7- Agreement Exercises

Transcription

1 7- Agreement Exercises EXERCISE 1- CREATING AN AGREEMENT FROM THE CUSTOMER INFORMATION SCREEN In this exercise you will add an agreement to a customer through a customer search and opening of the customer record. You will also generate and post an activating invoice for the agreement. 1. Press Ctrl+F12 to open the CUSTOMER SEARCH form 2. Tab to the LAST NAME field, type Bishop and press Enter 3. Press Enter to open the Bishop record 4. Press F7 to open the AGREEMENT form 5. Press Insert to add a new agreement 6. Tab to the TYPE field, press the down arrow key and select Pertpetual Maintenance 7. Choose No when asked if you want to use the template 8. Tab to the COVERS field, press the down arrow and select Maintenance 9. Tab to the TERM field, press the down arrow and select Perpetual 10. Tab to the DEPARTMENT field and type Tab to the VISITS/YEAR field and type Tab to the SALE field and type Tab to the SALES field and type Tim 14. Tab to the DISC field, press the down arrow key and select DSCLUB 15. Tab to the PMT METHOD field and select Visa 16. Tab to the CREDIT CARD NO field and type Tab to the NAME field and type Patricia Bishop 18. Tab to the EXP DATE field and type 02/ Checkmark DEFER REV 20. Tab to the BILLING METHOD? field, press the down arrow and select Periodic Billings 21. Tab to the Frequency field and select Monthly 22. Tab to the Bill Start Date drop down and select 7/30/ Tab to the DEPOSIT field and type Tab to the BILL AMOUNT field and type 15 SuccessWare, Inc 1

2 25. Tab to the EQUIPMENT LIST and press Enter 26. Checkmark the High Efficiency Furnace and AC unit displayed and click OK 27. Tab to the VISITS area and press the down arrow to select a Visit Type 28. Choose Annual Heating, then tab to October and type an X 29. Press Enter to save the visit 30. Right click and select New Visit (or press Alt+Inset) 31. Select Annual Cooling, tab to April and type an X 32. Press Enter to save the visit. 2 SuccessWare, Inc.

3 33. Right click in the background of the agreement and select Agreement Status 34. Type 10 in the COMMISSIONS:NEW field and 5 in the COMMISSIONS:ANNIVERSARY field 35. Close the AGREEMENT STATUS form 36. Click the Save button at the bottom of the AGREEMENT form Activating the Agreement 37. Right click in the background of the AGREEMENT form and select Create New/Renewal Invoice 38. Click Yes to confirm the creation of the invoice 39. Click Save at the bottom of the invoice and then Post the invoice SuccessWare, Inc 3

4 40. Choose Don t Print and then close the Invoice The Agreement is now active EXERCISE 2- ADDING AN AGREEMENT SOLD DURING THE PERFORMANCE OF A SERVICE JOB In this exercise you will complete one of the jobs in the Call Center. An agreement was sold to the customer at the time the service was performed and the first visit under the agreement was also completed. The agreement will be added at the time that the original job is invoiced and the first visit will be indicated as complete. 1. Open the CALL CENTER and navigate to July 19, Select the Dickson call assigned to Nick and Drew 3. Press F10 to open the invoice 4. Type 07/19/17 in the INVOICE DATE field 5. Tab out of the DATE field and press Insert to add a line item 6. In the CODE field type DIAGR the press Enter to save the line 7. Press Insert to add another line 8. Type DUCTCL10 9. Press Enter to save the line 10. Click the Set Discount button at the bottom of the invoice 11. Choose INVOICE DISCOUNT at the top of the DISCOUNT form 12. Tab to the TYPE field and select NP-DUC 13. Tab to the DISCOUNT AMOUNT field and type Tab to the DEPARTMENT field and select 50- Indoor Air Quality- Residential 4 SuccessWare, Inc.

5 15. Click OK 16. Click on the Agreement button above the line item grid and choose New Agreement 17. Tab to the TYPE field in the AGREEMENT form and select 1 Year Maintenance 18. Choose YES when prompted to use the template 19. Tab to the SALE field and type 7/19/ Tab to the SALES field and select Drew 21. Tab to the EQUIPMENT LIST, press Enter and select the listed Furnace and AC 22. Tab to the VISIT TYPE area, press the down arrow and select Annual Heating 23. Tab to November and type an X then press Enter to save the line 24. Right click and select New Visit (or press Alt+Insert) 25. Choose Annual Cooling, tab to July and type and X, then press Enter to save the line SuccessWare, Inc 5

6 26. Confirm that the first visit will be conducted in the same month the agreement begins. 27. Click Save at the bottom of the agreement 28. Click OK to confirm creation of the agreement Recording the First Visit 29. Click the Visit button above the item list 30. Checkmark the July of 2015 visit and click OK 31. With the visit line item still highlighted, click the Equip button and choose the listed AC unit, then click OK 32. Right click on the Duct Cleaning line and choose Add Timecard Labor 33. Checkmark the first 4 listed timecard entries and click OK 34. Click Yes to confirm deletion of non-timecard labor 35. Press Esc to close the LINE ITEM COST ENTRY window 36. Right click on the Agreement Visit and choose Add Timecard Labor 37. Select the remaining timecard entry and click OK 38. Press Esc to close the LINE ITEM COST ENTRY window 39. Post the Invoice 6 SuccessWare, Inc.

7 40. Press F4 to open the customer s Billing Account History 41. Click the Receipt button (or press 1 on the keyboard) 42. Tab to the COMMENT field and type MC Tab to the PAYMENT METHOD field and type M 44. Tab to the CREDIT CARD NO field and type Click Post 46. Click OK to confirm the partial credit card number EXERCISE 3- REPORTING ON AGREEMENT COMMISSIONS In this exercise we will use the Agreement Anniversary report to display commissions due to employees related to agreement sales, renewals and anniversaries. 1. Click on the icon on the toolbar to open the Report Gallery 2. Click on Agreements Reports in the Groups list 3. Double click on the AGREEMENT ANNIVERSARY report 4. Change the THRU MONTH/YEAR to August 2017 SuccessWare, Inc 7

8 5. Point to the words Group By and click to access the report grouping options 6. In the CHOICES DIALOG, double click on Salesperson in the left column to set that as your grouping value. 7. Click OK 8. Close the Report 8 SuccessWare, Inc.

9 EXERCISE 4- CREATING MAILING LABELS FOR UPCOMING VISITS DUE In this exercise we will use the Agreement Manager to generate a list of agreement visits that are coming due in the near future. We will then use a Marketing list to generate mailing labels we can use to send postcards to the customers as reminders to call and schedule. 1. Open the AGREEMENT MANAGER 2. Select the Visits Due indicator at the top of the manager 3. Change the VISITS DUE date indicators to 7/ / Click into any one of the date fields and press Enter to apply the search 5. In the upper right corner of the manager, select the UNSCHEDULED ONLY FILTER (UN) 6. Right click in the background of the list and select Marketing List 7. Click No when asked if you want to remove Do Not Solicit billing accounts 8. In the LIST field type Visits Due 7-10/17 SuccessWare, Inc 9

10 9. Click Save at the bottom of the MARKETING LIST form 10. Click the Print button 11. Choose LABELS- LOCATION 12. Click the Preview button 10 SuccessWare, Inc.

11 EXERCISE 5- SCHEDULING AGREEMENT VISITS FROM THE CALL CENTER In this exercise we will use the Visits List Panel in the Call Center to display upcoming unscheduled agreement visits. We will then drag them to the Call Center schedule to create the jobs and schedule the visits. 1. Open the CALL CENTER 2. For the moment click on the CALL LIST indicator to turn it off and click on the VISIT LIST indicator to turn it on 3. Right click on the VISIT LIST header (It currently says Visits due for location ) 4. From the right click menu select Open Visits this Month Notice that it includes incomplete visits from as far back as April 5. Right Click on the Visits Due header again and select Open Visits (other range) 6. Hold and drag the mouse over April 2017 through August of 2017 SuccessWare, Inc 11

12 7. Press Enter to apply the filter Nine visits will display, three of them are already scheduled 8. Right click on the VISIT LIST header again and select Unscheduled Visits. This will hide all but the unscheduled visits 9. Navigate to July 20 th in the CALL CENTER 10. Select the July Visit in the Yellow Zone (David Randall) 11. Drag the David Randall visit due to Nick at 11:30am 12. Click Yes to confirm creation of new assignment and scheduling of visit 13. Press F11 to open JOB INSTRUCTIONS and type Perform scheduled annual heating agreement visit 14. Press Esc to close the NOTES window 15. Select the April visit at the top of the list (Rose Ferita) 16. Drag the Rose Ferita visit due to Nick at 2: Click Yes to confirm creation of new assignment and scheduling of visit 18. Press F11 to open JOB INSTRUCTIONS and type Perform scheduled annual cooling agreement visit 19. Press Esc to close the NOTES window 20. Click on the June visit due in the Blue Zone (Andrea Adams) 21. Press F11 to open her location notes 22. Click in front of the existing note and press Enter to add a new line before the existing note 23. Press the up arrow on the keyboard and type 7/20/17-Left a second msg for her to call and schedule her 6/17 visit 24. Press Esc to close the note 25. Turn of the Visit List and turn the Call List back on 12 SuccessWare, Inc.

13 EXERCISE 6- ON YOUR OWN- SCHEDULING AN AGREEMENT VISIT FROM A PHONE CALL In this exercise you will take a phone call from an existing customer who is responding to our postcard asking them to schedule their upcoming agreement visit. Take a phone call from Anthony Anderson Use the CALL REASON Scheduling an Agreement Visit Record DETAIL NOTES indicating you will perform the visit due Choose a LEAD SOURCE of Agreement Postcard In the Service portion of the Call Taking form, use the No Visits Attached button to attach the July visit due for the customer Schedule and assign the job to Nick on July 21 st at 1pm Press Ctrl+D to associate the visit with the customer s AC unit in the equipment list When you Post the phone call confirm that you have attached an agreement visit EXERCISE 7- COMPLETING AN AGREEMENT VISIT In this exercise you will complete an agreement visit job. This will include Call Progress, Job Summary and Invoicing. We will also divide a single timecard entry between two tasks in the invoice. 1. Open the CALL CENTER and navigate to July 19, Find the Alliota call assigned to Nick 3. Right click on the call and choose Call Progress SuccessWare, Inc 13

14 4. Record a DISPATCH time of Record an ONSITE time of Click on the Job Summary button 7. Checkmark CONTRACT MAINTENANCE 8. In the WORK DONE type Scheduled to perform April cooling visit, did this visit and completed AH visit due in August 9. Tab to the TOTAL TICKET and type Tab to the AMOUNT COLLECTED type Tab to the MONEY TASK COUNT and type Tab to the BILLABLE HRS field and type Close the JOB SUMMARY form 14. Tab to the COMPLETED time in CALL PROGRESS and type Click OK in the CALL PROGRESS window 16. Click OK to confirm call is Complete and the Job is Closed 17. Press F10 to open the Invoice 18. Type 7/19/17 in the INVOICE DATE field 19. Click the Visits button 20. Checkmark both the April and August 2017 visits and click OK 21. Select the AC visit and then click the Equip button and checkmark the AC listed. 22. Click OK 23. Select the AH visit and then click the Equip button and checkmark the Furnace listed. 24. Click OK 25. Right click on the first Visit line item and select Add Timecard Labor 26. Checkmark both timecard entries and click OK 14 SuccessWare, Inc.

15 27. Select the second timecard entry (2:50) and press Enter to edit it 28. Tab to the HOURS field, type 130 and press Enter to save 29. Use the right pointing arrow above the LABOR ITEMIZATION to switch to the labor allocation associated with the next item (visit) on the invoice. 30. Click the Timeclock button, select the remaining timecard entry and then click OK 31. Press Esc to close the LINE ITEM COST ENTRY screen 32. Post the Invoice 33. Choose Don t Print SuccessWare, Inc 15

16 34. Right click in the grey area at the bottom of the invoice and select GL Review ON YOUR OWN- EXERCISE 8- COMPLETING A JOB WITH AN AGREEMENT VISIT ATTACHED In this exercise you will take an agreement visit job that has already been scheduled and complete the Job process. You will record Job Summary information, record the invoice (including a sale in addition to the visit) and Job cost the invoice. Find the call for Mary Amore call assigned to Drew on July 19, 2017 Call Progress Dispatched: 8:15 Onsite: 8:45 Completed: 11:30 Job Summary Checkmark CONTRACT MAINTENANCE Record WORK DONE Notes: Relit pilot on water tank and performed annual heating visit. Applied Club discount to Pilot Relight. TOTAL TICKET (This includes $90 in realized deferred revenue from the agreement visit) AMOUNT COLLECTED- 0 MONEY TASK COUNT- 2 BILLABLE HOURS- 2.5 Invoice Add a Diagnostic w/repair item (DIAGR) 16 SuccessWare, Inc.

17 Add a new line using GENSERV as the ITEM#. Change the DESCRIPTION to Relit Pilot on Water Tank - The price of the line will be $99 - Mark the item as eligible for a discount - Click the Set Discount button and select her active agreement to apply the Club discount Add the August 2017 Visit due to the invoice Use the Equip button to attach the customer s Furnace to the visit Add the timecard labor to the Pilot Relight task Post the invoice without taking a payment Check your margin when you re done Look at the General Ledger review SuccessWare, Inc 17

18 EXERCISE 9- PROCESSING PERIODIC AGREEMENT BILLINGS In this exercise, through the Agreement Manager, you will look up all agreements that have a billing due through the month of July. You will then generate invoices for these agreements. We will mark the invoices as paid and all will be posted to the General Ledger. 1. Open the AGREEMENT MANAGER 2. Click the Billings Due indicator 3. Leave the BILLINGS DUE:FROM field blank 4. Tab to the BILLINGS DUE:THRU field and type 7/31/17 5. Press Enter to display all billings due in July Take note that one of the agreements has an expired credit card 6. Highlight the agreement with the expired credit card and press Enter 7. Right click in the background of the agreement and select Edit Payment Method 8. Modify the payment expiration year to Click Save 10. Press Esc twice to return to the BILLING DUE list 11. Right-click on the list and select Create periodic invoices 12. Click Yes to confirm 18 SuccessWare, Inc.

19 13. Click the UNP Filter under the VISITS DUE indicator to show only Unposted Invoices. 14. Click the CC filter that the top of the AGREEMENT MANAGER to filter to only those invoices paying with a credit card. 15. Right-click in the grid and select Mark All Paid 16. Click Yes to confirm marking all listed invoices paid 17. Right click in the list again and select Post all Invoices 18. Click Yes to confirm posting all listed invoices SuccessWare, Inc 19

20 EXERCISE 10- RENEWING AGREEMENTS FROM THE AGREEMENT MANAGER In this exercise you will generate agreement renewals in batch for all agreement that are due to expire through a specified date and activate the renewal for one of the agreements. 1. Open the AGREEMENT MANAGER 2. Click on the Renews Due indicator 3. Leave RENEWALS DUE:FROM field blank 4. Tab to the RENEWALS DUE:THRU field and type Press Enter 6. Right-click in the list and choose Build Renewals 7. Click Yes to confirm building renewals 8. Right click on the agreement in the list with a TYPE of Maint1 (this should open an agreement for Ronnie Dickson) and select Preview Single Notice 9. Click Yes to confirm preview 20 SuccessWare, Inc.

21 10. Close the preview 11. Right-click on the renewal and select Activate Renewal 12. Click Yes to confirm creation of invoice 13. Enter in the INV DATE field 14. Click Save at the bottom of the invoice SuccessWare, Inc 21

22 15. Click the Apply Pmts button, take a cash payment then click OK 16. Click Post to post the invoice 17. Choose Don t Print 18. Press Esc twice to return to the remaining renewals 19. Stay in the Renewals view EXERCISE 11- RECORDING A FAILED RENEWAL In this exercise we will record the failure of a customer to renew an agreement 1. In the list of pending renewals, select the first renewal (this should be Shintzius) 2. Press F7 to open the Agreement 3. Right click in the background of the agreement and select Terminate/Cancel 4. In the TERMINATE/CANCEL AGREEMENT window checkmark Terminate Agreement? and Canceled by Customer? 5. Type 7/21/17 in the DATE field 6. Tab to the COMMENT field and type Failed Renewal 22 SuccessWare, Inc.

23 7. Click Post 8. Click Yes to confirm termination of agreement. 9. Press Esc twice to return to the AGREEMENT MANAGER SuccessWare, Inc 23