Inventory Control Both serialized and non-serialized inventory is tracked through the system. Inventory is entered one of two ways:
Purchase Orders
are created to introduce inventory into the system. Once inventory enters into the system, it is assigned to one of the following locations: physical warehouse, technician’s truck or a customers account.
Inventory Returns
are managed via Return Authorizations that allow used equipment to be recovered from a customer location and sent back for credit as part of the job.
Dispatch
The Dispatching module allows work orders to be imported in batches or created directly in the system.
Dispatchers assign Work Orders to technicians and then track, close, complete and apply hardware/labor values the Work Orders either in real time throughout the day (recommended for larger organizations) or at the end of the day (suitable for smaller organizations).
The dispatch function also includes Work Order Search, and Work Order Status screens that enable users to filter and group Work Orders quickly and efficiently.
Work Orders
A Work Order is the base unit of the system. Every Work Order has a value associated with it based on Service Codes. See the accounting section for more details.
Work Orders track the following:
Customer Information
Scheduled Times
Technician Notes
Service Codes for the Work to be Performed
Inventory Used
Technician Assignment
Dispatcher Notes
Work Order Status
Work Order Type
Accounting
The basic method used for accounting is Service Codes. Each Work Order consists of a set of Service Codes, or sets of instructions for the work to be performed. Each Service Code is associated with either Hardware or Labor and has an expected payment amount for both the company and the technician.
When a Work Order is completed, the Service Codes determine the expected payment amounts for that job.
Payments can either be manually applied to the Work Orders or imported from formatted text files and automatically applied.
A detailed Work Order Report provides a full accounting history for the Work Order, showing how much revenue the Work Order generated, and the current balance.
Once a Work Order is balanced and complete, it is archived to keep the Open Work Order reports focused on unpaid work.
Reporting
Work Order Summary and Detail Reports have many filters to allow a user to review and monitor active and completed Work Orders. Reports break out the expected labor and hardware credits, actual payments and status.
Some other reports include Inventory Reports, Exception Reports and Return Authorization Status Reports.
Technician and Sales Rep Payroll
Service Codes are grouped into Service Code Groups. These are used to manage Technician and Sales Rep payroll reports.
Payroll reports provide a weekly summary for each person on what work they did and how much they are expected to be paid for each Work Order.
Sales Payroll is similar to Technician Payroll and allows for sales commissions to be paid for Work Orders.
Administration
An online administration section allows users to edit the following information:
Users/Passwords
Locations
Companies
Service Codes
Service Code Groups
Inventory Items
Prices
Security
A “roles based security model” limits user access to only the data they should see. Each user has a user type that determines what they can and can’t do.
For example, only administrators can change prices and add/remove users.
A username/password combination is required to access the system.
Importing/Exporting
An import/export feature enables integration with other systems. Text files can be imported as CSV (comma separated values) files for Inventory Credits, Work Order Payments, Work Orders and Returns Credits.
Many reports can be exported as CSV files that will open directly in Excel.
The import/export features provide the building blocks to offer additional import/export integrations as required.
