PestPac Software

Transcription

1 PestPac Software

2 Multi Unit Training The Multi Unit module allows users the flexibility to handle larger properties, such as Apartment Complexes. From this Presentation you will learn about the following: Associate Same Day Orders During Generate Automate Follow Up Services & Tasks Setting up Location Templates using Multi Unit Categories Changes made to the Areas & Devices screen Add Multiple Areas feature Import Areas wizard Selecting Units on Setups and Orders Excess Unit Warnings

3 New Terminology The Multi-Unit Module adds some new terminology to PestPac: Building: The largest structure that service will be performed in that contains Units, Areas, & Devices such as an apartment complex. Unit: Individual units within a Building such as an apartment that contains Areas & Devices. Area: Individual areas within a Unit such as kitchen, bedroom, etc. Adjacency: In the Areas & Devices screen, you will be able to select Units that have a relation to each other such as Above, Below, Left or Right. This relationship is called an adjacency. Note- Multi-Unit Areas can be set up to contain Buildings, Units, Other Areas & Devices. The example provided in this training document is the more common use, but the flexibility given allows you to set up Location Areas a variation of ways.

4 Important Notes Before Getting Started Setting up more than 300 levels on a Location can cause slowness when trying to access the account or related Areas & Devices screens from both PestPac and PestPac Mobile. Levels can be defined as the total number of Buildings, Units, Areas, Other Areas and Devices on one account. In most scenarios these are all linked together. If you require assistance on setting up one of your accounts to get started after you ve completed this training presentation please contact support.

5 Company Setup Generate Options The Company Setup screen can be accessed by clicking on Company Setup in the Company drop down menu There is a new section titled Generate Options Composed of three older options that had been included in the Service Order/Service Setup section under Additional Options and one new option (Associate Same Day Orders During Generate) Associate Same Day Orders During Generate When checked any orders that are generated for same tech, day and location will be associated automatically.

6 Multi Unit Categories There are three types of Multi-Unit Categories. You can choose to mark an Area as a Building, Unit, or Other. Building Areas Can be assigned their own address and Contact Unit Areas Can be assigned their own Contact Can be Assigned Adjacencies Only Units can have / be set as Adjacent Other Areas

7 Multi Unit Changes in Lookup Tables The Lookup Tables can be accessed through the Company drop down menu. The Lookup Tables that are affected by the Multi Unit module are the Services, Materials, and Location Templates.

8 Services Lookup Table (Remind about Adjacent Areas) On the Maintain Services screen accessed via the Services Lookup Table you can select the option to Remind about Adjacent Areas. When this option is checked a warning will be given on the handheld informing the user that Areas Adjacent to the Areas they have serviced haven t been serviced. For example. if this Service is done and the tech services Unit 102 which is to the right of Unit 104 but Unit 104 has not been serviced the user will get a warning message when trying to post the order. Adjacencies must be entered on the Units for the warning to appear

9 Services Lookup Table (Automate Follow Ups - Services) On the Maintain Services screen accessed via the Services Lookup Table you can select the option to Automate Follow Ups. When this option is checked fields will show for Follow Up Services and Follow Up Tasks. When Follow Up Services or Tasks are set up they will generate Automatically once an order matching the Service Code they re assigned to has been posted and released. Create Follow Up Service: Check if you would like to have an Order for Follow Up Service to be automatically created when an order for this Service is Released in a Posting Batch. Service: Select the Service Code for the Follow Up Order. Note- The Follow Up Service code must be different from the Service that it is being added to. Charge Type: Select the Charge Type of the Follow Up Order. Price: Default- Select if you want to use the Default service price for the selected Service. No Charge- Select if you want the Follow Up Order to be created with no charge. Specify- Select if you want the Follow Up Order to be created for a specific amount. Enter the amount in the box to the right Tech: Same Tech- Select if you want the Follow Up Order to be created for the same Tech that did the service. No One- Select if you want the Follow Up Order to be created without a Tech. Specify- Select if you want the Follow Up Order to be assigned to a specific employee. You can select an employee from the Employee Lookup Table by clicking PageDown on your keyboard or right clicking in the field. Offset Days: The number of days entered here will be added to the Work Date of the serviced Order to become the Work Date for the Follow Up Service Order.

10 Services Lookup Table (Automate Follow Ups - Tasks) Create Follow Up Task: Check this box if you would like to have a Follow Up Task to be automatically created on the customer's Location when an order for this Service is Released in a Posting Batch. Subject: Enter the Subject you would like to use for Follow Up Tasks created. Type: Select a default Task Type from the Task Types Lookup Table that will be used for Follow Up Tasks created. Priority: Select a default Priority from the drop down box to be assigned to the Follow Up Tasks created. Task For: Tech- Select if you want the Task assigned to the Tech who did the service. Branch Manager- Select if you want the Task assigned to the Branch Manager of the servicing Branch. No One- Select if you want the Task to be unassigned. Specify- Select if you want the Task assigned to a specific employee. You can select an employee from the Employee Lookup Table. Type: Select a default Task Type from the Task Types Lookup Table that will be used for Follow Up Tasks created. Priority: Select a default Priority from the drop down box to be assigned to the Follow Up Tasks created. Offset Days: The number of days entered here will be added to the Work Date of the serviced Order to become the Due Date for the Task.

11 Materials Lookup Table (Material Documents) To Access the Material Documents.. 1. Click on a Material in the Materials Lookup Table 2. Click the Add Document button on the Maintain Materials screen There have been two new fields added to the Maintain Material Documents screen Effective Dates- Use these if the document you are adding is only valid for a certain date range. EPA Registration- Enter the EPA Registration number for the material that the document is being added to.

12 Add Location Template From the Location Templates screen click on Add Template button to go to the New Template Screen Enter a Name and Description for the Template and click Save

13 Adding Areas to Template After Saving a Template click on the Add Area link to add an Area Enter the Title, Description, Type, and Barcode Select a Multi-Unit Category

14 Adding Subareas You can continue to add parent Areas by clicking the Add Area link on the top line or add Subareas to a parent Area by clicking on the Add Subarea link next to the parent Area

15 Location Template *Refer to notice about area limitations.

16 Areas & Devices Screen Edit This icon will allow you to delete or deactivate the corresponding Area This icon will allow you to add a Sub-Area to the corresponding Area This icon allow you to view the information for the corresponding Area This icon will allow you to edit the information for the corresponding Area

17 *Refer to notice about area limitations. Areas & Devices Edit (Adding Areas & Devices Manually) Click on the top + icon on the header line, to add an Area to the Root Area. Devices can not be added to the Root Area. Click on the top + icon to the far right of a Building Area, Unit Area, or Other Area to add a Sub-Area or Device to that Area Click Save when you are done to commit changes or Cancel to exit the Edit screen without saving.

18 Areas & Devices Tools The Areas & Devices screen can be accessed by clicking on the Areas & Devices button at the bottom of the Location Detail screen Click on the Tools button to open the Tools menu Clicking outside of the menu will close the menu

19 Add Multiple Areas Hit PageDown on your keyboard or right click in the field to select a template from the Location Template Lookup Table Enter the number of Areas or Location Templates you would like to add to the existing Area Enter a Starting Name if you would like to have a specific name for the Areas. If using barcodes for Areas enter the Starting Barcode here. Choose the Multi Unit Category for the Areas you are adding. Note- If you are adding Multiple Templates only the main Area will be assigned the Category Click the Save button to commit the changes Click the Exit button to leave the screen without saving the changes

20 Adding Multiple Areas When using a Stating Name, it must end with a number. The additional areas will be added with the ending number increasing. When not using a Starting Name the Areas will be named numerically

21 Adding Multiple Location Templates With this you can setup Location Templates for smaller areas and then import the template multiple times into multiple areas For example, you could set up a Template of an Apartment containing Areas for Bedroom, Bathroom, Kitchen, and Living Room since most apartments in a complex will have at least these rooms. Additional rooms can be added afterward. You can then use the Add Multiple Areas utility to import the Template Multiple times in multiple areas

22 Import Areas When you select Import Areas from the Tools menu, the Import Areas wizard will come up Step 1: Choose Import Type You can Import Areas From: Template Another Location This Location

23 Import Areas From: Template Step 2: Choose Template to Import After Template is selected in Step 1, Step 2 will appear below it. Click Select to see a list of the Location Templates Click OK to confirm choice Click Next to proceed to Step 3

24 Import Areas From: Template Step 3: Select Areas The Template selected will appear in the left selection of the window Existing Areas will appear in the right section of the window Check which Areas you want the Template to Import into Check if you would like existing Areas to be removed

25 Import Areas From: Another Location Step 2: Choose Location to Import From After Another Location is selected in Step 1, Step 2 will appear below it. Click Select to open the Location Account Search window After entering the search criteria click the Search button and the Location will fill in Automatically Click Next to proceed to Step 3

26 Import Areas From: Another Location Step 3: Select Areas The Areas from the selected Location will be displayed in the left section of the window. You can only check one parent Area. All subareas of that Area will also be imported. Existing Areas will appear in the right section of the window Check which Areas you want the Template to Import into Check if you would like existing Areas to be removed

27 Import Areas From: This Location Step 2: Select Areas After selecting to Import Areas From This Location click the Next button to proceed to Step 2 The Areas from this Location will be displayed in the left section of the window. You can only check one parent Area. All subareas of that Area will also be cloned. Existing Areas will appear in the right section of the window Check which Areas you want the cloned Areas to be imported into Check if you would like existing Areas to be removed. This can checked when only the (root) area is checked

28 Editing Building The Edit Building screen can be access by clicking on the pencil icon next to the Building Area you would like to edit On this screen you can give the Building a specific address and can either create a new Contact or search for an existing one

29 Edit Unit (Summary) The Edit Unit screen can be access by clicking on the pencil icon next to the Unit Area you would like to edit On this screen you can either create a new Contact or search for an existing one

30 Edit Unit (Adjacent Units) On the Edit Units screen you can assign Adjacent Units for Above Right Below Left Other Adjacencies describe the relationship of one area to another In the example of an Apartment building Unit 204 might have Unit 202 to it s right, Unit 206 to it s left, Unit 104 below it, and Unit 304 above it. If you would to mark a Unit Adjacent that is not one of these four, such as across the hall, you can add it to the Other Adjacency. Click on the pencil icon to open the Area Selector window Click on the red X to remove the Adjacency list

31 Area Selector Check which Units are in this adjacency to the Unit you are editing Multiple Units can be checked If you check a Unit as being Adjacent to this Unit, the information will automatically transfer to the Adjacent Unit. For example, if Unit 1002 is selected as being left Adjacent to Unit 1004, Unit 1004 will show on Unit 1002 as being right Adjacent

32 Area Information Icon Click on the i Icon to view information for the Area Building Areas will show Building Address Building Contact Building Devices Building Deficiencies Unit Areas will show Unit Contact Unit Devices Unit Deficiencies Unit Adjacencies Other Areas will show Area Devices Area Deficiencies

33 Select Areas Setups and Orders Click on the Select Areas link on the Service Setup or Order screen The Area Selector window will open showing all the Areas on the Location Checking a parent Area will check it s child Areas. Child Areas can be unchecked Areas selected on the Setup will Transfer on to Order created or generated from it The Select Areas defaulted on an Order can be manually overridden

34 Excess Units Warning Setups and Orders The Excess Unit fields are displayed under the Instruction fields Checking the Excess Units Warning box will display the #Units and Message fields #Units- Enter the number of units that you would like to be serviced Message- Enter the message you want to be displayed on the Handheld when the number of units is exceeded Excess Unit settings made on the Setup will transfer to Orders created or generated from it The Excess Unit settings defaulted can be overridden on the Order

35 The next section will go over the Multi-Unit Module on Handhelds New View menu Adding a single area and/or entire Template Reviewing which Units were serviced during previous visits Adjacency Warning Excess Units Warning Scheduling a Follow-Up

36 View Menu After timing into an Order and tapping on Inspect, you will be brought to the Areas Detail Screen. In this screen, a new View menu has been added. View All Areas: This option will allow the user to view all areas and subareas and includes Buildings, Units and Areas. View All Units: This option will allow the user to view all Units that exist on the account. It will also allow the user to mark Units as Due for service. View Units Due: This option will allow the user to view all Units that were marked Due View Adjacencies: This option will allow the user to view any adjacencies that already exist and add/edit additional adjacencies.

37 View All Areas The View All Areas will be the default view. It works exactly in the same way as the Areas Inspection Screen. You can tap on a main Area (or Building or Unit) and complete area, device, deficiency and pest inspections. You can also view all subareas for the parent areas.

38 View All Units The View All Units screen will display everything that has a category of Unit. In this screen, you can also mark particular Units as due for service by tapping on the Mark Due button. If you have Units attached to a Service Setup and the Order is attached to that Service Setup, then those Units will automatically be marked due for service.

39 View All Units Due The View All Units Due screen will display every Unit that was marked as Due from the View All Units screen. From here you can perform complete inspections on all areas within these Units. If you have Units attached to a Service Setup and the Order is attached to that Service Setup, then those Units will automatically be marked due for service.

40 View Adjacencies The View Adjacencies menu will display all Units on the account. If you tap on View Adj. you will be brought to a screen where you can view any adjacencies that already exist for that Unit and you can assign additional adjacencies for that Unit (see next slide).

41 View Adjacencies If any Adjacencies already exist, they will be listed for the Unit. Tap on Add to add additional adjacencies for that Unit. Select where the adjacent Unit is an select the adjacent Unit then tap on Save.

42 Adding an Area or Template On the Add Area screen, you can now add a single Building, Unit or Area and/or a template. If you add a template, you must add it to a Building, Unit or Area (either new or previously existing). In this example, a template is being added to a building. Once the Building information is filled in, tap on (None) next to the Template field.

43 Adding an Area or Template Select the Template you want to add to the Building, Unit or Area. Tap on Save to save the new Building Unit or Area and the Template. The Template will be a subarea of the Building, Unit or Area that you added at the same time.

44 Collecting Signatures On Buildings, Units and Areas, you can now collect a Signature and add a Comment. You can have the customer sign for the specific Building, Unit or Area and add a Comment.

45 Printing Unit Specific Inspection Reports On the Server, when you print the Inspection Report, you can select Unit Specific. Select the Unit you d like to print the Report for. If there is a Unit specific signature, it will print on the report.

46 Review Units Serviced at Previous Visits From the Service History screen (Customer Menu History) you can view Units that were serviced during previous visits. Select the order you d like to view and tap on View Units The screen will display Units that were inspected during that visit. Tap on OK to go back to the History screen.

47 Adjacency Warning If you have adjacency warnings set up at the Services lookup table level, and an adjacent Unit is not completely inspected, when you attempt to Complete the order, you will see a warning that there is X number of adjacent Units that were left unchecked.

48 Excess Units Warning If you have Excess Units warnings set up at the Service Setup or Service Order level, and there are more Units inspected than the number listed or the Setup or Order, the user will receive the warning that is entered into the Excess Warning field when they attempt to Complete the order.

49 Scheduling a Follow Up and/or Task At the Services Lookup Table level, if Schedule a Follow Up is selected, a button will be added to the Completion screen. If only a Task is selected, the task will get automatically created upon syncing the order. The default date for the Follow Up will be the offset days set up on the Service. The Follow Up service will show on the location when the order is released. If the order does not conflict with any other orders, then it will be locked.

50 This concludes the Multi Unit module Tutorial. If you have additional questions, please contact our office at or through our support form at