ServiceCEO Implementation Manual

Transcription

1 ServiceCEO Implementatin Manual

2 Implementatin Manual Cpyright 2006 by Insight Direct, Inc. All rights reserved. N part f this bk may be reprduced r cpied in any frm r by any means graphic, electrnic, r mechanic withut the written permissin f Insight Direct, Inc. Please send any feedback abut this dcument t dcumentatin@insightdirect.cm. V

3 Table Of Cntents Table Of Cntents Lgging int ServiceCEO... 1 License Cdes... 2 Requesting and Entering Activatin Cdes... 2 Learning the Applicatin... 5 Training Overview... 5 Online Training Classes... 5 Additinal Materials... 6 Cnfiguring ServiceCEO... 7 Cnfiguratin Overview... 7 Initial Cnfiguratin... 7 Security... 7 Defining Tax Cdes Managing Znes Managing ZIP Cdes Master Service-Prduct Categries Overview Defining Service Units Services List Overview Defining Service Items Defining Prduct Items Prducts List Overview Defining Nte Types Lists and Optins Overview Lists Defining Appintment Types Creating a Bank List Defining Bnus Cmmissins Defining Call Types Campaigns Overview Campaign Categries Defining Campaigns Defining Demgraphics Campaign Tasks Defining Custmer Subtypes Defining Emplyee Rles Creating Feedback Questins iii

4 Table f Cntents Defining Hlidays Defining Mail Merge Templates Defining Overtime Rules Defining Payrll Adjustment Types Defining Payment Terms Defining Service Cntract Statuses Defining Skills Defining Substatuses Defining Team Lists Defining Time Cdes Defining Equipment Substatuses Managing Kits Using Price Grups Optins Defining Active Perid Defining Billing Optins Defining Calendar Optins Defining Cmpany Infrmatin Accunting Integratin QuickBks Overview Cnfiguring Accunting Integratin Enabling Service Cntracts Defining Database Optins Defining Dispatch Bard Optins Defining Optins Enabling Equipment Tracking Defining Idilect Defining Inventry Management Optins Cnfiguring MapPint Cnfiguring Micrsft Outlk Integratin Optins Cnfiguring Micrsft Wrd Defining Payment Types Defining Pest Cntrl Optins Payrll Overview Defining Payrll Optins Using the Payrll Setup Wizard Defining Prducts and Services Optins iv

5 Table Of Cntents Creating Multiple Cmpany Prfiles Cnfiguring the Quting Wizard Defining Reprting Optins Defining Requirements Defining Scheduling Optins Defining View Optins Defining Vcabulary Defining Web Access Features Glssary Index v

6 Table f Cntents vi

7 Lgging int ServiceCEO Lgging int ServiceCEO T access ServiceCEO fr the first time, yu will use the administratr accunt. This accunt prvides yu with the security rights t all features, lists, and ptins thrughut ServiceCEO's system. The administratr accunt's user name and passwrd are: User name: Administratr Passwrd: Administratr T lg int ServiceCEO: 1. Either duble-click the ServiceCEO icn r select Start > Prgrams > ServiceCEO > ServiceCEO. The Lgin dialg bx appears. 2. Type yur assigned user name in the User Name field. 3. Type yur passwrd in the Passwrd field. Fr additinal security, when yu type yur passwrd, it will appear as bullets rather then characters. 4. Click OK. Tip: If the username r passwrd is entered incrrectly, an errr message will appear indicating in which field the prblem ccurred. Tip: If ServiceCEO is nt autmatically maintaining a fur-mnth active perid, an active perid dialg bx may appear frm time t time when yu launch the applicatin. When these appear, OK t extend the active range by ne mnth r select the Autmatically maintain 4-mnth Active Perid check bx. See the Defining Active Perid sectin fr details. Yu will nt be able t change the user name fr this accunt. Hwever, after yu have created yur wn database, we highly recmmend that yu change the passwrd fr the Administratr accunt t prtect yur data. See the Managing Users sectin fr mre infrmatin. Cautin: If yu are nt an administratr, smene with security rights must assign yu an active user name befre yu can access ServiceCEO. The infrmatin that is displayed t a particular user in the applicatin will depend n their user rights. See the Establishing Security Rights sectin fr mre infrmatin. 1

8 Lgging int ServiceCEO License Cdes Shrtly after yu first access ServiceCEO, an expiratin warning dialg bx may appear: This dialg bx infrms yu that yu have a limited number f days befre yu must activate ServiceCEO. We prvide yu a perid f 14 days t wrk with yur applicatin befre yu need t btain an Activatin Cde. Yu can cntact Insight Direct at any time during the furteen days t get a new Activatin Cde. See the Requesting and Entering Activatin Cdes sectin fr mre. Nte: If yu laded the dem database, yu d nt need t enter an Activatin Cde. Yu will be prmpted fr a new cde nly if: a) yu lad a blank database r b) yu change yur cmpany name and/r ZIP Cde in the Cmpany Infrmatin Optins dialg bx. See the Defining Cmpany Infrmatin sectin fr mre. Requesting and Entering Activatin Cdes T enter in yur Activatin Cde: 1. Lg int the applicatin as an administratr. Cautin: Yu must be lgged int the applicatin as an administratr in rder t enter the Activatin and/r Feature Cdes. 2. Select Help > Enter License Cdes. The Activatin and Feature Cde dialg bx appears. 2

9 Lgging int ServiceCEO Cautin: If yu are running a versin f ServiceCEO befre 6.0, the Activatin Cde dialg bx will appear smewhat different; there will be a field fr a Feature Cde. Please fllw the instructins n the r that the Technical Supprt Representative prvides in rder t enter these cdes. The Cmpany Name and Pstal Cde fields are pulled frm yur Cmpany Infrmatin and are nt editable in the Activatin Cde dialg bx. If yu want t edit them, please d s befre yu submit yur request. See the Defining Cmpany Infrmatin sectin fr details. Tip: If yu d nt knw what versin f ServiceCEO yu are running, please read the Determining the Versin Number sectin f the User's Guide. If yu are cnnected t the Internet 3. Click Submit Request On-Line. A brwser appears with yur infrmatin defaulted int it. 3

10 Lgging int ServiceCEO 4. Verify this infrmatin is crrect. If it is nt, crrect it nw. 5. Click Submit. Yur request has been submitted t Insight Direct. Nte: The request yu send t Insight Direct is valid fr 24 hurs. After that time, the Challenge Cde expires. If yu have nt entered the Activatin Cde within the 24 hur perid, yu will need t submit a new nline request. 6. Yu will receive an shrtly with yur Activatin Cde. Type the activatin cde yu receive int the Activatin Cde fields. 7. Click Enter Cdes. The Activatin Cde dialg bx clses. Yur cde(s) are nw active. If yu are nt cnnected t the Internet: 3. Lg int the applicatin as an administratr. Cautin: Yu must be lgged int the applicatin as an administratr t enter the Activatin Cde. 2. Select Help > Enter License Cdes. The Activatin and Feature Cde dialg bx appears. 3. Call Insight Direct at (617) Prvide the Insight Direct Supprt Representative the cde displayed in the Challenge Cde field. The supprt representative will take this cde and generate yur Activatin Cde. 5. Type the Activatin cde yu receive int the Activatin Cde fields. 6. Click Enter Cdes. The Activatin Cde dialg bx clses. Yur cde(s) are nw active. 4

11 Learning the Applicatin Learning the Applicatin Training Overview Insight Direct's relatinship with yu desn't end when yu purchase ur prducts! We believe in ur prducts and their ability t help yu succeed. We stand behind what we say it will d fr yur business. We have a team f prfessinals - sftware develpers, training experts, technical and sales representatives - wh share ne cmmn gal: the success f yur business. Online Training Classes Insight Direct's experts can have yu up and running in n time! Experience is ften the best teacher - but yu dn't have t learn the hard way. Our interactive, nline classes give ur custmers a place t get their questins answered by experts at Insight Direct and t learn frm ther ServiceCEO custmers. Our training classes are pen t Membership Plan members t help them get up and running quickly. Lgin Instructins fr Online Training Visit fr the current class schedule. Fr a cmplete descriptin f every class, pint yur brwser t Classes are ffered tw t three times every day! Pre-Recrded Classes We recgnize that yu are busy. T help thse f yu wh may nt have time t attend ne f ur training classes, we've generated a series f prerecrded training classes. Yu can access these classes at anytime. T watch a pre-recrded class: 1. Lg int the Member Center in the usual manner. Tip: Fr detailed instructins n hw t lg int the Member Center, please read the "Accessing Insight Direct's Member Center" dcument, lcated at Alternatively, click the Click Here T Learn Hw T Use The Member Center link frm the Member Center Lgin page fr a shrt instructinal vide. 2. Click the Watch Pre-Recrded Training Classes link t view the current list f classes. 3. T run the class, perfrm ne f the fllwing actins: Click the name f the class yu want t watch. A new windw will appear, running the class yu want t view. T dwnlad the class and run it frm yur lcal cmputer, click the apprpriate Dwnlad link. A File Dwnlad dialg bx appears. Click Save. A Save As dialg bx appears. Navigate t yur desktp and click Save. The class will be dwnladed t yur desktp. 5

12 Learning the Applicatin Nte: The dwnladed class is a cmpressed file (with a.rar extensin). Yu will need t extract the class files befre yu can run it. Once extracted, duble-click the file with the.html extensin t run the class. If yu d nt have a file cmpressin tl, please dwnlad WinRAR frm the Supprt Utilities sectin f Tip: If yu are accessing the Internet via a dial-up cnnectin, we recmmend yu dwnlad the class t yur cmputer t avid perfrmance issues. Additinal Materials Insight Direct ffers mre then just training! Yur supprt plan includes: Technical Supprt Prduct Releases Dcumentatin Technical Supprt We believe in ur prducts and their ability t help yu succeed. We stand behind what we say it will d fr yur business. We have a team f prfessinals - sftware develpers, training experts, technical and sales representatives - wh share ne cmmn gal: the success f yur business. Our Technical Supprt Specialists can quickly reslve yur questins in tw ways: Supprt Tickets. The fastest methd f receiving technical supprt is t submit a Supprt Ticket nline via the Member Center. Tip: All inquiries (Supprt Tickets) submitted nline - via the Member Center - will be handled first. Click Supprt Request t submit a supprt ticket. Tickets submitted via the telephne will be handled, after nline inquires, in the rder in which they were received. Telephne. The dedicated Technical Supprt Line is (617) between the hurs f 8:30-5:30 EST. Please d nt call the main Insight Direct number ( ) as the supprt staff des nt have access t this line. Nte: Technical supprt is nt part f yur Membership Plan; yu must purchase Supprt Minutes in rder t receive assistance. In additin, yu must have an active Membership Plan in rder t purchase Supprt Minutes - this is necessary because yu may need access t the materials in the Member Center (ServiceCEO sftware updates, training materials, Knwledge Base articles, etc.) in rder t fix yur issue. Supprt Minutes never expire as lng as yu have an active Membership Plan; hwever, if yur Membership Plan des expire, yur Supprt Minutes als expire. 6

13 Cnfiguring ServiceCEO Prduct Releases T btain updates and upgrades fr yur Insight Direct sftware, please lg in t ur Member Center. Nte that yu must have an active Membership Plan t access this area. Fr detailed instructins n hw t lg int the Member Center, please read the "Accessing Insight Direct's Member Center" dcument, lcated at Dcumentatin The latest supprt dcuments fr each f ur prducts will help get yu up and running as sn as pssible. Pint yur brwser t Cnfiguring ServiceCEO Cnfiguratin Overview ServiceCEO is a highly cnfigurable sftware applicatin. As such, mst f its functinality is fully integrated with many crss-referenced lists and ptins. Due t the cmplexity f this system, we highly recmmend that yu read and understand all f the fllwing List and Optins cnfiguratin abilities befre attempting t create custmers and start scheduling jbs. Please nte that there are certain areas f the applicatin that yu may nt wish t utilize. Thus, yu will nt need t review, fr example, the applicatin's inventry functinality if yu are nt selling prducts t yur custmers. Als nte that we have linked these tpics tgether in an rder which is designed t assist yu cnfigure yur database in a quick, easy manner. While yu can navigate t any tpic yu wish, we have fund that users that fllw this rdering are able t get their database up and running faster then thse that d nt fllw this rder. Initial Cnfiguratin Security Establishing Security Rights The security feature is an extremely imprtant element f ServiceCEO. This ptin prvides the ServiceCEO administratr with the ability t set access rights and permissins fr all ther users. In ther wrds, the administratr determines nt nly wh has access t ServiceCEO but als wh access t the applicatin's individual features. The ServiceCEO user security system allws yu t clearly define what infrmatin can be viewed, mdified, r entered by each user with access t the applicatin. The security rights assignment is divided in tw sub-sectins: Grups - A gruping f users with identical security access rights. See the Managing User Grups sectin. Users - The individual peple wh will be accessing the system. See the Managing Users sectin. Users are assigned t grups, and security rights and access levels are assigned t the grups. 7

14 Cnfiguring ServiceCEO Shw Cnnected Users On bth the Grups and Users tabs, yu can display all f the users that are currently cnnected t the applicatin by clicking Shw Cnnected Users. The Cnnected Users dialg bx appears. This dialg bx displays all f the users that are cnnected t the system. T discnnect a user, select their name and click Discnnect. The user will be immediately discnnected frm ServiceCEO. Managing User Grups A user's Grup cntrls the user s access rights. In ther wrds, access rights are nt defined via individual users but by user grups. T change a user's security rights, yu can edit the grups t which a user belngs r edit the security rights f the entire grup. These ptins can be changed at any time by anyne with the permissin t alter security settings. Hwever, nte that editing the security rights f an entire grup will affect every member f that grup. Adding New User Grups New users can be added t ServiceCEO by anyne with the right t change the security settings. 1. Select Tls > Optins r press CTRL+O. The Optins dialg bx appears. 2. Click Security frm the Categries bar. The Admin - User Access Rights dialg bx appears. 8

15 Cnfiguring ServiceCEO 3. Click New, press CTRL+G, r select File > New > New Grup. The Details and Rights sectins will becme active. 4. Type the grup's name int the Name field. 5. Type a descriptin f the grup in the Ntes field. 6. Select the apprpriate check bxes in the Rights sectin t determine the security rights f each user that will be assigned t this grup. An explanatin f each security setting is lcated in the Security Rights Table. Tip: T quickly assign all rights t the grup, click. T quickly remve all access rights frm a grup, click. 7. Repeat steps 3-6 t add additinal grups. 8. When cmplete, click Save and Clse. Editing User Grups 1. Select Tls > Optins r press CTRL+O. The Optins dialg bx appears. 2. Click Security frm the Categries bar. The Admin - User Access Rights dialg bx appears. 3. Select the user grup yu want t edit. 4. Make any changes t the user grup as necessary. An explanatin f each security setting is lcated in the Security Rights Table sectin. 9

16 Cnfiguring ServiceCEO Tip: T quickly assign all rights t the grup, click. T quickly remve all access rights frm a grup, click. 5. Repeat steps 3-4 t edit additinal grups. 6. When cmplete, click Save and Clse. Deleting User Grups Yu can delete any user grup in ServiceCEO. N cnfirmatin ntice appears, s be sure yu want t delete the user grup befre yu click Delete. Nte that deleting a user grup will autmatically remve the security rights f that grup frm all users assigned t that grup. 1. Select Tls > Optins r press CTRL+O. The Optins dialg bx appears. 2. Click Security frm the Categries Bar. The Admin - User Access Rights dialg bx will appear. 3. Select the name f the grup yu wuld like t delete. 4. Click Delete. 5. Click Save and Clse. Security Rights Table The specific security rights are: Main Lists Right Custmer Details - Main View Custmer - Payment Methd Acct. Numbers Optins Custmer. Can view the main custmer list. Emplyee. Can view the main emplyee list. View. Can view existing custmer recrds, but nt edit them. Mdify Existing. Can view and edit existing custmer recrds. Create New. Can create new custmer recrds. View All. Can view all f a custmer's payment infrmatin. Partial Card Number. Can nly view the last fur digits f a custmer's credit card. Mdify Existing. Can edit existing payment infrmatin. Create New. Can create new payment methds fr a custmer. 10

17 Cnfiguring ServiceCEO Right Custmer Billing Histry Custmer Ntes Custmer - Dc. Links Allcating Transactins Emplyee Details - Main View Emplyee - Ntes Emplyee - Scial Security Emplyee - Payrll Setup Emplyee - Payrll Histry Emplyee - Time Cards Optins View. Can view custmer's Billing Histry tab. View Detail. Can pen invices frm the Billing Histry tab. Create New Payment. Can create new payments frm the Billing Histry tab. Create New Charge. Can create new charges frm the Billing Histry tab. Create New Standard Adjustment. Can create new standard adjustments frm the Billing Histry tab. Create New Credit Nte Adjustment. Can create new credit nte adjustments frm the Billing Histry tab. Delete Payments/Adjustments. Can delete payments and adjustments frm the Billing Histry tab. Mdify Payments/Adjustments. Can edit payments and adjustments frm the Billing Histry tab. Mdify Invices. Can pen and mdify invices frm the Billing Histry tab. View All. Can view all custmer ntes. Mdify Existing. Can edit existing custmer ntes. Create New. Can create new custmer ntes. View. Can view all custmer links. Create/Mdify. Can create and mdify all custmer links. Delete. Can delete existing custmer links. Allcating Payments. Can apply payments t invices in the Transactin dialg bx. Allcate Standard Adjustments. Can apply a standard adjustment t invices in the Transactin dialg bx. Allcate Credit Nte Adjustments. Can apply credit nte adjustments t invices in the Transactin dialg bx. View. Can pen and view emplyee recrds. Mdify Existing. Can edit existing emplyee recrds. Create New. Can add new emplyee recrds. View. Can view emplyee ntes. Mdify Existing. Can edit existing emplyee ntes. Create New. Can add new emplyee ntes. View. Can view emplyee Scial Security Numbers. Mdify. Can edit and add emplyee Scial Security Numbers. View. Can access emplyees' Payrll Setup tab. Mdify. Can edit and add emplyee payrll infrmatin. View. Can access an emplyee's Payrll Histry tab. Mdify. Can edit and add adjustments t emplyees' payrll histry. View. Can view time cards. Create/Mdify. Can create and mdify time cards. 11

18 Cnfiguring ServiceCEO Right Emplyee - Bnus Cmmissins Payrll Prcessing Jb/Task Payrll Emplyee - Dc. Links Feedback Wizard Jbs/Schedule Dispatch Bard Estimates Team List Master Lists Jb Cmpletin Optins View. Can view bnus cmmissins. Create/Mdify/Delete. Can create, mdify, and/r delete bnus cmmissins. Pay. Can generate pay fr bnus cmmissins. View/Calculate Paychecks. Can view and calculate paychecks. Create/Exprt Paychecks. Can create and exprt paychecks. View Amunts. Mdify Amunts. View. Can view all emplyee links. Create/Mdify. Can create and mdify emplyee links. Delete. Can delete emplyee links. Run Wizard. Can run the Feedback Wizard. View. Can view jb, schedule, and prject recrds. Mdify Existing Jbs/Schedules. Can mdify existing jb, schedule, and prject recrds. Create New Jbs r Schedules. Can create new jb, schedule, and prject recrds. View. Can pen the Dispatch Bard but nt change anything. Mdify. Can pen and mdify recrds n the Dispatch Bard. Create Views. Can create new Dispatch Bard views. Delete Views. Can delete Dispatch Bard views. Recycle. Can send estimates t the Recycle Bin. View/Assign. Can pen the Team List dialg bx and assign emplyees t teams. Create/Rename/Set Active. Can create new teams, rename teams, and activate/deactivate teams. Services. Can pen the Master Service List. Prducts. Can pen the Master Prduct List. Kits. Can pen the Master Kits list. View Pending Cmpletin List. Can view the Cmpletin and AutCmplete tabs f Office Duties. Run Cmpletin Wizard. Can run the Cmpletin Wizard and the Aut Cmplete feature. Run Team Check In. Can run the Team Check In feature. Mdify Payments. Can add and edit existing payments in the Cmpletin Wizard and Team Check In. Allcate Payments. Can assign payments t jbs in the Cmpletin Wizard and Team Check In. 12

19 Cnfiguring ServiceCEO Right Pending Depsits Credit Card Prcessing Billing Center Vendrs Purchase Orders QB Sales Exprt Call Center Quting Reprts Web Access (if cnfigured) Web Charges (Prduct/Service) Optins View Pending Depsits. Can pen and view the Depsits tab f Office Duties. Run Depsit Wizard. Can exprt a depsit. Change Bank Accunt. Can change a bank accunt in the Depsit Wizard. View Pending Cards. Can view credit card payments in the CC Prcessing tab. Prcess Cards. Can prcess credit card payments. Skip Prcessing. Can delete credit card payments frm the CC Prcessing tab. Run Billing Center. Can pen the Billing Center. View. Can view and pen, but nt edit, vendr recrds. Create/Mdify. Can create new vendr recrds, and edit existing vendrs. QB Link/Sync. Can integrate a vendr recrd with QuickBks. View. Can view purchase rders. Create/Mdify. Can create new purchase rders as well as edit existing nes. Apprve. Can apprve a purchase rder. Send. Can send a purchase rder. Receive. Can receive a purchase rder. Receive Bill. Can receive the bill fr a purchase rder. Vid. Can vid ut a purchase rder. Run Wizard. Can exprt Invices and A/R infrmatin t QuickBks. Run Call Center. Can pen and run the Call Center. Custmer. Can access and run the Custmer reprts. Scheduling. Can access and run the Scheduling reprts. Emplyee. Can access and run the Emplyee reprts. Financial. Can access and run the Financial reprts. Qutes. Can access and run the Qutes/Estimates reprts. Inventry. Can access and run the Prducts/Services reprts. Mdify Reprts and Reprt List. Can access the reprt list and mdify reprts. Allw Mbile/Web Lgin. Enable the user t lg in t ServiceCEO using a mbile device. View. Can view charges via Mbile Tech. Mdify. Can mdify jb charges via Mbile Tech. Create new. Can add new charges t a jb via Mbile Tech. Delete. Can delete charges frm a jb via Mbile Tech. 13

20 Cnfiguring ServiceCEO Right Web Stck Assign Web Invice Ntes Web Payments Web Payrll Web Status Change Audit Lg Data Imprt Zne Manager Campaigns Optins Allw Mdifying Inventry Assignment. Can alter inventry via Mbile Tech. View. Can view invice ntes via Mbile Tech. Mdify. Can edit invice ntes via Mbile Tech. View Custmer's Current Balance, Receive Payments. Can view custmer balances and enter payments via Mbile Tech. Mdify My Time Card. User can edit their time card via Mbile Tech. Timestamp ther Emplyees n Jbs. User can edit time cards fr any emplyee via Mbile Tech. Allw Jb Status/Substatus Change. Can edit substatuses via Mbile Tech. View. Can view the Audit Lg tabs. Custmer. Can imprt custmers int ServiceCEO. Vendr Catalg/Master Prducts. Can imprt inventry vendr catalgs int ServiceCEO. Pstal Cde. Can imprt ZIP Cdes int ServiceCEO. Access. Can pen and use the Zne Manager. Access. Can pen and use Campaigns. Managing Users On the users tab f the Security Optins windw, yu can define user accunts fr all peple using ServiceCEO. Any persn lgging int ServiceCEO will need a Lgin and Passwrd cmbinatin. This cmbinatin can nly be used by ne persn at a time. In additin, yu will need t have a user license fr every Lgin in ServiceCEO. The number f users fr which yu are licensed is cntrlled by yur Activatin Cde. If a user attempts t lgin with a Lgin name that is already in use, r if the number f alltted users has been exceeded, yu will receive an errr message. Adding New Users New users can be added t ServiceCEO by anyne with right t edit security settings. 1. Select Tls > Optins r press CTRL+O. The Optins dialg bx appears. 2. Click Security frm the Categries bar. The Admin - User Access Rights dialg bx appears. 3. Click the Users tab. 14

21 Cnfiguring ServiceCEO 4. Click New, click Add, press [CTRL]+U, r select File > New > New User. The Infrmatin and Member Of sectins becmes active. 5. Type a lgin name fr the user in the Lgin field. What is used as the lgin name is entirely up t the discretin f the individual creating the new user. Hwever, we advise yu use standardized lgin names. 6. Type a passwrd fr the user in the Passwrd field. The passwrd will appear as asterisks fr added security. 7. Retype the passwrd in the Verify field t ensure that the passwrd was spelled accurately. 8. Type the user s cmplete name int the Full Name field. 9. Type the user's address in the field. Cautin: Steps invlve multi-site functinality (lcated in ServiceCEO Enterprise) and may nt be available t all users. The ability t view and wrk in multiple sites is dependent n a user s access rights. If yu cannt see the field being described, then yu d nt have the ability t wrk in multiple sites. 10. Select the new user s level frm the Organizatin Level drp-dwn list. The ptins are Cmpany, Regin and Branch. If Regin is selected, the Reginal Administratr check bx will appear. If Cmpany is selected, the Access t: field will disappear. 11. Fr reginal emplyees, select the Reginal Administratr check bx if the user will administrate the regin. 12. Select the level t which the new user has access frm the Access t: drp-dwn list. 13. Select the check bxes fr each user grup yu want t assign t this custmer frm the Member Of sectin. The user grups cntrl what security rights the user will have. 15

22 Cnfiguring ServiceCEO Nte: If a user is a member f tw grups, ne grup with a particular security right (X) and the secnd withut security right X, the user will have that security right. 14. Repeat steps 4-13 t add new users. 15. When yu have finished adding users, click Save and Clse. Editing Users 1. Select Tls > Optins r press CTRL+O. The Optins dialg bx appears. 2. Click Security frm the Categries bar. The Admin - User Access Rights dialg bx appears. 3. Click the Users tab. 4. Select the user wh yu wuld like t edit frm the Users list. 5. Make any apprpriate changes t the user as necessary. Add r remve the user frm grups as needed by selecting r deselecting the apprpriate check bxes in the Member Of sectin. Nte that this will affect the user's security rights. 6. When yu are finished, click Save and Clse. Deleting a User In rder t ensure data integrity, yu can nly delete a user immediately after yu have created ne. Given this limitatin, if yu want t blck a user frm accessing ServiceCEO, we recmmend yu change the user's passwrd and deselect all User Grup check bxes. Defining Tax Cdes ServiceCEO's multi-tiered tax rate functinality enables yu t charge and track taxes n the services and prducts yu prvide. Yu can define up t three different tax types, with unlimited tax cdes fr each tax type. Yu d nt need t enable all three tax types. Fr example, a cmpany that nly needs t charge a state tax (n city, cunty, r ther extra taxes) wuld nly need t enable a tax type named State. Once a tax type is defined, yu can create a list f different tax cdes within that tax type. T cntinue ur example, the cmpany charging state taxes wuld define tax cdes fr each state within which the cmpany cnducts business. 16

23 Cnfiguring ServiceCEO Adding Tax Cdes 1. Select Tls > Lists > Tax Cdes. The Tax Cdes dialg bx appears. 2. The Active check bx will be selected by default. Deselect it if yu d nt want this tax type t appear in drp-dwn lists in ServiceCEO. 3. Click the name field f the tax type yu want t add. 4. Type the name f the tax int the Name field. 5. Click in the Tax Cde List field. 6. Click. The Tax Cde List dialg bx appears. In this dialg bx, yu define the tax cdes fr the tax type. Fr example, if yu d business in three states, yu wuld create three tax cdes - ne fr each state. 7. Click Add. A new rw appears. 8. Type a name fr the new tax cde. 9. If yu are using an accunting package, select the accunting vendr fr this tax cde frm the Accunting Vendr drp-dwn list. 10. Type the tax rate int the Tax Rate field. 11. Deselect the Active check bx if yu d nt want this tax cde t appear n drp-dwn lists thrughut ServiceCEO. 12. Repeat steps 7-11 t add mre tax cdes fr the current tax type. 13. Click Clse. 17

24 Cnfiguring ServiceCEO 14. Repeat steps 2-13 t add additinal tax types and cdes. 15. Click OK. Editing Tax Cdes 1. Select Tls > Lists > Tax Cdes. The Tax Cdes dialg bx appears. 2. Click in the Tax Cde List field f the tax type that includes the tax cde yu want t edit. 3. Click. The Tax Cde List dialg bx appears. 4. Make any apprpriate edits. 5. Click OK. 6. Repeat steps 2-5 t edit additinal tax cdes. 7. Click OK. The Optinal Updates dialg bx appears. 8. The Optinal Updates dialg bx enables yu t prpagate the changes yu've made t the taxes t existing jbs. If yu d nt want t update the taxes fr existing jbs, click N Update. The Optinal Updates dialg bx will clse. T update taxes fr existing jbs: 1. Select the check bx crrespnding t each tax cdes that yu want t update. 2. Select the Update Charges check bx. 3. Click Update. 9. Click OK. 18

25 Cnfiguring ServiceCEO Cautin: Even if yu click Update, the taxes n miscellaneus charges, Credit Nte Adjustments, and Service Cntracts will nt be autmatically adjusted. Deleting Tax Cdes Yu cannt delete tax cdes that have been used in the past. Attempting t delete a tax cde will mark it as Inactive, meaning that yu will nt be able t select this tax cde in the future. 1. Select Tls > Lists > Tax Cdes. The Tax Cdes dialg bx appears. 2. Click in the Tax Cde List field f the tax type that includes the tax cde yu want t delete. 3. Click. The Tax Cde List dialg bx appears. 4. Select the name f the tax cde yu want t delete. 5. Click Delete. A cnfirmatin dialg bx appears. 6. Click Yes. The tax cde is deleted. 7. Repeat steps 4-6 t delete additinal tax cdes. 8. Click Clse. 9. Click OK. Managing Znes A zne is a user-defined gegraphic territry. Znes enable yu t break up yur cverage area int manageable sub-sectins s that yu can assciate teams and/r emplyees in a particular zne with custmers lcated in the same zne, facilitating easy and efficient emplyee dispatching. Yu shuld assign yur znes in such a way that a single team culd handle multiple jbs within a zne withut difficulty (due t reduced travel time). Opening the Zne Manager 1. Select Tls > Lists > Zne Management r press CTRL+F6. The Zne Manager dialg bx appears. 19

26 Cnfiguring ServiceCEO The three tabs f the Zne Manager are described in mre detail belw. Tip: Clicking OK in the Zne Manager will save yur edits fr all recrds created after yu click OK. If yu want yur edits t change already existing recrds, define what yu want t change in the Optinal Updates sectin. Manage by ZIP Cde The Manage by ZIP Cde tab f the Zne Manager enables yu t assign znes t particular ZIP Cdes. 1. Filter the ZIP Cde list t find the ZIP Cde yu want t assciate with znes. Fr details, see the Using a Filter with the Zne Manager sectin belw. 2. Select the ZIP Cde that yu want t assciate with a zne(s). 3. Edit the ZIP Cde as necessary. Yu can: Define the City. Add r edit the ZIP Cde's city in the apprpriate City field. Define the State. Add r edit the ZIP Cde's tw letter state cde in the apprpriate State field. Define the Tax Rates. Select a state tax rate frm the apprpriate Rate drp-dwn lists. The tax rates that appear are defined in the Tax Cdes dialg bx; see the Defining Tax Cdes sectin fr details. 20

27 Cnfiguring ServiceCEO 4. Select the check bx crrespnding t the zne(s) yu want t assciate with the selected ZIP Cdes. 5. Click Save r Save and Clse. The Optinal Updates dialg bx appears. See the Optinal Updates sectin, belw. Manage by Zne The Manage by Zne tab f the Zne Manager enables yu t assign ZIP Cdes t particular znes. T use this tab: 1. Select the Zne yu want t assciate with ZIP Cdes. 2. If yu'd like, edit the znes' values. Yu can: Define a Price Grup. Select a price grup fr the zne frm the Price Grup drp-dwn list. Fr mre n Price Grups, see the Using Price Grups sectin. Deactivate the Zne. Deselect the Active check bx if yu d nt want this zne t appear n the zne drp-dwn lists thrughut ServiceCEO. Nte: The Active check bx fr each zne is selected by default, meaning that it will appear n all custmer and/r emplyee recrds. Deselecting the Active check bx fr existing list items will remve the list item fr future recrds but keep it fr thse custmer and/r emplyee recrds that are already using this item. Describe the Zne. Edit r define a zne's descriptin by typing a shrt definitin in the apprpriate Descriptin field. 21

28 Cnfiguring ServiceCEO 3. Filter the ZIP Cde list t find the ZIP Cdes yu want t assciate with the selected Zne. Fr details, see the Using a Filter with the Zne Manager sectin belw. 4. Select the check bx crrespnding t the ZIP Cde(s) that yu want t assciate with the selected zne. 5. Edit the ZIP Cde as necessary. 6. Click Save r Save and Clse. The Optinal Updates dialg bx appears. See the Optinal Updates sectin, belw. Assign Tax Cdes The Assign Tax Cdes tab f the Zne Manager enables yu t assign tax cdes t yur znes. T use this tab: 1. Filter the ZIP Cde list t find the ZIP Cdes yu want t assciate with tax cdes. Fr details, see the Using a Filter with the Zne Manager sectin belw. 2. Select the check bx(es) crrespnding t the ZIP Cde(s) fr which yu want t define tax cdes. 3. Select the check bx(es) crrespnding t the tax type(s) that yu want t apply t the selected ZIP Cdes. 22

29 Cnfiguring ServiceCEO Nte: The (up t three) tax types that appear crrespnd t the tax types yu have defined and enabled. Fr details, see the Defining Tax Cdes sectin. 4. Select the tax cde(s) yu want t assign t the ZIP Cde(s) frm the apprpriate drp-dwn lists. 5. Click Apply. The tax cdes selected in step 4 are applied t the selected ZIP Cdes, and will appear in the Step 1 sectin. 6. Click Save r Save and Clse. The Optinal Updates dialg bx appears. See the Optinal Updates sectin, belw. Using a Filter with the Zne Manager 1. Define the filter criteria. T d s, perfrm ne r any cmbinatin f the fllwing: Type the ZIP Cde yu want t use in the ZIP Cde field. Select the Zne whse ZIP Cdes yu want t see frm the Zne drp-dwn list. Type the name f the city whse ZIP Cdes yu want t see in the City field. Type the name f the state whse ZIP Cdes yu want t see in the State field. Select the tax cde whse assciated ZIP Cdes yu want t see frm the Tax Cde drpdwn list. 2. Click Run Filter. The list will be filtered by yur criteria. Nte: The Zne Manager filter is designed t wrk like the filter in ther sectins f ServiceCEO: If the Filter buttn cntains a red circle, the filter is NOT active. If the Filter buttn cntains a green circle with a check mark, the filter is active. Tip: If yu want t clear all f the values in the filter fields, select Edit > Clear Filters. Nte that this will clear the filter values fr nly the current tab - the filter values fr the ther tabs will still remain as they were. The Optinal Updates dialg bx The Optinal Updates dialg bx enables yu t prpagate the changes yu've made in the Zne Manager t existing custmer recrds. It appears when yu clse the Zne Manager after making any additins r changes. 23

30 Cnfiguring ServiceCEO This dialg bx details all f the changes yu've made in the Zne Manager dialg bx and enables yu distribute these changes t existing recrds if yu want. The changes yu've made are displayed in the upper list bx. Yu can cntrl hw these changes are made t existing recrds in the fllwing ways: Set Zne n Custmer Lcatins. Select this check bx t change the zne fr each custmer lcatin with the same zip cde as thse marked "Zne Changes". Set Tax Cdes n Custmer Lcatins. Select this check bx t change the tax cde fr each custmer lcatin with the same zip cde as thse marked "Tax Changes". Update Charges. Select this check bx t update the tax charges fr all future jbs at custmer lcatins with updated Tax Cdes. T update existing recrds, click Update. The changes are made t yur database. If yu d nt want t apply any Zne Manager changes t existing recrds, click N Update. N changes will made t existing recrds; nly recrds created frm here n ut will be affected by yur edits. Creating a Zne 1. Select Tls > Lists > Zne Management r press CTRL+F6. The Zne Manager dialg bx appears. 2. Click New Zne r select Edit > New Zne. A new line appears in the zne list. 3. Type a name fr the zne in the Zne field. 24

31 Cnfiguring ServiceCEO Tip: It is usually a gd idea t make yur Zne name as shrt as pssible. A shrter name will be able t be mre easily deciphered if yu use the Shrt Dispatch Jb Line Frmat, which nly displays the Zne's first five letters n the Dispatch Bard. (See the Defining Dispatch Bard Optins sectin fr mre.) Fr example, if ne f yur znes cvers Nrtheast Hustn, yu culd use the zne name "NEHu". 4. Select a price grup fr the zne frm the Price Grup drp-dwn list. Fr mre n Price Grups, see the Using Price Grups sectin. 5. Deselect the Active check bx if yu d nt want this zne t appear n the zne drp-dwn lists thrughut ServiceCEO. Nte: The Active check bx fr each zne is selected by default, meaning that it will appear n all custmer and/r emplyee recrds. Deselecting the Active check bx fr existing list items will remve the list item fr future recrds but keep it fr thse custmer and/r emplyee recrds that are already using this item. 6. Edit r define a zne's descriptin by typing a shrt definitin in the apprpriate Descriptin field. 7. Click Clse. The Optinal Updates dialg bx appears. See the Optinal Updates sectin, abve. Editing Znes 1. Select Tls > Lists > Zne Management r press CTRL+F6. The Zne Manager dialg bx appears. 2. Click the Manage by Zne tab. 3. Make any necessary edits t the zne yu want t edit. Nte: The Active check bx fr each zne is selected by default, meaning that it will appear n all custmer and/r emplyee recrds. Deselecting the Active check bx fr existing list items will remve the list item fr future recrds but keep it fr thse custmer and/r emplyee recrds that are already using this item. 4. Click Clse. The Optinal Updates dialg bx appears. See the Optinal Updates sectin, abve. Deleting Znes 1. Select Tls > Lists > Zne Management r press CTRL+F6. The Zne Manager dialg bx appears. 2. Select the zne yu want t delete. 3. Click r select Edit > Delete. A Cnfirmatin dialg bx appears. 4. Click Yes. The zne is remved frm the zne list. 25

32 Cnfiguring ServiceCEO Cautin: Yu cannt delete a Zne with active emplyees and/r jbs assigned t it. Yu can, hwever, make it inactive by deselecting the Active check bx. Managing ZIP Cdes ServiceCEO can autmatically fill in the City, State, Zne, and assciated Tax Cdes fr every custmer entered int ServiceCEO when yu type the ZIP Cde. T create this autmatin, yu must define these items fr every ZIP Cde within yur cverage area. ServiceCEO already cntains a list f all f the ZIP Cdes in the United States. All yu need t d is map each ZIP Cde t yur tax cdes and znes. Fr details abut this autmatin, see the Defining a Custmer Address sectin. Nte: Insight Direct des nt have a license t distribute pstal cdes fr ther cuntries ther then the United States. If yu need different r additinal ZIP/Pstal Cdes, yu can either manually enter these cdes r imprt ZIP Cdes using the Data Imprt Wizard. Frm the Zne Manager, select Tls > Imprt ZIP Cdes. The Data Imprt Wizard appears. Fr mre infrmatin, read the Imprting Data int ServiceCEO sectin f the User's Guide. Adding ZIP Cdes 1. Select Tls > Lists > Zne Management r press CTRL+F6. The Zne Manager dialg bx appears. 2. Click Add New ZIP Cde r select Edit > New ZIP Cde. A new line will appear in the ZIP Cde list. 3. Type the ZIP Cde in the ZIP Cde clumn. 4. Type the ZIP Cde's city in the City clumn. 5. Type the ZIP Cde's tw letter state abbreviatin in the State clumn. 6. Select a state tax rate frm the apprpriate Rate drp-dwn lists. Nte: The clumns t the right f the City and State clumns will vary depending n the defined tax types. See the Defining Tax Cdes sectin fr details. Tip: Yu can cntrl the displayed ZIP Cdes by using the filter. Fr details, see the Zne Manager - Filter sectin. 7. Click OK. The Optinal Updates dialg bx appears. Fr details, see the Optinal Updates prtin f the Managing Znes sectin. 8. Click OK. 26

33 Cnfiguring ServiceCEO Editing ZIP Cdes 1. Select Tls > Lists > Zne Management r press CTRL+F6. The Zne Manager dialg bx appears. 2. Type the ZIP Cde yu want t edit int the ZIP Cde field in the Filter ZIP Cdes sectin. 3. Click Run Filter. 4. Click n the ZIP Cde yu want t edit. The rw will highlight in yellw. 5. Edit the ZIP Cde's values as needed. 6. Repeat steps 2-5 fr additinal ZIP cdes. 7. Click OK. The Optinal Updates dialg bx appears. Fr details, see the Optinal Updates prtin f the Managing Znes sectin. 8. Click OK. Deleting ZIP Cdes 1. Select Tls > Lists > Zne Management r press CTRL+F6. The Zne Manager dialg bx appears. 2. Type the ZIP Cde yu want t delete int the ZIP Cde field in the Filter ZIP Cdes sectin. 3. Click Run Filter. 4. Select the ZIP Cde yu want t delete. 5. Click r select Edit > Delete. A Cnfirmatin dialg bx appears. 6. Click Yes. The ZIP Cde is remved frm the list. 7. Repeat steps 2-6 t delete additinal ZIP Cdes. 8. Click OK. The Optinal Updates dialg bx appears. Fr details, see the Optinal Updates prtin f the Managing Znes sectin. 9. Click OK. Master Service-Prduct Categries Overview ServiceCEO grups tgether individual services and prducts in master categries. These master categries are useful fr rganizatinal and reprting purpses, and can be used t define emplyee skill sets. After yu define the master categries, yu can assign every service r prduct in yur database t a master categry. Yu create a master categry n any f the fur tabs in the Service/Prduct Categries dialg bx: Services - Categries defined here will nly appear fr services and n the Master Services List. Prducts - Categries defined here will nly appear fr Prducts and n the Master Prducts List. Kits - If using kits, categries defined here will nly appear fr kits and n the Kits List. All - Categries defined here will appear fr all items (services, prducts and kits) as well as in all master lists. 27

34 Cnfiguring ServiceCEO Tip: If yu are using, r are ging t use, ServiceCEO's Inventry Tracking mdule, we suggest yu review the Prduct List Overview and relevant Inventry sectins befre creating yur master categries. This will help yu understand the direct relatinship between Master Categries, Master Prducts, and the vendr catalg items. Adding a New Service/Prduct Categry 1. Perfrm ne f the fllwing actins: Select Tls > Lists > Master Services List r press CTRL+F4. The Services tab f the Prducts and Services page appears. Select Tls > Lists > Master Prducts List r press CTRL+F5. The Prducts tab f the Prducts and Services page appears. 2. Click Master Categries. The Service/Prduct Categries dialg bx appears. 3. Click the tab n which yu want t add yur master categry. 4. Click Add. A new rw will appear. 5. Type the name fr the new categry in the Descriptin field. 6. The Active check bx will be selected by default. Deselect it if yu d nt want this categry t appear n the Prducts and Services page. 7. If yu are integrated with an Accunting accunt, click the Incme Acct field t link this categry t an accunting accunt. The value yu select here will set the Incme accunt n the Accunting tab f the Prduct and Service Detail dialg bx fr all prducts under this categry. 8. If yu are integrated with an Accunting accunt, click the Cmmissin Accunt field t link this categry t an accunting accunt. The value yu select here will set the Cmmissin accunt n the Accunting tab f the Prduct and Service Detail dialg bx fr all prducts under this categry. 28

35 Cnfiguring ServiceCEO Tip: Fr mre details, see the Assciating Master Categries with Accunting sectin. 9. Select the Is a Skill? check bx t make this master categry a skill. Fr mre n skills, see the Defining Skills sectin. 10. Select the Skill Req by All Emps? check bx t require that, if a jb requires this skill, all emplyees assigned t the jb must have this skill. 11. Repeat steps 3-10 t add mre master categries. 12. Click OK. Editing a Service/Prduct Categry 1. Perfrm ne f the fllwing actins: Select Tls > Lists > Master Services List r press CTRL+F4. The Services tab f the Prducts and Services page appears. Select Tls > Lists > Master Prducts List r press CTRL+F5. The Prducts tab f the Prducts and Services page appears. 2. Click Master Categries. The Service/Prduct Categries dialg bx appears. 3. Click the tab n which the master categry yu want t edit is lcated. 4. Edit the necessary fields. 5. Click OK. Deleting a Service/Prduct Categry If services and/r prducts are referencing a master categry, yu cannt delete the master categry. In these instances, yu shuld deselect the Active check bx t make the master categry inactive. 1. Perfrm ne f the fllwing actins: Select Tls > Lists > Master Services List r press CTRL+F4. The Services tab f the Prducts and Services page appears. Select Tls > Lists > Master Prducts List r press CTRL+F5. The Prducts tab f the Prducts and Services page appears. 2. Click Master Categries. The Service/Prduct Categries dialg bx appears. 3. Click the tab n which the master categry yu want t delete is lcated. 4. Highlight the master categry yu want t delete. 5. Click Delete. 6. Click OK. 29

36 Cnfiguring ServiceCEO Defining Service Units A Service Unit is a methd f breaking dwn r measuring a service fr payment purpses. Fr example, if yu wanted t measure a lawn cutting service by acres cut, yu culd create an acre service unit and define hw much the custmer wuld be charged per acre in the Prduct and Service Detail dialg bx. The Service Units list allws yu t build the specific unit types that yu want fr thse items that yu charge services/labr n a per unit basis. Tip: Cmpanies that charge fr labr/services n a flat fee r hurly rate d nt need t create service units. Adding Service Units 1. Perfrm ne f the fllwing actins: Select Tls > Lists > Master Services List r press CTRL+F4. The Services tab f the Prducts and Services page appears. Select Tls > Lists > Master Prducts List r press CTRL+F5. The Prducts tab f the Prducts and Services page appears. 2. Click Unit List. The Service Units dialg bx appears. 3. Click Add. A new rw appears. 4. Type a name fr the service unit in the Unit field. 5. Type a descriptin f the service unit in the Descriptin field. 6. Repeat steps 3-5 t add additinal service units. 7. Click OK. 30

37 Cnfiguring ServiceCEO Editing Service Units 1. Perfrm ne f the fllwing actins: Select Tls > Lists > Master Services List r press CTRL+F4. The Services tab f the Prducts and Services page appears. Select Tls > Lists > Master Prducts List r press CTRL+F5. The Prducts tab f the Prducts and Services page appears. 2. Click Unit List. The Service Units dialg bx appears. 3. Select the service unit yu want t edit. 4. Edit the Unit and Descriptin fields as necessary. 5. Click OK. Deleting Service Units Deleting service units that are in use n jbs will remve the service units frm thse jbs. The amunt f the service will remain the same, but the unit will n lnger have a name. 1. Perfrm ne f the fllwing actins: Select Tls > Lists > Master Services List r press CTRL+F4. The Services tab f the Prducts and Services page appears. Select Tls > Lists > Master Prducts List r press CTRL+F5. The Prducts tab f the Prducts and Services page appears. 2. Click Unit List. The Service Units dialg bx appears. 3. Click the gray buttn t the left f the service unit yu want t delete in rder t select the entire rw. 4. Click Delete. A cnfirmatin dialg bx appears. 5. Click OK. 6. Click OK. 31

38 Cnfiguring ServiceCEO Services List Overview All f the ServiceCEO's services are lcated n the Services tab f the Prducts and Services dialg bx. Nte that any existing Master Categries (as defined n the Services r All tab) are displayed in bld black lettering. Each line item is a service that is available when creating jbs and schedules (n the Services and Prducts tab). These services will als appear n the wrk rder and invice(s) that will be created. As yu are creating yur service list, keep in mind that the mre detailed the Services list, the mre detailed yur reprts will be. In additin, a detailed list will als increase the pwer f the Srt and Filter gruping capabilities fr bth the revenue tracking and marketing mdules. Fr details n creating individual services, see the Defining Service Items sectin. T expand the master categries: Click the plus sign t the left f the master categry t expand the single categry. Click t expand all master categries. T cllapse the master categries: Click the minus sign t the left f the master categry t cllapse the single categry. Click t cllapse all master categries. Defining Service Items Befre yu can assign services t a jb, yu first have t define the services in the applicatin. Nte that the infrmatin yu recrd here is nly fr default purpses. Yu will have the ability t edit this infrmatin n the jb r recurring schedule t which yu apply the service. Adding a New Service 1. Select Tls > Lists > Master Service List r press CTRL+F4. The Prducts and Services page appears. 2. Click New. The Prduct and Service Detail dialg bx appears. 32

39 Cnfiguring ServiceCEO 3. Select a categry frm the Categry drp-dwn list. 4. Type a name fr the service in the Service field. 5. Type a descriptin f the service int the Descriptin field. 6. The Active check bx will be selected by default. Deselect it if yu d nt want this categry t appear n the Prducts and Services page. 7. Select the type f charge yu want t apply t this service frm the Charge Type drp-dwn list. Depending n what yu select, additinal fields will appear: If yu select Per Unit, a drp-dwn list and the Est. Duratin field appear. Select the type f unit frm the first drp-dwn list. Enter the minimum amunt f units fr this service in the Est. Duratin field. Nte: The Est. Duratin field enables yu t add services t a per-unit jb withut specifically setting jb duratin. Fr example, if yu create a new jb and add a service (with an Est. Duratin value f 15 minutes ) t it with and a Quantity f tw, the duratin f the service will be 30 minutes r.5 man-hurs. 8. Click the Print as Flat Fee check bx t display all charges as ne charge n the wrk rder. This check bx will nt appear if yu selected Flat Fee frm the Charge Type drp-dwn list. 9. Type the default charge int the Charge field. 10. Click Edit... t define and edit price grups fr the service. Fr mre, see the Using Price Grups sectin. 11. Select the apprpriate Tax check bxes t apply taxes t the service. 33

40 Cnfiguring ServiceCEO Nte: The name f the tax check bxes will vary depending n yur defined tax types. In the screensht abve, we've defined tw tax types as State and Cunty. See the Defining Tax Cdes sectin fr details. 12. Select the Pay Cmmissin check bx t pay cmmissins n this service. The cmmissin fields will activate. T apply the same cmmissin rate t all cmmissined emplyees, select the Pay same cmmissin rate ptin buttn and edit the rates in the Original Sale Rate (%) and Add-On Sale Rate (%) fields as needed. T apply different cmmissin rates t different emplyees, select Pay different cmmissin rates and click View Individual Rates. The Per-Emplyee Cmmissins dialg bx will appear. Edit these fields as necessary. Click Save. The Per-Emplyee Cmmissins dialg bx will clse. The new cmmissin rates are nw in effect. 13. If yu're integrated with an Accunting package, click the Accunting tab. See the Assciating Prducts-Services with Accunting sectin fr details. 14. T autmatically create a task when this service is sld, click the Tasks tab. 15. Click Add New. The Tasks dialg bx appears. 16. Create the task in the usual manner. See the Creating Tasks sectin f the User's Guide fr details. Nte: The task s date can be defined as a specific date r as a specific interval after the jb creatin. 17. Click OK. When yu add this service t a jb, this task will autmatically appear n the Tasks tab, linked t the service and jb. 18. Click OK. Editing Service Details 1. Select Tls > Lists > Master List r press CTRL+F4. The Prducts and Services page appears. 2. Duble-click the prduct r service yu want t edit. The Prduct and Service Detail dialg bx appears. 3. Edit the values as necessary. 4. Click OK. Deleting Service Details 1. Select Tls > Lists > Master Service List r press CTRL+F4. The Prducts and Services page appears. 2. Select the prduct r service yu want t edit. The Prduct and Service Detail dialg bx appears. 34

41 Cnfiguring ServiceCEO 3. Click Delete. A cnfirmatin dialg bx appears. 4. Click OK. Cautin: Services that are assciated with a jb - be it a jb in the past, present, r future - cannt be deleted. Yu can, hwever, mark the service as Inactive, meaning that yu will n lnger be able t assign the service t jbs. If yu attempt t delete a service that is assciated with a jb, a cnfirmatin dialg bx appears, infrming yu f the prblem. Click Yes t mark the service Inactive. Defining Prduct Items Befre yu can assign prducts t jbs, yu first have t define the prducts in the applicatin. The infrmatin yu recrd here is nly fr default purpses. Yu will have the ability t edit this infrmatin n the jb r recurring schedule t which yu apply the service. Adding a New Prduct 1. Select Tls > Lists > Master Prduct List r press CTRL+F5. The Prducts and Services Detail page appears. 2. Click New. The Prduct and Service Detail dialg bx appears. 3. Select the prduct's categry frm the Categry drp-dwn list. 4. Type a number fr the prduct in the Prduct N. field. 5. Type a name fr the prduct in the Prduct field. 6. Type a descriptin f the prduct int the Descriptin field. 35

42 Cnfiguring ServiceCEO 7. The Active check bx will be selected by default. Deselect it if yu d nt want this categry t appear n a jb's Services/Prducts tab. 8. If necessary, select the prduct's units frm the Units drp-dwn list. 9. Type the amunt it cst yu t buy this prduct in the Our Cst field Type the amunt yu are selling this prduct fr in the Selling Price field. 11. Click Edit... t define and edit price grups fr the prduct. Fr mre, see the Using Price Grups sectin. 12. Select the apprpriate Tax check bxes t apply taxes t the prduct. Nte: The name f the tax check bxes will vary depending n yur defined tax types. In the screensht abve, we've defined tw tax types as State and Cunty. See the Defining Tax Cdes sectin fr details. 13. Select the Pay Cmmissin check bx t pay cmmissins n this prduct. The cmmissin fields will activate. T apply the same cmmissin rate t all cmmissined emplyees, select the Pay same cmmissin rate ptin buttn and edit the rates in the Original Sale Rate (%) and Add-On Sale Rate (%) fields as needed. T apply different cmmissin rates t different emplyees, select Pay different cmmissin rates and click View Individual Rates. The Per-Emplyee Cmmissins dialg bx will appear. Edit these fields as necessary. Click Save. The Per-Emplyee Cmmissins dialg bx will clse. The new cmmissin rates are nw in effect. 14. If the prduct's custm fields are active, yu can define values fr them nw. These fields are activated in the Prducts/Services Optins dialg bx. 15. If yu want t add this prduct t Inventry Tracking, click the Inventry, Vendrs and Stck Levels tabs. Fr mre, see the Creating Master Prducts with Inventry sectin. 16. If yu're integrated with an Accunting package, click the Accunting tab. See the Assciating Prducts-Services with Accunting sectin fr details. 17. T autmatically create a task when this prduct is sld, click the Tasks tab. 18. Click Add New. The Tasks dialg bx appears. 19. Create the task in the usual manner. See the Creating Tasks sectin f the User's Guide fr details. Nte: The task s date can be defined as a specific date r as a specific interval after the jb creatin. 20. Click OK. When yu add this prduct t a jb, this task will autmatically appear n the Tasks tab, linked t the prduct and jb. 21. Click OK. 36

43 Cnfiguring ServiceCEO Editing Prduct Details 1. Select Tls > Lists > Master Prduct List r press CTRL+F5. The Prducts and Services page appears. 2. Duble-click the prduct yu want t edit. The Prduct and Service Detail dialg bx appears. 3. Edit the values as necessary. 4. Click OK. Deleting Prduct Details 1. Select Tls > Lists > Master Prduct List r press CTRL+F5. The Prducts and Services page appears. 2. Select the prduct r service yu want t edit. The Prduct and Service Detail dialg bx appears. 3. Click Delete. A cnfirmatin dialg bx appears. 4. Click OK. Cautin: Prducts hat are assciated with a jb - be it a jb in the past, present, r future - cannt be deleted. Yu can, hwever, mark the prduct as Inactive, meaning that yu will n lnger be able t assign the prduct t jbs. If yu attempt t delete a prduct that is assciated with a jb, a cnfirmatin dialg bx appears, infrming yu f the prblem. Click Yes t mark the prduct Inactive. Prducts List Overview The Master Prducts list functins much like the Master Services list it lists each prduct yur business ffers fr sale as part f a jb, prject r invice. If yu d nt want t track purchases r inventry amunts, yu'll cnfigure the Master Prducts list in the exact same manner as the Master Services List, meaning that the Master Prducts list will serve as a Master List f all f the prducts yu sell. Yu will als be able t attach these prducts t jbs and schedules. T use the Master Prducts List in this manner, enter yur prducts in the same manner as yu did the Master Services List. See the Service List Overview sectin fr details. Tip: Items are listed exactly as they will appear n wrk rders and invices, s names and descriptins shuld be custmer friendly. The part numbers entered here shuld be the nes yu use internally fr referencing a part, regardless f which vendr r supplier frm which it came. If yu are, r plan n ever, tracking inventry in ServiceCEO, the Master Prducts List can als act as an internal parts cntrl system. See the Inventry sectins f the ServiceCEO help system fr details. 37

44 Cnfiguring ServiceCEO Defining Nte Types Many sectins f ServiceCEO let yu create ntes n custmers, emplyees, jbs, and estimates. These ntes can be used t track perfrmance, capture cmments, r save any ther necessary infrmatin. Fr reprting purpses, ServiceCEO has a master list f nte types that allws yu t manage, grup and reprt n the ntes that users create. Yu can add t, edit, r Nte Type Tabs There are seven different categries f nte types: Custmer - Custmer nte types are available n the Nte tab within a custmer recrd. An example f a Custmer nte type is "Client Call Details." Emplyee - Emplyee nte types are available n the Nte tab within an emplyee recrd. An example f an Emplyee nte type is "Training Update." Cust & Empl - Cust & Empl nte types are available when recrding custmer feedback thrugh the ServiceCEO feedback wizard. These items will als appear with the standard Custmer and Emplyee ntes in their usual lcatins. An example f a Cust & Empl nte type is "Pr Service." Quting - Quting nte types are available when a user cancels r ends a call center qute during the call center quting wizard prcess. These nte types help yu track why qutes are abandned. An example f a Quting nte type is "Did Nt Want T Give Name." Estimate Wn - Estimate nte types help the cmpany track why a custmer chse yur bid ver thers. An example f an Estimate Wn nte type is "Best Price." Estimate Lss - Estimate Lss nte types help the cmpany track why a custmer chse a cmpetitr's bid ver yur cmpany's bid. An example f an Estimate Lss nte type is "Staying with current prvider." Estimate Histry - Estimate Histry nte types are available when adding a nte t an estimate. An example f an Estimate Histry nte type is "Prgress Update." Adding New Nte Types 1. Select Tls > Lists > Nte Types r press CTRL+F2. The Nte Types dialg bx appears. 38

45 Cnfiguring ServiceCEO 2. Select the apprpriate tab fr the nte type yu wuld like t add. 3. Click Add. A blank rw will appear. 4. Duble-click the blank cell in the Categry clumn. 5. Type a descriptive name fr the new nte type. 6. Sme tabs have extra check bxes, including: Custmer and Cust & Empl tabs. Select the Print n WO check bx if yu wuld like the nte type printed n wrk rders. Estimate Histry. Select the Print by Def. check bx t print these ntes n reprts. 7. If desired, type a numeric rank fr the new nte type in the Rank field. Adding a rank will enable ServiceCEO t numerically quantify the ntes. Type a psitive value fr gd nte types; type a negative value fr negative nte types. Nte: The Rank field enables yu t assign a value t a nte. Yu can use these values t track emplyee perfrmance r custmer satisfactin. Nte types that yu wish t nt be used in these calculatins shuld have a zer rank, as zer rank items are nt included in any ranking calculatins. 8. Click OK. Editing Nte Types 1. Select Tls > Lists > Nte Types r press CTRL+F2. The Nte Types dialg bx appears. 2. Select the tab that cntains the nte type yu want t edit. 3. Select the nte type yu want t edit. 4. Make any necessary changes t the nte type. Yu can change the nte s name, rank, r chse t include r remve the nte frm printed reprts. 5. Click OK. Deleting Nte Types 1. Select Tls > Lists > Nte Types r press CTRL+F2. The Nte Types dialg bx appears. 2. Select the tab that cntains the nte type yu want t delete. 3. Select the nte type yu want t delete. 4. Click Delete. 5. Click OK. 39

46 Lists and Optins Overview Lists and Optins Overview The final step in the cnfiguratin prcess is t cnfigure the ther Lists and Optins in the prgram. Nte that many f these sectins are nt essential t the basic peratin f ServiceCEO. Lists Defining Appintment Types A jb's appintment type indicates what type f service is ging t be prefrmed and/r what kind f prduct is being sld fr a jb. Fr example, yur appintment types culd include: Regular - a standard recurring service One-Time - a single ccurrence f a service Prmtinal - a discunted service r prduct Every jb has an appintment type that can be selected during jb creatin n the General tab f a jb recrd. Yu can make this field a required field in the Requirements Optins dialg bx. Adding Appintment Types 1. Select Tls > Lists > Appintment Type List r press CTRL+F8. The Appt. Type dialg bx appears. 2. Click Add. A new rw appears. 3. Type a name fr the appintment type in the Event Type field. 4. Type a descriptin f the appintment type in the Descriptin field. 5. Repeat steps 2-4 t add additinal appintment types. 6. Click OK. 40

47 Lists and Optins Overview Editing Appintment Types 1. Select Tls > Lists > Appintment Type List r press CTRL+F8. The Appt. Type dialg bx appears. 2. Edit any f the appintment type fields as necessary. 3. Click OK. Deleting Appintment Types 1. Select Tls > Lists > Appintment Type List r press CTRL+F8. The Appt. Type dialg bx appears. 2. Select the appintment type yu want t delete by clicking the gray buttn t the left f the appintment type. 3. Click Delete. 4. Click OK. Creating a Bank List The Bank List is where yu can stre infrmatin regarding all f the banks frm which yu accept direct payments and t which yu send payments. If yu select Direct Debit r frm a custmer's Payment Methd drp-dwn list, yu can attach a bank t the custmer by clicking Select Bank. Accessing the Bank List Select Tls > Lists > Bank List. The Direct Depsit/Debit Banks dialg bx appears. T view the bank s address withut pening the bank recrd, click Shw Details. The address fr each bank will appear under its name. T hide the addresses, click the buttn again. 41

48 Lists and Optins Overview Applying a Bank Filter The list f banks in the Direct Depsit/Debit Banks dialg bx list can get quite large. A Bank Filter will help yu quickly find the bank fr which yu are lking. Bank filters are applied in the Direct Depsit/Debit Banks dialg bx. 1. Type the first few letters f the bank yu wish t view int the Filter List field. The list f banks will autmatically display nly thse banks whse name begins with the letters yu have typed. 2. T change the filter, erase any existing text in the Filter List field and type the first few letters f the bank yu wish t view. 3. T remve the filter, erase all text frm the Filter List field. Adding Banks t the Bank List Nte that yu cannt delete a bank nce it has been added. 1. Select Tls > Lists > Bank List. The Direct Depsit/Debit Banks dialg bx appears. 2. Click Add. The Bank Detail dialg bx appears. 3. Type the name f the bank int the Bank Name field. 4. Type the bank s address int the three Address fields. Nrmally, the main address (6 Main St.) is included in the first field and the ther fields are used fr extra infrmatin (Building number, suite number, etc.) 5. Type the bank s city/twn int the City field. 6. Type the bank s state/prvince in the State field. 7. Type the bank s ZIP Cde int the Zip Cde field. 8. Type the bank s srt r ruting number in the Srt/Ruting N field. 42

49 Lists and Optins Overview Nte: The name and length f this number will vary depending n the cuntry in which yu are lcated. If yu d nt knw a bank's ruting number, please cntact the bank. 9. Click Save. The Bank Detail dialg bx will clse. The new bank will appear in the Direct Depsit/Debit Banks dialg bx. 10. Repeat steps 2-9 t add additinal banks. 11. Click Clse. The Direct Depsit/Debit Banks dialg bx clses. Editing Banks 1. Select Tls > Lists > Bank List. The Direct Depsit/Debit Banks dialg bx appears. 2. Duble-click the bank yu wish t edit. Alternatively, select the bank and click Edit. The Bank Detail dialg bx appears. Tip: Use a filter t quickly find the bank yu want t edit. 3. Edit any fields as necessary. 4. Click Save. The Bank Detail dialg bx clses. The edits will appear in the bank's entry n the Direct Depsit/Debit Banks dialg bx. 5. Click Clse. The Direct Depsit/Debit Banks dialg bx clses. Defining Bnus Cmmissins Bnus Cmmissins enables yu t create emplyee cmmissins based n generated revenue. Fr example, yu culd define a bnus cmmissin designed t pay three specific emplyees 20% f all f the revenues they generate abve $200,000 during a time perid that yu define. Nte that Bnus Cmmissins are nt linked t a specific jb. Creating Bnus Cmmissins 1. Select Tls > Lists > Bnus Cmmissins. The Bnus Cmmissins Management dialg bx appears. 43

50 Lists and Optins Overview 2. Click Add. The Bnus Cmmissins dialg bx appears. 3. Type a name fr the bnus cmmissin in the Name field. 4. Select the custmer type t which this rule will apply frm the Custmer Type drp-dwn list. Yur ptins are All, Individual, r Crprate. 5. Select the custmer subtype t which this rule will apply frm the Custmer Subtype drp-dwn list. The ptins here depend n what yu have defined; see the Defining Custmer Subtypes sectin fr details. 6. Click the check bx(es) crrespnding t the revenue categries t which yu want t apply this rule. These categries crrespnd t yur Master Categries; see the Master Service-Prduct Categries Overview sectin fr mre. 7. If yu are running ServiceCEO Enterprise, select the check bx(es) crrespnding t the regin(s) and branch(es) t which yu want t apply this rule in the Applies t Revenues Frm: list bx. 8. T pay a standard cmmissin amunt n a limited revenue amunt, select the Pay Flat Amunt when Revenue Exceeds: check bx. Next, type the amunt that, when exceeded, will generate a bnus cmmissin. Finally, type the amunt f the bnus cmmissin in the Bnus Amunt field. 9. T pay a percentage cmmissin amunt n a limited revenue amunt, select the Pay Cmmissin % n Revenues That Exceed: check bx. Next, type the amunt that, when exceeded, will generate a bnus cmmissin. Finally, type the percentage f the bnus cmmissin in the Percent Bnus field. 10. T pay a percentage cmmissin n all revenues, select the Pay Cmmissin % n All Revenues: check bx. Next, type the percentage f the bnus in the text field. 11. Click the Add buttn next t the emplyee grid. A System Search dialg bx appears. 12. Search fr and select the emplyees yu want t add t the Bnus Cmmissin. 13. Click OK. All selected emplyees are added t the emplyee grid 14. If yu are integrated with an accunting package, click the Select Payrll Expense/Debit Accunt buttn. The Accunt windw appears. 44

51 Lists and Optins Overview 15. Select the accunting accunt with which yu want t integrate the bnus cmmissin frm the Accunt drp-dwn list. 16. Click OK. 17. Click OK. The Bnus Cmmissin appears in the Bnus Cmmissins Management dialg bx. 18. Click Clse. T calculate the bnus, see Calculating Bnus Cmmissins. Editing Bnus Cmmissins 1. Select Tls > Lists > Bnus Cmmissins. The Bnus Cmmissins Management dialg bx appears. 2. Select the bnus cmmissin yu want t edit. 3. Click Edit. The Bnus Cmmissins dialg bx appears. 4. Make any necessary changes t the bnus cmmissin. 5. Click OK. 6. Click Clse. Deleting Bnus Cmmissins 1. Select Tls > Lists > Bnus Cmmissins. The Bnus Cmmissins Management dialg bx appears. 2. Select the bnus cmmissin yu want t delete. 3. Click Delete. A cnfirmatin ntice appears. 4. Click OK. The rule is deleted. 5. Click Clse. Calculating Bnus Cmmissins The nly way t pay yur emplyees fr a bnus cmmissin is t calculate it. Yu can calculate a bnus cmmissin at any time. T d s: 1. Select Tls > Lists > Bnus Cmmissins. The Bnus Cmmissins Management dialg bx appears. 2. Select the bnus cmmissin yu want t calculate. 3. Click Calculate Bnus. The Bnus Preview dialg bx appears. 4. Select the start and end dates fr the bnus cmmissin. 5. Click Calculate Bnus. The Pay Bnus dialg bx appears, displaying the bnus per emplyee amunt and asking if "Yu like t add this Bnus Amunt t pending payrll?" 6. Click OK. The Revenue and Cmmissin amunt is calculated and is added t the emplyee's payrll. Yu will see this amunt when calculating the emplyee's paycheck. 45

52 Lists and Optins Overview Nte: Yu can als calculate the bnus frm the Bnus Cmmissins dialg bx by clicking the Calculate Bnus buttn. Tip: It is a gd idea t create a task t remind yu (r whmever is respnsible) t calculate the bnus when it is due. Defining Call Types A Call Type a call script that, when used in the ServiceCEO Call Center, enables yur emplyees t quickly and cnsistently answer, prcess, and cmplete custmer telephne calls. Yu can create and custmize these different call types in the Call Types Setup dialg bx. Fr mre n the Call Center, see the Call Center Overview sectin f the User's Guide. Tip: Fr mre abut the call center, we recmmend yu attend the weekly Call Center & Quting Wizard training class. Fr details, pint yur brwser t Creating Call Types 1. Select Tls > Lists > Call Types. The Call Center Call Types Setup dialg bx appears. 46

53 Lists and Optins Overview 2. Click New Call Type. 3. Type a name fr the call type in the Name field. 4. Type a descriptin f the call type in the Descriptin field. 5. Select the Active check bx t make the call type active and display it in the call center. 6. Select the Cunt As Inquiry check bx t make the call cunt as an inquiry fr reprting purpses. 7. Select the apprpriate check bxes t autmatically update the custmer's Last Cntact Dates (lcated n the custmer's Detail tab) when the call is clsed. 8. Click Add t add a new cmmand t the call type. The Select New Cmmand Type dialg bx appears. 47

54 Lists and Optins Overview 8. Select the cmmand type yu want t include frm the Cmmand Type drp-dwn list. Yur ptins include: Text Only. Straight text used t assist the emplyee answering the phne. Quick Entry Fields. Enables yu t select particular fields frm the custmer recrd that must be entered. Jb Recrd. Opens a specific tab f the jb recrd. Custmer Recrd. Opens a specific tab f the custmer recrd. Dispatch Bard. Opens the dispatch bard. Calendar. Opens the calendar. Scheduling Assistant. Opens the scheduling assistant based n the jb prperties. Map Lcatin. Opens Micrsft MapPint and displays the caller's primary lcatin. Nte that this will nly wrk if yu have MapPint installed n yur lcal cmputer and if the custmer's lcatin is a valid address in MapPint. Feedback Wizard. Opens the feedback wizard fr lgging jb and/r emplyee ntes. Quting Wizard. Opens the Quting Wizard. New Task. Opens a new task. New Custmer Nte. Opens a new custmer nte. Mail Merge. Opens a new mail merge fr this caller in Micrsft Wrd. Custmer. Opens an t the current custmer. Nte that this cmmand will nly wrk if the custmer has a valid address and yu are integrated with Micrsft Outlk. Invice/Estimate. Opens a print preview f the current jb's invice r estimate. Wrk Order. Opens a print preview f the current jb's wrk rder. New Transactin. Opens a new transactin windw t the specific tab yu determine. Other Prgram. Opens an additinal prgram n yur cmputer. 9. Click OK. A Cmmand Prperties dialg bx appears. Nte: The fields that are present in the Cmmand Prperties dialg bx depend upn which cmmand type yu have selected. Cautin: If yu are using a call script t use a new custmer, be sure t add entry fields fr all required fields (as defined in the Requirements Optins dialg bx; see the Defining Requirements sectin fr mre). In additin, it is a gd idea t add the Custmer Type field t these as well s yu can easily switch between Individual and Crprate custmers. 10. Enter the apprpriate data int the fields n the Cmmand Prperties dialg bx. 48

55 Lists and Optins Overview Type a name fr the cmmand in the Label field. Type a descriptin f the cmmand in the Prmpt field. If yu are prmpted fr additinal infrmatin, select r enter the apprpriate infrmatin. If creating Quick Entry Fields, select the field(s) yu want t include and click t include the fields in the Quick Entry cmmand. If creating a Jb Recrd, select Yes frm the apprpriate drp-dwn list if yu want t create a prject r estimate rather then a jb. If creating a Calendar, select the type f view yu want t display frm the drp-dwn lists. 11. Click OK. The new cmmand will appear in the Step 2 list bx. 12. Select the Begin Grup check bx if yu want t start a new cmmand grup after this cmmand. A grup will bundle cmmands tgether in the Call Center and separate them by a line. 13. Select the Aut Run check bx t have this step run autmatically when the call begins r the step befre it is cmplete. 14. T change the rder f the cmmands, select the cmmand yu want t mve and click the Mve up and Mve dwn buttns. 15. Repeat steps 7-14 t add additinal cmmands t the call type. 16. Click Save and Clse. Editing Call Types 1. Select Tls > Lists > Call Types. The Call Center Call Types Setup dialg bx appears. 2. Select the call type yu want t edit frm the Call Types list bx. Its values appear in the Call Type Details (the right side f the dialg bx). 3. Edit the call type fields as necessary. 4. T edit a cmmand, select the cmmand yu want t edit. 5. Click Edit. The Cmmand Type dialg bx appears. Nte: The fields that are present in the Cmmand Prperties dialg bx depend upn which cmmand type yu have selected. 6. Edit these fields as necessary. 7. Click OK. 8. T delete a cmmand, select the cmmand and click Remve. 9. T change the rders f the cmmands, select the cmmand yu want t mve and click the Mve up and Mve dwn buttns. 10. Repeat steps 2-9 t edit additinal call types. 11. Click Save and Clse. 49

56 Lists and Optins Overview Deleting Call Types 1. Select Tls > Lists > Call Types. The Call Center Call Types Setup dialg bx appears. 2. Select the call type yu want t delete frm the Call Types list bx. Its values appear in the Call Type Details (the right side f the dialg bx). 3. Click Delete. The call type is deleted. Tip: While yu will nt be prmpted t cnfirm the deletin f a call type, if yu delete a call type by accident, yu can cancel it by selecting File > Clse. Yu will be prmpted t save yur changes. Click N. 4. Repeat steps 2-3 t delete additinal call types. 5. Click Save and Clse. Campaigns Overview A campaign is a specific marketing activity, such as such as yellw page ads, stre frnts, billbard ads, mass s, hliday cards, direct mail, and telemarketing campaigns. Yu can manage yur campaign effrts frm a centralized lcatin in ServiceCEO by utilizing yur existing custmer base and demgraphics. Campaigns are cmprised f several intercnnected features: Cnfiguring and maintaining campaigns. Assigning tasks t users and/r grups that need t be cmpleted as part f a campaign Tracking metrics abut the cst and revenue generated by specific campaigns Campaigns can accmmdate marketing activities Nte: In versins f ServiceCEO befre versin 6.0, "campaigns" were knwn as "marketing". Campaigns are rganized int several main areas: Defining Campaign Categries Defining Campaigns Campaign Tasks Defining Demgraphics Campaign Metric Tracking Yu can track the perfrmance f yur campaigns using tw reprts: Revenue reprt. Select Marketing frm the Select the rder / grups in which the items will appear drp-dwn list. Jb Csting reprt. Select the Campaign - Summary r Campaign - Details print style. 50

57 Lists and Optins Overview Campaign Categries Befre yu create a campaign, yu can create different categries in which t save yur campaigns. Yu can d this in the Categry Maintenance dialg bx. The value displayed in the Number f Categries clumn indicates hw many campaigns are lcated in this categry in the Campaign Setup & Maintenance dialg bx. This value is read-nly. Creating a Campaign Categry 1. Select Tls > Lists > Campaign Categries. The Categry Maintenance dialg bx appears: 2. Click Add t add a new categry. 3. Type the categry's name in the Name field. 4. The Active check bx will be selected by default. T make this categry inactive, deselect it nw. 5. Repeat steps 2-4 t add mre categries. 6. T delete a categry, highlight the categry and click Delete. Nte that yu will nly be able t delete categries withut any campaigns attached t it. Editing a Campaign Categry 1. Select Tls > Lists > Campaign Categries. The Categry Maintenance dialg bx appears. 2. Click Add t add a new categry. 3. Make any necessary edits t the apprpriate campaign categries. 4. Click OK. Deleting a Campaign Categry Nte that yu can nly delete categries withut any campaigns attached t it. 1. Select Tls > Lists > Campaign Categries. The Categry Maintenance dialg bx appears. 2. Highlight the campaign categry yu want t delete. 51

58 Lists and Optins Overview 3. Click Delete. 4. Click OK. Defining Campaigns A campaign enables yu t track what marketing effrts are being cnducted and hw effective they are in generating revenue fr yur cmpany. Creating Campaigns T create a campaign: 1. Select Tls > Lists > Campaigns r press CTRL + F7. The Campaign Setup & Maintenance dialg bx appears. 2. Highlight the categry in which yu want yur new campaign t appear and click New Campaign. The Campaign Details sectin will appear with n data. 3. Type a name fr the campaign in the Name field. 4. Select the campaign's categry frm the Categry drp-dwn list. See the Defining Campaign Categries sectin fr details. 5. Select the date the campaign will start frm the Start Date calendar bx. The default value is tday's date. 6. Select the date the campaign will end frm the End Date calendar bx. The default value is tday's date. 52

59 Lists and Optins Overview 7. Enter the amunt budgeted fr the campaign in the Budget Amunt field. The default value is $ Enter the actual amunt spent during the campaign in the Actual Amunt field. The default value is $ If necessary, enter any ntes int the Ntes field. 10. The Keep Available in Drp-Dwns sectin cntrls when the campaign will be present in the Campaign fields elsewhere in ServiceCEO. T define these values: 1. Select the Frm ptin buttn crrespnding t the date at which yu want the campaign t start being displayed in the drp-dwn lists: Campaign Start Date. The campaign will start being displayed n the date entered in the Start Date field. Specific Date. Select the date yu want the campaign t start appearing frm the calendar bx. 2. Select the Until ptin buttn crrespnding t the date at which yu want the campaign t start being displayed in the drp-dwn lists: Campaign Start Date. The campaign will start being displayed n the date entered in the Start Date field. Specific Date. Select the date yu want the campaign t start appearing frm the calendar bx. Always. The campaign will always appear in the drp-dwn lists. 11. Add tasks t the campaign. See the Campaign Tasks sectin fr details. 12. Click Save and Clse. Editing Campaigns 1. Select Tls > Lists > Campaigns r press CTRL + F7. The Campaign Setup & Maintenance dialg bx appears. 2. Expand the categry tree and select the campaign yu want t edit. 3. Make any necessary edits in the Campaign Details and/r Tasks sectins. 4. Click Save and Clse. Deleting Campaigns 1. Select Tls > Lists > Campaigns r press CTRL + F7. The Campaign Setup & Maintenance dialg bx appears. 2. Expand the categry tree and select the campaign yu want t delete. 3. Click. Nte: If any tasks are assciated with the campaign, the tasks which are already cmplete will NOT be deleted and will instead be detached frm the Campaign. Tasks that are nt started will be deleted. 53

60 Lists and Optins Overview Defining Demgraphics In ServiceCEO, a demgraphic is a selected grup f custmers based n characteristics and/r filters yu define. Yu can create a demgraphic and then reuse it in multiple campaigns withut redefining yur filter criteria. T create a demgraphic: 1. Select Tls > Lists > Demgraphics. The Demgraphic Maintenance dialg bx appears. 2. Click Add. The Demgraphic Builder dialg bx appears. 54

61 Lists and Optins Overview Tip: The filters in the Demgraphic Builder are identical t the filters in the Marketing Mdule reprt. 3. Type a name fr the demgraphic in the Name field. 4. Type a descriptin f the demgraphic in the Descriptin field. 5. Select the check bxes crrespnding t the custmer lcatins yu want t include in the demgraphic: Target the lcatins specified by the filter tabs. All lcatins that match the criteria yu define in the filter tabs will be included. This check bx is selected by default. Target the PRIMARY lcatins f the specified Custmers. Will include nly the primary lcatins fr custmers matching yur criteria (as defined in the demgraphic filters). Target the BILL TO lcatins f the specified Custmers. Will include nly the bill t address fr custmers matching yur criteria (as defined in the demgraphic filters). Tip: Yu can select multiple custmer lcatin check bxes t further refine yur lcatin criteria. Fr example, if yu select the first tw check bxes, the demgraphic will include nly the primary lcatin fr every custmer returned by yur filter criteria. Nte: The Primary and Bill T addresses are defined in the custmer's Address Infrmatin dialg bx. See the Defining a Custmer Address sectin f the User's Guide fr mre details. 7. Select the ptin buttn crrespnding t the cntacts that yu want t include in the demgraphic: Primary cntact. Will nly include each custmer's primary cntact. This ptin buttn is selected by default. (The primary cntact is the first cntact listed in the custmer's Cntact Name drp-dwn list.) All cntacts. Will include all custmer cntacts. 8. Select the ptin buttn crrespnding t the rder in which the utput will be srted: Alphabetically by Name. This ptin buttn is selected by default. ZIP Cde. 9. Select yur filter criteria frm the left side f the dialg bx. Fr details, see the Demgraphic Filters sectin. 10. Click OK. The demgraphic is saved. Cautin: Yu cannt edit a demgraphic nce it has been created, s be sure that the demgraphic cntains the crrect filters befre yu save it. If yu want t preview a filter setup t review the results, preview the mailing labels utput using the Marketing Mdule reprt. This reprt uses the same filters as the Demgraphic Builder. 55

62 Lists and Optins Overview Demgraphic Filters The demgraphic filter cnsists f nine tabs. Click the tab t define a filter n that tab. Yu can define filter settings n as many r as few tabs as necessary. The tabs are all described in detail belw. Tip: These filters als appear n the Marketing Mdule reprt. Status T filter the demgraphic by status: 1. Select the Only include Custmers with the fllwing status settings: check bx. 2. Select the check bx crrespnding t the custmer statuses yu want t include in the demgraphic. Prduct/Service T filter the demgraphic by prduct/service: 1. Select the Only include Custmers scheduled fr the fllwing Prducts/Services: check bx. Past jbs are included unless yu als define a date filter. 2. By default, the master prduct and service categries appear in a tree frmat. T expand the list, click the apprpriate plus bx. 3. Select the check bx crrespnding t the prduct/services yu want t include in the demgraphic filter. All custmers scheduled fr service that includes the selected prduct/service will be included in the filter. Tip: If yu select the check bx crrespnding t a master categry, all prducts/services under the categry will be selected. Fr mre details, read the Master Service-Prduct Categries Overview sectin. Campaign T filter the demgraphic by campaign: 1. Select the Only include Custmers with the fllwing Campaigns: check bx. 2. Select the campaign fr which yu want t filter the demgraphic. Only custmers wh are part f the selected campaign(s) will be included in the current campaign. 56

63 Lists and Optins Overview Custm Fields T filter the demgraphic by custm field: 1. Select the check bx crrespnding t the custm field yu want t filter. 2. Type r select the value fr which yu want t filter the custm field. 3. Repeat steps 1-2 t filter by additinal custm fields. Fr mre n custm fields, please read the Defining Custm Fields sectin f the User's Guide. Prfiles T filter the demgraphic by cmpany prfile: Tip: The Prfile tab will nly appear if the use f cmpany prfiles has been enabled in ServiceCEO. Fr mre n prfiles, read the Creating Multiple Cmpany Prfiles sectin. 1. Select the Only accunt fr Custmers with the fllwing Prfile assciatin: check bx. 2. Select the check bx(es) assciated with the prfile(s) fr which yu want t filter the demgraphic. Cntact Interval T filter the demgraphics' custmers by their cntact interval settings: Zne 1. Select the check bx crrespnding t the cntact interval that yu want t hnr. If needed, yu can select multiple cntact settings. T filter the demgraphic by zne: 1. Select the Only include Custmers with a lcatin in ne f the fllwing Znes: check bx. 2. Select the check bx(es) assciated with the zne(s) fr which yu want t filter the demgraphic. Fr mre details, read the Zne Manager sectin. 57

64 Lists and Optins Overview Date f Service T filter the demgraphic by the jb's date f service: 1. Select the Filter by a Date Range check bx. 2. Select the ptin buttn crrespnding t the type f date range yu want t use: Only include Custmers with service in the fllwing date range. This ptin will include custmers wh have at least ne active jb, schedule, r prject scheduled during the date range defined belw. Only include Custmers whse last cmpleted service ccurred in the fllwing date range. This ptin will include custmers whse mst recently cmpleted jb, schedule, r prject falls within the date range defined belw. Select the start date frm the Start calendar bx. 3. Select the end date frm the End calendar bx. 4. Select the type f recrds fr which yu want t filter frm the Accunt fr drp-dwn list. Yur chices are: All Recrds. Includes Jbs, Schedules, and Estimates. All Estimates. Only includes estimates. All Jbs. Includes Jbs, Schedules, and Prjects. Recurring Jbs. Only includes schedules (jbs with a defined frequency). One-Time Jbs. Only includes jbs being perfrmed nce. Reservice Jbs. Only includes reserviced jbs. Fr mre n the reserviced jbs fields, please read the Reservicing Jbs sectin f the User's Guide. Tip: In the Date f Service tab f the Demgraphic Builder, prjects will be returned if yu select All Jbs r Recurring Jbs frm the Accunt fr drp-dwn list. Date Entered/Cntacted T filter the demgraphic by custmers' entered r cntacted dates: 1. T filter by entered date, select the Filter by date Custmer was entered check bx. Only custmers that were created during the date range will be included in the demgraphic. Nte: The Date Entered field is lcated n the custmer's General tab. 2. T filter by the custmers last cntacted date (as defined in the Custmers Detail Tab), select the Filter by date Custmer was last cntacted check bx and the cntact type by which yu want t filter frm the drp-dwn list. Yur chices are Mail, Vice, and . 58

65 Lists and Optins Overview 3. Select the filtering ptin buttn yu want t use: Between specific dates. Select a date range frm the tw drp-dwn lists. Only custmers that were created r cntacted during the date range will be included in the demgraphic. Between relative dates. These dates will be relative t the date n which the demgraphic is run. Type the amunt f days yu want the date range t include in the number field. Select the relative amunt frm the drp-dwn list. Campaign Tasks Fr example, if yu wanted t create a demgraphic that included everyne that had been cntacted by in the last 60 days, yu wuld select the secnd filter ptin buttn, select frm the drp-dwn list, select the secnd between ptin buttn, and setup 60 Days Befre and 0 Days After. Creating Campaign Tasks T create a campaign task: 1. Open the campaign t which yu want t add a task. 2. Click Add. The Task Setup Wizard appears. 3. Type a title fr the task in the Subject field. 59

66 Lists and Optins Overview 4. Select the ptin buttn crrespnding t the type f task yu wish t create. Yur ptins are: 1. Regular Task. A nrmal task. 2. Campaign Activity. Includes: Micrsft Wrd Mail Merge. Create a mail merge dcument fr this campaign. Fr mre n mail merges, see the Running a Mail Merge sectin f the User's Guide. Mailing Labels. Creates a Micrsft Wrd dcument cntaining mailing labels fr the task's audience. Cpy s. Cpies the addresses fr the task's audience t yur clipbard s that yu can paste them int an applicatin. Micrsft Excel Expert. Exprts the custmers t Micrsft Excel. 3. Telemarketing. Used t link a task t a call center recrd. The values that appear n this list crrespnd t the call types yu've created. (See the Defining Call Types sectin fr details.) Selecting a call type will autmatically run the call type when the task is begun. 5. Click Next. The next page f the Task Setup Wizard appears. Nte: If yu are creating a Micrsft Wrd Mail Merge, the Select Template dialg bx appears. See the Defining Mail Merge Templates sectin fr details. 6. In many instances, the Task will target an audience check bx will be selected by default, meaning that the task's audience will be cntrlled by a demgraphic. If it is nt selected and yu d nt want t use an audience/demgraphic, g t step 8. 60

67 Lists and Optins Overview 7. If the Task will target an audience check bx is selected, select a value frm the drp-dwn list. Yur ptins are: Edit List. Select if yu want t define a new demgraphic. The Demgraphic Maintenance dialg bx will appear. See the Demgraphic Setup sectin fr details. All existing demgraphics will appear in the drp-dwn list. Select ne t use it fr the current task. 8. Click Next. The Task dialg bx appears. 9. Define the task details in the usual manner. See the Creating a Task sectin f the User's Guide fr details. 10. Click OK. If yu are creating a regular task r a Telemarketing task (based n yur selectin frm the first page f the Task Setup Wizard) and yu selected an audience, the third page f the Task Setup Wizard appears. If yu selected Campaign Activity, the task will be saved and appears n the Campaign page. 11. Select the ptin buttn crrespnding t hw many tasks yu want t create fr the audience: Select ONE Task t create ne task that cvers the entire demgraphic audience. Select MULTIPLE Tasks t create ne task fr each custmer in the task's demgraphic. The Task Creatin sectin will becme active. Cautin: Depending n yur demgraphic, selecting multiple tasks culd create a large number f tasks

68 Lists and Optins Overview 13. Select the ptin buttn crrespnding t when yu want t create the multiple tasks. Fr mre, see the Executing Campaign Tasks sectin. Immediately when the Campaign is saved. The task will be created when yu click Next. Schedule these tasks t be created at a later date. A reminder task will appear when yu click Next. 14. Click Next. If yu selected the Schedule these tasks t be created at a later date ptin buttn, a reminder task appears. 15. Change the date f the reminder task t the date t which yu want t be reminded t create the tasks. 16. Assign the task if necessary. 17. Click OK. The task appears n the campaign dialg bx as well as the Tasks sectin f Office Duties. Deleting Campaign Tasks Nte: Deleting a parent task (a task that created ne task fr each custmer in its demgraphic) will delete all assciated child tasks that have nt yet been cmpleted. Hwever, any child tasks that have already been cmpleted will nt be deleted. T delete a campaign task: 1. Open the campaign frm which yu want t delete a task. 2. Select the task yu want t delete. 3. Click Delete. A warning dialg bx appears. 4. Click Yes. The task is deleted frm the campaign. Executing Campaign Tasks Creating a multiple task (a task where yu selected Multiple Tasks frm the final page f the Task Setup Wizard) will create ne task fr each member f the task's demgraphic. Yu can create these in tw ways: Immediately after saving the campaign. The series f tasks will autmatically be created and will appear n the Tasks tab f the Office Duties sectin. At a later date. The series f tasks will be created at a later date. Yu will be prmpted t create a "reminder" task. Once created, the reminder task will appear identical t a nrmal task except fr the Begin Task buttn. Click Begin Task t run the task. The multiple tasks are created and will appear n the Tasks tab f the Office Duties sectin. Cautin: If yu use the At a later date ptin, the custmers in yur demgraphic may be different then if yu created the tasks immediately. Fr example, if yu defined a demgraphic t include all custmers with a jb scheduled 30 days befre and 30 days after the run date, the demgraphics' custmers will vary depending n the date n which yu begin the task. 62

69 Lists and Optins Overview Starting a Task If the task requires an actin (like pening a Call Center script r creating mailing labels), yu must begin the task t start this actin. T begin the task, perfrm ne f the fllwing actins: Open the task recrd and click Begin Task. Right-click the task and select Begin Task frm the pp-up menu. Tip: Tasks that require starting will be distinguished by a green arrw n their icn: Once begun, the task will have a substatus f In Prgress s that ther users will nt attempt t begin wrking n the same task, r at least be warned that it has been pened by anther user. At the cnclusin f the actin, the task recrd appears with a default status f Cmpleted Task and substatus f Cmpleted as Requested. Yu can keep these values r, if the task is nt yet cmpleted, edit them befre saving. Defining Custmer Subtypes Yu can define subtype grups that further rganize yur custmers int grups. Nte that while yu cannt delete custmer subtypes, yu can make them inactive, meaning that yu will n lnger be able t assign them t custmers. Adding Custmer Subtypes 1. Select Tls > Lists > Custmer Subtypes. The Custmer Subtypes dialg bx appears. 2. Click Add. A blank rw will appear. 3. The Active check bx is selected by default. Deselect it if yu d nt want the team t be visible when assigning jbs. 4. Type a descriptive name fr the new custmer subtype in the Subtype field. 5. Type a descriptin fr the new custmer subtype in the Descriptin field. 63

70 Lists and Optins Overview 6. Click OK. Editing Custmer Subtypes 1. Select Tls > Lists > Custmer Subtypes. The Custmer Subtypes dialg bx appears. 2. Edit any f the subtype fields as necessary. 3. Click OK. Defining Emplyee Rles Yu can define emplyee rles t cntrl emplyee payrll based upn the wrk they perfrm n any given jb. Yu can als use rles t rganize yur emplyees based upn the duties they perfrm. Once defined, yu can determine an emplyee's rles n the emplyee's Payrll Setup tab. Adding Emplyee Rles 1. Select Tls > Lists > Emplyee Rles. The Emplyee Rles dialg bx appears. Nte: There are tw default rles: General and Sales Rep. 2. Click Add. A blank rw will appear. 3. The Active check bx is selected by default. Deselect it if yu d nt want the rle t be visible when creating/editing emplyees. 4. Type a descriptive name fr the new emplyee Rle in the Rle field. 5. Type a descriptin fr the new emplyee rle in the Descriptin field. 6. Select the icn yu wuld like t represent this rle frm the Rle drp-dwn list. The icn that yu select here will be displayed n the Dispatch Bard. 64

71 Lists and Optins Overview 7. Select the Assign t Jbs check bx if yu want t be able t assign this rle t jbs via the Dispatch Bard and jb recrd. Nte that if yu deselect this check bx, emplyees with this rle will nt appear n the Dispatch Bard r in the jb recrd. 8. Select the Wrks On Site check bx t indicate if emplyees assigned t this rle wrk at yur custmer's site(s). Because nly emplyees that wrk n site will be included in payrll calculatins (as ppsed t emplyee wh wrk ff site, like Sales Representatives), this designatin affects payrll calculatins fr man-hur scheduling. Fr details n man-hur scheduling, see the Defining Scheduling Optins sectin f the Implementatin Manual. 9. Select the Sales Rep. check bx t indicate if the rle is fr a Sales Representative. Assigning an emplyee t a Sales Representative rle affects payrll calculatins. 10. Select the Is A Skill check bx t add the jb t the Skills list. See the Defining Skills sectin fr mre. 11. Select the Skill Req by All Emplyees? check bx t require that any jb needing this skill will then need ALL emplyees assigned t the jb t have the requisite skill. If this check bx is nt selected, nly ne emplyee will need the skill. Nte: If yu have run the Payrll Setup Wizard, the Pay Cycle and Start f First Pay Perid fields will already be ppulated. In this case, yu shuld nt select new values here unless yu want t verride the cmmn values set in the Payrll Setup Wizard r yu are creating a new rle. Fr mre, see the Using the Payrll Setup Wizard sectin. 12. Select the frequency by which yu want t run payrll fr all emplyees wrking under this rle frm the apprpriate Pay Cycle drp-dwn list. Nte that yu can select a different pay cycle fr each rle. 13. If necessary, type the date at which yu want the first pay perid fr this rle t start. 14. Repeat steps 2-13 t add additinal rles. 15. Click OK. Editing Emplyee Rles 1. Select Tls > Lists > Emplyee Rles. The Emplyee Rles dialg bx appears. 2. Edit any f the rle fields as necessary. 3. Click OK. Deleting Emplyee Rles 1. Select Tls > Lists > Emplyee Rles. The Emplyee Rles dialg bx appears. 2. Select the rle yu want t delete. 3. Click Delete. A Cnfirmatin dialg bx appears. 4. Click OK. The rle disappears frm the Emplyee Rles dialg bx. 5. Click OK. 65

72 Lists and Optins Overview Creating Feedback Questins Feedback questins are used in the Feedback Wizard. These questins are designed t track yur custmers' cmments frm cmments cards r telephne calls. Yu can custmize these questins in rder t track infrmatin specific t yur cmpany. T create feedback questins: 1. Select Tls > Lists > Feedback Questins r press CTRL+F3. The Custmize Questins dialg bx appears. 2. Type yur feedback questins int the fur fields. 3. Click OK. The Custmize Questins dialg bx clses. The new questins are nw active. Defining Hlidays Hlidays are the dates when sme r all f yur emplyees will nt be available t wrk. Yu can define hlidays in ServiceCEO and determine if the hlidays will autmatically make yur emplyees unavailable r nt. T view the current hlidays: 1. Select Tls > Lists > Hlidays. The System Hlidays dialg bx appears. 2. Select the year fr which yu want t view and/r define hlidays frm the Shw Hlidays fr calendar year spin cntrl bx. The hlidays fr that year appear. 66

73 Lists and Optins Overview Adding Hlidays T define a new hliday: 1. Click Add. The New Hliday dialg bx appears. 2. Type the hliday's name int the Title field. 3. Identify the hliday's date. Yu can d this in tw ways: Select the apprpriate values frm the Mnth, Day, and the Year(s) spin cntrl bxes. Click the <Click fr Calendar> drp-dwn list. A calendar appears. Select the apprpriate date frm the calendar. This date will ppulate the Mnth, Day, and the first Year(s) spin cntrl bxes. 4. If necessary, select the date yu want the hliday t end int the secnd Year(s) spin cntrl bx. 5. Select the time cde yu want t autmatically assign t yur emplyees fr the hliday frm the Time Cde drp-dwn list. Only time cdes that are marked as Unavailable will appear in the drp-dwn list. Nte that yu d nt need t select a time cde fr a hliday; in fact, yu shuld nly define a time cde if yu want t autmatically mark all emplyees as unavailable n the hliday. Nte: Yu will nly receive a warning that a jb's emplyees are unavailable if yu have selected the Check Emplyee wrk-hurs when saving jbs and dispatching check bx n the Scheduling Optins dialg bx. See the Defining Scheduling Optins sectin fr details. If yu have this ptin enabled, and yu try t schedule an emplyee n a hliday, yu will receive an Emplyee Unavailable warning message, stating that the emplyee is unavailable fr the day. 6. Click Add. The Add Anther? dialg bx appears. 7. Click Yes t add anther hliday; therwise, click N. 8. Click OK. Nte that while yu cannt edit a hliday, yu can mark it as inactive s that it cannt be used. 67

74 Lists and Optins Overview Deleting Hlidays T delete an existing hliday: 1. Select Tls > Lists > Hlidays. The System Hlidays dialg bx appears. 2. Select the hliday yu want t delete. The Delete Hlidays? dialg bx appears. 3. Click Yes t delete the hliday. Defining Mail Merge Templates ServiceCEO integrates with Micrsft Wrd s that yu can create single r mass mailings using Wrd's mail merge templates. T d this, ServiceCEO exprts data int Wrd. This data is used t define a template dcument and t create merge utput messages fr each recrd prvided by ServiceCEO. Fr example, if yu want t mail ut a marketing brchure, yu can run the Marketing Mdule reprt and select the apprpriate Mail Merge Template t autmatically create the mailing labels fr the brchures. The MS Wrd Mail Merge Templates dialg is where yu will create yur Wrd templates. If yu have multiple users accessing ServiceCEO via a netwrk, these templates shuld be saved in a central lcatin s all f the cmputers can access the same templates. Creating Mail Merge Templates 1. Select Tls > Lists > Mail Merge Templates. The MS Wrd Mail Merge Templates dialg bx appears. 2. Click Add New. The Enter New Template Name dialg bx appears. 3. Type a name fr the new template int the field. 4. Click OK. Micrsft Wrd autmatically appears, displaying the base template. 68

75 Lists and Optins Overview 5. Write yur letter in the usual manner. 6. T include any infrmatin frm ServiceCEO, click Insert Merge Field. A list f fields appears. Tip: If the Insert Merge Field buttn desn't appear n the tlbar, yu will need t custmize yur Micrsft Wrd tlbar. Right-click a blank sectin f the Micrsft Wrd tlbar and select Custmize frm the pp-up menu. The Custmize dialg bx appears. On the Tlbars tab, select the Mail Merge check bx. The Mail Merge buttns appear in Wrd. If the Insert Merge Field buttn is still nt visible, select the Cmmands tab f the Custmize windw. Scrll t and select Mail Merge in the Categries list bx. A list f merge fields appears in the Cmmands list bx. Drag and drp Insert Merge Field frm the Cmmands list bx t an empty space n the Wrd tlbar. Nte: All f the fields that appear in the Insert Merge Field list are ServiceCEO fields. When yu select a field frm the Insert Merge Field menu, the field will be inserted int the wrd dcument. Examples f merge fields are lcated in the bx in the abve screensht. 7. When yu have cmpleted typing the letter, select File > Save, press CTRL+S, r click. The template will be saved. By default, the template will be saved t C:\Prgram Files\ServiceCEO\MailMerge directry. Every template will have a.dt extensin; fr example, MailMergeTemplate.dt. Cautin: Yu can nly use a Mail Merge template n the cmputer where it is lcated. T use a template n anther cmputer, cpy it t the MailMerge flder n the ther cmputer and then add it t ServiceCEO by pening it. See the Opening Existing Mail Merge Templates sectin. Fr mre infrmatin n mail merging, use Micrsft Wrd's help files. Press F1 r select Help > Micrsft Wrd Help. 69

76 Lists and Optins Overview Opening Existing Mail Merge Templates 1. Select Tls > Lists > Mail Merge Templates. The Mail Merge Templates dialg bx appears. 2. Click Brwse. The Open dialg bx appears. 3. Navigate t and select the mail merge template yu want t use. Tip: All mail merge templates will be saved n yur cmputer in the C:\Prgram Files\ServiceCEO\MailMerge directry. Every template will have a.dt extensin; fr example, MailMergeTemplate.dt. 4. Click Open. Micrsft Wrd autmatically appears, displaying the template yu selected. Yu can nw edit it if yu wish. Deleting Mail Merge Templates 1. Select Tls > Lists > Mail Merge Templates. The MS Wrd Mail Merge Templates dialg bx appears. 2. Select the template that yu want t delete. 3. Click Delete. A cnfirmatin dialg bx appears. 4. Click OK. The template is deleted. Defining Overtime Rules ServiceCEO's vertime warnings are designed t infrm yu when yur emplyees will receive vertime pay accrding t vertime rules that yu cnfigure. These rules are defined in the Overtime Setup dialg bx. T display this dialg bx, select Tls > Lists > Overtime. Tip: Befre yu can use vertime rules, yu must first enable them. See the Defining Scheduling Optins sectin fr details. 70

77 Lists and Optins Overview This dialg bx cntains all f yur vertime rules. Yur current rules are displayed n the left side f the dialg bx, and the details abut each rule are displayed n the right side. Select the rule t display its prperties. The fields in this dialg bx are explained belw: Rules Active. This check bx defines if the rule is actively used in the system r nt. Name. The name f the rule. Hurly Rate Multiplier. The rule's vertime pay rate. The emplyee's nrmal pay rate will be multiplied by this number t determine their pay rate fr the rule. Fr example, the Over 40 rule is designed t pay the emplyee ne and ne-half times the amunt f their nrmal pay rate. Selected Rule Prperties Rule Type. This field defines what exactly sparks vertime pay. The rule types are described belw. Hurs per Day. Defines pay rate fr wrkers that wrk mre then a defined number f hurs per day. Hurs per Shift. Defines pay rate fr wrkers that wrk mre then a defined number f hurs per shift. Hurs per Week. Defines pay rate fr wrkers that wrk mre then a defined number f hurs per week. Hurs per Pay Perid. Defines pay rate fr wrkers that wrk mre then a defined number f hurs per pay perid. Nte: Befre yu can use the Hurs per Pay Perid r Days per Pay Perid rule types, yu must first define yur pay perid. See the Defining Payrll Optins sectin fr details. Days per Week. Defines pay rate fr wrkers that wrk mre then a defined number f days per week. Days per Pay Perid. 71

78 Lists and Optins Overview Day f Week. Defines pay rate fr wrkers that wrk n a defined day. Fr example, in Ireland, sme wrkers receive vertime pay if they wrk past 3:00 PM n a Saturday. Hliday (specific date). Defines pay rate fr wrkers that wrk n a defined hliday. See the Defining Hlidays sectin fr mre n hlidays. Tip: Depending n the Rate Type yu select, the fields in the Selected Rule Prperties sectin will vary. The nn-intuitive fields in the rest f the Selected Rule Prperties bx are: Only cunt cnsecutive days/hrs? Select this check bx t nly cunt hurs r days that have n gap between them against vertime cnsideratins. Tip: ServiceCEO gives yu a ten-minute gap leeway fr cnsecutive hur calculatins. Thus, if ne jb ends at 11:15 and the next jb starts at 11:25, bth jbs culd cunt twards vertime cnsideratin. Pay OT fr entire shift, even if it extends int anther day/week/perid? This field, available fr all rate types, wuld pay the emplyee an vertime rate fr the entire jb, even if the jb extends int anther Day/Week/Pay Perid. Apply this rule when the individual wrks ver: x hrs. Defines the limit beynd which vertime rates apply fr the hurs per shift and hurs per week rate types. Pay OT nly after a specific time. Defines the time beynd which vertime rates apply fr the day f week rate type. Applies T The Applies T sectin nly appears fr users running ServiceCEO Enterprise. This sectin enables yu t identify the sectin f the cmpany t which the rule applies. Select the cmpany hierarchy level t which yu want t apply the vertime rule frm the drp-dwn list. Yur ptins are: Entire Cmpany. Select this t apply the vertime rule t all sectins f yur cmpany. Regin. Select the name f the particular regin t which yu want t apply this vertime rule. Branch. Select the name f the particular branch t which yu want t apply this vertime rule. Add multiple regins r branches t an vertime rule by clicking Add. Anther line item will appear, where yu can add anther Applies T line. Cautin: The vertime rules yu define will apply t all f the emplyees in yur cmpany. In a future release, we will expand this functinality s that yu will be able t define vertime rules fr individual emplyees. 72

79 Lists and Optins Overview Accunting Tab Yu can integrate yur vertime rules with an accunting accunt n the Accunting tab. T d s, 1. Click the Accunting tab. 2. Click Select Payrll Expense/Debit Accunt... The General Ledger Accunt Links dialg bx appears. By default, the vertime rule will be integrated with the Default Payrll Expense Accunt as selected in the payrll integratin sectin f the Cmpany Infrmatin Optins dialg bx. See the Integrating Accunting sectin fr mre details. T change the default value, click in the Accunt field and type the name f the new accunting accunt. Creating an Overtime Rule 1. Select Tls > Lists > Overtime. The Overtime Setup dialg bx appears. 2. Click New Rule. A new line item appears. 3. The Active check bx is selected by default. Deselect it nw if yu d nt want this vertime rule t be actively used in ServiceCEO. 4. Type a name fr the new rule in the Name field. 5. Enter the rule's vertime pay rate in the Hurly Rate Multiplier field. The emplyee's nrmal pay rate will be multiplied by this number t determine their pay rate fr the rule. Fr example, the Over 40 rule is designed t pay the emplyee ne and ne-half times the amunt f their nrmal pay rate. 6. Select the rule type frm the Rule Type drp-dwn list. This field defines what exactly sparks vertime pay. The rule types are described belw. Hurs per Day. Defines pay rate fr wrkers that wrk mre then a defined number f hurs per day. Hurs per Shift. Defines pay rate fr wrkers that wrk mre then a defined number f hurs per shift. 73

80 Lists and Optins Overview Hurs per Week. Defines pay rate fr wrkers that wrk mre then a defined number f hurs per week. Hurs per Pay Perid. Defines pay rate fr wrkers that wrk mre then a defined number f hurs per pay perid. Days per Week. Defines pay rate fr wrkers that wrk mre then a defined number f days per week. Days per Pay Perid. Defines the pay rate fr emplyees that wrk mre then a defined number f days per pay perid (as defined in the Payrll Setup Wizard. Day f Week. Defines pay rate fr wrkers that wrk n a defined day. Fr example, in Ireland, sme wrkers receive vertime pay if they wrk past 3:00 PM n a Saturday. Hliday (specific date). Defines pay rate fr wrkers that wrk n a defined hliday. See the Defining Hlidays sectin fr mre n hlidays. Nte: Befre yu can use the Hurs per Pay Perid r Days per Pay Perid rule types, yu must first define yur pay perid. See the Defining Payrll Optins sectin fr details. Tip: Depending n the Rate Type yu select, the fields in the Selected Rule Prperties sectin will vary. 7. Select the Only cunt cnsecutive days/hrs? check bx t nly cunt hurs r days that have n gap between them against vertime cnsideratins. Tip: ServiceCEO gives yu a ten-minute gap leeway fr cnsecutive hur calculatins. Thus, if ne jb ends at 11:15 and the next jb starts at 11:25, bth jbs culd cunt twards vertime cnsideratin. 8. The Pay OT fr entire shift, even if it extends int anther day/week/perid? field, available fr all rate types, wuld pay the emplyee vertime rates fr the entire jb, even if the jb extends int anther Day/Week/Pay Perid. 9. The Apply this rule when the individual wrks ver: x hrs field defines the limit beynd which vertime rates apply fr the hurs per shift and hurs per week rate types. 10. The Pay OT nly after a specific time field defines the time beynd which vertime rates apply fr the day f week rate type. 11. T integrate an vertime rule with an accunting accunt: Click the Accunting tab. Click Select Payrll Expense/Debit Accunt. The General Ledger Accunt Links dialg bx appears. 74

81 Lists and Optins Overview By default, this vertime rule will be integrated with the Default Payrll Expense Accunt as selected in the payrll integratin sectin f the Cmpany Infrmatin Optins dialg bx. See the Integrating Accunting sectin fr mre details. T change the default, type in the Accunt field and type the name f the new accunting accunt. Click OK. 12. Repeat steps 2-11 t add additinal vertime rules. 13. Click OK. Editing an Overtime Rule 1. Select Tls > Lists > Overtime. The Overtime Setup dialg bx appears. 2. Select the rule yu want t edit. 3. The Active check bx fr all rules will be selected by default. T stp applying this rule t new jbs, deselect this check bx. 4. Type a new name fr the rule in the Name field, if necessary. 5. Enter a new vertime pay rate in the Hurly Rate Multiplier field, if necessary. 6. Select and/r enter the apprpriate values int the rest f the fields in the Selected Rule Prperties sectin. 7. T change the vertime rule's accunting accunt, click Select Payrll Expense/Debit Accunt frm the Accunting tab. T change the default value, type in the Accunt field and type the name f the new accunting accunt. 8. Click OK. Deleting an Overtime Rule 1. Select Tls > Lists > Overtime. The Overtime Setup dialg bx appears. 2. Select the rule yu want t delete. 3. Click Remve Rule. A Delete Rule? dialg bx appears. 4. Click Yes. The rule will disappear frm the rule list. Nte: If an vertime rule has already been used, yu will nt be able t delete it frm ServiceCEO. In these instances, simply make the rule inactive by deselecting the rule's Active check bx. The rule will n lnger be applied t generate vertime fr new jbs. Defining Payrll Adjustment Types Fr a variety f reasns, there are times when yu will need t manually adjust an emplyee's payrll. When yu d s, yu can link these adjustments t an adjustment type that yu define. Ding s enables yu t track particular adjustment types and, if integrated with a third-party accunting tl, lets yu exprt each adjustment type t a unique accunt. 75

82 Lists and Optins Overview Adding Payrll Adjustment Types T define new payrll adjustment types: 1. Select Tls > Lists > Payrll Adjustment Types. The Payrll Adjustment Types dialg bx appears. 2. Click Add. A new line item appears. 3. Type a name fr the payrll adjustment type in the Descriptin field. 4. By default, the Active check bx is selected, meaning that the adjustment type will appear when creating a payrll item. If yu d nt want this adjustment type t appear, deselect it nw. 5. T integrate an adjustment type with an accunting accunt: Click in the Accunting Accunt field. The Payrll Adjustment Accunt dialg bx appears. By default, this adjustment type rule will be integrated with the Default Payrll Expense Accunt as selected in the payrll integratin sectin f the Cmpany Infrmatin Optins dialg bx. See the Integrating Accunting sectin fr mre details. T change the default, type in the Accunt field and type the name f the new accunting accunt. Click OK. 6. Repeat steps 2-5 t add additinal adjustment types. 7. Click OK. Editing Payrll Adjustment Types T edit an existing payrll adjustment type: 1. Select Tls > Lists > Payrll Adjustment Types. The Payrll Adjustment Types dialg bx appears. 2. Make the necessary changes t the adjustment type. 3. Click OK. 76

83 Lists and Optins Overview Deleting Payrll Adjustment Types T delete an existing payrll adjustment type: 1. Select Tls > Lists > Payrll Adjustment Types. The Payrll Adjustment Types dialg bx appears. 2. Select the adjustment type that yu want t delete. 3. Click Delete. Cautin: Yu will nt be able t delete payrll adjustment types that have been attached t existing payrll items. Instead, we recmmend that yu deselect the Active check bx fr these adjustment types. Ding s will nt display the adjustment type in the Payrll Item dialg bx. Defining Payment Terms A Payment Term is the length f time by which yur custmers have agreed t pay yu fr services rendered. The payment terms yu define here can be selected n a custmer's Detail Tab and will be displayed n the Invice reprt and in the Billing Center. Fr nw, this field is fr infrmatinal purpses nly. Adding Payment Terms 1. Select Tls > Lists > Payment Terms. The Payment Terms dialg bx appears. 2. Click Add. A new payment line appears. 3. The Active check bx is selected by default. Deselect it if yu d nt want the payment term t appear in ServiceCEO. 4. Type a name fr the payment term in the Payment Term field. 5. Type a brief descriptin f the payment term in the Descriptin field. 6. Repeat steps 2-5 t add additinal payment terms. 7. Click OK. 77

84 Lists and Optins Overview Editing Payment Terms 1. Select Tls > Lists > Payment Terms r press SHIFT+CTRL+F8. The Payment Terms dialg bx appears. 2. Select the payment term yu want t edit. 3. Edit the apprpriate fields. 4. Click OK. Deleting Payment Terms 1. Select Tls > Lists > Payment Terms r press SHIFT+CTRL+F8. The Payment Terms dialg bx appears. 2. Select the payment term yu want t delete. 3. Click Delete. A Cnfirmatin dialg bx appears. 4. Click Yes. The payment term is remved frm the dialg bx. 5. Repeat steps 2-4 t delete additinal payment terms. 6. Click OK. Defining Service Cntract Statuses ServiceCEO enables yu t track basic Service Cntracts and Warranties as part f the On-Site Equipment mdule. Service Cntracts allw users t separate the sale f gds r services frm the act f prviding the gds r services. T enable an exact tracking f the status f yur custmer's service cntracts, yu can define substatuses fr the default service cntract statuses. Nte: Befre yu can cnfigure any service cntract statuses, yu must first enable the use f service cntracts. Fr mre, see the Enabling Service Cntracts sectin. Until service cntracts are enabled, yu will nt see the Service Cntract Status list. Tip: Fr mre n Service Cntracts, see the Service Cntract sectins f the ServiceCEO Help system. 78

85 Lists and Optins Overview Adding Substatuses T define service cntract substatuses: 1. Select Tls > Lists > Service Cntract Status List. The Status Cdes dialg bx appears. Tip: While yu can't edit the service cntract status cdes, yu can define as many substatuses fr each status as yu like. 2. Select the status fr which yu'd like t define a substatus. 3. Click. The Substatus Cdes dialg bx appears. 4. Click Add. A new rw appears. 5. Type a name fr the new substatus in the Substatus field. 6. Type a descriptin fr the new substatus in the Descriptin field. 7. If this substatus will be the default value f the status, select the Default check bx. Cautin: Only ne substatus can be marked as the default value f the primary status. 79

86 Lists and Optins Overview 11. The Active check bx will be selected by default. Deselect it if yu d nt want the substatus t appear as a substatus f the primary status. 12. Repeat steps 4-11 t add mre substatuses. 13. Click OK. The Substatus Cdes dialg bx clses. 14. Click OK. The Status Cdes dialg bx clses. Editing Substatuses 1. Select Tls > Lists > Service Cntract Status List. The Status Cdes dialg bx appears. 2. Click in the Substatus field fr the status yu want t edit. 3. Click in the Substatus field. The Substatus Cdes dialg bx appears. 4. Edit the apprpriate fields. 5. Click OK. The Substatus Cdes dialg bx clses. 6. Click OK. The Status Cdes dialg bx clses. Deleting Substatuses 1. Select Tls > Lists > Service Cntract Status List. The Status Cdes dialg bx appears. 2. Click in the Substatus field fr the status yu want t edit. 3. Click in the Substatus field. The Substatus Cdes dialg bx appears. 4. Select the substatus yu want t delete. 5. Click Delete. A Cnfirmatin dialg bx appears. 6. Click OK. The substatus is deleted. 7. Repeat steps 4-6 t delete additinal substatuses. 8. Click OK. The Substatus Cdes dialg bx clses. 9. Click OK. The Status Cdes dialg bx clses. 80

87 Lists and Optins Overview Defining Skills Skills are the abilities a particular emplyee pssesses. Fr mre, see the Emplyee Skills Tab sectin f the User's Guide. Creating Skills T manually define skills: 1. Select Tls > Lists > Skills. The Skills dialg bx appears. 2. Click Add t add a new rw. 3. The Active check bx is selected by default. Deselect this check bx if yu d nt want anyne t use this skill. 4. Type a name fr the skill in the Skill Type field. 5. Type a brief descriptin f the skill in the Descriptin field. 6. Select Yes frm the Skill Req by All Emps? drp-dwn list. If selected, any jb requiring this skill will then need ALL emplyees assigned t the jb t have the requisite skill. If nt selected, nly ne emplyee will need the skill. 7. Repeat steps 2-6 t add additinal skills. 8. Click OK. Editing Skills 1. Select Tls > Lists > Skills. The Skills dialg bx appears. 2. Edit any f the skills fields as necessary. 3. Click OK. Deleting Skills 1. Select Tls > Lists > Skills. The Skills dialg bx appears. 2. Select the skill yu want t delete. 81

88 Lists and Optins Overview 3. Click Delete. A cnfirmatin dialg bx appears. 4. Click Yes. The Skill is deleted. 5. Repeat steps 2-4 t delete additinal skills. 6. Click OK. Defining Substatuses Substatuses enable yu t define the state f yur jbs, estimates, and tasks with a greater degree f accuracy. Fr example, yu may want t distinguish between different types f Active Jbs. T d this, yu culd create substatuses fr the Active Jb status. Once defined, yu wuld then select the apprpriate substatus frm each Jb's Substatus field. 1. Select Tls > Lists > Jb Status r press CTRL+F10. The Cnfigure Statuses dialg bx appears. Tip: The Status Name and Descriptin fields f the default system statuses cannt be edited r deleted. This dialg bx enables yu t define and cntrl substatuses fr all f the system's Jb, Estimate, and Task statuses. If yu like, yu can als cntrl which substatuses can be assigned frm ther substatuses. 82

89 Lists and Optins Overview Nte: ServiceCEO's statuses are standard and cannt be edited. Adding/Editing Substatuses T add r edit substatuses: 1. Select the categry f status t which yu want t add r edit a substatus by selecting Jb, Estimate r Task frm the Categry drp-dwn list. 2. If necessary, select a clr frm the Clr drp-dwn list. The clr yu select will be displayed fr all jbs, tasks and/r estimates with that status n the ServiceCEO calendar. 3. Select the status fr which yu want t add r edit a substatus frm the list bx. All f the statuses' substatuses will appear in the Step 2 list bx. Nte: All statuses autmatically have a default status f <Nne>. 4. If adding a new substatus, click Add. A new substatus appears in the Step 2 list bx. 5. Define r edit the substatuses' values as necessary: Icn. Select the icn yu want t display n the Dispatch Bard fr all jbs, estimates, r tasks with this substatus frm the drp-dwn list. Name. The title f the substatus. Default. Select this check bx t make the current substatus the default value f its status. Nte that nly ne substatus can be the default f a status. Active. Activated by default, this check bx makes the substatus visible in ServiceCEO. Descriptin. A brief explanatin f the substatus. Nte: In previus versins f ServiceCEO, nly Active Jbs culd have icns. Hwever, with 6.0, 130 new icns are available t help yu distinguish between yur Jbs, Tasks, Estimates and Rles. 6. In the allwed transactins dialg bx, select the check bx crrespnding t all status r substatuses t which yu want t allw the user t change. In ther wrds, if the check bx is selected, then users will be able t change the current substatus t the selected status r substatus in the system. Nte: If yu select r deselect a status check bx, yu will be prmpted t permit r restrict access all substatuses under this status. Clicking Yes will select r deselect all f the substatuses under the status. 83

90 Lists and Optins Overview 7. Repeat steps 1-5 t add r edit mre substatuses. 8. When cmplete, click Save t save yur changes. 9. Click Clse. Once cnfigured, ServiceCEO will verify that substatus changes are allwed befre saving a substatus edit. The fllwing areas f ServiceCEO are affected: New Jb Existing Jb Custmer Jbs tab New Tasks Tasks tab f the Office Duties sectin Cmpletin tab f the Office Duties sectin Canceling jbs via the Calendar Cautin: Only ne substatus can be marked as the default value f the primary status. Deleting Substatuses 1. Select Tls > Lists > Jb Status r press CTRL+F10. The Status Editr dialg bx appears. 2. Select the status categry in which the substatus yu want t delete is lcated. 3. Click in the Substatus field fr the status yu want t delete. 4. Click Remve. A Cnfirmatin dialg bx appears. 5. Click OK. The substatus is deleted. 6. Repeat steps 2-5 t delete additinal substatuses. 7. Click OK. The Status Editr dialg bx clses. Defining Team Lists A team is a grup f emplyees that wrk tgether. When a team is assigned t a jb, all f the team's emplyees will wrk n the jb. Teams are created and ppulated in the Team dialg bx - yu can create a team, add emplyees t it, and default values fr the team. Nte: The team's default emplyees are in the Team dialg bx; hwever, yu will always be able t custmize a team's emplyees fr an individual jb. This custmizatin can be defined thrugh the jb recrd, the dispatch bard, and the cmpletin wizard. 84

91 Lists and Optins Overview A Team's default values enable yu t cntrl which teams can be assigned t which jbs. First, yu define default values fr yur teams as described belw. Once these values are defined, selecting the SmartList check bx n the General tab f a jb recrd will limit the teams displayed in the Team drp-dwn list t thse teams whse default values match the jb's values. Fr mre, see the Jbs General tab sectin f the User's Guide. Tip: If yu n default values t a team, then, fr SmartList purpses, the team will appear fr all f thse values. Fr example, if yu d nt select any znes in the Team dialg bx, the team will appear fr all znes when the SmartList check bx is selected. Creating Teams 1. Select Tls > Lists > Teams List r press CTRL+F1. The Team dialg bx appears. 2. Select File > New r click New. A new rw appears. 3. Type a name fr the new team in the Name field. 4. The Active check bx is selected by default. Deselect it if yu d nt want the team t be visible when assigning jbs. 5. Select the Stck Lcatin check bx t enable inventry t be assigned t the team. 85

92 Lists and Optins Overview Nte: The stck lcatin clumn will nly appear if yu are using Inventry Tracking, and have selected the Team check bx in the Inventry Csting dialg bx. See the Defining Inventry Management Optins sectin fr details. 6. Click the apprpriate check bx fr every emplyee yu want t assign t this team in the Emplyee Name sectin. 7. Click the apprpriate check bx fr every zne yu want t assign t this team in the Zne sectin. 8. Click the apprpriate check bx fr every custmer type yu want t assign t this team in the Custmer Type sectin. 9. Click the apprpriate check bx fr every Master Service/Prduct Categry yu want t assign t this team in the Categries sectin. Fr details n Master Prduct/Categries, read the Master Service-Prduct Categries Overview sectin. 10. Click the apprpriate check bx fr every appintment type yu want t assign t this team in the Appintment Type sectin. Fr details, read the Defining Appintment Types sectin. 11. Click the apprpriate check bx fr every substatus yu want t assign t this team in the Substatus sectin. Fr details, read the Defining Substatuses sectin f the Implementatin Manual. 12. Repeat steps 3-11 fr each additinal team. 13. Click Save and Clse. The Team dialg bx clses. Editing Teams 1. Select Tls > Lists > Teams List r press CTRL+F1. The Team dialg bx appears. 2. Select the team yu want t edit. 3. Make any necessary changes t the team Name r Active fields. 4. Add r remve emplyees and default values by selecting r deselecting the apprpriate check bxes. 5. Click OK. 6. Click Save and Clse. Deleting Teams 1. Select Tls > Lists > Teams List r press CTRL+F1. The Team dialg bx appears. 2. Select the name f the team yu want t delete. 3. Click. A cnfirmatin dialg bx appears. 4. Click Yes. The team is deleted. 5. Repeat steps 2-4 t delete additinal teams. 6. Click Save and Clse. 86

93 Lists and Optins Overview Defining Time Cdes ServiceCEO is shipped with a set f Time Cdes designed t meet the needs f mst businesses. Time cdes prvide three settings t the time blcks t which they are assigned: Availability. Determines if the emplyee is available r unavailable fr wrk. Payrll. Determines if the time blck is eligible fr payrll r nt. General Ledger Accunt. If integrated with an Accunting Accunt, determines the accunt t which pay assciated with this time cde will be exprted. Time cde setup is hierarchical. This means that values nt explicitly defined are inherited frm a higher level in yur cmpany hierarchy. Thus, if yu define time cdes fr yur entire cmpany, these values will prpagate dwn t all f the cmpanies' emplyees. Accrdingly, if yu then edit an emplyee's time cdes, the new values will verride the cmpany level time cde fr that emplyee. Tip: When yu save an emplyee-level verride f a cmpany-level time cde, the edited time cde rw will appear in bld. Afterwards, if yu change the emplyee-level time cde's values t match the cmpany, the verride will be deleted when the recrd is saved. Yu can access the Time Cde Setup dialg bx frm tw places: Fr the entire cmpany, select Tls > Lists > Time Cdes. Fr an individual emplyee, click Time Cdes frm the emplyee recrd. Tip: The values fr Clr, Active, Name, and Available fr Wrk can be updated fr the entire rganizatin. Hwever, they cannt be updated fr individual emplyees r, if yu are running ServiceCEO Enterprise, specific branches. 87

94 Lists and Optins Overview Adding Time Cdes If yu'd like, yu can add new time cdes t ServiceCEO. 1. Open the Time Cdes dialg bx. 2. If necessary, select the level fr which yu want t define time cdes frm the Setup fr drpdwn list. 3. Click Add t add a new time cde. 4. Type the name f the time cde int the Cde field. 5. By default, all time cdes are active. Deselect the Active check bx if yu dn t want it t appear in the list when yu select a Time Cde elsewhere in ServiceCEO. Nte: Time cdes which are in use in the database can nt be deleted. Hwever, they can be deactivated, which will make them unavailable fr selectin n new recrds. 6. Select the apprpriate value frm the Available fr Wrk drp-dwn list. Yur ptins are: Available. Indicates emplyees with this time cde are available fr wrk. Unavailable. Indicates emplyees with this time cde are nt available fr wrk. Busy. Busy is generally used t mark time spent n a jb. It indicates that an emplyee is nt available t be scheduled fr wrk because they are busy wrking (as ppsed t explicitly unavailable time like a vacatin). Nte that yu cannt schedule an emplyee in advance (i.e., n the Wrk Hurs screen) t be Busy. 7. Select the apprpriate value frm the Hurly Emplyee Setup drp-dwn list. Values include: Paid, Unpaid and Paid/N Overtime. Cautin: The Hurly Emplyee Setup selectin cntrls if the emplyee will be paid fr their wrk hurs r nt. It will nt affect if emplyees are paid fr the jbs t which they are assigned. Fr example, an emplyee whse wrk hurs include the Unpaid time cde will nly be paid fr the jbs n which he/she wrks, while an emplyee whse wrk hurs include the Paid time cde will paid fr the entire time they are On Clck (all f their wrk hurs) except fr when they are being paid fr jbs (during which the pay rate fr the jb will take precedence). 8. T link a time cde with a particular accunting accunt, click the "three dts" buttn in the General Ledger Accunt clumn and select the apprpriate accunt frm the subsequent dialg bx. Tip: The General Ledger Accunt clumn appears nly if Accunting Integratin is enabled. 9. T add additinal time cdes, repeat steps When cmplete, click OK. 88

95 Lists and Optins Overview Editing Time Cdes 1. Open the Time Cde Setup dialg bx. 2. If necessary, select the level fr which yu want t define time cdes frm the Setup fr drpdwn list. 3. Edit the time cde values as necessary. Nte: Nte that yu cannt deactivate time cdes that are in use. In additin, the Jb, Task, and Travel are built-in time cdes which cannt be renamed r have their Available fr Wrk status changed. 4. Click OK. Deleting Time Cdes Cautin: Yu cannt delete time cdes that are in use, r have been used in the past. If yu want t remve these time cdes frm yur Time Cde drp-dwn lists, make them inactive instead. 1. Open the Time Cde Setup dialg bx. 2. If necessary, select the level fr which yu want t delete a time cde frm the Setup fr drpdwn list. 3. Select the time cde yu want t delete. 4. Click Delete. The time cde is deleted. 5. Repeat steps 3-4 t delete additinal time cdes. 6. Click OK. Defining Equipment Substatuses On-Site Equipment is the equipment, lcated at yur custmer's site(s), that yu service r prvide fr yur custmers. Fr example, yu might service HVAC units, cmputer systems, and filtering equipment fr a pl at yur custmer's site(s). T enable tracking f the equipment lcated at yur custmer's lcatins, yu can define substatuses fr the default equipment statuses. Fr mre n Equipment, please read the Equipment sectins f the ServiceCEO help system. Nte: Befre yu can cnfigure any Equipment statuses, yu must first enable equipment tracking. Fr mre, see the Enabling Equipment Tracking sectin. Until equipment tracking is enabled, yu will nt see the Equipment Status list. 89

96 Lists and Optins Overview Adding Substatuses T define equipment substatuses: 1. Select Tls > Lists > Equipment Status List. The Status Cdes dialg bx appears. Tip: While yu can't edit the equipment status cdes, yu can define as many substatus cdes fr each status as yu like. 2. Select the status fr which yu'd like t define a substatus. 3. Click. The Substatus Cdes dialg bx appears. 4. Click Add. A new rw appears. 5. Type a name fr the new substatus in the Substatus field. 6. Type a descriptin fr the new substatus in the Descriptin field. 7. If this substatus will be the default value f the status, select the Default check bx. Cautin: Only ne substatus can be marked as the default value f the primary status. 90

97 Lists and Optins Overview 11. The Active check bx will be selected by default. Deselect it if yu d nt want the substatus t appear as a substatus f the primary status. 12. Repeat steps 4-11 t add mre substatuses. 13. Click OK. The Substatus Cdes dialg bx clses. 14. Click OK. The Status Cdes dialg bx clses. Editing Substatuses 1. Select Tls > Lists > Equipment Status List. The Status Cdes dialg bx appears. 2. Click in the Substatus field fr the status yu want t edit. 3. Click in the Substatus field. The Substatus Cdes dialg bx appears. 4. Edit the apprpriate fields. 5. Click OK. The Substatus Cdes dialg bx clses. 6. Click OK. The Status Cdes dialg bx clses. Deleting Substatuses 1. Select Tls > Lists > Equipment Status List. The Status Cdes dialg bx appears. 2. Click in the Substatus field fr the status yu want t edit. 3. Click in the Substatus field. The Substatus Cdes dialg bx appears. 4. Select the substatus yu want t delete. 5. Click Delete. A Cnfirmatin dialg bx appears. 6. Click OK. The substatus is deleted. 7. Repeat steps 4-6 t delete additinal substatuses. 8. Click OK. The Substatus Cdes dialg bx clses. 9. Click OK. The Status Cdes dialg bx clses. Managing Kits A kit is a gruping f services and/r prducts. They are designed t bundle tgether services and/r prducts that are frequently used s that rather then cntinually adding a grup f services and/r prducts t a jb, yu can simply add a kit t the jb. Nte: Befre yu can manage kits in this manner, yu must first enable the use f kits in yur prgram. See the Defining Prducts/Services sectin fr details. 91

98 Lists and Optins Overview Adding a Kit 1. Select Tls > Lists > Master Service List (r press CTRL+F4) r select Tls > Lists > Master Prducts List (r press CTRL+F5). The Prducts and Services page appears. 2. Click the Kits tab. The Kits tab appears. 3. Click New. The Kit Details dialg bx appears. 4. Type the number yu want t assign t this kit in the Kit N. field. 5. Type a name fr the kit in the Kit Name field. 6. Type a descriptin f the kit in the Descriptin field. 7. Select a master categry fr the kit frm the Categry drp-dwn list. Fr mre n master categries, see the Master Service-Prduct Categries Overview sectin. 92

99 Lists and Optins Overview 8. Select hw yu want the kit t appear n yur invices frm the Invice As drp-dwn list. Yur ptins are: Full charge and descriptin fr each item in Kit. This ptin displays the entire charge and descriptin fr every prduct and/r service in the kit. Nte that if yu have many items in yur kit, the invice culd be quite large. Single charge fr entire Kit with descriptin f each item. This ptin will display nly ne charge fr the entire kit but will list ut a descriptin f each service and/r prduct in the kit. Single line charge and descriptin fr entire kit. This ptin will display nly ne line item - a single summary charge and the kit's descriptin (as ppsed t thse fr its individual prducts/services). 9. T make the kit active and able t be used in jbs, select the Active check bx. 10. Select the Lck Item Charge/Qty check bx t prevent emplyees frm editing the charges and quantity f the kit's prducts and charges when attached t a jb. If deselected, emplyees will be able t edit the kit's values. 11. Search fr a prduct r service yu want t add t the kit by typing part f its name int the Search field. A list f results appears. 12. Select the item yu want t add t the kit. 13. Add the selected item t the kit by duble-clicking it r clicking Add>>. The prduct r service will appear in the list bx t the right. 14. Change any f the values fr the prduct r service as necessary. 15. Repeat steps t add mre items t the kit. 16. Click OK. The new kit appears in the Kits tab. Editing a Kit 1. Select Tls > Lists > Master Service List (r press CTRL+F4) r select Tls > Lists > Master Prducts List (r press CTRL+F5). The Prducts and Services page appears. 2. Click the Kits tab. The Kits tab appears. 3. Duble-click the name f the kit yu want t edit. The Kit Details dialg bx appears. 4. Edit the fields as necessary. 5. T remve a prduct r service frm the kit, select it frm the right list bx and click <<Remve. 6. When yu have cmpleted yur edits, click OK. Deleting a Kit 1. Select Tls > Lists > Master Service List (r press CTRL+F4) r select Tls > Lists > Master Prducts List (r press CTRL+F5). The Prducts and Services page appears. 2. Click the Kits tab. The Kits tab appears. 3. Select the name f the kit yu want t delete. 93

100 Lists and Optins Overview 4. Click Delete. A Cnfirmatin dialg bx appears. 5. Click OK. The Kit is nw deleted. Duplicating a Kit 1. Select Tls > Lists > Master Service List (r press CTRL+F4) r select Tls > Lists > Master Prducts List (r press CTRL+F5). The Prducts and Services page appears. 2. Click the Kits tab. The Kits tab appears. 3. Select the kit yu want t duplicate. 4. Click Duplicate Kits. The Kit Details dialg bx appears. Yu can nw edit the kit in the usual manner. Using Price Grups Price Grups are a methd f cntrlling the pricing f yur varius prducts and services based n lcatin. T d this, yu can create different tiers f pricing - ne fr each price grup, cnnect yur znes t a particular price grup, and then define the pricing fr each tier fr each individual prduct/service. Creating Price Grups 1. Select either Tls > Lists > Master Service List (r press CTRL+F4) r Tls > Lists > Master Service List (r press CTRL+F5). The Prducts and Services page appears. 2. Click New r duble-click an existing prduct r service. The Prduct and Service Detail dialg bx appears. 3. Click Edit. The Price Structure dialg bx appears. 4. Click Add Grup. A Cnfirmatin dialg bx appears, stating that "This will create a new Price Grup fr ALL Prducts and Services. Are yu sure yu want t cntinue?" 5. Click Yes. A new line item appears. 6. Type a name fr the price grup in the Price Grup field. 7. Type the Price Grup's default price fr the active prduct/service in the Price field. 94

101 Lists and Optins Overview 8. Repeat steps 4-7 t define new price grups. 9. Click OK. 10. Click OK. Once yu've define yur price grups, yu can assign a price grup t individual znes. See the Managing Znes sectin fr mre details. Editing Price Grups T edit a price grup r t defining price grups fr individual prducts and services: 1. Select either Tls > Lists > Master Service List (r press CTRL+F4) r Tls > Lists > Master Service List (r press CTRL+F5). The Prducts and Services page appears. 2. Duble-click the prduct r service fr which yu want t define price grups. The Prduct and Service Detail dialg bx appears. 3. Click Edit. The Price Structure dialg bx appears. 4. In the apprpriate Price field, type the price yu want t charge fr the active prduct/service. 5. Repeat step fur fr all price grups. 6. Click OK. The price grups fr this prduct/service are saved. 7. Click OK. Deleting Price Grups 1. Select either Tls > Lists > Master Service List (r press CTRL+F4) r Tls > Lists > Master Service List (r press CTRL+F5). The Prducts and Services page appears. 2. Duble-click a prduct r service. The Prduct and Service Detail dialg bx appears. 3. Click Edit. The Price Structure dialg bx appears. 4. Highlight the price grup yu want t delete. 5. Press Delete Grup. A Cnfirmatin dialg bx appears, stating "Warning: This will delete the selected Price Grup frm the system permanently. Prices assciated with this grup fr ALL PRODUCTS AND SERVICES will be lst. Are yu sure yu want t cntinue?" 6. Click Yes. The price grup is deleted. 7. Repeat steps 4-6 t delete additinal price grups. 8. Click OK. 9. Click OK. 95

102 Lists and Optins Overview Optins Defining Active Perid The Active Perid defines the date range fr visible recurring schedules within the applicatin. In ther wrds, nly jb tickets that fall within this active perid will be visible. This limitatin ensures that the system will maintain a manageable vlume f active schedule data while sustaining reasnable perfrmance. Fr example: if the current date is January 1st and the Active Perid is set t fur mnths, the applicatin will nly display the specific jb tickets (the specific instance f a recurring schedule) fr the time perid f January 1st thrugh May 1st. Tip: If yu d nt use recurring schedules, yu d nt need t wrry abut the Active Perid. Simply select the Autmatically maintain 4-mnth Active Perid check bx. T extend the active perid: 1. Select Tls > Optins r press CTRL+O. The Optins dialg bx appears. 2. Click Active Perid frm the Categries bar. The Active Perid Optins dialg bx appears. Nte: The red bar abve Extend Active Perid indicates the current active perid fr the system. 3. Click Extend Active Perid. A Cnfirmatin dialg bx appears. 4. Click Yes t agree t the extensin. 96

103 Lists and Optins Overview 5. If smene is lgged int ServiceCEO, a prmpt will appear. Since yu cannt cntinue extending the active perid while smene is lgged int ServiceCEO, click OK. The Shw Cnnected Users dialg bx appears. Lg ff all cnnected users befre cntinuing. 6. Click OK. T keep a fur mnth active perid: 1. Select Tls > Optins r press CTRL+O. The Optins dialg bx appears. 2. Click Active Perid frm the Categries bar. The Active Perid Optins dialg bx appears. 3. Select the Autmatically maintain 4-mnth Active Perid check bx if yu wuld like the applicatin autmatically adjust the Active Perid. 4. Click OK. Defining Billing Optins The Billing Optins dialg bx enables yu t define sme further ptins abut yur invices. T define billing ptins: 1. Select Tls > Optins r press CTRL+O. The Optins dialg bx appears. 2. Click Billing frm the Categries bar. The Billing Optins dialg bx appears. 3. Select the Allw Advanced Billing Cnfiguratin check bx t enable the Advanced Billing features. Fr mre n Advanced Billing, see the Advanced Billing Overview sectin. 4. Select the Autmatically lck invices nce they are sent check bx t prevent invices frm being edited after they have been marked as sent. See the Ready t Send Wrkflw sectin f the User's Guide fr details. 97

104 Lists and Optins Overview 5. Click Apply. 6. Click OK. Defining Calendar Optins Yu can cntrl the display and appearance f data in the ServiceCEO Calendar in the Calendars Optins dialg bx. T pen this dialg bx: 1. Select Tls > Optins r press CTRL+O. The Optins page appears. 2. Click Calendars frm the Categries bar. The Calendars Optins page appears. The Calendar Optins dialg bx is divided int several sectins: Mnth View Use the drp-dwn lists fr Line 1, Line 2 and Line 3 t set the infrmatin t be displayed in the mnthly view f the Jbs page. Yur ptins are: Number f canceled jbs. Select N. Cancelled. Displays as Can. Number f active jbs. Select N. Active. Displays as Act. Number f cmpleted jbs. Select N. Cmpleted. Displays as Cm. Number f pending jbs. Select N. Pending. Displays as Pen. Ttal hurs. Select Ttal Hurs. Displays as Hrs. Ttal revenue r Nne. Select Ttal Revenue. Displays as Can. Nne. Select Nne. Displays nthing. 98

105 Lists and Optins Overview Tip: Yu will need t click Apply befre yu see any changes yu make t the Views Optins page. In additin, if yur screen reslutin is set belw 800x600, line three will nt be visible. T change the screen reslutin, edit the Display in the Windws Cntrl Panel. Day/Week View T change the calendar ptins, click Day/Week View. Fr details, see the Custmizing Calendar Views sectin. Select the Use "Quick Team Filter Tabs" check bx t display team tabs n yur calendar. These tabs will appear when yu click the Team tab n the calendar. Tip: We recmmend that yu nly use the Quick Team Filter Tabs if yu have less then 10 teams. If yu have mre then 10 teams, it becmes difficult t display all f the teams n yur calendar. Refreshing Calendars Type the number f minutes in which yu want the calendar t autmatically refresh in the Refresh the calendars every X minutes field. Nte that if yu type zer in this field, the calendars will never autmatically refresh; yu'll need t click the Refresh buttn t update the calendars. Calendar Printing Yu can cntrl hw yu want yur day and week view calendars t print: 1. Select the time at which yu want the Day and Week printuts t start frm the Start Time drpdwn list. 2. Select the time at which yu want the Day and Week printuts t end frm the End Time drpdwn list. 3. Select the number f weekdays yu want t display n each page f the Day and Week printuts frm the Number f Weekdays per page drp-dwn list. Tip: The Day and Week printuts are the reprts generated when yu print the Calendar's Day r Week view. T display the calendar, click Jbs frm the Navigatr bar. Nte that yu cannt print the Bar view calendar. When yu've finished defining the calendar ptins, click OK. 99

106 Lists and Optins Overview Custmizing Calendar Views Yu can custmize the fllwing calendar views: Bar Text. Cntrls the text that is displayed in the left margin f the Day and Week Bar view calendar (under the team name). Bar Team Text. Cntrls the text that is displayed in the actual bar n the All Teams tab fr the Day and Week Bar view calendar. The left margin displays nly the Team Name. Bx Text. Cntrls the text that is displayed in the bx n the Day and Week Bx view calendar. Summary Text. Cntrls the text that is displayed in the Jb Details sectin (lcated in the rightside f the calendar). Fr each sectin, yu can define different views fr three different items: Jbs. Hw a jb appears in each view. Tasks. Hw a task appears in each view. Unavail. Hw a blck f unavailable time appears in each view. T custmize these views: 1. Select Tls > Optins r press CTRL+O. The Optins page appears. 2. Click Calendars frm the Categries bar. The Calendars Optins page appears. 3. Click Day/Week View. The Calendar Optins dialg bx appears. 100

107 Lists and Optins Overview 4. Expand the Calendar Views tree and select the template that yu want t mdify. Fr example, abve, the Bar Text Jbs template is being mdified (highlighted in yellw). 5. Select the field yu want t add t the template. 6. Place yur cursr in the lwer sectin (the template text) where yu want the field t appear. 7. Click Insert. The field is inserted int the template. 8. Repeat steps 5-7 t add fields t the template. 9. Type any static text yu want t display. Fr example, in the screensht abve, the static text "Custmer:" was typed befre the custmer field s that the custmer name has a label when displayed. 10. Delete any fields by highlighting them and pressing Delete. 11. Repeat steps 4-10 t edit any ther templates. 12. When dne, click Save and Clse. Yur changes will appear in the relevant calendar view. Defining Cmpany Infrmatin The first step in cnfiguring yur applicatin is t define yur cmpany infrmatin. Nte: If yu are running ServiceCEO Enterprise, the Cmpany Infrmatin sectin and buttn will be called Cmpany Structure. Fr mre n ServiceCEO Enterprise, please read the "ServiceCEO Enterprise Cnfiguratin Guide" dcument, lcated at T define yur cmpany infrmatin: 1. Select Tls > Optins r press CTRL+O. The Optins dialg bx appears. 2. Click Cmpany Infrmatin frm the Categries bar. The Admin - Cmpany Infrmatin dialg bx appears. 101

108 Lists and Optins Overview 3. Enter yur cmpany's data int the apprpriate fields. Sme f the fields n this page are explained belw: Cmpany Name. Nte that yur cmpany name cannt cntain mre then 50 characters. . Yur main cmpany address. Nte that if yu d nt define an address here, yu will nt be able t wrk rders t yur emplyees. Fr details, see the ing a Wrk Order t an Emplyee sectin f the User's Guide. Ryalty Rate. The percentage f prfits the cmpany gets frm its franchisees. Lg. This field enables yu t insert yur lg int the applicatin. Fr mre, see the Inserting a Lg sectin. Accunting. Yu can integrate ServiceCEO with an accunting package by selecting the Enabling Accunting Integratin check bx. See the Integrating Accunting sectin fr mre infrmatin. Billing Settings. If yu are using Advanced Billing, yu can cnfigure default billing settings fr the cmpany by clicking Cnfigure Billing Settings and entering the default settings int the Billing Setup dialg bx. Fr details, see the Defining Billing Prperties sectin. Cautin: Yur Activatin cde is linked t the cmpany name and ZIP Cde. If yu edit the Name r Zip Cde fields, yu will need t get a new Activatin cde. See the Activatin and Feature Cdes sectin fr details. 4. When yu have cmpleted entering yur cmpany infrmatin, click Save and Clse. 102

109 Lists and Optins Overview Inserting a Lg Yu can insert yur cmpany lg int the applicatin s that it can be printed n the Wrk Order/Invice and Statement reprts. The size limit fr a lg is 1 and 1/2 inches wide and 3/4 inches high. The image file cntaining yur lg can be in a.jpg,.gif, and.bmp file frmats. T insert a lg: 1. Select Tls > Optins r press CTRL+O. The Optins page appears. 2. Click Cmpany Infrmatin frm the Categries bar. The Admin - Cmpany Infrmatin dialg bx will appear. 3. Scrll dwn until the Lg field is visible. 4. Click Brwse. The Select Lg dialg bx appears. 5. Navigate t the lcatin where yur lg is lcated. The lg must be lcated smewhere n yur cmputer r n the lcal netwrk. We currently supprt the.jpeg and.bmp frmats. Nte: The image is limited t an area 1 ½ wide by ¾ high. Graphics any larger then this will nt appear n ServiceCEO's Crystal Reprts reprts, althugh it will appear in the Lg field. 6. Select the graphic yu want t use as yur lg. 7. Click Open. Yur graphic will appear in the lg field. 103

110 Lists and Optins Overview Tip: If, at any pint, yu want t remve the lg frm the applicatin, click Clear. Accunting Integratin ServiceCEO can link up with yur General Ledger (GL) applicatin t facilitate data sharing between the tw prgrams. In general, this will be a ne-way transfer f data frm ServiceCEO int the GL applicatin. Nte that ServiceCEO was designed and built fr accrual-based accunting, meaning that sales are recrded when the sale ccurs, regardless f when yu are paid fr that sale. When yu receive gds r services, yu recrd an expense, regardless f when yu pay fr that expense. Tip: Nte that in previus versins f ServiceCEO, all references t accunting were called "QuickBks", because this was the nly accunting package with which ServiceCEO integrated. Starting with 6.0, all QuickBks references will nw be called "Accunting" in rder t cver different accunting packages. Fr mre n integrating with QuickBks, please read the QuickBks Overview tpic. When yu exprt payrll data t a GL applicatin, ServiceCEO generates a representatin f the transactins in an XML frmat, saving the transactins t an XML file. XML files will be created in a designated directry (designated during accunting integratin - see the Integrating with a General Ledger Database sectin fr details). The XML files are marked with the date and a serial number. Cautin: ServiceCEO exprts the GL infrmatin int an XML file, but des nthing with that file nce it is created. Yu, r yur systems integratr, will need t install and cnfigure a tl t lad data frm ServiceCEO XML files int yur general ledger database. An example f such a tl is Great Plains Integratin Manager. Befre yu integrate yur accunting with ServiceCEO, yu shuld knw r have access t: The lcatin (flder n yur cmputer r netwrk) t which the ServiceCEO XML files shuld be exprted. ServiceCEO Enterprise users can cnfigure ne directry per branch. Accunt numbers frm the accunting system, such as infrmatin abut the chart f accunts. These accunt numbers will need t be entered in ServiceCEO. Cautin: Accunting integratin is cmplex and can take sme time t set up. ServiceCEO can exprt the fllwing data t GL accunts: Sales and net Accunts Receivable. Nte that this des nt include custmer-specific infrmatin. Custmer accunt adjustments (t adjust net A/R in GL) Asset and cst f gds sld adjustments. Created when inventry is received via Purchase Order's as well as manual inventry additin/subtractins. Depsits (includes custmer payments) Paychecks. 104

111 Lists and Optins Overview QuickBks Overview QuickBks is a ppular accunting sftware prgram. ServiceCEO can quickly and easily link up with yur QuickBks applicatin t facilitate data sharing between the tw prgrams. Basically, ServiceCEO updates yur QuickBks general ledger when certain financial actins are perfrmed within the applicatin (i.e., invices are psted, depsits are made, etc). Only the raw financial is sent t QuickBks - ServiceCEO des nt exprt custmer infrmatin r payment applicatin data - and n data can be sent frm QuickBks t ServiceCEO. Regardless, sending financial data frm ServiceCEO t QuickBks helps reduce errrs assciated with duble entry and cuts dwn n the amunt f accunting that needs t be dne. Befre yu integrate QuickBks with ServiceCEO: Yu will need QuickBks 2002, 2003, 2004, 2005 r Nte that ServiceCEO des nt integrate with the Basic and Online editins f QuickBks. A versin f QuickBks must be installed n every cmputer using ServiceCEO t exprt data t QuickBks. Yu will need t knw the lcatin where the QuickBks is installed. The QuickBks database has a ".qbw" file extensin. This file is usually fund in yur QuickBks directry flder. The default lcatin fr this flder is: C:\Prgram Files\Intuit\QuickBks\databasename.qbw. Cautin: T link the tw applicatins, yu must be lgged int ServiceCEO and QuickBks as an Administratr. Nte that integratin with QuickBks is cmplex and can take sme time t set up. Fr mre infrmatin n QuickBks and ServiceCEO, yu can view the prerecrded QuickBks Integratin classes frm the Insight Direct Member Center. Cnfiguring Accunting Integratin Cautin: T link ServiceCEO with an accunting prgram, yu must be lgged int ServiceCEO as an Administratr. T integrate an accunting prgram, either QuickBks r a General Ledger Applicatin, with ServiceCEO, fllw these steps: 1. In ServiceCEO, select Tls > Optins r press CTRL+O. The Optins page appears. 2. Click Cmpany Infrmatin frm the Categries Bar. The Cmpany Infrmatin dialg bx appears. 3. Scrll dwn t the bttm f this dialg bx. 105

112 Lists and Optins Overview Tip: If yu are running ServiceCEO Enterprise, yu must select the Enable Sales, Purchasing, and A/R integratin with third-party accunting package check bx befre integrating yur individual branches with specific accunting accunts. Yu can integrate tw aspects f ServiceCEO with yur accunting applicatin: Sales, purchasing and Accunts Receivable. Can be linked t XML r QuickBks. Payrll Integratin. Can be linked t XML. Details n this integratin are lcated belw. Once integrated, yu need t exprt infrmatin frm ServiceCEO t yur accunting accunt. Fr mre, see the Exprting Accunting Infrmatin sectin f this tpic, belw. Sales, Purchasing and A/R T integrate Sales, purchasing and Accunts Receivable with QuickBks, please read the Integrating Sales, Purchasing, and AR with QuickBks sectin. T integrate Sales, purchasing and Accunts Receivable with XML: 1. Select ServiceCEO XML frm the Enable Sales, Purchasing, and A/R integratin with drpdwn list. 2. Click next t the Save Exprted Files in Flder field. The Select Cmpany File dialg bx appears. 3. Navigate t the lcatin where yu want t save yur exprted XML files. 106

113 Lists and Optins Overview 4. Type the name f the accunting file t which yu want t exprt each type f accunt int the apprpriate fields. These fields are detailed in step 16 f the Integrating Sales, Purchasing, and AR with QuickBks sectin. Nte: The drp-dwn buttn n these fields des nt wrk. This functinality is nly used with QuickBks integratin. Payrll Integratin T integrate yur payrll with an accunting accunt: 1. Select the Enable payrll integratin with third-party prvider check bx. Nte: Yu cannt integrate yur payrll with QuickBks, nly with XML integratin. Therefre, yu can nly select the Use accunting package specified abve check bx if yu have selected ServiceCEO XML frm the previus Select Package drp-dwn list. 2. If the Use accunting package specified abve check bx is active, selecting it will autmatically ppulate the three fields in this sectin with the values frm the abve sectin. 3. Select ServiceCEO XML frm the Accunting Package drp-dwn list. 4. Click next t the Save Exprted Files in Flder field. The Select Cmpany File dialg bx appears. 5. Navigate t the lcatin where yur payrll exprt flder is lcated. Tip: If yu are running ServiceCEO n a netwrk and want multiple users t be able t access the same database, the exprt flder must be lcated n a mapped netwrk drive s that it is lcated n the same path fr all ServiceCEO users. 6. Enter the apprpriate default accunt numbers in the Default Payrll Expense Accunt field. 7. Click Save and Clse. Exprting Accunting Infrmatin The exprtatin f infrmatin is perfrmed in the same manner as detailed in the fllwing tw sectins: Accunts Receivable and Adjustments. See the Exprt Sales sectin. Payments. See the Exprt Depsits sectin. Purchase Orders. See the Exprting Purchase Orders sectin. Paychecks. See the Exprting Paychecks sectin. 107

114 Lists and Optins Overview Integrating Sales, Purchasing, and AR with QuickBks ServiceCEO can integrate quickly and easily with the nn-basic editins f QuickBks versins 2002, 2003, 2004, 2005 and Hwever, nte that ServiceCEO des nt integrate with the nline editin f QuickBks. In additin, nte that integratin with QuickBks is cmplex and can take sme time t set up. Please read the Accunting Integratin dcument, lcated nline at fr mre details. T integrate Sales, Purchasing and Accunts Receivable with QuickBks: 1. Click Cmpany Infrmatin frm the Categries Bar. The Cmpany Infrmatin dialg bx appears. 2. Scrll dwn t the bttm f this dialg bx. 3. Select the Enable Accunting Integratin check bx. A grup f additinal fields appears. 4. Click the "three dts" buttn next t the Lcatin f the QuickBks Cmpany File field. The Select Cmpany File dialg bx appears. 5. Navigate t the lcatin where yur QuickBks database is lcated. The default lcatin is C:\Prgram Files\Intuit\QuickBks\databasename.qbw. Tip: If yu are running ServiceCEO n a netwrk and want multiple users t be able t access the same QuickBks database, the QuickBks database file (a.qbw file) must be lcated n a mapped netwrk drive s that it is lcated n the same path fr all ServiceCEO users. 6. Click Open. A warning dialg bx appears, reminding yu that yu must have QuickBks pen. 7. Click OK. 8. Select the apprpriate versin frm the QuickBks Package drp-dwn list. A QuickBks Integratin Pack enables ServiceCEO t integrate with QuickBks. Depending n the versin f QuickBks yu are using, yu will need t install a specific versin f the QuickBks Integratin Pack (called QBFC). T determine which versin f the QuickBks Integratin Pack yu shuld use, read the descriptin f the fur files belw. QuickBks US 2002; Pr versin r better. Select this ptin if yu are running the U.S. versin f QuickBks 2002 r 2003 AND have installed the QuickBks Integratin Pack v2 (QBFC2). If yu need t install QBFC2, please dwnlad it frm The file is 2.3 MB and will take will take ~12.7 minutes t dwnlad n a fr 56/kbs mdem. QuickBks Canada 2003; Pr versin r better. Select this ptin if yu are running the Canadian versin f QuickBks 2003 AND have installed the Canadian versin f the QuickBks Integratin Pack v2 (QBFC2CA). If yu need t install QBFC2CA, please dwnlad it frm The file is 2.2 MB and will take will take ~12.2 minutes t dwnlad n a fr 56/kbs mdem. Cautin: ServiceCEO des nt integrate with the 2002 Canadian versin f QuickBks. 108

115 Lists and Optins Overview QBFC3 - QuickBks US 2004 r newer; Pr versin r better. Select this if yu are running the U.S. versin f QuickBks 2004 r higher AND have installed the QuickBks Integratin File v3 (QBFC3). Nte that if yu are running the U.S. versin f QuickBks 2004 AND have installed QBFC2, yu can integrate with ServiceCEO by selecting QuickBks US 2002; Pr versin r better frm the QuickBks Package drp-dwn list. If yu need t install QBFC3, please dwnlad it frm The file is 6.9 MB and will take ~38 minutes t dwnlad using a 56/kbs mdem. Nte: QBFC3 was installed if yu selected the QuickBks Integratin check bx in the Select Cmpnents page when yu installed ServiceCEO QBFC3 - QuickBks Canada 2004 r newer; Pr versin r better. Select this if yu are running the Canadian versin f QuickBks 2004 and higher AND have installed the QuickBks Integratin File v3 (QBFC3). If yu need t install QBFC3, please dwnlad it frm The file is 6.9 MB and will take ~38 minutes t dwnlad using a 56/kbs mdem. Cautin: Installing mre then ne versin f the QuickBks Integratin Pack will generate errrs. Befre yu cntinue with the integratin prcess, verify that yu have nly ne versin - the crrect versin, as indicated abve - f the QuickBks Integratin Pack n yur cmputer. If yu need t uninstall a versin f QBFC, fllw these steps: 1. Open the Cntrl Panel. While this path may vary depending n yur perating system, fr mst systems yu select Start > Settings > Cntrl Panel. 2. Duble-click Add r Remve Prgrams. The Add r Remve Prgrams dialg bx appears. 3. Scrll dwn and highlight the prgram yu want t remve. Here, it will read either "QBFC2", "QBFC2CA", r "QBFC3". 4. Click Change/Remve. A Cnfirm Uninstall dialg bx appears. 5. Click OK. An InstallShield Wizard appears. The prgram will be uninstalled. 9. Click next t the Lcatin f QuickBks Cmpany File field. The Select Cmpany File dialg bx appears. 10. Navigate t the lcatin where yur QuickBks database is lcated. The default lcatin is C:\Prgram Files\Intuit\QuickBks\databasename.qbw. Tip: If yu are running ServiceCEO n a netwrk and want multiple users t be able t access the same QuickBks database, the QuickBks database file (a.qbw file) must be lcated n a mapped netwrk drive s that it is lcated n the same path fr all ServiceCEO users. 109

116 Lists and Optins Overview 11. Click n any f the blank drp-dwn lists. ServiceCEO attempts t retrieve the chart f accunts frm the QuickBks database displayed in the QuickBks Package field. Hwever, yu first need t cnfigure QuickBks t grant ServiceCEO access s that ServiceCEO can imprt the QuickBks chart f accunts. After a mment, if QuickBks is pen and referencing the same file as ServiceCEO in the QuickBks Package field, the QuickBks - Applicatin with N Certificate page. 12. Click Yes, Always. A Warning dialg bx appears. 13. Click Yes. If this is the first time yu are integrating yur applicatin with QuickBks, a Create New QB Custmer? dialg bx appears. 14. Click Yes. QuickBks will create a custmer recrd called "ServiceCEO". A Success dialg bx appears. 15. Click OK. The Admin - Cmpany Structure dialg bx reappears. Nte: The ServiceCEO custmer recrd is the custmer accunt that will keep yur Accunts Receivables balance in QuickBks. It is imprtant t nte that ServiceCEO nly links up with QuickBks General Ledger and Chart f Accunts, and that the ServiceCEO custmer recrd will act as a generic custmer recrd fr all f yur sales activities. Specific custmer and invice infrmatin linked t exprted sales will nt be transferred t QuickBks, since yu will have access t all custmer infrmatin in ServiceCEO (including invices, balances, and accunts receivables). The ServiceCEO and QuickBks integratin is designed t give yu the tls t keep yur cmpany ledger and balance sheet crrect at all times withut duplicating data entry between ServiceCEO (yur management applicatin) and QuickBks (yur accunting applicatin). 110

117 Lists and Optins Overview 16. Select the apprpriate default accunts frm the fllwing drp-dwn lists: Cash Accunt. All f yur custmer's Cash, Checks, and Credit Card payments will be exprted t the accunt indicated here. Lgical accunts fr the Cash Accunt field include any Checking r Bank accunts. (ServiceCEO users wh use QuickBks' Depsit Ticket feature nrmally link Cash Accunt t the QuickBks' Undepsited Funds accunt.) Tip Accunt. All mney cllected as tips in ServiceCEO. Example accunts fr the Tip Accunt field are Cash Expenditures (if yu pay yur emplyees their tips in cash) r Payrll Expenses (if yu include tips in yur emplyee's payrll checks). Inventry Asset Accunt. The default Inventry asset accunt. Can be verwritten when defining Inventry fr a Master Prduct. Default Inventry Lss Accunt. All lst, damaged, r stlen inventry will be exprted t the expense accunt selected here. Gd accunts t use include: Cst f Gds Sld, r, fr detailed expense accunts, Inventry Lss. This accunt can be easily changed in the Inventry Lss management screen every time yu reduce Inventry, s the accunt yu select here is fr default purpses nly. AR Accunt. Almst all ServiceCEO users link this field t their Accunts Receivables accunt. Default Incme Accunt. Link this accunt t a basic Incme accunt. Nte that this accunt is fr default purpses nly - yu can change it fr each individual service line that yu ffer t yur custmers. See the Assciating Prducts-Services with Accunting sectin fr mre. Default Adjustment. Used t track all adjustments in ServiceCEO. Default Misc. Expense Accunt. Used fr prducts that are nt included in inventry tracking when the inventry tracking mdule is enabled. Sales Tax Payable Accunts. Link each ServiceCEO Tax Cde t a tax accunt s yur taxes can be tracked as an expense liability in QuickBks. Nte that the three Sales Tax Payable Accunt drp-dwn lists will vary depending n the tax types that yu have defined. In additin, the Inventry Asset Accunt, Default Adjustment, and Default Misc. Expense Accunt drp-dwn lists will nly appear if yu have Inventry Tracking enabled. Cautin: If any f yur QuickBks accunt names cntain mre then 50 characters, an errr will be generated when yu attempt t exprt sales r depsit t QuickBks. 17. Click Save and Clse. Assciating Master Categries with Accunting When yu link a master categry t an accunting accunt (be it a QuickBks r ther Third-party General Ledger applicatin), all prducts and services in the master categry will als be linked t the same accunt. This feature is useful because identifying an accunt fr the master categry will update every prduct and service t a new accunt withut having t define the accunt fr every individual service. Hwever, nte that yu can define a different accunt fr specific prducts and services; see Assciating Prducts and Services fr mre. 111

118 Lists and Optins Overview Nte: Befre yu can assciate a master categry with an accunting package, yu must have first integrated it with ServiceCEO. See Integrating QuickBks fr mre details. T cnfigure an accunting accunt fr yur Master Categries: 1. Perfrm ne f the fllwing actins: Select Tls > Lists > Master Services List r press CTRL+F4. The Services tab f the Prducts and Services page appears. Select Tls > Lists > Master Prducts List r press CTRL+F5. The Prducts tab f the Prducts and Services page appears. 2. Click Master Categries. The Service/Prduct Categries dialg bx appears. 3. T link a master categry t a GL Accunt, click the apprpriate Incme Acct field. The General Ledger Accunt Link dialg bx appears. 4. Select the accunt yu want t attach t the categry frm the Accunt drp-dwn list. 5. Click OK. 112

119 Lists and Optins Overview 6. Repeat steps 3-5 t link additinal master categries t General Ledger accunts. 7. Click the Cmmissin Accunt field fr the master categry fr which yu want t identify a cmmissin accunt. The Cmmissin Accunt dialg bx appears. 8. Select the accunt yu want t be debited every time an emplyee is paid cmmissins n this item frm the Accunt drp-dwn list. 9. Click OK. 10. Repeat steps 7-9 t link additinal master categries t cmmissin accunts. 11. Click OK. 12. Click OK. Assciating Prducts and Services with Accunting Nte: Befre yu can assciate a master prduct r service with an accunting accunt, yu must have first integrated it with ServiceCEO. See Accunting Integratin fr mre details. T link an individual prduct r service with a General Ledger (GL) accunt (i.e., QuickBks r anther accunting package): 1. Perfrm ne f the fllwing actins: Select Tls > Lists > Master Services List r press CTRL+F4. The Services tab f the Prducts and Services page appears. Select Tls > Lists > Master Prducts List r press CTRL+F5. The Prducts tab f the Prducts and Services page appears. 2. Duble-click n the service r prduct that yu want t link t a GL package. The Prduct and Service Detail dialg bx appears. Fr details n creating a new service r prduct, see the Defining Service-Prduct Items sectin. 3. Click the Accunting tab. 113

120 Lists and Optins Overview 4. Click Select fr the accunt yu want t add/edit. The General Ledger Accunt Links dialg bx appears. 5. Select the accunt int which yu want t depsit the prduct r service charge frm the Accunt drp-dwn list. 6. Click OK. 7. Click the Cmmissin Accunt field fr the master categry fr which yu want t identify a cmmissin accunt. The Cmmissin Accunt dialg bx appears. 114

121 Lists and Optins Overview 8. Select the accunt yu want t be debited every time an emplyee is paid cmmissins n this item frm the Accunt drp-dwn list. 9. Click OK. 10. Repeat steps 2-9 t link additinal prducts r services t a GL accunt. 11. Click OK. Enabling Service Cntracts Yu can use ServiceCEO t create service cntracts fr yur custmers. Fr mre n Service Cntracts, please read the Service Cntracts sectins f the ServiceCEO help system. T enable service cntracts: 1. Select Tls > Optins r press CTRL+O. The Optins dialg bx appears. 2. Click Cntracts frm the Categries bar. The Cntracts Optins page appears. 115

122 Lists and Optins Overview 3. Select the Enable Service Cntracts check bx t enable the use f service cntracts. 4. Select the Print the Disclaimer and Agreement statements n Cntracts check bx t include the disclaimer and agreement n printed invices. 5. Click Edit Disclaimer. The Edit Disclaimer dialg bx appears. 6. Edit the disclaimer as necessary. 7. Click Save. The new invice is saved. 8. Click Edit Agreement. The Edit Agreement dialg bx appears. 9. Edit the agreement as necessary. 10. Click Save. The new agreement is saved. 11. Type the subject line fr yur message in the Subject Line field. 12. Type the text f the message in the Bdy field. 13. Click OK. The Cntracts Optins dialg bx clses. Defining Database Optins T pen the Database Optins page: 1. Select Tls > Optins r press CTRL+O. The Optins page appears. 2. Click Database frm the Categries bar. The Database Optins page appears. 116

123 Lists and Optins Overview Initial Data The initial data sectin cntains tw features: Erase the applicatin's default U.S. Pstal Service ZIP Cde data. Clicking Erase USPS Data will delete all ZIP Cdes frm yur applicatin. If yu d this, yu will need t manually re-enter all ZIP Cde data in rder t enable the autmatic mapping between ZIP Cdes, Znes, and Tax Cdes. See the Managing ZIP Cdes sectin fr mre details. Cautin: This peratin cannt be undne. Be abslutely sure yu want t erase this data befre cnfirming the deletin. Set yur starting invice number. T update yur invice numbers in ServiceCEO, please fllw these steps. 1. Befre yu begin, backup yur database. Fr instructins, see the Backing up the Database sectin. 2. Click Set Starting Invice #. The Enter Starting Number dialg bx appears. 3. Type the number that yu want t use fr yur first invice in the system. 4. Click OK. A warning dialg bx appears, stating "This ptin will renumber any existing recrds that may already exist in yur database. Are yu sure yu wish t cntinue?" 5. Click OK. We recmmend that this ptin nly be used when yu are setting up the applicatin. 117

124 Lists and Optins Overview Cautin: If yu already have existing invice numbers, the Set Starting Invice Number functinality may nt wrk exactly like yu expect it t. Fr example, ServiceCEO assigns a new number t every jb, qute and estimate that is created, even if that jb, qute r estimate is nt saved r cmpleted. S there may be a lt f "missing" invice numbers in yur system as a result f ld estimates, lst jbs, etc. We highly recmmend that yu backup yur database befre yur set yur invice numbers s that yu can always g back t the previus numbering system if this functin renames yur invices in a manner that yu d nt like. Multi-Site This sectin is fr users using ServiceCEO Enterprise. T enable multi-site capabilities: 1. Select the Enable Multi-Site Functinality check bx. The Feature Lcked dialg bx appears. 2. Type yur Multi-Site Feature Cde in the field. 3. Click OK. Tip: Fr mre n ServiceCEO Enterprise, please read the "ServiceCEO Enterprise Cnfiguratin Guide" dcument, lcated at Audit Lg Yu can track the ccurrence f changes made t jbs/schedules: Changing specific jb values: Status Substatus Team Invice ntes Duratin Cmpleting a jb Cautin: Nte that the Audit Lg des NOT capture changing teams r jb/schedule times frm the calendars r the Dispatch Bard. We hpe t add these actins t the Audit Lg in a future release. T enable the capture f an audit trail: 1. Type the number f days fr which yu want t track events in the audit lg in the Keep X days f audit lg entries spin bx. 2. Click Apply. 3. Click OK. By default, all administratrs will be able t see the audit lg entries. All ther users will need t be explicitly prvided the right t see audit trails. See the Establishing Security Rights sectin fr details. 118

125 Lists and Optins Overview T disable audit trail capturing: 1. Type 0 (zer) in the Keep X days f audit lg entries spin bx. 2. Click OK. Fr mre, see the Jbs Audit Lg sectin f the User's Guide. Encryptin Yu can encrypt all custmer credit card numbers and emplyee scial security numbers in ServiceCEO. Ding s will encde these numbers in the ServiceCEO database s that n ne withut specific user rights will be able t view the full numbers. T enable encryptin: 1. Click Enable Encryptin. The Enable Encryptin dialg bx appears. 2. Select the Encrypt Custmer Credit Card Numbers check bx t encrypt all credit card numbers. 3. Select the Encrypt Emplyee Scial Security Numbers check bx t encrypt all Scial Security numbers. 4. Click Encrypt Data. Cautin: Once yu enable encryptin, yu cannt disable it. Be sure yu want t use encryptin befre turning it n. The encrypted versin f the numbers is: Scial Security Number. The last fur digits will be displayed. Credit Card. The last fur digits will be displayed alng with the card type. 119

126 Lists and Optins Overview Once encryptin is enabled, users with specific security rights t view and/r edit credit card numbers and Scial Security numbers (specifically, the Custmer - Payment Methd Acct. Numbers and Emplyee - Scial Security rights) will see the full versin f these numbers. Hwever, the actual numbers will be encrypted in the database, and users wh d nt have these security rights will see the encrypted versin if the numbers. (See the Establishing Security Rights sectin fr mre infrmatin n Security rights.) In additin, any reprts that nrmally display Scial Security Numbers r Credit Card numbers will display these numbers as encrypted. Cautin: At this time, encryptin is nt fully cmpatible with the Mbile Tech feature. When mbile system retrieves credit card number frm the database, it may receive the encrypted number nly and nt be able t decrypt it. If the user enters a credit card number in the mbile system, it will nt be encrypted and will nt be usable by the main system. Fr mre n Mbile Tech, see the Mbile Tech Setup Guide dcument, lcated at Defining Dispatch Bard Optins Yu can define varius ptins fr the Dispatch Bard n the Dispatch Bard Optins dialg bx. T define ptins fr the Dispatch Bard: 1. Select Tls > Optins r press CTRL+O. The Optins dialg bx appears. 2. Select Dispatch Bard frm the Categries bar. The Dispatch Bard Optins dialg bx appears. 3. Type the number f minutes yu want t pass between autmatic refreshes f the Dispatch Bard frm the spin bx. If yu d nt want the Dispatch Bard t autmatically refresh, type 0 in this field. 120

127 Lists and Optins Overview 4. Click the ptin buttn crrespnding t the frmat yu want fr Dispatch Bard jb lines. Yur ptins are: Lng. All infrmatin will be displayed in lnghand. Shrt. All infrmatin will be abbreviated. Tip: If yu use the Shrt Dispatch Jb Line frmat, infrmatin will be severely abbreviated. Fr example, the Zne name is limited t five characters. Thus, if yur Zne names cntain many characters, it will be difficult t decipher these values. We recmmend yu either use the Lng frmat r use shrt zne names t circumvent this issue. Fr example, if ne f yur znes cvers Nrtheast Hustn, yu culd use the zne name "NEHu". 5. Select the Shw jb ntes when muse rests ver a jb recrd check bx t display a jb's ntes when yu mve yur muse ver the jb n the Dispatch Bard. 6. Select the Hurs wrked this week t display this statistic fr all emplyees n the Dispatch Bard. 7. Select the Hurs wrked this pay perid t display this statistic fr all emplyees n the Dispatch Bard. 8. Select the Only cunt cmpleted jbs check bxes t nly include cmpleted jbs in the Hurs wrked this week and Hurs wrked this pay perid calculatins. 9. Click OK. The Dispatch Bard Optins dialg bx clses. Defining Optins In rder t use yur applicatin t send t emplyees and custmers, yu must first define yur e- mail ptins. 1. Select Tls > Optins r press CTRL+O. The Optins dialg bx appears. 2. Select Optins frm the Categries bar. The Optins dialg bx appears. 121

128 Lists and Optins Overview 3. Type the name f yur server int the Hst Server Name field. 4. Type the maximum number f s yu want t send per jb in the Maximum s Per Jb field. 5. Select the Shw Preview Screen Befre Sending check bx t preview the befre it is sent when ing Wrk Orders r Invices. 6. Select the Use Authenticatin check bx t frce user authenticatin. This authenticatin requires cnnectin t an ESMTP (Extended SMTP) server. 7. Select the ptin buttn crrespnding t the type f authenticatin yu want t use. Three frms f Simple Mail Transfer Prtcl (SNTP) authenticatin are supprted: Plain Authenticatin - A simple prtcl supprted by many SMTP servers. Lgin Authenticatin - A Micrsft authenticatin mechanism used in Exchange Server. We recmmend yu use this setting if yu are using Micrsft Exchange. CRAM-MD5 - A public key encryptin authenticatin methd. This is the mst secure authenticatin prtcl. 8. Type the name f the accunt int the Accunt Name field. 9. Type the accunt's passwrd int the Passwrd field. 10. Click OK. 122

129 Lists and Optins Overview Enabling Equipment Tracking Yu can use ServiceCEO t track yur On-Site equipment. Enabling n-site equipment tracking will display Equipment tabs in several different lcatins in ServiceCEO. Fr mre n Equipment Tracking, please read the Equipment sectins f the ServiceCEO Help system. T enable equipment tracking: 1. Select Tls > Optins r press CTRL+O. The Optins dialg bx appears. 2. Click Equipment frm the Categries bar. The Equipment Optins page appears. 3. Select the Enable tracking f On-Site Equipment check bx t track yur equipment. 4. Click OK. The Equipment Optins dialg bx clses. Defining Idilect Idilect is a linguistic pattern unique t speakers f a language r dialect. In terms f ServiceCEO, idilect enables yu t custmize the terms used in ServiceCEO t match thse f the cuntry r regin in which yu are perating. Yu can custmize five different fields. These fields, which default t the U.S. standards, are described in mre detail belw. 1. Select Tls > Optins r press CTRL+O. The Optins dialg bx appears. 2. Click Idilect frm the Categries bar. The Idilect Optins dialg bx appears. 123

130 Lists and Optins Overview 3. Type a new value int any field whse value yu want t custmize. These fields are described in rder belw: First custm field. The name fr yur the pstal regin r lcal area. This field defaults t "City". Secnd custm field. The name fr yur brad municipality. This field defaults t "State". Third custm field. The name fr yur mailing r pstal cde. This field defaults t "ZIP Cde". Furth custm field. The name fr the unique identifier assigned t an individual fr tax tracking purpses. This field defaults t "Scial Security N". Fifth custm field. The frmat f the unique identifier (the furth custm field). This field defaults t the U.S. Scial Security Number frmat: " ". T change this value, use "A" (uppercase, nt lwercase) fr alphanumeric characters and "9" fr numbers. 4. Click OK. Defining Inventry Management Optins Yu can use ServiceCEO t track yur inventry data. Enabling inventry management lets yu track prduct vendrs, stck levels, purchase rders, stck lcatins, and serialized r warranted prducts. Fr mre n using Inventry within ServiceCEO, please read the Inventry Tracking sectin f the help system. Enabling Inventry Management 1. Select Tls > Optins r press CTRL+O. The Optins dialg bx appears. 2. Click Inventry frm the Categries bar. The Inventry Management Optins dialg bx appears. 124

131 Lists and Optins Overview 3. Click the Enable Inventry Management check bx t start managing yur inventry. T further cntrl hw yu track inventry, yu can define settings in fur different areas: Purchase Order Settings - Defines the appearance f yur Purchase Orders (POs). Item Csting - Defines the rules that set the cst f nn-serialized items, and cntrls which items will be used t fill purchase rders. Stck Lcatins - Enables inventry stcking at the varius levels f yur rganizatin. Rerder Pints - Excludes inventry that is already assigned t jbs frm the figures that determine rerder and maximum cntrl pint warnings. Purchase Order Settings 1. Select Tls > Optins r press CTRL+O. The Optins dialg bx appears. 2. Click Inventry frm the Categries bar. The Inventry Management Optins dialg bx appears. 3. Click PO Settings. The Purchase Order Print Optins dialg bx appears. 125

132 Lists and Optins Overview 4. Select the Require ntes after each phase f Purchase rder check bx t capture an audit trail fr each purchase rder. 5. Select the Print Bill-T Infrmatin in Header check bx t include billing infrmatin in the header f a printed purchase rder. 6. If yu selected the Print Bill-T Infrmatin in Header check bx, next select the check bxes crrespnding t the infrmatin yu want t include in the header. These ptins include: Phne Fax Web 7. Frm the first drp-dwn list, select the cmpany segment t which yu want t bill rders fr a Regin. 8. Frm the secnd drp-dwn list, select the cmpany segment t which yu want t bill rders fr a Branch. Tip: Steps 7 and 8 are nly valid if yu are using ServiceCEO Enterprise t manage multiple cmpany lcatins. Fr details, please read the "ServiceCEO Enterprise Cnfiguratin Guide" dcument, lcated at 9. Frm the third drp-dwn list, select the cmpany segment t which yu want t bill rders fr a Team. 10. In the text bx, edit the text. This text appears n Purchase Orders as a ntificatin message with ntificatin dates. Tip: T autmatically insert the purchase rder's ntificatin date, type "%DATE%" in the text field. 11. Click OK. 126

133 Lists and Optins Overview Item Csting Since nn-serialized inventry items are indistinguishable frm each ther, but each item may cst differently depending n the Vendr frm which they are purchased, yu need t define a cst estimate and inventry selectin methd. The Inventry Csting dialg bx enables yu t define a default methd f estimating the inventry cst and which item will be used when the master prduct is sld - see the Nn- Serialized Inventry sectin f the Inventry sectin f the help system fr mre. Tip: Yu will always be able t change these defaults when defining a new master prduct. 1. Select Tls > Optins r press CTRL+O. The Optins dialg bx appears. 2. Click Inventry frm the Categries bar. The Inventry Management Optins dialg bx appears. 3. Click Item Csting. The Inventry Csting dialg bx appears. 4. In the first sectin, click the apprpriate ptin buttn t set the default methd f calculating an item's cst. 5. In the secnd sectin, click the apprpriate ptin buttn t set the methd f selecting which items will fill new sales rders. Yur ptins are: First In, First Out. Older inventry will ship befre newer stck. Last In, First Out. Newer inventry will ship befre lder stck. Nte: Fr mre details n these ptins, please read the Nn-Serialized Inventry tpic in the ServiceCEO help system. 6. Click OK. 127

134 Lists and Optins Overview Inventry Stck Lcatins By selecting the check bxes in the Inventry Stck Lcatins dialg bx, yu enable that specific type f level t becme a Stck Lcatin. Nte that after yu enable a level as a stck lcatin, yu must then identify the specific stck lcatins (see the Defining Database Optins and Defining Team Lists sectins fr mre). 1. Select Tls > Optins r press CTRL+O. The Optins dialg bx appears. 2. Click Inventry frm the Categries bar. The Inventry Management Optins dialg bx appears. 3. Click Stck Lcatins. The Stck Lcatins dialg bx appears. 4. Select the check bxes that crrespnd t every lcatin where yu want t enable inventry stcking. 5. Click OK. Inventry Rerder Pints 1. Select Tls > Optins r press CTRL+O. The Optins dialg bx appears. 2. Click Inventry frm the Categries bar. The Inventry Management Optins dialg bx appears. 3. Click Rerder Pints. The Inventry Rerder Pints dialg bx appears. 4. Select the check bx t exclude inventry that is already assigned t jbs frm the figures that determine yur rerder and maximum cntrl pint warnings. 5. Click OK. 128

135 Lists and Optins Overview Cnfiguring MapPint Micrsft MapPint is a pwerful mapping and ruting applicatin that can be integrated with ServiceCEO in rder t map rutes t jb lcatins. ServiceCEO integrates with Micrsft MapPint 2002 and Cautin: In rder t use this feature, the Micrsft MapPint applicatin must be installed n every cmputer that wants t use this feature. MapPint will nt functin ver a netwrk as a serverbased applicatin. Yu can determine exactly hw Micrsft MapPint will interact with yur applicatin. T d s: 1. Select Tls > Optins r press CTRL+O. The Optins dialg bx appears. 2. Click MS MapPint frm the Categries bar. The MapPint Optins dialg bx appears. 3. Select the radi buttn crrespnding t hw yu want MapPint t cnstruct a travel plan fr yur emplyees. There are three ptins: Start at Hme Office, End at Hme Office. Cnfigures MapPint t display rutes using yur hme ffice as the starting and ending pint fr detailed driving directins. Start at Hme Office, End at Last Jb. Cnfigures MapPint t display rutes using yur hme ffice as the starting pint and the lcatin f the last jb as the ending pint fr detailed driving directins. Start at First Jb, End at Last Jb. Cnfigures MapPint t display rutes using the crew s first jb as the starting pint and the crew s last jb as the ending pint fr detailed driving directins. 4. Click OK. The MapPint Optins dialg bx clses. 129

136 Lists and Optins Overview Cnfiguring Micrsft Outlk Integratin Optins Integrating Micrsft Outlk with ServiceCEO enables yu t attach yur messages t custmer recrds as a nte r as an attachment. Yu can als add s t ServiceCEO as a nte when sending e- mails thrugh Micrsft Outlk. Nte: ServiceCEO integrates with Outlk XP and 2003 (i.e., versins 10 and 11, respectively). The Outlk Integratin add-in cmpnent is autmatically installed with ServiceCEO. It autmatically adds an Add t ServiceCEO buttn t yur Micrsft Outlk messages. Nte: If the Add t ServiceCEO buttn des nt appear in Outlk, select Tls > Optins, click the Other tab, click Advanced Optins, click Cm Add-Ins..., and select the ServiceCEO Outlk Addin check bx. T cnfigure Outlk integratin: 1. Select Tls > Optins and click MS Outlk frm the Categries bar. 2. The Micrsft Outlk integratin plug-in is autmatically installed fr the user wh is lgged int the cmputer when ServiceCEO was installed. If mre then ne persn is using the cmputer, and lgging in using different Windws lgin names, then yu need t register any additinal users. D s by clicking Register Add-In. The user currently lgged int the cmputer will be registered t integrate Outlk with ServiceCEO. 130

137 Lists and Optins Overview 3. All s added t ServiceCEO will, by default, be saved in the C:\PrgramFiles\ServiceCEO\ s\ flder. T change this flder, click t the right f the Shared Flder field, navigate t and select the flder yu want t save the s, and click OK. 4. Select the nte cde yu want t use fr s that yu add t ServiceCEO as a nte frm the E- mail Nte Cde drp-dwn list. The default value is . Nte: The ther values in the Nte Cde drp-dwn list crrespnd t the values defined in the Nte Types dialg bx. Fr details, see the Defining Nte Types sectin. 5. Click Apply. 6. Click OK. Cnfiguring Micrsft Wrd ServiceCEO uses Micrsft Wrd t build its mail merge functinality. Here yu can chse whether r nt t lg the merge in ServiceCEO. If yu chse t lg the merge, a nte will be attached t the custmer cntaining date, time, user and merge temple used. If the merge is nly used with an individual custmer, the nte will als cntain a textual representatin f the letter that was generated. T cnfigure Micrsft Wrd: 1. Select Tls > Optins r press CTRL+O. The Optins dialg bx appears. 2. Click MS Wrd frm the Categries bar. The Micrsft Wrd Integratin Optins dialg bx appears. 131

138 Lists and Optins Overview 3. Select the ptin buttn crrespnding t hw yu want t lg the mail merge. Yur ptins are: D nt lg the merge. The merge will nt be lgged. Lg date, time, user, and merge template in ntes. A nte will be created, recrding the date, time, user, and merge template f the mail merge. 4. If yu selected the Lg date, time, user, and merge template in ntes ptin buttn, select the Allw user t edit lg nte at time f merge check bx if yu want the user t have the ability t lg the mail merge nte. 5. Click OK. The Micrsft Wrd Integratin Optins dialg bx clses. Defining Payment Types Yu can use many different payment types t accept mney frm yur custmers. These methds are lcated in the Payment Types dialg bx. A list f default methds is autmatically created fr yu. If yu wish, yu can edit the name f these payment methds as well as determining which nes will be used in yur applicatin. In additin, ServiceCEO can integrate credit card prcessing int yur applicatin. ServiceCEO s integrated credit card prcessing is easy t use and allws yu the flexibility t prcess all f yur credit cards at nce r ne at a time. Nte: Credit Card prcessing is an extra feature f ServiceCEO and requires an additinal license cde. See fr mre details. When yu purchase the Credit Card prcessing mdule, yu will receive directins n hw t cnfigure it. T define payment types: 1. Select Tls > Optins r press CTRL+O. The Optins dialg bx appears. 2. Select Payments frm the Categries bar. The Payments Optins dialg bx appears. 132

139 Lists and Optins Overview 3. Click Edit Payment Types. The Payment Methds dialg bx appears. 4. T edit the name f a payment type, click the apprpriate Payment Type field and type the new name. Nte: While yu can edit the name f any f payment types, the attached fields will remain assciated with the payment methd. In ther wrds, even if yu change the name f the Check field, the Check Number field will still be assciated with that payment methd. See the List f Payment Types sectin belw. 133

140 Lists and Optins Overview 5. The Active check bx will be selected by default. Deselect it if yu d nt want the payment type t appear in the applicatin. 6. Click OK. The Payment Methds dialg bx clses. 7. Select the Use Integrated credit card prcessing check bx t enable the use f credit cards. Only select this check bx if yu have purchased the credit card prcessing mdule. If s, please fllw the directins prvided when yu purchased the mdule. 8. At the mment, X-Charge is the nly vendr with which we ffer integrated credit card prcessing. 9. Click. The Brwse fr Flder dialg bx appears. 10. Navigate t and select the "C:\Prgram Files\X-charge\LcalTran"directry. Nte: If multiple users are cnnecting t ServiceCEO, yu will need t share the C:\Prgram Files\Xcharge\LcalTran directry n the server cmputer and map each client cmputer t the flder as lcated n the server cmputer. 11. Click OK. 12. Click OK. List f Payment Types Belw is a list f the payment types available in ServiceCEO. Nte that when yu attach a payment type t a recrd, the fields listed in the Attached Fields sectin appear in the recrd and require input befre yu can save the recrd. Payment Type Can be used as default payment methd? Attached Fields Check Yes Check Number Cash Yes Nne Credit Card Yes Credit Card Number, Expiratin Date, and Card Type Bill Yes Nne Gift Certificate N Gift Certificate Number Barter N Descriptin Cupn N Cupn ID Direct Debit Yes Bank Infrmatin, Accunt Hlder, and Accunt Number Debit Card Yes Issue Number, Expiratin Date, Card Type, Card Number, and Start Date (ptinal). 134

141 Lists and Optins Overview Nte: The tw debit card payments are designed t fit specific payment methds: Direct Debit. Created t handle direct mney transfers frm r between banks. Debit Card. Created t handle U.K. debit cards. If yu want t use a U.S. debit card, we suggest yu use the Credit Card payment methd. Defining Pest Cntrl Optins Yu can cntrl hw yu track yur pest cntrl methds in the Pest Cntrl Optins dialg bx. These values are tracked in the custm fields n the Prduct recrd. 1. Select Tls > Optins r press CTRL+O. The Optins dialg bx appears. 2. Click Pest Cntrl frm the Categries bar. The Pest Cntrl Optins dialg bx appears. 3. Select the Track target pest fr each chemical check bx t link a pest t a specific chemical. The crrespnding Edit List buttn activates. 4. Click Edit List. The Custm List - Pest dialg bx appears. 135

142 Lists and Optins Overview 5. Click Add. A new rw appears. 6. Type the name f the pest yu want t track in the Value field. 7. The Active check bx will be selected by default. Deselect it if yu d nt want this categry t appear n the Prducts and Services page. 8. Click OK. The Custm List - Pest dialg bx clses. 9. Select the Track methd f applicatin fr each chemical check bx t link applicatin methds t a specific chemical. The crrespnding Edit List buttn activates. 10. Repeat steps 4-8 t add applicatin methds t yur applicatin. 11. Select the Track specific lcatin f each chemical applicatin check bx t link applicatin lcatins t a specific chemical. The crrespnding Edit List buttn activates. 12. Repeat steps 4-8 t add applicatin lcatins t yur applicatin. 13. Select the Track dsage rate (cncentratin) fr each chemical applicatin check bx t track dsage rates. 14. Click OK. Payrll Overview Fllw these steps t cnfigure payrll in ServiceCEO: 1. Run the Payrll Setup Wizard. 2. Define Payrll Optins. See the Define Payrll Optins sectin fr mre. 3. Define Payrll Security Optins. See the Establishing Security Rights sectin fr details. 4. Define XML exprt ptins. Fr infrmatin n exprting yur Payrll infrmatin t a General Ledger applicatin, see the Integrating Accunting sectin. 5. Define Pay Cycles. Defined during the Payrll Setup Wizard, yu can verride these settings in the Emplyee Rles dialg bx. See the Defining Emplyee Rles sectin fr details. 6. Define Time Cde defaults. See the Defining Time Cdes sectin fr details. 136

143 Lists and Optins Overview 7. (Optinal) If needed, define yur hlidays. See the Defining Hlidays sectin f the Implementatin Manual fr details. 8. Cnfigure specific emplyee recrds Payrll Setup. See the Emplyee Payrll Setup Tab sectin f the User s Guide fr details. Wrk hurs. See the Emplyee Wrk Hurs sectin f the User s Guide fr details. 9. Enter time cards. See the Time Cards Overview sectin f the User s Guide fr mre n Time Cards. 10. Calculate paychecks. 11. Review emplyee payrll histry. See the Emplyee Payrll Histry Tab sectin f the User s Guide fr details. Cautin: Depending n yur cmpany's business prcesses, steps 2-9 are ptinal. Please review the specific sectins belw t determine if yu want t cnfigure this sectin f ServiceCEO's payrll functinality r nt. There are n adverse effects f nt using a particular sectin f payrll. Tip: Please als read the Frequently Asked Questins abut Payrll dcument, lcated nline at Defining Payrll Optins Yu can cntrl yur payrll ptins in the Payrll Optins dialg bx. Cnfigurable ptins include the Payrll Setup Wizard, travel time csting, and emplyee cmmissin splitting. T define payrll ptins: 1. Select Tls > Optins r press CTRL+O. The Optins dialg bx appears. 2. Select Payrll frm the Categries bar. The Payrll Optins dialg bx appears. 137

144 Lists and Optins Overview 3. Click Payrll Setup Wizard t run the Payrll Setup Wizard. See the Using the Payrll Setup Wizard sectin fr details. 4. T include travel time in yur jb csting calculatins, select the Cst travel time t: check bx and select a value frm the drp-dwn list: 1. Previus Jb/Task. Travel time is included in the cst f the jb/task immediately preceding the travel. 2. Next Jb/Task. Travel time is included in the cst f the jb/task ccurring immediately after the travel. 3. Bth (split). The cst f the travel time is split between the tw jbs/tasks ccurring befre and after the travel. 5. Select frequency by which yu want t enter time cards in the Enter Time Cards every X days field. Yu can als define this setting in the Payrll Setup Wizard. 6. Select the ptin buttn crrespnding t hw yu want t pay ut cmmissins t cmmissinable emplyees. The three ptins are: D nt split cmmissinable charge. The cmmissin will nt be split, meaning that all cmmissined emplyees will be paid their full cmmissin. Fr example, tw emplyees receiving a 10% cmmissin n a $100 service wuld bth be paid $10. Split cmmissinable charge amng nly cmmissined individuals n the jb. The cmmissin fr the jb is split amng all cmmissined emplyees. Fr example, tw emplyees receiving a 10% cmmissin n a $100 service wuld be paid $5 a piece (10% f $50). Nn-cmmissined emplyees d nt factr int this calculatin. Split cmmissinable charge amng all individuals n the jb. The cmmissin will be divided amngst all emplyees but nly cmmissined emplyees will receive payment. Fr example, tw emplyees receiving a 10% cmmissin wrking with three nn-cmmissined emplyees n a jb with a $100 service will split the cmmissin five ways; all cmmissined emplyees will be paid $2 and all nn-cmmissined emplyees will receive n cmmissins. 138

145 Lists and Optins Overview T demnstrate, fr a cmmissinable charge f $ n a jb with three emplyees assigned t it: Pay Cmmissins? (defined via Emplyee Rle r via a Service/ Prduct Item) D nt split cmmissinable charge Tls > Optins > Payrll Optins setting Split cmmissinable charge amng nly cmmissined individuals n the jb Split cmmissinable charge amng all individuals n the jb Emplyee 1 Yes (10%) $10.00 $5.00 $3.33 Emplyee 2 Yes (20%) $20.00 $10.00 $6.66 Emplyee 3 N N/A N/A N/A 7. Select the Pay cmmissin n amunts cvered by Service Cntracts check bx t pay a cmmissin n all mneys mentined in a service cntract. Fr mre n service cntracts, see the Enabling Service Cntracts sectin. 8. Click OK. Using the Payrll Setup Wizard The Payrll Setup Wizard prvides yu with a quick, easy methd f cnfiguring emplyee payrll in ServiceCEO. It will autmatically cnfigure the payrll settings fr all f yur emplyees. Hwever, nte that after yu run the wizard, yu can always cnfigure the settings fr individual emplyees in the apprpriate emplyee recrd. Yu can access the Payrll Setup Wizard frm several places: Click Payrll Setup Wizard frm the Payrll Optins dialg bx. If yu haven't already run the Payrll Setup Wizard, it will appear when: Yu select the Use Time Cards r Pay by Wrk Hurs check bxes n the Payrll Setup tab f an emplyee recrd. Yu access the Payrll r Time Cards tabs f the Office Duties sectin. Cautin: Yu can run the Payrll Setup Wizard at any time. Hwever, running the Wizard again after the first time will verride any previus settings yu may have made fr individual emplyees. If yu have run the wizard, a reminder will appear, infrming yu f this fact. Once yu access the Payrll Setup Wizard, an intrductry page appears. Click Next t pen the next page f the Payrll Setup Wizard. The settings n this page will verwrite the Pay Cycle and Start f First Pay Perid fields in the Emplyee Rles dialg bx. 139

146 Lists and Optins Overview 1. Select the date n which yu want t start using ServiceCEO fr yur payrll frm the first drpdwn list. Tip: Since all payment frequencies perate n a weekly basis, we recmmend defining yur payrll start date n a Sunday r Mnday s that yur pay perids cnfrm t a typical week. 2. Select the frequency n which yu pay yur emplyees frm the secnd drp-dwn list. 3. Click Next. The third page f the Payrll Setup Wizard appears. 140

147 Lists and Optins Overview 4. Select the ptin that crrespnds t hw yu pay yur hurly (nn-salaried) emplyees: I pay my emplyees based n the time they spend wrking n custmer jbs. This will autmatically deselect the Pay by Wrk Hurs check bx n the Payrll Setup tab fr all emplyees. This ptin means that emplyees will nly be paid fr the jbs and tasks that they wrk n, just like previus versins f ServiceCEO. I pay my emplyees fr a full shift, regardless f hw many jbs they wrk n during that shift. This will autmatically select the Pay by Wrk Hurs check bx n the Payrll Setup tab fr all emplyees. The Pay by Wrk Hurs check bx will cnsider bth the emplyee s paid wrk hurs and the time spent n wrk assignments (jbs, tasks, etc.) in calculating the emplyee s pay. Wrk hurs are used t calculate a base pay fr the emplyee, which can be verridden at the jb r task level. Tip: If using Pay by Wrk Hurs, keep in mind an emplyee can nly be paid fr ne assignment at ne time. This means that yu will need t make sure that start and end times f jbs and tasks are prperly recrded. If multiple assignments accidentally verlap, ServiceCEO will chse ne assignment t determine pay fr the verlapping perid. 5. Click Next. The Furth page f the Payrll Setup Wizard appears. 6. Select the first ptin buttn t pay emplyees based n their wrk hurs withut using Time Cards (i.e., the Use Time Cards check bx will nt be selected n all emplyees' Payrll Setup tab). Select the secnd ptin buttn t pay emplyees based n Time Cards (i.e., the Use Time Cards check bx will be selected n the Payrll Setup tab f all emplyee recrds). 7. Click Next. The fifth page f the Payrll Setup Wizard appears. 141

148 Lists and Optins Overview Cautin: The secnd Time Cards page will nly appear if yu select the secnd ptin buttn n the first Time Cards page. 8. Select the check bx crrespnding t the frequency by which yu want t enter time cards. Yu can als define this setting in the Payrll Optins dialg bx. The frequency yu select here will autmatically ppulate the Enter Time Cards every X days field in the Payrll Optins dialg bx. 9. Click Next. The Final page f the Payrll Setup Wizard appears. 10. Click Finish. All f yur hurly emplyees are nw cnfigured fr payrll. 142

149 Lists and Optins Overview Defining Prducts and Services Optins The Scheduling ptin enables yu t custmize the applicatin's scheduling pssibilities. Here, yu can define yur wrkweek, jb duratin measurement, and many ther ptins. 1. Select Tls > Optins r press CTRL+O. The Optins dialg bx appears. 2. Click Prducts/Services frm the Categries bar. The Prducts & Services Optins dialg bx appears. 3. Select a list mde frm the List Mde drp-dwn list. This cntrls hw prducts and services will be displayed in the Services/Prducts Tab f a jb recrd and the Charges page f the Cmpletin Wizard. Yur ptins are: Brwsable list, ptinal search. All prducts and services will autmatically appear. Yu can search fr a particular prduct by typing values int the rw next t the Search buttn: Search Required. Recmmended if yu have a large amunt f prducts and services, this ptin requires yu t enter search criteria t see any prducts and services. N prducts r services will appear by default. 4. Select the Enable Kits check bx t enable the use f kits. Fr mre, see the Managing Kits sectin. 5. T enable a custm charge field, click the Enable check bx t activate it. 6. Type a name fr yur custm field in the Name field. 7. If yu are creating a drp-dwn list, click in the Edit Values field. The Custm List dialg bx appears. 143

150 Lists and Optins Overview 8. Click Add. A new rw appears. 9. Type a value fr the custm charge field in the Value field. 10. Select the Active check bx t make this value appear in the custm charge's drp-dwn list. 11. Repeat steps 6-8 t add additinal values t the custm charge. 12. Click OK. 13. Click Apply. 14. Click OK. Creating Multiple Cmpany Prfiles The Prfiles categry ptin lets yu setup multiple cmpany prfiles in yur database. Cmpany Prfiles enable yu t define different cmpany infrmatin (cmpany name, address, lg, etc) fr each prfile. These prfiles can then be assigned t custmers and jbs. Cautin: A cmpany prfile is different frm ServiceCEO Enterprise in that while each prfile will share the same emplyee and custmer base, ServiceCEO Enterprise lets yu create different custmer and emplyee databases fr each branch and/r regin. Adding a Prfile 1. Select Tls > Optins r press CTRL+O. The Optins dialg bx appears. 2. Click Prfiles frm the Categries bar. The Cmpany Prfiles Optins dialg bx appears. 144

151 Lists and Optins Overview 3. Select the Enable Multiple Cmpany Prfiles check bx t create mre then ne cmpany prfile. 4. Click Edit Prfiles. The Admin - Cmpany Prfiles dialg bx appears. 5. Click New. A new prfile will appear. 6. Type a name fr the cmpany prfile in the Name field. 145

152 Lists and Optins Overview 7. The Active check bx is selected by default. Deselect it if yu d nt want this prfile t be actively used in the applicatin. 8. By default, the new prfile will use the same infrmatin as detailed in the Cmpany Infrmatin dialg bx. See the Defining Cmpany Infrmatin sectin fr mre infrmatin. If yu want t define new infrmatin, select the Use alternate prperties check bx. The ther fields becme active. 9. Enter the new prfile's data int the apprpriate fields. T add a lg fr this prfile, see the Inserting a Lg sectin. 10. When dne, click Save and Clse. Editing a Prfile 1. Select Tls > Optins r press CTRL+O. The Optins dialg bx appears. 2. Click Database frm the Categries bar. The Database Optins dialg bx appears. 3. Click Edit Prfiles. The Admin - Cmpany Prfile dialg bx appears. 4. Select the cmpany prfile yu want t edit. 5. Edit the prfile's data as necessary. 6. Repeat steps 4-5 t edit ther prfiles. 7. When dne, click Save and Clse. Deleting a Cmpany Prfile 1. Select Tls > Optins r press CTRL+O. The Optins dialg bx appears. 2. Click Database frm the Categries bar. The Database Optins dialg bx appears. 3. Click Edit Prfiles. The Admin - Cmpany Prfile dialg bx appears. 4. Select the cmpany prfile yu want t delete. 5. Click Delete. A Cnfirm dialg bx appears. 6. Click OK. The prfile disappears. 7. Click Save and Clse. 146

153 Lists and Optins Overview Cnfiguring the Quting Wizard ServiceCEO's Quting Wizard guides yur emplyee thrugh the quting prcess, enabling them t quickly enter qutes fr any f yur services and/r prducts based n parameters yu define. Once saved, all qutes are entered int a pwerful database that enables yu t track yur quting effectiveness. The Quting Wizard can be accessed by selecting Tls > Quting Wizard r by pressing CTRL+Q. See the Using the Quting Wizard tpic in the User's Guide fr details. The Quting Wizard is able t quickly and easily generate qutes because f the pwerful pricing mdule that cntrls hw the Quting Wizard functins. Because ServiceCEO's pricing capabilities are cmplicated, the pricing rules are hidden behind a friendly user-interface: the Quting Wizard. The Quting Wizard must be cnfigured befre anyne can use the Quting Wizard t create a qute. Cautin: Setting up quting capabilities is cmplex, and is limited t thse emplyees with the prper security clearance. See the Establishing Security Rights sectin fr mre. Accessing the Quting Wizard Setup 1. Select Tls > Optins r press CTRL+O. The Optins dialg bx appears. 2. Click Quting Wizard frm the Categries Bar. The Quting Wizard Setup page appears. 147

154 Lists and Optins Overview There are tw sectins t the Quting Mdule Setup screen. 1. Pricing Cnfiguratin. The Pricing Cnfiguratin list bx displays all f the quting cmpnents. The three Quting Wizard cmpnents are lcated in a hierarchy: Jb Types. The Jb Type determines which questins will be asked in the Quting Wizard. See the Defining Jb Types sectin belw. Grups. Grups link tgether several questins, determines which calculatins will be used fr subttaling a single Prducts r Service in the qute. See the Defining Grups sectin belw. Questins. Questins determine what specific data is cllected frm the custmer. See the Defining Questins sectin belw. 2. The right-hand side f the screen cntains the details abut whatever cmpnent is currently selected. We recmmend yu define these cmpnents in reverse hierarchical rder. Thus, yu shuld first create yur specific questins, then the grups, and finally the jb types. Each ne f these cmpnents is described in mre detail belw. Once yu have cmpleted defining all f the aspects f the quting cmpnents, click Save and Clse t save yur data. Defining Questins 1. T create a new questin, click New and select New Questin frm the pp-up menu. A new questin line appears. T edit a questin, select it frm the Pricing Cnfiguratin list bx. 2. Type a name fr the questin in the Name/Alias field. 148

155 Lists and Optins Overview 3. Type the actual questin and/r yur sales pitch in the Prmpt field. This is what yur sales representative will see when viewing the questins in the Quting Wizard. 4. Select the ptin buttn t the type f questin yu want t define. Yur ptins are: Cre. This questin will affect the charge f the qute as a whle. Adjustment. This questin will adjust the cre charge by a percentage r amunt. Multiplier. The answer t this questin will affect the quantity generated by the questin's grup. Using a multiplier will affect the Quantity f the prducts/services in the qute, nt the prduct/service's charge r the qute's ttal amunt. 5. Select the questin's input methd frm the User Input Methd drp-dwn list. Yur ptins are: Nne. This ptin will autmatically add an amunt t the grup ttal. Numeric. This ptin will add r subtract an amunt, multiplied by the amunt entered in the Quting Wizard, t the grup ttal. Check Bx. This ptin will add r subtract an amunt, depending n the respnse, t the grup ttal. Optin List. This ptin will add r subtract an amunt, depending n the respnse, t the grup ttal. Tip: Yu define hw the ptin yur custmer chses affects the grup ttal n the Grup level, nt the Questin level, s yu can cntrl hw this questin affects each grup. 6. If yu want t prmpt the user fr mre infrmatin, select the Prmpt fr ntes check bx. 7. Type the text yu want t appear t assist the user enter the nte. 8. Repeat steps 1-7 t define additinal questins. 9. Click Save and Clse. 149

156 Lists and Optins Overview Defining Grups 1. T create a new Grup, click New and select New Grup frm the pp-up menu. A new Grup line appears. T edit a Grup, select it frm the Pricing Cnfiguratin list bx. 2. Type a name fr the grup in the Name field. 3. Type a descriptin fr the grup in the Descriptin field. 4. Select the grup's utput type frm the Output Type drp-dwn list. Yur ptins are: Time-based. The price f the prduct r service is based n the amunt f time spent. Fr example, the grup's services culd be "Huse Cleaning" and the exact price depends n hw lng it will take t clean the custmer's huse. Unit-based. The price f the prduct r service is based n the amunt f units used. Fr example, if yu are cleaning a swimming pl, the grup's prduct might be "Chlrine tablet" and the exact price depends n hw many f these tablets yu use. 5. Select the check bx crrespnding t the prduct r service the grup will generate frm the Step 3 list bx. If yu selected Time-based, nly Hurly prducts and services will appear. If yu selected Unit-based, nly Per Unit and Flat Fee prducts and services will appear. 6. Select the check bxes crrespnding t every questin yu want included in this grup frm the Step 4 list bx. 150

157 Lists and Optins Overview 7. Define the values fr each f the grup's questins. Fr example, fr the Hw Many Windws questin abve, we've defined a minimum value f 14, meaning that fr every windw the custmer needs cleaned, 14 minutes will be added t the qute fr the prduct/service defined in step five. 8. If yu have a list, click t define the list's values fr this grup. The Price Structure dialg bx appears. 9. Enter a value int the Min., Units, r % fields. The fields that appear will depend n what values yu selected fr the questin. Fr example, fr the questin abve, depending n what selectin the custmer chses, the qute's cre amunt will be multiplied by the percentage yu enter here. 10. Click OK. 11. Repeat steps 1-10 t define additinal grups. 12. Click Save and Clse. Defining Jb Types 1. T create a new Jb Type, click New and select New Jb Type frm the pp-up menu. A new Jb Type appears. T edit a Jb Type, select it frm the Pricing Cnfiguratin list bx. 2. Type a name fr the jb type in the Name field. 3. Type a descriptin fr the jb type in the Descriptin field. 4. Select the check bxes crrespnding t the grups yu want t be prcessed by this jb type frm the Step 2 list bx. 5. Arrange the questins yu want asked in the prper rder. T d this: Select the questin yu want t mve. Mve the questin in the list by clicking the up and dwn arrw buttns. Repeat fr every questin until the questins are in the crrect rder. 6. Repeat steps 1-5 t define additinal jb types. 7. Click Save and Clse. 151

158 Lists and Optins Overview Defining Reprting Optins Yu can define the manner in which ServiceCEO s reprts are displayed in the Reprting Optins dialg bx. T define yur reprt ptins: 1. Select Tls > Optins r press CTRL+O. The Optins dialg bx appears. 2. Click Reprting frm the Categries bar. The Reprting Optins dialg bx appears. 3. Adjust the settings fr individual reprts as necessary. 4. Click OK. Adjusting Invice/Wrk Order/Estimate Reprt Optins The Wrk Order, Invicing, and Estimate reprts cntains all the infrmatin an individual r team f emplyees wuld need t knw fr a single jb, including any custmer r jb ntes. Yu can define all f the ptins fr these reprts n the Invice/Wrk Order/Estimate Optins page. T set the ptins fr the Invice, Wrk Order, r Estimate reprts: 1. Select Tls > Optins r press CTRL+O. The Optins dialg bx appears. 2. Click Reprting frm the Categries bar. The Reprting Optins dialg bx appears. 3. Click Invice/WO/Estimate. The Invice/Wrk Order/Estimate dialg bx appears. 152

159 Lists and Optins Overview Cmpany Settings 1. Select the Print Cmpany Infrmatin in Header check bx t include cmpany infrmatin in the header f all printed Invices, Wrk Orders, r Estimates. 2. If yu selected the Print Cmpany Infrmatin in Header check bx, next select the check bxes crrespnding t the infrmatin yu want t include in the header. These ptins include: Phne Fax Web Tip: The specific values fr these fields are defined in the Cmpany Infrmatin dialg bx. See the Defining Cmpany Infrmatin sectin fr details. 3. Select the ptin buttn crrespnding t the cmpany segment frm which yu want t pull the cmpany infrmatin. 153

160 Lists and Optins Overview Nte: Yu can nly select the Custmer's regin r Custmer's branch ptin buttns if yu are running ServiceCEO Enterprise. Fr mre, please read the "ServiceCEO Enterprise Cnfiguratin Guide" lcated at: 4. Type yur billing terms int the Enter Billing Terms field. Billing terms refers t the descriptin f when the payment f the Invice, Wrk Order, r Estimate is due (i.e. Net 30, upn receipt, etc.). Custmer Settings 1. Select the Include Day Phne Number and Include Evening Phne Number check bxes t include the cmpany's phne number(s) n yur wrk rders and classic invice reprts. 2. Select the Include Address check bx t include the cmpany's address t yur wrk rders and classic invice reprts. 3. Select the Include Wrk Address Name check bx t include the name f the cmpany's wrk address t yur wrk rders, invices and estimates. 4. Select the length f time yu wuld like Custmer Ntes added t Wrk Orders by selecting the apprpriate ptin buttn. Invice/Estimate Style Select the ptin buttn crrespnding t the style in which yu want t display yur invices and estimates. Yur ptins are: Classic Layut. This ptin will display the Invice similar t a Wrk Order. Only a single wrk lcatin and jb infrmatin (arrival time, wrk date, etc.) is displayed. Nte that this ptins will NOT display kits as a single line item despite which Invice As ptin yu have selected. CEO Layut. This ptin can display multiple jbs, prducts, and multi-visit jbs. This ptin can als display kits as a singe line item (if that ptin is selected in the Kit's Invice As drpdwn list). Wrk Orders 1. Select the Print Charges n Wrk Orders check bx t display all f the charges n a printed wrk rder. 2. Select the Print Add-On Sectin check bx t include additinal blank lines t printed wrk rders. 3. If yu selected the Print Add-On Sectin check bx, type the number f lines yu want t add in the lines spin cntrl bx. 4. Select the Print unmarked alarm cde beneath Wrk Order number t include the alarm cde under the wrk rder number. This number will nt be labeled. 154

161 Lists and Optins Overview Nte: The alarm cde appears withut a label n the reprt s that yur Custmer's sensitive infrmatin is nt cmprmised if the reprt is lst r stlen in the field. Fters and Disclaimer Statements 1. Select the Print the Disclaimer and Agreement statements n Invices check bx t include the disclaimer and agreement n printed invices. Cautin: The Disclaimer and Agreement statements are shipped with default text. Thus, if yu select the Print the Disclaimer and Agreement statements n Invices check bx, yu must edit the disclaimer and agreement text. 2. Click Edit Disclaimer. The Edit Disclaimer dialg bx appears. 3. Edit the invice disclaimer as necessary. 4. Click Save. The new invice is saved. 5. Click Edit Agreement. The Edit Agreement dialg bx appears. 6. Edit the custmer agreement as necessary. 155

162 Lists and Optins Overview 7. Click Save. The new agreement is saved. 8. Repeat steps 1-7 fr the Wrk Order and Estimate statements. 9. Type the text fr yur estimate's fter in the Estimate Fter Line field. Integratin - MS Outlk 1. Type the subject line fr yur messages in the Subject Line field. 2. Type the bdy fr yur messages in the Bdy field. When yu have finished custmizing yur Invice, Wrk Order, and Estimate reprts, click OK. The Invice/Wrk Order/Estimate dialg bx clses. Adjusting Statements Reprt Optins The Statement reprt prvides a summary f all invices created during a date range. These reprts can be used fr general infrmatin purpses r as actual bills t be sent t the custmer fr remittance. T adjust the statement reprt ptins: 1. Select Tls > Optins r press CTRL+O. The Optins dialg bx appears. 2. Click Reprting frm the Categries bar. The Reprting Optins dialg bx appears. 3. Click Statements. The Statement Reprts - Settings dialg bx appears. 4. In the Statement Fter Line field, type the text yu want t appear as a fter in bth the Statement and the bttm f the payment cupn. 5. Select the Shw Receivables Aging in Fter check bx t break dwn the accunt by time. If selected, the reprt will display what the custmer currently wes yu. 6. Click OK. The Statement Reprts - Settings dialg bx clses. Adjusting Rute Sheets Reprt Optins The Rute Sheets reprt is a summary f all service jbs within a given date range. Yu can custmize this reprt t suit yur cmpany's needs. 1. Select Tls > Optins r press CTRL+O. The Optins dialg bx appears. 2. Click Reprting frm the Categries bar. The Reprting Optins dialg bx appears. 156

163 Lists and Optins Overview 3. Click Rute Sheets. The Rute Sheets - Settings dialg bx appears. 4. Select the phne number yu want t display n the Classic style rute sheet frm the drp-dwn list. 5. Select the Shw ntes check bx t display the jb's ntes n the Classic and CLIP style rute sheets. 6. Select the Shw address check bx t display custmer addresses n the Classic and CLIP style rute sheets. 7. Select the Shw ttal charge amunt check bx t display the ttal amunt charged t the custmer fr the jb n the Classic and CLIP style rute sheets. 8. Select the Shw unmarked alarm cde field check bx t display the alarm cde n the Classic and CLIP style rute sheets. Nte: The alarm cde appears withut a label n the reprt s that yur custmer's sensitive infrmatin is nt cmprmised if the reprt is lst r stlen in the field. 9. Click OK. The Rute Sheets - Settings dialg bx clses. Defining Requirements Yu can cntrl which fields must be entered befre a recrd is created in ServiceCEO. These required fields are defined in the Requirements Optins dialg bx. T pen this dialg bx: 1. Select Tls > Optins r press CTRL+O. The Optins dialg bx appears. 2. Click Requirements frm the Categries bar. The Requirements/Defaults Optins dialg bx appears. 157

164 Lists and Optins Overview Yu can cntrl the requirements fr three types f recrds: Custmers Jbs Emplyees Custmer Optins Yu can define tw aspects f custmer recrds: Custmer Optins Custmer Defaults Custmer Requirements Yu can define what fields must be entered befre a custmer recrd can be saved. 1. Frm the Requirements/Defaults Optins dialg bx, click Custmer Optins. The Requirements dialg bx appears. 158

165 Lists and Optins Overview 2. Select the apprpriate Prspective check bx fr each field yu want t make required when creating a prspective custmer. Prspective custmers are custmers withut any jbs. 3. Select the apprpriate Nrmal check bx fr each field yu want t make required when creating an active custmer. An active custmer is a custmer with at least ne jb. 4. Click OK. 5. Select the Check fr duplicate recrds befre saving new nes check bx t enable ServiceCEO t search all existing custmer recrds befre saving a new recrd. The ther tw check bxes will becme active. Nte: If this check bx is selected, ServiceCEO will, when a user attempts t save a new custmer recrd, check the database fr ptential duplicate recrds. If any ptential duplicates are fund, the Duplicate Warning dialg bx appears displaying the custmer recrd(s) that culd be cnsidered a duplicate f the new ne. Yu will have the pprtunity t either cntinue creating the new recrd r switch t the existing recrd. 6. Select the Use advanced name checking (nicknames, sunds-like) check bx t have the system search fr similar names when checking fr duplicate recrds. 7. Select the Check last names nly check bx t have the system check nly last names when searching fr similar names. Nte: Due t the cmplexity f many names, we can't guarantee that the advanced name checking r check last name functinality will find all f the names ne may think are sufficiently similar t the new name. While this functinality will find mst f the similar names, fr thse users uncmfrtable with this uncertainty, we recmmend that yu use the basic duplicate checking feature. 159

166 Lists and Optins Overview Custmer Defaults Yu can define the default values fr all new custmer recrds. T d s: 1. Frm the Requirements/Defaults Optins dialg bx, click Custmer Defaults. A blank custmer recrd will appear. 2. Enter the values yu wuld want t appear by default fr a new custmer int the General tab and the Detail tab. Yu can always edit these values when yu are actually creating a new custmer. Cautin: Yu will nt be able t define a default value fr all custmer fields. Fr example, yu cannt define any lcatin fields as a custmer default. 3. Click Save and Clse. The default values are saved. Jb Optins T define the required fields fr a jb recrd: 1. Frm the Requirements/Defaults Optins dialg bx, click Jb Optins. The Requirements dialg bx appears. 2. Select the apprpriate check bx in the Required Entries sectin fr each field yu want t make required when creating a new jb. 160

167 Lists and Optins Overview 3. Select the apprpriate check bx in the Prmpt fr ntes when: sectin fr each jb actin yu want t prmpt the user t enter a nte. Yur ptins are: Making Cancellatins. Yu will be prmpted t enter a nte when cancelling a jb. Winning Estimates. Yu will be prmpted t enter a nte (with the Estimate Wn nte type) when marking an estimate as wn. Lsing Estimates. Yu will be prmpted t enter a nte (with the Estimate Lst nte type) when marking an estimate as lst. 4. Click OK. Emplyee Optins T define the required fields fr an emplyee recrd: 1. Frm the Requirements/Defaults Optins dialg bx, click Emplyee Optins. The Requirements dialg bx appears. 2. Select the apprpriate check bx fr each field yu want t make required when creating a new emplyee. 3. Click OK. Defining Scheduling Optins The Scheduling ptin enables yu t custmize the applicatin's scheduling pssibilities. Here, yu can define the cmpany's wrk week, jb duratin measurement, and many ther ptins. 1. Select Tls > Optins r press CTRL+O. The Optins dialg bx appears. 2. Click Scheduling frm the Categries bar. The Scheduling Optins dialg bx appears. 161

168 Lists and Optins Overview 3. Select the apprpriate check bxes t enable its functinality. The available check bxes are: Enable Jb/Schedule substatuses. Select this check bx t enable the substatus field in jbs. This allws a mre detailed status fr jbs, beynd the default statuses (Canceled, Active, Cmpleted and Pending). See the Defining Substatuses sectin fr details. Enable Prject Management. Select this check bx t enable the creatin f prjects. A prject is a jb that is perfrmed ver several days r visits and is cmbined int ne invice. If this check bx is nt selected, the prject buttn will nt appear in the jb recrd r in the varius right-click menus. Fr mre n prjects, please read the Prject Overview sectin f the User's Guide. Enabling Scheduling Picklist. Select this check bx t enable scheduling picklists. The Picklist is a list f all active jbs that d nt have specific engagement times. The picklist is used t accmmdate custmers with tight schedules wh may nt knw when they can be serviced until the day their jb is scheduled t be perfrmed. Enable Manual Budgeting. Select this check bx t enable manual budgeting. Manual budgeting lets yu define estimates fr jb csts (services, materials, labr, etc.) that, after the jb is cmpleted, can be cmpared t the actual jb using the Jb Csting reprt. The manual budgeting fields are the Charge, Labr, and Materials fields lcated n the right side f the Jb recrd page. Enable Team Lck. Select this check bx t enable users t lck any team fr a day, meaning that n changes can be made t the team (add/remve members, assign/mve jbs t r frm the team) fr that day. See the Lcking a Team frm the Dispatch Bard sectin f the User's Guide. Check Scheduling Cnflicts when Saving Jbs and Dispatching. Select this check bx t warn yu if an emplyee is already cmmitted t anther jb r task when saving a jb r making a change n the Dispatch Bard. This will ensure that yur emplyees are nt scheduled fr multiple jbs at the same time. 162

169 Lists and Optins Overview Check Wrk Hurs when Saving Jbs and Dispatching. Select this check bx t enable autmatic review f available emplyee hurs when yu save a jb r make changes n the Dispatch Bard. This will help ensure that there are n time cnflicts. See the Emplyee Wrk Hurs sectin f the User's Guide fr mre. Check Overtime Rules when Saving Jbs and Dispatching. Select this check bx t warn yu if a jb's settings will create vertime pay fr the emplyees assigned t the jb. The warning will appear if vertime rules are called when saving a new r edited jb, r when any changes are made t the jb via the Dispatch Bard. Fr mre n vertime, see the Defining Overtime Rules sectin. Check Skill Sets when Saving Jbs and Dispatching. Select this check bx t cmpare the required skills fr a jb with the skill sets f the emplyees assigned t it. If they d nt match, then a warning dialg bx will appear when a new jb is saved, r the jb is reassigned via the calendar r the Dispatch Bard. See the Emplyee Skills Tab sectin f the User's Guide fr mre. Tip: Nte that the fur check bxes that begin with Check... will cause warning dialg bxes t appear whenever a cnflict is generated. Fr example, if the Check Scheduling Cnflicts when saving jbs and dispatching check bx is selected, and yu create a new jb fr emplyee X at the same time that emplyee X is scheduled t wrk n anther jb, a warning dialg bx will appear infrming yu f the cnflict. 4. Select the number f days in a week yur cmpany is pen frm the wrks a X wrk week drpdwn list. 5. Select the time at which yur cmpany is pen fr business frm the first spin cntrl bx. 6. Select the time at which yur cmpany is clsed frm the secnd spin cntrl bx. Nte: Steps 4-6 cntrl yur cmpany's default wrk hurs. The values yu enter here will be displayed in white n the Daily and Weekly Views f the Calendar (as ppsed t gray) and in light yellw in an emplyee's Wrk Hurs dialg bx (as ppsed t dark yellw). 7. Select the ptin buttn crrespnding t hw yu want t calculate the duratin f a jb. Yur ptins are: Man-hur based Scheduling. Calculated by dividing the ttal hurs fr the jb by the number f wrkers assigned t that team. Fr example, if yu have a 4 hur jb and there are 2 individuals (that wrk n site) n the assigned team, the Duratin will be displayed as 2 hurs. If there were nly ne individual n the assigned team, the Duratin wuld be displayed as 4 hurs. Duratin-based Scheduling. Calculated by using the ttal hurs f the jb, regardless f amunt f emplyees assigned t the jb. Fr example, a 4 hur jb will take up 4 hurs f time, regardless f whether there are 1, 2, 3, r mre emplyee(s) assigned t it. 8. Click OK. 163

170 Lists and Optins Overview Defining View Optins The Views ptin enables yu t custmize hw all names appear in the ServiceCEO lists, phne number frmats, the tip f the day, and the capacity management features. T define the View Optins: 1. Select Tls > Optins r press CTRL+O. The Optins dialg bx appears. 2. Click Views frm the Categries bar. The Views Optins dialg bx appears. Name Frmatting In the Name Frmatting sectin, select the ptin buttn crrespnding t the frmat in which yu want custmer and emplyee names t appear in the applicatin. Phne Number Frmats Select the phne number frmat yu want t use frm the Phne number frmat is: drp-dwn list. Yu can chse ne f tw frmats: United States - (123) x123. This is the system default. N Frmatting - Users can use any phne number frmat they want. Tip f the Day By default, the Display Tip f the Day at Startup check bx is selected. This feature displays a tip r message abut ServiceCEO's functinality n the prgram s features and functinality every time yu start the applicatin. T disable this feature, deselect this check bx. 164

171 Lists and Optins Overview Other Optins T define capacity Management, click Capacity Mgmt. See the Defining Capacity Management sectin fr details. Defining Capacity Management As yu may have experienced, scheduling service is an inexact science. Mst service cmpanies ften find Capacity Management t be quite difficult. ServiceCEO's Capacity Management feature is designed t help yu easily define and manage yur capacity. Capacity is the amunt f wrk-hurs available at a specific time (a slt) r during a length f time (a windw). Factrs that determine capacity include the amunt f available wrkers, the amunt f active teams, available time, and many ther factrs. By manipulating these factrs yu can build capacity and deplete capacity. If yu are dealing in a hard gd like bks, capacity is easy t determine. (If yu have 100 bks and yu sell 20, yur current capacity is 80.) Hwever, when yu are dealing with time and man hurs, capacity can be mre difficult t define. Fr example, if yu have a wrk windw frm 9:00 t 12:00 in the mrning, and ne f yur emplyees is wrking frm 5:00 t 9:30 in the mrning, d yu cunt the thirty minute verlap as part f yur capacity? D yu cunt it fr the entire windw r just a prprtin f the windw? D yu define this prprtin in minutes r percentage? Nte: ServiceCEO's capacity tl is based n a cmplicated mathematical mdel that takes many different factrs int cnsideratin. Always remember that the numbers it generates are nt abslutes; they are meant t be used as a guide t help yur planning. Defining General Capacity Management Optins 1. Select Tls > Optins r press CTRL+O. The Optins dialg bx appears. 2. Click Views frm the Categries bar. The Views Optins dialg bx appears. 3. Click Capacity Mgmt. The General Optins sectin f the Capacity Management Cnfiguratin dialg bx appears. 165

172 Lists and Optins Overview 4. Type the number f emplyees fr a default team in the default/average Team size spin bx. This value will enable the applicatin t calculate capacity depletin fr teams. 5. Select the apprpriate check bx fr every day in which yu want t shw capacity frm the Shw capacity fr the fllwing days list bx. If a day is selected, it will be included in the capacity management system. If it is deselected, it will nt be included in capacity calculatins. 6. Type the number f weeks fr which yu want t display capacity frm the Shw X weeks at a time spin bx. This selectin determines the time span ver which the system will run capacity management calculatins. Tip: T further refine the capacity management system, click Slts/Windws, select View - Slts/Windws, r press CTRL+M. 7. Click Save and Clse. Defining Capacity Management Slts/Windws Optins The Slts/Windws tab enables refinement f the capacity management system. On the left side f the screen, yu can mdify the rder in which timeslts are displayed when the calculatins are run. On the right side f the screen yu define the attributes f each timeslt visible n the left side f the windw. 1. Select Tls > Optins r press CTRL+O. The Optins dialg bx appears. 2. Click Views frm the Categries bar. The Views Optins dialg bx appears. 3. Click Capacity Mgmt. The General Optins sectin f the Capacity Management Cnfiguratin dialg bx appears. 4. Click Slts/Windws, select View - Slts/Windws, r press CTRL+M. The Slts/Windws sectin appears. 166

173 Lists and Optins Overview Tip: T change the display f the timeslts in the left-hand side f the dialg bx, select the timeslt yu want t mve and click the up and dwn arrws. 5. T create a new windw r timeslt, click New. A new rw will appear in the Name bar. 6. Type the timeslt's name in the Windw Name field. We suggest yu name it either a time range (9 AM-1 PM) r a name fr the time range (i.e.,. first jb, midday, evening, anytime, etc.). 7. Define the factrs that Build Capacity in the Building Windw Availability sectin. T d s: Set the time when the emplyee is available in the first spin bx. Set the time when the emplyee is n lnger available in the secnd spin bx. In the third spin bx, set the hurs fr which, if the emplyee wrks equal t r mre than this number in the time indicated by the first tw spin bxes, the emplyee wuld be cnsidered available t wrk. 8. Define the factrs that Deplete Capacity in the Building Windw Availability sectin. T d s: Set the time when the jb starts in the first spin bx. Set the time when the jb ends in the secnd spin bx. Set the jb's length in the lwer spin bx. 9. Click Clse. 10. Click Save and Clse. Building Capacity Capacity is the amunt f wrk yur cmpany can perfrm within a specific time perid. The mre emplyees yu have wrking, the larger yur available capacity. Exactly hw an emplyee's availability crrelates t an increase in capacity fr a specific slt r windw is determined in the Capacity Management Cnfiguratin dialg bx. 167

174 Lists and Optins Overview Fr example, as displayed in the Building Windw Availability sectin abve, every emplyee that is available fr ne r mre hurs in the time span frm 6:00 AM t 12:00 PM will increase yur capacity fr the AM windw. This available capacity is displayed n the Dispatch Bard. Depleting Capacity Capacity is the amunt f wrk yur cmpany can perfrm within a specific time perid. The mre jbs yu have scheduled, the smaller yur available capacity. Exactly hw a scheduled jb crrelates t a decrease in capacity fr a specific slt r windw is determined in the Capacity Management Cnfiguratin dialg bx. Fr example, as displayed abve, every jb scheduled t start between 6:00 AM and 11:00 AM with an arrival time f less then r equal t fur hurs will diminish the capacity f the AM windw. 168

175 Lists and Optins Overview Defining Vcabulary The Vcabulary ptin lets yu custmize the cmmn terms within the applicatin. 1. Select Tls > Optins r press CTRL+O. The Optins dialg bx appears. 2. Click Vcabulary frm the Categries bar. The Vcabulary Optins dialg bx appears. 3. Type a new name fr any field that yu wuld like t custmize. The fields n this page are described belw in the rder in which they appear: First custm field. The name fr the individuals/rganizatins t which yu prvide services and r prducts. This setting defaults t "Custmers". Secnd custm field. The name fr the wrk scheduled t be perfrmed fr yur custmers. This defaults t "Jbs". Third custm field. The name fr the peple wh perfrm tasks fr yur custmers. This field defaults t "Emplyees". Custmized Examples: Technicians, subcntractrs, cleaners, service prviders. Furth custm field. The name fr the area f the applicatin in which yu will perfrm varius financial and inventry tasks. This field defaults t "Office Duties". Custmized examples: Financials, Cmpletins, Pending Psting. Fifth custm field. The name fr a grup f emplyees wh perfrm tasks. This field defaults t "Teams". Custmized Examples: Crews, Rutes, Technician, Trucks, etc. Sixth custm field. The name fr a pre-service plan fr yur custmers. This field defaults t "Estimates". Seventh custm field. The name fr a cntract fr service between yu and yur custmers. Defaults t "Service Cntracts". Eighth custm field - the name fr a gruping f prducts and services. Defaults t "Kits". Ninth custm field - the name fr a set f services, prducts, kits, and/r tasks that are scheduled under multiple visits but all appear n ne invice. Defaults t "Prjects". 4. Click OK. 169

176 Lists and Optins Overview Defining Web Access Features Yu can cnfigure ServiceCEO s that custmers and remte emplyees (mbile technicians) can access limited prtins f ServiceCEO. This feature requires yur database t reside n a cmputer that is cnnected t the Internet. Enabling Web Access 1. Select Tls > Optins r press CTRL+O. The Optins dialg bx appears. 2. Click Web Access frm the Categries bar. The Web Access Optins dialg bx appears. 3. Select the Enable Custmer Web Access check bx t prvide yur custmers limited access t ServiceCEO via the Internet. An Infrmatin dialg bx appears. Cautin: Enabling the Custmer Web Access feature requires yu t cnfigure the cmputer hsting yur database as a Web server. Sme f this prcess takes place utside f ServiceCEO. Fr mre infrmatin, please read the "Custmer Web Access Cnfiguratin Guide" dcument, lcated at: 4. Click OK. 5. Select the Allw cancellatin up t X days befre jb check bx t enable yur custmers t cancel their jbs nline. 6. If yu selected the Allw cancellatin up t X days befre jb check bx, enter the number f days by which a custmer must submit their cancellatin request in the spin cntrl bx. 7. Select the Allw Mbile Tech Access check bx t enable emplyees t access ServiceCEO using their mbile devices. An Infrmatin dialg bx appears. 170