Quick Dispense New Customer Initialization/Installation

Transcription

1 This document is a how-to guide to using the new web-based Quick Dispense Customer Initialization/Installation program. Before you can use it, you must connect your computer to the internet and open a web browser. On the web browser enter the following web address: Once the following page is viewed, save it as a favorite place so you can access it easier later. When you click the Log-In button, you will see the following window: Your user name is your simple address name (without Your password is your initials (2 characters) followed by the last 4-digits of your cell phone number. Page 1 of 31 qdcustinit.doc 4/28/2010

2 It is advised that you change your password so others cannot determine it. To do this click on the change password button on the log-in page. You will then be prompted with the following page: Enter the required information and click on the Submit button. After a successfully log-on, you will see the following page: This is the main page. It automatically displays the customer installs entered for the current month. If you are a salesman, you will only see the installs you created. If you are a manager or service personnel, you will see all installs. When you are done, click on the Log-Out button to exit. You can also click on the Documentation button to view/print/save an up-to-date version of this document. Page 2 of 31 qdcustinit.doc 4/28/2010

3 The Customer Installation Review page defaults to showing installs for the current month/year. To display installs for a prior month, change the Entry Month/Year values to the desired month/year. Then click on the Refresh List button to obtain them. Notice that the Customer-Name column is highlighted. This indicates that the list is currently sorted in Customer-Name order. You can choose to sort by any of the following columns: Install#, Customer- Name, Dist-Type, Inst-Type, Entered-By, Entry-Date, Survey, Info-Missing, Status, Sts-Date and Sts- User. To change the sort order, click on one of the column headings listed previously. You will notice that the highlight will change to the newly selected column. Then click on the Refresh List button to re-sequence the list. If you want to see all of your OPEN installs, click on the Toggle Search By button. You will see the following page: It lists all of your install requests that have not been completed or cancelled. If you want to see your CLOSED installs (install requests that have been completed or cancelled), click on the Status drop down box and change it to CLOSED. Then click on the Refresh List button. You will see the following page: Page 3 of 31 qdcustinit.doc 4/28/2010

4 If you want to search through all the installs by Customer-Name, click on the Toggle Search By button again. You will see the following page: Enter an identifying portion of the desired Customer-Name in the Search Name box. Then click on the Refresh List button to execute the search. See the example below. If you want to display all installs, leave the Search Name box blank and click on the Refresh List button. To return to installs listed by Entry Month/Year, click on the Toggle Search By button again. Page 4 of 31 qdcustinit.doc 4/28/2010

5 The columns listed are described in detail as follows: Select : contains a radio button to allow you to select a given install to work with (only one at a time). Install# : contains a system-assigned installation number (sequential number). Customer-Name : contains the customer s name. Dist-Type : contains the distribution type (1-QD Direct, 2-Convert from Sub., 3-Service Fee Account, and 4-Indirect Account). Inst-Type : contains the installation type (1-New Customer, 2-Add-On Existing Location, 3-New Loc. Existing Customer, 4-Upgrade, 5-Exchange, 6-Downgrade, 7-Bid Change Notice, 8-Trade Show, 9- Price Change Notice). Inst-Date : contains the salesperson s requested installation date. Entered-By : contains the user id of the person who created the installation request. Entry-Date : contains the date the installation request was first entered into the system. Survey : contains a Yes/No to indicate if a Technician Pre-Survey is required. Info-Missing : contains a Yes if at least one piece of equipment described in the install request is marked missing information (?). Status : contains the current status description to indicate the install request s progress. They are as listed as follows: 1. Incomplete: the install request has been partially entered, but not completed. 2. Sales-Ready: the install request has been completely entered. Service may schedule it now. 3. Sales-Held: the install request is being held by the salesperson. 4. Sales-Cancelled: the install request has been cancelled by the salesperson. 5. Service-Scheduled: the install request has been scheduled by the service department. Page 5 of 31 qdcustinit.doc 4/28/2010

6 6. Service Held Equipment Not Ready: the install request has been held by the service department because the equipment is not ready. 7. Service Held No Product: the install request has been held by the service department because there is no product to complete the install. 8. Service Held Utilities Not Ready: the install request has been held by the service department because the customer s utilities are not ready. 9. Service Held Customer Not Ready: the install request has been held by the service department because the customer is not ready. 10. Service Cancelled: the install request has been cancelled by the service department. 11. Service Partially Completed: the install request was partially fulfilled. 12. Service Completed: the install request was completed. Sts-Date : contains the date the status was changed. Sts-Time : contains the time the status was changed. Sts-User : contains the user id of the person who made the status change. The installation status can be changed by various users. It is controlled by the following table: There are four types of users as indicated in the table above: ADMIN : MGMT : SALES : SERVICE : system administrators managers salespeople service personnel. The set authority column indicates who can set this status condition on a given install request. Page 6 of 31 qdcustinit.doc 4/28/2010

7 The update authority indicates who can make changes to a given install request once it s status condition is set. As an install request is processed, it moves through the various status conditions. Once the service personnel have changed the status to service-related conditions, the salespeople can no longer make any changes. However, they can always view and print their own installation requests. If a salesperson needs to make changes to an install request after service has worked with it, they can request that the service department set the status back to Sales-Ready or Incomplete to allow them change it. Management can make all of the status changes. However, once the status becomes partially or fully completed, they cannot make any more changes. Administrators can make all of the status changes at any time. This above example shows the Customer Installation Review page. From this main page, you can do the following. 1. Enter a new installation request: by clicking the New Installation button. 2. Enter a new installation request by copying from an existing one: Click on the Select radio button of the install request you want to copy from, then click on the New Installation button. 3. View, print or save a.pdf version of an existing installation request: Select a given install request by clicking on it s radio button. Then click the View/Print Selection button to view it as a.pdf file. From there you can also print it -or- save it (so you can it later). 4. Make changes to an existing installation request: Select a given install request by clicking on it s radio button. Then click the Update Selection button. 5. an install request to the Installation Group : Select a given install request by clicking on it s radio button. Then click the Update Selection button. 6. View the status of an existing installation request: Select a given install request by clicking on it s radio button. Then click the View Status of Installation button. Page 7 of 31 qdcustinit.doc 4/28/2010

8 If you select an install request, but change your mind about working with it, then either click on another install request -or- click on the Refresh List button to clear all selections. Each of the actions listed above will be described on subsequent pages. Entering a New Installation Request. After clicking on the New Installation button you will see the following. First you must make sure whether this is a new customer or an existing customer. Use one or more of the various search boxes to locate the desired customer. Search by Name : Enter a portion of the customer s name (this can be an identifying word found anywhere within the name). Search by Address : Enter a portion of the customer s address (this can be an identifying word found anywhere within the customer s address). Search by City : Enter a portion of the customer s city name (this can be an identifying word found anywhere withing the customer s city name). Search by State : Enter the customer s state abbreviation. After you enter the search criteria, click on the Search button. You will be shown a list of possible matches. Page 8 of 31 qdcustinit.doc 4/28/2010

9 If the customer is not listed, you can revise the search criteria and click on the Search button again. If you cannot find it at all, then it is a new customer. Click on the Next Page button to continue. If you do find it, click on it s select radio button and then click on the Next Page button to continue. Notice that the customer above has one piece of equipment (the column EQ-Count ). If you want to view that equipment, click on the customer s select button and then click on the Display Equipment button. In this example, you will see the following: Click on the Return button when you are done reviewing the customer s existing equipment. The following points are referencing the picture at the top of this page. If you change your mind about working with that customer, either select another customer, or click the Search button to re-build the list. If you change your mind about entering a new install request, click on the Prior Page button to return back to the Customer Installation Review page. If you want to continue to enter the install request for the selected customer, click on the Next Page button. Page 9 of 31 qdcustinit.doc 4/28/2010

10 The Customer Information Entry page is displayed above. Since we had picked an existing customer, some of the information has already been filled in for us. You should review all of the information and correct any inaccuracies. All of the items marked with an asterisk are required entries. There is one exception: you need not enter both the Tax ID# and Resale#, one of them is sufficient. Items with a small triangle on the right side of their entry box are pull-down selections where you can pick from a list of valid values. The bottom Status line can be ignored (it will be filled in automatically). Also ignore the Done button on the Status line, this is only used when making status condition changes. When you are done making all the necessary changes, click on the NextPage button to continue. If any errors are detected, they will be shown in red on the title line (see below). You must fix all errors in order to continue. If you close the window -or- click on the browser back button you will lose your entries. The installation request is not assigned an Install# until you successfully complete this page. Page 10 of 31 qdcustinit.doc 4/28/2010

11 For date entries, you can either pull-down/select the month, day and year -or- you can click on the small calendar icon to the right of the year. After clicking the icon, you will see the above calendar. You can click on a day of the calendar to select a date. Use the <Previous or Next> links at the bottom of the calendar to advance to the prior or next month. Once you select a day, the calendar disappears. You can also close the calendar by clicking on the calendar icon again. There are two main kinds of customers: direct and indirect. Direct customers require an additional two pages of entry that indirect customer do not need (for product class price codes and first delivery order). Also some additional customer entry items are required for one and not the other. When you successfully complete the Customer Information Entry page, an Install# is assigned and that portion of the install request is saved. You will then continue with the next page: Here is where you select all the product classes you will be working with. Page 11 of 31 qdcustinit.doc 4/28/2010

12 Now, you will select all of the models of equipment you want to install. You will be building a list of the specific models. You can search by model# or description. If you want a list of all models to choose from, leave the search boxes blank. Only models from the product classes you previously selected will be displayed. Below we have entered a search description and clicked on the Search button. All models matching that description will be listed. From here you can select the model(s) you want. After checking all the models you want, click on the Update button to start build your list. From here you search and select more models until you are done. If you enter a valid model# and click on the Search button, it will automatically add that model to your list. Page 12 of 31 qdcustinit.doc 4/28/2010

13 If you change your mind about a selected model, click on the remove box beside it. Then press the Update button to remove it. When you are done, selecting models click on the NextPage button. On this page, you can indicate how many of each model you want to install. When you are done, click on the Next Page button. There is detailed information that is required for each piece of equipment you are installing. The following pages will describe that information. You will be prompted for that information for each piece of equipment one-at-a-time. You will see a sequential number assigned to each piece of equipment starting with (1). Your internet browser s back-arrow button can be used through-out this program to return to the prior page. However, it is suggested that you use the Prior Page button if it is available instead. Page 13 of 31 qdcustinit.doc 4/28/2010

14 The Model#, Description, Model Value and Inst-Time are provided for you. All of the other information are to be entered by you as needed. N/A means not applicable. (?) means you don t know the answer and it must be determined later. You can click on the Plug Help button to assist you in selecting the correct equipment electrical plug. A wide variety of NEMA Plugs are listed to choose from, click the Return button after selecting one. Page 14 of 31 qdcustinit.doc 4/28/2010

15 The Estimated Monthly Volume you entered is compared to our Suggested Volume for the given model and a warning window is popped up if you enter a quantity below the suggested volume. Click the OK button to continue. The next page prompts you to build a list of items you will be using with this piece of equipment. It is used to determine the model flavors for equipment graphics. For direct customers it is also the list of items to be included in the first delivery order. Similar to the model selection you performed previously, you search and select by QD-Item#, Description, Mfr-Item# or Dist-Item#. One or more of these search boxes can be filled in to filter down to a short list you can choose from. After entering the search criteria, click on the Search button. To show all items, leave the search criteria blank. Only items that are in the same product class as the model selected will be listed. On the next page, we have selected a search description of vit sel and clicked on the Search button. Page 15 of 31 qdcustinit.doc 4/28/2010

16 After selecting the desired items, click on the Update button to build your list. If you change your mind, you can check the remove box on items you previously selected, then click the Update button to remove them. Otherwise, search/select more items until you are done. As with the model selections, if you enter the item# and click on the Select button, it will automatically add that item to your list. Page 16 of 31 qdcustinit.doc 4/28/2010

17 When you are done, selecting all of the items to be used with this piece of equipment, click on the NextPage button to continue with the next piece of equipment. Repeat this process until all of your models have been entered. After the last model is processed the following page appears. Page 17 of 31 qdcustinit.doc 4/28/2010

18 This is the last page of the install request. The Total Estimated Model Install Time is automatically calculated by summing the individual install times for all the equipment specified. The Customer Install Window should allocate enough hours to complete this estimate. Note: the Next Page button shown above has been replaced with a Done button. When you successfully complete this page (by clicking the Done button), you will be reminded to your install request to the install group. Clicking Done a second time will return you to the main page displayed below: From the main page Customer Installation Review, you can select an existing installation and click on the Update Selection button. The following pages will appear and allow you to make changes. Page 18 of 31 qdcustinit.doc 4/28/2010

19 Notice that the Status line was automatically updated when you finished the request previously. If you are just updating the Status, you can change it and click on the Done button. Otherwise, click on the NextPage button to continue. Note that the previous selections are highlighted. Click on the Next Page button to continue. Page 19 of 31 qdcustinit.doc 4/28/2010

20 This page display all of the models that were previously selected. You can select a given model and make changes to it. If you want to add or delete models, you must click on the Re-Select All Models button. Unfortunately, this deletes all previous model information and you have start-over on model information entry. The Info-Missing column indicates that this piece of equipment is missing required information. It needs to be resolved before the install request can be worked. We can select a piece of equipment and click on View Selection to make changes (see below): Unfortunately, if you need to change the items for model flavors, you need to go back and use the Re-Select All Models button and start over. For all other information you can simply change it here. Click the Next Page button when you are done making changes to return to the Model Information Review page. From there you can select other equipment to update. When you are done click on the Next Page button. This will take you to the final page of the install request as shown on the next page. Page 20 of 31 qdcustinit.doc 4/28/2010

21 After making changes to this page, click on the Done button to return to the main page. (Note: the example above shows Next Page, it now shows Done. As we mentioned earlier, direct customers have some additional pages. Examples are shown below: Price codes need to be selected for each product class. All of the items selected for the installed equipment are listed on this page. You are prompted to enter the appropriate case quantities for the first delivery order. Page 21 of 31 qdcustinit.doc 4/28/2010

22 Also if the customer has a Bid Acct box checked: Another page will appear to select the bid program as shown below: Now we will show how to view, print or save the complete Install Request in the.pdf document format. Select the desired install request by clicking on the appropriate select button and then click on the View/Print Selection button. You will see the following: Page 22 of 31 qdcustinit.doc 4/28/2010

23 From this page, you can print the complete install request out by clicking on the following icon: Also from this page, you can save a copy of the generated.pdf to a file on your computer by clicking on this icon: It s generally not necessary to save it, because when you it, you will receive a copy of the and the install request attachment.pdf. And of course, you can view all the pages by navigating the.pdf document in your browser. This is the recommended way to view an existing install request. All of the information that was previously entered is displayed in an easy-to-read format. When you are done, click on your Internet Browser Back button to return to the main page: It is usually found on the upper left corner of the browser window as shown above. Page 23 of 31 qdcustinit.doc 4/28/2010

24 The following shows you pictures of the actual.pdf pages of a sample install request. Page 24 of 31 qdcustinit.doc 4/28/2010

25 Page 25 of 31 qdcustinit.doc 4/28/2010

26 Once you have completed entering an install request and have viewed it to double-check it for accuracy, select it by clicking on it s Select radio button and then click on the to Install Group button to a copy of it to all of the addresses in the Installation Group as well as a copy to your own . The Customer Initialization/Installation system enables you to view the progress of each of your Install requests. You no longer have to call the Service Department for information. You can now view information that the Service Department has entered as they work on them. First, select the desired install request from the Customer Installation Review page. Then click on the View Status of Installation button. The following pages show you an example of what you will see. Page 26 of 31 qdcustinit.doc 4/28/2010

27 The left-side of the Installation Status page shows the Distributor Information. Below that you will find specific installation information. The right-side of the page shows the Status change log. Once the Service Department, creates work order(s) and link them to your install request, you will be able to see them listed at the bottom of the page. To view more information about a particular work order, select it and click on the Display Selected Work Order button. The following page shows you what you will see next. Note: The work order information from the S2000 System is currently being Updated once a day at 04:30am. So you will not see changes made on the current day. Page 27 of 31 qdcustinit.doc 4/28/2010

28 Specific S2000 work order information is shown above. General work order information is shown on the left-side of the page. Work order service comments are shown on the right-side of the page. Below them are the Work Order Notes. These notes represents a detailed log of events regarding the work order. For those notes, where the More column has a Y, you can display more information. Two types of notes are of special interest to you: 1. Subject: Customer Installation Request Status This note is created by the service department in order to link the work order to your install request. It is also a place where important milestones are posted. When service creates this note or changes this note, they can specify that it should be ed to you. 2. Subject: Customer Installation Delay Notification This note is created by the service department to indicate an installation delay. When service creates the note, they can specify that it should be ed to you. There may be more than one delay note created, depending on the circumstances. Examples of both of these notes are show on the next page. To view the additional note information, select the note and click on the Display Selected Note button. Page 28 of 31 qdcustinit.doc 4/28/2010

29 Above is an example of the Customer Installation Request Status note. Once the note is ed to you, the date and time is logged on the last line. This note will be ed multiple times as more information is known. Above is an example of a Customer Installation Delay Notification note. Once the note is ed to you, the date and time is logged on the last line. Page 29 of 31 qdcustinit.doc 4/28/2010

30 Here is an example of another service note. As you can see even portions of text are recorded as work order documentation. Note: Whenever you notice a sliding bar on the right-side of the page as shown in the above example, this indicates that there is more to see. Click on the sliding bar and drag it up and down to see more. To return to the prior page, click on the Prior Page Button. To return to the main page, click on the Main Page button. On the work order detail page, notice the Work Order Activity button (on the left-side). If you click on it, you will see the following page. Page 30 of 31 qdcustinit.doc 4/28/2010

31 This shows the work order time-stamps of all the activity performed (when, who and what). To return to the prior page, click on the Prior Page Button. To return to the main page, click on the Main Page button. This concludes the documentation of the Quick Dispense New Customer Initialization/Installation. For help or comments, Stan Kam Page 31 of 31 qdcustinit.doc 4/28/2010