The Jobs page allows you to display, search, add and edit all service jobs that have been created in your SVCONTHEGO account. Jobs will remain in this area until deleted or purged. Click the header of each column to sort the information in ascending or descending order.
- 1 Accessing Jobs From Search Tab
- 2 Adding a Job
- 3 Additional Job Data
Accessing Jobs From Search Tab
When accessing Jobs from the Search Tab you will see the following screen:
From this screen you will be able to search for and edit jobs by the categories listed below. All of the jobs that fit your criteria will be listed in the Job window below the Job Search window.
Job Search Criteria
- Search By: This drop-down allows you to alter your search by criteria. From this drop-down you can select to search by Servicer or Invoice. Select search by servicer to see the jobs assigned to a specific worker. Select search by invoice if you are looking up a job that has already been completed and invoiced. You would want to use this search criteria if a customer asked about job details and had the invoice number available. If you do not filter by either criteria, you will use the default criteria.
- Job Number: Use this criteria if you know the specific job number you are looking for. Job numbers are automatically assigned by the system.
- Job Type: Use this criteria if you are looking for a job with a specific job type. Job types include - Agreement Call (AGR), Time & Materials (TM), Warranty Call (WTY), and Preventative Maintenance (PM).
- Site Name: Site name is the customer name as it should appear on reports. Use this search function if you are looking for all the jobs associated with a particular customer.
- Site Code: Site code is the Site identification number. The first four (4) characters of the service site represent the year the site is created, the next two (2) characters represent the month and the last four (4) represent the sequence number of the site. Use this search function if you have more than one site with the same Site Name and you need to be more specific.
Once you have the criteria you want to search for a single job or multiple jobs with set, click on the "Find" button. The search will be run and results will be displayed in the Jobs window below the Search window.
Job Search Results
The Jobs that meet the search criteria will be displayed in the Job window. The jobs will be displayed in the Results tab. Jobs can be sorted by the following criteria: Job Number; Site Code; Site Name; Schedule Date; Schedule Time; Job Type; Job Status. To sort in ascending order by any of the criteria, click on the Up Arrow next to the criteria you want to sort by. To sort in descending order by any of the criteria, click on the Down Area next to the criteria you want to sort by.
Adding a Job
Go through the Sites option of the Search tab. Search for the Site you want to add a Job to, click on the Jobs tab, and find the "More" button. Click the "More" button and select "Add Job" to open the Job Add window. The Site will populate automatically and you will add in the rest of the Job data.
These are all the data fields present in the Job Add window. Not all of these fields need to completed upon the initial job creation. Some fields will be handled by the dispatchers and mobile technicians as the Job progresses.
- Site - The customer name as it should show up in reports. This is automatically filled in by the system.
- Job Number - Unique number, automatically assigned by the system.
- SLA - Check this box to activate the SLA Matrix. This will prevent you from scheduling a job that will cause you to break a SLA.
- Request - Enter a Request code or use the Drop-down to select an existing Request code. Request codes are used to assign common user service request. Request Codes are established using Setup > Request Detail Maintenance. Select the hyperlink to create a new Priority code or modify an existing code.
- Priority - Service response time is calculated based on the assigned Priority code. Enter the Priority code or use the Lookup button to select an existing code if a different code is required. Select the hyperlink to create a new Priority code or modify an existing code.
- Request Notes - Add any additional notes that came in with the Job request can be typed into this field.
- Job Contact - The Contact defaults to the primary contact as assigned at the site level. The contact can be changed by manually entering a Contact code or using the drop-down to select an existing code. A new contact code can be added by selecting the hyperlink.
- Contact Phone - The phone number for the selected contact.
- Received Date and Time - The system will automatically assign the date and time the service job is received; based on current system date and time. Date or time can also be manually entered.
- Scheduled Date and Time - The system will automatically assign a scheduled date and time; this default is determined by the service job receive date and time, and the service site priority code. To change the default, enter a new date and time.
- Contact Email - The email address for the selected contact.
- SLA Expiration Date - The date that the SLA in place will expire. This will automatically fill in if there is a SLA in place.
- Job Type - Job type identifies how the associated costs and revenue from job will post to the general ledger. Enter the Job Type code or use the Lookup button to select an existing code if a different code is required.
- Purchase Order - Automatically defaults to the Payment Reference Number. This number carries over to the Invoice's Purchase Order number.
- Primary Servicer - Enter the code for the service technician assigned to the call or use the Lookup button to select a service technician. The system will default to the primary service technician assigned to the service site.
- Payment Method - Used to designate the method of payment for the call such as cash, purchase order, check or credit card.
- Status - Defaults with the code assigned during the SVCONTHEGO Options new service job setup. Enter the Status code or use the Lookup button to select an existing code if a different code is required.
- Payment Reference - A description for the payment such as a check number, credit card number, etc.
- Service Type - Service Type Codes can be a key item in the reporting system. Enter the Service Type code or use the drop-down to select an existing code if a different code is required.
- Account Manager - Defaults to the current user.
- Salesperson - Defaults to the sales person assigned to the Site.
- Agreement - Enter a Service Agreement ID code or use the drop-down to select an existing Service Agreement ID code. This field is used to assign a Service Agreement to the service job and will only be used when the job is covered by an active agreement.
- When an agreement number is specified in the Agreement field, the Agreement Message entered on the agreement shows on this screen. This can serve as a helpful reminder of what kind of agreement or service contract is in effect for the customer on the screen so users can handle the service job accordingly.
- Equipment - Enter an Equipment ID code or use the drop-down to select an existing Equipment ID. This field is used to assign a piece of equipment to the service job. Leave this field blank if the service job does not have an equipment assignment.
- Est Hours - The estimated time it will take to complete the call. A planned maintenance scheduled service job will have this field completed with information based on the service agreement.
- Est $$ - The estimated price for the services to be rendered.
- Quoted Hours - Reflects the total number of labor hours charged against the job. This field is filled in by the Service Job Closeout Register update. If SVContheGo is integrated to Payroll, the actual hours reflected are those charged against the job from Payroll. Excludes cost type Normal.
- Quoted $$ - Once the job is invoiced the total amount of the invoice is entered in the Quoted $$ field.
- Notes - To enter service jobs notes, type in the open notes field at the bottom of the service job. The notes entered in this section can optionally be posted to the invoices generated for the service job.
Again, it is not necessary to complete all of the fields during the initial entry of a service job. Only the Job Number (automatically generated), Request, Job Contact, Job Type, Servicer, Status, Service Type, Priority, Received Date and Time, and Scheduled Date and Timer are required to initiate a service job. Once the fields have been filled out, click the Save button to save the job.
Once a job is created, the primary dispatch card is created. Additional dispatch cards can be created from the service job to assign multiple technicians. You can see an example of a dispatch card below.
How to Make Changes to a Dispatch Card
- Step 1: Select the Job you want to make changes to and click the Edit tab.
- Step 2: Select the field and make the necessary changes.
- Step 3: Click the Save button to save the changes. Any changes that are made to the primary dispatch card are posted back to the service job.
Billing and Key Performance Indicators
Once a job has been completed by the servicer, the billing information and key performance indicators (KPIs) will automatically be calculated and displayed in the section of the dispatch card shown below. An explanation of the data fields can be found below the image.
- Est - Estimated hours provided by the servicer as part of the quoting process.
- Billed - The total number of billable hours accumulated over the course of the job.
- Repair - The total number of hours spent on repairs over the course of the job.
Date & Time
- Departure - The date and time the servicer departed to get to the job site.
- Job Start - The date and time the servicer began working on the job.
- Job Cmp - The date and time the servicer completed work on the job.
- Revenue - The total amount of revenue generated by the job.
- Profit - Calculates the profit generated by the job. Displayed as a percentage.
- Invoice - The amount invoiced for the job.
- Elapsed - Indicates the time that has elapsed since the Job was first recorded (Received Date and Time to Current System Date and Time). Once the job is complete the value changes to indicate the time that elapsed from the Received date to the Complete date.
- Response - Indicates the time it took to respond to the Job once the Job was first recorded (Received Date and Time to Job Start Date and Time).
Additional Job Data
Below the Dispatch Card, you will find additional supporting documentation to ensure that the Job can be completed and billed correctly. There are two rows of tabs. A more detailed description of the information found in each tab can be found below this image.
Site Info, Equipment, Servicers, Documents,and Notes Tabs
- Site Info Tab - The Service Info tab displays the Customer Information and Site Information associated with the Job. The Customer Information is who is going to the job is to be invoiced to and the Site Information is where the work is being done. Sometimes the Customer Information may be different from the Site Information if the Site is part of a larger chain.
- Equipment Tab - The Equipment tab displays any Equipment records associated with the Job.
- Servicers Tab - Displays the servicer or servicers assigned to the Job, depending on the size of the job.
- Documents Tab - Displays any documents associated with the Job. It can be emails, photos, manuals, etc. You can also attach documents to the job via this tab. Add documents by following the following steps:
- Click the Document Options drop down and select the Manage Documents option. You will see the following screen.
- Notes Tab -
Dispatch Records, Work Orders, Transactions, and Invoices Tabs
- Dispatch Records Tab -
- Work Orders Tab -
- Transactions Tab -
- Invoices Tab -