Setup

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SVCONTHEGO must be set up prior to its first use. The setup process creates the required data files that SVCONTHEGO will refer to during operation. The information entered during setup provides a template pertinent to how your company will operate and manage its service department.

The information entered will customize the system to operate in a manner which best fits its procedures, goals and reporting requirements.

The Setup menu determines the options that are used to build and maintain the files required for operation of SVCONTHEGO. Setup of the following items is required and necessary before opening the service site information screen for the first time.



Contents

Job Setup[edit]

Action[edit]

Action codes are used to assign common user actions to Jobs. To establish a request code, the user will select the Action option from the Job Setup Menu to open Request Management. The user will then select the Add option from the More menu, input the Action Code (i.e. Email Site Contact) in the Action field, and click the Save button. Make sure that the Active check box is clicked to ensure that the Action Code is usable in day to day operations.

Requests[edit]

Request codes are used to assign common user service requests to Jobs. To establish a request code, the user will select the Requests option from the Job Setup Menu to open Request Management. The user will then select the Add option from the More menu, input the Request Code (i.e. unit down) in the Request field, and click the Save button. Make sure that the Active check box is clicked to ensure that the Request Code is usable in day to day operations.

Solutions[edit]

Solution codes are used to assign common resolutions to service requests. To establish a solution code, the user will select the Solutions option from the Job Setup Menu to open Solutions Management. The user will then select the Add option from the More menu, input the Solution Code (i.e. unit repaired, part replaced, manufacturer return, etc.) in the Solution field, and click the Save button. Make sure that the Active check box is clicked to ensure that the Solution Code is usable in day to day operations.

Status Codes[edit]

Status codes are used logistically to track each step of a service job entered in the system. Status codes can be set up to handle company-wide service job tracking needs.

Daily analysis and reporting can be conditioned based on the status of service jobs. In addition the status can be used to determine which calls appear on a dispatch board.

To add status codes, on the Job Setup Menu, choose the option Status Codes then select the Add option from the More menu. Input the following information into the corresponding data fields.

  • Status Code: Enter a three-character alphanumeric status code.
  • Description Enter a brief explanation of the status code.
  • Active: Click the box to make the status code an active, usable status code.
  • Icon: Select the Upload Icon button to assign an image to the status code.
  • KPI Call Counts:
  • Allow Invoicing:
  • In Process:

Click Save to create the status code.

Important: The system requires the following four status codes in order to run the service job closeout register. The following status codes cannot be deleted.

  • CMP: Completed - signifies completed jobs that may be closed and updated with the status code FIN after the Service Job Closeout Register is ran.
  • FIN: Finished (Billed) Job - signifies jobs that have been completed and billed. This code is assigned automatically by the Service Job Closeout Register to each job that fulfills the requirements of a finished job.
  • NEW: New Job - signifies new service jobs recently entered into the system.
  • CAN: Cancelled Job – signifies the job was canceled for some reason (insufficient staff, insufficient time, customer changed mind, etc.).

Job Type Manager[edit]

Service Job Types automate the allocation of Service Job and Service Agreement revenues and costs to the ERP's General Ledger Module. Generally, Job Types are created to reflect the profit centers of a service business. One job type should be set up for each department to be tracked within the SVCONTHEGO system. Departments are segments defined in the General Ledger. Job Types determine the accounts to which the cost and revenue for a service job will be posted. Each service job has only one Job Type identified on it and will assign all postings against that job to a single General Ledger department. The postings are determined by cost categories within the Job Type. Eight cost categories are available for each Job Type. These categories represent the standard costs that may be logged to against a service job.

Item Maintenance[edit]

Priority Code[edit]

Priority codes are required for service job entry. The priority code is assigned to each service site during site maintenance setup. All service jobs entered for the site will be set with the default priority code. To create priority codes, select the option labeled Add to open the Priority Code Maintenance window. The user will add the following information to create a new priority code.

  • Priority Code: Enter a single character code representing the priority.
  • Description: Enter a brief description of the priority such as emergency, standard response, planned maintenance.
  • Active: Ensures that the Priority Code is active in the system.
  • Response Time: Enter the number of hours the system will use to calculate to arrive at the ETA or response time. The ETA time is calculated from the date and time the call is initially entered into the system.
  • SLA: Click the SLA box if the Priority Code is to be covered by an SLA. This will also activate the SLA Expiration field.
  • Start Time: Enter the time (using military time; no colon required) that service jobs should start from for the priority code. For example, the company may provide 24-hour emergency support but standard service job hours may be available from 8:00am to 5:00pm.
  • End Time: Enter the time (using military time; no colon required) that service jobs normally end for the priority.
  • Days: Click the check box to indicate valid service days for service jobs that are assigned the priority code.

Click Save to save changes made and create the Priority Code.

Helpful Hint: Service ETA or response time is calculated from within the hour range specified in the previous entries. For example if service hours begin at 8:00 a.m. (0800 in military time) and service end at 5:00 p.m. (1700 in military time) then a call entered at noon designated under a priority code with an 8-hour response would have an ETA of 11:00 a.m. (or 1100 in military time) the following day. If Saturday and Sunday are omitted for valid service days, the system will bypass them in the ETA Date/Time calculation. i.e. Service calls entered on Friday afternoon will be calculated to have an ETA Date/Time on Monday.

Users can also edit previously created Priority Codes by clicking Find to pull up a list of priority codes and clicking the Edit link next to the desired priority code. Click Save once the desired edits, ie. changing Days that standard service can assigned, have been completed.

Equipment Setup[edit]

Manufacturers[edit]

Manufacturer management allows the user to create records of equipment manufacturers and models of equipment to assign to pieces of equipment serviced, sold, or rented.

Adding a Manufacturer[edit]

To add a manufacturer record, the user will select the Add option from the More menu on the right side of the screen. This will open the Manufacturer Management: Add window. The user will then input the following data.

  • Manufacturer (MFR) Code: Input a shorthand code for the manufacturer. For example, the manufacturer code for American Standard Heating & Air Conditioning could be 'Am Std'.
  • Manufacturer: The full name of the equipment manufacturer. Following the example above, the user would input American Standard Heating & Air Conditioning as the manufacturer associated with the manufacturer code Am Std.
  • Prefix: This is an optional field.
  • Active: Check the box to make the manufacturer selectable when inputting equipment into a work order.

The user will click Save to complete the record addition. The user will receive a 'Record Saved!' message as well to verify that the manufacturer record was added successfully.

Adding a Model[edit]

Once the manufacturer has been added, you can add common models of equipment from the manufacturer that your technicians service. Click the Edit button next to the Manufacturer Code you want to add a model or models to. This will open Manufacturer Management: Edit window. Under the manufacturer information, there is a section labelled Models. This is where the user will input the model information to create a model record.

  • Code: Input a shorthand code for the equipment model. For example, the Code for an Odyssey Split Systems R-410A Air Handler could be 'OSS R-410A AH.'
  • Description: Input a description of the equipment model. Following the above example, the user would input Odyssey Split Systems R-410A Air Handler as the description for the model code OSS R-410A AH.
  • Prefix: This is an optional field.
  • Active: Check the box to make the manufacturer selectable when inputting equipment into a work order.

The user will click Save to complete the record addition. The user will receive a 'Record Saved!' message as well to verify that the model record was added successfully.

Level Types[edit]

Levels are used to subdivide Models. To add a Level, the user will select the Add option from the More menu upon entering Level Type Management. The user will input the level name in the Level Type field and click the Save button to complete a level type addition.

Equipment Types[edit]

Equipment Maintenance allows the user to add equipment records for the common pieces of equipment that technicians regularly service.

Adding Equipment Type[edit]

Open the 'Equipment Type Management: Add Equipment Type' window by selecting the Add option from the More menu on the right side of the screen. The user will then input the following data to create a new equipment record.

  • EQ Type Code: The user will input a shorthand code for the equipment type record.
  • Description: The user will input a more detailed description of the equipment that fits the particular equipment type.
  • Prefix: An optional field.
  • Active: Make sure the box is checked to make the equipment type selectable.

The user will click save to complete the equipment type record. The user will receive a 'Record Saved!' message as well to verify that the equipment type was added successfully.


Assigning a Manufacturer[edit]

Open the 'Equipment Type Management: Edit' window by selecting the Edit link next to the equipment type record that needs to have a manufacturer assigned to it. Under the equipment type information the user will see three clickable tabs.

  • Manufacturers Assigned to Equipment Type: Use this tab to view which manufacturer or manufacturers are assigned to the equipment type. The user will check the Remove box if a manufacturer is assigned incorrectly.
  • Manufacturers Not Assigned to Equipment Type: Use the tab to view which manufacturer or manufacturers are not currently assigned to the equipment type. The user will check the Add box if a manufacturer needs to be assigned to the equipment type.
  • All Manufacturers: Use this to view all manufacturers, regardless of if they are assigned to the equipment type or not. The user can remove a manufacturer from the equipment type by clicking a checked box in the Add/Remove column. The user can also add a manufacturer to the equipment type by clicking an un-checked box in the Add/Remove column.

Once all the correct manufacturers have been added to the equipment type, the user will click the Save button to complete the manufacturer assignment to the equipment type. The user will also receive a 'Record Saved!' message to let them know the manufacturers were successfully assigned to the equipment type record.

Product Lines[edit]

Use Product Line Maintenance to set up and maintain multiple product lines. A product line consists of any number of items that the user wants to group for inventory reporting and general ledger posting, and that share similar product information. For example, a product line can consist of items from the same manufacturer, items of a similar type or purpose, etc.

Setting Up Product Lines - A product line must be assigned to every item when establishing the Inventory master file. Product lines will be imported directly from the ERP system. To save time and avoid confusion, define the product line codes in your ERP system by using the following guidelines.

  • Define at least one product line. if all of your inventory items are posted to the same general ledger accounts, and you do not require report subtotals by product line, you can assign all items to the same product line.
  • Define at least one product line for each separate Inventory or Cost of Goods Sold account to which you want to post.
  • Define a separate product line for items being grouped for reporting and posting purposes.

Positions/Location[edit]

Location Management is used to setup the Position/Location names that will be used in the Equipment records. These locations will be used to tell the technician where the equipment is located at the Site. To add a location, select the Add Locations option from the More menu. In the Add Location screen, input a name (ie. Rooftop, Basement, Attic, etc.) for the location in the Locations field and verify the location is marked as Active for use in equipment records. Click Add to complete the location addition.

Site Setup[edit]

Site Types[edit]

Service Site Types are useful for analysis and reporting purposes. Many users capture and manage more than customer information in the SVCONTHEGO system. Prospective customers, business partners, or subcontractors or virtually any contact requiring detailed tracking can be assigned and maintained through the service site master file.

Add a Service Site Type by selecting the Add Site Types option from the More menu in the Site Type Management screen. Input the following information in the corresponding field.

  • Site Type Code: Enter a one to three character Service Site Type code. Examples of commonly used types include:
    • COM for Commercial
    • P for Prospect
    • RES for Residential
    • SC for Subcontractor
  • Site Type Description: Enter a brief description of the service site type code.
  • Active: Click the box to ensure the Site Type is marked as active in the system.
  • Message Enter a message using up to 60 characters. The message will be the default message, which will appear in the customer note portion of the service site information screen. This message will apply to all service sites identified with the referenced code. The customer note portion of the service site record can be modified.

Click Save to complete the Site Type addition.

Chains[edit]

Chains setup allows for the addition of a national chain name to be tied to each site, which can then be associated with a store number. This allows for report building for sites assigned to a chain that may have different AR accounts (i.e. franchise, etc.).

To setup a Chain, select the Add option from the More menu. The user will then input the folllowing information to setup the Chain.

  • Chain Name: The name of the chain, i.e. Home Depot, Lowes, McDonalds, etc.
  • SLA: If there is a Service Level Agreement in place for the chain, click the check box.
  • Active: Make the Chain active and searchable by clicking the check box.

The user will then click the Save button to create the Chain. If edits need to be made to the Chain later, the user can search for the chain name and click the Edit link next to the Chain name. This will open the Chain editor, where the user can setup exceptions, store types, and priority matrix.

Price Levels[edit]

Agreement Setup[edit]

Renewal Text Codes[edit]

The Renewal Text Codes feature lets users specify comments that print within the body of a quote or invoice when the Service Agreement Renewal process is performed.

To use this function, select Add from the Options menu in the Renewal Text Management window.

  • Renewal Code: Enter a three-character alphanumeric Renewal Text code.
  • Renewal Text: Enter the text message that will print on the agreement invoices and invoice renewals. The description cannot exceed 320 characters per renewal code.

Click Save to complete the renewal code addition.

Agreement Types[edit]

The options set in the agreement types setup feature are used as default values for when new agreements are created.

Add Agreement Type[edit]

New agreements will use these as the default values, which can be changed. Users will access the Add Agreement Type screen via the More Menu of the Agreement Type Setup by selecting the Add option. The user will then input the following data.

Defaults Tab

  • Contact Months: The total number of months on the contract. This is limited to 60 months. Defaults to the Agreement Add form.
  • Cover Parts: When checked the agreement will cover the parts for jobs that are covered by the agreement. Defaults to the Agreement Add form.
  • Cover Labor: When checked the agreement will cover the labor for jobs that are covered by the agreement. Defaults to the Agreement Add form.
  • SLA: When checked the jobs that are assigned the agreement will be marked as SLA jobs. The Priority Code must be selected when SLA is checked. Defaults to the Agreement Add form.
  • SLA Priority Code: When the SLA checkbox is checked this priority code will be used for jobs with agreements that have this agreement type. If this drop-list is empty, there are not SLA priority codes in the priority code setup. Defaults to the Agreement Add form.
  • Message: The agreement message that should default to new agreements. Defaults to the Agreement Add form.

Performance Indicators

  • Labor Hours Budget: The maximum number of hours that should be charged on the agreement. Defaults to the Agreement Add form.
  • Parts Dollars Budget: The maximum dollars that should be charged on the agreement. Defaults to the Agreement Add form.

Alerts – These values are used on the Agreement Edit form to indicate when an agreement has reached a threshold.

  • Percent Used: At what percentage should the system alert the agreement usage. Processes from the agreement type.
  • Dollars Used: At what dollar should the system alert the agreement usage dollar value. Processes from the agreement type.

Settings Tab

  • Auto Number by Type: When checked the system will use the next number field to automatically number new agreements. Processes from the agreement type.
  • Next Number: The number that will be assigned for the next agreement with the agreement type. Processes from the agreement type.
  • Enforce Defaults: When checked users will not be able to change the default values on new agreements. Processes from the agreement type.
  • Allocation: Allocations are used to establish general ledger account allocations for Revenue and Deferred Revenue. Processes from the agreement type.
  • Deferred Revenue: When checked the agreement will post deferred revenue transactions. Processes from the agreement type.
  • Allocations Grid: The list of allocations that will be applied during invoice and deferred revenue processing.

Planned Invoice Options Tab

  • Billable: When checked the invoice will create billing records for each agreement renewal according to the setting below. Defaults to Agreement
  • Frequency: Processes from the agreement type but is displayed on the agreement
    • Annually – One invoice per year
    • Every Other Month – One invoice every other month
    • Monthly – Twelve invoices per year
    • Quarterly – Four invoices per year
    • Semi-Annually – Two invoices per year
    • Tri-Annually – Three invoices per year
    • Custom – User defined. When selected the user sets the invoice amount and dates manually.
  • Tax Class: The default value for the tax class for new agreements. Defaults to the Agreement
  • Pricing Method: Should be on always. Processes from the agreement type but is displayed on the agreement
    • Blanket Agreement: Priced at the Agreement Header and covers all sites and equipment attached to the agreement.
    • Price by Site: Price can vary per site.
    • Price by Equipment: Price can vary per equipment.
  • Include Site Details on Invoice: When checked the details for each site assigned to the agreement will print on the invoice. Defaults to Print Options.
  • Include Equip Details on Invoice: When checked the details for each equipment assigned to the agreement will print on the invoice. Defaults to Print Options.
  • Include Site Summary on Invoice: When checked the invoice will include a summary that includes total count of the sites on the agreement and total cost of the sites. Defaults to Print Options.
  • Include Equip Summary on Invoice: When checked the invoice will include a summary that includes the total count of equipment on the agreement and the total cost per site. Defaults to Print Options.

Planned Renewal Options Tab

  • Renewable: When checked the agreement can be renewed. Defaults to the agreement form.
  • Renewal Text: A list of reusable text codes that will automatically place the specified text on each renewal invoice. Defaults to the Agreement Add/Edit form.
  • Renewal Months: The number of months for which the agreement should renew. This is limited to 60 months. Defaults to the Agreement Add/Edit form.
  • Renew As: Invoice - Renew the agreement as an invoice.
  • Include Site Details on Renewal Details: When checked the details for each site assigned to the agreement will print on the invoice. Defaults to Renewal options.
  • Include Equip Details on Renewal Details: When checked the details for each equipment assigned to the agreement will print on the invoice. Defaults to Renewal options.
  • Include Site Summary on Renewal Details: When checked the invoice will include a summary that includes total count of the sites on the agreement and total cost of the sites. Defaults to Renewal options.
  • Include Equip Summary on Renewal Details: When checked the invoice will include a summary that includes the total count of equipment on the agreement and the total cost per site. Defaults to Renewal options.

Note: These options can be changed during printing using the print options.

Planned Maintenance Options Tab

  • Create Work Order: When checked a work order will be created for each equipment that is assigned to the PM Schedule. When not checked one work order will be created with a reference to all the equipment assigned to the PM Schedule. NOTE: IF THIS IS OFF THEN WE WILL NOT BE ABLE TO ENTER TRANSACTIONS AGAINST THE EQUIPMENT ON AN AGREEMENT.
  • Create Transactions: When checked transactions will be created using PM kits.
  • Price Transactions: When checked the pricing will be applied to planned jobs using price levels and PM kits.

Allocations[edit]

Access Allocations via the Agreement Setup Menu. The Allocation Search will be first screen users see, but are given the opportunity to access the Add Allocation screen by selecting the Add option from the More menu on the right side of the Allocation Search screen.

Add Allocations[edit]

Adding an Allocation begins with filling in the required data fields on the Add Allocation screen. They are:

  • Description (Required Field): Describes the allocation and appears in all allocation drop-lists.
  • Rev Type: How the amount will be used to allocate. Can be Percentage or Fixed Amount.
    • Percentage: The Current Contract amount is allocated as a percentage per each allocation revenue row.
    • Fixed Amount: The allocation is posted at a fixed value. For fixed allocations the Price is set using the total of the row values.
  • Active Status: When marked the allocation can be assigned to Agreement types, Equipment and Inventory items.
  • Pricing Method: The user will select one of three options.
    • Blanket Agreement: Blanket: The Current Contract amount is set on the agreement header directly in the Current Contract field.
    • Price by Site: The agreement Current Contract amount is built using the sum of all the sites on the agreement.
    • Price by Equipment: The agreement Current Contract amount is built using the sum of all the equipment on the agreement.
  • Price: Determined by the Rev Type.

Once the required fields have been added, the user will click the Save Allocation button to save the allocation to the system.


Servicer Setup[edit]

A service technician must be identified for each service job entered in SVCONTHEGO. Use the Servicer Setup option to set up service technicians.

Workforce[edit]

The servicer codes (or identification numbers) assigned in this setup area represent the service technicians who can be assigned to service jobs.

Adding Service Technicians[edit]

Click the Add option from the More menus to open the Add Servicer window. Fill out the following fields and click Save to complete the creation of a service technician in SVCONTHEGO.

  • Servicer No (Number): Enter a unique (up to three-character) alphanumeric code identifying a service technician.
  • Servicer Name: Type in the technician’s full name.
  • Employee No (Number): Enter the servicer's Employee ID or payroll identification number in this field.
  • Hourly Cost: Enter an hourly rate in this field to capture labor costs that are used for profitability reporting. When left as zero, the cost rates will default to the sales order miscellaneous charge code maintenance rates as setup.
  • Billing Rate: Enter the hourly billing rate here, if each service technician has a separate billing rate. When left as zero, the billing rates will default to the sales order miscellaneous charge code maintenance rates as setup. The billing rate field is typically left blank as most service businesses predominantly charge a rate based on the service labor being performed rather than by technician.
  • Address: Use the three address fields to input any street address information related to the servicer.
  • Zip, City, State, Country: Complete the employee's address information. Once the Zip code is entered, the rest of the information will auto-populate.
  • Burden:
  • Warehouse: This is the warehouse default that will be used to commit and deplete the tech's inventory.
  • Phone/Email: Enter the phone number and email address for the technician in their respective fields.
  • Image File (Optional): Upload a picture of the technician, with a headshot being the preferred picture type.
  • Tom Tom ID: If the servicer has a GPS in their vehicle or on their mobile device, input their ID in this field. This will allow the back office an additional way to track technicians in the field and improve dispatch routing.
  • Subcontractor: If the technician being added is a subcontractor, ensure that the box next to subcontractor is selected.
  • Vendor: Input or select the vendor from the default list to designate who is supplying the subcontractor.
  • Insurance Certificate on File & Certificate File: If the technician has their own insurance on file, check the box in the Insurance on File field and upload a copy of the insurance certificate to the SVCONTHEGO system via the Certificate File field.
  • PO Required: Click this check box to post costs entered through a Purchase Order or Material Requisition against any job the tech is assigned to.
  • Terms:
  • Mobile: If using the SVCONTHEGO remote technician solution, check this box.
  • User List: Select a user to be associated with the technician.
  • Dispatch Batch: Use if you would like to separate the inbound activity from technicians based on a dispatcher or group. The items that are available to select are based on what is set up in Mobile Dispatcher Batch Setup.
  • User Pin:


Servicer Search[edit]

The Servicer Search allows user to search for servicers, edit a specific servicer's information as described in the Adding a Servicer section, and finding jobs assigned to a specific Servicer.

Search Tab The Search tab allows users to search for specific servicers. Input any of the following servicer data and click the Find button to run the servicer search. All servicers that fit the search criteria will be displayed in the Results Tab of the servicer window.

Search Criteria

  • Active: If selected on servicers marked as active will be considered for the search.
  • Code: Input a part or a whole servicer code. The search will display servicer records that match that partial or complete servicer code.
  • Name: Search for a servicer by name. Can use first, last, or full name for this field.

Results Tab Once the search criteria has been added and the search has been run, the servicers that fit the search criteria will be displayed here. Hover over a servicer and click to select the servicer for further action. The background of the row the servicer is in will change when it is being hovered over or clicked.

Edit Tab Once a servicer has been selected, the user can click on the Edit tab to adjust the servicer's basic information as well as view Tasks, Qualifications, Service Types, Equipment Types, Notes, Documents, Dispatch Records, Transactions, a picture of the servicer, and the servicer's insurance file by selecting the respective tab below the servicer information.

Job Search Tab Once a servicer has been selected, the user can click on the Job Search tab to run a search of all the jobs that are or have been assigned to the servicer. Users can search by Job Number, Site Code, Site Name, Job Type, and Status Code for a more drilled down list of jobs.

Qualifications[edit]

Qualifications are typically used internally to assist dispatching in selecting the right service technician for the job. This is optional.

  • Adding Qualifications: In the Qualifications Add window, enter a unique alphanumeric code identifying the qualification and type in a description of that qualification. Click the check box next to Active to ensure that the qualification can be used in dispatching.
  • Search Qualifications: In the Qualification Search, enter a qualification code or description and click the Find button.

Territories[edit]

A list of geographic territories that can be assigned to specific service technicians to assist dispatching in selecting the right service technician for the job. This is optional.

  • Adding a Territory: Select the "Add" option from the More menu in the Territory Management window. Input a Territory (a range of cities, neighborhoods, blocks, states, etc.) and make sure the Active status is set. Click Add once complete.

Software Setup[edit]

Defaults[edit]

New Job Defaults[edit]

When the Job Add form is opened, the values in this tab will automatically fill the form fields. The settings here will be used to set the options for new jobs.

  • Request: Select the default request based on the values added in the Job Request Maintenance section.
  • Override Job No (Number): Users will be able to change job numbers when checked.
  • Job Type: Select the default job type based on the values added in Job Type Manager.
  • Service Type: Select the default service type.
  • Priority: Select the default job priority level based on the values added in the Priority Code manager.
  • Est Hours: Input the default estimated hours to respond to the job.
  • Job
    • Next No: The next job number to be used when a new job is added.
    • Length: The job number length.
    • Leading Characters: The leading characters for Job Numbers. This is optional.
  • Invoice
    • Next No: The next Invoice Number to be used when a new job is added.
    • Length: The max length an Invoice Number can be.
    • Leading Characters: The leading characters for Invoice Numbers. This is optional.

Inventory Defaults[edit]

  • Short Desc Size: Inventory items have a long description and a short description. Use this value to set the short description.
  • Update Item Short Descriptions button: When clicked the button will reset the inventory items to the size of value in the Short Desc Size field. The system will take the long desc and trim it to this value.

Status Code Defaults[edit]

Select the status codes to be used in each field. The status code options will be based on the status codes created in the Job Setup portion of the setup process.

  • New: The status code that is used for jobs with a status code new.
  • Dispatched: The status code that is used for jobs with a status code dispatched.
  • Departure: The status code that is used for jobs with a status code departed.
  • Arrival: The status code that is used for jobs with a status code arrived.
  • Field Complete: The status code that is used for jobs with a status code field complete.
  • Cancelled: The status code that is used for jobs with a status code cancelled.
  • On Hold: The status code that is used for jobs with a status code on hold.
  • Back Office Completed: The status code that is used for jobs with a status code back office complete.

Equipment Defaults[edit]

  • Warranty Based On: Choose whether the default warranty start date should start on the Install Date or the Invoice Date.
  • Allocation Based On: Choose whether equipment will be allocated based on Inventory Item or Model.
  • Auto No (Number)/EQ Defaults: When checked, SVCONTHEGO will auto-number equipment records.
  • Options: Choose which option auto numbering prefix should based on. When Prefix is selected, the equipment number prefix will be the prefix as defined on the equipment record. When Matrix is selected, the equipment number prefix will be the prefix as defined using values assigned in the Equipment Numbering Matrix.

Site Defaults[edit]

When the Site Add form is opened, the values in this tab will automatically fill the form fields. The settings here will be used to set the options for new sites.

  • Site Type: Select the default site type for new sites based on the values created in Site Type Management.
  • Tax Schedule: Select the default tax schedule for new sites based on the schedules created in Software Setup.
  • Use Customer Name and Address: When checked the system will automatically use the customer’s name and address for new sites.

Transaction Assignments[edit]

  • FIFO:
  • LIFO:
  • Serial:
  • Lot:
  • Warehouse:
  • Tax on Customer: On invoice creation If taxation is set to tax by customer change the tax schedule to match the customer.
  • Multi-Branch:
  • Segment:
  • Default Sales Account:
  • Default Cost Account:

Invoicing[edit]

  • Require Sales Tax: When checked the system will verify that a valid tax schedule is used when invoicing.
  • Non-Tax Schedule: The tax schedule that should be used for invoices where tax is not charged. (Required, if Require Sales Tax is checked for Sage 100 customers only)
  • Include Request: Automatically place the request on auto generated invoices.
  • Include Request Notes: Automatically place the request notes on auto generated invoices.
  • Include Solution: Automatically place the solution on auto generated invoices.
  • Include Solution Notes: Automatically place the solution notes on auto generated invoices.
  • Include Job Notes: Automatically place the request on auto generated invoices.

Planned Maintenance[edit]

  • Planned Service Job: Select the default priority code and status code for when new planned service jobs are created.
  • Planned Maintenance: Checking the Include Site info as a comment will automatically place the site name and information on auto generated planned maintenance jobs.

Agreements[edit]

When the Agreement Add form is opened, the values in this tab will automatically fill the form fields. The settings here will be used to set the options for new agreements.

  • Auto No: When checked the system will automatically number any agreements that are created using an agreement type that is not also set to auto number.
  • Next Agreement No: The number used to assign the next agreement number for agreements that are created using an agreement type that is not also set to auto number.
  • Agreement No Length: The maximum length of the agreement numbers.
  • Default Agreement Type: The agreement type that will be the default value in the Agreement type drop-list when creating a new agreement.

Planned Billing Options

  • Auto Process:
  • Processing Date:
  • Next Invoice Number: The next invoice number that will be used when creating renewal invoices.
  • Invoice No Length: The maximum length of the invoice number for renewal invoices.

Deferred Revenue Options

  • Auto Process:

Agreement Renewal Options

  • Include Site Details as comment: When checked the details for each site assigned to the agreement will print on the invoice.
  • Include Equip Details as comment: When checked the details for each equipment assigned to the agreement will print on the invoice.
  • Include Site Summary as comment: When checked the invoice will include a summary that includes total count of the sites on the agreement and total cost of the sites.
  • Include Equip Summary as comment: When checked the invoice will include a summary that includes the total count of equipment on the agreement and the total cost per site

Roles[edit]

User Role Assignment[edit]

Task Type Maintenance[edit]

Note Categories[edit]

User Options[edit]

User Email[edit]

Email Types[edit]

Warehouse Setup[edit]

Warehouse data will be carried over from the users ERP system via the Enterprise Connector Tool. Once carried over, a list of warehouses will be displayed in this window. These warehouses will be available to choose from when creating a servicer in the SVCONTHEGO system.

Contact Types[edit]

Allows the user to setup the default contact types that will be available to choose from when creating a new Site or Customer contact in the SVCONTHEGO system. To add a contact type, the user will select the Add option from the More menu. The user will then input the desired contact type name(i.e. owner, assistant manager, service manager, etc.) in the Contact Type field. After verifying that the contact type is marked as active, the user will click Save to add the new contact type.

If a contact type needs to be edited or set as inactive after it has been added, the user will click the Edit button next to the contact type name. They can then change the Name field and/or change the active status of the contact type. Once all the necessary changes have been made, the user sill click the Update button to save the new changes to the contact type.

Term Codes[edit]

Payment Types[edit]

Job Titles[edit]

Tax Codes[edit]

Tax Schedules[edit]

Referral Codes[edit]

This option allows users to set up referral codes to standardize tracking of lead generation methods. A report can be generated off the information gathered. To use this function, select Referral Codes from the Software Setup menu. The user will then select the Add option from the More menu to open the Add Referral Code window. The user will input the following data into the respective fields and click Save to create a new referral code.

  • Referral Code: Enter up to a six-character referral code.
  • Description: Enter a brief description of the code.
  • Active: Check to make sure that the referral code will be usable.

If a referral code needs to be edited or set as inactive after it has been added, the user will click the Edit button next to the referral code. They can then change the Name field and/or change the active status of the referral code. Once all the necessary changes have been made, the user sill click the Update button to save the new changes to the referral code.

Inactive Reasons[edit]

This setup option allows users to create a list of tags that can be used when a customer is no longer with the organization and their information should no longer be used. Examples of inactive reasons include, but aren't limited to: Out of Business, Management Change, Dissatisfied, and Deceased.

To add an inactive reason, the user will select the Add option from the More menu. The user will then type the reason into the Inactive Reasons field and verify that the reason is active. Once complete, the user will click Save and the reason will be added to the list of inactive reasons.

If an inactive reason needs to be edited or set as inactive after it has been added, the user will click the Edit button next to the inactive reason name. They can then change the Name field and/or change the active status of the inactive reason. Once all the necessary changes have been made, the user sill click the Update button to save the new changes to the inactive reason.

Print Options[edit]

Maintenance[edit]

Software Update[edit]

OSP | Mobile[edit]

Dispatch Batch Management[edit]

This tool establishes the “batches” or grouping for back office processing of tech activity. Servicers can be assigned to a specific dispatcher or group batch for processing. The methodology to be applied should answer the fundamental question, “how will the posted activity from a tech be evaluated before being updated to the jobs?”

Suggested Options:

  • Create a Dispatch Batch Name for EACH dispatcher and place the technicians each dispatcher is responsible for in that batch.
  • Create a Dispatch Batch Name for EACH technician if you want to evaluate each technician's posted work evaluation individually.
  • Create a Dispatch Batch Name based on the TYPE of technician so that the evaluation of work by similar techs with similar "rules" can be evaluated together.
  • Create a Dispatch Batch Name based on the HOME BRANCH of the technicians so that the evaluation of work by techs from the same location can be evaluated together.

Regardless of which methodology is chosen, the user will input the batch name in the Batch field and click the save button to create a Dispatch Batch.

Form Management[edit]

Categories[edit]

Custom Fields[edit]

Mobile Setup[edit]

New Job Defaults[edit]

Use this tab to setup the defaults for new jobs in Mobile.

  • Request: Select the default request based on the values added in Job Request Management.
  • Solution: Select the default job solution based on the values added in Solutions Management.
  • Job Type: Select the default job type based on the values added in Job Type Manager.
  • Service Type: Select the default service type.
  • Priority: Select the default job priority level based on the values added in the Priority Code manager.
  • Status Code: Select the default job status code based on the values added during Status Code setup.

Button Management[edit]

  • Labor, Inventory, Purchase: Sets the type of transactions that can be recorded in Mobile.
  • Hot List: The hot list is a collection of quick entry buttons.
  • JobTypeDesc: A collection of buttons by Job Type.
  • Default Button List: Sets which list of buttons appears by default.

Options[edit]

  • Allow Servicer Change: When off the servicer cannot be changed.
  • Allow Multi-Day Jobs: When off the end date will be hidden.
  • Display Rate: When off the Rate field will be hidden.
  • Allow Rate Change: When off the rate cannot be changed.
  • Display Cost: When off the Cost field will be hidden.
  • Allow Cost Change: When off the cost cannot be changed.
  • Display Price: When off the Price field will be hidden.
  • Allow Price Change: When off the price cannot be changed.
  • Send All to Remote: When on all jobs will be automatically sent to Mobile.
  • Hide Signature Totals: When on the totals on the signature form will be hidden.
  • Force Review: When the mobile review feature is activated, it provides the opportunity to review/edit job details prior to posting the job to the Back Office.

Special Items[edit]

The Special Items feature provides a method for entering transactions without a valid inventory or Miscellaneous item. The values entered here are used to record special item transactions. These values can be changed during billing.

  • Sales GL Code:
  • Cost GL Code:
  • Special Items Cost Type:
  • Taxable:

Timer Settings[edit]

This tab is used to set the default Job Timer settings.

  • Allow Timer Use?: When off timer transactions cannot be recorded.
  • Default Timer Code: The Miscellaneous Item that will be used to record the transaction. This value can be changed once the timer is stopped.


Mobile Hot List[edit]

Create Hot Lists for Labor, Material, and Other item codes that will appear when the mobile user adds Labor, Materials, or Other to a work order.

Create a Labor hot list by selecting the Add option from the More menu of the Mobile Hot List Management screen. Select which servicers Hot List the item will be assigned to. The default option is All, but if your technicians do not usually handle the same job types you can select an individual tech to add the item directly yo their Hot List.

The user will ensure that Labor is selected as the type and then fill in the following information:

  • Label- This is the text that will display in the button on screen.
  • Trans Type- In the Labor section this can only be Labor.
  • Cost Type- This can be set to Labor 1, Labor 2, or Labor 3.
  • Item - This is the MISC Item Labor code.

The user will click "Save" when complete.

The setup function for Material and Other is the same as Labor except for the ability to set either Inventory or Purchase transactions and the appropriate cost types.

The item number field is NOT required and is useful as blank when it’s the cost type that important. The cost type on the Hot List will OVERRIDE any system defaults.


External Forms Mgnt[edit]

The purpose of external forms is to fill the need for output that needs job information, needs fields on the from to be completed and needs to be stored in its completed PDF format but DOES NOT need the data contained in the form to be stored and usable in the database.

Customer specific forms and checklists are an example of this type of form.

Planned Maintenance[edit]

Material Group Codes[edit]

The Material Group Code Maintenance feature lets users manage material list group codes, which are used in managing the material requirements for preventative maintenance service jobs created through the Service Agreement Planned Maintenance system. These codes are utilized within the entry of Material Requirements for Service Site Equipment Records and the Planned Maintenance Project Reports.

SVCONTHEGO allows individual Service Site Equipment Records to include a record of consumable materials required when performing planned maintenance for individual service site equipment. Functionally, Material Group codes will be assigned to specific Task Codes.

When properly configured, the combination of Task Code, Material Group Codes and individual Service Equipment Material Requirements will provide the proper setup configuration for the Planned Maintenance System to create, automatically, detailed planned maintenance service jobs that include the specific service equipment to be serviced along with the planned materials required for service.

Complete the following two fields to define a materials list group:

  • Material Group Code: Enter a one to five character Material Group code.
  • Description: Enter a brief description of the code.

Click Save to complete the Material Group Code addition.

Once completed, users can go back into the Material Group Code by clicking the Edit link next to the Material Group Code and add more details:

  • Item Code
  • Item Description
  • Quantity

Click Save to complete the Material Group Code edits.

Helpful Hint: It is not necessary to establish group codes for consumable materials that are tracked in inventory. However, a group code is required for consumable materials to appear on the projection report or Planned Maintenance work order.

Misc Charge Group[edit]

Task Codes[edit]

Planned maintenance task codes (or planned service job task codes) are used in managing planned service jobs (planned service jobs) service agreements.

Task Codes are assigned to each planned service job scheduled to be performed. The information contained in each task code file will set the detailed requirements required to create a planned maintenance (or "P/M") service job, thereby providing the service technician with the proper list of materials, (inventory parts) and comments (or notes) needed to perform the planned service job for a specific site.

  • Task Code: Enter a one to five character Task code.
  • Description: Enter a brief description of the code.
  • Group: Enter a valid material requirement group code. This code lists the types of consumable items that are to be used for this task. When using Group Codes users cannot enter an Item Number. The Item number is assigned to the group code in SVCONTHEGO under the Materials Required section of the Equipment Tab.
  • Item Code: Enter a valid item number from the Inventory Management system. Entering an Inventory Item number in this location, tells the system that this task is required on the selected piece of equipment. Note: if a Group Code is entered previously, an Item Code is not required here. Comments can be inserted by entering unique item codes starting with \C01 to \C99. Non-stock items are entered by preceding the part number with an asterisk.
  • Item Description: The description automatically populates when a group or item number is selected.
  • Qty: The number of units associated with this item.

Schedule Types[edit]