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<h3>Add labor to an order:</h3>
 
<h3>Add labor to an order:</h3>
  
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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.
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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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<br><br>Click '''[[Labor Editor Defaults]]''' to learn about setting up labor editor default values
 
  
 
[[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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<br>The labor will show on dispatch, on the Labor tab, and also on the Order Items tab (image below) on the order.
 
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<br>[[File:LaborItemDescription.png]]
 
  
 
'''**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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Click '''[[Add Items to Orders]]''' for an overview of the Add Items to Order window.<br>
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<br>1.      On the Order Items tab, click '''Material''' and the '''Select Inventory Item''' window will open.
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<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'''.
  
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The material is added to the order. You will need to make sure you are reserving stock from the correct warehouse or place a PO to order parts if stock isn't available.
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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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<br>'''Place PO from the Service Order:''' http://high5software.com/mediawiki/index.php?title=Purchase_Orders#Create_PO_for_Selected_Items
 
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<br>'''Reserve Stock for material on the order:''' [[Material Allocation]]
 
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<br>The cost field is populated from the default inventory item or by the stock lot that you are reserving on the order. If you need to edit the cost, first check '''Override Cost''' and then enter the cost. If you don't have the Override Cost checkbox available, go to your User Group > Administrative Settings tab > and check Can Override Item Cost on Orders.
 
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<br>[[File:EditItemCostOnMaterial.png]]
 
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'''**NOTE**''' Your 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.<br>
 
'''**NOTE**''' Your 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.<br>
  
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Click [[Add Items to Orders]] for an overview of the Add Items to Order window.
  
 
<br><h4>Add new material on the fly</h4>
 
<br><h4>Add new material on the fly</h4>
 
If you want to create a new inventory item from the service order, follow the steps below. The material will be added as an inventory item in the Inventory module. You will have to go to the Inventory item to enter the remaining details.
 
If you want to create a new inventory item from the service order, follow the steps below. The material will be added as an inventory item in the Inventory module. You will have to go to the Inventory item to enter the remaining details.
  
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<br>Note that you must have the permission in your user group to allow you to add material on the fly. To add this permission, your SME Administrator will need to go to your user group and check '''Allow adding new inventory from orders'''.
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# On the Materials Tab, click '''New Material'''
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# On the Order Items Tab, click '''Material'''
 
 
# Click '''Cancel''' on the Search View window
 
# Click '''Cancel''' on the Search View window
 
# A blank Material Editor window will open
 
# A blank Material Editor window will open
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<br>
 
<br>
 
<h3>Reserve Stock for Material on the Order</h3>
 
<h3>Reserve Stock for Material on the Order</h3>
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<videoflash>rFFy8FvqzWo</videoflash><br>
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<videoflash>rFFy8FvqzWo</videoflash>
  
 
<br>
 
<br>
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Click to learn how to '''[[Change material quantity after stock is reserved]]'''<br>
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Click '''[[Material Allocation]]''' to learn about reserving stock for materials<br>
 
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Click '''[[Purchase Orders]]''' to learn about place Purchase Orders for material needed on a service order
 
  
 
<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.
 
   
 
   
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<h3>BOM</h3>
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<br>Add text to order items<br>
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[[File:ClickNewFromBOM.png]]
 
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<br>When you click '''BOM''' (Bill of Materials) you will be prompted to select an item from that customer's equipment list. Once you select equipment, the next screen will show you the Kit Items associated with that equipment. Select the item from the list you want to add to the order. It will show inventory items from the Kit Item list, not service items.
 
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<br>Click [[Customer Equipment]] to learn more about customer equipment.
 
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<br>Click [[Inventory]] to learn about the Kit Items tab in an inventory item.
 
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<h3>Add Text for Grouping and Subtotaling Items</h3>
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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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On the Order Item tab, you can arrange your items into a parent/child hierarchy to help organize the items.
 
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<br>[[File:ItemParentChild.png]]
 
  
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<br>You can add items to a “parent” item by either dragging the item and dropping it on the parent on the order item tab. A yellow arrow will appear when hovering your cursor over the parent item. The item will move indented under the parent.
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<br>1.      Click '''New Text'''.
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<br>2.      A text line is entered on the Order '''Items tab'''. Note the '''Item Type''' is Text.
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<br>3.      On the line that was created, click in the '''Item Text''' column and type your text.
  
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You can also select the parent item in the parent field when adding the items to the order.
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[[File:textOnOrderItems.jpg]]
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<br>[[File:OrderItems_SelectParentItem.png]]
 
  
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<br>You can add a text line on the Order Items tab and use the text line as a parent.
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<h3>Rearrange order on Order Items tab</h3>
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<br>[[File:TextItemUsedAsParent.png]]
 
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<br>1. Click '''Text'''
 
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<br>2. In the Order Detail Editor window, locate the '''Name''' field and enter a description for the text.
 
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<br>3. Click '''OK'''.
 
  
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<br>Now when entering items to be grouped under that text line, select the '''Parent Item''' in the Add Item to Order window
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#      Click on the line you want to move.
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#      Click your cursor in the Sequence column.
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#      Use the to change the order.
  
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<br>You can also add a text line to subtotal the items contained under a parent.
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[[File:OrderOnOrderItems.jpg]]
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<br>1. Click '''Text'''
 
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<br>2. In the Order Detail Editor window, select '''SubTotal''' at the top
 
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<br>3. Enter a '''Name'''
 
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<br>4. Choose the '''Parent Item''' you want to subtotal
 
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<br>5. Click '''OK'''
 
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[[File:OrderItems_TextGrouping.png]]
 
  
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'''**NOTE**'''If you don’t see a column for Sequence on the Order Items tab.
  
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#      Right click the column header on the Order Items tab.
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#      Select '''Add Columns to Grid'''.
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#      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>
  
 
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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<h3>'''WARNING:''' Fixed Total option on Items and syncing warning to QuickBooks</h3>
 
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If you are using "Fixed Total" on Service, Material, or Labor items you must be aware that the Total Price is what gets fixed in the SME Item. You can change the Unit Price or Quantity and the total price will stay the same in SME for that item. If you invoice the item and the invoice goes to QuickkBooks, the Unit Price and Qty are sent over on the invoice which potentially could be different than the fixed total price if you edited the Unit Price or Qty in SME.
 
  
 
== Item Repair Tab ==
 
== Item Repair Tab ==
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[[File:OrdersTotalsTab.jpg]]
 
[[File:OrdersTotalsTab.jpg]]
  
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<br>'''Labor''' - this field adds up all the prices on Labor Items for the order
 
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<br>'''Services''' - this field adds up all the prices on Service Items for the order
 
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<br>'''Material''' - this field adds up all the prices on Material items for the order
 
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<br>'''Discount Rate''', '''Discount''' and '''Item Discounts''': See the '''[[Discounts]]''' to lean how these discounts are populated. You can use them to apply discounts to your service order.
 
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<br>'''Premium''' - In a customer record > Rates tab you can enter a premium hour charge. Every time you generate an order for that customer, this field will populate with that charge. When the invoice for the order syncs to QuickBooks, the income will pass through the SMP_Premium Item.
 
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<br>'''Trip Charge''' - In a customer record > Rates tab you can enter a Trip Charge amount. Every time you generate an order for that customer, this field will populate with that charge. When the invoice for the order syncs to QuickBooks, the income will pass through the SMP_Travel Item.
 
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<br>'''Other Charges''' - This is a field that allows you to enter additional charges. When the invoice for the order syncs to QuickBooks, the charge will pass through SMP_Miscellaneous
 
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<br>'''Freight''' - This is a field that allows you to enter freight or shipping charges. When the invoice for the order syncs to QuickBooks, the charge will pass through SMP_Freight.
 
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<br><span style="color:orange"> '''**NOTE**'''</span> - If you are using the Premium, Trip Charge, Other Charges or Freight, be sure to setup your smp items in QuickBooks. Review this page: '''[[SMP Items]]'''
 
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<br>'''Subtotal''' - Order total before taxes and discounts.
 
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<br>'''Sales Tax''' - The calculated Sales tax on the order. The tax on the order is on the Taxes tab.
 
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<br>'''Excise Tax''' - If you have SME setup to use Excise Taxes, then the amount would populate here. (To setup, go to Setup module > Orders, check Apply Excise Tax and enter the dollar range excise tax is applied to. You will need to also go to the customer record > Rates tab and set the Excise Tax rate and check Calculate Excise tab for every customer that needs it applied to)
 
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<br>'''Prepaid Used''' - The amount of prepaid labor or service used on the order. Go to the [[Prepaid Services]] page to learn more about setting up prepaid services and applying to an order. The amount won't deduct from the order total. You will see it deducted off of the invoice balance due.
 
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<br>'''Pretotal''' - Order total before Partner Discount
 
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<br>'''Partner Discount''' - This comes from the PriceBook on the order. Go to the [[Price Books]] page to learn more.
 
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<br>'''Order Total''' - Total charges for the order
 
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<br>'''Sales Commission''' - This commission is calculated from the PriceBook Commissions. (Field may be hidden for your user group) View the [[Price Books]] page for more information.
 
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<br>'''Technician Commission''' - This commission is calculated from the PriceBook Commissions. (Field may be hidden for your user group). View the [[Price Books]] page for more information.
 
  
 
== Rates and Assignments Tab ==
 
== Rates and Assignments Tab ==
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<br>[[File:QuickInvoiceButton.jpg]]
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[[File:QuickInvoiceButton.jpg]]
  
  
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<videoflash>b4ETBOoSBkU</videoflash>
 
<videoflash>b4ETBOoSBkU</videoflash>
  
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<br>Before you generate the invoice, you can select the invoice type.
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Before you generate the invoice, you can select the invoice type.
  
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<br>[[File:InvoiceType.jpg]]
 
  
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<br>'''$- 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.
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[[File:InvoiceType.jpg]]
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<br>'''% - % of Total''' - Convert based on percentage of the order.
 
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<br>'''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.
 
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<br>'''Fixed''' – Fixed Total - The totals will be fixed and will NOT use the itemized details.
 
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<br>'''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.
 
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<br>'''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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<br><span style="color:orange"> '''**NOTE**''' </span> For more information on invoicing, refer to the Receivables guide.
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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.
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'''% - % of Total''' - Convert based on percentage of the order.
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<h3>Changing Information on Invoiced Orders</h3>
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'''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.
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'''Fixed''' – Fixed Total - The totals will be fixed and will NOT use the itemized details.
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When an order has been invoiced in SME there are certain restrictions placed on information that would compromise the integrity of the invoice. The following info should help with managing invoice edits:
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'''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.
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Invoices with Combined Orders:
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'''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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#        Any field that will not affect the ‘Price’ on the order can be modified (<b>As of 8.1.5.86</b>) without performing the actions below
 
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#        If ‘Price’ for any item requires modification do the following:
 
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#        From the invoice
 
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#*        Go to the Service/Install tab
 
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#*        Remove the order from the invoice (the invoice will remain open)
 
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#*        The order will go to a ‘Closed’ status
 
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#*        Go to the order and make your edits
 
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#*        Go back to the invoice Service/Install tab and reattach the order
 
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#*        Recalculate the Invoice if required to reflect the changes
 
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#*        Re-export to QB if required
 
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Partially Invoiced:
 
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<br>    -          On invoiced items for ‘Partially Invoiced’ orders you can edit all items. This is because once an item has been invoiced it is no longer attached to the order and is carried under the Itemized Invoice. (Make your edits on the Itemized Invoice).
 
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<br>    -          If the change must be reflected, on both the itemized invoice and the order, and the history must match… rare occurrences, then you have no choice but to roll back the invoice, modify the order, and re-invoice.
 
  
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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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You can track prepaid labor for your customers and deduct the labor as it is used on orders. You can also setup recurring invoices to be generated every month or quarter for prepaid labor charges and the prepaid labor entries will be entered for you.
 
  
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<br>Go to the''' [[Prepaid Hours]]''' page for more information
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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.
  
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== Refresh From Customer in Service Order ==
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<br>1. Go to the customer record.
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Click '''Actions''' > '''Refresh from Customer''' and the order with be updated based on the customer record including the customer site address, billing address, premium charge, trip charge, terms, tax group, etc. If you made changes to the customer record after the order was created, you can use this to update the order with the latest information from 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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== Rental Items ==
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<br>4. Click '''New'''.
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Click '''[[Rental Items on Orders]]''' to learn how to return rental items on orders using the barcode button at the top of SME.
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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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== Reduced Quantity of Material that is Reserved ==
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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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If you need to change the quantity of material on a service order when stock is already reserved, you will need to release the stock then reserve the correct amount.<br>
 
  
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In this example there are 4 laptops reserved for this service order. We need to change the quantity to 2.<br>
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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.
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<br>2. Select the '''Customer Activities''' tab.
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<br>3. Select '''Prepaid Services''' tab.
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<br>4. Click '''New'''.
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<br>5. Enter the customers prepaid amounts in the Prepaid Services window.
  
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[[File:MaterialReservedOnOrder.png]]<br>
 
  
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'''Step 1: Change the quantity'''<br>
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[[File:PrepaidServicesWindow.jpg]]
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To change the quantity on the service order, go to the Materials tab and double click on the material you need to change. In the Add Items to Order window:<br>
 
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1. Change the quantity in the '''Quantity''' field. (1 in image below)<br>
 
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2. Select the line for the material (2 in image below)<br>
 
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3. Click the '''Delete''' button (3 in image below) – '''DO NOT CLICK DELETE ON YOUR KEYBOARD, CLICK DELETE BUTTON'''.<br>
 
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4. Click '''OK'''. (4 in image below)<br>
 
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If you are using only one warehouse, SME will pick the stock. If you are using more than one warehouse, go to the next section to select stock.<br>
 
  
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[[File:DetailsTab_DeletingReservedMaterial.png]]<br>
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<br>'''Date and Taken By''' will be auto-populated. Change as necessary.
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<br>'''Quantity''' – hours of service
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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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'''Step 2: Reserve the stock back on the service order'''<br>
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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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1. On the materials tab, double click on the material to open the Add Items to Order window again.<br>
 
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2. Enter correct quantity.<br>
 
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3. In the Add Items to Order window, click the '''Details''' tab.<br>
 
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4. Click '''Select Stock'''.<br>
 
  
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[[File:DetailsTab_SelectStock.png]]<br>
 
  
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5. Select stock from your warehouse in the Select Inventory Item window.<br>
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[[File:PrepaidServiceItems.jpg]]
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6. Click '''OK''' in the Add Item to Order window.<br>
 

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