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Watch the video below or continue reading below to get an orientation of dispatch, learn how to schedule orders on your techs schedule, and how to customize your dispatch layout.
 
Watch the video below or continue reading below to get an orientation of dispatch, learn how to schedule orders on your techs schedule, and how to customize your dispatch layout.
  
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<videoflash>j546EsXlC2Q</videoflash>
  
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{{#ev:youtube| j546EsXlC2Q }}
 
  
  
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== '''Dispatch Window''' ==
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== '''Dispatch Overview''' ==
  
  
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== Order Tabs ==
 
== Order Tabs ==
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The tabs at the bottom of dipsatch show you open service orders, open install orders, open invoices, open proposals, as well as unscheduled orders (orders that don't have a tech scheduled yet). Drag orders from the tabs on to the dispatch calendar to schedule.  
 
The tabs at the bottom of dipsatch show you open service orders, open install orders, open invoices, open proposals, as well as unscheduled orders (orders that don't have a tech scheduled yet). Drag orders from the tabs on to the dispatch calendar to schedule.  
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<br>'''Note''' - Orders won't show on these tabs if the order status assigned to the order don't have '''Show On Dispatch''' checked. Go to setup > Company > Lists > Order Statuses. Edit the statuses to uncheck the Show on Dispatch option if you would like to reduce down the orders that show on these tabs.
 
  
  
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Entering % after the word (e.g. tire%) you type will find everything in the column that begins with the word you typed.
 
Entering % after the word (e.g. tire%) you type will find everything in the column that begins with the word you typed.
 
Enter % before the word (e.g. %tire) you type will find the word anywhere in the field.
 
Enter % before the word (e.g. %tire) you type will find the word anywhere in the field.
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== Scheduling Orders on Dispatch ==
 
== Scheduling Orders on Dispatch ==
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<br>1.      On '''Dispatch''', go to the '''Day Planner''' tab.
 
<br>1.      On '''Dispatch''', go to the '''Day Planner''' tab.
 
<br>2.      Select the order on your tech’s schedule.
 
<br>2.      Select the order on your tech’s schedule.
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<br>3.      Click '''Reschedule Labor'''.
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<br>3.      Click '''Reschedule Service'''.
 
<br>4.      In the window that opens, select the new date and click '''OK'''.
 
<br>4.      In the window that opens, select the new date and click '''OK'''.
 
<br>5.      Order has been moved to your tech’s schedule on date selected.
 
<br>5.      Order has been moved to your tech’s schedule on date selected.
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Double click on an order scheduled on your techs calendar and SME will jump to the order. This is an easy way to update all of the orders at the end of the day. From dispatch, jump to the orders that were scheduled for the day, update the order status and make other changes to the order.
 
Double click on an order scheduled on your techs calendar and SME will jump to the order. This is an easy way to update all of the orders at the end of the day. From dispatch, jump to the orders that were scheduled for the day, update the order status and make other changes to the order.
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== Link between Dispatch and the Labor Editor ==
 
== Link between Dispatch and the Labor Editor ==
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<br>2.      Click the '''Layouts''' tab.
 
<br>2.      Click the '''Layouts''' tab.
 
<br>3.      Click '''New'''.
 
<br>3.      Click '''New'''.
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<br>4.      In the '''New layout name''' field, enter a name for the new layout. Click '''OK'''.
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<br>4.      In the '''New layout name''' field, enter a name for the original layout. Click '''OK'''.
  
  
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<br>3.      Click the '''Layouts''' tab.
 
<br>3.      Click the '''Layouts''' tab.
 
<br>4.      Click '''New'''.
 
<br>4.      Click '''New'''.
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<br>5.      In the '''New layout name field''', enter a name for the new layout. Click OK.
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<br>5.      In the '''New layout name field''', enter a name for the original layout. Click OK.
 
   
 
   
 
To switch between saved layouts, use the '''Layout''' field to select the layout you want to use.
 
To switch between saved layouts, use the '''Layout''' field to select the layout you want to use.
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<h3>Example of changing a simple part of dispatch layout</h3>
 
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A simple change that helps dispatch usability it to move the unscheduled tab from below the grid to above the grid as shown in the image below.
 
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<br>[[File:UnscheduledTabsOnTop.png]]
 
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<br>1. Right click on the Unscheduled tab and choose Top (image below)
 
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<br>[[File:RightClickOnUnscheduledTab.png]]
 
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<br>2. Now you'll need to save the layout. Click the second button to the right of the layouts drop down.
 
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<br>[[File:AssignNewLayoutName.png]]
 
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<br>3. In the window that opens, click '''New'''
 
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<br>4. Enter a name for your view. Click '''OK'''.
 
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<br>5. Click '''Close''' in Docking Setup window
 
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<br>6. Now it should have that view selected in the '''Layout''' drop down and will be saved.
 
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<h3>How to go back to original layout</h3>
 
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If your Dispatch layout has been altered and you wish to restore to the default layout please do the following:
 
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<br>1. In SME click '''Help''' > '''Tech Support Utilities'''
 
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<br>2. Enter '''833''' and click '''OK'''.
 
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<br>3. Delete the '''Dispatch''' folder.
 
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<br>4. Double click the folder with your user name.
 
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<br>5. Delete the '''Dispatch''' folder in that folder as well.
 
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<br>6. Open the dispatch window in SME to see the original layout restored.
 
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== Adding New Technicians ==
 
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<br>If you ''aren't'' syncing timesheets, then you can simply add a new Technician by adding a user in SME and checking '''Is Technician'''.
 
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<br>1. Go to '''Setup''' > '''Users'''
 
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<br>2. Either search for the user that needs to be a tech or create a new user
 
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<br>3. Check the '''Is Technician''' checkbox. (image below)
 
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<br>[[File:AddANewTech.png]]
 
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<br>4. On the Technician Settings tab, you will probably want to select a '''default service item''' for the technician.
 
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<br>'''Note:''' Entering a new user in SME does not sync over to QuickBooks as an employee.
 
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<br>If you are syncing TechTime (SME Labor to QuickBooks timesheet entry), you must first enter the technician as an employee in QuickBooks and sync them to SME. They will show as an SME User and you will have to check''' Is Technician''' in their user record. ('''Setup''' module > '''Users''')
 
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<br>About TechTime syncing: http://high5software.com/mediawiki/index.php?title=SQLink#Tech_Time_.28syncing_time_sheets_to_QB.29
 
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<br>*<span style="color: rgb(227, 108, 10);">'''NOTE:'''</span> '''You must log in to QuickBooks as the''' <span style="color: rgb(227, 108, 10);">'''Administrator''' </span>in <span style="color: rgb(227, 108, 10);">'''Single User Mode'''</span> '''to export new employee's from QuickBooks to''' . This is a QuickBooks requirement. If a sync has been processed, and QuickBooks is not logged in with a user that has employee editing permissions, you will need to do the following:
 
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*    Log in to QB as Admin or a user with employee editing permissions
 
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*    Edit the employee in QB to reset the ‘is modified’ flag (i.e. add a period to the address)
 
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*    Put QB in Single User mode
 
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*    Run a sync
 
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*    Return QB to multi-user mode
 
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<br>'''Note''' - When filling out a new employee in QuickBooks, make sure you fill out their '''state'''. If you do not, QuickBooks will enter "none" in their state which goes to SME as the state of "no". If the employee is edited in SME, QuickBooks will reject the employee on export because it doesn't recognize the state of "no".
 
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<br>'''Note:'''
 
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<br>Editing a user in SME doesn't update the employee in QuickBooks
 
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<br>Editing an employee in QuickBooks does update the user in SME.
 
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<br>Entering a new user in SME does not sync over to QuickBooks as an employee.
 
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== Remove Users from Dispatch Window ==
 
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When you open the Dispatch window Order Planner tab and you are seeing employees that shouldn't be there, you can remove them by doing the following:
 
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<br>1.      Got to the '''Setup''' module > '''Users'''
 
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<br>2.      Click '''Search''' > '''Search Active Users''' and double click on the user you want to remove from dispatch
 
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<br>3.      Click the '''Technician Settings''' tab
 
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<br>4.      Check '''Hide In Lists''' and click '''Save'''
 
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The SME User will no long show on the Dispatch Calendar or in the Labor Editor technician field.
 
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[[File:HideInLists.png]]
 
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== Adding Subcontractors to Dispatch ==
 
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To add a subcontractor to the Dispatch Calendar and the Labor Editor technician field, go to the subcontractor's vendor record and check '''Use as Tech'''
 
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[[File:UseAsTech.png]]
 
  
  
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[[File:SubTechRating.jpg]]
 
[[File:SubTechRating.jpg]]
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== Scheduling Conflict ==
 
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If you are scheduling a technician using the Labor Editor, you can't see your technicians calendar to see if they are already scheduled for the time you are choosing. To have SME warn you if you are about to double book a technician, make sure you check '''Conflict Message''' on the user record.
 
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[[File:ConflictMessage.png]]
 
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<br>1.      Got to the '''Setup''' module > '''Users'''
 
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<br>2.      Click '''Search''' > '''Search Active Users''' and select a user
 
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<br>3.      Click the '''Technician Settings''' tab
 
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<br>4.      Check '''Conflict Message''' and click '''Save'''
 
  
  
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'''Create new Work Groups and assign techs to groups'''
 
'''Create new Work Groups and assign techs to groups'''
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<br>1.       Select '''Utilities''' module.
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#       Select '''Setup''' module.
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<br>2.      Click '''Utilities''' > '''Work Group Editor'''
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#      Click '''Company'''.
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<br>3.      Click '''Run It''' and the Work Group Editor window opens
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#      Click '''Lists'''.
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<br>[[File:WorkGroupEditor.png]]
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#      Select '''Work Groups'''.
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#      Click '''New''' in the lower right corner. The '''Work Group Editor''' window will display.
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<br>4.      Click '''New''' and type the name for the new work group in the '''Work Group''' field.
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#      Type the name for the new Work Group.
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<br>5.      Click '''Save''' at the top.
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#      Click '''Add From Technicians.'''
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<br>6.      Click '''Add From Technicians''' and select the technicians you want to add to the group. Click '''OK'''. (To add multiple technicians, hold down your ctrl key and click on the multiple contacts and click OK.)
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#      Click technician name and click '''OK'''. To add multiple technicians, hold down your ctrl key and click on the multiple contacts and click OK.
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<br>7.      To add subcontractors to the group, click '''Add From Subcontractors'''.
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#      Click '''Add From Subcontractors''' to add subcontractors to a Work Group.
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<br>8.      Click '''OK'''.
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#  Click subcontractor name, or hold down ctrl and select multiple subcontractors.
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#   Click '''OK'''.
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== Order Chart tab ==
 
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<br>[[File:OrderChartTab.png]]
 
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<br>The Order Chart tab is there so you can choose when you want to work on orders. You can drag orders from the unscheduled, install, or service tab at the bottom of dispatch and drag it to the Order Chart tab. Drag the order across the days you want to work on the order. When you do this, it updates the "Start Date" and "End Date" on the Rates and Assignments tab on the order (image below).
 
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<br>Dragging the order to that tab doesn't schedule any technicians. It is just organizing what jobs you want to work on when.
 
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<br>[[File:StartDate_EndDate_OrderChart.png]]
 
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== Dispatch Refresh ==
 
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When the dispatch window refreshes (updates) you will see the orders scheduled on your calendar blink and update with changes. By default, the dispatch is set to refresh continuous.  It's the standard setting for most customers. 
 
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<br>If the constant refresh doesn't work for you due to the amount of data, you can change your refresh rate.
 
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<br>- Go to '''Setup''' module > '''Company''' > '''System'''
 
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<br>- Click '''Edit'''
 
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<br>- Locate the '''Dispatch Refresh (in seconds)''' field and enter your refresh rate.
 
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<br>[[File:FieldTechDispatchCalendar_RefreshRate.png]]
 
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== Dispatch FAQ ==
 
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<br>
 
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===<u>Orders aren't showing on dispatch</u>===
 
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<br>
 
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If your orders aren't showing on dispatch there are a couple things to check:
 
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====Check to see if the order status assigned to your orders has "show on dispatch" checked====
 
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<br>Go to '''Setup''' > '''Company''' > '''Lists'''
 
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<br>Select '''Order Statuses'''
 
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<br>Edit a status and make sure '''Show on Dispatch''' is checked. If it isn't, then any order with that status won't show on dispatch.
 
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<br>[[File:ShowOnDispatch.png]]<br><br>
 
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====<u>Check settings on Dispatch > Settings tab</u>====
 
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Open Dispatch
 
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<br>Click the '''Settings''' tab at the bottom
 
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<br>[[File:Dispatch_SettingsTab.png]]
 
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<br>Make sure All zones, All Workgroups, Service and Install are checked. If Don't show completed items is checked, it won't show labor associated with closed orders.
 
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<br>Troubleshooting why orders aren't showing on dispatch calendar<br>
 
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{{#ev:youtube| smLzkuMvJcA }}
 
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<br>
 
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<br>
 
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===<u>Cannot schedule order on multiple technicians</u>===
 
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<br>
 
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If you're not able to schedule an order on multiple technicians please Click '''Settings''' tab at the bottom:
 
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[[File:Dispatch_SettingsTab.png]]
 
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<br>
 
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Verify that the module you're working with is selected.
 
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== Publish Dispatch ==
 
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The Publish Dispatch button will publish updates to the Dispatch board and send the tech’s their updated calendar events. There are two places to check:
 
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-          Setup> Company> Order> ‘Auto Publish Dispatch Changes’ – this option will set the flag and immediately send a new or revised calendar event to a tech when they are added or revised on an order
 
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<br>[[File:Dispatchpage1.png‎]]
 
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<br>
 
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For those not wanting to always publish changes we added two other options.
 
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-          On the order> Labor Editor> Publish Changes – we added this for those that want to control the events from the editor when the record is saved.
 
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<br>[[File:Dispatchpage2.png‎]]
 
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<br>
 
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-          And for those that wanted yet another option… we added the button to the Dispatch page. Which shouldn’t email anything until you click ‘Publish Dispatch which has the same effect as setting the flags on every order on that specific dispatch page.
 
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<br>[[File:Dispatchpage3.png‎]]
 
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<br>
 
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<br>
 
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The update of the calendar event is automatic if you set, or do, any of the options below.
 
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1)      If you want a calendar event email fired on every labor task entry – set the System default. The flag on the labor editor will be set when adding new labor tasks.
 
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2)      If you want to fire one when you are adding a labor task entry from the order, and not on ‘every new task, do not do #1, and just set the flag on the order.
 
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3)      If you only want to control the firing of emails, after all labor edits have been completed for a day, do not do #1 or #2, and just click the ‘Publish Dispatch’ button – this option automatically sets the flags for everything on the day displayed in Dispatch.
 
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