The service site information record contains the constant data (master information) about the customer site. Typically the service site contains the physical location of the customer, with the related accounts receivable record reflecting the billing address for the customer.
- 1 Site Search
- 2 Adding a Service Site Record
- 3 Editing a Site After Creation
The image above shows the Site tab. This is the way the Site tab appears when users first access this screen. This is the area where you can search for a specific customer site and the constant data about the site. You can search for a service site by the following search criteria.
- Active: If the search is for an active service site, make sure that the check box is marked as "checked." If you are looking for a past service site that you are no longer servicing, leave the box "unchecked."
- Displays: This will determine how many sites that meet the search criteria will be displayed when the search is run.
- Site Name: Search for a service site by site name as it should appear on reports. Users can define to contain any string of characters that can be easily remembered. For example, if the customer is called Zacharopoulous Plumbing Supply, this field may contain “ZACH”.
- Address: Search for a service site by the customer address.
- City: Search for a service site by the city the customer is located in.
- State: Search for a service site by the state the customer is located in.
- Customer: Search for a service site by a customer name.
- Telephone: Search for a service site by the phone number associated with the site.
- Zip: Search for a service site by the Zip code associated with the customer address.
All of the sites that have constant data that match the search criteria you input will be displayed in the Sites section below the Sites Search input. To reset the search criteria, click the Reset button to clear.
When you click on one of the displayed Site records, it will open up a list of tabs.
- Edit: Clicking the Edit tab will allow you to edit the constant data associated with the site. See the Add a Site section for what each field means and what information that each field holds.
- Jobs: The Jobs tab displays all service jobs that pertain to the selected service site. 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. You will also have the ability to add new jobs from this tab.
- Equipment: The Equipment tab lists all of the equipment located at the selected service site. Click the header of each column to sort the information in ascending or descending order. You will also have the ability to add new equipment from this tab.
- Agreements: The Agreements tab lists all of the agreements for the selected service site. Click the header of each column to sort the information in ascending or descending order. You will also have the ability to add new agreements from this tab.
- Invoice: The Invoices tab lists all of the agreements for the selected service site. Click the header of each column to sort the information in ascending or descending order.
Notice the Site Memo section on the right hand side of the screen above. The Site Memo Pad Allows users to capture many different categories of information about the customer site (for example - directions to the site, sales information, etc.). The Site Memo is attached to the site, not the Job. Use the free-form text area to set up a memo and keep pertinent information handy.
Adding a Service Site Record
Click the More drop down and select 'Add Site' from the Service Site search screen.
The system will automatically compute the site identification number based on the current date and setting in the counters located in Company Information & Parameters. 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. The site identification number can be overwritten; however we do not recommend doing so.
Important: Using the automated record numbering/naming process will ensure each site is identified with its own unique number.
Once the system has generated a service site number, the Add Site window is presented, allowing users to enter information about the service site, as shown below.
Service Site Setup
Use the following fields to complete the Service Site setup, the left hand side of the "Add Site" window:
- Name: The customer name as it should appear on reports.
- Address: The first line of the customer address.
- Address2: The second line of the customer address.
- Address3: The third line of the customer address.
- Zip: Customer’s zip code.
- City: Automatically populated once a zip code is entered.
- St: State is automatically populated once a zip code is entered.
- City: Customer country code (USA, CAN)
- Main No: Customer’s main phone number
- Ext: Customer's extension, if necessary
- Fax No: The customer’s fax number
- Chain: Customer Chain if a national chain name is to be tied to each site
- Store No: Customer Store number that is tied to the chain
- Store Type: Need content
- Primary Contact: Information for the site’s primary contact. The contact’s information will populate the contact information fields.
- Referral Code: This user-defined alphanumeric code represents the marketing method used to acquire the customer site. This information can be used for marketing analysis.
- Branch: This field is active if multi-branching is activated. Select the branch code signifying the General Ledger division against which all invoices from this site will be posted. The field is not visible if multi-branching is not active.
Service Default Setup
Use the following fields to complete the Site's Service Defaults, the right hand side of the "Add Site" window:
- Assign Customer: Check this box to assign previously added customer data to the Site. This will determine which values, if any, will be overwritten during site addition when a customer is assigned to the Site. Clicking this field will open the "Find Customer" window. You can search for 'Customer Code' or 'Customer Name' in the "Find Customer" window. Once you have found the Customer you would like to assign to the Site, check or uncheck the 'Use Customer name and Address' box and click the 'Select' hyperlink to import customer data to the Site.
- When the 'Use Customer Name and Address' box IS checked: The assigned customer data will overwrite the Site Name, Address Fields, Tax Schedule, and Price Code within the new Site.
- When the 'Use Customer Name and Address' box IS NOT: Only the Tax Schedule and Price Code will be overwritten with customer data.
- Est Date: The established date field populates with today’s date. It is used to record the date the site was entered into the system.
- Priority: Default priority code for the site. Each service job entered for this site is automatically assigned the default priority code as established during the setup process.
- Type: Enter the one-character Type code or use the Lookup button to select an existing Site Type code.
- Servicer #1: Enter the primary service technician for the site or use the Lookup button to select an existing servicer. Select the hyperlink to add or modify servicers.
- Servicer #2: Enter the secondary service technician for the site or use the Lookup button to select an existing servicer. Select the hyperlink to add or modify servicers.
- Labor Codes (Labor #1 and Labor #2): Manually enter or use the Lookup button to select an existing Labor code. The available Labor codes are established using the Sales Order miscellaneous charge code feature.
- Tax Schedule: The valid tax code or search to locate a code. This field will automatically populate with the Customer’s default tax code.
- Price Level: Enter the single character price level. Refer to the Inventory Management manual for more information on price codes and price levels.
- Latitude: The latitude Geo Code for the site location. Used for mapping functions.
- Longitude: The longitude Geo Code for the site location. Used for mapping functions.
- SLA: Check the box if you have a Service Level Agreement in place with the customer. The SLA Matrix will automatically block out times agreed upon in the SLA when scheduling Jobs for the Site.
- Site Bill to: If a Customer is assigned to the Site using the Assign Customer box, the selected customer data will populate in this area. Should the populated customer data not be accurate, you can edit and populate the correct customer data by clicking the 'Find' button and repeating the Customer Search.
Save and Create
Once all the Service Site and Service Defaults have been filled in and verified for accuracy, click Save. This will complete the Site creation process. Repeat as necessary for new customers.
Editing a Site After Creation
You can utilize the Site Search function as described above to access and edit Site information as you need to over the course of your relationship with the customer. You will see the Site's master information in the top portion of the window as well as five (5) additional informational tabs in the bottom portion of the window. These tabs are: Customer, Task, Contacts, Notes, and Documents. The information each of these tabs holds will be discussed in more detail in this section.
Site Master Information
The top half of the Site window contains the Site Master Information that was added during Site addition process. You will notice that it looks very similar to the Add Site Window used in the Site creation process. If a mistake was made during the Site creation, this is where it can be fixed. Click into the field you need to edit and adjust the data as necessary. Once edits are complete, click "Save" to finalize the edits. The "Refresh" button will restore the previous data if edits have not been saved. This is your cancel changes process.
The Customer tab is very important if you are dealing with a chain or franchise and the specific Site will not be handling the billing for your service.
Information included in the Customer Fields is:
- Customer Name - This is the name of the Customer/Site that is over the Site you are currently in. This will typically be a regional or national headquarters if the Site you are editing is part of a chain.
- Customer No - This is the Customer Code that was created during the Customer creation process. Typically a combination of letters and numbers that will be easy for the user(s) to remember.
- Address - The address associated with the Customer. Will be used as the billing address for the Site if the 'Assign Customer' box was checked during Site creation.
- Phone No - The phone number that was entered during the Customer creation process will populate here.
- Fax No - The fax number that was entered during the Customer creation process will populate here.
Notice the "More" drop down menu on the right side of the screen. This will give you the option to "Edit Customer" or "Change Customer."
- Selecting "Edit Customer" will open the "Customer Edit" window. Most of the data will be locked in this window, but you will be able to edit the Customer's Social Media page URLs and Account Manager fields should you need to. You will have to go to the Customer page if large scale edits need to be made.
- Selecting "Change Customer" will open the "Customer Finder" search function. Search by 'Customer Code' or 'Customer Name' to find the correct Customer for the Site. Click the "Select" hyperlink to finalize the Customer change.
The Task Tab is where you will find a list of Tasks associated with the Site. The default when opening the Task tab is for the Task Search function to open up. You can search for all the Tasks associated with the Site based on Task Type. Task Types are:
- Call Customer
- Customer Contact
- Customer Followup
- Tech Contact
- Tech Followup
- Manufacturer Contact
- Manufacturer Followup
- Service Manager Contact
- Service Manager Followup
You can also search by Task Desc (Task Description) if the Task information was very specific. Click "Find" to bring up a list of all the Tasks that fit your search criteria. Select the Task you need to update from the list to pull up the Task information.
If you need to create a new Task for the Site, select "Add" from the "More" drop down. This will open up the Add Task window. Add the Task information in the following fields:
- Task Type - Select an option from the drop down (listed above) that best represents the Task's objective.
- Status - Select 'Active' if you are adding a new Task. Select 'Complete' if you are editing the Task and the Task has been successfully completed.
- Task - Use this free-form field to enter a basic description of the task. This will be read as the Task Desc when searching for Tasks.
- Notes - Use this free-form field to go into more specifics about the Task.
- URL - Use this free-form field to enter an email address if there is need for one.
- Due Date - Select the date the task needs to be completed by from the calendar. The Due Date CANNOT be a date before the day the Task was added.
- Due Time - Use this field if there is a specific time on the Due Date that the Task must be completed by.
- Assignment Type - Select the type of User the Task will be assigned to. Can only be one Assignment Type at Task creation. Available Assignment Types are: Account Manager, Salesperson, Servicer, User
- Assigned To - Select the specific person the Task is assigned to. This drop down will populate a list of names the Task can be assigned to based on the Assignment Type selected.
- Email - Auto-populates with the email address associated with the person the Task is assigned to.
- Text Phone - Auto-populates with the phone number associated with the person the Task is assigned to.
Click the "Save" button once all the Task information has been added or updated to complete the process.
The Contacts tab at the bottom of the Sites information allows the user to view, edit, and add contacts associated with the selected Site. Upon clicking the Contacts tab, a list of contacts associated with the Site will populate. Contacts can be sorted in ascending or descending order by Code, Name, City, State, Zip Code, Telephone, Email, and Est (Established) Date. To sort Contacts, the user will click on title of the field they want to sort by. Click once for once ascending order, click twice for descending order.
Users can also edit contact information by clicking the Edit button next to the Contact or add a new contact to the site by selecting the Add option from the More drop down. For more details on adding and editing contacts, please visit the Contacts page of this manual.
The Notes tab allows the user to view notes added by company reps, technicians, or contacts to the site. If the Site is part of a bigger chain or has multiple locations, there will be a radio button allowing the user to switch between the Customer notes (notes for all the sites) and Site notes (notes for that specific site).
Users can add notes to the site by clicking the Add option from the More drop down.
The Documents tab allows the user to view and add supporting documentation to the Site. This can include pictures, service logs, manuals, etc. Users can add a new document by selecting the Add option from the More drop down and uploading a file from their device.
The Jobs tab allows users to view, search, edit, and add Jobs to the Site. Once opened a list of Jobs associated with the Site will populate.
- To search for a specific job or series of jobs, the user will input their search criteria into the appropriate data fields in the Job Search. Search criteria include: Job Number, Status Code, Received Date, Purchase Order, Invoice Number, and Job Type. Users can also specify how many jobs that match the criteria to be displayed at one time by selecting a numerical option from the drop down next to the Job Type data field.
- To edit a job, the user will click the Edit button to the left of the Job Number for the job they wish to edit.
- To add a new job, the user will select the Add Job option from the More drop down. This will open the Job Add wizard.
For more information on Adding or Editing jobs, please visit the Jobs section of this manual.
The Equipment tab allows users to search for, view, edit, add, and view equipment reports associated with the Site. Upon clicking into the Equipment tab, a list of all equipment associated with the Site will populate.
- To search for a specific piece of equipment, the user will add their search criteria into the Equipment Search. Data fields available are: Equipment Code, Description, Active Status, Serial Number, and Model. Click Find to begin the search. Results will displayed below the Equipment Search.
- To edit a piece of equipment, click the pen and paper icon next to the Equipment Code in the search results. This will open the Equipment Editor. Once the edits have been completed, click Save to finalize the edits.
- To add a new piece of equipment to the site, select the Add Equipment option from the more drop down. This will open the Add Equipment wizard.
- To view equipment reporting, select the Equipment Report option. This will open the Equipment Report in a new window.
For more information about adding and editing equipment records, please visit the Equipment section of this manual. For more information on reporting, please visit the Reports Section of this manual.
The Agreements tab allows the user to view, edit, and add Agreements to the Site records. Once the user clicks into the Agreements tab, the Site information will be displayed along with a list of agreements that are stored within the Site.
To add a new Agreement to the Site, select the Add Agreement option from the Agreement Options drop down. This will open the Agreement Search window, where the user will be able to input the agreement data. For more information on adding agreements, please see the Agreements portion of this manual.
The Invoices tab allows users to view and search for invoices associated with the Site. Invoices can be sorted by Job Number, Invoice Date, and Invoice Number. For more information on invoices, see the invoice portion of this manual.