Getting Started with Serialized

Transcription

1 Getting Started with Serialized Updated August 2016

2 Contents Introduction...3 Adding Serial Records...3 Adding the Serial Customer...3 Adding Serialized Departments...5 Adding Serialized Items...5 Marking Existing Items as Serialized...6 Setting Serialized Parameters...6 Setting Up Service Codes...7 Setting Up Serialized Technicians...8 Setting Up Contract Types...9 Setting Lease Contracts (Optional) Customizing Invoices and Tickets...12 Setting Department Breakouts (Optional) Setting Serialized Renewals Setting Labor and Travel Rates Setting Item Defaults...20 Linking Models to Contract Types Setting Up Meter Defaults Conversion Setting System Security...22 Setting Up Passwords Setting Up Your Terminal...23 Setting Up the Terminal Cataloging Serialized Reports...25 Cataloging Selectors in the (EZ5) Screen Viewing the Selectors in the (EZZ) Screen ECi Software Solutions, Inc.

3 Introduction Running an office machine dealership isn t just about selling machines. It s about managing lease and service agreements and inventory levels. It s about scheduling service and preventive maintenance calls, and generating billings. Today, service departments are important profit centers. The serialized application helps you operate yours at maximum efficiency. This module lets you automate routine tasks and gives your employees fast, easy access to information about customers, contracts, machines, and service calls. The purpose of the serialized inventory module is to track every item as a unique, individual unit. Using this module, you know who owns, borrows, or leases each individual unit, what maintenance has been performed on that unit, what service is due, and how much profit each unit has generated for your company. Adding Serial Records Serial records include the customer, department, and items. Adding the Serial Customer You can use the Serial customer to maintain in-stock serialized items. You set up the Serial customer in the Customer window. You assign serialized items to a customer when they purchase or return them. By assigning items to the Serial customer, you can easily determine which items are on-hand and available for sale. Once you sell the item to a customer, the Machine Detail Machine Master tab automatically updates with the sale and customer information. 1. Go to the (LA) Customer and A/R Parameters screen and make sure that the Next Customer # field is blank. 1.1 From the Master Menu, double-click. 1.2 From the Keyop Menu, double-click. The Parameter Editor window opens. 1.3 Double-click Text Base parameters. The text-based (L) Parameters screen opens. 1.4 Type A. The (LA) Customer and A/R Parameters screen opens. 1.5 Check the Next customer # field. See the figure on the following page. If it is blank, go to Step 6. If this field is not blank, this means you use this field to automatically assign account numbers when creating customers. However, you must assign the Serial customer account number manually. Write down the number in the Next Customer # field. 3

4 2. Select the [C] Chg action code. 3. When the cursor moves to the G/L Location field, enter the location or press Tab to accept the default. 4. When the cursor moves to the Next Customer # field, press Tab and then Enter. This clears the field. 5. When you create the Serial customer, you may also assign this customer a status code that excludes it from access in the Accounts Receivable Posting window. (Since items assigned to the Serial customer represent your in-house stock, you would not need to access the account in accounts receivable. You would never receive a payment from yourself.) This prevents the possibility of posting transactions to this account by mistake. To do this, set up a range of status codes to exclude in the Inc/Exc In (B) From/To field in the (LA) screen. Once you set up a status code to exclude, you can assign it to the Serial customer. 6. Press Enter to save your changes and exit the (LA) screen. 7. From the Master Menu, double-click. 8. Click. 9. In the Acct # box, type SERIAL. 10. In the Name box, enter any text that helps you identify the serial customer. 11. Click the Order Entry tab. In the Status OE box, enter a status code that excludes the Serial customer from selection in the Accounts Receivable Posting window. You do this by setting up a status code to exclude in the Inc/Exc in (B) From/To field in the (LA) screen. For example, if you specify E as a status code to exclude in the (LA) screen, set this box to E. 12. Click to save your changes. 13. Return to the (LA) screen and re-enter the number you recorded earlier in the Next Customer field. 4

5 Adding Serialized Departments If you have items that you loan, rent, or use as demo items, you can set up department accounts for the Serial customer. By creating a separate account for each department, the system separately tracks and accumulates item history. You can also create departmentalized usage reports. This lets you monitor loaner, rental, and demo items separately from serialized items you sell. 1. From the Master Menu, double-click. 2. Select the Serial customer account. 3. Click the Dept box and specify the type of department to set up. For example, to add a department to track serialized items that you loan, you could enter LOAN in this box. Likewise, to set up a department to track rental or demo items, you could enter RENT or DEMO. 4. Click. Adding Serialized Items To maintain a serialized item database, you must add each serialized item to the Item window. You must treat serialized items that are very similar in model or style as individual items. For the system to recognize an item as serialized, mark the item with a Y (for serialized items that require a serial and system number), P (for serialized items that you bill as parts, including accessories such as sorters and feeders), or X (for nonserialized items that you bill as parts, such as springs and handles). 1. From the Master Menu, double-click. 2. Click. 3. In the Number box, enter the item (model) number. To set up a generic item, enter the generic name, such as COPIER. 4. In the Company box, enter the company for this item. To add a generic item, enter the manufacturer s name. 5. Complete the boxes in the Item Master tab. 6. Click the Item Settings tab. 7. Click the Serial box and enter the appropriate type for the serialized item: Type Y to specify that this is a serialized item. Type P to specify that this is a serialized item that you bill as a part. Type X to specify that this is a non-serialized item that you bill as a part. 8. Complete the remaining boxes in the Item window that are appropriate to this item. 9. Click. 5

6 Marking Existing Items as Serialized Getting Started with Serialized 1. From the Master Menu, double-click. The Item window opens and displays information for the last item selected. 2. Select an item to mark as serialized. 3. Click the Item Settings tab. 4. Click the Serial box and enter the appropriate type for this serialized item: Type Y to specify that this is a serialized item. Type P to specify that this is a serialized item that you bill as a part. Type X to specify that this is a non-serialized item that you bill as a part. 5. Click. Setting Serialized Parameters The Serialized application provides a number of parameter screens designed to automate your procedures and increase your efficiency. For example, you can customize the information that appears on the call monitor. You can specify that the system display the calls by time and date or by priority order. You can also set up the call monitor to display the customer s shipping address instead of the billing address. Customize the serialized application using the following parameter screens: (EZ1S) Serial System Parameters screen (EZ1O) Serial Order Entry Parameters screen (EZ1M) Serial Monitor Parameter screen (EZ1L) Serial Log In Parameters screen (EZ1J) Serial Workorder Journal Parameters screen (EZ1T) Serialized Parameters screen. Unlike other parameter screens, the serialized parameter screens include no preset options: all the fields in the parameter screens are blank when you first receive the system. However, the parameters do arrive with default settings. In other words, a parameter left blank still responds in some way. For example, if you do not specify a printer to use when printing work orders, the work orders automatically print to the P9 printer. If you do not specify how many copies of the work order to print, the system defaults to print one copy. For this reason, we recommend that you view the serialized parameters as part of your getting started procedures to determine whether they meet the needs of your business. 6

7 Setting Up Service Codes You use service codes to separate and track serialized inventory service history. Service codes are one or two digit user-defined codes that you can use to separate and track serialized inventory service history. You enter service codes when you log and complete service calls. You set up service codes in the Machine Tools Call Codes tab. The system stores service codes in the Z-CODES file. 1. From the Master Menu, double-click. 2. Double-click. 3. To add a code, click. 4. Click the Code to Display drop-down menu and select the type of code to add. You can choose from the following: Call Code Problem Code Solution Code Reopen Code Transfer Code 7

8 5. Click the Code box and enter the code to add. You can set up several codes with the same code number, as long as they are different types. For example, you can use Code A1 for both a call code and a problem code. 6. If you are adding call codes, click the Priority box. This box only applies when setting up call codes. Use this box to prioritize your call codes. You can assign each call code you set up a corresponding priority. This notifies your technicians which calls are the most urgent. The priority displays along with the call code in the Call Monitor. You can use any alphanumeric character to define priorities: 1, 2, 3, for example, or A, B, C. 7. If you are adding call codes, click the P/M Call box. This box only applies when setting up call codes. In this box, specify whether the call code you are setting up is for a preventative maintenance (P/M) call. Enter your response according to the following: Type Y to indicate this call code is for preventative maintenance. The system updates the preventative maintenance information for the machine. Type N (default) to indicate this call code is not for preventative maintenance. 8. Click the Code Description box to enter any text that helps you identify the service code. This box is required. You can enter up to 70 characters in this box. However, the system only displays the first 25 characters in the Call Monitor and in the Work Order window. 9. Click any additional boxes for which to enter call code information. 10. Click. Setting Up Serialized Technicians You add salespersons, order-writers, and technicians in the Salesperson window. The Salesperson Technician tab contains specific serialized information. You can only dispatch personnel on service calls through the Call Monitor that you designate as technicians through the Salesperson Technician tab. 1. From the Master Menu, double-click. 2. Click. 3. Click the SalesPerson # box and enter a unique salesperson, order-writer, or technician number. While you can enter up to four alphanumeric characters, you should use numbers that are three or four digits in length. If you assign a two-digit number, the user cannot place orders in order entry. Some serialized dealers use the last two digits of the salesperson number to represent the car stock location assigned to the technician. For example, if you assign a technician number 150, 50 would represent the inventory location you assign to the technician. 4. Click the Name box and enter the salesperson s name. 5. Complete the rest of the Salesperson Master tab, including phone number, address, and so on. 6. In the Salesperson Technician tab, set the OW/S/T box to T. You can only dispatch personnel on service calls that have a T set in this box. 7. Complete any necessary boxes in each of the other tabs. 8. When finished, click to save your changes. 8

9 Setting Up Contract Types Contract types hold all of the default settings for a particular type of contract. A contract type holds the default settings for a particular type of contract. The system uses these settings to create default terms for a contract when you sell one. You can change these default terms, if necessary, to customize the contract for a particular sale. However, you should plan your contract types so that you can accept the default terms most of the time. 1. From the Master Menu, double-click. 2. From the Machines Menu, double-click. 3. Click to add a new contract type. 4. In the Contract box, enter the name of the contract type. You can enter up to four alphanumeric characters. For example, to add a six-month rental, you could type 6MRE. 5. Click the Description Type box and enter a description for this contract. You can enter up to 30 alphanumeric characters in this box. Following the example above, you could enter 6 MONTH RENTAL. 6. Complete the rest of the boxes in the Types tab, and then complete any necessary boxes on the other tabs. For example, you could set up meters. 7. Click to save your changes. Note: If you use lease contracts, set them up in the Contract Lease tab. 9

10 Setting Lease Contracts (Optional) You set up default settings for your lease contracts in the Contract Type Lease tab. This tab lets you specify default leasing terms, billing frequency, and service amounts. You can also enter the total number of months for the lease and any buy-out options associated with the lease contract type. When you sell a lease contract, the system uses these settings to generate the default contract terms. However, you can override these defaults when you sell the contract. After you sell a lease contract in the Serialized Order Entry window, the system creates a record showing the contract s service terms, if any, in the Contract Detail Contract tab. The Contract Detail Lease tab contains the terms of the lease. 1. From the Master Menu, double-click. 2. From the Machines Menu, double-click. 3. Retrieve the contract for which to set lease terms, or click to add a new contract type. 4. Click the Lease tab. 5. Click the Description box and enter a lease description. You can enter up to 30 characters in this box. 6. Click the Terms: Months # box and enter the number of months in the lease. 10

11 7. Click the Billing Freq box and specify the billing period for lease contracts created using this contract type. You can choose from the following: D Daily W Weekly B Bi-Weekly M Monthly T Every Two Months Q Quarterly S Semi-Anually Y Yearly H Every 18 Months 2 Every Two Years 3 Every Three Years 4 Every Four Years 5 Every Five Years 8. In the corresponding At $ box, enter a flat rate to charge at each billing period. To specify no default billing amount, leave this box blank. 9. In the Bill Code box, assign a default billing code for calls generated from the Contract Billing Report. This code is used to track billings from the history file. Leave this box blank to assign no default. The system automatically uses call code I for calls generated from the Contract Billing Report. Note: If you enter a default code in the Bill Code box, you must also set up the code in the Machine Tools Call Codes tab. Otherwise, the system uses the default code I instead. 10. Click the Billing Cost % box and enter the default cost of a lease contract billing as a percentage. The cost is the product of this percentage and the amount billed. For example, if the contract billing amount is $ and you enter 50 in the Billing Cost % box, the cost is $ Click the Dept box and enter the default sales department to which to post the income generated from lease billings. This box defaults to the department that corresponds to the minor (last two digits) specified in the Basic Contracts field in the text-based (EZ1S) Serial System Parameters screen. 12. Click the Service Amount $ box and enter the default service amount for this contract type. The system adds the amount you specify in this box to the billing amount. For example, if this contract type bills a monthly basis for $100, and you enter 25 in this box, the total billing due per month is $ Click the Nbr of First Payments # box and enter the default number of beginning payments to require for this contract type. For example, to bill the customer for one payment when the release begins, enter 1 in this box. The system multiplies the number you enter in this box by the billing amount in the At $ box to determine the amount due. 14. Click the Nbr of Last Payments # box and enter the number of last payments in this box. For example, to bill the customer for the last payment when the lease begins, enter 1 in this box. The system multiplies the number you enter by the billing amount in the At $ box to determine the amount due. 11

12 15. In the Buy Out Options section, specify the buy out terms for this lease contract type. Select one of the following: Percentage of Sale Price: Select this option to charge the customer a percentage of the item s selling price. Use the corresponding box to enter the percentage of the selling price. $1.00: Select this option to charge the customer $1.00 to buy out the contract. Fair Market Value: Select this option to charge the customer the fair market value for the item based on the amount entered in the Fair Market Value box in the Contract Detail Lease tab. None: Select this option to not allow customer buy outs. 16. Click to save your changes. Customizing Invoices and Tickets 1. From the Master Menu, double-click. 2. From the Machines Menu, double-click. 3. Retrieve the contract for which to customize invoices and tickets, or click to add a new contract type. 4. Click the Order Entry tab. See the figure on the following page. 12

13 5. Click the Serial Text & Location box. Enter your answer according to the following: Type Y to print both the serial text and location on invoices. Type T to print only the text, and not the location. Type L to print only the location. Type N (default) to not print the text or location. 6. Click the Billing Period box and specify whether to print the contract billing period. Enter your response according to the following: Type Y to print the contract billing period. Type N (default) to indicate not to print the contract billing period on meter billings or work orders. 7. Click the Type & Description box and specify whether to print the contract s type and description on contract billings, meter billlings, and work orders. Enter your response according to the following: Type Y to print the contract s type and description. Type N (default) to indicate not to print the contract s type and description. 8. Click the Remarks box and specify whether to print contract remarks. Type Y to print contract remarks on contract billings, meter billings, and service work orders. Type S to print contract remarks on both contract billings and service work orders. Type W to print contract remarks only on service work orders. Type N (default) to not print contract remarks. 9. Click the Time box and specify whether to include time information on invoices by printing the original amount of time included in the contract, the amount of time used, and the amount of time left. Type Y to print time information on invoices. Type N (default) to not print time information on invoices. 10. Click the Leases Remarks box and indicate whether to print remarks on lease contracts in Order Entry and on lease billings. Type Y to print remarks. Type N (default) to not print remarks. 11. Click the Description box and specify whether to print the description of each meter. Type Y to print meter descriptions. The system prints the description after the meter number. Type N (default) to not print meter descriptions. 12. Click the Current Date & Reading box and specify whether to print the current meter reading for this billing along with the date when the reading was entered. Enter your response according to the following: Type Y to print the current meter reading and date. Type N (default) to not print the meter reading and date. 13

14 13. Click the Previous Date & Reading box and specify whether to print the previous meter reading and the date of the reading. Enter your response according to the following: Type Y to print the previous reading and the date. Type N (default) to not print the previous reading and date. 14. Click the Used Copies box and specify whether to print the total number of copies (clicks) used. This number represents the difference between the current and previous meter readings. It includes any copies used by technicians when servicing the machine. Enter your response according to the following: Type Y to print the total number of copies used. Type N (default) to not print the total copies used. 15. Click the Tech Used Copies box and specify whether to print the number of copies (clicks) used by technicians while servicing the machine. Enter your response according to the following: Type Y to print the total number of copies used by technicians. Type N (default) to not print the total number of copies used by technicians. 16. Click the Used Copies Minus Tech Use box and specify whether to print the net number of copies (clicks) used after deducting the copies used by the technician. Enter your response according to the following: Type Y to print the net number of copies used. Type N (default) to not print the net number of copies used. 17. Click the Copies Allowed box and specify whether to print the number of free copies (clicks) allowed during each billing period. Type Y to print the number of free copies. Type N (default) to not print the number of free copies. 18. Click the Net Copies box and specify whether to print the number of billable copies and the price per copy. Type Y to print the number of billable copies and the price per copy. Type N (default) to not print the number of billable copies and the price per copy. 19. Click the Contract Copies box and specify whether to print the number of contract copies as a special line on invoices for renewals and contract billings. Type Y to print the number of contract copies on invoices. Type N (default) to not print the number of contract copies on the invoice. 20. Click the Copies From & To box and specify to print the beginning and ending clicks (copies) for the contract. Enter your response according to the following: Type Y to print beginning and ending clicks. Type N (default) to not print the beginning and ending clicks. 14

15 21. Click the Last Bill Date & Copies box and specify whether to print information about the meter s last billing. Type Y to print information about the last billing. Type N (default) to not print information about the last billing. 22. Click the Billing Text box and enter a message that prints on billings and renewals. You can enter up to five lines of text, with 50 characters per line. 23. Click to save your changes. Setting Department Breakouts (Optional) The Contract Departments tab lets you breakout the income from your contract, meter, and lease billings to up to 10 different general ledger departments, instead of just one. If you plan to post the income to only one department, you can skip this step. You can post the income from contract, meter, and lease billings for up to 10 different general ledger departments, instead of just one. For example, you may divide this income between the service department, the sales department, the supplies department, and the parts department. You can set up default department breakouts for each contract type in the Contract Types Departments tab. You can specify that the system break out income from only contract billings, or both contract and meter billings. You can also specify that the system break out the income on lease billings for up to 10 different G/L departments. You can break out the income based on a fixed dollar amount or on a percentage. However, to break out the income from contract billings if you also intend to defer this income, you must break out the income by percentage. If you break out the income by dollar amount, the system breaks out the income, but does not defer the income. To break out the income by percentage, the total of all the percentages you specify must equal 100 percent. 1. From the Master Menu, double-click. 2. From the Machines Menu, double-click. 3. Retrieve the contract for which to set labor and travel rates, or click to add a new contract type. 4. Click the Departments tab. 5. Click the Department Breakout drop-down menu and select from the following: C Break out income from contract billings only. B (default) Break out income from both contract and meter billings. 6. Click the Meters drop-down menu and select the meter number for which you are setting up departments. You can select from meters one through nine. 15

16 7. Click the Contract drop-down menu and select from the following: $ Break out this income by a dollar amount on contract billings. % Break out this income by a percentage on contract billings. 8. Fill out the Contract table. You can specify information for up to 10 departments. If you selected C in Step 5, go to Step Click the Meter drop-down menu and select from the following: $ Break out this income by a dollar amount on meter billings. % Break out this income by a percentage on meter billings. 10. Complete the Meter table. You can specify information for up to 10 departments. If this is not a lease contract type, go to Step Click the Lease drop-down menu and select from the following: $ Break out this income by dollar amount on lease billings. % Break out this income by a percentage on lease billings. 12. Complete the Lease table. You can specify information for up to 10 departments. 13. Click to save your changes. Setting Serialized Renewals You can set up renewal parameters for contract types in the Contract Types Renewals tab. The system stores these parameters in the Z-C-RENCAN file. 1. From the Master Menu, double-click. 16

17 2. From the Machines Menu, double-click. 3. Retrieve the contract for which to set renewals, or click to add a new contract type. 4. Click the Renewals tab. See the figure on the following page. 5. Click the Contract Form box and enter the name of the contract form to use for this contract type. Contract forms list the agreed upon rates and terms of the contract. You can send this form to the customer. Two contract forms are included with the serialized module: SERVC2 and MAINT. If you use the contract type to sell contracts that include meters, use the SERVC2 contract form. If you use the contract type to sell only service contracts that don t include meters, enter MAINT. Note: If this is a lease contract type, enter the contract form in the Lease Form box. 6. In the Generate Renewals Expiring Within section, determine the time period for renewals. For example, to generate renewals within 30 days, enter 30 in the Days box. 7. In the Forms section, specify the forms to fax and/or to the customer when a renewal is generated. 8. Use the boxes in the Up Percents for Renewals section to specify how to increase charges upon renewal. 9. Use the boxes in the Contract Cancellation section to specify the contract form for cancellations, as well as any fees for cancellation. 10. Click 17

18 Setting Labor and Travel Rates Once you set up your contract types, you can assign them default labor and travel rates in the Contract Types Service Rates tab. Each contract type, together with the settings in this tab, provides the default settings for a particular type of contract. For example, the contract type for leases holds all the default settings to use for a lease contract. These defaults provide the basic guidelines for the lease. However, when you sell the contract, you can change nearly all of these default terms when you complete the sale. At the time of the sale, you can also indicate whether to charge the customer or the contract for travel and labor. The system then calculates the travel and labor charges for the work order. 1. From the Master Menu, double-click. 2. From the Machines Menu, double-click. 3. Retrieve the contract for which to set labor and travel rates, or click to add a new contract type. 4. Click the Svc Rates tab. 5. Click the Labor Per Minutes box and enter the number of minutes to cover by the labor rates you set. For example, if you set hourly rates, enter 60 in this box. 6. Click the Minimum Minutes box and enter the minimum labor charge as a number of minutes. You use this box only when your minimum labor charge is greater than the rate for the number of minutes specified in the Labor Per Minutes box. 18

19 For example, if you enter 15 in the Labor Per Minutes box, the minimum labor charge is for 15 minutes, since the system rounds up any shorter amount of minutes to 15. However, if your minimum labor charge is for 60 minutes, then enter 60 minutes in the Minimum Minutes box. This ensures that you charge 60 minutes of labor, even if the actual labor is only 15 minutes. 7. In the Dispatch or Start time box, indicate whether labor time begins when you dispatch the call, or if it begins when the technician starts working at the customer s site. Enter your response according to the following: Type D to begin the labor time when you dispatch the call. Type S (default) to begin the labor time when the technician starts working at the customer s site. 8. Set labor rates in the Labor Rates Table. You can set up different rate levels by using the qualification codes of the technicians who perform the labor. You can set up rate levels in two ways: If you charge different rates for different types of labor, you can set up labor rates using the qualification codes of the technicians who perform each type of service. If you charge a flat rate for labor, but some technicians cost you more than others, enter different cost percentages for reach range of qualification codes. Define each level by specifying the range of qualification codes to which it applies. You can specify up to five different rate levels. 9. In the Travel % box, enter travel charges as a percentage of the labor charge. For example, if you enter 10 in this box, the travel charge equals 10 percent of the labor charge. Note: If you specify travel as a percentage of the labor charge, the system ignores the settings in the Travel Rates by Mileage and Travel Rates by Territory tables. To figure travel charges using mileage or territory, you must leave the Travel % box blank. 10. In the Charge of Travel box, set a default response for the Charge box in the Work Orders window when you bill work orders. When you do, the system displays the Travel and Charge boxes. These boxes work together and allow you to charge the customer for travel time on the workorder. Type Y (default) to set the default for the Charge field to Y, and charge the customer for travel on the work order. Type N to set the default for the Charge field to N. If you also set the include Travel box to Y, the system tracks the travel charges incurred, but does not bill the customer on the work order. 11. In the Territory or Mileage box, specify whether to calculate travel charges by territory or the number of miles traveled. Type M (default) to calculate charges by mileage. Complete the Travel Rates by Mileage table. Type T to calculate travel charges by territory. Complete the Travel Rates by Territory table. Note: The system uses the settings in the Territory or Mileage box only if you leave the Travel % box blank in Step 9. If you enter a percentage in the Travel % box, the system uses the percentage you specify to calculate travel rates regardless of what you enter in the box. 12. Click to save your changes. 19

20 Setting Item Defaults After you set up all of your contract types, you can link the contract types to your serialized items (models). You can link each model to as many as 10 different contract types. For example, you may have a different contract type set up for each model that you sell, rent, lease, and loan. Linking Models to Contract Types 1. From the Master Menu, double-click. 2. Select the machine to which to link contract types. 3. Click. If there are no records for this item, the There Are no Machine Records for This Item message displays. 4. Click Yes. The Item Machine dialog box opens. 5. Complete the Tech Qualification through Set Up Costs boxes. 6. In the Contract Defaults Type box, enter a valid contract type. 7. In the R box, specify whether this contract type can be used as a rental, demo, or loaner contract for this item, or whether the contract is only for use when the customer owns the item. You can link this item to a maximum of 10 different contract types. 8. When you finish entering contract type information, click the Consumables tab. Most machines have parts that need to be replaced at specific intervals. You can use this tab to create a list of replacement parts for each item a technician might need when servicing a machine. When you log calls for the machine, you can also view the list to determine if it is time for the part to be replaced. 20

21 9. In the Replacement Notice: Days Before box, you can enter the number of days for the system to prompt you that a critical part for this machine needs to be replaced. For example, for as much as 15 days advance notice, you would enter 15. Each time you log a call for the machine, the system checks to see if the system date is within 15 of the projected next replacement date. If the date is within the 15 days, the system prompts you that the part needs replaced. 10. You can use the Item Number through % boxes to add a list of critical part items for this machine. Click each box and enter the appropriate information. You can enter up to 12 consumables for each machine. 11. When you finish linking contract types and entering consumables for this machine, click. 12. Click to save your changes. Setting Up Meter Defaults Conversion 1. From the Master Menu, double-click. 2. Select the machine for which to assign meters. 3. Click. The Machine Defaults window opens. 4. Click. The Meter Defaults Conversion dialog box opens. Use this dialog box to tie meters to machines. 5. First, enter limits. You can limit by item number, company name, application, and equipment type. Enter the first limit in the From box and the ending limit in the To box. 6. Click View Limit Results. 21

22 7. The results appear on the right side of the window under the List of Models to Create Limits For heading. Use the bottom portion of the window to enter the meter information to assign to the displayed items. For example, for the first meter, enter the meter description, P/M clicks, P/M frequency, job item number and company name on the #1 line. 8. Click Create Meters. 9. The Finished Updating message displays. Click OK. Setting System Security You can set passwords to restrict access to certain parts of the serialized application. Before setting passwords, decide which screens contain the information to protect. There are three different types of passwords you can set in the text-based (EZX) Serialized Program Security screen: An update password restricts the user to specific Serialized screens. An update password lets the user view, change, and delete information in that one Serialized screen. An inquiry password restricts the user to only viewing information. The user cannot change any information in the screen. A master password provides no restrictions to the user. The master password lets the user view, change, and delete information in any Serialized screen. It also lets the user view and change all passwords set in the (EZX) screen. In the (EZX) screen, you can set either an inquiry or update password for all Serialized screens, with a few exceptions: (EZX) Serialized Program Security (EZY) Serial Maintenance Report (EZZ) Serial Selectors These screens only have fields for an update password. You can also set three passwords for the Work Orders window: Full access to all functions, except changing existing call information Only view information in the Work Orders window Controls changing existing call information in the Work Orders window. Setting Up Passwords 1. From the Master Menu, double-click. The text-based (EZ) Serial Master Menu opens. 2. Type X in the Serial Program Selection field. The (EZX) Serialized Program Security screen opens. See the figure on the following page. 22

23 3. When the cursor moves to the first Update field, you can assign screen passwords. To move the cursor ahead one field, press Tab. To move the cursor back one field, press Backspace. To clear a field, press Space and then press Tab. 4. When the cursor moves to the Master Password field, you can enter a master password. A master password lets you view and change information in any screen. It also lets you view and change all passwords set in the (EZX) screen. If you are not entering a Master password, press Enter and go to Step 6. Enter a master password. If you do not fill the entire field with characters, press Enter. 5. At the Please Verify New Master Password prompt, enter the new password exactly as you entered it in the Master Password field. If you do not fill the entire field with characters, press Enter. 6. A the You Have Now Changed Your Master Password to XXXXX Is This Correct prompt: Type Y to accept the new password as the master password. Type N (default) if you are not changing the master password. When the cursor returns to the Master Password field, enter the correct new master password or press Enter. 7. New passwords are recorded as you specified, and the cursor returns to the Serialized Master Menu. Setting Up Your Terminal You should also make some decisions regarding the terminal you use to place serialized orders. If your terminal is set up correctly in the (L1) Terminal and Tickets Parameters screen, you are prompted for the system and serial numbers when you receive an item. As you receive the items, they are automatically assigned to the Serial customer set up in the Customer window. By assigning items to the Serial customer, you can easily determine which items are on hand and available for sale. Once the item has been sold to a customer, the Machine Detail window is automatically updated with the sale and the customer s information. After you receive all the serialized items in the Purchase Order Entry window, the items are listed, along with the items system numbers and serial numbers. 23

24 Before you receive serialized items in the Purchase Order Entry window, ECi recommends that you set up a specific terminal for use with the Serialized application and end your tickets at a status 8 or a status B (invoice). If you end your tickets at a status 6, you are prompted for the item s system and serial number when you end the ticket and the Machine Detail window is not updated with sales information. Also, to assign the system and serial numbers, you must manually final verify the ticket in Order Entry. By setting up a terminal to end tickets at a status 8 or a status B (invoice), you can eliminate final verifying your tickets. If you end the ticket at a status 8, you must print your invoices in the (TR) Order Entry Reports screen using the [B] Invoices function. If you end your tickets at a status B (invoice), you do not need to print the invoices and can eliminate another step in the process. However, if you end your tickets at an invoice status and make a mistake, you must create a credit return. Setting Up the Terminal 1. From the Master Menu, double-click. The Keyop Menu opens. 2. From the Keyop Menu, double-click. The Parameter Editor window opens. 3. Double-click Text Base Parameters. The text-based (L) Parameters screen opens. 4. Type 1 in the Action field. The (L1) Terminal/Ticket/Printer Parameters screen opens. 5. Type C in the Action field. 6. Press Enter to go past the Starting Terminal To Have Order Entry As Master field. 7. The first Log Ter field shows the logical name for all your terminals. Move the cursor to the line that lists the logical name for the terminal for which to set this option: If the terminal listed in the first Log Ter field is not the terminal for which to set this option, press Enter until the cursor moves to the correct line. If the terminal in the first Log Ter field is the terminal for which to set this option, go to Step Tab to the Tickets St field, shown in the figure on the following page. Enter the status at which to end your tickets. Type 8 to end the tickets at a status 8. You must print your invoices in the (TR) screen using the [B] Invoices function. Type B to end the tickets at status B (invoice). You do not need to print your tickets in the (TR) screen. However, if you make a mistake on the ticket, you must create a credit return. 9. Tab to the Tickets Onl field. In this field, you can set your tickets to print when you end the order. To do this, type Y. 10. Tab to the Invoices Onl field. In this field, you can set your invoices to print when you end the order. To do this, type Y. 24

25 11. Press Enter until the cursor moves through all the rows on the screen and returns to the Action field. If you press Esc before doing so, your changes are not saved. Note: You should print tickets and invoices online, instead of in a batch. Cataloging Serialized Reports DDMS provides various reports and selectors for the Serialized application. Some of these reports can be cataloged using the (EZ5) Serialized Standard Reports screen. In addition, you can create your own serialized reports using Report Writer. Once you create them, you can catalog them in the (EZ5) screen. Cataloging Selectors in the (EZ5) Screen 1. From the Master Menu, double-click. The text-based (EZ) Serial Master Menu opens. 2. In the Serial Program Selection field, type 5. The (EZ5) Serialized Standard Reports screen opens. 3. In the (EZ5) screen, type C in the Action field. 4. In the G/L Location field, press Tab to accept the default location or enter the location for which to catalog the reports. 5. When the cursor moves to the Select field, you can catalog your selectors. If there are no selectors cataloged, with the cursor on the first blank line, enter the selector name of the report to catalog. For example, to catalog a report that lists all your rental contract types, you could enter RENTALS. If there are report selectors listed in the Select field, tab to the first blank line. Enter the selector name of the report to catalog. For example, to catalog a report that lists all your rental contract types, you could enter RENTALS. 25

26 6. A brief description of the report selector you specified and the Catalog This prompt display. Type Y to catalog the selector. 7. The selector s name, subtitle, and description appear on the line where you entered the selector name, and the cursor moves to the next blank line so you can specify another selector to catalog. When you finish, press Enter until the cursor moves to the Action field. Viewing the Selectors in the (EZZ) Screen 1. From the Master Menu, double-click. The text-based (EZ) Serial Master Menu opens. 2. In the Serial Program Selection field, type Z. The (EZZ) Serial Selectors screen opens. This screen displays the reports you cataloged in the (EZ5) screen. For details on printing reports in the (EZZ) screen, see Custom Serialized Reports (pdf) and Standard Serialized Reports (pdf) on the Customer Support Center. 26