Cost code, the cost code appears. This is a read only field.

JC Category	If this work order is related to a Job Cost category, the category code appears. This is a read only field.

PR Department	Select a payroll department to send this technician’s time entries to.

PR Pay ID	Select the payroll pay ID to use when posting this technician’s time entries.

Cost Units	Enter the cost unit for this work order.

Total Cost	Enter the total cost for this work order.


Edit Time Entries buttons
Edit Time Entries - additional buttons

After you finish editing the time entries, click one of the following buttons:

Button	Function

[Reconcile All]	Click this button to reconcile all the changes you made to the time entries.

[Cancel Changes]	Click this button to cancel the changes you made to the time entries.

[Done]	Click this button exit the Edit Time Entries window. When you click [Done], a message appears asking if you want to start the Post Time Entries task. Click [Yes] or [No].

[Help]	Click this button to activate a Help window describing the Edit Time Entries window.


Post Time Entries

You can post time entries directly after you edit them.

To post time entries:

  1	After you edit the time entries in the Edit Time Entries task, click [Done].

  2	The message Do you want to start Post Time Entries now? appears.

  3	Click [Yes]. The Post Time Entries window appears.

  4	Select the check box Post reconciled time entries. When you select this check box, the Post entries with Period End Date field becomes active.

  5	Select the period end date.

  6	Select the check box Post unreconciled time entries. When you select this check box, the Post entries dated on or before field becomes and the Use Period End Date field becomes active.

  7	 Select the date to post entries on or before.

  8	Select the period end date for unreconciled time entries.

  9	Select the service center from the drop-down list.

10	Select the department from the drop-down list.

11	Enter the log file.

12	Click [OK].

 	Related Topics


Standard tasks

You can set up standard tasks to use with recurring preventive maintenance calls.

To set up a standard task:

  1	From the Setup menu, select Service, Standard Tasks.

  2	Click [New].

  3	Enter a description for the standard task.

  4	Select a default call type for the standard task.

  5	Select a default problem for the standard task.

  6	Select a default-required skill for the standard task.

  7	Select the estimated number of hours to complete the standard task.

  8	Click [Next].

  9	In the Register window, select the billed quantity and pay type for this standard task.

10	Click [Finish].

Note

•	When you create a new work order the standard tasks will appear in the Tasks/ToDos window.

 	Related Topics


To Dos

You can create a list of steps to use as a checklist when you complete a standard task. These steps will be listed on the work order properties [Tasks/ToDos] tab. To create a To Do list:

  1	From the work order properties window, click [Tasks/ToDos].

  2	Click [Add] above the ToDo window.

  3	In the Add To Do window, enter a description.

  4	Click [OK].

  5	Click [OK] to exit the work order properties window.


Tenant charges

When you bill an invoice directly to a tenant, Property Management charges are created. Post these charges directly to Property Management using the Post Entries function. Entries have a transaction type of tenant charge.

 	Related Topics


Post entries

To post entries:

  1	Enter the Cutoff date.

  2	Select the transaction type. Selections include:

•	ALL

•	Work Order

•	Invoice

•	Purchase Order

•	Agreement

•	Amortization

•	Inventory

•	Tenant Charge

  3	Enter the Log file name.

  4	Click [OK].

 	Related Topics


Work order context menu

The following options are available in the context menu in the work order view.

Properties	Select to open the Work Order Properties window.
Preview	Select to preview the work order.
Location View	Select to display only the work orders for this location.
Mark As Reviewed	Select to change the work order status to reviewed. You must select Always or Optional (warn if not reviewed) under the Review Work Order Before Invoicing option on the [Work Orders] tab in SM Settings for this option to appear in the context menu. When the work order has a Reviewed status, the selection in the context menu changes to Mark as Unreviewed.
Preview Invoice Proof	Select to preview the invoice proof.
Create Invoice	Select to create an invoice for the work order.
Quick Invoice	Select to create a quick invoice for the work order. See the Invoice Format Hierarchy.
Close Work Order	Select to close the work order.
Create Purchase Order	Select to create a purchase order for the work order. The new purchase order wizard activates.
Preview Open PO Items	Select to preview the open purchase order items related to this work order.
Preview Parts Packing List	Select to preview a list of the parts packing list related to this work order.
Cancel	Select to cancel this work order.
Activate Quote	Select to activate the quote. This is available only when the work order is a small job agreement type.
Preview Quote	Select to preview the quote. This is available only when the work order is a small job agreement type.
Preview Job Analysis	Select to preview the job analysis. This is available only when the work order is a small job agreement type.


Work order billing window

Use the work order billing window to select work orders for review based on criteria you specify using the Cutoff date and the [Advanced] filter option. When you specify the criteria, the work orders appear in the Work Order Grid. You can review a work order by double-clicking on it. Select the Close? check box to review the work order before you invoice it. Select the Bill? check box if you have already reviewed the work order and you are ready to generate an invoice for it. Click [Select All] to select the Bill? and Close? check boxes for all of the work order in the grid. Click [Select None] to clear all of the Bill? and Close? check boxes for the work orders in the grid. Once you have reviewed the status of all of the work orders in the grid, click [Generate Invoices].

Tip

•	Press Ctrl while you click on work orders and press Shift while you click on work orders for multi selection.

 	Related Topics


Work order billing - context menu

The following options are available in the context menu in the Work Order Billing window.

Properties	Select to open the Work Order Properties window.
Mark As Reviewed	Select to change the work order status to reviewed. You must select Always or Optional (warn if not reviewed) under the Review Work Order Before Invoicing option on the [Work Orders] tab in SM Settings for this option to appear in the context menu. When the work order has a Reviewed status, the selection in the context menu changes to Mark as Unreviewed.
Mark Ready to Bill	Select to check the Bill? check box, If the Bill? check box is checked, the option in the context menu is Mark Not Ready to Bill and the check box is cleared.
Mark Ready to Close	Select to check the Close check box. If the Close check box is checked, the option in the context menu is Mark Not Ready to Close and the check box is cleared.
Preview	Preview the selected work order.
Preview List	Preview all the work orders in the list.
Create Purchase Order	Select to create a purchase order for the work order. The new purchase order wizard activates.
Location Properties	Select to open the location’s Properties window for the work order.
Cancel Work Order	Select to cancel the work order.
Preview Open PO Items	Select to preview open purchase order items.


Invoice tree

The invoice tree displays work orders that are categorized as Bill? or Close? and they are grouped by Service Management invoices. There are four levels in the invoice tree:

•	Accounts Receivable Invoice - Service Management invoices that will be processed through Accounts Receivable. Theses invoices appear alphabetically by Accounts Receivable customer ID. This level shows who will be billed and the total amount of the invoice.

•	Job Cost Job Invoice – Service Management invoices that will be billed to a Job Cost job invoice  through General Ledger transactions.

•	Property Management Tenant Charges – Service Management invoices that will be processed through Property Management tenant charges.

•	Non-billable – All non-billable work orders.

Click on the tool tip at each level to display more information. You can use the filters in the Work Order Billing window to filter the invoice information in the tree. Click [Generate Invoices] after you have reviewed the information and invoices that appear in the tree will process.

 	Related Topics


Invoice tree - context menu

The following options are available in the context menu in the Work Order Billing window.

Properties	Open the work order properties. This is only available when you have a work order selected at the work order level.
Proof this invoice (if time allows)	Select to print the proof report for the invoice you selected.
Proof all invoices (if time allows)	Select to print the proof reports for all the invoices in the tree.
Remove	Removes the current level from the tree. This will also clear the Bill? and Close? check boxes for all related work orders in the work order grid.
Regroup submenus • To Accounts Receivable Customer • To Job Cost job • To Property Management Tenant • To Location • To Work Order	For the check box menus, a selected check box indicates the current grouping. If you click on a check box that is clear, the work order is removed from the current invoice and it is added to a new invoice with that grouping.
Expand All	Expands all levels in the invoice..
Collapse All	Collapses all levels in the invoice.


Advanced Filter

Use to filter the work orders based on the service location, service center, department, technician group, status, call type, technician, and the date the work order was entered. The fields default to ALL. The statuses include Open, Completed, and Reviewed. After you make the selections, click [OK] to display the work orders that meet the criteria.


WIP accounting

Service Management provides the ability to choose WIP accounting rather than regular accounting. In WIP accounting, the cost of a work order is held in a WIP GL account, usually an asset account, until the work order is billed. When the work order is billed, the cost amount moves from the WIP account to the cost of goods sold account, usually the expense account. If you do not want to use WIP accounting, clear the Use Work In Progress accounting check box on the General tab of the call type.


Invoice Format Hierarchy

Following is the invoice format hierarchy. The Invoice format hierarchy field is in SM Settings, on the call type, and on the location:

1	Call type

2	Service location

3	AR customer

4	SM Settings

Service Management Help version 8.3.13


Work Order Controls

Use to set the defaults on new work orders for this customer.


 Center

Select a center to use as the default on this customer’s work orders.


Exempt status

Select the exempt status to use as the default on this customer’s work orders.


GL Prefix

Select a GL Prefix to use as the default on this customer’s work orders.


Accumulate cost and revenue to Job Cost

Select this check box to accumulate cost and revenue to Job Cost on this customer’s work orders.


Extra

Select an extra to use as the default on this customer’s work orders.


Job

Select a JC Job to use as the default on this customer’s work orders.


Rate sheet

Select a rate sheet to use as the default on this customer’s work orders.


Primary sales rep

Select the primary sales rep to use as the default on this customer’s work orders.


Primary service rep

Select the primary service rep to use as the default on this customer’s work orders.


Tax group

Select a tax group to use as the default on this customer’s work orders.


Agreements settings

Use to select defaults for agreements including default agreement type, the expiration date rounding option, the renewal offer lead time, the periodic billing lead time, and the number of days a quote is active before it expires.


Day of month

Select this check box to set the default expiration date rounding option on agreements to day of month.


Expiration date rounding option

Select from the following to set the expiration date rounding option on your agreements.


End of month

Select this check box to set the expiration date rounding option on agreements to end of month.


None

Select this check box to set the expiration date rounding option to none. The start date will be used if you select None.


Renewal offer lead time

Enter the number of days for the renewal offer lead-time.


Quotes expire after

Enter the number of days after which a quote will expire.


Periodic billing lead time

Enter the number of days to use as the lead-time for periodic agreement invoices.


Default agreement type

Select the agreement type to use as the default when creating new agreements.


General Ledger options

Use this to select the default GL accounts and default prefix.


Accounts Payable

Select the account you want to use for accounts payable. This account is credited when creating accounts payable invoices.


Accounts Receivable

Select the account you want to use for accounts receivable. This account is debited when creating accounts receivable invoices.


Intercompany payable

Select the account to use when intercompany payable (due-to) entries are created. Only accounts with a status of intercompany payable will appear in the list.


Intercompany receivable

Select the account to use when intercompany receivables (due from) entries are created. Only accounts with a status of intercompany receivable will appear in the list.


Inventory

Select the inventory base account to use.


Inventory purchase variance

Select the account you want to use for inventory purchase variance.


Inventory adjustment

Select the base account to use for tracking inventory adjustments.


P.O. accrual

Select the base account to use as the PO accrual account. This will be the credit account when purchase orders are received and debited when the purchase orders are invoiced.


Sales tax expense

Select the base account to use as the default sales tax expense.


Sales tax payable

Select the base account to use as the default sales tax payable.


Default prefix

Select the default prefix for GL accounting entries. This is the last place the system looks when retrieving the GL prefix.


Journals

Select journals for your GL accounting entries. The journals’ defaults are from General Ledger.


Agreement journal

Select the journal to use for agreements. The list contains existing journals from General Ledger.


Amortization journal

Select the journal to use for account amortization. The list contains existing journals from General Ledger.


Purchasing/Inventory journal

Select the journal to use for purchasing and inventory transactions. The list contains existing journals from General Ledger.


Work order journal

Select the journal to use for work orders. The list contains existing journals from General Ledger.


Summarization

Use this to select a method of summarization for General Ledger transactions.


No summarization

Select this and the transactions will not be summarized. A GL transaction will be sent for each invoice, work order, purchase order, and inventory transaction.


By GL Account

Entries with the same GL account (acct date?) are combined into one GL transaction.


By job

Entries with the same job (GL Acct? Acct date?) are combined into one GL transaction.


By work order

Entries with the same work order number are combined into one GL transaction.


Interface Settings

Use to interface between Service Management and other Timberline applications including Accounts Receivable, Billing, General Ledger, Job Cost, Property Management, and Payroll. Select the default General Ledger accounts, the default Job Cost code and category, and the default PM charge type. You can also select GL journals, and GL and PM summarization options.


Accounts Receivable Activate Interface

To interface with the corresponding application, mark this box. For example, if in Service Management the interface to General Ledger is active, General Ledger account numbers are verified when selected in Service Management. When an interface is activated, various items in windows are available that are otherwise unavailable.

In order to create entries for other applications, you must mark Activate Interface and Create entries.

If you do not activate an application, interfacing is unavailable. For example, if in Service Management the interface to General Ledger is inactive, you cannot distribute to General Ledger accounts since those items are not available.


Billing Activate Interface

To interface with the corresponding application, mark this box. For example, if in Service Management the interface to General Ledger is active, General Ledger account numbers are verified when selected in Service Management. When an interface is activated, various items in windows are available that are otherwise unavailable.

In order to create entries for other applications, you must mark Activate Interface and Create entries.

If you do not activate an application, interfacing is unavailable. For example, if in Service Management the interface to General Ledger is inactive, you cannot distribute to General Ledger accounts since those items are not available.


General Ledger Activate Interface

To interface with the corresponding application, mark this box. For example, if in Service Management the interface to General Ledger is active, General Ledger account numbers are verified when selected in Service Management. When an interface is activated, various items in windows are available that are otherwise unavailable.

In order to create entries for other applications, you must mark Activate Interface and Create entries.

If you do not activate an application, interfacing is unavailable. For example, if in Service Management the interface to General Ledger is inactive, you cannot distribute to General Ledger accounts since those items are not available.


Job Cost Activate Interface

To interface with the corresponding application, mark this box. For example, if in Service Management the interface to General Ledger is active, General Ledger account numbers are verified when selected in Service Management. When an interface is activated, various items in windows are available that are otherwise unavailable.

In order to create entries for other applications, you must mark Activate Interface and Create entries.

If you do not activate an application, interfacing is unavailable. For example, if in Service Management the interface to General Ledger is inactive, you cannot distribute to General Ledger accounts since those items are not available.


Accounts Receivable Create Entries

To create and distribute entries to the interfacing application, mark this box. By marking this box, entries are created for the interfacing application. For example, in Accounts Payable, if the interface to General Ledger is active and Create entries is marked, entries are created for General Ledger when posting invoices, printing and reprinting checks, entering manual checks, and voiding checks.


Billing Create Entries

To create and distribute entries to the interfacing application, mark this box. By marking this box, entries are created for the interfacing application. For example, in Accounts Payable, if the interface to General Ledger is active and Create entries is marked, entries are created for General Ledger when posting invoices, printing and reprinting checks, entering manual checks, and voiding checks.


General Ledger Create Entries

To create and distribute entries to the interfacing application, mark this box. By marking this box, entries are created for the interfacing application. For example, in Accounts Payable, if the interface to General Ledger is active and Create entries is marked, entries are created for General Ledger when posting invoices, printing and reprinting checks, entering manual checks, and voiding checks.


Job Cost Create Entries

To create and distribute entries to the interfacing application, mark this box. By marking this box, entries are created for the interfacing application. For example, in Accounts Payable, if the interface to General Ledger is active and Create entries is marked, entries are created for General Ledger when posting invoices, printing and reprinting checks, entering manual checks, and voiding checks.


Accounts Receivable Manual Posting Setting

SM entries must be posted in the interfacing application, regardless of this setting.


Billing Manual Posting Setting

SM entries must be posted in the interfacing application, regardless of this setting.


General Ledger Manual Posting Setting

SM entries must be posted in the interfacing application, regardless of this setting.


Job Cost Manual Posting Setting

SM entries must be posted in the interfacing application, regardless of this setting.


Accounts Receivable Automatic Posting Setting

SM entries must be posted in the interfacing application, regardless of this setting.


Billing Automatic Posting Setting

SM entries must be posted in the interfacing application, regardless of this setting.


General Ledger Automatic Posting Setting

SM entries must be posted in the interfacing application, regardless of this setting.


Job Cost Automatic Posting Setting

SM entries must be posted in the interfacing application, regardless of this setting.


GL Options

Click this button to open the GL Options window where you will select account, journal, and summarization options.


JC Options

Click this button to open the JC Options window where you will select the default cost code and default category.


Misc settings

Use to make a number of settings including defaults for printing, date, phone number, postal code, and social security number formats, startup views, and sequence numbers.


Print work order when created

Select No, Yes, or Preview.  This determines how the work order is presented when you create it.


Print invoice when created

Select No, Yes, or Preview. This determines how the invoice is presented when you create it.


Print purchase order when created

Select No, Yes, or Preview. This determines how the purchase order is presented when you create it.


Next work order

Enter a number you want to use as the beginning of your work order sequence. This number must be greater than the current highest number.


Next invoice

Enter a number you want to use as the beginning of your invoice sequence. This number must be greater than the current highest number.


Date

Select a date format from the list.


Located at

Enter the location at mask to be applied to the Located at tab on the location setup. Located at is helpful in tracking multiple sites per address.


Phone numbers

Enter the phone number mask. You can include extensions.


Show customer view

Select this check box to show the Customer View when you start Service Management.


Show job view

Select this check box to show the Job Site View when you start Service Management.


Show location view

Select this check box to show the Location View when you start Service Management.


Next agreement

Enter a number you want to use as the beginning of your agreement sequence. This number must be greater than the current high number.


Next purchase order

Enter a number you want to use as the beginning of your purchase order sequence.


Postal code

Enter the postal code mask.


Social Security

Enter the social security number mask.


PO/Inventory settings

Use to select information needed for purchasing and inventory tasks.


Calculate discount before sales tax

Select this check box to calculate a sales discount before computing a sales tax on purchase orders.


Center

Select the center to use as the default on purchase orders and inventory transactions.


Department

Select the department to use as the default on purchase orders and inventory transactions.


Export approved vendor invoices to Accounts Payable

Select this check box to export approved vendor invoices to the APSMimport.txt file for import into Accounts Payable. If the check box is cleared, the invoice will not be written to the text file and it will exist only in Service Management.


Use PO cost for markup

Select this check box to use the actual PO cost for markup as opposed to the standard cost. The actual cost is entered during the purchase order entry process.


Prorate freight cost to PO invoice items

Select this check box to prorate freight cost to PO invoice items.


Include prorated tax on work order item costs

Select this check box to include prorated tax on work order item costs. If you do not want tax sent to the work order items, do not select this check box.


Inventory valuation method

Select an inventory valuation method to use as the default. If this setting is changed after inventory balances have been entered, an adjusting GL entry will be made.


Products

Select the products that will be used as the default on the Products tab when you set up SM call types. Products determine the GL accounts to be used on journal entries.


Labor

Select the product to use for labor items.


Parts

Select the product to use for parts.


Miscellaneous

Select the product to use for miscellaneous items.


Flat Rate Labor

Select the product to use for flat rate labor items.


Flat Rate Parts

Select the product to use for flat rate parts.


Small Job Sales

Select the product to use for small job sale items.


Freight

Select the product to use for freight items.


Taxes

Use to select your default tax group and to enter an Australian Business Number (ABN), if applicable.


ABN

Enter the Australian Business Number (ABN) to use as the default, if applicable.


Default tax group

Select a tax group to use as the default. This is the last place the system will look in the tax group retrieval hierarchy.


Work Orders settings

Set up various defaults and settings used in work order processing.


Default pay type

Select the pay type to use as the default on labor work order items.


Default call type

Select the call type to use as the default during work order setup.


Quotes expire after

Enter the number of days after which your small job work order quotes will expire.


PM work order lead time

Enter the number of days for the system to use as a lead time when generating PM work orders through daily processing.


Round time to

Select the unit of time to round to when completing a work order.


Default repair

Select the repair to use as the default when entering labor items on work orders.


Automatically prefill labor based on time stamps

Select this check box to automatically prefill labor hours on work orders, based on time stamps. If this box is cleared, time will be used on a work order by work order basis by using the Prefill button on the work order register.


Default start time

Select the default start time for the workday. This is used as the default for the scheduled start time on work orders.


Default end time

Select the default end time for the workday. This is used as the default when scheduling multiple day work orders.


Hours in work day

Enter the number of hours in a regular workday. This is used when scheduling multiple day work orders and lunches if the start time through the end time is greater than hours in a workday.  A lunch is subtracted from total hours worked.


Saturday is a work day

Select this check box if Saturday is part of your regular workweek.


Sunday is a work day

Select this check box if Sunday is part of your regular workweek.


General

Use this window to designate information regarding this agreement type. This information is used as the default on agreements set up for this customer.


Rate Sheet

Select a rate sheet to use as the default on agreements se up with agreement type.


Pricing Method

Select a pricing method to use as the default on agreements with this agreement type.


Default call type

Select a call type to use as the default on work orders that are associated with agreements of this type.


Warranty

Select this check box to indicate warranty coverage for this agreement type. If this check box is cleared, the agreement type that the warranty reviews to can be selected on the Renewal tab on the agreement type setup.


Automatically approve renewal offers

Select this check box and the daily processing agreement task will automatically approve renewal offers for this agreement type. If you want to manually control expirations and renewals for this agreement type, clear this check box.


Description

Enter a description for this agreement type.


Accounting

Use to select the accounting settings for the agreement type.


Amortize to account

Select the account to amortize the agreement balance to.


Department

Select a department to use as a default for this agreement type.


Product

Select a product to use as a default for this agreement type.


JC Cost Code

Select a JC cost code to use as a default for this agreement type.


Renewal

Use to enter the renewal information for this agreement type. This information is used as the default when setting up agreements with this call type.


Default term

Enter the number of months to use as the default term for renewals of this agreement type.


Default number of billings

Enter the default number of billings for renewals of this agreement type.


Warranty renews to

Select a warranty this agreement type will use when it renews. The only agreement types that are available on the General tab of the agreement type have not been designated as warranty. This field is disabled if the warranty check box on the General tab is cleared.


Percent increase at renewal

Enter the percent increase at renewal to use for this agreement type.


Round to

Enter the number to round equipment prices to for this agreement type. For example, if 1.00 is entered here, renewal prices are rounded to the nearest dollar.


JC options

Use to select the default category and the default cost code.


Default category

Select a category to use as the default.


Default Cost Code

Select a cost code to use as the default.


Location

Use to select location information for the agreement including the bill to address, the contact, the agreement type, the center, and an alternate agreement number.


Location

The location name will prefill based on where the agreement creation process began.


Address

The location address will prefill from the location name.


Bill to

Select the bill to or AR customer for the agreement. If the location type is job, this field is not available.


Address

The address will prefill from the AR customer.


Contact

Select a contact for the agreement.


Job

Select the Job Cost job code, if applicable. This field is only enabled for the location type of job.


Extra

Select the Job Cost extra code, if applicable. This field is only enabled for the location type of job.


Cost code

Select the Job Cost cost code, if applicable. This field is only enabled for the location type of job.


Type

Select the agreement type. This prefills from the Agreements tab in SM Settings.


Center

Select a center for the agreement. This prefills from the WO Controls tab on the locations.


Alt. Agreement #

Enter an alternate agreement number, if applicable.


Status

The status of the agreement appears.


Entered

The date that the agreement was entered appears.


General

Use to select the technician, the sales lead, the lead source, and the salesman and to enter special instructions.


Technician

Select a technician to prefill on work orders associated with this agreement.


Special Instructions

Enter special instructions for this agreement.


Sales lead

Select a sales lead for this agreement.


Lead source

Select a lead source for this agreement.


Salesman

Select a salesman for this agreement. This will prefill from the location’s WO Controls tab.


Period

Use to select terms and billing options.


Start date

Enter the start date for the agreement. You can generate invoices retroactively if this is a past date.  If you do not want the general ledger entries associated with these history invoices, use the To date tab on the agreement setup to enter the agreement’s beginning balance.


Term

Enter the term in the number of months.


Status

The status of the agreement appears.


Rate sheet

Select a rate sheet for the agreement. This prefills from the agreement type set up.


Time of service billing

Select this option if the agreement billings are based on work orders. If an amount per billing or an equipment amount is entered on the agreement, that amount will prefill to the work order register as an agreement line item.


Periodic billing

Select this option if the agreement billings are automatically generated by the system. If an amount per billing or equipment amount is entered on the agreement, an invoice for that amount will be generated by the daily processing task based on the number of billings. The day of generation and the day of month invoice options become available if you select periodic billing.


Day of generation

This option is only available for periodic billing agreements. Select this check box if you want the invoice date to be the day the invoice was generated by Daily Processing Select to apply a day of generation invoicing.


Day of month

This option is only available for periodic billing agreements. Based on the start date, select this check box if you want the invoice date to be the day of the month that the system is scheduled to create the invoice.


Number of billings

Enter the number of billings for this agreement.


Payment

Use to select a payment method, a location of sale, and to enter a customer P.O.


Cash

Select if cash is the payment method.


Check

Select if check is the payment method.


Bill Out

Select if bill out is the payment method.


Credit Card

Select if credit card is the payment method. The Card type, Card number, and Expiration date fields become active when you select this option.


Card type

Select a card type. Card types include Visa, Master Card, American Express, and Discover.


Card number

Enter the credit card number.


Expiration MMYY

Enter the expiration date in MMYY format.


Customer P.O.

Enter the customer purchase order number.


Customer location

Select customer location as the location of sale.


Center

Select center as the location of sale.


Tax exempt

Select this check box to make this agreement tax exempt.


Options

Use to select printing options, and to approve, activate, and bill the agreement.


No

Select to bypass printing the agreement.


Preview

Select to preview the agreement before printing.


Yes

Select to print the agreement.


I want to approve/activate this agreement now

Select this check box to approve and activate the agreement.


I want to bill this agreement now

Select this check box to bill this agreement.


Location

Use to select the location, bill to information, job cost information, and other location related information.


Location

The location name and address will prefill.


Bill to

Select a bill to for the work order. This field will not be available for job location types.


Billing address

The billing address will prefill from the bill to.


Location address

The location address will prefill from the location.


Contact

Select a contact for the work order. The contact will prefill from the location’s General tab.


Job

The job will prefill from the location if the location type is job, otherwise the field is disabled.


Extra

Select a Job Cost extra for the work order, if applicable.


Center

Select a center for this work order. The center prefills from the location’s WO Controls tab.


Status

The status information will prefill.


Alt. WO number

Enter an alternate work number, if applicable.


Miscellaneous

Use to enter a miscellaneous comment.


Entered

The date and time you created the work order appears.


General

Use to make general selections for the work order including call type, call date, equipment to service, problem, rate sheet, location comments, sales lead, lead source, and salesman.


Call type

Select a call type for the work order. The call type will prefill from the Default Call Type field on the Work Order tab in SM Settings.


Call date

Use this field to track the date that the call was taken.


Call time

Use this field to track the time that the call was taken.


Equipment to service

Select a piece of equipment to service. Only the pieces of equipment set up on the location’s Equipment tab are available.


Service agreement

Select a service agreement for the work order. Only the agreements set up on the location’s Agreement tab are available.


Problem

Select a problem.


Salesman

Select a sale person for this work order. The salesman prefills from the location’s WO Controls tab.


Rate sheet

Select a rate sheet for this work order. The rate sheet prefills based on the rate sheet hierarchy (agreement, location, location type, and call type).


Location comments

Enter locations comments, if necessary.


Sales lead

Select a sales lead for this work order.


Lead source

Select a lead source.


Payment

Use to make selections including payment method, location of sale, and location P.O.


Cash

Select if cash is the payment method.


Credit Card

Select if credit card is the payment method. The Card type, Card number, and Expiration date fields become active when you select this option.


Check

Select if check is the payment method.


Bill out

Select if bill out is the payment method.


Location P.O.

Enter a location purchase order number.


Card type

Select a card type. Card types include Visa, Master Card, American Express, and Discover.


Card number

Enter the credit card number.


Expiration date

Enter the expiration date in MMYY format.


Location

Select location as the location of sale.


Center

Select center as the location of sale.


Schedule

Use to schedule the date and start time, the technician, the estimated repair time, the time slot, and the work order priority.


Schedule date

Enter the date that the work is scheduled to start.


Scheduled start time

Enter the scheduled start time that the work is scheduled to start.


Assign to

Select the technician who will be performing the work. Additional technicians can be added to the work order register, Assignments tab, as needed.


Est. repair time (hrs)

Enter the estimated number of hours for the repair time.


Time Slot

Enter a Dispatch Board time slot for the work order.


Priority

Enter the priority for the work order. The Dispatch Board will sort the ECards first based on priority, then by work order number.


Options

Use to select print options.


No

Select no to bypass printing the work order.


Yes

Select yes to print the work order.


Preview

Select preview to preview the print work order.


Timestamps

Use to create new stamps and edit existing time stamps.


[New]

Click to add a new timestamp.


[Edit]

Click to edit an existing timestamp. Timestamp statuses of open and reassigned cannot be edited.


Timestamps

A list of timestamps appear in this window.


Timestamp

Use to enter and select timestamp information including the date, the time, the technician, and the status.


Date

Enter or select the date of the timestamp action.


Time

Enter or select the time of the timestamp action.


Technician

Select the technician associated with the timestamp action.


Status

Select the status.


Assignments

Use to create, view, and modify the schedule or assignments for the work order.


Assignment

Assignments appear in the list. Double-click an assignment to edit it.


[Edit]

Click to edit the highlighted assignment.


[New]

Click to create a new assignment.


Register

Use to add and edit items on the register.


Item register

Use to edit items on the register.


Prefill

Click this button to prefill labor items to the register based on timestamps from the DBoard.


Costs

Use to view and print a list of the costs for the work order.


Inventory

Use to view the inventory history on the work order. Fields include the entry date, the transaction, the operation, and the description.


General

Use to view sold to, bill to, P.O. #, Date, Description, Sales lead, Lead source, Salesman, Center, Department, and location of sale information.


Bill to

Select the bill to account.


Address

The bill to address will prefill based on the bill to customer.


Address

The bill to address information will prefill based on the bill to customer.


Address

The sold to address information prefills.


P.O. #

Enter the purchase order number.


Date

Enter the date.


Credit Invoice

Indicates this invoice is a credit invoice. It is system maintained and based on the work order balance.


Description

Enter a description. This prefills with the work order number and problem.


Customer

This prefills from the work order.


Center

This prefills from the work order.


Options

Use to preview, print, and bypass printing the invoice.


No

Select to bypass printing the invoice.


Preview

Select to preview the invoice.


Yes

Select to print the invoice.


Register

Use to view and verify items on the invoice.


Daily Processing

Use to run daily processing tasks for three areas: service, agreements, and preventive maintenance. Check boxes will only prefill as selected if the task has not been run for that day.


Expire job quotes

Select this check box to expire job quotes for the number of days entered in the Quotes expire after field on the Work Orders tab in SM Settings.


Roll e-cards

Select this check box to roll e-cards.


Expire agreements and activate approved renewals

Select this check box to expire agreements and activate approved renewals for the number of days entered in the Quotes expire after field on the Agreements tab in SM Settings. If the agreement type was set up to automatically approve renewal offers, this task is not necessary.


Expire quotes and renewal offers

Select this check box to expire quotes and renewal offers. The Quotes expire after field on the Agreements tab in SM Settings will affect how quickly the quotes expire.


Generate renewal offers for expiring agreements

Select this check box to generate renewal offers for expiring agreements. If a renewal after lead-time has been designated on the Agreements tab in SM Settings, the renewal for the agreement may be generated ahead of schedule.


Generate invoices for agreements ready to be billed

Select this check box to generate invoices for agreements ready to be billed. If a periodic billing lead-time has been designated on the Agreements tab in SM Settings, the invoices may be generated prior to the scheduled date.


Amortize agreements

Select this check box to amortize agreements.


Generate P.M. work orders ready to be scheduled

Select this check box to generate P.M. work orders ready to be scheduled. If a lead-time has been designated on the Work Order tab in SM Settings, the work orders may be generated prior to the scheduled date.


General

Use to enter work order item details including date, technician, product, equipment, type, exempt status, tax group, and job cost information.


Date

Select the date that the work order item was performed.


Technician

The technician prefills based on the work order assignment.


Product

Select the product. Products appear in the list based on the work order item type. If the type is parts, then products classified as parts in product setup will appear.


Equipment

Select the equipment associated with the work order item, if applicable.


Type

Select the work order item type. You cannot customize this list. The work order item type determines what products are available for selection.


Exempt Status

Select the exempt status. The exempt status prefills from the product unless the location or the agreement has been designated as non-taxable.


Tax Group

Select the tax group. See the tax hierarchy.


JC Job

Select the JC job. This is disabled if the location type is not job.


JC Extra

Select the JC extra. This is disabled if the location type is not job.


JC Cost Code

Select the JC cost code. This is disabled if the location type is not job.


JC Category

Select the JC category. This is disabled if the location type is not job.


Miscellaneous Item Details

Use to enter miscellaneous item details including description, quantity, unit cost, total cost, unit sale, and total sale.


Description

Enter a description of the miscellaneous work order item. Use the browse button to select from a list of miscellaneous items.


Quantity

Enter the number of items.


Unit cost

Enter the unit cost.


Total cost

The total cost is system maintained. It is calculated from the unit cost multiplied by the quantity.


Unit sale

The unit sale will appear, if applicable.


Estimate

Use to enter the total sale and the estimated cost for labor, parts, and miscellaneous items for small job work orders.


Total sale

The total sale will appear, if applicable.


Miscellaneous Cost

Use to enter a miscellaneous cost.


Unit cost

Enter the cost for the miscellaneous cost.


Total sale

Enter the total sale for the small job. This can be modified at any time.


Amount billed

This amount billed is system maintained based on invoice activity.


Sales product

Select the sales product. The revenue account from this product will be used for any invoices created for the small job.


Labor hours

Enter the estimated number of labor hours.


Labor cost

Enter the estimated cost for labor.


Parts cost

Enter the estimated cost for parts.


Misc. cost

Enter the estimated cost for miscellaneous items.


Total cost

The total cost is system maintained field that is the sum of the labor cost, parts cost, and miscellaneous cost.


% Gross margin

The percentage gross margin appears. The percentage gross margin is the total cost divided by the total sale.


Actual

The actual labor hours appear as work order items are entered onto the register.


Actual

The actual labor cost appears as work order items are entered onto the register.


Actual

The actual parts cost appears as work order items are entered onto the register.


Actual

The actual miscellaneous cost appears as work order items are entered onto the register.


Actual

The actual total cost appears as work order items are entered onto the register.


Actual

The actual % gross margin appears as work order items are entered onto the register.


% Complete

The percent of labor hours completed appears as work order items are entered onto the register.


% Complete

The percent of labor cost appears as work order items are entered onto the register.


% Complete

The percent of miscellaneous cost appears as work order items are entered onto the register.


% Complete

The percent of total cost appears as work order items are entered onto the register.


% Complete

The percent of parts cost appears as work order items are entered onto the register.


Small Job Options

Use to activate the work order, and schedule the work order.


Activate this work order now

Select this check box to activate the work order. When you select this check box, the Schedule this work order now check box becomes active.


Schedule this work order now

Select this check box to schedule the work order. If you do not select this check box, the work order will exist with a status of on-hold until scheduled.


Schedule date

Select the date the work is scheduled to be performed.


Scheduled start time

Enter the time the work is scheduled to begin.


Assign to

Select the technician assigned to the work order.


Est. repair time (hrs)

Enter the estimated repair time for the work order. The estimated repair time pefills from the problem.


Time Slot

Enter the time slot.


Priority

Select the priority for the work order. ECards are sorted on the DBoard by priority, the work order number.


Flat Rate Item Details

Enter information for a flat rate item including labor information, parts information, and sales information.


Flat Rate #

The flat rate repair number appears. Click the browse button to select a different flat rate repair.


Usage

Select the type of usage. Options include primary, additional, primary overtime, additional overtime, primary agreement, and additional agreement. Selection sale prices on the repair may be affected by usage.


Included sales tax

The included sales tax prefills from the repair setup.


Exempt Status

Select an exempt status for labor. The exempt status prefills from the product unless the location is designated as exempt on the Work Order Controls tab.


JC Category

Select a Job Cost category for labor. The Job Cost category is disabled if the location type is not a job.


JC Cost Code

Select a Job Cost code for labor. The Job Cost code is disabled if the location type is not a job.


Product

Select a product for labor. Only products classified as labor will be available for selection.


Labor sale

Enter the amount for the labor sale. The labor sale prefills based on repair and usage.


Tax Group

Select a tax group for labor. The tax group prefills based on the hierarchy.


Exempt Status

Select the exempt status for parts. The exempt status prefills from the product unless the location is designated as exempt on the Work Order Controls tab.


JC Category

Select the Job Cost category code for parts. This is disabled if the location type is not a job.


JC Cost Code

Select the Job Cost cost code for parts. This is disabled if the location type is not a job.


Product

Select the product for parts. Only products classified as parts will be available for selection.


Parts sale

Enter the amount for the parts sale. This prefills based on the repair and usage.


Tax Group

Select the tax group for parts. This prefills based on the hierarchy.


Total sale

Enter the amount for the total sale.


Agreement Item Details

Use to view the description and the total sale amount of the agreement.


Description

The description prefills based on the agreement type you selected. You cannot change this description.


Total sale

The total sale prefills based on the agreement you selected. You cannot change the amount.


Labor Item Details

Use to select items such as the repair and pay type. Enter the cost quantity, unit cost, and billed quantity.


Repair

The repair prefills from the default repair designated on the Work Orders tab in SM Settings.


Pay type

The pay type prefills from the default pay type designated on the Work Orders tab in SM Settings.


Cost quantity

Enter a cost quantity.


Unit cost

Enter a unit cost.


Total cost

The total cost appears. You cannot change the total cost.


Billed quantity

Enter the billed quantity.


Unit sale

Enter the unit sale. The unit sale prefills from the rate sheet and then the pay type.


Total sale

The total sale appears. You can change the total sale.


Parts Item Detail

Use to enter and select detail information on the part.


Part

Select a part by clicking the browse button.


Serial number

The serial number appears, if applicable. The check box Requiring serial numbers must be selected for the part must be selected for this field to be enabled.


Source

The stocking location prefills from the employee’s Default tab. You can select a different stocking location.


Quantity

Enter a quantity.


Unit cost

The unit cost prefills from the part and may be altered by markups designated on the rate sheet.


Total cost

The total cost appears. You cannot change the total cost.


Unit sale

The unit sale appears. You can change the unit sale.


Total sale

The total sale appears. You can change the total sale.


Split Product

Use to select the labor product and the parts product. The split product applies only to flat rate work order items where separate products can be designated for labor and parts.


Labor product

The labor product prefills from Products tab on the call type. You can select a different labor product.


Parts product

The parts product prefills from the Products tab on the call type. You can select a different parts product.


History

Use to view the agreement’s history including such items as the start date, the expiration date, the amount billed, the amount amortized, the status, the labor cost, the parts cost, additional sales amount, additional labor costs, additional parts cost, and the gross margin of renewed, expired, and active agreements.


Covered Equipment

Use to view a list of the covered equipment.


Coverage Periods

A list of the current, expired, and renewed agreements appears with coverage period information including the start date, expiration date, amount billed, amount amortized, status, labor cost, parts cost, additional sales amount, additional labor cost, additional parts cost, and gross margin percentage.


Total cost

The total cost for the agreement appears.


Gross profit

The gross profit amount appears.


Gross profit percent

The gross profit percent amount appears.


Call Type

Use to set the call type properties associated with work orders.


Type

Select the type from the list. You cannot customize this list. It includes only small jobs and service.


Description

Enter the description.


Agreement required

Select this check box if an agreement is required for this call type. This field is disabled if the type is small job.


Call back

Select this check box if you want to associate work orders with this call type as call backs. This field is for reporting purposes only and is disabled if the type is small job.


Service at center

Select this check box if the work associated with this call type should be performed on site as opposed to at the service location.


Rate Sheet

Select a rate sheet. This field is disabled if the type is small job.


Use Work In Progress accounting

Select this check box to activate WIP accounting for work orders with this call type. If this check box is not selected, WIP accounting entries will not be made during work order processing.


Products

Use to select the products for the call type. Products will prefill to the work order based on these selections. The product also determines the GL accounts used for journal entries.


Labor

Select the labor product for this call type.


Parts

Select the parts product for this call type.


Miscellaneous

Select the miscellaneous product for this call type.


Flat rate labor

Select the flat rate labor product for this call type.


Flat rate parts

Select the flat rate parts product for this call type.


Small job sales

Select the small job sales product for this call type.


Accounting

Use to select the default prefix account code for the center.


Default prefix

Select the default prefix account code for the center.


General

Use to enter or select general properties for the center including information such as the name, address, phone, fax, the tax group, the exempt status, the abbreviation, and the ABN.


Name

Enter the name of the center.


Address

Enter the address of the center.


Address

Enter the address of the center.


City

Enter the city for the center.


State

Enter the state for the center.


Postal code

Enter the postal code for the center.


Tax group

Select the tax group for the center.


Exempt Status

Select the exempt status for the center.


Abbreviation

Enter the abbreviation for the center.


Owner ABN

Enter the Australian Business Number (ABN) for the center, if applicable.


Phone

Enter the phone number for the center.


Fax

Enter the fax number of the center.


Convert Job to Customer

Use this wizard to convert a job site to a customer site. Work orders on the job site must be closed before making the conversion.


AR Customer

Select the AR customer you want this job site to be converted to.


GL Prefix

Select the GL prefix.


Accumulate cost and revenue to Job cost

Select this check box if you want the customer to accumulate cost and revenue to Job Cost. If you select this check box, the Job and Extra fields become active.


Job

Select a job to associate to the customer site.


Extra

Select an extra code to associate with the customer site.


General

Use to view and verify items on the invoice including the description, product, exempt status, tax group, JC job, JC extra, JC cost code, quantity, unit sale, and total sale. To edit these fields, cancel out of the invoice wizard and return to the work order register.


Description

This is a description of the work order item, such as repair, part, misc item, and agreement.


Tax Group

This is the tax group from the work order item.


Quantity

This is the billed quantity.


Unit sale

This is the sale amount.


Total sale

This is the amount of the total sale.


JC Job

If the location type is not job, this field is blank.


JC Cost Code

This is the JC cost code from the products. If the location type was not job, this field is blank.


Flat Rate

Use to enter and select items on the flat rate product of a work order invoice.


Description

Enter the description.


Tax Group

Select a tax group for products.


JC Cost Code

Select a JC cost code for products.


Tax Group

Select a tax group for labor.


JC Cost Code

This is the JC cost code for parts from the product. If the location type was not job, this field will be blank.


JC Job

This is the JC job from the product. If the location type was not job, this field will be blank.


JC Extra

This is the JC extra from the product. If the location type was not job, this field will be blank.


Labor sale

This is the labor sale from the work order item.


Parts sale

This is the parts sale from the product. If the location type was not job, this field will be blank.


Included sales tax

This is the included sales tax from the work order item.


Total sale

This the total sale from the work order item.


General

Use to enter and select general details about the customer including the name, AR customer, alias, type, address, and contact information. Use the memo field to enter special notes about the customer.


Name

Enter the customer’s name. The name will default if you selected an AR customer in the New Location window.


Alias

 Enter an alias for this customer. This name will be used on the Dispatch Board.


AR Customer

The AR customer will prefill if you selected on in the New Location window. If you select a different AR customer from the list, a message appears asking if you want to prefill from the AR customer.


Type

The type will prefill from the AR customer information. You can select a different type.


Address

The address will prefill from the AR customer information. You can enter a different address.


Address

The address will prefill from the AR customer information. You can enter a different address.


City

The city will prefill from the AR customer information.


State

The state will prefill from the AR customer information.


Postal code

The postal code will prefill from the AR customer information.


Phone

The phone number will prefill from the AR customer information.


Located at

Enter the location key number. This can be useful if there are multiple sites at the same address.


Map

Enter a map number, if applicable.


Fax

Enter a fax number.


Primary Contact

Use to select the primary or the alternate contact.


Name

The primary contact name will prefill from the AR customer information.


Phone

The primary contact’s phone number will prefill from the AR customer information.


Title

Enter the primary contact’s title.


Mobile

Enter the primary contact’s mobile phone number.


Email

Enter the primary contact’s Email address.


Fax

Enter the primary contact’s fax number.


Memo

Use to enter special notes and instructions about this customer.


Marketing Lists

Use to add the customer to existing marketing lists.


Marketing List

Click on the marketing list you want to add the customer to. If no marketing lists exist, set one up through Setup  > Sales Leads or use the Marketing List wizard under Tasks > Sales Leads.


Custom Report

Use to add custom reports to the menu.


Name

Enter the name of the report, as you want it to appear on the menu.


Path

Use to select the path where the report resides.


Submenu

Use to enter or select a submenu for this report.


Print to file

Select this check box to automatically print this report to file.


Dispatch Board Selector

Use to create a DBoard based on the schedule date, the employee group, and the center.


Schedule date

Enter or select the date.


Group

Select a group or select ALL to display all the groups on the DBoard.


Center

Select a center or select ALL to display all the centers on the DBoard.


Show empty columns

Select this check box to view all employees on the DBoard. Leave this check box cleared to view only those employees with active work orders.


Accounting

Use to select the default prefix code for the department.


Default prefix

Select a default prefix for the department.


General

Use to enter a description of the department.


Description

Enter a description of the department.


General

Use to enter a description of the employee status.


Description

Enter a description of the employee status.


Defaults

Use to select the center, department, and stocking location to use as the default for the employee.


Center

Select the center to use as the default for the employee.


Department

Select the department to use as the default for the employee.


Stocking Location

Select the stocking location to use as the default for the employee.


New Number

Use to enter a number for a new employee.


Employee number

Enter a new employee number.


General

Use to enter general employee properties including the name, address, alias, title, and status.


Name

Enter the employee’s name.


Address

Enter the employee’s address.


Address

Enter the employee’s address.


City

Enter the city in the employee’s address.


State

Enter the state in the employee’s address.


Postal

Enter the postal code in the employee’s address.


Alias

Enter the employee’s alias. This appears on the DBoard.


Title

Enter the employee’s job title.


Status

Select an employee status for the employee. This appears on the DBoard.


Phone

Use to enter and select phone information including the phone number, pager number, fax number, the e-mail address, and the paging device.


Phone

Enter the employee’s phone number.


Pager

Enter the employee’s pager number.


Fax

Enter the employee’s fax number.


E-mail

Enter the employee’s e-mail address.


Paging Device

Select a paging device to assign to this employee.


Payroll

Use to enter and select the employee’s payroll information including hourly rate, the social security number, the date of birth, and the hire date. Also specify if the employee is in Payroll.


Hourly cost rate

Enter the employee’s hourly cost rate. This will prefill to the work order as the labor unit cost based on the pay type settings.


Social Security #

Enter the employee’s social security number.


Birth date

Enter or select the employee’s date of birth.


Hire date

Enter the employee’s date of hire.


Export time to Payroll

Select this check box if you want this employee’s information to export to Payroll.


Skills

Use to select the employee’s skill set.


Skills

Select the skills that apply to the employees.


Check All

Click to select all of the skills in the list.


Uncheck All

Click to clear all of the skills in the list.


General

Use to select general parameters for the locations you want to add to a marketing list including the type, center, area, primary service representative, primary sales representative, rate sheet, tax group, and the date the account opened.


Type

Select the type.


Center

Select the center.


Area

Select the area.


Primary service rep

Select the primary service representative.


Primary sales rep

Select the primary sales representative.


Rate Sheet

Select the rate sheet.


Tax group

Select the tax group.


Beginning date

Select the beginning date the account was opened.


End date

Select the ending date the account was opened.


Equipment

Use to set parameters for this marketing list by equipment information.


Select locations based on equipment

Select this check box if you want the list to include locations based on specific equipment. When you select this check box, the other fields in the window become active.


Include locations who have this type of equipment

Select this check box to include locations that will meet the equipment criteria.


Include locations who DO NOT have this type of equipment

Select this check box to include locations that do not meet the equipment criteria.


Equipment Class

Select the equipment class.


Equipment Type

Select the equipment type.


Manufacturer

Select the manufacturer.


Beginning year

Enter the beginning year of manufacturing.


Ending year

Enter the ending year of manufacturing.


Beginning install date

Select the beginning date for the installation.


Ending install date

Select the ending date for the installation.


Beginning warranty date

Select the beginning date for the end of the warranty.


Ending warranty date

Select the ending date for the end of the warranty.


Service History

Use to set criteria for the location history including the call type, problem, repair, and the date serviced.


Select locations based on recent service history

Select this check box if you want to set parameters based on history criteria including the call type, problem, repair, and the date repair service began. When you select this check box, the other fields in the window become active.


Include locations who have had this type of service

Select this check box to include locations that meet the criteria in the fields below.


Include locations who have NOT had this type of service

Select this check box to include locations that do not meet the criteria in the fields below.


Call type

Select the call type.


Problem

Select the problem.


Repair

Select the repair.


Since

Select the date the service history began.


Agreements

Use to select locations that meet or do not meet specific agreement criteria.


Include locations who have this type of agreement

Select this check box to include locations that meet the criteria for the agreement.


Include locations who DO NOT have this type of agreement

Select this check box to include locations that do not meet the criteria for the agreement.


Select Locations based on agreements

Select this check box to included locations based on specific agreement parameters. If you do not select this check box, locations will appears on the list regardless of agreement type and date.


Agreement type

Select the agreement type.


Active agreements

Select this check box if you want to include locations with active agreements.


Active quote or renewal offer on expired agreement

Select this check box if you want to include locations with active quotes or renewal offers on expired agreements.


Expired quote or renewal offer since

Select this check box if you want to include locations with expired quotes or renewal offers since a specified date. When you select this check box, the date calendar becomes active.


Date

Enter the date or select it with the calendar.


Invoices

Use to select locations that meet criteria for invoice information.


Select locations based on revenues

Select this check box to include locations that meet revenue criteria.


Beginning amount

Enter the beginning amount for the invoice total.


Ending amount

Enter the ending amount for the invoice total.


Beginning date

Enter or select the beginning date for the invoice period.


Ending date

Enter or select the ending date for the invoice period.


Work order invoices

Select this check box to include work order invoices.


Agreement invoices

Select this check box to include agreement invoices.


Miscellaneous invoices

Select this check box to include miscellaneous invoices.


Output

Use to select the output location for the marketing list.


Add to existing marketing list

Select this check box to add the output of this marketing list to an existing marketing list. When you select the check box, the list becomes active and you can select an existing marketing list.


Existing marketing lists

Select the existing marketing list.


Replace existing marketing list

Select this check box to replace an existing marketing list with the output of this marketing list. When you select the check box, the list becomes active and you can select an existing marketing list.


Marketing list

Select the existing marketing list.


Create new marketing list <description>

Select this check box if you want to create a new marketing list with the output. Enter a name for the new marketing list in the field.


New marketing list

Enter the description of a new marketing list.


Tab delimited text file for mail merge

Select this check box if you want to create a tab delimited text file for mail merge with the output.


Text file

Enter the name of the tab delimited text file.


Merge Customers

Use to merge customers. You will specify the surviving customer and the customer who will be removed from the database, or the obsolete customer.


Obsolete customer address

The address of the customer who will no longer exist once the merge is complete appears.


Obsolete customer record

The customer who will no longer exist once the merge is complete appears.


Surviving customer record

Enter the customer name for the record that will survive. Click the browse button to go to the Customer window and select a customer.


Customer address

After you select the surviving customer, the address will appear here.


Billing

Use to set the customer’s billing properties including credit limit, payment terms, authorized for bill out, on credit hold, the tax ID, and an ABN, if applicable.


Credit limit

Enter the credit limit for the customer.


Payment terms

Select the payment terms from the list.


Authorized for bill-out

Select this check box if you want this customer to be authorized for bill-out.


On credit hold

Select this check box if you want this customer to be an on credit hold customer. If this check box is selected, no new work orders can be created even though existing work orders can be serviced and invoiced.


Tax ID#

Enter the tax ID number for this customer.


ABN

Enter the ABN for the customer, if applicable.


General

Use to enter a description for the equipment.


Description

Enter a description of the equipment.


General

Use to enter and select general information about the PM task including the description, call type, problem, required skill, and the estimated repair time. Standard tasks can be referenced to increase setup efficiency.


Description

Enter a description of the P.M. task. If standard tasks have been selected, this will prefill from the first standard task description.


Center

Select the center. This will prefill from the service location property on the Work Order Controls tab.


Call type

Select the call type that will prefill to the PM work orders generated for this task. If a standard task has been selected, this will prefill from the standard task set up.


Problem

Select the problem that will prefill to PM work orders generated for this task. If a standard task has been selected, this will prefill from the standard task set up.


Agreement

Select the agreement that will prefill to PM work orders generated for this task. Only agreements that have been set up under the location’s Agreement tab are available.


Required skill

Select the required skill. If the technician assigned to this task does not possess the required skill, a warning message will appear. This prefills from the standard task if one has been selected.


Est. repair time

Enter the estimated repair time. This prefills from the standard task if one has been selected.


Assign to

Select the technician to assign to the P.M. task. This prefills from the primary service representative on the location equipment.


Schedule

Use to schedule the month and day for the task.


Select Months for PM Task

Select the months for the task. Chose from non-standard, annual, semi-annual, quarterly, bi-monthly, and every month.


Month

Select the months that you want this task to be performed in.


Month

Select the months that you want this task to be performed in.


Month

Select the months that you want this task to be performed in.


Month

Select the months that you want this task to be performed in.


Month

Select the months that you want this task to be performed in.


Month

Select the months that you want this task to be performed in.


Month

Select the months that you want this task to be performed in.


Month

Select the months that you want this task to be performed in.


Month

Select the months that you want this task to be performed in.


Month

Select the months that you want this task to be performed in.


Month

Select the months that you want this task to be performed in.


Month

Select the months that you want this task to be performed in.


Day of month

Select the day of the month for the PM task.


Day of week

Select the day of the week for the PM task.


Select Months for PM Task

Select the frequency for the PM task to recur.


Tasks items

Use to select the items required for this PM task.


Register

Select labor, parts, miscellaneous items, and ToDo items. When you generate the work order for this P.M. task through Daily Processing, these items will prefill to the work order register where you can modify them as needed.


General

Use to enter the equipment description and select the equipment class.


Description

Enter the description of this equipment type.


Equipment class

Select the class for this equipment type.


Repair Number

Use to enter the Prefix and Repair number.


Prefix

Enter a prefix number.


Repair Number

Enter the repair number.


General Page

Use to enter general information about the flat rate including the description, group code, and the expected averages for repair hours, parts cost, labor cost, and gross margin.


Description

Enter a description for this flat rate repair.


Group code

Enter the group code.


Repair hours

Enter the estimated number of repair hours.


Parts cost

Enter the expected parts cost amount.


Labor cost

Enter the expected labor cost amount.


Gross Margin

Enter the expected gross margin.


Manual Update

The date of the last manual update and the number of the employee who made the update appears.


Price level

Use to enter the primary and additional amounts for the parts sale, labor sale, sales tax, total sale, and for the technician compensation. The usage tabs allow for pricing of multiple services on the same service call.


Primary parts sale

Enter the amount for the primary service.


Additional parts sale

Enter the amount for the additional services.


Primary labor sale

Enter the amount for the primary parts sale.


Additional labor sale

Enter the amount for the additional services.


Primary sales tax

Enter the amount for the primary service.


Additional sales tax

Enter the additional amount for additional services.


Primary technical compensation

Enter the amount for the primary service.


Additional technical compensation

Enter the amount for additional services.


Primary total sale

Enter the amount for the primary service.


Additional total sale

Enter the amount for additional services.


General

Use to enter and select general information about the inventory transfer including the description, date, source, and destination.


Description

Enter the description to appear on the inventory transaction.


Date

Select or enter the date of the transfer.


Stocking Location

Select the stocking location you are transferring from.


Locations

Select a stocking location in the list.


Vendor

This is currently disabled.


Stocking Location

Select the stocking location you are transferring to.


Locations

Select a stocking location in the list.


Vendor

This is currently disabled.


Transfer entire source location contents

Click to transfer the entire source location contents. This option is not available if the source stocking location is Main Stock.


Transfer will apply to outstanding restocking list

Click if the transfer is to affect quantities on an outstanding restocking list for the destination location.


Register

Use to add and delete parts.


Register

The part involved in the transfer appears on the register.


General

Use to enter a description of the group and to assign members to the group.


Description

Enter a description.


Members

Employees who are part of the group appear in this list.


Non-members

Employees who are not part of the group appear in this list.


[Add]

Click to add employees to the group.


[Remove]

Click to remove employees from the group.


[Move Up]

Click to move the employee up in the list.


[Move Down]

Click to move the employee down in the list.


Trade Service Price Import

Use to make general selections for the Trade Service Price Import function, including the import file location, the cost column and markup table, and the import mode.


Import file location

Enter the path of the file location, or click the browse button and select the path.


Cost column

Select the type for the cost column.


Markup table

Select the type of markup table to apply to the imported part’s cost.


Update existing parts only

Select to update existing parts. Do not select this check box if you want to add new parts from the import file.


Update existing parts AND add new parts

Select to update existing parts and to add new parts.


 Job Properties

Use to set job properties including the description, the Job Cost codes, the alias, the type, the address, and the contact information.


Description

The description prefills from the job selected on the New Location  - Location type window.


JC Job

The JC job prefills from the job selected on the New Location  - Location type window.


JC Extra

Select a JC extra code. This will prefill to transactions associated with this location.


Alias

Enter an alias for this job location. This prefills from the job selected on the New Location – Location type window.


Type

Select a type for this job location.


Address

This prefills from the job selected on the New Location – Location type window.


Address

This prefills from the job selected on the New Location – Location Type window.


City

This prefills from the job selected on the New Location – Location Type window.


State

This prefills from the New location – Location Type window.


Postal

This prefills from the New location – Location Type window.


Phone

This prefills from the New location -  Location Type window.


Fax

Enter the fax number for this job location.


Located at

Enter the location code for this job location.


Map

Enter the map code for this job location.


Contact

Click and select the primary or alternate contact.


Name

Enter the name of the contact.


Title

This prefills from the New location - Location Type window.


Email

Enter the Email address of the contact.


Phone

This prefills from the New location - Location Type window.


Mobile

Enter the mobile number for the contact.


Fax

Enter the fax number for the contact.


Memo

Use the memo field to enter special notes about this job location.


Work Order Controls

Use to select work order information for the job location such as the center, rate sheet, primary sales rep, primary service rep, and accounting options.


Center

Select a center to use as a default for this job location.


Rate sheet

Enter a rate sheet to use as a default for this job location.


Primary sales rep

Select a primary sales representative to use as default for this job location.


Primary service rep

Select the primary service representative to use as a default for this job location.


Send costs as costs

Select this option if you want to send costs incurred by the service company to Job Cost as cost. This costing option does not create invoices.


Send revenue as costs

Select this option if you want to send incurred costs plus mark up to Job Cost as cost. This costing option does not create invoices but the revenue increase for the service company and the costs will be posted to General Ledger.


Tax group

Select a tax group to use as the default for this job location.


Exempt status

Select an exempt status to use as the default for this job location.


Lead Type Properties

Use to enter the description and abbreviation of the lead type.


Description

Enter the description of this lead type.


Abbreviation

Enter the abbreviation for this lead type.


Job Type Properties

Use to enter the description of the job type.


Description

Enter the description of this job type.


Lead Source

Use to enter general properties for the lead source.


Description

Enter the description of the lead source.


Lead Disposition

Use to enter the description of the lead disposition.


Description

Enter a description of the lead disposition.


This disposition represents an active lead

Select this check box if this lead disposition represents an active lead.


Markup Table

Use to enter a description of the markup table and to select the table type.


Description

Enter a description of the markup table.


Table type

Select a table type for this markup table.


Register

Use to enter the from price, the to price, and the multiplier for this markup table.


Register

Use to enter the from price, the to price, and the multiplier for this markup table.


General

Enter general information regarding the miscellaneous item including the description, unit cost, unit sale, and the product.


Description

Enter the description for this miscellaneous item.


Unit cost

Enter the amount of the unit cost.


Unit sale

Enter the amount of the unit sale.


Product

Select a product code for this miscellaneous item.


Item is non-taxable

Select this check box if this miscellaneous item is non-taxable.


General

Use to enter the description for the marketing list.


Description

Enter the description for this marketing list.


Locations

Use to select the customers to include in the marketing list.


List

Click [Add] and [Delete] to add and remove customers from this marketing list.


Notes

Use to enter notes.


Notes list

A list of notes appears in this window.


[New]

Click to enter a new note.


[Edit]

Click to edit an existing note.


General

Use to enter a description of the note format.


Description

Enter a description of the note format.


Register

Click [Add] and [Delete] for the note formats. Specify the starting position and size of rows and columns. Select the character type, and enter text.


Register

Fields in the note format appear here.


General

Enter and select general information about the note including the subject, owner, date, and the format.


Subject

Enter the subject of the note.


Owner

Select the employee who is the owner of this note.


Date

Select the date for this note.


Format

Select the format for this note. Select NONE to enter text without using a format.


Text

Enter the text for the notes here.


Customer viewable

Select this check box if you want this note to be customer viewable.


Defaults

Use to enter and select information about the equipment including if a serial number is required, the equipment type, the model number and the number of months for the warranty period.


Requires serial numbers

Select this check box to require serial numbers for this part.


Automatically generate customer equipment

Select this check box to automatically generate customer equipment for this part.


Allow fractional quantities

Select this check box to allow fractional quantities for this part.


Equipment type

Select the equipment type for this part.


Model number

Enter the model number for this part.


Warranty period

Enter the number of months for this warranty period.


General

Enter and select general information about the part including the description, the part number, the manufacturer, the manufacturer part number the standard cost, and the sell price.


Description

Enter the description of the part.


Our part #

Enter a part number.


Manufacturer

Select a manufacturer.


Mfg part #

Enter the manufacturer part number.


AKA part #

Enter the AKA part number.


Std. cost

Enter the standard cost for this part.


Sell price

Enter the sell price.


Avg. cost

The average cost for the part appears.


Last price paid

The last price paid for the part appears.


Reorder

Use to enter and select information about reordering the part including the vendor, the minimum stock quantity, the reorder quantity, the purchase unit, and the bin location.


Vendor

Select the vendor.


Minimum stock quantity

Enter the minimum stock quantity.


Reorder quantity

Enter the reorder quantity.


Purchase unit

Select the category of purchase unit.


Bin location

Enter the bin location number.


Usage

Use to view usage information including the month, the number received, and the number used.


Usage

The usage for the part appears.


General

Use to enter a description of the pay ID, to select the associated PR pay ID, and to enter the cost and sales multipliers and unit sales.


Description

Enter a description.


Cost Multiplier

Enter the cost multiplier.


Unit Cost

Enter the unit cost.


Sales Multiplier

Enter the sales multiplier.


Unit Sale

Enter the unit sale.


Description

Enter a description of the payment term.


General

Use to enter general information about the P.M. task including the description, the default call type, problem, required skill and estimated repair time.


Description

Enter the description.


Call type

Select the call type.


Problem

Select the problem.


Required skill

Select the required skill.


Estimated repair time

Enter the number of hours for the estimated repair time.


General

Use to enter and select general information about the purchase order including the vendor, description, vendor order number, who requested the PO, who ordered the PO, the center, the department, the date ordered, the date promised, the shipping method, the payment terms, and the work order number.


Vendor

Select a vendor.


Description

Enter the description.


Credit P.O.

Select this check box if this is a credit P.O.


Vendor Order #

Enter the vendor order number.


Requested by

Select the employee who requested the P.O.


Ordered by

Select the employee who ordered the P.O.


Center

Select the center.


Department

Select the department.


Date Ordered

Enter or select the date the P.O. was ordered.


Date Promised

Enter or select the date the P.O. was promised.


Shipping method

Select a shipping method.


Payment terms

Select the payment terms.


Work Order #

Enter the work order number.


Ship To

Use to enter the location and address information.


Center

Select to choose the center as the location. The center’s address information will prefill in the remaining fields.


Location

Select to choose the location.


Other

Select to enter a different address than the center or location.


Name

Enter the name.


Address

Enter the address.


Address

Enter the address.


City

Enter the city


State

Enter the state.


Postal code

Enter the postal code.


Phone

Enter the phone number.


Register

Use to add parts and miscellaneous items to the purchase order.


Register

Add parts and miscellaneous items to the purchase order.


Options

Use to preview and print the purchase order.  You can also receive items.


Yes

Click to print the purchase order.


Preview

Click to preview the purchase order.


No

Click to bypass printing the purchase order.


I want to receive items now

Select this check box to receive the items now.


Receive P.O. Items

Use to select the date the items were received and who them.


Date received

Enter or select the date.


Received by

Select an employee.


Receipts

Use to enter the number of items received.


Receipts

Enter the number of items received.


Receive All

Click to receive al the items.


Receive None

Click to clear all the items on the receipts register.


Options

Use to approve a vendor invoice for the purchase order.


I want to approve a vendor invoice for this P.O. now

Select this check box if you want to approve a vendor invoice for the purchase order.


Approve Vendor Invoice

Use to enter and select information to approve the vendor invoice including the vendor invoice number, the invoice date, the date received, the subtotal, the tax, the freight, and the discount date.


Vendor invoice number

Enter the vendor invoice number.


Invoice date

Select or enter the invoice date.


Date received

Select or enter the date received.


Subtotal

Enter the subtotal.


Tax

Enter the tax amount.


Freight

Enter the freight amount. This amount can be prorated across the purchase order items by selecting the option on the PO/Inventory tab in SM Settings.


Total

The sum total of the subtotal, the tax, and the freight appears here.


Freight product

Select a freight product. This field is disabled unless you have entered a freight amount.


Discount date

Enter the discount amount here.


Discount

The discount amount appears here.


Invoice items

Use to invoice the items on the register. Select the tax group and enter the number invoiced.


Register

Invoice the items on the register.


Invoice All

Click to invoice all items on the register.


Invoice None

Click to clear all items on the register.


Receipts

Use to view a list of items received. Information in the list includes date, description, quantity, unit type, unit cost, where the items were received, and the invoice number.


Receipt list

View the items in the list. To print, right-click and select Print List. You can also delete the list by right-clicking and selecting Delete Receipt.


Amount received

The amount received appears here.


General

Enter and select general information about the problem including the description, department, hours for estimated repair time, the priority, required skill, labor repair, and JC cost code.


Description

Enter the description.


Department

Select a department.


Est. repair time

Enter the number of hours for the estimated repair time.


Priority

Select the priority to use as the default on work orders associated with this problem.


Required skill

Select the required skill.


Labor repair

Select a labor repair to use as the default for labor work order items associated with this problem.


JC Cost Code

Select the JC cost code to use as the default for job related work order items associated with this problem.


Reference

Use to associate the purchase order with either a stock location or a work order.


Stock

Click to select a stock location.


Location

Select a stocking location.


Work Order

Click to enter a work order.


Work Order #

Click the browse button to activate the Select Work Order window.


Equipment

Select a piece of equipment.


Part Item

Use to enter and select information on the part item including the order date, promised date, part number, unit of measure, on order, unit price, product, tax group, and exempt status.


Order Date

Select or enter the order date.


Promised Date

Select or enter the promised date.


Invoiced

The amount invoiced appears.


Received

The amount received appears.


Part Number

Select the part being ordered. Click the browse button to activate the Select Part window.


Unit of measure

Select the purchase unit.


On Order

Enter the amount being ordered.


Unit Price

Enter the amount of the unit price. The price prefills based on the valuation method. If the valuation method is standard cost, the price will prefill from the standard cost field on the part. If the valuation method is average cost, the amount will prefill based on the average cost calculation.


Product

Select a product from the list. You can select only products classified as parts.


Tax group

Select a tax group from the list.


Exempt status

Select an exempt status from the list.


JC Controls

Select Job cost information. This field is disabled if the purchase order is not associated with a job location.


JC Job

Select a Job Cost job. This field is disabled if the purchase order is not associated with a job location.


JC Extra

Select a Job Cost extra. This field is disabled if the purchase order is not associated with a job location.


JC Cost Code

Select a Job Cost cost code. This field is disabled if the purchase order is not associated with a job location.


JC Category

Select a Job Cost category.


Accounting

Use to select accounting information including the tax group, exempt status, JC category, and select accounts for cost of sales, inventory/variance, revenue, and work in process.


Tax Group

Select the tax group.


Revenue

Select a revenue account.


Exempt Status

Select the exempt status.


JC Category

Select the JC category.


Cost of Sales

Select the cost of sales account.


Inventory/Variance

Select an inventory/variance account.


Revenue

Select a revenue account.


Work In Process

Select a work in process account. If you have not selected the service call types to use WIP accounting, this account will not be used.


General

Enter and select general information including the description, the classify as category, and miscellaneous information.


Description

Enter a description.


Classify as

Select labor or parts.


Misc

Enter miscellaneous product information.


General

Enter and select general information including the description, the labor rate, the stock part markup percent, the miscellaneous markup percent, and the miscellaneous parts markup percent.


Description

Enter the description of the rate sheet.


Labor rate

Enter the labor rate to be associated with this rate sheet. If no unit sale has been designated on the pay type, this amount will be applied to the sales multiplier from the pay type to calculate the unit rate for labor items associated with this rate sheet.


Misc. labor markup

Select a markup table to be applied against.


Stock parts markup

Select a markup table to be applied against miscellaneous work order items that have associated products classified as parts.


Misc. parts markup

Select a markup table to be applied against miscellaneous work order items that have associated products classified as parts.


Trip Charge

Use to select trip charge information including the amount, the description and the product.


No trip charge

Select this check box if you do not want the trip charge to automatically prefill as an item on work orders associated with this rate sheet.


Trip charge added as a separate item

Select this check box if you want this trip charge to automatically prefill as an item on work orders associated with this rate sheet.


Amount

Enter the amount of the trip charge.


Description

Enter a description for this trip charge. This will prefill to the work order item.


Product

Select a product for the trip charge. This selection will determine the GL accounts used for the account entries.


General

Enter the description.


Description

Enter a description for the repair.


JC Cost Code

Select a JC cost code.


Generate Restocking Lists

Use to generate a restocking list based on standard stock lists for the stock locations. Only parts needing to be ordered based on current on quantity on hand will appear on the list.


Standard Stock Code

Select a standard stock list to base your restocking quantities on.


Check All

Click to generate restocking lists for all stock locations.


Select Stocking Locations

Select the stocking locations you want to include in a restocking list.


Preview generated restocking list(s)

Select this check box if you want to preview the restocking list. To print the report once it has been generated, select the Restocking Lists report under Reports > Inventory.


Uncheck All

Click to clear all the selected stocking locations.


Roll ECards

Use to roll incomplete ECards from one date to another.


From

Select or enter the from date.


To

Select or enter the to date.


Customer List Parameters

Use to select criteria for a customer list including the type, center, area, primary service rep, primary sales rep, rate sheet, and the dates the account was opened.


Type

Select a customer type.


Center

Select a center.


Area

Select an area.


Primary service rep

Select a primary service representative.


Primary sales rep

Select a primary sales representative.


Rate Sheet

Select as rate sheet.


Account opened between

Enter or select the date the account opened.


and

Select the date the account closed.


Daily

Use to enter or select the scheduled date of the work order you want to view.


Scheduled Date

Enter or select the schedule date.


Assign Parameters

Use to select report parameters including the schedule date, the group, and the employees.


Scheduled date

Enter or select the scheduled date for which you want to view assignments.


Group

Select a group of employees for who you want to view assignments.


Employees list

Select employees to include in the list. Employees appearing in this list depend on the group selected in the previous field.


Check All

Click to select all the employees in the list.


Uncheck All

Select to clear all the employees in the list.


Specify Date Range

Use to select the beginning date, ending date, the employee group, and the center.


Beginning date

Enter or select the beginning date of the labor entries you wish to view.


Ending date

Enter or select the ending date of the entries you wish to view.


Employee Group

Select the group.


Center

Select the center.


Small Jobs Profitability

Use to set report parameters by the work order number or by the date range.


From

Enter the number for the beginning of the work order number range. If a range is not entered, no information will appear on the report.


To

Enter the number for the ending of the work order number range. If a range is not entered, no information will appear on the report.


Print by date range

Select this check box to print the report by work order date range and enable the date range fields.


Summary

Select this check box to print a summary report. To view the item details associated with this report, do not select this check box.


From

Enter or select the beginning date for the work order range.


To

Enter or select the ending date for the work order range.


Specify Date Range

Use to select beginning date and ending date.


Beginning date

Enter or select the beginning date.


Ending date

Enter or select the ending date.


Agreement Selection Parameters

Use to select the agreement type and enter the expiration date range.


Agreement Selection Parameters

Use to select agreement parameters including the agreement type, and the expiration date range.


Agreement Type

Select an agreement type.


From

Enter or select the beginning date for the expiration date range.


To

Enter or select the ending date for the expiration date range.


Equipment Type

Select the equipment type.


Type

Select an agreement type.


All unprinted

Select this check box to include all unprinted agreements. If you clear this check box, the start date range fields become active.


From

Select or enter the starting date. An agreement with a start date on or after this date will appear on the report.


To

Select or enter the ending date. An agreement with a start date on or before this start date will appear on the report.


Print Restocking List

Use to select the sort criteria, the stocking location, and a page break. To generate and update stocking lists select Generate Restocking lists under the Tasks, Inventory menu.


Sort by part number

Select to sort the restocking list by the part number, then the location.


Sort by stocking location

Select to sort the restocking list by the stocking location.


Stocking location

Select a stocking location. The report will use ALL in the Stocking Locations field unless you specify another value.


Page break between stocking locations

Select this check box to apply a page break between stocking locations.


All trucks

Select to include all stocking locations in the count list. If you select this option, the Page break between stocking locations check box becomes active. If you want to view a count list for a specific location, do not select this option.


Page break between trucks

Select this check box to apply a page break between stocking locations.


Single stocking location

Select to choose a single stocking location for the count list. If you select this option, the Stocking location list becomes active.


Stocking location

Select a stocking location from the list.


Print Parts List

Use to set criteria for the parts list based on the equipment type, manufacturer, and default vendor. You can also select a check box to hide costs.


Equipment type

Select an equipment type.


Manufacturer

Select a manufacturer.


Default vendor

Select the default vendor.


Hide costs

Select this check box to hide the cost amounts on the report.


Manufacturer

Select a manufacturer.


Print Inventory Transactions

Use to set criteria for the Inventory Transactions report including the beginning date, ending date, part number, vendor, stocking location, adjuster, and work order number.


Beginning date

Enter or select the beginning date. Inventory transactions entered on or after this date will be included on the report.


Ending date

Enter or select the ending date. Inventory transactions entered on or before this date will be included on the report.


Part Number

Enter the part number, or click the browse button and select a part to include only transactions for that part.


Vendor

Select a vendor to include only the inventory transactions for a specific location. The default is ALL.


Stocking location

Select a stocking location to include the inventory transactions for a specific location. The default is ALL.


Adjuster

Select an adjuster from the list.


Work Order #

Select a work order number to include the inventory transactions for the work order. The default is all.


Select Period for P.M. Report

Use to select the beginning month and the number of months for the P.M. report.


Beginning month

Select the beginning month. To include the parts needed for the current month, select the current month here.


Number of months

Enter or select the number of months you want to include for this parts requirement. To include parts needed for the current month, select 1. Click on the arrows to increase and decrease the number of months.


Month

Select the month to view the PM tasks.


Center

Select a center to limit the PM tasks by. The default is ALL.


Technician

Select a technician to limit the PM tasks by. The default is ALL.


Group

Select a group to limit the PM tasks by. The default is ALL.


P.M. Task

Select a P.M. task to limit the PM tasks by. The default is ALL.


Required Skill

Select a required skill to limit the PM tasks by. The default is ALL.


Equipment Class

Select an equipment class to limit the PM tasks by. The default is ALL.


Specify Vehicle Expense report Parameters

Use to set criteria for the vehicles expenses including the beginning date, ending date, the vehicle, expense type, department, and the center.


Department

Select a department to limit the PM tasks by. The default is ALL.


Beginning date

Enter or select the beginning date. Vehicle expenses entered on or after this date will appear on the report.


Ending date

Enter or select the ending date. Vehicle expenses entered on or after this date will appear on the report.


Vehicle

Select a vehicle to view the vehicle expenses by. The default is ALL.


Expense Type

Select an expense to view the vehicle expense by. The default is ALL.


Center

Select a center to view the vehicle expense by. The default is ALL.


Specify Parameters for Oil Change Report

The report criteria includes the number of miles since the last oil change, the date of the last oil change, the department, and the center.


Miles since last oil change

Enter the number of miles since the last oil change.


Date of last oil change

Enter or select the date of the last oil change.


Department

Select a department and view oil changes for vehicles associated with this department. The default is ALL.


Center

Select a center and view oil changes for vehicles associated with this center. The default is ALL.


Print Work Orders

Use to select work orders criteria for the work order type, the printed status, or number range.


Non-PM

Select to print non-PM work orders only.


PM

Select to print PM work orders only.


All unprinted

Select to print all unprinted work orders of the selected work order type.


From

Enter a WO number for the beginning of the range of work orders to print.


To

Enter a WO number for the end of the range of work orders to print.


Selection Parameters

Use to select criteria for the invoices to print.


All unprinted

Select this check box to print all unprinted invoices. Printed invoices are those that have been printed as hard copies. To print invoices based on a range of invoice numbers, do not select this check box.


From

Enter the starting invoice number in the range of invoices to print.


To

Enter the ending invoice number in the range of invoices to print.


Amortization of Reserve Accounts – Amortization Period

Use to select or enter the period end date.


Period end date

Select or enter the period end date you want to create amortization entries for.


Reserve Accounts

Select reserve accounts in the list to amortize. Only accounts designated as amortizing accounts that have a balance will appear.


Reserve Accounts List

A list of reserve accounts appears. Only accounts designated as amortizing accounts that have a balance will appear.


Select All

Click to select all the reserve accounts in the list.


Select None

Use to clear all the reserve accounts in the list.


Export Time to PR

Use to set criteria for the labor time entries to send to Payroll.


Beginning Date

Enter or select a beginning date. Labor entries with work order item dates on or after this date will be exported.


Ending Date

Enter or select an ending date. Labor entries with work order item dates on or before this date will be exported.


File Name

Enter the file name for the destination of the export. If the specified file name already exists, a warning message will appear.


General

Use to enter a description of the skill.


Description

Enter the description of the skill.


Employees

Use to select the employees who possess this skill.


Employees

Select the employees who possess this skill.


Check All

Click to include all employees in this skill list.


Uncheck All

Click to clear all employees from this skill list.


Create Invoice

Use to enter the percent complete and the amount to invoice for the small job. The total sale and the amount billed to date also appear in this window.


Percent complete

Enter the number for percent complete. The amount to invoice will calculate based on this percentage.


Amount to invoice

Enter the amount to invoice. This can prefill if a percent complete is entered in the previous field or it can be manually entered.


Total sale

The total sale appears based on the total sale amount from the WO Estimate tab.


Amount billed

The amount billed to date appears based on prior invoicing.


Percent

The percent completed to date appears based on prior invoicing. This percentage is the amount billed or total sale.


Final

Click to invoice the remainder of the small job. The percent complete will change to 100 percent.


% Complete

Click to calculate the percent complete to this point for the job.


General

Use to enter and select up general information about the piece of location equipment including the part number, equipment type, manufacturer, the year if was manufactured, the model number, the serial number, where it was installed, and who the primary service representative.


Part number

Enter the associated part number, or click the browse button and select the part.


Equip Type

Select the equipment type this is a required field.


Manufacturer

Select the manufacturer.


Year of mfg

Enter the year it was manufactured.


Model #

Enter the model number.


Serial #

Enter the serial number. This field is not associated with the Requires serial number check box on the part’s Default tab.


Installed at

Enter the location where the piece of equipment was installed, if applicable.


Primary service rep

Select the primary service representative. When this piece of equipment is used on a work order. This technician will prefill to the work order items.


Warranty

Use to enter and select the date installed, the date the warranty begins, and the date the warranty ends.


Installed

Enter or select the date the piece of equipment was installed.


Warranty begins

Enter or select the date the warranty begins for the piece of equipment.


Warranty ends

Enter or select the date the warranty ends for the piece of equipment.


P.M. Tasks

Use to create new tasks and to edit existing tasks.


P.M. Tasks

A list of existing P.M. tasks for this piece of equipment will appear in this window.


[New]

Click to select a new P.M. task for this piece of equipment.


[Edit]

Click to edit an existing P.M. task.


General

Use to enter the description for the standard stock list. This list is useful in associating a common list of inventory with a stocking location such as a truck or a warehouse.


Description

Enter the description of the standard stock list.


Parts List

Use to add and delete parts for the stocking list.


Parts List

Click [Add] and [Delete] to add and delete parts.


General

Use to enter a description and select a standard stock list.


Description

Enter a description of the stocking location.


Standard stock list

Select a standard stock list. This will be used for restocking purposes.


Synchronize Vendors from AP

Use to synchronize vendors from Accounts Payable.


Vendors

Select a vendor type or select ALL.


Post Entries

Use to select criteria for the entries by the cutoff date, the transaction type, and the log file.


Cutoff date

Enter or select the cutoff date. Entries prior to this date will be posted to interfacing applications.


Transaction type

Select the transaction type of the entries you want posted.


Log file

Enter the name of the log file to create during the post. If the file already exists, you will be prompted to overwrite it.


To Date

This provides the to date information for the agreement. These values are maintained by the system, but you can modify them in the case of the beginning balance.


Number of billings to date

The number of billings to date appears. This field is maintained by the system, but you can manually modify the number if the agreement was billed prior to being entered into the system.


Amount billed to date

The amount billed to date appears. This field is maintained by the system, but you can manually modify the amount if the agreement was billed prior to being entered into the system.


Amount amortized to date

The amount amortized to date appears. This field is disabled if the revenue account for the agreement type’s product is not designated as an amortizing account. This is done in the Setup menu, Accounting, Amortizing Accounts.


Agreement Billing

Select the billing type. Choices include adjustment (extra) billing and regularly scheduled billing. This option is only available if the agreement is due for a regularly scheduled billing. Otherwise, clicking the [Create Invoice] button will automatically launch the adjustment billing screen.


Adjustment (extra) billing

Select to use adjustment (extra) billing as the billing type. The system will consider this billing outside the regular schedule of the agreement. The number of billings on the To date tab if the agreement will not be updated but the amount to date field will be updated.


Regularly scheduled billing

Select to create a regularly scheduled billing for this agreement.


General

Use to enter and select general properties including the account name, the account to amortize to, and the number of months in the amortization period.


Account

Select the account with the balance to amortize. When you save this account, it cannot be edited. To cancel the amortization, make it inactive.


Amortize to

Select the account to amortize to.


Amortization periods (months)

Enter the number of months for this amortization period. The balance of the account will be prorated by this number to calculate the amortization amounts.


Area

Use to enter general properties about your service areas including a description and an abbreviation.


Description

Enter a description of the area. It cannot be more than 30 characters.


Abbreviation

Enter an abbreviation for the area. This appears on the DBoard.


Select Vendor

Use to select a vendor from the list.


Select Vendor

Select a vendor from the list.


Edit window

A list of existing objects appears in this window. Click [New] to create a new object, and click [Edit] to edit an existing one. Click [Done] to exit this window.


P.M. Planner Settings

Use to enter and select filters including the center, technician, group, P.M. task, required skill, and the equipment class. You can also set the load range between light, medium, and heavy.


Center

Select a center to use as a filter on the P.M. planner.


Technician

Select a technician to use as a filter on the P.M. planner.


Group

Select a group to use as a filter on the P.M. planner.


P.M. Task

Select a P.M. task to use as a filter on the P.M. planner.


Required Skill

Select a required skill to use as a filter on the P.M. planner.


Equipment Class

Select an equipment class to use as a filter on the P.M. planner.


Auto Range

Select this check box to use the auto range. Clear this check box to define your own range. These settings are only for this current session.


Light to Medium

Enter the number of hours to represent the end of the light range and beginning of the medium range.


Medium to Heavy

Enter the number of hours to represent the end of the medium range and the beginning of the heavy range.


5 Week Schedule Settings

Use to enter and select filters including the group, center, department, area, and start date. You can also set the load range between light, medium, and heavy. These settings will be maintained only for the current session.


Group

Select a group to use as a filter on the 5 week schedule.


Center

Select a center to use as a filter on the 5 week schedule.


Department

Select a department to use as a filter on the 5 week schedule.


Area

Select an area to use as a filter on the 5 week schedule.


Start Date

Enter or select the start date to use as filter on the 5-week schedule. The system date is used as the default.


Light to Medium

Enter the number of hours to represent the end of the light range and beginning of the medium range.


Medium to Heavy

Enter the number of hours to represent the end of the medium range and the beginning of the heavy range.


Math adjustment

Select the rate adjustment or the total adjustment.


Adjust rate (recommended)

Select to adjust the rate.


Adjust total

Select to adjust the total.


Adjust quantity

Select to adjust the quantity.


Agreement List View

Use to view a list of agreements. Double-click on an agreement to open the Location window. Right-click on an agreement to activate the context menu, which includes the Properties, Preview, and Location view options.


Select window

Make a select in the list; then click [Edit] to display the Properties window. Click [New] to launch the wizard and create a new item. Click [Done] to exit this window.


PM charge type

Select the PM charge type.


Tax group

Select the tax group for the center.


Exempt status

Select the exempt status for the center.


Work state

Select the work state for the center.


Work local

Select the work local area for the center.


PR department

Select a PR department to associate with the SM department.


PR employee

Select a PR employee from the drop down list. You can then use the [Synchronize] button to populate specific information for this employee from PR into SM.


Phone

Enter the employee’s phone number.


Fax

Enter the employee’s fax number.


Pager

Enter the employee’s pager number.


E-mail

Enter the employee’s e-mail address.


Paging device

Select a paging device for the employee.


Status

Select the employee’s status.


Birth date

Select or enter the employee’s birth date.


Hire date

Select or enter the employee’s hire date.


Rehire date

Select or enter the employee’s rehire date.


Termination date

Select or enter the employee’s termination date.


Termination reason

Enter the reason the employee was terminated from the company.


Status

Use to select and enter information on the employee’s status including status at the company, date of birth, hire date, rehire date, termination date, and termination reason.


General

Use to enter the postal code and select the postal area.


Area

Select the postal area.


Postal code

Select the postal code.


General

Enter the description of the customer type and select a rate sheet for the customer type.


General

Use to enter a description of the payment terms.


Permission code

Select a permission code to use as the default on this customer’s work orders.


PR work state

Select a PR work state to use as the default on this customer’s work orders.


PR work local

Select a PR work local to use as the default on this customer’s work orders.


Non-billable

Select this check box if this is a non-billable customer.


Permission code

Select a permission code to use as the default for this job location.


PR work state

Select the PR work state to use as the default for this job location.


PR work local

Select the PR work local code to use as the default for this job location.


General

Use to select and enter general information for the property including the address, alias, type, and primary contact information.


General

Use to select and enter general information for the unit including the description, alias, type, PM property, PM unit, address, phone, fax, and primary contact information.


Description

Enter a description of this unit.


Alias

Enter an alias for this unit.


PM property

Select a PM property to associate with this unit.


PM unit

Select a PM unit to associate with this unit.


Type

Select a customer type to associate with this unit.


Address

Enter the address for this unit.


Address

Enter the address for this unit.


City

Enter the city for this unit.


State

Enter a state for this unit.


Postal code

Enter the postal code for this unit.


Main phone

Enter the main telephone number for this unit.


Fax

Enter the main fax number for this unit.


Location key

Enter the location key for this unit.


Map

Enter the map location number for this unit.


PM tenant

Enter a PM tenant for this unit.


Name

Enter the name of the primary contact for this unit.


Title

Enter the title of the primary contact for this unit.


E-mail

Enter the e-mail address for the primary contact of this unit.


Phone

Enter the main phone number for the primary contact of this unit.


Mobile

Enter the mobile telephone number for the primary contact of this unit.


Fax

Enter the fax number for the primary contact of this unit.


Memo

Use the memo field to enter helpful notes about this unit.


Description

Enter a description of the equipment class.


General

Enter general information about the manufacturer including the name, address, contact information, phone number, e-mail address, fax number, and abbreviation.


Name

Enter the name of the manufacturer.


Address

Enter the address of the manufacturer.


Address

Enter the address of the manufacturer.


City

Enter the city of the manufacturer.


State

Enter the state of the manufacturer.


Postal code

Enter the postal code of the manufacturer.


Contact

Enter the main contact for at this manufacturer.


Phone

Enter the main phone number for this manufacturer.


Fax

Enter the main fax number for this manufacturer.


E-mail

Enter the e-mail address for this manufacturer.


Abbreviation

Enter the abbreviation for this manufacturer.


General

Enter and select general information about the vendor including the name, address, contact, phone number, fax number e-mail, shipping method, and abbreviation.


Name

Enter the name of this vendor.


Address

Enter the address of this vendor.


Address

Enter the address of this vendor.


City

Enter the city of this vendor.


State

Enter the state of this vendor.


Postal

Enter the postal code of this vendor.


Contact

Enter the main contact for this vendor.


Phone

Enter the main phone number for this vendor.


Fax

Enter the main fax number for this vendor.


E-mail

Enter the e-mail address for this vendor.


Shipping method

Select the main shipping method used by this vendor.


Abbreviation

Enter the abbreviation for this vendor.


Controls

Use to select and enter payment terms and accounting information for this vendor.


Payment terms

Select the payment terms for this vendor.


Discount percent

Enter the discount percent for this vendor.


Discount days

Enter the number of discount days for this vendor.


AP vendor ID

Enter the AP vendor ID for this vendor.


Tax group

Select the tax group for this vendor.


Exempt status

Select the exempt status for this vendor.


Purchasing

Use to view purchasing information for the part.


Stocking Locations

Use to view stocking locations for the part.


Update Parts Selling Prices

Select a markup table, a vendor, and a manufacturer to use in updating a selling price for the part.


Markup table

Select a markup table for this part.


Vendor

Select a vendor for this part.


Manufacturer

Select a manufacturer for this part.


Update Parts Standard Cost

Select the last purchase price or the average cost.


Last purchase price

Select to use the last purchase price.


Average cost

Select to use the average cost.


General

Use to enter a description and a quantity for this unit.


Description

Enter a description for this unit.


Quantity

Enter a quantity for this unit.


Stocking locations

Use to view the stocking locations of parts including the quantity on hand and the date of the last activity.


Parts list

The parts list appears in this window.


Serial numbers

Use to view a list of parts with serial numbers.


Serial numbers list

The parts with serial numbers list appears in this window.


PM

Select the PM charge type to use as the default with this problem.


Import CAP file

Use to import the Callahan/Roach CAP file


Import file location

Enter the path or browse and select the path where the CAP file is located.


General

Use to enter general information about the miscellaneous item including the description, unit cost, unit sale and product.


General

Enter a description of the permission code. Use permission codes to grant your technicians access to locations that require a key or special permission to enter the building or area.


Description

Enter a description of the permission code.


Shipping method

Use to enter a description of a shipping method.


Description

Enter a description of the shipping method.


General

Use to enter general information about the vehicle including year it was manufactured, the manufacturer’s name, the model number, the ID number, the tag number, the center and department that uses the vehicle, and the primary driver of the vehicle.


Year

Enter the year the vehicle was manufactured.


Manufacturer

Select the manufacturer of the vehicle.


Model #

Select the model number of the vehicle.


ID #

Enter the serial number of the vehicle.


Tag #

Enter the tag number of the vehicle.


Comments

Enter any special comments about the vehicle.


Center

Select the center that uses this vehicle.


Department

Select the department that uses this vehicle.


Primary driver

Select the primary driver of this vehicle.


Last expense

The date of the last expense appears.


Last oil change

Enter the date of your last oil change.


General

Use to enter the description of the lead type.


Property Management Activate Interface

To interface with the corresponding application, mark this box. For example, if in Service Management the interface to General Ledger is active, General Ledger account numbers are verified when selected in Service Management. When an interface is activated, various items in windows are available that are otherwise unavailable.

In order to create entries for other applications, you must mark Activate Interface and Create entries.

If you do not activate an application, interfacing is unavailable. For example, if in Service Management the interface to General Ledger is inactive, you cannot distribute to General Ledger accounts since those items are not available.


Payroll Activate Interface

To interface with the corresponding application, mark this box. For example, if in Service Management the interface to General Ledger is active, General Ledger account numbers are verified when selected in Service Management. When an interface is activated, various items in windows are available that are otherwise unavailable.

In order to create entries for other applications, you must mark Activate Interface and Create entries.

If you do not activate an application, interfacing is unavailable. For example, if in Service Management the interface to General Ledger is inactive, you cannot distribute to General Ledger accounts since those items are not available.


Property Management Create Entries

To create and distribute entries to the interfacing application, mark this box. By marking this box, entries are created for the interfacing application. For example, in Accounts Payable, if the interface to General Ledger is active and Create entries is marked, entries are created for General Ledger when posting invoices, printing and reprinting checks, entering manual checks, and voiding checks.


Payroll Create Entries

To create and distribute entries to the interfacing application, mark this box. By marking this box, entries are created for the interfacing application. For example, in Accounts Payable, if the interface to General Ledger is active and Create entries is marked, entries are created for General Ledger when posting invoices, printing and reprinting checks, entering manual checks, and voiding checks.


Charge type

Select the default PM charge type.


Charge type

Select the PM charge type. This charge type will be used.


JC Options

Select a JC cost code and a JC category code to use as defaults.


Summarization

Select a PM summarization option.


No summarization

Select this and the transactions will not be summarized. A PM transaction will be sent for each invoice and work order.


By invoice

Select this and entries on the same invoice are combined into one transaction.


By work order

Select this and entries with the same work order number are combined into one transaction.


PM default

Select this and entries will be combined using the PM default account.


Show property view

Select this check box to show the property view when you start Service Management.


Show unit view

Select this check box to show the unit view when you start Service Management.


Agreements Selection Parameters

Use to select agreement criteria including agreement type and the date range.


All Vehicle Properties

Use to add expenses to vehicles including fuel, oil changes, repairs, and miscellaneous expenses.


Register

Use the register to add expenses to a vehicle including fuel, oil changes, repair, and miscellaneous expenses. Click [Form] to add a new vehicle.


New Marketing List - Input

Use to select a specific marketing list or select ALL.


Marketing list

Select a specific marketing list or select ALL.


Service History

Use to specify service history information including the call type, problem, repair, and the date service began.


Edit Time Entries

Use to edit employee time entries. Specify the date range for the work orders. Select Unposted entries, Posted entries, or All entries, Sort the time entries by the employees, date, work orders, jobs, and sequence. Edit fields specific by clicking in the corresponding field’s grid. In many cases a drop-down list appears and you can make a different selection. In other cases the cursor will become active when you click in the field and you can enter a different selection. After you have finished making the edits, click [Reconcile All], [Cancel Entry], or [Done].


Undo Changes or Cancel Entry

Click to undo the changes or the cancel the new entry.


From

Select or enter the beginning date for the time entries.


To

Select or enter the ending date for the time entries.


Show

Click the down arrow to activate the drop-down list. Select from Unposted entries only, Posted entries only, All entries.


Employee

Click this button to sort the entries by employees.


Date

Click this button to sort the entries by the date.


Work Order

Click this button to sort the entries by work orders.


Job

Click this button to sort the entries by jobs.


Sequence

Click this button to sort the entries by the sequence number.


Work Order total

The work order hours, amount billed, and cost amount total appear here.


Reconcile All

Click to reconcile all the time entries.


Lookup By

Click on a button below and the information in the time entries grid will appear sorted by that button’s name.


Job totals

The number of hours and cost amount totals appear here.


Day totals

The number of hours and cost amount totals for the day appear here.


Week totals

The number of hours and cost amount totals for the week appear here.


Post time entries

Use to post time reconciled entries or those that have not been reconciled. Select the period end date for reconciled time entries and select the date unreconciled time entries were posted or the period end date. Select the service center or ALL, and you can select the department or ALL. You can also enter the name of the log file.


Post reconciled time entries

Select this check box to post reconciled time entries. You must also select the period end date. When you select this check box the Post entries with Period End Date field becomes active.


Period end date

Enter or select the period end date.


Post unreconciled time entries

Select this check box to post unreconciled entries. When you select this check box, the Post entries dated on or before and the Use Period End Date fields become active


Post entries date on or before

Enter or select the ending date to post entries. All unreconciled time entries with this date or earlier will post.


Use Period End Date

Enter or select the period end date to use. All unreconciled entries with this period end date will post.


Service Center

Select a center and all entries with this center will post.


Department

Select a department and all entries with this department will post.


Log file

Enter the name of the log file to when you post the entries


PR employee

The PR employee number defaults.


Default repair

Select the default repair for this employee.


Default start time

Select or enter the default start time.


Default end time

Select or enter the default end time.


Hours in work day

Enter the number of the work days.


Saturday is a work day

Select this check box if Saturday is a work day for this employee.


Sunday is a work day

Select this check box if Sunday is a work day for this employee.


Description

Enter a description of this property or enter the property’s name.


Alias

Enter an alias for this property.


PM property

Select a PM property from the drop down list. If you select a PM property, PM information will be used as defaults in the remaining fields.


Type

Select a type from the drop down list.


Address

Enter the address of this property.


Address

Enter the address of this property.


Phone

Enter the main phone number for this property.


City

Enter the city for this property.


Fax

Enter the fax number for this property.


Located at

Enter the location code for this property.


Map

Enter the map location number for this property.


Name

Enter the name of the primary contact for this property.


Title

Enter the title of the primary contact for this property.


Email

Enter the Email address of the primary contact for this property.


Phone

Enter the phone number of the primary contact for this property.


Mobile

Enter the mobile phone number of the primary contact for this property.


Memo

Use the memo to enter special notes about this property.


New Location

Create a new location with this wizard. Select a customer, job, property, or unit. When you select the location type, corresponding locations will appear in the drop-down list. You must activate the interfaces to Accounts Receivable, Job Cost, and Property Management for them to appear in the drop-down lists. You must also create units and properties in PM for them to appear in the drop-down list.


Customer

Select to create a new customer. When you click Customer the drop-down list becomes active.


AR customer

Select an AR customer. If you select an AR customer from this list, information entered for that customer in AR will prefill in the fields in the remaining windows.


Job

Select to create a new job. When you click Job the drop-down list becomes active.


JC job

Select a JC job from the drop-down list. If you select a JC job from this list, information entered for that job in JC will prefill in the fields in the remaining windows.


Property

Select to create a new property. When you click Property the drop-down list becomes active.


PM property

Select a property from the drop-down list. If you select a property from this list, information entered for this property in PM will prefill in the fields in the remaining windows.


Unit

Select to create a new unit. When you click Unit the drop down list for PM property and PM unit becomes active.


PM property

Select a PM property from the drop-down list. If you select a PM property from the list, information entered for this property will prefill in the fields in the remaining windows.


PM unit

Select a PM property unit from the drop-down list. If you select a PM property unit from the list, information entered for this property unit will prefill in the fields in the remaining windows.


Done

Click when you have finished editing or entering time entries. A message will appear asking if you want to start Post Time Entries now or run the task from the Tasks menu later.


Print Report

Click to print a report of the time entries listed in the entry grid.


Time Entry Grid

Scroll left and right to see all of the fields in the grid. To add or remove columns, right-click anywhere on the grid and select Hid/Show columns.


Totals

The totals for the employee you have selected in the grid appear here.


Time Entry Records – Selection Criteria

Use this window to select criteria for your initial Time Entries Window. Select the From date, the To date, and the type of entries to appear in this initial. When the Time Entries Window is active, you can change this criteria.


From

Select the starting work date for time entry records you want to view and edit.


To

Select the ending work date for time entry records you want to view and edit.


Show

Select the type of entries to include in the initial window. Choose from Unposted entries only, Posted entries only, and All entries. This selection is based on the posted field of the time entry record.


Payroll

Make the payroll selections for this employee.


PR employee

The corresponding Payroll employee number appears if this employee has been set up as a Service Management and Payroll employee.


PR union

Select a Payroll union code for this employee. This prefills from the SM employee set up. This field is not available if the employee does not have the Send time to Payroll checkbox selected.


PR union local

Select the Payroll union local code. This prefills from the Job Local table if it is job related, then from the employee set up.


PR union class

Select the PR union class. This prefills from the SM employee, but it will be empty if the PR Union or the PR Union Local fields are modified.


PR Certified

Select this check box is selected as the default if the JC Job Payroll daily entry control is selected as Certified Job, require daily entry.


PR certified class

Select a certified class. This field is required if the Payroll daily entry control on the JC job is selected as Certified job, require daily entry. It prefills from the SM employee.


PR state

See the PR state help topic in Payroll.


PR work local

See the PR work local help topic in Payroll.


PR department

Select a PR department. If the time entry is not work order related, this prefills from the SM employee. If the time entry is work order related, this prefills from the department for the work order.


PR pay ID

Select a PR pay ID. This prefills from the SM employee.


PR WC code

Select a PR WC code. If the time entry is related to the Job Cost job, the system checks the Worker’s Comp Group field on the job and uses that information to look up the code on the Cost Code WC table in Payroll. If the returned value is blank or the time is not job related, it will prefill from the SM employee.


PR WC state

Select a PR WC state. This prefills from the SM employee.


PR shift

Select a PR Shift code. This prefills from the SM employee.


PR misc 1

Enter the first miscellaneous code. This prefills from the SM employee.


PR misc 2

Enter the second miscellaneous code. This prefills from the SM employee.


PR expense

Select a PR expense account. See the Expense Account Retrieval Help topic in Payroll for details.


PR check sequence

Select the PR check sequence number. This prefills as first. This field is disabled if the time entry has been posted.


PR check number

This number is created during Payroll Post Checks. This field cannot be modified.


PR cost

Enter the PR cost.


PR employer taxes

This represents the amount of employer taxes calculated by Payroll for this time entry. This field is populated only if SM time is being sent to Payroll.


PR fringes

This represents the amount of fringes calculated by Payroll for this time entry. This field is populated only if SM time is being sent to Payroll.


PR cash fringes

Enter the PR cash fringes number. This represents the amount of cash fringes calculated by Payroll for this time entry. This field is populated only if SM time is being sent to Payroll.


Total PR cost

Enter the total PR cost. This represents the summary of the PR cost, PR employer taxes, PR fringes, and PR cash fringes for this time entry. This is a read-only field.


Employee

Select from a list of SM employees. When entering new time entries on this screen, this field will prefill from the line above.


Work date

The work date appears. You can select a different date or allow the entry to prefill from the line above. If this is the first entry in the grid, it prefills based on the From date.


Period end date

Select the period end date. This is a required field if posting to Payroll .You can select it a number of ways:

•	Manually by selecting the fill down option on the column’s context menu

•	Click the [Reconcile All] button

•	Run the Post Time Entries task


Math adjustment

Select the type of math adjustment to make.


Work order

Select the work order number or leave it blank if the time entry is not work order related. A non work order related entry is training or shop time.


Work order item

Select the work order item. This is a read-only field. It prefills based on the work order.


PM charge type

Select the PM charge type. This prefills based on the PM charge type hierarchy. See PM Help for more details.

This field is disabled if the location for the time entry is not PU unit or if the entry is not work order related.


Exempt status

Select an exempt status.


Tax group

Select a tax group. This is required if exempt status is taxable. If the location is a PM unit and the item is being billed to a tenant, this prefills from the least charge control. Otherwise, it follows the normal SM tax group hierarchy. See the Hierarchy Help topic in SM for more details.


Covered

Select this check box if this item is covered by an agreement. This check box is selected by default if the time entry is related to a small job. If this time entry is agreement related, this check box is selected by default but you can modify it.


JC job

Select the Job Cost job code. This prefills from the work order if it is job related.


JC extra

Select the Job Cost extra code. This is available only if the time entry is job related. It prefills from the work order or you can manually select it.


JC Cost Code

Select the Job Cost cost code. This is available only if the time entry is job related. The cost codes that have a status of complete are not available in the list.


JC category

Select the JC category code. This is available only if the time entry is job related. The cost codes that have a status of complete are not available in the list.


Reconciled

Select this check box to indicate that the time entry is reconciled. This status can be used to filter time entries when posting them to Payroll.


Location

Select the location. This is a read-only field. This prefills from the work order on the time entry.


Center

Select the center. This is a read-only field. This prefills from the work order on the time entry. If the time entry is not work order related, the field is blank


Department

Select the department. This is a read-only field. This prefills from the work order on the time entry. If the time entry is not work order related, the field is blank


Product

Select the product. The only products available in the list are those classified as labor. This field is disabled if

•	The time entry is not work order related.

•	The entry is related to a flat rate repair.

•	The entry has been posted to Payroll.

•	The associated work order has been invoiced.

The product prefills from the call type if work order related and the default in SM Settings if not work order related.


Repair

Select the repair. This prefills from the work order problem, the SM employee, then SM Settings. It is disabled if it is not work order related.


Description

Enter a description. This prefills from the work order repair.


Pay ID

Select the Pay ID. This prefills from the SM pay type. If the PR pay ID on the pay type is blank, it prefills from the SM employee.


Unit cost

Enter the unit cost. This prefills from the hourly rate on the SM employee. If a cost multiplier or unit cost has been designated on the pay ID for this item, they will be copied to the cost.


Cost units

Enter the cost units for this time entry. This amount will be used in conjunction with the unit cost to determine the total cost for this item.


Total cost

This is a read-only field. It is calculated based on the unit cost and cost units.


Billed units

Enter the billed units. This prefills with cost units but you can change it. This amount will be multiplied by the unit sale to determine the total sale for the item.


Unit sale

Enter the unit sale. This prefills from the labor rate on the rate sheet or the unit sale and it is multiplied by the sales multiplier on the SM pay record.


Total sale

Enter the total sale.


Posted

This indicates that this time entry has been posted to Payroll. You cannot modify this field.


Batch

This indicates the batch number of the time entry and you can use it to help locate the time entry in reports and inquiries. You cannot modify this field.


GL period warning

This warning notes that the date you selected is for a future GL period.


PM Options

Click this button to open the PM Options window where you will select the default charge type and the summarization level for open items posted to Property Management.


Journals

Use to select the journal types for agreement, amortization, purchasing/inventory, and work order journal.


PR Pay ID

Select the Payroll pay ID you want this pay type to match.


Non-billable

Select this check box if this is a non-billable work order. This prefills from the Billing tab of the location’s properties. A non-billable work order does not include billing rates and it has a closed status even though it has not been invoiced.


Permission code

Select a permission code to indicate to the technician how to gain access to the service site. For example, a key might be required or one must beware of dogs. This field will appear on the work order report. Set up permission codes in the Setup menu, Service, Permission Codes.


No

Select to generate the work order without printing it. Set the default on the Misc tab in SM Settings.


Yes

Select to print this work order. Set the default on the Misc tab in SM Settings.


Preview

Select to preview the work order before printing. When the work order is in the preview mode, click the printer icon to print it. Set the default on the Misc tab in SM Settings.


Costs

Use to view the costs of the work order. Fields include the date, employee, product, description, quantity, unit cost, and total cost.


List

The list of products appears in this window.


Total cost

The total cost of the products appears in this window.


Inventory list

The inventory history information appears in this window.


Accounting Entries

Use to view accounting entry transactions associated with this work order. Fields include accounting date, transaction date, transaction, operation, description, debit account, credit account, amount, center, department, and posted.


[Add]

Click to add the ToDo item to the work order. ToDo items appear on the work order report to assist the technician.


[Delete]

Click to delete a to do item.


[Edit]

Click to edit the description of an existing ToDo item.


To Do list

To do items associated with standard tasks that have been selected appear in this window. Click the buttons above to add new items, to edit items, and to delete items.


Add To Do

Use to enter a description of the new to do item.


Description

Enter the description of the to do item.


Never

Select to hide the Work Order Review option from the Tasks > Work Orders menu and the work order context menus.


Optional (warn if not reviewed)

Select to activate the Work Order Review option in the Tasks > Work Orders menu and the work order context menus. When you select this option and try to invoice or close a work order before changing its status to reviewed, a warning message appears.


Always

Select this option if the work order must be reviewed prior to closing or invoicing it. If the status of the work order is not reviewed, you will not be able to invoice or close the work order.


Close when invoiced

Select to close work orders with this call type after you invoice them. See the work order status Help topic for more information on the close status.


Close now

Select this check box to close the invoice.


Last Work

The date service on the work order was last performed and the technician who performed that service appears here.


Printed?

Indicates if the work order has been printed.


Work Order billing

In the Work Order Billing window you can select work orders to bill based on criteria you specify using the Cutoff date and the [Advanced] filter option. When you specify the criteria, the work orders appear in the Work Order Grid. You can review a work order by double-clicking on it. Select the Close? check box to review the work order before you invoice it. Select the Bill? check box if you have already reviewed the work order and you are ready to generate an invoice for it. Click [Select All] to select the Bill? and Close? check boxes for all of the work order in the grid. Click [Select None] to clear all of the Bill? and Close? check boxes for the work orders in the grid. Once you have reviewed the status of all of the work orders in the grid, click [Generate Invoices].


Close

Click to close the Work Order Billing window.  Both the criteria for the Work Order Billing window and any selection made in the window are saved from session to session. If the session is closed and then the task is reopened later, all criteria and billings selections will persist.


Generate Invoices

Click to generate invoices for the work orders you have selected. If non-billable or previously invoiced work orders have been selected, clicking this button will close the work order.


Select All

Click to select the Bill? and Close? check boxes for the all of the work orders in the window.


Select None

Click to clear the Bill? And Close? check boxes for all of the work orders in the window.


Work order billing list

A list of work orders appears here. Use this list to verify the work order information before you generate an invoice.


Generate invoices

Use to select the invoice date to assign to the work orders you selected in the Work Order Billing window and to select print options for the invoices.


Invoice Date

Select the invoice date.


No

Select to not print the invoice. If No is selected, the invoices will need to be printed from the individual invoice menus or by using the Daily Invoices report.


Preview

Select to preview the invoice.


Yes

Select to print the invoices that are ready to be generated. The invoices will be sent directly to your printer.


Type

The work order service type of either service or small job appears.


Bill each work order separately

Select if you want your default billing for this location to create a separate invoice for each work order you bill for this location. You can select a different grouping while in the Work Order Billing task by using the regroup feature.


Combine work orders for this location

Select if you want your default billing for this location to combine all work orders selected to bill for this location on one invoice. If multiple AR customers have been referenced as a Bill To for this location, work orders will be grouped per AR customer per location. You can select a different grouping while in the Work Order Billing task by using the regroup feature.


Combine work orders for the billed customer

Select if you want your default billing combine work orders for the billed customer of this location on one invoice. This option is only available for customer sites if you have activated the Accounts Receivable interface. This option is only available for job sites if you have the Job Cost interface. This option is not available if the location is a property or a Job Cost job with the Send costs as costs costing option selected.


Voided

This is a read-only field. This check box is selected if the invoice has been voided in Accounts Receivable.


Sold to

The name and address of the service location on the invoice appears here. If there is more than one location for the invoice, use the arrow and scroll down to see more information in the window.


Sold to

The name and address of the service location on the invoice appears here. If there is more than one location for the invoice, use the arrow and scroll down to see more information in the window.


Location

The location for this invoice item appears. This is a read-only field.


Work Order

The work order number for this invoice item appears. This is a read-only field.


JC Extra

The Job Cost extra for the invoice item appears here. If the location type is not job, this field is blank.


Service location

This is a read-only field. If the work performed for this invoice was at a service location, the control is selected.


Center

This is a read-only field. If the work performed for this invoice was at a center, the control is selected.


Advanced Filter

Use to filter the work orders based on the service center, department, location type, technician group, status, call type, technician, and who entered the work order. The fields default to ALL. Work orders can also be filtered based on service type on the small job and status. Asterisks will appear around the Advanced button text if filters have been applied. Advanced filter settings will persist. After you make the selections, click [OK] to display the work orders that meet the criteria.


Center

Select the center work orders must be associated with to appear in the work order billing list and invoice tree. The default is ALL.


Department

Select the department work orders must be associated with to appear in the work order billing list and invoice tree. The default is ALL.


Call type

Select the call type work orders must be associated with to appear in the work order billing list and invoice tree. The default is ALL.


Technician group

Select the technician group work orders must be associated with to appear in the work order billing list and invoice tree. The default is ALL.


Technician

Select the technician work orders must be associated with to appear in the work order billing list and invoice tree. The default is ALL.


Location type

Select the location type work orders must be associated with to appear in the work order billing list and invoice tree. The default is ALL.


Show unreviewed

Select this check box if you want work orders with a status other than reviewed to appear in the work order billing list and invoice tree.


Show unreviewed

Select this check box if you want work orders with a status other than reviewed to appear in the work order billing list and invoice tree. This checkbox also appears at the top of the main Work Order Billing window.


Show small job work orders

Select this check box if you want small job work orders to appear in the work order billing list and invoice tree.


Show open work orders

Select this check box if you want work orders with a status of opened to appear in the work order billing list and invoice tree. If the Review work orders before invoicing option on the Work Orders tab in SM Settings is selected as Optional or Always, this field is disabled until the Show unreviewed work orders check box is cleared.


Show completed work orders

Select this check box if you want work orders with a status of completed to appear in the work order billing list and invoice tree. If the Review work orders before invoicing option on the Work Orders tab in SM Settings is selected as Optional or Always, this field is disabled until the Show unreviewed work orders check box is cleared.


Show invoiced work orders

Select this check box if you want work orders with a status of invoiced to appear in the work order billing list and invoice tree. . If the Review work orders before invoicing option on the Work Orders tab in SM Settings is selected as Optional or Always, this field is disabled until the Show unreviewed work orders check box is cleared.


Invoice tree

A list of invoices that are ready to be generated appear in this tree. The top level of the node represents who will be billed, for example the Accounts Receivable customer or Property Management tenant will often represent the top-level node. The total amount of the invoice also appears at this level. If you use the filters in the Work Order Billing window, the invoices that appear in the grid will reflect the criteria you select in the filters. Right-click on an invoice in the grid to activate the context menu and select an option. If you select Mark Not Ready to Bill the invoice will disappear from the grid and its status in the Work Order Billing window will change so the Bill? and Close? check boxes are clear. To change the billing level of the work order, right-click on it and select one of the regroup options. Click [Proof Invoices] to generate a report of the invoices in the grid. Click [Generate Invoices] to activate the Generate Invoices window where you can select the invoice date and the print options.


Work order review

In the Work Order Review window you can edit and review a list of work orders based on criteria you specify using the Cutoff date and the [Advanced] filter option. Use to select work orders by the cutoff date, and the status of billable and non-billable.  Click [Advanced] to select additional criteria including the center, department, call type, technician group, technician, location, and who entered the work order. You can also select the Show small job check box and the Show unreviewed check box. When you select the Show unreviewed check box the Show open work orders, the Show completed work orders, and the Show invoiced work orders check boxes. When you select the criteria and the work orders appear in the window double-click on a work order to review it, and modify and add items. Right-click to activate the context menu and make a selection.


Work Order #

Click to sort the work orders by work order number.


Location

Click to sort the work orders by the location.


Date Entered

Click to sort the work orders by the date entered for the work order.


AR Customer

Click to sort the work orders by the Accounts Receivable customer for the work order.


JC Job

Click to sort the work orders by the Job Cost job for the work order, if applicable.


PM Tenant

Click to sort the work orders by the Property Management tenant for the work order, if applicable.


Advanced

Click to open the Advanced Filter window where you can select criteria to filter the work orders. When you select criteria in the window the button name will include asterisk [*Advanced*] that will serve as a reminder that filters are being applied to the work order list.


Select All

Click to select the Reviewed? check boxes for all the work orders in the window. A message will ask you to verify items for new automatically added items on the register for work orders before you change the status for these work orders to reviewed.


Select None

Click to clear the Reviewed? check boxes for all the work orders in the window.


Show non-billable

Select this check box to display only the non-billable work orders in the window.


Work Order Review window

Work orders appear in this window based on the criteria you select.


Standard Task

A list of standard tasks appears in the window. Select the tasks you wish to associate with the work order. Items associated with the standard tasks including parts, labor, and miscellaneous, will prefill to the work order register and will reference the technician this work order is assigned to. Set up new standard tasks under Setup > Service > Standard Tasks.


Location List Parameters

Use to select the criteria for the location list.  The list will include all locations that meet the criteria you select and enter for the Type, Center, Area, Primary service rep, Primary sales rep, Rate sheet, and the Account opened between date range.


Equipment register

Select the equipment covered by this agreement.  Only equipment that has been added to the Location Equipment is tab is available for selection. After you select the equipment press ENTER, press TAB, or click [Add]. If you want to remove a piece of equipment from the register, click [Delete].


Register

A list of the pieces of equipment you have selected for this agreement appears in this window.


Register

The invoice item properties appear on the register. If multiple work orders were included on this invoice, the invoice items will represent each work order. Click [Form] to display additional information.


Convert to Customer

Use to convert a job property, or unit location to a customer. Note the important message that once you convert a job location to a customer you cannot convert it back to a job.


AR customer

Select the Accounts Receivable customer you want to convert this location to.


GL Prefix

Select the General Ledger account prefix you want to use for this job to customer conversion.


Accumulate cost and revenue to Job Cost

Select this check box if you want to accumulate cost and revenue for the newly created customer to Job Cost. When selected, the Job Cost job and Job Cost extra fields are enabled for selection.


JC job

Select the Job Cost job you want to accumulate the customer’s cost and revenue to.


JC extra

Select the Job Cost extra you want to accumulate the customer’s cost and revenue to, if applicable. If there is not a Job Cost extra associated with the Job Cost job you have selected, none will appear in the list.


Convert to Property/Unit

Use to convert a customer to a property or unit. You must close or invoice all open work orders for the customer before you convert it.


PM Property

Select the Property Management property you want to convert the customer to.


PM Property

Select if you want to select only a Property Management property and not a unit. When you select this control the PM Property list becomes available.


Unit

Select if you want to select a Property Management unit to convert this customer to. When you select this control the PM Property and the PM Unit lists become available. You must select the PM Property associated to the unit first.


PM Property

Select the PM property that the unit is associated to.


PM Unit

Select the PM unit you want to convert this customer to.


GL Prefix

Select the General Ledger prefix you want to use for this conversion. This field is disabled if the Property Management property has been designated as owned.


View Accounting Entries

Use to view accounting entries in a list based on criteria you set including accounting entry type and the From and To Dates. Right-click on an accounting entry and select Properties to see the entry’s detail.  Right-click on the list and select Preview List to preview a report of the entries sorted by date. Right-click on an accounting entry and select Preview to preview a single accounting entry.


Type

Select the accounting entry type. Choices include all types, work order, invoice, purchase order, agreement, amortization, inventory, upgrade, receipts, and tenant charge.


From

Select the From transaction date for the accounting entries you wish to view.


To

Select the To transaction date for the accounting entries you wish to view.


Register

The purchase order items to receive appear on the register. Click [Receive All] or [Receive None], then click [Next] to continue.


Standard Tasks

A list of standard tasks appears. Click on the standard task if you typically associate it with the problem. Selected standard tasks will prefill to work orders with this problem.


Standard tasks

Select the standard tasks you want to associate to this problem.


Standard Tasks

A list of standard tasks appears. Click on the standard task if you want to associate it with this flat rate repair. When this repair is referenced on work order items, the standard task items such as labor, parts or miscellaneous will prefill to the flat rate cost register.


Standard tasks

A list of standard tasks appears. Click on the standard task if you want to associate it with this flat rate repair. When this repair is referenced on work order items, the standard task items such as labor, parts or miscellaneous will prefill to the flat rate cost register.


Register

Use to add parts, labor, miscellaneous, and ToDo items to this standard task. When this standard task is referenced on a work order, these items will prefill to the work order register.


Register

Use to add parts, labor, miscellaneous, and ToDo items to this standard task. When this standard task is referenced on a work order, these items will prefill to the work order register.


New Vehicle

Enter the new vehicle number; then click [Next].


Vehicle number

Enter the vehicle number. The number must be unique as it will be used by the system to track this vehicle.


Print Lists

Use to generate reports of count lists and value lists of your inventory. You can select all trucks or choose a single stocking location.


Print P.M. Parameters

Use to generate a report of Preventive Maintenance tasks by month. You can also make more specific criteria including invoice, technician, group, standard task, required skill, and equipment class.


New Time Entry

Use to enter a new time entry. After you select the technician and the work order the fields on the General and Payroll tab fill with the appropriate information. You can change certain items like the product and repair, but other items like the location and center are read-only.


Reconcile All Time Entries

Use to select all time entries in the Edit Time Entry window as reconciled. If interfacing with the Payroll application, the period end date for the time entries can be specified and the option to override the existing period end date exists.


General

Use to select general information about this lead including the contact name, lead type, job type, source, and center.


Contact

Select the primary contact for this sales lead. This prefills from the primary contact on the location.


Job type

Select the job type for this sales lead. If your business is involved in multiple areas of the industry, this field can help classify your leads in reports.


Lead type

Select the lead type for this sales lead. Use this field to further classify the types of leads for reporting purposes.


Source

Select the source for this sales lead. Use this field to designate how the lead was obtained. Some examples include television advertisements, newspaper advertisements, or friends.


Center

Select the center for this sales lead. This prefills based on the location properties.


Accounting entries

Accounting transactions for this invoice appear in this window. Double-click on an entry and the Accounting Entry Properties window appears. Scroll right to display more fields.


Status

Use to select the lead’s status fields including disposition, disposition date, future contact date, and salesman.


Options

Use to select the invoicing options for the purchase order.


General

Use to select general fields for the vehicle expense including the vehicle, the date of the transaction, type of transaction, the odometer reading, the quantity of the type, the amount of the type, the technician, the center, and the department. You can also add comments to expense.


Amount

Enter the amount for the vehicle expense.


Center

Select the center associated with the vehicle expense.


Comments

Enter comments specific to the vehicle expense. The maximum length of the comments is 50 characters.


Date

Enter or select the date of the vehicle expense.


Department

Select the department for the vehicle expense.


Technician

Select the technician to associate with the vehicle expense.


Odometer

Enter the odometer reading of the vehicle expense.


Quantity

Enter the number of units for the vehicle expense.


Type

Select the type of expense transaction. Options include fuel, oil change, repair, and miscellaneous.


Vehicle

Select the vehicle used in this transaction.


Warranty

Use to select warranty information about the piece of equipment including when it was installed, the date the warranty begins, and the date it ends.


Register

Add labor, parts, miscellaneous items, and ToDo tasks to the Preventive Maintenance task with this register.


Communication Center

The mobile features on the Communication Center tab interface to your third party software. Assign the service messaging feature to this technician. When you select the Technician may use Service Messaging check box, all paging devices become available in the Paging device field. You can also assign the @Road Integrator feature to this technician on the Communication Center tab.


Service Messaging

Select this check box if you want to assign 1-way and 2-way paging to this technician. You can only assign service messaging to the number of technicians that you have purchased uses for. When you select this check box, all the paging devices become available in the Paging device field.


Paging device

Select a paging device to assign to this technician to use with the service messaging. This field is available only if the Technician may use Service Messaging check box is selected for this technician. All paging devices are available in the list.


@Road
Technician may use @Road Integrator

Select this check box to assign @Road Integrator to this technician. You can only assign @Road Integrators to the number of technicians that you have purchased uses for. The interface sends information to @Road mapping service including technician names, addresses, and current work orders.