Editing Service & Install Orders
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The site, billing and mailing information is pulled from the customer record. On the right, there are fields specific for this order. Below is a description of the fields. | The site, billing and mailing information is pulled from the customer record. On the right, there are fields specific for this order. Below is a description of the fields. | ||
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+ | [[File:DetailsAndSettings.jpg]] | ||
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'''Order #''' - when the order is saved, the order number is populated. This is a unique number you can use to look up orders. | '''Order #''' - when the order is saved, the order number is populated. This is a unique number you can use to look up orders. | ||
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<h3>Add labor to an order:</h3> | <h3>Add labor to an order:</h3> | ||
− | On the Order Items tab, click '''Labor''' and the Labor Editor window will open. This is where you will enter the estimated hours required for your technicians, the hours you are billing the customer, the type of service they are performing, select the technician (if you know the technician) and the date of the service. | + | On the Order Items tab, click '''New Labor''' and the Labor Editor window will open. This is where you will enter the estimated hours required for your technicians, the hours you are billing the customer, the type of service they are performing, select the technician (if you know the technician) and the date of the service. |
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[[File:LaborEditor.jpg]] | [[File:LaborEditor.jpg]] | ||
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'''Billable Qty''' – Enter the hours you need to bill your customer for. If Equal Billable is checked, this field will be grayed out. | '''Billable Qty''' – Enter the hours you need to bill your customer for. If Equal Billable is checked, this field will be grayed out. | ||
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'''**NOTE**''' If a price book is set for the customer, the Unit Price field will be auto-populated with the price defined in the price book. The price book overrides the service items, so changing the service item will not change the unit price. | '''**NOTE**''' If a price book is set for the customer, the Unit Price field will be auto-populated with the price defined in the price book. The price book overrides the service items, so changing the service item will not change the unit price. | ||
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<h3>Add material to an order</h3> | <h3>Add material to an order</h3> | ||
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− | <br>1. On the Order Items tab, click '''Material''' and the '''Select Inventory Item''' window will open. | + | <br>1. On the Order Items tab, click '''New Material''' and the '''Select Inventory Item''' window will open. |
<br>2. Double click on the item you need to add to the order. | <br>2. Double click on the item you need to add to the order. | ||
<br>3. The '''Add Items to Order''' window will open. Notice the description of the material and the price and cost at the bottom. The cost is determined by the inventory item. The Price is determined first by the price in the inventory item, but if your customer has a price book assigned, the price book drives the cost. | <br>3. The '''Add Items to Order''' window will open. Notice the description of the material and the price and cost at the bottom. The cost is determined by the inventory item. The Price is determined first by the price in the inventory item, but if your customer has a price book assigned, the price book drives the cost. | ||
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<br>5. Click '''OK'''. | <br>5. Click '''OK'''. | ||
− | The material is added to the order. You will need to | + | The material is added to the order. You inventory manager will need to select stock or place a PO for material if you do not have stock for this item. |
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− | + | '''**NOTE**''' You SME Administrator may have associated labor hours with a material. If so, when you click OK on the Add Items to Order window, the Labor Editor window will open with the Scheduled Qty field populated with the hours. | |
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<h3>Reserve Stock for Material on the Order</h3> | <h3>Reserve Stock for Material on the Order</h3> | ||
− | <videoflash>rFFy8FvqzWo</videoflash> | + | <videoflash>rFFy8FvqzWo</videoflash> |
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<h3>Add a service to an order</h3> | <h3>Add a service to an order</h3> | ||
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'''**NOTE**''' When you add a service to an order, it will not show on the dispatch calendar. Only adding labor will show on the Order Dispatch window. | '''**NOTE**''' When you add a service to an order, it will not show on the dispatch calendar. Only adding labor will show on the Order Dispatch window. | ||
− | + | <br>Add text to order items<br> | |
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− | + | You can add text to your order as shown in the image on the right. This can be used to group items on your order together under a description. | |
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+ | <br>1. Click '''New Text'''. | ||
+ | <br>2. A text line is entered on the Order '''Items tab'''. Note the '''Item Type''' is Text. | ||
+ | <br>3. On the line that was created, click in the '''Item Text''' column and type your text. | ||
+ | [[File:textOnOrderItems.jpg]] | ||
− | <h3> | + | <h3>Rearrange order on Order Items tab</h3> |
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− | + | # Click on the line you want to move. | |
+ | # Click your cursor in the Sequence column. | ||
+ | # Use the to change the order. | ||
− | + | [[File:OrderOnOrderItems.jpg]] | |
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− | [[File: | ||
+ | '''**NOTE**'''If you don’t see a column for Sequence on the Order Items tab. | ||
+ | # Right click the column header on the Order Items tab. | ||
+ | # Select '''Add Columns to Grid'''. | ||
+ | # In the window that opens, drag the '''Sequence''' field and drop it in place on the Order Items tab. | ||
<h3>Labor, Material and Services tabs</h3> | <h3>Labor, Material and Services tabs</h3> | ||
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The labor tab only shows labor for the order, the Materials tab only shows material for the order, and Services tab only shows service for the order. SME users that are responsible for dispatch may want to use the labor tab and only see labor items. SME users that are responsible for inventory and ordering parts may want to use the Materials tab to only see material on the order. | The labor tab only shows labor for the order, the Materials tab only shows material for the order, and Services tab only shows service for the order. SME users that are responsible for dispatch may want to use the labor tab and only see labor items. SME users that are responsible for inventory and ordering parts may want to use the Materials tab to only see material on the order. | ||
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== Item Repair Tab == | == Item Repair Tab == | ||
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[[File:OrdersTotalsTab.jpg]] | [[File:OrdersTotalsTab.jpg]] | ||
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== Rates and Assignments Tab == | == Rates and Assignments Tab == | ||
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Pulls from the Class set in the Customer record, Account tab. | Pulls from the Class set in the Customer record, Account tab. | ||
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+ | == Stored Documents == | ||
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+ | On the Stored Documents tab you can link documents related to the order. | ||
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+ | '''To link a new document''', first make sure the document is saved. Your SME Administrator may have a specific folder you should save your linked SME documents in. | ||
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+ | # Click '''New'''. | ||
+ | # In the Stored '''Documents Options''' window, click [[File:button1.jpg]] in the '''File Name''' field. | ||
+ | # Browse to the saved file. Select the file and click '''Open'''. | ||
+ | # It is optional to enter a description. Entering a description may make it easier to locate a specific file if you have multiple files linked in the Stored Documents tab. | ||
+ | # Only check the Store document in database if your SME Administrator advises you to. If you check '''Store document in database''', your SME database has the potential to get very large. If you do not check '''Store document in database''', if you delete the document on the file server, SME will not be able to open the file anymore. | ||
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== Print Service Order == | == Print Service Order == | ||
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<br>5. Click the printer icon to print the report. | <br>5. Click the printer icon to print the report. | ||
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== Close the Service or Install Order == | == Close the Service or Install Order == | ||
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− | + | [[File:QuickInvoiceButton.jpg]] | |
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<videoflash>b4ETBOoSBkU</videoflash> | <videoflash>b4ETBOoSBkU</videoflash> | ||
− | + | Before you generate the invoice, you can select the invoice type. | |
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− | + | [[File:InvoiceType.jpg]] | |
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− | + | '''$- Dollar Amount''' - Will allow conversion to multiple orders based on dollar amounts. It will keep track of how much has been converted towards the total. | |
− | + | '''% - % of Total''' - Convert based on percentage of the order. | |
− | + | '''Combined''' - This converts the entire order to a combined invoice. This is a good option for good tracking because all the details are in the order rather than replicated on the invoice. | |
− | + | '''Fixed''' – Fixed Total - The totals will be fixed and will NOT use the itemized details. | |
− | + | '''Full – Itemized''' - Converting an order to an Itemized Invoice will duplicate all the items on the invoice for further editing. This will give more flexibility in changing the invoice after it’s created. | |
− | + | '''Partial''' - This allows selection of individual items for the order or invoice. This is good for converting a proposal to multiple install orders that will be a multiple phase project. | |
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+ | <span style="color:orange"> '''**NOTE**''' </span> For more information on invoicing, refer to the Receivables guide. | ||
== Creating Order Templates == | == Creating Order Templates == | ||
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== Applying Prepaid Services and Prepaid Hours == | == Applying Prepaid Services and Prepaid Hours == | ||
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− | < | + | <span style="color:#ED872D"> '''Prepaid Hours''' </span> |
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+ | If a customer prepaid for hours, you will need to enter the amount they prepaid in the customer record. When adding labor to any service or install order, if there is a balance left on the prepaid hours you will be able to reference it. | ||
− | + | <br>1. Go to the customer record. | |
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− | + | <br>2. Select the '''Customer Activities''' tab. | |
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− | + | <br>3. Select '''Prepaid Hours''' tab. | |
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+ | [[File:PrepaidHoursTAb.jpg]] | ||
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+ | <br>4. Click '''New'''. | ||
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+ | <br>5. Enter the customers prepaid amounts in the Prepaid Hours window. | ||
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+ | <br>'''Date and Taken By''' will be auto-populated. Change as necessary. | ||
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+ | <br>'''Quantity''' – hours of labor pre-paid for | ||
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+ | <br>'''Rate'''- hourly rate | ||
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+ | <br>'''Total''' – this field calculates the total amount paid. | ||
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+ | <br>6. Click '''OK'''. | ||
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+ | If a customer has prepaid hours available, when adding labor to a work order, the prepaid balance will display (circled in the image below). Fill out the Labor Editor as you normally would, but make sure you update the hours used in the circled field. This will reduce the prepaid hours balance. | ||
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+ | [[File:PrepaidHours.jpg]] | ||
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+ | <span style="color:#ED872D"> '''Prepaid Services''' </span> | ||
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+ | <br>1. Go to the customer record. | ||
+ | <br>2. Select the '''Customer Activities''' tab. | ||
+ | <br>3. Select '''Prepaid Services''' tab. | ||
+ | <br>4. Click '''New'''. | ||
+ | <br>5. Enter the customers prepaid amounts in the Prepaid Services window. | ||
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− | + | [[File:PrepaidServicesWindow.jpg]] | |
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− | + | <br>'''Date and Taken By''' will be auto-populated. Change as necessary. | |
+ | <br>'''Quantity''' – hours of service | ||
+ | <br>'''Rate'''- hourly rate | ||
+ | <br>'''Total''' – this field calculates the total amount paid. | ||
+ | <br>6. Click '''OK'''. | ||
− | + | Next time you add a service to an order for this company, there will be an additional field (circled below) showing Prepaid Items in the '''Service Item Editor'''. | |
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− | + | [[File:PrepaidServiceItems.jpg]] | |
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