Millennium Termite Software Chapter 1-1 Property Maintenance

Transcription

1 Millennium Termite Software Chapter 1-1 Property Maintenance Adding a Property To Add a new property to Millennium Termite you need to begin by selecting the Properties tag from the Main Menu Bar by placing your mouse on top of the word Properties. Click on Properties and a menu will appear. From this menu you can begin by adding a new property to your system, or you can edit an existing property already on file. You can also renumber an existing property if necessary to match an existing report already produced in a previous system. Note that Millennium Termite will assign a report number to your property automatically from a list located in your Options file. Lastly, you are able to merge a new property account from an existing property already entered into Millennium Termite. This is used for large accounts or complexes with multiple reports to be processed. To begin, select Add Property from the Properties Menu and left click on it, or you may also hit your Enter key on a selected item to open that item from the Menu. The Property Screen will appear.

2 Millennium Termite Software Chapter 1-2 Property Maintenance The Property screen will be blank except for a few items that are defaulted within Millennium Termite. They are the County number, the Property Type and the Report Type. Each can be changed as necessary for each report, but are set to your default setting to assist you in processing your properties.

3 Millennium Termite Software Chapter 1-3 Property Maintenance If you want to change the County number for this property just double click on the County field and the County Codes Pick List will appear. Select the new County from the Picklist and click on the Select button in the upper left of the Picklist. This will enter the new County into the Property Screen. It is important to select the correct County for each property because it will be used later to record any chemical usage information for this property and add it to the appropriate monthly Chemical Usage report for submittal to the County Agricultural Department. If you are not sure of the correct county, then use the defaulted county to set up the property. You can always change the county information at a later date prior to the entering of the chemical usage information. The second defaulted field in the Property Screen is the Property Type. This field is used by the Field Worksheet to assist the inspector in preparing for the Termite Inspection. To change the defaulted value, just double click on the Property Type Field.

4 Millennium Termite Software Chapter 1-4 Property Maintenance The Property Type Pick List will appear. You can select a new property type and click on the Select button on the Pick List menu, or if the Property Type that you want is not listed you can add it at this time by clicking on the Add button on the Pick List Menu. Information on adding to or updating Pick Lists is located in the Pick List section of this manual. To change the Report Type, just click on the pull down arrow at the right side of the Report Type box.

5 Millennium Termite Software Chapter 1-5 Property Maintenance The Report Type Pick List will appear. Select the new Report Type and click on it. This list cannot be changed, the only items allowed are those defined by the Structural Pest Control Board. If the property will be included in an escrow transaction, then you can enter the Escrow Number into the Property Screen and it will appear on the mailing slips. Now it is time to enter the information for all of the parties involved with this Property. You do not need to enter information in every box, and any information can be added, altered or deleted at a future time. It is best to enter any property information that is available, because much of this information will be used at a later time for the inspector s Field Work Sheet, the Inspection Report, Work Authorization, Notice of Completion or Billing. Some of the information entered here will also be used at a later time to produce management reports for your company. Millennium uses numerous Pick Lists to assist you in entering information throughout the system. The use of Pick Lists is not required, but it will save time, reduce errors and add consistency to your reporting system. The Address Pick Lists will assist you in entering much of the information for all of the pertinent parties in the Property Screen. Now we begin by entering the Site information, this is the information regarding the physical address that we are inspecting and the persons occupying the site, if any.

6 Millennium Termite Software Chapter 1-6 Property Maintenance Begin by entering the Site information into the appropriate boxes, fill out as much of the information as you can, but it is not necessary to fill in all of the boxes. Only the address information is required for Millennium Termite to save the property. The Name, Address, Map Code, Cross Street and Phone Numbers will all transfer over to the Field Worksheet.

7 Millennium Termite Software Chapter 1-7 Property Maintenance The next tab is the Billing information. You will notice that all of the other tabs have brackets {} around the titles. Brackets indicate that the boxes in that tab are empty. As you begin to enter information into each of the tabs the brackets will disappear indicating that there is now information in that tab. This will save time in the future by not having to look into each tab to see what parties are included within the property. Starting with the Billing tab it is useful to use the Address Pick Lists or Import Address Fields to assist you with entering the property information. To begin right click on the Name field and a menu will appear. You can choose to Clear the fields in this tab, Import information or Read from one of the Address Pick Lists. To copy over information from another tab you can select the Import Address Fields from the Menu. At this point you have only entered the Site information, so the Site is only tab that you can copy from. It is the only selection on the menu, Import from Site Address List. If the party occupying the property is also going to be the billing party, as in a homeowner without a realtor or escrow that you can select this option. For most real estate transactions the billing party will be someone other than the Site party, so you will generally use the Read from List selection on the menu. If you select this option from the menu, a list of the Address Pick Lists will appear for you to select from. It is not required to use the Address Pick Lists or any of the other functions, you may type in the information if you choose. The use of the Pick Lists in Millennium is an option designed to make you work simpler and more error free.

8 Millennium Termite Software Chapter 1-8 Property Maintenance When you select Read from List from the menu, a list of all of the Address Pick Lists will appear. You can choose any Address Pick List regardless of the tab you are in. For most real estate transactions the Billing tab will be filled by and escrow company, so select Read from Escrow Addresses from the menu.

9 Millennium Termite Software Chapter 1-9 Property Maintenance The Escrow Pick List will appear. The list will be displayed from the top down and the information is listed alphabetically. You can use the scroll bar on the right to see additional Pick List entries, or use the arrows on the menu bar to scroll down, or scroll directly to the end of the list. Your down arrow key will also scroll down once you have clicked on an entry within the Pick List. Once you have found the Escrow Company that you want to use for this property, click on the escrow company to select it, and then go up to the menu bar at the top of the Pick List and click on Select. This will enter the information into your Billing Tab.

10 Millennium Termite Software Chapter 1-10 Property Maintenance Once the information is entered into the Billing Tab, you can now add any additional information that you have for this property. Individual Notes, PO Boxes, and additional Contact information like cell phone and pager numbers. The Billing tab has a unique field called the Alternate Billing Messages.

11 Millennium Termite Software Chapter 1-11 Property Maintenance This allows you to change the default message that appears on the bill for this property. Millennium Termite uses Thank you for your Business as the default message, but you can add your own messages to the system and display up to two of them on a bill for a specific property. The next tab is the Owner, once again you can right click on the Name field and Import the information from another tab or select information from one of the Address Pick Lists. Most of the time this information will be imported from the Site tab, if the property is owner occupied, or typed in, if the property is unoccupied or occupied by a tenant. There is an Owner Address Pick List available for your use. This is generally a list of commercial owners, property managers or landlords. Another method of accessing the Address Pick Lists is from the Property Screen menu. On the top of the screen between Delete and Memo you will see Address. If you click on this button the list of Address Pick Lists will appear. It accesses the same Pick Lists and is simply an alternative method of selecting the Pick List to use to enter information into the tabs. This method can be used within any of the Property tabs and will import the information into the open tab regardless of Pick List accessed. There are also a few additional Pick Lists available here including a Fumigator List and a Builder s List.

12 Millennium Termite Software Chapter 1-12 Property Maintenance Once you have completed entering the address information into all of the tabs you can save the information by simply clicking on the Add button on the Property Screen menu.

13 Millennium Termite Software Chapter 1-13 Property Maintenance A box will appear that says Property Added and you will see that a Report Number has been assigned to the property. You will also notice that the Property Screen menu bar has changed with the Add button now being replaced by one that says Update. All future changes will be saved by clicking on the Update button.

14 Millennium Termite Software Chapter 2-1 Field Worksheet Once you have your new property entered into Millennium Termite you may want to print a Field Worksheet for the inspector to use for his inspection. The Field Worksheet contains information about the property that might be helpful for the inspector along with spaces for a property description, tag locations, infestations located and a grid for the diagram. To begin select Work Sheets from the Main Menu bar. Click on Work Sheets and the Property list will appear. Select the property that you would like to prepare a Field Worksheet for and click on it to bring up the Field Worksheet screen. Many of the items that you entered in the Property Screen will automatically carry over to the Field Worksheet screen. Items that will appear if entered in the Property screen include Occupant s Name, their Home Phone and Work Phone, the Map Reference code and the Cross Street. All of these items come directly from the Site Address box. The Building Type and Report Type will also come from the Property Screen.

15 Millennium Termite Software Chapter 2-2 Field Worksheet Any of these items can be changed or added to at this time. Millennium Termite will also enter an Appointment Date, Appointment Time and Closing Date automatically. These are set so that you may access the system calendar within Millennium Termite. To change any of the dates just click on the pull down arrow at the right side of the date field. The system calendar will appear, just click on a date on the calendar to set that date.

16 Millennium Termite Software Chapter 2-3 Field Worksheet You can change the appointment time by either typing in a new time or by using the up and down arrows on the right side of the Appointment time box. If you have additional information that you would like to include on the Field Worksheet, then you can type it in on the other fields at this time. All of the following input fields are informational only. They will show up on the field work sheet, labeled as they are labeled here, but none of them are mandatory. They can be left blank, or, if the user wishes, used for any purpose desired. If the user feels that two phone numbers on the field work sheet are not enough, you can routinely use the Blank Line, or even a labeled field, such as Access, to enter and display a third phone number. Some of the information entered here will be entered on the Inspection Report, in order to avoid the necessity of entering the same data twice. The data may be freely changed while doing the Inspection Report, and if changed, the corresponding information displayed on the Field Work Sheet will be changed as well. When you are finished entering the Field Worksheet information, select the Add button in the upper right corner of the Field Worksheet menu bar.

17 Millennium Termite Software Chapter 2-4 Field Worksheet A box will appear saying Worksheet Added. At this point your Field Worksheet has been saved. You can print it now, or wait and print it later. You can also create a pdf file to , or send it to a fax modem and use your fax software to send it to a fax machine. To print the worksheet select Print Worksheet from the menu bar.

18 Millennium Termite Software Chapter 2-5 Field Worksheet The windows printer box will appear and allow you to select if you want to send the worksheet to the defaulted printer, preview the worksheet before printing, or create a file for ing. If you select Preview, then an image of the Field Worksheet will appear in the Report Preview screen.

19 Millennium Termite Software Chapter 2-6 Field Worksheet You can scroll up and down to see the entire page or zoom in or out to view the worksheet better. You can then print the worksheet or save it and return later to print it.

20 Millennium Termite Software Chapter 3-1 Inspection Reports To create an Inspection Report you must have entered the property information through the Properties Screen. If you property information has been entered and you are ready to begin to type and Inspection report, click on the Inspections Field at the menu of your Millennium Termite system. Once you click on the Inspections Field the Customer Picklist will appear. Select the Property that you want to create an Inspection Report for. You may Search for a property by the Name, Address or Report Number as described in Chapter 2. Once you have located the appropriate property, double click on it to select it. The Inspection Report Screen will appear. PCE Software Partners - Copywrite 2004

21 Millennium Termite Software Chapter 3-2 Inspection Reports When the Inspection Report Screen appears any information that you have already entered in the Field Worksheet will be carried onto this screen, i.e., Report Type, Inspection Cost, etc. From this point you can either begin to enter your findings and recommendations from the Code Book or by hand as Non Book items, or you can begin by completing the general information that includes the General Description, Location Inspection Tag, Other Inspection Tags, and the Tab Boxes at the bottom. We recommend that you begin by filling in the general information first, followed by the Findings and Recommendations, and finish with the Diagram. To change the Report Type or the Inspection Date you can click on the Pull Down arrow at the end of the box. or PCE Software Partners - Copywrite 2004

22 Millennium Termite Software Chapter 3-3 Inspection Reports Any changes to the Inspection Cost can be made at this time by highlighting it with your mouse and typing in the new price. To enter the General Description of the property you can either type in the information by hand, or you can double click your mouse and the General Descriptions Picklist will appear. At this point you can either select one of the items in the Picklist, or Add an additional item to the Picklist at this time. The General Description will be entered in the appropriate box. PCE Software Partners - Copywrite 2004

23 Millennium Termite Software Chapter 3-4 Inspection Reports Next, double click on the Location Inspection Tag box or type in the location of where the inspection tag was posted. Select the item or Add an additional item as necessary. If you did not note any Other Inspection Tags while at the property you can skip this box, or you can select an item from the Other Inspection Tags Picklist. The Tag Boxes at the bottom of the screen include the Inspector s name and license number that performed the inspection. A Secondary Inspector can be added if one assisted the Primary Inspector. This field can carry over from the Field Worksheet or may be added at this time from the Inspector Picklist by double clicking on the Primary Inspector box. PCE Software Partners - Copywrite 2004

24 Millennium Termite Software Chapter 3-5 Inspection Reports The next tab is the Send to box. This contains the parties who Ordered the Report, Your defaulted parties from the Options file will appear in the boxes. You can then change the parties listed or add a second party to appear in the appropriate box on the front page. Note: If two parties are selected, then the phone numbers for each will not be listed within the box, due to space limitations. The next box is the Check Boxes that appear on the front page of the report. PCE Software Partners - Copywrite 2004

25 Millennium Termite Software Chapter 3-6 Inspection Reports Clicking your left mouse on the box will check the box, a second click will uncheck the box. The boxes checked here will also be checked on the front page of the report and should come from the Inspectors Field Worksheet. The last box is the Export Options box. This box allows you to track the date and Inspection Report was received, mailed and exported. The export date will be entered automatically by the system when you process your WDO Report. The other dates must be entered manually in the system and are for informational use only. They are not required by the system. You can also select the Salesperson that sold this job if you choose to do so. This will then be displayed in Salesman Report. At this point you are ready to begin entering your Findings and Recommendations from the Inspector s Field Worksheet. You begin by selecting the Report Section where you want to begin your report. You can move back and forth throughout the Report Sections as necessary to complete the report. PCE Software Partners - Copywrite 2004

26 Millennium Termite Software Chapter 3-7 Inspection Reports The number of Report Sections and their titles is at your discretion. Whether you choose to list items by Location as shown above, or by Infestation, i.e. Subterranean Termites, Drywood Termites, etc., or any other method, you define these within you own Report Section Picklist. Once you select the Report Section, then you may enter the Findings and Recommendations in one of three methods. First you may select the code from the Check Index button. Clicking this will pull up a Picklist of the codes that are associated with this Report Section. You can then select a code by clicking on it to highlight it and then clicking on Select. If the code you are looking for is not displayed on the screen, then you can move down through your Picklist to find the code by either using your down arrow key, or by moving the scroll bar on the right side of the window. Once you have selected a code the Report Details box will appear. PCE Software Partners - Copywrite 2004

27 Millennium Termite Software Chapter 3-8 Inspection Reports In the Report Details you can modify the code for use in this report. A code that is modified at this time will only be changed for this report and will not modify your existing codebook. You can change font types or sizes, bold, underline or italicize portions of the code or then entire code. When you have finished making any necessary changes, click on Add New Item and the item will be added to your report and assigned an Item Number in accordance with your Options settings. If the code includes a Recommendation, then the Set Item Fields box will appear. In this box you can change the Far Type, i.e. Finding, Recommendation, Combined, Note, etc. You can also change the Breakdown, i.e. Section 1 active infestation or infection, Section 2 conducive condition, or Section 3 Further Inspection. At this point you can also enter the cost for this item if you want a bid for it to appear on your Work Authorization. PCE Software Partners - Copywrite 2004

28 Millennium Termite Software Chapter 3-9 Inspection Reports When you are done, click on the Post button, it will say that the Report Item has been added and will display it on the listing of items in this Report Section. Now you can continue to add your additional items until you are complete with this Report Section. The other methods of adding an item to the report is by entering the Code Number directly into the Code Box and clicking on Enter Number, or by clicking on Non-Book and typing a free form code that will not be added to your existing Code Book. If you enter the Code Number directly the Report Details box appears for you to edit the code just like using the Check Index button. PCE Software Partners - Copywrite 2004

29 Millennium Termite Software Chapter 3-10 Inspection Reports You can edit the code the same as before, or if the code includes fill in the blanks you can add the appropriate information before clicking on Add New Item. Then same Set Item Fields box will appear to add your bid amount and Breakdown information. If you choose to add a Non-Book code, then when you click on the Non-book button a blank Report Details box will appear for you to enter in your unique code information. PCE Software Partners - Copywrite 2004

30 Millennium Termite Software Chapter 3-11 Inspection Reports Enter your Non-Book code information in the Report Details box and click on Post to complete the code. If the code includes a Recommendation then the Set Items Box will appear. A Non-book Code is used for every finding type except for Notes. If you would like to add a Note that is not included in your Code Book, then click on Note instead of Non-book. The Add Note box for Report Details will appear. Enter your Note information and then click on Post to add the Note to your report. Continue adding items to the Report Section until all items are added, then select the next Report Section that you have items for and continue until all items are added. Any notations, either Pre Item Notations or Post Item Notations can be added at any time, but they are always listed at the end of the Report Sections Picklist. PCE Software Partners - Copywrite 2004

31 Millennium Termite Software Chapter 3-12 Inspection Reports Pre and Post Item Notations can also be defaulted to appear in every report in the Options Setup of your system. Up to 10 codes can be defaulted in each section. If you need to edit the information you have added in a particular code, just click on the item to highlight the code then click on Edit Detail. The Report Detail box will open and it will be in the Edit Item mode allowing you to make any changes. PCE Software Partners - Copywrite 2004

32 Millennium Termite Software Chapter 3-13 Inspection Reports Make any desired changes then click on Post to save the changes. If you want to delete a code that has been added to a report, just highlight the item you want to delete and click on Delete Detail. The Delete Detail box will appear with the item to be deleted displayed. Click on Yes to confirm the deletion or No to cancel the deletion. If you want to reorganize the order of the items in the Report Section then you can cut and paste an item into the appropriate location. Right click on the item that you would like to move. PCE Software Partners - Copywrite 2004

33 Millennium Termite Software Chapter 3-14 Inspection Reports A box will appear asking if you want to Add, Edit, or Delete an item or if you would like to Cut Row. To move an item, select Cut Row. The item will disappear. After cutting the item move to the location you would like to insert it and right click your mouse again. Now Paste Row has replaced Cut Row on the menu. Just click on Paste Row and the item you previously cut will be inserted into the location highlighted. All the items from that row on will be shifted down one position and renumbered accordingly. PCE Software Partners - Copywrite 2004

34 Millennium Termite Software Chapter 3-15 Inspection Reports After you have completed entering all of the items for your report you should save the report before continuing on. Click on Update in the upper left corner to save your work. You can click on Update as often as you like to make sure all of your work is being saved in the event of a power or computer disruption. If you are not going to be using the Diagram portion of Millennium to draw your diagram on the report, then you can proceed to the printing of your report. If you choose to use Millennium to complete your diagram, then refer to the Diagramming Section of this manual. PCE Software Partners - Copywrite 2004

35 Millennium Termite Software Chapter 3-16 Inspection Reports Printing your report. You have a number of options when it comes to printing your report in Millennium. One set of options deals with the printer or device that you would like to send your report to while the other deals with a number of options regarding additional pages you can include with your report and the format you want for your report. Millennium allows you to include a number of additional text pages and forms with the printing of your report, based upon the selections you have chosen in the Options Setup. When you click on Print the first thing that appears is the Report Print Options box. Each of the check boxes listed will alter the information that is being sent to your printer or other device. You can select any combinations of these prior to viewing or printing your report each time you print the report. Items selected on previous printing will be selected for each subsequent printing until altered. The options are as follows: Separate Report? Separate Chemical Page? This will add the appropriate Section 1 and Section 2 verbiage to the end of each item in your report. This will add your Chemical Page to the end of your report. It will be numbered and included in the total number of pages for the report. See Text Pages for more information on the Chemical Page. PCE Software Partners - Copywrite 2004

36 Millennium Termite Software Chapter 3-17 Inspection Reports Additional Chemical Page? This will add the Additional Chemical Page to the end of your report. This can be in addition to or in place of the Separate Chemical Page. See Text Pages for more information. Occupants Fume Notice? This will add the Occupants Fume Notice to the end of your report. Your property information will be used to fill in the blanks on the form. Diagram on Separate Page? This option allows you to put the diagram on page 2 of the report instead of on the front page. When this option is chosen a note appears in the diagram area of the front page noting that the diagram is located on the second page. Print Mailing Slips? This option will print the mailing information for each of the parties listed in the property screen on a sheet of paper for you to slip inside a single window envelope. This option is used to eliminate the need for addressing envelopes to each of the parties being mailed a copy of the report. Any parties not receiving copies are discarded. At this point you can select the number of copied of the report you would like to print. Millennium will allow you to print between 0 and 9 copies. You also have the option to preview your report prior to printing it or sending it to another device. It is always recommended to preview your report prior to printing. If you select view report, then the print options box will appear with Preview selected. Click on OK to view your entire report on screen. PCE Software Partners - Copywrite 2004

37 Millennium Termite Software Chapter 3-18 Inspection Reports You can use all standard windows print preview functions in the Report Preview screen including zoom, viewing each page singly or multiple pages at a time, saving the report to a file or printing it directly from this screen. If you choose to print the document from here just click on the printer and the Output Options box will appear. PCE Software Partners - Copywrite 2004

38 Millennium Termite Software Chapter 3-19 Inspection Reports Your default printer will be selected along with the option to print all pages. Click on OK to begin printing or select another option. You can print select pages only by clicking on Pages and selecting the page number or page numbers you would like to print. To change to another printer or to send to a fax modem, click on Setup and select the appropriate device. Or click on Cancel to return to the Report Preview screen. When you are through previewing the report, just click on the Door to return to the Inspection Report Screen. If you want to create a pdf document to to one or more parties then select File from the Output Options box and select Adobe Acrobat (pdf) from the File Options. PCE Software Partners - Copywrite 2004

39 Millennium Termite Software Chapter 3-20 Inspection Reports Then you need to give the file a name to save the pdf under. You may also click on the disk to select where you want to save the file to prior to saving the file. PCE Software Partners - Copywrite 2004

40 Millennium Termite Software Chapter 4-1 Work Authorization To produce a Work Authorization to bid work to be performed, click on Work Authorization on the top menu bar. The Customer Picklist will appear. Select the customer you would like to produce a Work Authorization for, and double click to enter the Work Authorization screen. All of the items that have been entered in the report will appear in the Unassigned Items section. Each item will have the bid amount associated with the item, and the item will be color coded to indicate whether the item is a Section I, Section II or a Further Inspection item.

41 Millennium Termite Software Chapter 4-2 Work Authorization You may now assign the items to the appropriate sections of the Work Authorization. To do so you just need to right click on the first item on the list. The assignment box will appear. The quickest way to assign the items to the appropriate sections is to allow Millennium to do it for you. If you select Assign All, each of the items on the list will be assigned to the appropriate section and the costs totaled up within each section.

42 Millennium Termite Software Chapter 4-3 Work Authorization If you select Assign All then all of the items will be assigned. The totals for each Section will appear in the Authorized Items field in the upper left of the screen, while the Other Cost (Total) will indicate the total of all items.

43 Millennium Termite Software Chapter 4-4 Work Authorization If you want to select each of the items that you would like to bid separately, then right click on the first item that you would like to assign. The assignment box will appear. Each item will display the appropriate information in the assignment box. An item that is a Section I item will list Add to Section 1, whereas an item that is a Section II item will list Add to Section 2 instead. You are also allowed to assign the item to Further Inspection.

44 Millennium Termite Software Chapter 4-5 Work Authorization Once you click on Assign to Section 1, that item will be moved to the Authorized Items for Section 1 and the Authorized Section One Items total and the Other Cost (Total) will be updated to reflect the item selected. At this point you may select another item. At any point you may choose to reset all of the items and begin your selection process again.

45 Millennium Termite Software Chapter 4-6 Work Authorization Click on the first item listed in the Authorized Items for Section 1 list.

46 Millennium Termite Software Chapter 4-7 Work Authorization The assignment box will appear, select Mark Unassigned and click on it. The item will be moved back to the Unassigned Item list. If you want to clear all of the items and begin again you can do so by selecting Clear Items on the top menu bar. When you click on this on Clear Items a box will appear and confirm that you want to clear all of the items form the Authorized Items list.

47 Millennium Termite Software Chapter 4-8 Work Authorization Upon clicking on Yes, all of the items will be returned to the Unassigned items list.

48 Millennium Termite Software Chapter 4-9 Work Authorization When you are finished selecting the items for the Work Authorization, select Update Work Authorization from the top menu bar. A box will appear showing that the Work Authorization is being updated

49 Millennium Termite Software Chapter 4-10 Work Authorization After you have updated the Work Authorization you can now print it. Select Print Work Authorization from the top menu bar. The windows print box will appear asking if you want to send the Work Authorization to the printer, preview it prior to printing, or create a file for ing later.

50 Millennium Termite Software Chapter 4-11 Work Authorization If you select Printer, the Work Authorization will be sent directly to the specified printer, you can change the printer by clicking on Setup. If you select Preview, then the Work Authorization will appear in the in the Print Preview screen. You can preview the Work Authorization to confirm you bid, you can view each of the pages by clicking on the arrow buttons at the top, or you can zoom in or zoom out to view things up close or to see the entire page at one time. After you have review the bid, you can either cancel if you want to return to Work Authorization screen and make any necessary changes, or you can go ahead and print the Work Authorization if everything is as you want it. Just click on the printer icon to bring up the print box and select the number of copies that you would like to print.

51 Millennium Termite Software Chapter 5-1 Notice of Completions To create a Notice of Completion for a report select Completions from the Main Menu The Property List will appear, select the Property you would like to create a Notice of Completion for and click on it. The Notice of Completion screen will appear. All of the items listed in the report will appear on the screen under the List of all Findings on the Report. The items will be listed by their finding number from the report. The bid amount for each item will be noted next to the finding number and the item will be color coded to note whether it is a Section 1, Section 2 or Further Inspection item. Today s date will appear in the Enter Completion Date field, with the day that the inspection was performed appearing in the Inspection Date field. PCE Software Partners copy write 2004

52 Millennium Termite Software Chapter 5-2 Notice of Completions To begin assigning the items to the Recommendation Completed, Secondary Measures Completed, or Recommendations not Completed sections of the Notice of Completion, right click on the first item on the list. A box will appear with a number of choices, these choices include assigning all of the items at once, assigning a single item to the Recommendations Completed, Secondary Measures Completed or Recommendations not Completed sections. It also allows you to move the entire list of items to the Recommendations Completed, Secondary Measures Completed or Recommendations not Completed sections of the Notice of Completion. If the item has already been assigned to one of the sections, you may also utilize this box to Mark Item as Undecided. This will move the item from the selected category back to the List of all Findings in Report section. PCE Software Partners copy write 2004

53 Millennium Termite Software Chapter 5-3 Notice of Completions To move each item individually to the Recommendations Completed section, select Add to Completed from the assignment box PCE Software Partners copy write 2004

54 Millennium Termite Software Chapter 5-4 Notice of Completions The item will be moved to the Recommendations Completed section and the other items in the List of Findings in Report will move to the left to fill the available slot. To add and item to the Secondary Measures Completed, right click on the item and select Add to Secondary from the assignment box. PCE Software Partners copy write 2004

55 Millennium Termite Software Chapter 5-5 Notice of Completions The item selected will be moved to the Secondary Measures Completed Section. To move an item to the Recommendations not Completed section, just right click on the item and select Add to Not Completed from the assignment box. PCE Software Partners copy write 2004

56 Millennium Termite Software Chapter 5-6 Notice of Completions The item will then be moved to the Recommendations Not Completed Section. A quicker method is to move the entire list to one of the sections in a single action PCE Software Partners copy write 2004

57 Millennium Termite Software Chapter 5-7 Notice of Completions Right click on the first item on the line and the assignment box will appear. Select the item that says Move List to Recommendations Completed. The entire list will be moved to the Recommendations Completed section. You can do the same thing by moving all of the items on the list to the Secondary Measures Completed or the List of Recommendations not Completed. PCE Software Partners copy write 2004

58 Millennium Termite Software Chapter 5-8 Notice of Completions This is a particularly useful tool if you have a large number of items going into one section. Select the fewer number of items going into the other sections first, moving them one at a time. Then move the remainder of the items to the last section in one action. If you need to move all of one section back to the List of all findings in Report, then you can right click on the section you want to clear and click on Mark List as Undecided. All of the items in that section will be moved back to the all findings section for redistribution. After all of the items in the report have been assigned to their appropriate sections, you can now address the other areas of the Notice of Completion. If the Completion Date is other than today s date than you can select another date by bringing up the Calendar. To access the Calendar just click on the pull down arrow at the end of the Completion Date field. When you click on this pull down a monthly calendar will appear for the current month with today s date circled in red. PCE Software Partners copy write 2004

59 Millennium Termite Software Chapter 5-9 Notice of Completions Just click on the new Completion Date to enter it in the field. If necessary you can move the calendar forward or backwards by clicking on the two arrow buttons on the top of the monthly calendar. PCE Software Partners copy write 2004

60 Millennium Termite Software Chapter 5-10 Notice of Completions After you have set the Completion Date then you can add the Certification to the Notice of Completion. To insert the Certification click on the Certification tab next to the Assign Findings tab. The Certification box will appear. You have two options to enter Certifications in your Notice of Completion. The first is to manually enter your Certification into the Certification box. You can choose a font style and size and enter a unique certification for this completion. The second option is to select a Certification from your Certifications Picklist. To access the Picklist click on the Certifications button on the top menu bar. PCE Software Partners copy write 2004

61 Millennium Termite Software Chapter 5-11 Notice of Completions A Picklist of your Certifications will appear. Select the Certification that you want to insert into this Completion and double click on it. The Certification will be entered into the Certification box within the Notice of Completion. You can check the Certification for spelling errors by clicking on the spell check icon (abc), change the font style or size, and alter the formatting. If you want to enter chemical usage for your country ag report at this time, then click on the Input Chemicals tab. The Chemical Usage screen will appear. PCE Software Partners copy write 2004

62 Millennium Termite Software Chapter 5-12 Notice of Completions You can enter the Chemical used, amount of each chemical used and number of applications needed for the country ag report. It is not necessary to enter the Applicator Device, Mix Percentage or Chemical Carrier. You can enter up to five different chemicals in one Notice of Completion. At the bottom you can enter the actual application date of the chemicals and confirm the County. You do not need to enter the Technician, Wind Direction, Wind Velocity or Temperature. Once you are finished entering information into the Notice of Completion you can save the information by clicking on Add NOC on the top menu bar. PCE Software Partners copy write 2004

63 Millennium Termite Software Chapter 5-13 Notice of Completions A box will appear confirming the adding of the Notice of Completion PCE Software Partners copy write 2004

64 Millennium Termite Software Chapter 5-14 Notice of Completions If you have not posted any Chemical Usage a box will appear notifying you that you have not entered any Chemical information into this Notice of Completion. You can always return to the Completion at a later date to enter the Chemical Usage information. PCE Software Partners copy write 2004

65 Millennium Termite Software Chapter 5-15 Notice of Completions To print the completion, select Print Notice of Completion from the top menu bar. PCE Software Partners copy write 2004

66 Millennium Termite Software Chapter 5-16 Notice of Completions The windows print box will appear and allow you to send the Notice of Completion directly to the selected printer, preview the completion prior to printing, or save it as a file for ing. If you select preview, the Notice of Completion will appear in the print preview screen You can review the report and return to the Notice of Completion screen for further changes, or send the completion to the printer by clicking on the printer icon. PCE Software Partners copy write 2004

67 Millennium Termite Software Chapter 6-1 Billing To bill a property in Millennium Termite just select Billing from the Main Menu Bar. A menu will appear with three options, you can Bill a Single Property, or you can Cycle Bill all Customers, or you can produce Combined Billing for all combined accounts. Cycle Bill all Customers will generate bills for all customers with an outstanding balance that have not had a bill sent to them in the last 30 days. Combined Billing will generate bills for properties that have multiple reports linked together, this allows a single bill to be printed that shows all outstanding properties for the single account. To begin, select Bill a Single Property from the Billing Menu. When you click on Bill a Single Property the Property Pick List will appear. Select the property that you would like to generate a bill for, you can use the Search function to locate the property by the Report Number, Site Name, Site City and Street, or Site Address and Street.

68 Millennium Termite Software Chapter 6-2 Billing Once you have located the property that you would like to bill, select that property and click on it to bring up the Bill Single Account screen.

69 Millennium Termite Software Chapter 6-3 Billing The current billing information and transaction history for the property will appear. You will see the billing address for the property along with today s date listed for the billing date. If you want to change the Billing Date just click the pull down arrow on the right side of the Billing Date box. You can select another date for the Billing Date just by clicking on the date. Next to the Billing Date you will not a field title Add Copy To:, this field allows you to add an additional party to the bill from another of the boxes in the Property screen. Just click on the pull down arrow at the right side of the box to bring up the Copy To Pick List.

70 Millennium Termite Software Chapter 6-4 Billing Adding a Copy To: address to a bill is only available within single billing. It is not stored within the record and is not used in cycle dated billing. Now the current billing history is listed on the screen including the Inspection Date and Inspection Cost, any Adjustment Costs and the last date an Adjustment was made, any Completion Costs and the last date a Completion was generated, any other costs, and the Payment Totals and the Last Payment Date. These are listed to give you a quick reference to let you know what information will be listed on the bill. Below the billing history is a line which notes if the property is listed as a Combined Billing Account or not a Combined Billing Account. This is to help remind you the status of the property. If the property is listed as a Combined Billing Account you can still print a Single Bill for just this property, combined billing is an option not a requirement. Below the combined billing note is a short transaction history This shows the details of the billing information displayed above. If you have multiple Adjustment, Completion, Other Costs, or Payment transactions, they will be detailed here to show you each of the individual transactions. If you are ready to print the bill just select Print Bill from the Billing Menu bar.

71 Millennium Termite Software Chapter 6-5 Billing A menu box will appear that will allow you to select your printing options for the bill. You can Preview Bill prior to printing if you choose, send the bill directly to the printer without previewing using Print Bill, or you can Review Options which will bring up the Windows print box that will allow you to create a pdf version for ing at a later time.

72 Millennium Termite Software Chapter 6-6 Billing If you select Preview Bill, Millennium Termite will generate the bill and display it in the Report Viewer. Millennium Termite generates 2 pages of the bill, the first one says Retain This Copy for your Records, while the second copy says Return This Copy. If you want to view the entire bill you can either use the scroll bar on the right to view the bottom portion of the bill or you can use the zoom button on the top to view the entire bill on one screen.

73 Millennium Termite Software Chapter 6-7 Billing If you are ready to print the bill just click on the printer icon on the Menu Bar and it will be sent to you defaulted printer. To generate bills for all of your customers on a regular basis you will use the cycle billing portion of the billing system. This will print bills for everyone owing you money that has not had a bill printed within the last 30 days. Select Cycle Bill all Customers from the Billing Menu. The Cycle Billing Box will appear.

74 Millennium Termite Software Chapter 6-8 Billing You can select the Number of Days since Inspection, the Number of Days since Last Billing and whether or not you want to Exclude $0.00 Balances. You have the choice to set any of these to your needs, but we recommend setting the number of days since the inspection date and the number of days since the last billing to 30. This will give you a consistent monthly billing routine making sure every property gets billed once each month if they have an outstanding balance. Combine Billing is used to print a single bill for accounts that have multiple properties linked together. This is primarily used for properties where you have performed a Complete Inspection, and one or more Supplemental Inspections or Reinspections and you want to include all of these on one single bill. To generate your combined bills select Combined Billing from the Billing Main Menu. The Combined Billing screen will appear.

75 Millennium Termite Software Chapter 6-9 Billing This screen is similar to the Cycle Billing screen but includes and option for Print Combined Bills. When you select this option only the Combined Bills will be printed within this operation. After completing the printing of your Combined Bills you should run your Cycle Dated Billing to bill all other properties with an outstanding balance. ALWAYS print Combined Bills FIRST if you are using this feature within the program. If you do your Cycle Dated Billing first, then you will generate single bills for ALL properties with an outstanding balance.

76 Millennium Termite Software Chapter 7-1 Transactions To post payments, add credit and debit adjustments, or edit an existing transaction select Txns from the Main Menu If you click on the Txns button the Transaction Menu will appear To post a payment to a property, select Add Payment from the Transaction Menu The Property Picklist will appear

77 Millennium Termite Software Chapter 7-2 Transactions Select the property that you would like to post a payment for and double click on it. The Enter Txn screen will appear. To post a payment click on the transaction that you would like to apply the payment against. This will usually be either an Inspection or a Completion sale transaction.

78 Millennium Termite Software Chapter 7-3 Transactions The detail information for this transaction will appear on the right side of the screen. To post the payment select the Add button from the Enter Txn Menu at the upper right corner of the screen.

79 Millennium Termite Software Chapter 7-4 Transactions A menu box will appear, you have the options of adding a payment or a credit or debit adjustment. Select Add Payment from the menu Click on Add Payment and the Add Payment Transaction box will appear.

80 Millennium Termite Software Chapter 7-5 Transactions Only the selected transaction will appear in the transaction list. Today s date will be defaulted to the Txn Date and the next transaction number will appear in the Invoice Number field. If you want to change the payment date, just click on the pull down arrow at the end of the Txn Date field to pull up the calendar.

81 Millennium Termite Software Chapter 7-6 Transactions Select the new payment date, then enter the payment amount in the Txn Amount field.

82 Millennium Termite Software Chapter 7-7 Transactions You can also enter the Bank Number and Check Number in the appropriate fields. These are not required for processing the payment but are useful in tracking payments for both you and the customer.

83 Millennium Termite Software Chapter 7-8 Transactions To finish adding the payment just click on Post on the Enter Txn Menu.

84 Millennium Termite Software Chapter 7-9 Transactions The payment will be added to the transaction history and the entire history will be shown along with an update transaction summary in the lower right corner of the screen.