The ServiceCEO Implementation Checklist

Transcription

1 The ServiceCEO Implementatin Checklist

2 Cpyright 2008 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 Implementatin Checklist... 1 Defining Cmpany Infrmatin... 1 Defining Tax Cdes... 3 Adding Tax Cdes... 3 Editing Tax Cdes... 5 Deleting Tax Cdes... 6 The Zne Manager... 6 Manage by ZIP Cde... 7 Manage by Zne... 9 Assign Tax Cdes The Zne Manager Filter Zne Manager Optinal Updates Creating a Zne Editing Znes Deleting Znes Managing ZIP Cdes Adding ZIP Cdes Editing ZIP Cdes Deleting ZIP Cdes Master Categries Overview Defining Service Units Services List Overview Defining Service Items Prducts List Overview Defining Master Prduct Items Defining Inventry Management Optins Enabling Inventry Management Purchase Order Settings Item Csting Inventry Stck Lcatins Inventry Rerder Pints iii

4 Price Levels Overview Managing Price Levels Campaigns Campaigns Overview Campaign Categries Creating a Campaign Categry Editing a Campaign Categry Deleting a Campaign Categry Defining Campaigns Demgraphics Demgraphic Filters Campaign Tasks Executing Campaign Tasks Defining Substatuses Adding/Editing Substatuses Deleting Substatuses Defining Vcabulary Defining Idilect Defining Nte Types Nte Type Tabs Adding New Nte Types Editing Nte Types Deleting Nte Types Defining Requirements Custmer Optins Jb Optins Emplyee Optins Defining Emplyee Rles Adding Emplyee Rles Editing Emplyee Rles Deactivating Emplyee Rles Cnfigure Payrll Payrll Overview iv

5 The Payrll Setup Wizard Defining Payrll Optins Defining Time Cdes Defining Scheduling Optins Entering Emplyees Defining Emplyee Skills Creating Teams Creating Teams Editing Teams Deactivating Teams Enabling Service Cntracts Defining Custmer Subtypes Adding Custmer Subtypes Editing Custmer Subtypes Enabling Equipment Tracking Cnfigure Reprting Optins Defining Reprting Optins Adjusting Invice/Wrk Order/Estimate Reprt Optins Adjusting Statements Reprt Optins Adjusting Rute Sheets Reprt Optins Security Rights / User Grups Security Overview Managing User Grups Managing Users Accunting Integratin Accunting Integratin Overview QuickBks Overview Cnfiguring Accunting Integratin Cnfiguring QuickBks Integratin Cnfiguring XML Integratin Integrating Taxes with Accunting Integrating Specific Areas Creating a New Custmer v

6 Imprting Data Imprting Data int ServiceCEO Overview Select Data Surce Mapping Fields Preview Imprt Data Imprt Wizard Trubleshting Credit Card Prcessing Glssary vi

7 Implementatin Checklist The Implementatin Checklist is designed t help yu setup ServiceCEO t wrk with yu. It lists the lists and ptins that yu need t cnfigure, at a minimum, befre starting t use ServiceCEO t run yur business. The Implementatin Checklist is available in several places: Online as a PDF file. This is the clearest printable versin. The ServiceCEO's Help System Table f Cntents. The Implementatin Checklist sectin belw. The Implementatin Training Series Vide Library area f the Member Center. Defining Cmpany Infrmatin The first step in cnfiguring ServiceCEO is t define yur cmpany infrmatin. Nte: If yu are running ServiceCEO Enterprise, the Cmpany Infrmatin area and buttn will be called Cmpany Structure. Fr mre n ServiceCEO Enterprise, please read the ServiceCEO Enterprise Cnfiguratin Guide. 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. 1

8 3. Type the name f yur cmpany int the Name field. Nte that yur cmpany name cannt cntain mre than 50 characters. 4. Type the name and infrmatin f the main cmpany cntact int the Cntact sectin. 5. Type the address f yur cmpany's main lcatin int the Address 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 Cde sectin fr details. 3. Type yur main phne number int the Phne field. 4. Type yur main fax number int the Fax field, if applicable. 5. Type yur cmpany's main address int the field. 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 tpic f the ServiceCEO Help System. 6. Type yur cmpany's website address int the Web site field. 2

9 7. Type the percentage f prfits the cmpany gets frm its franchisees, if any, int the Ryalty Rate 1 and 2 fields. 8. Type any infrmatin yu wuld like int the five Custm Fields. Nte that yu cannt edit the names f these custm fields. 9. If yu are using Inventry Tracking, select the Stck Lcatin check bx t make the cmpany a stck lcatin. See als the Defining Inventry Management Optins tpic. 10. Type any relevant ntes int the Ntes field. 11. Yu can insert yur cmpany lg int the Lg bx. Fr mre, see the Inserting a Lg tpic. 12. Yu can integrate ServiceCEO with an accunting package by selecting the Enabling Accunting Integratin check bx. See the Integrating Accunting sectin fr mre infrmatin. If yu are nt integrated with a third-party Accunting applicatin, yu can type the name f yur main bank accunt int the Default Bank Accunt field. 13. If yu are using Advanced Billing, click Cnfigure Billing Settings t setup an advanced billing cnfiguratin fr the entire cmpany. See the Defining Billing Prperties tpic f the ServiceCEO Help System fr mre. 14. Click Save and Clse. 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. Adding Tax Cdes 1. Select Tls > Lists > Tax Cdes. The Tax Cdes dialg bx appears. 3

10 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 drpdwn lists thrughut ServiceCEO. 12. Repeat steps 7-11 t add mre tax cdes fr the current tax type. 13. Click Clse. 14. Repeat steps 2-13 t add additinal tax types and cdes. 4

11 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 Tax Updates dialg bx appears. This dialg bx displays all f the taxes yu've changed. The tax changes will update all active jbs with unlcked invices, as described in the dialg bx. Cautin: Taxes n miscellaneus charges, Credit Nte Adjustments, and Service Cntracts will nt be autmatically adjusted. 8. Click Update. 5

12 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. Any existing custmers that are currently using the existing tax cde will cntinue t d s until the tax cde is manually remved frm the apprpriate Custmer Address. 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. The Zne Manager 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. 6

13 Manage by ZIP Cde The Manage by ZIP Cde tab f the Zne Manager enables yu t assign znes t particular ZIP Cdes. 1. Select Tls > Lists > Zne Management r press CTRL+F6. The Manage by ZIP Cde tab f the Zne Manager appears. 7

14 2. Filter the ZIP Cde list t find the ZIP Cde yu want t assciate with znes. Fr details, see the Zne Manager Filter sectin. 3. Select the ZIP Cde that yu want t assciate with a zne(s). 4. 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. 5. Select the check bx crrespnding t the zne(s) yu want t assciate with the selected ZIP Cdes. 6. Click Save r Save and Clse. The Optinal Updates dialg bx appears. See the Optinal Updates sectin. 8

15 Manage by Zne Implementatin Checklist The Manage by Zne tab f the Zne Manager enables yu t assign ZIP Cdes t particular znes. 1. Select Tls > Lists > Zne Management r press CTRL+F6. The Zne Manager appears. 2. Click the Manage by Zne tab. 3. Select the Zne yu want t assciate with ZIP Cde frm the Step 1 sectin. 4. If yu'd like, edit the znes' values. Yu can: Define Zne Pricing. Select a zne price fr the zne frm the Zne Pricing drp-dwn list. Fr mre n Zne Pricing, see the Using Zne Pricing tpic f the ServiceCEO Help System. 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. 9

16 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. 5. Filter the ZIP Cde list t find the ZIP Cdes yu want t assciate with the selected Zne. Fr details, see the Zne Manager Filter sectin. 6. Select the check bx crrespnding t the ZIP Cde(s) that yu want t assciate with the selected zne. 7. Edit the ZIP Cde as necessary. 8. Click Save r Save and Clse. The Optinal Updates dialg bx appears. See the Assign Tax Cdes The Assign Tax Cdes tab f the Zne Manager enables yu t assign tax cdes t yur znes. 1. Select Tls > Lists > Zne Management r press CTRL+F6. The Zne Manager appears. 2. Click the Assign Tax Cdes tab. 10

17 3. Filter the ZIP Cde list t find the ZIP Cdes yu want t assciate with tax cdes. Fr details, see the Zne Manager Filter sectin. 4. Select the check bx(es) crrespnding t the ZIP Cde(s) fr which yu want t define tax cdes. 5. Select the check bx(es) crrespnding t each tax type(s) that yu want t apply t the selected ZIP Cdes in the step tw sectin. 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. 6. Select the tax cde(s) yu want t assign t the ZIP Cde(s) frm the apprpriate drp-dwn lists. 7. Click Apply. The tax cdes selected in step 6 are applied t the selected ZIP Cdes, and will appear in the apprpriate Step 1 sectin. 8. Click Save r Save and Clse. The Optinal Updates dialg bx appears. See the Optinal Updates sectin, belw. 11

18 The Zne Manager Filter The Zne Manager filter appears n all three tabs f the Zne Manager. 1. Select Tls > Lists > Zne Management r press CTRL+F6. The Zne Manager appears. 2. Click the tab n which yu want t define a filter. 3. 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 drpdwn 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 drp-dwn list. 4. 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. Zne Manager Optinal Updates 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 whenever yu have made any additins r changes in the Zne Manager. 12

19 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 Yu can create a new zne frm the Zne Manager. 1. Select Tls > Lists > Zne Management r press CTRL+F6. The Zne Manager dialg bx appears. 13

20 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. 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 tpic f the ServiceCEO Help System fr mre.) Fr example, if ne f yur znes cvers Nrtheast Hustn, yu culd use the zne name "NEHu". 4. If necessary, select a zne price grup fr the zne frm the Zne Pricing drpdwn list. Fr mre n Zne Pricing, see the Using Zne Pricing tpic f the ServiceCEO Help System. 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. 14

21 4. Click Clse. The Optinal Updates dialg bx appears. See the Optinal Updates sectin. Deleting Znes Yu cannt delete a Zne with active emplyees and/r jbs assigned t it. Yu can, hwever, make it inactive by clearing the Active check bx fr the apprpriate zne. 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. 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 tpic f the ServiceCEO Help System. Nte: Insight Direct des nt have a license t distribute pstal cdes fr ther cuntries ther than 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 tpic. 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. 15

22 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 tpic. 7. Click OK. The Optinal Updates dialg bx appears. Fr details, see the Zne Manager Optinal Updates tpic. 8. Click OK. 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 Zne Manager Optinal Updates tpic. 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. 16

23 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 Zne Manager Optinal Updates tpic. 9. Click OK. Master 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. 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 Master 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. 17

24 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. 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. 18

25 Editing a Master 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 Master 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. When yu deactivate a master categry, it will autmatically deactivate all prducts and services within that categry, s it is a gd idea t mve all f the prducts and services t new categries befre deactivating the current categry. T deactivate a master 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 deactivate is lcated. 4. Clear the Active check bx fr the master categry yu want t deactivate. 5. Click OK. T delete a master categry that has never had any infrmatin cntained within it, repeat the steps abve but click Delete rather than the Active check bx in step 4. 19

26 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 Detail r 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. 20

27 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. 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 f the master Categries dialg bx) are displayed in bld black lettering. 21

28 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. 22

29 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 tpic f the ServiceCEO Help System. 23

30 11. Select the apprpriate Tax check bxes t apply taxes t the service. 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. Yu can autmatically create a task when this service is sld. See Autmatically Creating Tasks with Prducts and Services fr details. 15. 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. 16. 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. Deactivating Services Services that are assciated with a jb at any pint - 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 mving frward. 24

31 1. Select Tls > Lists > Master Service List r press CTRL+F4. The Prducts and Services page appears. 2. Duble-click the service yu want t deactivate. The Service Detail dialg bx appears. 3. Clear the Active check bx. A cnfirmatin dialg bx appears. 4. Click OK. 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 tpic f the ServiceCEO Help Systems fr details. Defining Master Prduct Items Befre yu can assign prducts t jbs, yu first have t define the prducts in ServiceCEO. 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. 25

32 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. 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. 26

33 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 Adding Master Prducts t Inventry tpic f the ServiceCEO Help System. 16. If yu're integrated with an Accunting package, click the Accunting tab. See the Assciating Prducts-Services with Accunting sectin fr details. 17. Yu can autmatically create a task when this prduct is sld. See the Autmatically Creating Tasks with Prducts and Services tpic f the ServiceCEO Help System fr details. 18. 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. 19. Click OK. 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. 27

34 Deactivating Prducts Prducts that are assciated with a jb at any pint - 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 mving frward. 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 deactivate. The Prduct Detail dialg bx appears. 3. Clear the Active check bx. A cnfirmatin dialg bx appears. 4. Click OK. Defining Inventry Management Optins Yu can use ServiceCEO t track yur inventry data. Enabling inventry management lets yu track prduct vendrs, purchase rders, and the stck levels at yur stck lcatins. Fr mre n tracking Inventry, please read the Inventry tpic f the ServiceCEO Help Systems. 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. 28

35 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. 29

36 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. 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. 30

37 Tip: T autmatically insert the purchase rder's ntificatin date, type "%DATE%" in the text field. 11. Click OK. 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 tpic f the ServiceCEO 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. 31

38 Nte: Fr mre details n these ptins, please read the Nn-Serialized Inventry tpic in the ServiceCEO help system. 6. Click OK. Inventry Stck Lcatins By selecting the check bxes in the Inventry Stck Lcatins dialg bx, yu make that level a Stck Lcatin. In ther wrds, if yu select the Team check bx in step fur, every team in ServiceCEO will be becme a functining stck lcatin. 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. The Regin and Branch check bxes will nly appear if yu are running ServiceCEO Enterprise. 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. 32

39 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. Price Levels Overview Cautin: Price levels are different frm Zne Pricing. Zne Pricing used t be called "Price Grups" in versins f ServiceCEO befre 6.1. Fr mre n Zne Pricing, please see the Using Zne Pricing tpic f the ServiceCEO Help System. Price Levels enable yu t tailr charges fr particular custmer lcatins r jbs by raising r lwering prduct and service prices by a percentage that yu define. Fr example, if yu culd prvide a preferred custmer a 5% markdwn n all f their prducts and services. In additin, yu can mark up r mark dwn prducts based n the cst r price. In ther wrds, yu can use price levels t generate the prduct's sell price based n tw things: 1. Standard Price. Price-based price levels generate a new sell price by adjusting the prduct's standard price as defined in the Prduct Detail dialg bx. 2. Cst Based. The sell price will be derived by taking the prduct's cst (as defined in the Prduct Detail dialg bx) and multiplying it by the price level. Nte: Depending n hw the inventry prduct is being csted (i.e., Serialized, LIFO, FIFO, Average On Hand, Last Purchase Price, etc.), the riginal cst f items may vary; fr details n hw inventry items are csted, see the Hw is the Cst Calculated fr Inventry Items? tpic f the ServiceCEO Help System. Managing Price Levels Yu can define percentage by which the price level will increase r decrease cst r sell prices in the Price Levels dialg bx. Creating Price Levels Befre yu can use Price Levels, yu first need t create them. T d s: 1. Select Tls > Lists > Price Levels. The Price Levels dialg bx appears. 33

40 2. Click Add t add a new price level t the list. 3. The Active check bx is selected by default. Deselect it if yu d nt want this price level t appear when assigning prducts and services t jbs. Tip: Once a price level has been created, it cannt be deleted. If yu are n lnger using a price grup, simply deselect the Active check bx and the price grup will n lnger be able t be selected frm a drp-dwn list in ServiceCEO. See the Discntinuing Price Levels sectin fr details. 4. Type a name fr the price level in the Name field. 5. In the Services field, type the percentage amunt by which yu want t change the sell price f services using this price grup. This value can be psitive r negative. 6. Type the percentage amunt by which yu want t change prducts using this price grup in the first Prducts field. This value can be psitive r negative. 7. If yu typed a value in the Prducts field, select what abut the prduct yu want t change frm the Prducts drp-dwn list. Yur ptins are: Cst. The prduct's cst will be adjusted by the amunt in the first Prducts field. If yu are using the Inventry Tracking mdule, the methd f cst calculatin may vary, depending n what csting type yu are using (i.e., serialized, LIFO, FIFO, Average On Hand, Last Purchase Price, etc.) Sell Price. The prduct's sell price will be adjusted by the amunt in the first Prducts field. 8. Repeat steps 2-7 t create additinal price levels. 9. Click OK t save yur changes and clse the Custmer Price Levels dialg bx. 34

41 Editing Price Levels 1. Select Tls > Lists > Price Levels. The Price Levels dialg bx appears. 2. Select the price level yu want t add. 3. Edit any f the values as necessary. 4. Repeat steps 2-3 t edit additinal price levels. 5. Click OK. Yur changes are saved. Deactivating Price Levels Once created, yu cannt delete a price level. Hwever, yu can make it inactive s that the price level n lnger appears in drp-dwn lists thrughut ServiceCEO. T d s: 1. Select Tls > Lists > Price Levels. The Price Levels dialg bx appears. 2. Clear the Active check bx fr the price level yu want t deactivate. If the price level is assigned t any custmers, custmer lcatins, r jbs, then the Price Level Update dialg bx appears: 35

42 This dialg bx lets yu cntrl hw the inactive price level is replaced, if at all, n yur custmers and/r jbs. Yur chices are: Change all Custmers with [deactivated price level] t. This ptin will replace the deactivated price level with the price level yu select frm the drpdwn list. The replacement will ccur in all custmer recrds and addresses where the deactivated price level appears. In ther wrds, if a custmer is using the price level yu are deactivating, that price level will be replaced by the ne yu select nw. The implicatins f this replacement are: All new jbs will use the price level yu define here. All ld jbs will cntinue t use the ld price level. D nt change existing Custmers with [deactivated price level]. All jbs fr the custmer will cntinue t use the deactivate price level. Cautin: If yu keep the deactivate price level, it will cntinue t be used fr thse custmers that have it selected in their Address Infrmatin dialg bx. Hwever, yu will nt be able t select it frm any f the price level drp-dwn lists in ServiceCEO. 3. Select the apprpriate value frm the drp-dwn list. 4. Click OK. The Price Level is nt active. 5. Repeat steps 2-4 t deactivate ther price levels. 6. Click OK. Yur changes are saved. Campaigns 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 36

43 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. 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: 37

44 2. Click Add t add a new categry. 3. Type the categry's name in the Name field. 4. Repeat steps 2-3 t add mre categries. 5. 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. Make any necessary edits t the apprpriate campaign categries. 3. Click OK. Deleting a Campaign Categry Nte that yu can nly delete categries withut any campaigns attached t it. If at least ne campaign belngs t a categry, the Delete buttn will nt be active. Yu will need t remve all campaigns frm the categry befre yu can delete it. 1. Select Tls > Lists > Campaign Categries. The Categry Maintenance dialg bx appears. 2. Highlight the campaign categry yu want t delete. 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. 38

45 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. 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. 39

46 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 Yu cannt delete a campaign if it is selected in the Campaign drp-dwn list in at least ne custmer r jb recrd. While yu cannt make the campaign inactive either, yu can adjust the campaign's Keep Available in Drp-Dwns fields s that the campaign cannt be selected in the future. 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. 40

47 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. 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. Demgraphics are typically used t define the audience fr Campaign Tasks. Creating Demgraphics T create a demgraphic: 1. Select Tls > Lists > Demgraphics. The Demgraphic Maintenance dialg bx appears. 2. Click Add. The Demgraphic Builder dialg bx appears. 41

48 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). 42

49 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 tpic f the ServiceCEO Help System fr mre details. 6. 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. 7. 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. 8. Select yur filter criteria frm the left side f the dialg bx. Fr details, see the Demgraphic Filters sectin. 9. 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. Deleting Demgraphics Yu cannt delete a demgraphic that are used fr any active r cmpleted campaign tasks. If the demgraphic is nt in use, fllw these steps: 1. Select Tls > Lists > Demgraphics. The Demgraphic Maintenance dialg bx appears. 2. Select the demgraphic yu want t delete. 43

50 3. Click Delete. A cnfirmatin dialg bx appears. 4. Click Yes. The demgraphic is deleted. 5. Repeat steps 2-4 t delete additinal demgraphics. 6. Click OK. 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. 44

51 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. 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 tpic f the ServiceCEO Help System. 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 tpic f the ServiceCEO Help System. 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: 1. Select the check bx crrespnding t the cntact interval that yu want t hnr. If needed, yu can select multiple cntact settings. 45

52 Zne 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. 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. 3. Select the start date frm the Start calendar bx. 4. Select the end date frm the End calendar bx. 5. Select the type f recrds fr which yu want t filter frm the Accunt fr drpdwn 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 tpic f the ServiceCEO Help System. 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. 46

53 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 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. 47

54 3. Type a title fr the task in the Subject field. 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 tpic f the ServiceCEO Help System. 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 tpic f the ServiceCEO Help System 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. 48

55 Nte: If yu are creating a Micrsft Wrd Mail Merge, the Select Template dialg bx appears. See the Defining Mail Merge Templates tpic f the ServiceCEO Help System 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 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 tpic f the ServiceCEO Help System 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. 49

56 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. 12. 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. 13. Click Next. If yu selected the Schedule these tasks t be created at a later date ptin buttn, a reminder task appears. 14. Change the date f the reminder task t the date t which yu want t be reminded t create the tasks. 15. Assign the task if necessary. 16. Click OK. The task appears n the campaign dialg bx as well as the Tasks sectin f Office Duties. 50

57 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 area. 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 area. 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. 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. 51

58 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 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. 52

59 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. 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. 53

60 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 frm the drp-dwn list. All jbs, estimates, r tasks with this substatus will display the icn yu select here. 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. 7. Repeat steps 1-5 t add r edit mre substatuses. 8. When cmplete, click Save t save yur changes. 9. Click Clse. 54

61 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 area Cmpletin tab f the Office Duties area Canceling jbs via the Calendar Cautin: Only ne substatus can be marked as the default value f the primary status. Deleting Substatuses Substatuses that are in use fr an active r cmpleted recrd cannt be deleted. Fr substatuses that can't be deleted, we recmmend that yu deactivate the substatus by clearing the Active check bx fr the substatus. This means that existing recrds will cntinue t use this substatus, but it will nt be able t be assigned t any new recrds mving frward. T delete a substatus: 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. T deactivate a substatus: 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. 55

62 3. Click in the Substatus field fr the status yu want t deactivate. 4. Clear the Active check bx. 5. Repeat steps 3-4 t deactivate additinal substatuses. 6. Click OK. The Status Editr dialg bx clses. Defining Vcabulary The Vcabulary ptin lets yu custmize cmmn ServiceCEO terms. 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 field. The name fr the individuals/rganizatins t which yu prvide services and r prducts. This setting defaults t "Custmer". Secnd field. The name fr a jb with a frequency, r service plan. Defaults t "Schedule". Third field. The name fr the wrk scheduled t be perfrmed fr yur custmers. This defaults t "Jbs". 56

63 Implementatin Checklist Furth field. The name fr the peple wh perfrm tasks fr yur custmers. This field defaults t "Emplyees". Custmized Examples: Technicians, subcntractrs, cleaners, service prviders. Fifth 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, T Ds, Pending Psting. Sixth field. The name fr a grup f emplyees wh perfrm tasks. This field defaults t "Teams". Custmized Examples: Crews, Rutes, Technician, Trucks, etc. Seventh field. The name fr a pre-service plan fr yur custmers. This field defaults t "Estimates". Eighth field. The name fr a cntract fr service between yu and yur custmers. Defaults t "Service Cntracts". Ninth field. The name fr a gruping f prducts and services. Defaults t "Kits". Tenth 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". Eleventh field. The name fr the individual jbs that make up a prject. Defaults t "Visits". 4. Click OK. Tip: The name f the third icn n the Navigatr bar is cntrlled by the plural value f the secnd, r "schedules", field. 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. 57

64 58 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 Nte Types Many areas f ServiceCEO let yu create ntes fr 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 delete these nte types as yu see fit.

65 Nte Type Tabs There are seven different categries f nte types: Implementatin Checklist Custmer - Custmer nte types are available n a custmer's Ntes tab. An example f a Custmer nte type is "Client Call Details." Emplyee - Emplyee nte types are available n an emplyee's Persnnel File tab. An example f an Emplyee nte type is "Training Update." Cust & Empl - Cust & Empl nte types are available when recrding custmer feedback thrugh the feedback wizard. These items 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 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 estimate. 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. 59

66 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 Please be aware that any nte type that has already been used cannt be deleted. 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. 60

67 3. Select the nte type yu want t delete. 4. Click Delete. 5. Click OK. 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. Yu can cntrl the requirements fr three types f recrds: Custmers Jbs Emplyees 61

68 Custmer Optins Custmer Requirements Yu can define what fields must be entered befre a custmer recrd can be saved. T d s: 1. Frm the Requirements/Defaults Optins dialg bx, click Custmer Optins. The Requirements dialg bx appears. 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. 62

69 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. 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. 63

70 2. Select the apprpriate check bx in the Required Entries sectin fr each field yu want t make required when creating a new jb. 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. 64

71 2. Select the apprpriate check bx fr each field yu want t make required when creating a new emplyee. 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. 65

72 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. 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. 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. 66

73 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. Deactivating Emplyee Rles Yu cannt delete emplyee rles that are in use r have been used in the past. Yu can deactivate a rle as lng as it is nt currently an emplyee's default rle (n their Payrll Setup tab). Deactivating a rle will remve the rle frm all current cnfiguratins and yu will nt be able t use it mving frward. Keep in mind that if an emplyee is eligible fr a rle and the rle is deactivated, the emplyee will n lnger be eligible fr that rle. 1. Select Tls > Lists > Emplyee Rles. The Emplyee Rles dialg bx appears. 2. Clear the Active check bx fr the rle yu want t deactivate. 3. Click OK. The rle is deactivated! Cnfigure Payrll Payrll Overview Fllw these steps t cnfigure payrll in ServiceCEO: 1. Run the Payrll Setup Wizard. 2. Define Payrll Optins. See the Defining Payrll Optins sectin fr details. 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. 67

74 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. 7. (Optinal) If needed, define yur hlidays. See the Defining Hlidays tpic f the ServiceCEO Help System fr details. 8. Cnfigure specific emplyee recrds Payrll Setup. See the Emplyee Payrll Setup Tab tpic f the ServiceCEO Help System fr details. Wrk hurs. See the Emplyee Wrk Hurs tpic f the ServiceCEO Help System fr details. 9. Enter time cards. See the Time Cards Overview tpic f the ServiceCEO Help System fr mre n Time Cards. 10. Calculate paychecks. 11. Review emplyee payrll histry. See the Emplyee Payrll Histry Tab tpic f the ServiceCEO Help System 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 prtin f payrll. Tip: Fr mre infrmatin n payrll, and slutins t cmmn payrll issues, please als read the Frequently Asked Questins abut Payrll tpic f the ServiceCEO Help System. 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. 68

75 Yu can access the Payrll Setup Wizard frm several places: Click Payrll Setup Wizard frm the Payrll Optins dialg bx. Implementatin Checklist 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 area. 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. 1. Select the date n which yu want t start using ServiceCEO fr yur payrll frm the first drp-dwn 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 drpdwn list. 69

76 3. Click Next. The third page f the Payrll Setup Wizard appears. 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. 70

77 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. Cautin: The secnd Time Cards page will nly appear if yu select the secnd ptin buttn n the first Time Cards page. 71

78 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. 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. 72

79 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: Previus Jb/Task. Travel time is included in the cst f the jb/task immediately preceding the travel. Next Jb/Task. Travel time is included in the cst f the jb/task ccurring immediately after the travel. 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. 73

80 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 nncmmissined 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. T demnstrate, fr a cmmissinable charge f $ n a jb with three emplyees assigned t it: Pay Cmmissins? (defined via Emplyee Rle r a Service/ Prduct Item) Tls > Optins > Payrll Optins setting D nt split cmmissinable charge Split cmmissinable charge amng nly cmmissined emplyees n the jb Split cmmissinable charge amng all emplyees n the jb Empl. 1 Yes (10%) $10.00 $5.00 $3.33 Empl. 2 Yes (20%) $20.00 $10.00 $6.66 Empl. 3 N N/A N/A N/A Tip: Anther way f lking at cmmissinable charge splitting is that ServiceCEO will apply the emplyee s cmmissin percentage t the ttal sale f the service, then divide it by the number f emplyees n the jb. In ther wrds: (Sale * Cmmissin rate) / # f Emplyees. 74

81 7. If ne f the last tw ptin buttns in the Cmmissin sectin are selected, the Include Sales Reps in Cmmissin Split check bx will be selected by default, meaning that yur sales representatives will be included in any payrll cmmissin splitting. T remve sales reps frm this cmmissin split, deselect the check bx. 8. 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 tpic. 9. Click OK. 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. Hurly Emplyee Setup. 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. 75

82 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. 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 drp-dwn 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 cannt be deleted. Hwever, they can be deactivated, which will make them unavailable fr selectin n new recrds. 76

83 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 t be Busy (i.e., yu cannt assign an emplyee a time cde with a Busy value n the Wrk Hurs r Wrk Hurs Override screen). 7. Select the apprpriate value frm the Hurly Emplyee Setup drp-dwn list. Yur ptins are: Include. This time cde will be used t calculate payrll fr hurly emplyees. Exclude. This time cde will NOT be used t calculate payrll fr hurly emplyees. Include/N Overtime. This time rll will be used t calculate nrmal payrll fr hurly emplyees, but will nt be used twards calculatin f vertime. Cautin: The Hurly Emplyee Setup selectin nly cntrls hurly payrll. It will nt affect emplyees being paid cmmissins, a flat fee, r a salary. 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. 77

84 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 drp-dwn 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. Deactivating Time Cdes Yu cannt delete time cdes that are in use, r have been used in the past. Yu can, hwever, deactivate time cdes, meaning that the time cde will nt be remved frm current cnfiguratins, but yu will nt be able t select the deactivated time cde frm any Time Cde drp-dwn list mving frward. 1. Open the Time Cde Setup dialg bx. 2. If necessary, select the level fr which yu want t deactivate a time cde frm the Setup fr drp-dwn list. 3. Clear the Active check bx fr time cde yu want t deactivate. 4. Repeat steps 3-4 t deactivate additinal time cdes. 5. 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. 78

85 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 tpic f the ServiceCEO Help System. 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. 79

86 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 tpic f the ServiceCEO Help System. 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. 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 tpic f the ServiceCEO Help System 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 tpic f the ServiceCEO Help System. 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 tpic f the ServiceCEO Help System. 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 drp-dwn 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. 80

87 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. Entering Emplyees T add a new emplyee in ServiceCEO: 1. Click Emplyee frm the Navigatr bar. The Emplyee List appears. 2. Click New r select File > New Emplyee. The General tab f a new emplyee recrd appears. 3. Enter the emplyee's data n the relevant tabs. See the apprpriate tpics f the ServiceCEO Help System fr details: Emplyee General Tab Emplyee Detail Tab Emplyee Signuts Tab Emplyee Persnnel File Tab Emplyee Links Tab Emplyee Payrll Setup Tab Emplyee Skills Tab Emplyee Payrll Histry Tab 4. When dne, click Save and Clse. The Emplyee List appears, displaying the new emplyee. 81

88 Defining Emplyee Skills Skills are the abilities a particular emplyee pssesses. Fr mre, see the Emplyee Skills Tab tpic f the ServiceCEO Help System. 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. 82

89 Deleting Skills Implementatin Checklist If a skill is in use, meaning that it is assigned t at least ne emplyee, the skill cannt be deleted. In these instances, we recmmend yu deactivate the skill by clearing its Active check bx. Ding s means that the skill will cntinue t be assigned t thse emplyees and jbs wh had it befre, but the skill will nt be able t be assigned in the future. 1. Select Tls > Lists > Skills. The Skills dialg bx appears. 2. Select the skill yu want t delete. 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. Creating Teams 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. 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 tpic f the ServiceCEO Help System. 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. 83

90 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. Click the apprpriate check bx fr every emplyee yu want t assign t this team in the Emplyee Name sectin. 6. Click the apprpriate check bx fr every zne yu want t assign t this team in the Zne sectin. 7. Click the apprpriate check bx fr every custmer type yu want t assign t this team in the Custmer Type sectin. 84

91 8. 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. 9. 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 tpic f the ServiceCEO Help System. 10. 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. 11. Repeat steps 3-10 fr each additinal team. 12. 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. Deactivating Teams Yu cannt delete teams that are either currently assigned t a jb r have wrked n a jb in the past. Yu can, hwever, deactivate a team, meaning that the team will nt be able t be assigned t any wrk mving frward. Tip: Teams that are assigned t active r pending jbs cannt be deactivated. If yu want t deactivate the team, yu will need t either assign thse jbs t anther team, r wait until the scheduled jbs are cmpleted r canceled. 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 deactivate. 3. Clear the Active check bx. The team is deactivated. 85

92 4. Click Save and Clse. If a team has never perfrmed any wrk, yu can delete it by selecting it in the Team dialg bx and clicking. Enabling Service Cntracts Yu can use ServiceCEO t create service cntracts fr yur custmers. Fr mre n Service Cntracts, please read the Service Cntracts tpic f the ServiceCEO Help Systems. 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. 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. 86

93 8. Click Edit Agreement. The Edit Agreement dialg bx appears. 9. Edit the agreement as necessary. 10. Click Save. The new agreement is saved. Implementatin Checklist 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 Custmer Subtypes Yu can define subtype grups that rganize yur custmers int grups beynd the individual/crprate distinctin. 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. 6. Click OK. 87

94 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. Enabling Equipment Tracking Yu can use ServiceCEO t track the equipment yu have lcated at custmer sites. Enabling equipment tracking will display Equipment tabs in several different lcatins in ServiceCEO. Fr mre n equipment tracking, please read the Equipment tpic f the ServiceCEO Help Systems. 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. 88

95 Cnfigure Reprting Optins 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. These include: The Invice/Wrk Order/Estimate Reprt The Statements Reprt The Rute Sheets Reprt 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. 89

96 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. 90

97 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. 91

98 Nte: Yu can nly select the Custmer's regin r Custmer's branch ptin buttns if yu are running ServiceCEO Enterprise. 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 single line item (if that ptin is selected in the Kit's Invice As drp-dwn 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. 92

99 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. 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. 93

100 6. Edit the custmer agreement as necessary. 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. 94

101 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. 95

102 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. 96

103 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. Security Rights / User Grups Security Overview Keeping yur data secure is essential, which is why security is an extremely imprtant element f ServiceCEO. 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 ServiceCEO administratr can set access rights (user names and passwrds) 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. T access the security area, lg n as the Administratr and selecting Tls > Optins > Security. User Access Rights dialg bx appears. The dialg bx has tw subsectins: 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. 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. 97

104 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 user grup cntrls the user s access rights. In ther wrds, access rights are nt defined via individual users but by the user grup r grups t which that user belngs. 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. 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 the Administratr. 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 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. 98

105 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 rights frm a grup, click.. T quickly remve all access 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 tpic f the ServiceCEO Help System. Tip: T quickly assign all rights t the grup, click rights frm a grup, click.. T quickly remve all access 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. 99

106 3. Select the name f the grup yu wuld like t delete. 4. Click Delete. 5. Click Save and Clse. Fr a cmplete listing f all f the security rights in ServiceCEO, please see the Security Rights Table tpic f the ServiceCEO Help System. 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. 100

107 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: Fr security reasns, we highly recmmend that yu edit the Administratr's passwrd frm its default value. 10. 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. 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. 11. Repeat steps 4-10 t add new users. 12. 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. 101

108 6. When yu are finished, click Save and Clse. Remving Users In rder t ensure data integrity, yu cannt delete users after they have been created. Given this limitatin, if yu want t blck a user frm accessing ServiceCEO, we recmmend yu change the user's passwrd and deselect all f their User Grup check bxes. This will effectively prevent them frm lgging int the prgram. Accunting Integratin Accunting Integratin Overview ServiceCEO's accunting 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 yur accunting, banking and payables systems. T this end, ServiceCEO can link up with many General Ledger (GL) applicatins in rder t transfer data between the tw prgrams. In general, this will be a ne-way transfer f data frm ServiceCEO int the GL applicatin. Nte: 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. The GL applicatin that can be mst clsely integrated with ServiceCEO is QuickBks. QuickBks is a ppular accunting sftware prgram develped by Intuit. ServiceCEO can quickly and easily cnnect with and update the QuickBks general ledger after financial actins are perfrmed within ServiceCEO (i.e., jbs are clsed, depsits are made, etc). This integratin helps reduce errrs ften assciated with duble entry and cuts dwn n amunt f accunting wrk that is required t run yur business. XML Integratin If yu are using a GL applicatin ther then QuickBks, ServiceCEO will exprt a representatin f yur financial transactins in an XML frmat, saving these transactins t a.xml file. Extensible Markup Language (XML) files will be created and saved t a designated directry (identified during accunting integratin - see the Cnfiguring XML Integratin tpic fr details). The XML files are marked with the event date and a serial number. These XML files can then be imprted int an accunting package. This XML Integratin des nt autmatically integrate with any applicatins, nr is it a web service. Rather, it is a manual prcess that begins with a user clicking an Exprt buttn in ServiceCEO. 102

109 Since ServiceCEO des nt directly imprt the XML files int yur accunting applicatin; yu, r yur systems integratr, will need t create r purchase an applicatin that perfrms the fllwing actins: 1. Mnitr the directry (as defined in ServiceCEO) fr created XML files (aka, a "file drp"). 2. Open the XML file and parse the infrmatin ut f the file. 3. Lad the data frm the XML file int an bject. 4. Validate the infrmatin. If there are errrs, the user shuld be made aware f these errrs. 5. Imprt the infrmatin stred in the bject int yur accunting package. This will mst likely require the ability t integrate with yur accunting package as well as the ability t map fields frm the bject t the prper fields within yur accunting applicatin. While ne example f such a tl is Micrsft Great Plains Integratin Manager, we d nt currently recmmend any applicatins that culd imprt XML int an accunting package fr yu. 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. Fr mre infrmatin abut these XML Files, dwnlad the XML Sftware Develpment Kit (SDK). This cmpressed file cntains: ServiceCEOXML.zsd. This XSD file explains the structure f the XML exprt files. Sample XML files. Currently, this includes an example f exprted depsits, inventry adjustments, paychecks, purchase rders, and tw invice exprts (identified as Sales and Sales2). Exprting Data Data can be exprted frm three lcatins within ServiceCEO, all lcated in the Office Duties area: Invices, Transactins, and (if tracking Inventry) Inventry Adjustments thrugh the Sales Exprts tab. Depsits, including custmer payments, thrugh the Depsits tab. Paychecks (grss wage data) thrugh the Paychecks tab. 103

110 If yu are using ServiceCEO's Inventry mdule, yu can als exprt yur Purchase Orders frm the Purchase Order recrd. Tip: While yu d nt need t be lgged int ServiceCEO as an administratr t exprt data an accunting package, nly users with the prper security settings can exprt data frm ServiceCEO. See the User Grups sectin fr details abut security settings. QuickBks Overview QuickBks is a ppular accunting sftware prgram develped by Intuit. ServiceCEO can quickly and easily link up with yur QuickBks applicatin t facilitate data sharing between the tw prgrams. Basically, yu can exprt financial infrmatin frm ServiceCEO t the QuickBks general ledger when certain financial actins are perfrmed within ServiceCEO (i.e., invices are psted, depsits are made, etc). While this integratin is limited t nly financial data - ServiceCEO des nt exprt custmer infrmatin r payment applicatin infrmatin - 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. Cautin: Due t limitatins with the QuickBks imprt utility, ServiceCEO cannt exprt payrll int QuickBks. Befre yu integrate QuickBks with ServiceCEO: Yu will need QuickBks 2002, 2003, 2004, 2005, 2006, 2007, r Nte that ServiceCEO des nt integrate with the Basic, Simple Start, r 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 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. Read the QuickBks Deplyment Best Practices White Paper (PDF) fr tips n hw t cnfigure yur QuickBks netwrk fr maximum efficiency and perfrmance. Integratin with QuickBks UK is in an indefinite beta, due t tw knwn issues. Fr details, please read this tpic in the Insight Direct Discussin Bards. 104

111 Cautin: T integrate the applicatins, yu must be lgged int bth ServiceCEO and QuickBks as an Administratr. After the prgrams are integrated, any user with the prper Security Rights can exprt data frm ServiceCEO int QuickBks. Nte: Yu can view a training vide that cvers QuickBks integratin in the Member Center. Cnfiguring Accunting Integratin When integrating with a General Ledger (GL) applicatin with ServiceCEO, yu need t enter r select the GL accunt names/numbers t which yu want t send different types f data. This is described in detail in the Integratins sectins belw. If yu are integrating with QuickBks, ServiceCEO imprts the accunt names frm QuickBks s that they are synchrnized between the tw applicatins. See the Cnfiguring QuickBks Integratin sectin fr mre. In additin, if yu are using Inventry Tracking, yu can synchrnize yur vendr infrmatin between QuickBks and ServiceCEO. See the Integrating Inventry with Accunting sectin fr details. T integrate ServiceCEO with an accunting prgram, either QuickBks r a General Ledger Applicatin, fllw these steps: 1. Lg int ServiceCEO as the administratr. 2. Select Tls > Optins r press CTRL+O. The Optins page appears. 3. Click Cmpany Infrmatin frm the Categries Bar. The Cmpany Infrmatin dialg bx appears. 4. Scrll dwn t the bttm f this dialg bx. 105

112 Yu can integrate tw aspects f ServiceCEO with yur accunting applicatin: Sales, purchasing and Accunts Receivable. Can be linked t XML r QuickBks. T integrate with QuickBks, please read the Cnfiguring QuickBks Integratin sectin. T integrate with XML, please read the Cnfiguring XML Integratin sectin. Payrll Integratin. Please read the Cnfiguring XML Integratin sectin t learn hw t integrate payrll with a GL applicatin. Once integrated, yu can exprt the data t the accunting applicatin: Accunts Receivable and Adjustments. See the Exprt Sales tpic f the ServiceCEO Help System. Payments. See the Exprt Depsits tpic f the ServiceCEO Help System. Purchase Orders. See the Exprting Purchase Orders tpic f the ServiceCEO Help System. Paychecks. See the Exprting Paychecks tpic f the ServiceCEO Help System. 106

113 Cnfiguring QuickBks Integratin Cautin: If yu are running Micrsft Vista, yu need t have the User Accunt Cntrl (UAC) enabled in rder t integrate with QuickBks. If the UAC is disabled, yu will receive an errr. T integrate ServiceCEO with QuickBks: 1. Select Tls > Optins. The Optins dialg bx 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. 4. Select the Enable Accunting Integratin check bx. A grup f additinal fields appears. 5. Click the "three dts" buttn next t the Lcatin f the QuickBks Cmpany File field. The Select Cmpany File dialg bx appears. 6. 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. If nt, nly the user perating the cmputer with the QuickBks database can exprt infrmatin t QuickBks. 7. Click Open. A warning dialg bx appears, reminding yu that yu must have QuickBks pen. 8. Click OK. 9. Select the apprpriate versin f QuickBks frm the Select Package drpdwn list. QuickBks USA. Select this ptin if yu are running the U.S. versin f QuickBks. QuickBks Canada. Select this ptin if yu are running the Canadian versin f QuickBks. ServiceCEO XML. Fr details n cnfiguring XML accunting integratin, see the Cnfiguring XML Integratin tpic. 107

114 Nte: By default, ServiceCEO installs QBFC5, the latest QuickBks Integratin Pack. This prgram enables ServiceCEO t integrate with all versins f QuickBks up t QuickBks Click Verify Cnnectin. ServiceCEO will attempt t retrieve the chart f accunts frm the QuickBks database (the ne displayed in the Select Package field). If this is the first time yu are integrating yur applicatin with QuickBks, a Create New QB Custmer? dialg bx appears. 11. Click Yes. QuickBks will create a custmer recrd called "ServiceCEO". A Success dialg bx appears. Nte: The ServiceCEO custmer recrd is the custmer accunt that will keep yur Accunts Receivables balance in QuickBks. Due t a QuickBks limitatin, 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). Cautin: If yu receive this errr after clicking Yes: Errr 91 - Object variable r With blck variable nt set Yu may have a custmer r vendr with the name ServiceCEO already in yur QuickBks file. Since QuickBks des nt allw duplicate custmer\vendr names, yu will need t pen change the name f the ServiceCEO custmer\vendr in QuickBks. Once the name is changed, yu will be able t integrate the tw applicatins. 12. Click OK. The Cmpany Infrmatin dialg bx reappears. 108

115 13. Select the apprpriate default accunts frm the fllwing drp-dwn lists. The accunts yu select here will be the default accunts t which yur accunting infrmatin will be exprted. Yu can verwrite these defaults fr specific Master Prducts/Services, Master Categries, etc.) as well as when yu exprt the data. 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 Asset r Bank accunts. 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 Other Current Liability (if yu include tips in yur emplyee's payrll checks). Inventry Asset Accunt. The default Inventry asset accunt; typically linked t an Other Current Liability 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. If yur inventry lss is fr an inventry revaluatin, this shuld be linked t an Asset accunt. If the lss is t indicate the lss f stck, then it can be linked t an Expense accunt. Nte that 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 an 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 Integrating Prducts and Services sectin fr mre. Default Adjustment. Used t track all adjustments in ServiceCEO. Typical linked accunts are Expense accunts. Default Misc. Expense Accunt. Used fr prducts that are nt included in inventry tracking when the inventry tracking mdule is enabled. Typically linked t an Other Expense accunt. Sales Tax Payable Accunts. One f these accunts will appear fr each ServiceCEO Tax Cde yu have cnfigured. Link these t a Lng Term Liability r Other Current Liability accunt. Nte that t view the Sales Taxes in QuickBks after they have been exprted, select Reprts > Vendrs & Payables > Sales Tax Liability and drill int the Sales Tax Payable clumn. 109

116 Nte: 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 than 50 characters, an errr will be generated when yu attempt t exprt sales r depsit t QuickBks. 14. Click Save and Clse. QuickBks Cnfiguratin Settings If multiple ServiceCEO users are ging t be exprting infrmatin t QuickBks, yu will need t enable multi-user mde in QuickBks. T d s: 1. Open QuickBks. 2. Select File > Switch t Multi-user Mde. If yu want t exprt infrmatin t QuickBks when the QuickBks file is nt pen, yu must cnfigure QuickBks t accept data transfers when it is nt pen. T d this: 1. Open QuickBks. 2. Select Edit > Preferences. The Preferences dialg bx appears. 3. Click Integrated Applicatins n the left side f the dialg bx. 4. Click the Cmpany Preferences tab. 110

117 5. Verify that ServiceCEO is selected in the Applicatin Name clumn. If nt, select it nw. 6. Click Prperties. The Access Rights tab appears. 7. Select the Allw the applicatin t lgin autmatically check bx. 8. Select the Allw this applicatin t access Scial Security Numbers and ther persnal data check bx. 9. Click OK. 10. Click OK. 111

118 Cnfiguring XML Integratin Befre yu begin, 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. T integrate Sales, purchasing and Accunts Receivable with XML: 1. Select ServiceCEO XML frm the Enable Sales, Purchasing, and A/R integratin with drp-dwn 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. Tip: If yu are running ServiceCEO n a netwrk and want multiple users t be able t access the same XML flder lcatin, the exprt flder must be lcated n a mapped netwrk drive s that it is lcated n the same path fr all ServiceCEO users. 4. Type the name f the file t which yu want t exprt each type f accunt frm the apprpriate fields lists. These are detailed in step 13 in the Cnfiguring QuickBks Integratin sectin. The name yu type here will be the name f the XML file generated after the exprt. Nte: N infrmatin will appear in these drp-dwn lists. This functinality is nly used with QuickBks integratin. Type the name f the XML file directly int the field. T integrate yur payrll with XML: 1. Select the Enable payrll integratin with third-party prvider check bx. 112

119 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. 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 sectin abve it. 2. Select ServiceCEO XML frm the Accunting Package drp-dwn list. 3. Click next t the Save Exprted Files in Flder field. The Select Cmpany File dialg bx appears. 4. Navigate t and select the lcatin where yu want t save yur exprted XML files. 5. Click OK. Tip: If yu are running ServiceCEO n a netwrk and want multiple users t be able t access the same XML flder lcatin, 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. Yu have nw integrated ServiceCEO with an accunting package using default settings. Yu can define detailed integratin settings, as detailed in the fllwing sectins: Accunts Receivable and Adjustments infrmatin. See the Exprt Sales tpic f the ServiceCEO Help System. Payments. See the Exprt Depsits tpic f the ServiceCEO Help System. Purchase Orders. See the Exprting Purchase Orders tpic f the ServiceCEO Help System. Paychecks. See the Exprting Paychecks tpic f the ServiceCEO Help System. Integrating Taxes with Accunting The final requirement fr integrating a GL applicatin with ServiceCEO is t assciate every tax cde with a vendr recrd. This linking will enable yu t exprt tax liability infrmatin (via the Exprt Sales tab) s yu can track hw much sales tax yu we t the gvernment. 113

120 T depsit ServiceCEO's tax infrmatin int an accunting accunt, yu need t map every Tax Cde in ServiceCEO with a matching accunt in yur accunting applicatin. T d this: 1. Select Tls > Lists > Tax Cdes. The Tax Cdes dialg bx appears. 2. Click in the Tax Cde List field fr the tax type that yu want t integrate. The Tax Cde List dialg bx appears. 3. Select an apprpriate accunt frm the Vendr drp-dwn list fr every tax cde. If integrated with QuickBks, the vendrs will be pulled frm QuickBks. If integrated with XML, type the name f the vendr int the Accunting Vendr field. 4. Click Clse. 5. Repeat steps 2-5 t integrate the tax cdes fr each active tax type with GL vendrs. 6. Click OK. When taxes are exprted t a GL applicatin, they will be sent t the Vendr indicated here as well as the accunt as defined in the Cmpany Infrmatin dialg bx. Integrating Specific Areas Integrating Master Categries with Accunting When yu link a master categry t an accunting accunt (be it a QuickBks r XML accunt), 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 the Integrating Master Prducts and Services sectin. 114

121 Nte: Befre yu can assciate a master categry with an accunting package, yu must have first integrated the package with ServiceCEO. 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. 115

122 4. Select the accunt yu want t attach t the categry frm the Accunt drpdwn list. 5. Click OK. 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. Cautin: There is n default cmmissin accunt. 8. Select the accunt yu want t be debited every time an emplyee is paid cmmissins fr any prduct r service in this categry frm the Accunt drpdwn list. 9. Click OK. 10. Repeat steps 7-9 t link additinal master categries t cmmissin accunts. 11. Click OK. 12. Click OK. 116

123 Integrating Prducts and Services with Accunting Implementatin Checklist Yu can map any individual prduct and service t a General Ledger (GL) accunt. Nte that if the prduct r service is part f a master categry, and that master categry has already be integrated with an accunting accunt, then the prduct r service will already have defined accunts. Yu can verwrite the default accunts fr individual prducts and services at any time; hwever, if yu ever select a new accunt fr the master categry, any changes yu made fr individual prducts and services will be verwritten. Nte: Befre yu can assciate a master prduct r service with an accunting accunt, yu must have first integrated it with ServiceCEO. T link an individual prduct r service with a GL accunt: 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. 3. Click the Accunting tab. Nte: The COGS and Inventry Asset accunts will nly appear fr prducts fr which yu have Inventry Tracking enabled. 117

124 4. Click Select fr the accunt yu want t add/edit. The accunts are: Incme Accunt. Tracks the incme generated by this prduct/service. COGS Accunt. The Cst f Gds Sld accunt. Tracks the cst f all inventry prducts. Inventry Asset Accunt. The Inventry Asset accunt. By default, cntrlled by what yu defined in the Cmpany Infrmatin dialg bx. Cmmissin Accunt. Tracks all cmmissins paid fr the sale f this prduct/service. The General Ledger Accunt Links dialg bx appears. 5. Select the accunt int which yu want t exprt the value frm the Accunt drp-dwn list. 6. Click OK. 7. Repeat steps 4-6 t link additinal accunts t specific GL accunts. 8. Click OK. 9. Repeat steps 2-8 t edit the GL accunts fr additinal prducts r services. Integrating Time Cdes with Accunting T help yu integrate yur payrll with accunting, yu can link yur time cdes t a General Ledger (GL) accunt. T d s: 1. Open the Time Cde Setup dialg bx. Depending n the level fr which yu want t define time cdes, yu access it frm different places: Fr the entire cmpany, select Tls > Lists > Time Cdes. Fr an individual emplyee, click Time Cdes frm the emplyee recrd. 118

125 2. T link a time cde with a particular accunting accunt, click in the General Ledger Accunt clumn and type the name f the XML accunt int which this data shuld be exprted frm the subsequent dialg bx. (Nte that the General Ledger Accunt clumn appears nly if Accunting Integratin is enabled.) 3. When cmplete, click OK. Once time cdes are integrated, payrll will be exprted t the defined accunting accunts when yu create and exprt paychecks. See the Exprting Paychecks tpic f the ServiceCEO Help System fr details. Additinal Integratin Integrating Overtime Rules with Accunting T exprt payrll generated via vertime rules, yu must integrate each vertime rule with a General Ledger (GL) accunt. By default, all vertime rules 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 Cnfiguring XML Integratin sectin fr mre details. Tip: Fr mre detail n vertime rules, please see the Defining Overtime Rules tpic f the ServiceCEO Help System. Fr a detailed explanatin f generating payrll with vertime, read the Payrll and Overtime tpic f the ServiceCEO Help System. T integrate an vertime rule with a new accunting accunt: 1. Select Tls > Lists > Overtime. The Overtime Setup dialg bx appears. 2. Select the vertime rule yu want t integrate with an accunting accunt. 3. Click the Accunting tab. 4. Click Select Payrll Expense/Debit Accunt... The General Ledger Accunt Links dialg bx appears. 5. 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. T change the default value, click in the Accunt field and type the name f the new accunting accunt. 6. Click OK. 7. Repeat steps 2-6 t integrate ther vertime rules with accunting accunts. 8. Click OK. 119

126 Integrating Payrll Adjustment Types with Accunting 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 exprt each adjustment type t a unique accunt. T integrate payrll adjustment types with an accunting accunt: 1. Select Tls > Lists > Payrll Adjustment Types. The Payrll Adjustment Types dialg bx appears. 2. Click the Accunting Accunt field fr the payrll adjustment type yu want t integrate. The Payrll Adjustment Accunt dialg bx appears. 3. By default, this adjustment type 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 Cnfiguring XML Integratin sectin fr mre details. T change the default, click in the Accunt field and type the name f the new accunting accunt. 4. Click OK. 5. Repeat steps 2-4 t add additinal adjustment types 6. Click OK. Integrating Cmpany Prfiles with Accunting If yu are using multiple prfiles in ServiceCEO, yu can exprt data t a different accunting applicatin database fr each cmpany prfile. Fr example, if yu have tw lcatins, each ne with a unique lcatin, yu can exprt data frm each lcatin int a separate QuickBks database (.qbw file). The ne catch is that all vendr and accunt names must have identical names in each accunting database. If a prfile's data is nt explicitly assciated with an accunting database, all accunting exprts will be sent t the accunt's default cmpany (as cnfigured in the Cmpany Infrmatin sectin). See the Cnfiguring Accunting Integratin sectin fr details. T integrate cmpany prfiles with ther accunting applicatin databases: 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. 3. Click Edit Prfiles. The Admin - Cmpany Prfiles dialg bx appears. 120

127 4. Select the cmpany prfile that yu want t integrate with a accunting applicatin database frm the Prfiles list bx. 5. Scrll dwn t the bttm f the Details list bx. 6. Select the Use alternate Accunting Cmpany File check bx. 7. Select the accunting package yu are using frm the Select Accunting drpdwn list. 8. If yu are using ServiceCEO XML, click next t the Save Exprted files in Flder field. The Select Cmpany File dialg bx appears. Navigate t the lcatin where yu want t save yur XML files. Click OK. 9. If yu are using QuickBks: Click next t the Lcatin f QuickBks Cmpany File field. The Select Cmpany File dialg bx appears. Navigate t the lcatin where yur QuickBks database is lcated. The default lcatin is C:\Prgram Files\Intuit\QuickBks\[databasename].qbw. Click Open. A warning dialg bx appears, reminding yu that yu must have QuickBks pen. Click OK. 10. Repeat steps 4-9 t integrate additinal prfiles with ther accunting databases. 11. Click Save and Clse. 12. Click OK. Fr mre n Cmpany Prfiles, see the Creating Multiple Cmpany Prfiles tpic f the ServiceCEO Help System. Creating a New Custmer T create a new custmer: 1. Click Custmers frm the Navigatr bar. The Custmer List appears. 2. Click New r select File > New Custmer. The General tab f a blank custmer recrd appears. Sme default infrmatin may be ppulated if the Custmer Defaults sectin was filled ut. See the Defining Requirements sectin fr details. 121

128 3. Define all f the necessary fields in the custmer recrd. Fr mre, see the apprpriate sectins: Custmers General tab Custmers Detail Tab Custmers Jbs Tab Custmers Ntes Tab Custmers Links Tab Custmers Billing Histry Tab Custmers Equipment Tab Custmers Service Cntracts Tab 4. After yu've defined all f the custmer's infrmatin, click Save. Imprting Data Imprting Data int ServiceCEO Overview Currently, yu can imprt three types f data int ServiceCEO: Custmer Recrds ZIP Cdes Inventry Parts/Vendr Catalgs While the general imprtatin prcess is similar fr these three types f data, sme specific changes may be needed t imprt each type. Fr details, please see the specific sectins belw, and then click the Next Tpic links t read the general sectins fr details n the imprt prcess. We supprt imprting frm five data surce frmats: Micrsft Access databases (*.MDB) Fixed-width text files (*.TXT) Cmma-delimited text files (*.CSV) Tab-delimited text files (*.TAB) A previus imprt cnfiguratin file (*.XML) Fr the best results, we recmmend using a Micrsft Access file. Tip: Micrsft Excel data surces are nt directly supprted; hwever, yu can use the Save As ptin t save an Excel spreadsheet as a CSV file. Yu can then imprt this CSV file int ServiceCEO. Fr sample imprt infrmatin, please dwnlad the ServiceCEO Imprt Template.xls spreadsheet: 122

129 Cautin: Date/time stamp values are nt imprted crrectly. The date will be kept, but the time stamp will be changed t midnight f that date. Imprting Custmers Keep these items in mind when imprting custmers: The first imprted custmer lcatin will be set as that custmer's Primary and Bill T lcatin. All subsequent lcatins will nt be either the Primary nr the Bill T lcatin. D nt use the same lcatin name fr different lcatins fr a single custmer. If there is a value in the Cmpany Name field, the custmer recrd will be marked as a Crprate recrd; if n value appears in the Cmpany Name field, then the custmer recrd will be marked as a Residential recrd. All imprted custmers will have a status f Prspective. When Mapping Fields, we recmmend yu cnfigure several (ne t three) Key fields at the custmer, lcatin, and cntact levels. See the Mapping Fields tpic fr details. Imprting ZIP Cdes Nte that if yu are mapping the same data field in the surce file t all three Tax Cdes, nly the first the Tax cde is updated; Tax Cde 2 and Tax Cde 3 will nt updated. Cautin: Since Australia des nt have a default city fr each Pst Cde, imprting Australian Pst Cdes will nt autmatically setup the aut-ppulatin via ZIP Cde in the Custmer Address screen. Yu will need t map the City, State, tax cdes and Znes fr each imprted cde in the Zne Manager. Imprting Inventry Parts/Vendr Catalgs It is very imprtant that yu understand the unique relatinship between Master Prducts and Vendr Catalg Items befre imprting inventry data. T that end, we recmmend that yu read the Master Prducts vs Vendr Catalgs and the Creating New Master Prducts frm the Vendr Catalg tpics befre starting t imprt inventry. Nte that befre yu can imprt inventry, yu must first enable Inventry Tracking. When cnfiguring yur data file, be sure t prvide each clumn with a clear, selfdescriptive name s that yu can easily map the data by clumn name int the Vendr Catalg. 123

130 Befre Yu Begin Befre yu can imprt data int ServiceCEO, yu need t generate the data file. Typically, this invlves exprting the data frm the CRM prduct yu used befre ServiceCEO t ne f the data surce frmats listed abve. The file that cntains yur data is called the data file. Once yu have yur data file, yu many need t tweak the data a little bit in rder t make sure it imprts smthly int ServiceCEO. T learn hw t d this, see the abve sectins, the Select Data Surce tpic, and the ServiceCEO Imprt Template.xls spreadsheet. Nte: Clumn names in text file data surces shuld nt cntain spaces r irregular (nn-alphanumeric) characters. Select Data Surce The first step f imprting data int ServiceCEO is t select the data file that cntains the infrmatin yu want t imprt. Typically, this is This is dne n the first page f the Data Imprt Wizard. Accessing the Data Imprt Wizard varies depending n the type f data that yu want t imprt: T imprt custmers, select Tls > Custmer Imprt frm the Custmer list. T imprt ZIP Cdes, select Tls > Imprt ZIP Cdes frm any tab f the Zne Manager. T imprt inventry, pen the Parts Catalg tab fr the Vendr whse Catalg yu want t add t r update and click Imprt Parts. Regardless f hw yu access it, the Data Imprt Wizard appears. 124

131 The Data Surce Cnfiguratin wizard will enable yu t chse the file that cntains the data yu want t imprt and cnfigure it fr imprtatin int ServiceCEO. There are three basic types f files: 1. Imprting Data frm a Text File 2. Imprting Data frm a Micrsft Access file 3. Imprting Data frm a Imprt Cnfiguratin File Imprting Data frm a Text File The fllwing text file frmats can be imprted int ServiceCEO: Fixed-width text files (*.TXT). A text file where yur values are separated by a fixed distance (i.e., five spaces). Cmma-delimited text files (*.CSV). Nte that CSV files cannt have any spaces in the clumn names. If any clumn names cntain a space, yu will receive an errr message. Tab-delimited text files (*.TAB) T cnfigure a TXT, CSV, r TAB file: 1. Click Cnfigure. The Text File Cnfiguratin dialg bx appears. 2. Click. The Select File dialg bx appears. 3. Navigate t and select the file yu want t use. 125

132 4. Click OK. The file appears in the Filename field. 5. Select the ptin buttn crrespnding t the type f file yu are imprting. Depending n what yu select, the name f the check bx in sectin (3) will change. 6. If yu are imprting a character-delimited file, click the First Rw Cntains Field Names check bx if the first rw f the file cntains the names f the fields yu are imprting. If yu are imprting a fixed-width file, click the Skip First Rw check bx t skip the first rw when imprting data. Typically this is dne if the first rw cntains the names f the imprt fields. 7. Click Next. The secnd page f the Text File Cnfiguratin dialg bx appears. Depending n the ptin yu selected in step 5, the screen will appear differently: The secnd page f the Text File Cnfiguratin dialg bx, if yu selected Character-delimited file Select the ptin buttn crrespnding t the character that separates the values in yur file. Click Next. The third page f the Text File Cnfiguratin dialg bx appears, displaying the data separated by their fields. The secnd page f the Text File Cnfiguratin dialg bx, if yu selected Fixed-width Click Add. A new rw appears. Type a name fr the rw. Type the length f the fixed-width segment. Repeat the abve steps t define all segments. Click Next. The third page f the Text File Cnfiguratin dialg bx appears, displaying the data separated by their fields. 126

133 10. Review yur infrmatin. If yu are imprting a fixed-width file and yu need t adjust yur clumn widths, click Back and make any necessary adjustments. Tip: Be sure t scrll t the right t view all f the available fields. Nte that yu can edit the clumn headers by clicking int the header and editing the name f the field. 11. Click Finish. The first page f the Data Imprt Wizard reappears. 12. Click Next>. The secnd page f the Data Imprt Wizard appears. Cntinue by fllwing the steps in the Mapping Fields sectin. Imprting Data frm a Micrsft Access file T imprt inventry data frm an Access database (a.mdb file): 1. Frm the first page f the Inventry Data Imprt Wizard, select the Imprt data frm an Access database ptin buttn. 2. Click Cnfigure. The MS Access Database Cnfiguratin dialg bx appears. 127

134 3. Click. The Select File dialg bx appears. 4. Navigate t and select the MS Access database file (*.MDB) yu want t imprt. 5. Click Open. The file path appears in the Filename field. 6. Enter the ptinal security prperties, if necessary. 7. Click Next>. The secnd page f the MS Access Database Cnfiguratin dialg bx appears. 8. Select the ptin buttn crrespnding t the query r table yu want t use. Nte: The table r query yu select in this dialg bx will cntrl the data that is imprted frm the database. If the database cntains mre than ne table, yu can select the table yu want t imprt frm the drp-dwn list. If yu want t limit the data yu imprt, yu can select r enter a query. 9. Select r enter the table r query yu want t use. 128

135 10. Click Next>. The third page f the MS Access Database Cnfiguratin dialg bx appears, previewing yur data. 11. Verify this infrmatin is crrect. If nt, click <Back t edit yur imprt settings. 12. Click Finish. The data will be imprted. Imprting Data frm a Imprt Cnfiguratin File T imprt inventry frm a previus imprt file (.XML): Tip: See the Preview Imprt sectin fr details n saving an imprt file 1. Click the Lad a previus Imprt Cnfiguratin File ptin buttn. 2. Click Lad. A Select File dialg bx appears. 3. Navigate t and select the apprpriate.xml file. 4. Click Open. 5. Click Next>. The secnd page f the Inventry Data Imprt Wizard appears. Cntinue by fllwing the steps in the Mapping Fields sectin. Mapping Fields The secnd step f imprting data int ServiceCEO is t map the fields frm yur data surce (the text, Access, r XML file) t crrespnding fields in the ServiceCEO database. 1. Click Next frm the first page f the Data Imprt Wizard t display the secnd page f the wizard. 129

136 Be sure t read the instructins n this screen f the wizard carefully. 2. Select the Key check bx t mark the field as a Key field if yu are updating existing data instead f adding new data. Existing recrds that have matching Key Field values will be updated instead f adding new recrds t the catalg. If the Key field's value has n crrespnding value in ServiceCEO, a cmpletely new recrd will be created fr that part. Nte that sme fields are Key fields by default. A cmplete descriptin f all fields, including the default key fields, is lcated in the ServiceCEO Imprt Template. 3. If yu are imprting custmers, yu shuld cnfigure several (ne t three) Key fields, typically at the custmer, lcatin, and cntact levels. 4. Select r type a value in the apprpriate Map this Field field. See the ServiceCEO Imprt Template fr details. A field marked as a Key field must cntain a mapped clumn. Nte that this clumn cannt cntain any null values; a zer value is acceptable, but a null value will generate an errr. If yu have n data that yu want t imprt int a Key field, simply link the Key field t a blank clumn in the imprt file. 130

137 Tip: When mapping yur fields, yu can manually enter a field value fr all imprted recrds. Fr example, if yur data surce has n field crrespnding t the ServiceCEO Credit Prblem? and/r CstTaxable field, yu can type yes, n, true, r false int its crrespnding Map This Field field t set all imprted recrds t that value. Anther gd use f this feature is t create a new demgraphic cntaining all f the custmers being imprted by typing a name fr the new demgraphic in the Map this Field clumn fr the NewDemgraphicName field. Warning: This is a pwerful feature. Be very sure that yu want every imprted recrd t be updated t the value yu enter befre cntinuing. See the Creating New Master Prducts frm the Vendr Catalg tpic f the ServiceCEO Help System fr details abut mapping fields fr inventry imprts. Once yu've cmpleted mapping the fields, click Next. The next page f the Data Surce Cnfiguratin wizard previews yur imprt using the defined data mapping yu just created. See the Preview Imprt sectin fr mre. Preview Imprt Click Next frm the secnd page f the Data Imprt Wizard t display the third page f the Data Imprt Wizard. This page previews the results f the imprt yu just created. The icns that appear in the Actin clumn are designed t infrm yu f the actin that will take place when yu click Next. They are: Recycling symbl. Will update all recrds. Fr custmer imprts, will update the custmer, lcatin, and cntact. X symbl. Fr custmer imprts, will update the custmer and lcatin, inserting a cntact. Check Mark. Fr custmer imprts, will update the custmer, inserting the lcatin and cntact. Arrw. Will insert a new recrd. Fr custmer imprts, will insert the custmer, lcatin and cntact. 131

138 Yu can edit any field in the preview grid. Be sure t scrll t the right t view all f the fields in the imprt. Tip: Yu can use the Tab key t mve quickly between fields. Inventry Nte: New Master Prduct entries will nly be created when yu specify a Master Categry. Fr that reasn, if yu are imprting new parts (as ppsed t just updating vendr pricing) and need t create new Master Prducts, yu will need t manually specify a Master Categry fr each line frm the New Mstr Prd Categry drp-dwn list. Alternatively, yu can use the Use this categry fr all new Master Prducts drp-dwn list (lcated at the bttm right crner) t define a default Master Categry fr all imprted items. T link imprted items t existing Master Prducts rather than creating new nes, select an existing part number frm the Master Prduct Part N clumn. If n values were mapped t this clumn frm yur data surce, yu can manually enter existing Master Prduct Part Numbers r select them frm a drp-dwn list. Nte that the Part N.'s are nt filtered by the Master Prduct Categry yu select. In ther wrds, all part numbers appear regardless f the prduct categry yu select. Make sure these crrespnd befre cntinuing. Alternatively, yu can imprt the items withut creating a new Master Prduct. Yu can always create a new master prduct with inventry after the imprt is created - see the Creating Master Prducts with Inventry tpic f the ServiceCEO Help System fr details. T d this, leave the Master Prduct field empty. 132

139 1. Select the Include check bx t include an item in the imprt. If this check bx is deselected, the item will be excluded frm this imprt (it will nt be imprted r updated). Nte that the Select All and Select Nne buttns will select r deselect the Include check bx fr all items. 2. When yu have cmpleted previewing the imprt, click Next. The furth page f the Data Imprt Wizard appears. 3. Click the Save Imprt Cnfiguratin check bx t save yur imprt cnfiguratin t an XML file. Ding s prvides yu with the ability t relad the XML file if yu need t re-imprt the infrmatin. 4. Click Finish t cmplete the imprt. Data Imprt Wizard Trubleshting The fllwing tips and warnings will help yu perfrm yur data imprts withut errrs. Text files have the fllwing limitatins: Data in text files can't cntain irregular, r nn-alphanumeric characters. Fr example: &, %, *, / Clumn headers cannt cntain spaces The title f the text file cannt cntain perids T fix these prblems, we recmmend yu take ne r mre f these steps: Remve the spaces r irregular characters Replace spaces with underscres r dashes Surrund the prblematic text with duble qutes (") Imprt the text file int Micrsft Access 133