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1. al COS M T as e pour ie a Eee Click Activities gt Copy fee schedule from existing Answer Yes to the prompt Type the name of the fee schedule that you are copying into the box provided It must be exact and is case sensitive Click OK Alocet QXpress 137 12 Click Close Esc to save the information and return to the previous screen To rename a fee schedule 1 Click Tools gt Fee Schedule 2 The Fee Schedule screen will appear 3 Click on the drop down list at the top of the screen and select the fee schedule that you want to edit 4 The fee schedule will appear on the screen 5 Click Activities gt Rename 6 Enter the new name into the box provided 7 Click OK 8 Click Close Esc to save the information and return to the previous screen To edit a fee schedule 1 Click Tools gt Fee Schedule 2 The Fee Schedule screen will appear 3 Click on the drop down list at the top of the screen and select the fee schedule that you want to edit 4 The fee schedule will appear on the screen 5 Edit the information as required 6 Click Close Esc to save the information and return to the previous screen To delete a fee schedule 1 Click Tools gt Fee Schedule 2 The Fee Schedule screen will appear 3 Click on the drop down list at the top of the screen and select the fee schedule that you want to delete 4 Click Remove QXpress Alocet 5 Answer Ye
2. Do one of the following If you are in the customer s account click Customer gt Invoices for this customer The nvoice List screen will appear Highlight the invoice that you want to edit Click Edit Invoice If you are in any other screen click Invoices gt Invoice List The Invoice List screen will appear Highlight the invoice that you want to edit Click Edit Invoice The Edit Invoice screen will appear The invoice due date boxes are shown in the top right hand corner of the screen Change the dates by clicking on the drop down list and using the calendar provided Click Save amp Close to save the information and return to the previous screen 108 QXpress Alocet To remove the previous balance from an invoice 1 Do one of the following If you are in the customer s account click Customer gt Invoices for this customer The nvoice List screen will appear Highlight the invoice that you want to edit Click Edit Invoice If you are in any other screen click Invoices gt Invoice List The Invoice List screen will appear Highlight the invoice that you want to edit Click Edit Invoice 2 The Edit Invoice screen will appear 3 The Previous Balance box is displayed in the top right hand corner of the screen Remove the check from the checkbox beside Previous Balance 4 Click Save amp Close to save the information and return to the previous screen To edit the billing message printed on an invoice
3. The Sales Rep box indicates the QuickBooks employee who sold the billing installment Enter the sales rep by clicking on the drop down list and selecting the appropriate option The Prepaid checkbox indicates whether or not the customer has already paid for the billing installment If the customer has already paid for the billing installment place a check inside the checkbox 42 QXpress Alocet If the customer has not already paid for the billing installment do not place a check inside the checkbox In this case the billing installment will be billed normally 15 Click OK to save the information and return to the previous screen To set the billing dates for a billing installment 1 In the Billing installment series screen click on the Recurring Dates tab 2 The Start Stop Billing boxes indicate the dates that you want to start stop billing the customer For example if you want to bill the customer for the entire year you will enter 1 1 07 into the Start Billing box and 12 31 07 into the Stop Billing box Enter the start stop dates by clicking on the drop down list and using the calendar provided 3 The Renewal Type box indicates how the billing installment will be renewed Enter the renewal type by clicking on the drop down list and selecting the appropriate option If the billing installment is going to be renewed next year select Automatically In this case the billing installment will automatically be resched
4. 1 Do one of the following If you are in the customer s account click Customer gt Invoices for this customer The nvoice List screen will appear Highlight the invoice that you want to edit Click Edit Invoice If you are in any other screen click Invoices gt Invoice List The Invoice List screen will appear Highlight the invoice that you want to edit Click Edit Invoice 2 The Edit Invoice screen will appear 3 The Customer Message is displayed in the bottom left hand corner of the screen Change the message by clicking on the drop down list and selecting the appropriate option 4 Click Save amp Close to save the information and return to the previous screen To edit the long charge description printed on an invoice 1 Do one of the following If you are in the customer s account click Customer gt Invoices for this customer The nvoice List screen will appear Highlight the invoice that you want to edit Click Edit Invoice Alocet QXpress 109 If you are in any other screen click Invoices gt Invoice List The Invoice List screen will appear Highlight the invoice that you want to edit Click Edit Invoice 2 The Edit Invoice screen will appear 3 Click on the line item you want to change the Long Charge Description for 4 Click Edit Long Charge Description 5 The Long Charge Description screen will appear 6 Type the new long charge description into the box provided 7 Click OK to save the
5. 2 Click Schedule gt Edit Service or Billing Installment 3 The Billing installment series screen will appear 4 Edit the information as required 5 Click OK to save the information and return to the previous screen To delete a billing installment 1 In the Customer screen highlight the billing installment that you want to delete 2 Click Schedule gt Edit Service or Billing Installment 3 The Billing installment series screen will appear 4 Click on the General tab 5 Click Activities gt Delete 6 Answer Yes to the prompt 7 Click OK 5 2 Scheduling a recurring service Recurring services include those services that you provide at a regular interval For example any service that is provided weekly bi weekly or monthly is considered a recurring service and will be scheduled following the steps outlined below To schedule a new recurring service 1 In the Customer screen click Schedule gt New Service or Billing Installment QXpress Alocet Note The New Schedule screen will appear Click on the drop down list below the heading Type and select Recurring service Click on the drop down list to the right of Charge Description and select the appropriate option If the appropriate charge description is not shown in the drop down list click on the Details button and add a new charge description 5 10 11 12 13 14 Click OK The Recurring service series screen will appea
6. To view a Job Costing By Crew report 1 2 3 Click Reports gt Job Costing gt By Crew The Reports Detail Selector screen will appear Section 1 of this screen displays the date range that you want to view Enter the period that you want to view by clicking on the drop down list and using the calendar to enter the appropriate dates 126 QXpress Alocet 4 Section 2 of this screen indicates the customers that you want to include in the report If you want to view all customers click on All Customers Click OK If you want to view information for a specific customer click on By Individual Click on the drop down list in the Choose Individual box and select the appropriate customer Click OK If you want to select a list of individuals to include in the report click on Quick Pick Click OK The Quick Pick screen will appear Place a check in the boxes corresponding to the customers that you want to include in the report Click Next Place a check in the boxes corresponding to the clients that you want to include in the report Click Next 10 2 3 By job description by customer This report displays your profitability broken down by the services you provide Double clicking on one of the services will display every customer that ordered that service Then double clicking on any of the customers will display the profitability of each time you visited their job site to perform that service To view this repor
7. Alocet Incorporated 57 Spadina Avenue Suite 210 Toronto Ontario Canada M5V 2J2 Xpress SCHEDULING SOFTWARE Version 9 0 User s Manual Phone 1 888 QXpress Fax 1 416 640 6027 E mail info alocet com Web site www qxpress com QXpress Copyright 1998 2009 Alocet Incorporated This documentation cannot be reproduced in full or in part by any means without the prior written consent of Alocet Incorporated Alocet provides this documentation as is without warranty of any kind express or implied including but not limited to implied warranties of appropriateness for specific purposes or merchantability In no event or under any circumstances shall Alocet or its suppliers or distributors be liable for any damages whatsoever including and without limitation damages resulting from business loss which may arise from the use or inability to use this documentation even if Alocet its suppliers or distributors have been previously advised of the possibility of such damages Since some states do not allow the exclusion or limitation of liability for consequential or incidental damages the above limitation may not apply to you Alocet QXpress and their logos are trademarks of Alocet Incorporated Other brand and product names are trademarks or the registered trademarks of their respective corporations QXpress Copyright 2008 Alocet All rights reserved Introduction Welcome to QXpress This amazing QuickBooks add on
8. Create mail merge Mail merge provides you with the ability to export information from QXpress into Microsoft Word This means that you can create document templates in Microsoft Word and then merge those templates with information from QXpress The result is a quick and easy way to generate company documents such as renewal letters or welcome letters To learn more about using mail merge consult the mail merge manual available online at http www alocet com support index html It should be noted that the preferred way to generate renewal letters estimates and other documents is with the Template Designer Reports feature Fee schedule Fee schedules automatically insert prices for services based on square footage When a service is added to a customer s account the fee schedule looks at the property size of the customer and assigns the associated price This is a feature used mostly by lawn spraying companies To add a new fee schedule 1 Click Tools gt Fee Schedule Alocet QXpress 135 2 The Fee Schedule screen will appear Eip EM a Click New A new screen will appear The Choose which description you would like to add box indicates the charge description that you want to add a fee schedule for Select the charge description by clicking on the drop down list and choosing the appropriate option Click OK A new screen will appear pg WI iii mw I 7 mix al on Be E l o 5
9. s equipment It also explains how to enter the information into the software The topics discussed in this chapter include e 4 1 Adding a new equipment account e 4 2 Tracking equipment usage mileage hour log e 4 3 Scheduling equipment maintenance e 4 4 Generating an equipment list e 4 5 Showing the Equipment tab in the Customer screen e 4 6 Showing the Equipment column in the Service screen 4 1 Adding a new equipment account Before you can begin entering equipment information you must first add a new equipment account This is done by following the steps below To add a new equipment account 1 Click Lists gt Equipment List 2 The Equipment screen will appear 3 Click on the Detail tab 4 Click Equipment gt New 5 Enter the appropriate information into the boxes provided 6 Click Close to save the information and return to the previous screen 4 2 Tracking equipment usage mileage hour log The mileage hour loge enables you to track equipment usage in terms of the total number of hours or total number of miles The steps required to make a mileage hour log are outlined below Alocet QXpress 37 To add an entry to the mileage hour log 1 In the Equipment screen click Equipment gt Mileage Hour Log 2 The Mileage Hour Log screen will appear 3 Click New 4 A new row will appear 5 The Date column indicates the date that you are making the entry for Type the appropriate date into the column For examp
10. GETTING SET UP 1 1 1 Importing information from QuickBooks 1 1 2 Setting your preferences 6 1 3 Setting login permissions 17 ENTERING CUSTOMER INFORMATION 19 2 1 Viewing customer accounts 19 2 2 Adding anew customer account 20 2 3 Looking around a customer s account 21 ENTERING CREW ROOM TEAM TECH TRUCK INFORMATION 29 3 1 Setting up crews 29 3 2 Setting up crew groups 32 3 3 Blocking Crew Availability 34 ENTERING EQUIPMENT INFORMATION 37 4 1 Adding a new equipment account 37 4 2 Tracking equipment usage mileage hour log 37 4 3 Scheduling equipment maintenance 38 4 4 Generating an equipment list 38 4 5 Showing the Equipment tab in the Customer screen 39 4 6 Showing the Equipment column in the Service screen 39 SETTING UP BILLING INSTALLMENTS AND SCHEDULING SERVICES 41 5 1 Setting up a monthly billing installment 41 5 2 Scheduling a recurring service 44 5 3 Scheduling a zone based service 49 5 4 Scheduling an appointment one time service 53 5 5 Scheduling a project 57 5 6 Scheduling job packages 62 5 7 Using custom fields for services 63 5 8 Importing a QuickBooks Estimate 65 5 9 Conflict checking 65 5 10 Appointment Colors 66 JOB COSTING 69 6 1 Entering budgeted costs for a service 69 6 2 Printing an estimate 75 6 3 Entering actual costs for a service 76 6 4 Posting service times to QuickBooks 84 6 5 Posting subcontractor vendor Bills to QuickBooks 84 6 6 Posting Inventory Adjustments to QuickBooks 85 MY CALENDAR
11. Mat Usage tab Each material listed in the job items tab will be shown The Description column indicates the name of the material The Employee column indicates the employee that used the material Enter the employee by clicking on the drop down list and selecting the appropriate option The Date Used column indicates the date that the material was used on Type the appropriate date into the column For example if you want to enter the date as June 1 2007 type 6 7 07 into the column The Units Used column indicates the number of units of the material that was used Type the appropriate number into the column The Cost Per Unit column indicates how much each unit of material cost you to purchase Type the appropriate number into the column Click OK to save the information and return to the previous screen To enter actual material costs from My Calendar 1 In My Calendar double click on the service that you want to enter actual material costs for You can only enter actual material costs for services with a On Route or Done status You can tell if it is On Route or Done by hovering your cursor over the Sts column If the service has a status of Pending highlight the service and click Schedule gt Status to On Route 2 The One time service Zone based service Recurring services series Multi day project or Billing installment series screen will appear depending on the type of service Click on the Act Ma
12. SETTING UP BILLING INSTALLMENTS AND SCHEDULING SERVICES This chapter explains how to set up billing installments and schedule services for customers Setting up billing installments provides a quick and easy way to bill customers fixed monthly rates Scheduling services enables you to automate your scheduling by having QXpress create your daily route lists and work orders for you The topics discussed in this chapter include e 5 1 Setting up a monthly billing installment e 5 2 Scheduling a recurring service e 5 3 Scheduling a zone based service e 5 4 Scheduling an appointment one time service e 5 5 Scheduling a project e 5 6 Scheduling job packages e 5 7 Using custom fields for services e 5 8 Importing a QuickBooks Estimate e 5 9 Conflict checking e 5 10 Appointment Colors 5 1 Setting up a monthly billing installment Monthly billing installments enable you to automatically invoice customers the same amount each month For example if you charge Mrs Smith 200 a month for the services that you provide regardless of how many service visits you make you will set up a monthly billing installment for Mrs Smith If you do not have a fixed monthly rate but instead charge a price per visit you can skip this section and move onto section 5 2 To set up a new billing installment 1 In the Customer screen click Schedule gt New Service or Billing Installment 2 The New Schedule screen will appear 3 Click on the drop dow
13. gt Contact manager From other screens in QXpress click Lists gt Contact Manager Alocet QXpress 115 The Contact Manager All Events screen will appear Vette come F Ge GGT CF Click New Event The Add Edit Event screen will appear P a Pm aea aa tt i E em airin david File Sar be rire bafis ue Babri B a Emi Tee Chuus sus r bei feaa ed er r The Customer box indicates the name of the customer that the event involves For example if the event is a reminder to call Mrs Smith then Mrs Smith will be entered into this box Select the customer by clicking on the drop down list and choosing the appropriate option Selecting the customer is optional The Group box indicates the group that the event belongs to For more information on Contact Manager Groups read section 9 2 Select a group by clicking on the drop down list and choosing the appropriate option The Event Type box indicates the type of event being added i e phone call E mail site visit etc Select the type of event by clicking on the drop down list and choosing the appropriate option 116 QXpress Alocet Note If the appropriate type is not shown in the drop down list click on the Details box to the right of Event Type and add a new type 8 The Event Status box displays the current status of the event Select the status by clicking on the drop down list and choosing the appropriate status Note If t
14. s box 5 Click Filter 6 All customers that match the criteria will be listed in the box at the bottom of the screen 7 Highlight the appropriate customer and click Go to Selected Customer 2 2 Adding a new customer account If you are using QuickBooks version 2002 or later you can add new customers directly from QXpress into QuickBooks Adding a customer in QXpress will automatically add the same customer into QuickBooks The steps for adding a customer account are outlined below If you are using a QuickBooks version prior to U S QuickBooks 2002 Pro you must add new customers into QuickBooks and then use QX Sync to re import the information 20 QXpress Alocet To add a new customer account 1 Click Customers gt New QuickBooks Customer 2 The Add QuickBooks Customer screen will appear 3 Enter the appropriate information into the boxes provided Note Phone numbers entered with the first 10 digits being numbers will be automatically formatted For example if you enter the phone number 5551234567 home QXpress will format the number to 555 123 4567 home Note Trying entering the Zip Code before the City and State If QXpress detects that the City and State fields are empty it will search existing customers with that Zip Code and insert the best match 4 Click OK to save the information and return to the previous screen 2 3 Looking around a customer s account This section will explain the dif
15. 5 A message box will appear once the export has been successful 6 Click OK 7 Click Close to return to the previous screen Note The invoices that are shown behind the Not Ready to send to QB tab are there because they are Type 2 invoices for services that have not yet had their status changed to Done In order to move these invoices from Not Ready to send to QB to Ready to send to QB change the status of the appropriate services to Done 8 8 Quick Invoice create amp post invoices directly from service available only in QXpress Gold Platinum Enterprise For many companies that use Invoice Upon Completion invoicing the process to create a batch of invoices to send from QXpress to QuickBooks can be seen as cumbersome This is especially the case when most services need to be edited at the end of the day For this reason the Quick Invoice feature cuts out many unnecessary steps and is more intuitive for those who just want to edit a service put in 112 QXpress Alocet times materials and payments received in the field and post the service as an invoice to QuickBooks all in one convenient step To use the Quick Invoice feature 1 Edit the occurrence of any service i e do not edit the series of a recurring service After making any final edits to the service in the Service screen click on the Quick Invoice icon to the right of the Activities button Set any preferences in the Quick
16. 6 4 Posting service times to QuickBooks After you have entered the start and stop times for completed services into QXpress you can export that service time information into QuickBooks The service time information will be automatically entered into the appropriate employees weekly timesheet To export service times to QuickBooks 1 Click Post to QuickBooks gt Service Times 2 The Post Service Times to QuickBooks screen will appear 3 All service time entries that are ready to be exported will be displayed 4 Click Post to QB 5 A prompt will appear once the export has been successful 6 Click OK 7 Click Close to return to the previous screen Note Service times that are not listed under the Not Ready to send to QB tab are there because their status is On Route If you want to export these service times to QuickBooks click on the Not Ready to send to QB tab and place a check inside the Include services On Route checkbox 6 5 Posting subcontractor vendor Bills to QuickBooks QXpress Platinum and QXpress Enterprise only To send Vendor Bills to QuickBooks 1 Click Post to QuickBooks gt Vendor Bills All completed subcontractor services that are ready to be posted as Vendor bills to QuickBooks will be listed here 2 After you have selected the Vendor Bills to post click Post to QB 3 A prompt will appear once the export has been successful 84 QXpress Alocet 4 Click OK 5 Click
17. 8 Choose an invoice template by clicking on the drop down list to the right of Template and selecting the appropriate option 9 Click Accept 10 The invoices will print to screen 11 To print a hardcopy of the invoices click Print 8 4 Type 3 invoicing Upon completion Type 3 invoicing is designed for companies that invoice services immediately after they are completed Type 3 invoicing enables companies to quickly recover accounts receivable on services To invoice upon completion of a service Note Only services that have the status of Done can be invoiced using Type 3 invoicing Therefore if you are trying to invoice and you are getting an error make sure that the services are set up for Type 3 invoicing and that their status is Done 1 In My Calendar highlight the service s that you want to invoice 2 Click Activities gt Print gt Print invoices Alocet QXpress 105 3 The Step 1 of 2 Generate Invoices From My Calendar screen will appear tgs fi ey SS HA en DRE age sl aaj p mmie co eed cere 4 The Starting Invoice Number indicates the invoice number that will appear on the first invoice You can change this number by typing a new number into the box 5 The Choose billing message box indicates the billing message that will appear on the bottom of each of the invoices Enter the billing message by clicking on the drop down list and selecting the appropriate option 6 Click Generate No
18. 87 7 1 Selecting the calendar view 87 7 2 Using the waiting list for dispatchers 88 7 3 Adding services directly into My Calendar 90 7 4 Editing services in My Calendar 90 7 5 Printing work orders route lists 92 7 6 Rescheduling services 93 7 7 Cancelling services 94 7 8 Completing services 94 7 9 Other features in My Calendar 95 INVOICING 101 8 1 Payment collected at time of service 101 8 2 Type 1 invoicing End of period 102 8 3 Type 2 invoicing From route list 104 8 4 Type 3 invoicing Upon completion 105 8 5 Editing invoices 106 8 6 Re printing existing invoices 110 8 7 Posting invoices to QuickBooks 112 8 8 Quick Invoice create amp post invoices directly from service 112 CONTACT MANAGER 115 9 1 Working with events 115 9 2 Working with contact groups 118 9 3 Using filter conditions 120 9 4 Using show hide columns 122 9 5 Setting contact events to appear in Day Week view 123 9 6 Setting up Alerts to appear when a service is scheduled 123 REPORTING 125 10 1 Using the Template Designer 125 10 2 Viewing pre existing job costing reports 125 10 3 Viewing pre existing planning amp analysis reports 130 10 4 Creating lists 133 10 5 My Calendar summary 133 TOOLS 135 11 1 Create mail merge 135 11 2 Fee schedule 135 11 3 Job rate card 139 11 4 Restoring an earlier database 141 CHAPTER 1 GETTING SET UP This chapter will explain the steps involved in the initial set up of QXpress The topics discussed in this chapter in
19. Close to return to the previous screen 6 6 Posting Inventory Adjustments to QuickBooks When posting invoices to QuickBooks QXpress posts over what was listed on the Invoice rather than what was actually used Inventory Adjustments look at the difference between what is posted in the Invoice and what was actually used and passes an Inventory Adjustment to QuickBooks to account for this To send Inventory Adjustments to QuickBooks 1 Edit an existing service and go to the Job Items tab 2 Add a job item of the type InvtPart 3 Go to the Act Mat Usage tab and enter actual material usage for this job item Make sure the actual material usage is different from the charge quantity for this job item 4 Under the General tab set the status of the service to Done 5 Create an invoice for the service and post the invoice to QuickBooks 6 Click Post to QuickBooks gt Inventory Adjustments 7 You ll see that there is now an inventory adjustment waiting to be posted to QuickBooks with the amount being the difference between the charge quantity and the actual quantity 8 Select an Account from the Adjustment Account for Gains dropdown list and Adjustment Account for Losses dropdown list If you are unsure which QuickBooks account the adjustments should be set to consult your accountant 9 Click Post to QB You will see the amount of inventory on hand in QuickBooks for this item has changed by the quantity on t
20. Sales Rep box indicates the salesperson who sold the service Enter the sales rep by clicking on the drop down list and selecting the appropriate option The Prepaid checkbox indicates whether or not the customer has already paid for the service If the customer has already paid for the service place a check inside the checkbox In this case the charge will be deducted from the customer s prepaid balance If the customer has not already paid for the service do not place a check inside the checkbox In this case the charge will be billed normally The Under Contract checkbox indicates whether or not this service is included as part of an existing billing installment If the service is included as part of an existing billing installment place a check inside the checkbox In this case the service will appear as a zero amount on the customer s invoice or it will not be included on the invoice at all If the service is not included as part of an existing billing installment do not place a check inside the checkbox In this case the service will be invoiced normally The Date box indicates the date that the project will begin Enter the appropriate date by clicking on the drop down list and using the calendar provided The nstructions for Crew box provides space for you to type notes about the service to your crew All notes entered into this box will appear on the crew s route list The Long description for invoice box
21. Setup Crew Groups tab Click on the Crew Group drop down box and select the appropriate crew group Click Delete Crew Group Answer Yes to the prompt Click OK 3 3 Blocking Crew Availability If you are using the Day or Week View calendar you can block off certain days and times that a crew is not available as well as give a reason for the lack of availability The blocked off time will appear as a blacked out appointment area in the calendar To block off crew availability Click Lists gt Crews Choose the crew you want to block availability for from the Crew Name dropdown list Click Block Availability Click Add Choose the From and To date range you wish to block 34 QXpress Alocet 6 Choose the times you wish to block 7 Select which days of the week you wish to block 8 Enter a reason for the lack of availability such as Vacation doesn t work Wednesdays etc 9 Select any additional crews you wish to block availability for 10 Click OK 11 Click OK 12 Click OK to return to My Calendar To edit a blocked off crew availability 1 Double click on the black area on the calendar representing the blocked off crew availability 2 Make any edits as necessary 3 Click OK Alocet QXpress 35 36 QXpress Alocet CHAPTER 4 ENTERING EQUIPMENT INFORMATION This chapter explains the different types of information that QXpress tracks regarding your company
22. Then when you click OK in step 5 the Adding entries to all items in a package screen will appear For each of the entries that you want to be the same for all items place a check in the appropriate check box and enter the appropriate value into the space provided If you do not want the same entries to be made for each of the items in the job package do not place a check inside the checkbox 4 Click on the drop down list to the right of Charge Description and select the appropriate option 5 Click OK 5 7 Using custom fields for services Custom Fields enable you to track information about a service that is specific to your company Custom fields are typically used to track additional data such as Date Entered Data Promised and Priority You can add up to 15 Custom Fields 3 date fields 4 drop down list fields 4 numeric fields and 4 character fields To add a custom field to a service 1 In the customer account double click on the service 2 Click the Edit Custom Fields tab Alocet QXpress 63 Place a check inside the Show checkbox beside the field you want to show Type the name of field into the Field Name column Click OK To add items to a drop down list custom field In the customer account double click on the service Click the Edit Custom Fields tab Click on the drop down list field that you want to add an item to Click Add Item Type the name of the item into the box
23. Timesheet 2 The Job Cost Timesheet screen will appear 3 Highlight the services that you want to assign group service times to To highlight these hold down the Ctrl key on your keyboard and click on the left margin of each job you want to highlight 4 Click Activities gt Distribute times to selected services 5 Enter the start time of the first service and the stop time of the last service into the box provided 6 Click OK 7 The total time will be assigned to each service in the same proportion as the individual estimated time for each service to the total estimated time of all the services 6 3 2 Actual material costs Material costs are determined by multiplying the number of units you used while providing a service by the cost per unit Therefore in order to determine your actual material costs for a service you must enter the type amount and cost of material that you used while providing the service The steps required to enter actual material costs are outlined below Alocet QXpress 79 Note To enter actual material costs from the customer screen 10 11 In the Customers screen highlight the job that you want to enter actual material costs for Click Schedule gt Edit Service or Billing Installment The One time service Zone based service Recurring services series Multi day project or Billing installment series screen will appear depending on the type of service Click on the Act
24. a fixed amount of 99999 When you click Change Rate it will lower all the prices to 0 since this is the minimum number Next click Change Selected Jobs again and increase the same jobs by your desired standard fixed price 11 4 Restoring an earlier database This tool enables you to restore a previous silent backup of your database This tool is used in a situation where you have not done your own backup and you want to go back to the most recent backup that QXpress made automatically To restore an earlier database 2 mue un perem mire p cere mpm DES OS ed D 0 Ge LE n jue Lt Cul ihom meme r mm doe ee lor eant ee ee re i ei i et Yes ang Ser pisma ee lar ee eq E muse CROSS ST STE es oe oe ET PERS i Tenia PDT PT LEFT imme erame et E Ja out DAO T mee LIWN CET E ferme peter a Dae lee pes i ra ke ee eed diir oe crema En Bet ce le ee ee OO CE Choose a restore point Click OK Answer Yes to the prompt In the QXpress Login Form click File gt Restore my database to an earlier time The Restore my database to an earlier time screen will appear Alocet QXpress 141 6 At this point you will be required to save your current database To do this enter a name for the file into the File name box and click Save 7 Click OK 8 Click OK 9 Open QXpress as usual You will be opening the restored database 142 QXpress Alocet A appointment one time service delete 56
25. can only enter actual subcontractor costs for services with a On Route or Done status You can tell if it is On Route or Done by hovering your cursor over the Sis column If the service has a status of Pending highlight the service and click Schedule gt Status to On Route 2 The One time service Zone based service Recurring services series Multi day project or Billing installment series screen will appear depending on the type of service 3 Click on the Subcontractor tab 4 Each budgeted subcontractor cost will be shown 5 The Description column indicates the name of the subcontractor cost 6 The Vendor column indicates the vendor that you owe a payment to Enter the vendor by clicking on the drop down list and selecting the appropriate option 7 The Qty column is used if you are paying the subcontractor by hour In this case type the number of hours owed into this column 8 The Cost column indicates either i the cost per hour or ii the flat rate that you are paying the subcontractor Enter the appropriate cost into the column 9 The Ref No column indicates the reference number that will appear on the vendor bill in QuickBooks Enter the vendor number by typing the appropriate information into the column Alocet QXpress 83 10 The Memo column provides space for you to enter notes about the cost Type the appropriate notes into the column 11 Click OK to save the information and return to the previous screen
26. cancelled Cancelling services will remove those specific services from My Calendar However if the service is part of a recurring series the rest of the series remains in tact For example if you have set up a monthly service for Mr Smith and you cancel his January service only the January service is cancelled all other months are still scheduled The steps required to cancel a service are outlined below To cancel services 1 In My Calendar highlight the services that you want to reschedule 2 Click Schedule gt Status to Cancel 3 Answer Yes to the prompt 7 8 Completing services To indicate that a service is complete you must change the status of the service to Done This process is usually carried out at the end of the day or the next morning If the service s invoice type is 1 or 3 completing the service makes it eligible to be invoiced If the service s invoice type is 2 completing the service increases accounts receivable by the price of the service To complete a service 1 In My Calendar highlight the services that you want to complete 2 Click Schedule gt Status to Done 94 QXpress Alocet 79 Other features in My Calendar My Calendar provides you with many other features designed to make it as quick and easy as possible to manage your services These features are outlined below 7 9 1 Finding specific services The Find feature enables you to find and highlight a specif
27. click Import Estimate All the items from the QuickBooks estimate will appear Note Item descriptions from the estimate will not be brought over Note Items that are calculated as a percentage on the QuickBooks estimate will be brought to QXpress as a whole number Note If there are multiple Charge Descriptions for an item in QXpress QXpress will first look to see if the QuickBooks Class used in the estimate is set to any of these Charge Descriptions in QXpress if it is it will use that Charge Description otherwise it will use the first Charge Description for that item it can find 5 9 Conflict checking Conflict checking gives you the ability to check each scheduled service to see if it conflicts with any future appointments Alocet QXpress 65 To turn the Conflict Checking feature on 1 Go to Edit gt Preferences 2 Click on the Routing amp Scheduling tab 3 Put a check in the Show Scheduling Conflicts button in the Service screen checkbox 4 Click OK To use the Conflict Checking feature 1 Schedule a new service or open an existing one 2 Ensure that your service has a Start Time and Until Time filled out 3 From the Service screen click on the Check For Conflicts button which can be found between the Quick Invoice button and the OK button Note Appointments will not be considered conflicts if they are for the same customer 5 10 Appointment Colors QXpress gives you the ability to color code
28. do not place a check inside the checkbox In this case the charge will be billed normally 19 Click OK to save the information and return to the previous screen To fetch zone based services into My Calendar 1 In My Calendar click Schedule gt Fetch Zone based Services 2 The Placing Zone based Services onto My Calendar screen will appear Alocet QXpress 51 The Add services to which day box indicates the date that you want to schedule the services for Enter the date by clicking on the drop down list and using the calendar provided The Which service do you want to add box indicates the service that you want to schedule Indicate the service by clicking on the drop down list and selecting the appropriate option The Restrict based on last job type date box enables you to only schedule job sites that have not been serviced in a specific number of days If you do not want to schedule job sites that have been serviced recently place a check inside the checkbox Now enter the other information required to finish the sentence For example if you do not want to schedule job sites that have received a lawn application in the last 45 days since December 15 2006 enter the information as shown below E Sana Loire of inetd pos kind dates fe Ty incu job cies fhe hore ci rece Lae Sle ae in She lax a5 cern L IMATE If you want to schedule all eligible job sites regardless of last job date do not place a check
29. each customer The topics discussed in this chapter include e 2 1 Viewing customer accounts e 2 2 Adding a new customer account e 2 3 Looking around a customer s account 2 1 Viewing customer accounts When you enter QXpress a customer account will already exist for each of the customers that you have in QuickBooks The steps required to view those accounts are explained below To view a customer list 1 Click Lists gt Customer List 2 The Customer List screen will appear le bes moan as hierie To view a specific customer account 1 In the Customer List screen do one of the following Alocet QXpress 19 Either highlight the customer account you want to view and click Go to Selected Customer OR double click on the customer account that you want to view To use the customer find feature 1 Click Lists gt Customer List 2 The Customer List screen will appear List One Andres Crintine Gatance 90 00 Qustomer iari pwoices sae Information Menonnes Fas List Fee rore Le Customs f ete ko ste r A Maw code Bargadters T Qatar Pe A Ser tee Dhed Steet Hine Chetres Denari hacer al fetes 8 3 Click on the Find tab 4 Enter your search criteria into the appropriate box For example if you want to search based on phone number type all or part of the customer s phone number into the Phone
30. ee m a mo 7 mmn k l re mur m jma a l n p a E I T En e raj ri Ci E TT T in ee m ju js p ia atl ae ee a oe oe et For each lot enter the appropriate square footage price and man hours For example if your first pricing category is from 0 1000 square feet enter 1000 into the Square Footage column corresponding to lot 1 Similarly if your price for 0 1000 square feet is 12 enter 72 into the Price column corresponding to lot 1 And if takes you 15 minutes to service 0 1000 square feet enter 25 into the Man Hours estimated column associated with lot 1 136 QXpress Alocet 10 Now whenever you add a service with the same description as the fee schedule QXpress will automatically look to see if you have made an entry for the customer s property square footage If you have the appropriate price will be automatically entered If you have not no price will be entered Click Close Esc to save the information and return to the previous screen To copy an existing fee schedule Click Tools gt Fee Schedule The Fee Schedule screen will appear Click New A new screen will appear The Choose which description you would like to add box displays the job description that you want to add a fee schedule for Select the job description by clicking on the drop down list and choosing the appropriate option Click OK A new screen will appear SSS
31. employees that are currently showing are listed on the left hand side If you want to hide an employee click on that employee and click on the second arrow button in the middle of the screen Click Close Esc 10 The Equipment filter enables you to see only events scheduled for a specific piece of equipment To filter by equipment click on the Details button to the right of Equioment The Add Event Equipment Filter screen will appear The pieces of equipment that are currently showing are listed on the left hand side If you want to hide a piece of equipment click on that piece of equipment and click on the second arrow button in the middle of the screen Click Close Esc To save a filter 1 After going through the steps to create a filter and while you are still in the Contact Manager All Events screen click Save Filter 2 Enter a name for the filter into the box provided 3 Click OK To recall a filter 1 In the menu bar click Lists gt Contact Manager 2 The Contact Manager All Events screen will appear Alocet QXpress 121 3 Place a check in the Show Filter Conditions checkbox This check box is found in the bottom left hand corner of the screen 4 The filter conditions will appear at the bottom of the screen 5 Click on the drop down list to the right of Choose a Search Filter and select the appropriate option To delete a filter 1 In the menu bar click Lists gt Contact Manager 2 The Contact Man
32. for a job are outlined below 6 3 1 Actual labor costs Labor costs are determined by multiplying the number of hours your employees spent providing the service by their job cost rates i e how much you pay them per hour Therefore in order to determine your actual labor costs for a service you must enter how long it took your employees to provide the service This is done after the service has been provided The steps required to enter actual labor costs are outlined below To enter actual labor costs from the customer screen In the Customers screen highlight the service that you want to enter actual labor costs for Click Schedule gt Edit Service or Billing Installment The One time service Zone based service Recurring services series Multi day project or Billing installment series screen will appear depending on the type of service Click on the Act Service Times tab 76 QXpress Alocet 5 Each service in the job items tab will be shown 6 The Description column indicates the name of the service 7 The Start Time column indicates the time that the employee s started providing the service Type the appropriate start time into the column For example if the employee s started at 9 15 in the morning type 9 15am into the column 8 The Stop Time column indicates the time that the employee s stopped providing the service Type the appropriate stop time into the column For example if the employee s st
33. hard drive You can also enter Internet URL addresses into the Attached File box By clicking Open Attached File QXpress will prompt the appropriate Windows program to open the file The Notes box provides space for you to enter a note about the event Type the note into the box The Time Stamp button will place a new line in the note along with the Login user who is logged into QXpress and the exact current time Click OK to save the information and return to the previous screen Note A new event can also be added quickly from the customer screen by clicking History gt New Contact when the History tab is selected or by typing Alt C with any other other tab selected Alocet QXpress 117 To edit an event 1 Do one of the following In the Customer screen click on the History tab and double click on the contact manager event you wish to edit From My Calendar in the menu bar click Lists gt Contact Manager The Contact Manager All Events screen will appear Highlight the event that you want to edit Click Edit Event 2 Edit the information as required 3 Click OK to save the information and return to the previous screen To delete an event 1 In the menu bar click Lists gt Contact Manager 2 The Contact Manager All Events screen will appear 3 Highlight the event that you want to delete 4 Click Delete Event 5 Answer Yes to the prompt 6 Click OK to save the information and return to the previ
34. highlight the service s that you want to invoice 2 Click Activities gt Print gt Print Invoices 3 The Step 1 of 2 Generate Invoices From My Calendar screen will appear wiii irea i p Bama ba am ma Pos pO ao a oe Dur E y COTES roe rn eee E SS eS Sa Se 4 The Starting Invoice Number indicates the invoice number that will appear on the first invoice You can change this number by typing a new number into the box 104 QXpress Alocet 5 The Choose billing message box indicates the billing message that will appear on the bottom of each of the invoices Enter the billing message by clicking on the drop down list and selecting the appropriate option 6 Click Generate Note As a QXpress user you will be generating a batch of invoices in QXpress and posting that batch of invoices to QuickBooks But where you actually print the invoices is up to you If you want to print invoices in QuickBooks rather than QXpress one short cut is to put a check in the Skip print invoice screen checkbox and remove the check from the Skip Post to QB screen checkbox 7 The Step 2 of 2 Accept or Reject Batch screen will appear Note At this point the invoices have been created but the information has not yet been updated in QXpress If you want to preview the invoices before the information is updated in the program click Preview This will allow you to scroll through each of the invoices to ensure the information is correct
35. if you want to invoice for the month of June 102 QXpress Alocet 2005 you will enter 6 1 05 into the Starting date of period box and 6 30 05 into the Ending date of period box The Pick customers to generate for section indicates the customers that you want to invoice Usually you will select A customers as QXpress will search all customers for completed Type 1 invoicing services and ignore those that don t have them If you want to invoice all of your customers click All customers Click Generate If you want to invoice only those customers included on one of your memorized lists click By Memorized Filter List Next click on the drop down list and select the appropriate option Click Generate If you want to invoice a specific customer click By Individual Next click on the drop down list and select the appropriate option Click Generate If you want to manually select the customers you want to invoice click Quick Pick Click Generate The Generate Invoices screen will appear Place a check inside the boxes corresponding to the customers that you want to invoice Click OK Note As a QXpress user you will be generating a batch of invoices in QXpress and posting that batch of invoices to QuickBooks But where you actually print the invoices is up to you If you want to print invoices in QuickBooks rather than QXpress one short cut is to put a check in the Skip print invoice screen checkbox and remove the che
36. invoice type 25 default job items 11 default long charge descriptions 10 default notes 10 dispatching activate 88 add service 88 assigning a service to a crew 89 changing waiting list sorting 89 editing waiting list columns 89 placing a service back into the waiting list 89 E E mail address editing 25 entering 25 extend contract 47 F fee schedule 135 copying from existing 137 delete 138 edit 138 new 135 rename 138 finding customers 20 fixed billing contracts 41 G getting information from QuickBooks 1 group service times 79 I importing information from QuickBooks 1 Aus 7 0 or later 4 Can 2002 4 Can 2002 or earlier 3 Can 2003 Basic 4 Can 2003 Pro Premier Enterprise 1 US 2001 or earlier 3 US 2002 Pro Premier Enterprise 1 US 2003 Basic 4 US 2003 Pro Premier Enterprise 1 US 2004 Pro Premier Enterprise 1 increasing decreasing prices 139 by fixed amount 139 by percentage 140 invoicing delete an invoice 110 multiple job sites 25 open 24 items adding new 8 J job cost rates 31 job costing 69 entering actual material costs 79 entering actual subcontractor costs 82 entering budgeted labor costs 69 entering budgeted material costs 72 entering budgeted subcontractor costs 73 entering group service times 79 printing an estimate 75 job costing reports by crew 126 by customer 126 by job description 128 by job description by customer 127 by type 128 equipment usage 130 estimated vs actual
37. map book By entering the customer s map code you can have it automatically print onto route lists work orders for that customer 1 In the Routing amp Invoicing section of the customer account type the map code into the box to the right of Map Code To enter a sort code for a customer Sort codes determine the order that services will be completed For example a customer with a sort code of 70 will be scheduled ahead of a customer with sort code 20 Route sheets and work orders are printed in the sort code order To understand sort codes imagine you were going to service all of your customers in one day using one truck Put your customers in order that you would visit them Give the customer at the top of the list sort code 70 give the second customer sort code 20 and so on 1 In the Routing amp Invoicing section of the customer account click on the Details button to the right of Sort Code 2 The Sort Code Router screen will appear 3 The Sort Code column indicates the sort code assigned to the customer Type the appropriate number into the column 4 Click OK to save the information and return to the previous screen Alocet QXpress 23 To enter a default preferred day for a customer Note Entering a default preferred day for a customer means that any time a service is scheduled for the customer the preferred day for that service will automatically be set to the default preferred day 1 In the Routi
38. name of the service Alocet QXpress 77 The Start Time column indicates the time that the employee s started providing the service Type the appropriate start time into the column For example if the employee s started at 9 15 in the morning type 9 15am into the column The Stop Time column indicates the time that the employee s stopped providing the service Type the appropriate stop time into the column For example if the employee s stopped at 10 15 in the morning type 10 15am into the column The Hours column displays the total length of time the employee s spent providing the service The Employee column indicates the employee s that provided the service Enter the employee s by clicking on the drop down list and selecting the appropriate option Note If you want to make the same entry for all of the employees in a crew select CREW from the drop down list Doing so saves you from having to make multiple entries for each member of the crew 10 The Job Cost Rate Per Hour displays the cost of the employee per hour To learn about entering job cost rates read section 3 1 11 Click OK to save the information and return to the previous screen To enter actual labor costs from the Job Cost Timesheet 1 In My Calendar click Activities gt Job Cost Timesheet 2 The Job Cost Timesheet screen will appear 3 Each job that is both On Route or Done and shown in My Calendar is displayed on this screen 4 The Descriptio
39. profitability of your individual customers Double clicking on a customer s name will display all of the unique services that were completed for the customer Then double clicking on one of the services will display the profitability breakdown for each time you visited the customer s job site for that service To view this report 1 2 3 Click Reports gt Job Costing gt By Customer The Reports Detail Selector screen will appear Section 1 of this screen displays the date range that you want to view Enter the period that you want to view by clicking on the drop down list and using the calendar to enter the appropriate dates Section 2 of this screen indicates the customers that you want to include in the report If you want to view all customers click on All Customers Click OK If you want to view information for a specific customer click on By Individual Click on the drop down list in the Choose Individual box and select the appropriate customer Click OK If you want to select a list of individuals to include in the report click on Quick Pick Click OK The Generate Invoices screen will appear Place a check in the boxes corresponding to the customers that you want to include in the report Click Next 10 2 2 By crew This report shows the profitability of your individual crews Double clicking on a crew name will display every job type that the crew has performed and how profitable those services have been
40. provided If you want to associate an icon with this item click on the Details button in the Icon column Click on the appropriate icon Click OK To delete items from a drop down list custom field In the customer account double click on the service Click the Edit Custom Fields tab Click on the drop down list field that you want to delete an item from Click on the item you want to delete Click Delete Item Click OK To enter information into custom fields that you have added In the customer account double click on the service Click the Custom Fields tab Enter information into the appropriate custom fields Click OK 64 QXpress Alocet To remove a custom field from a service 1 In the customer account double click on the service 2 Click the Edit Custom Fields tab 3 Remove the check from Show checkbox beside the field you want to remove 4 Click OK 5 8 Importing a QuickBooks Estimate To import an Estimate from QuickBooks 1 Schedule a new service or open an existing service 2 Click on the Job Items tab 3 Click Activities gt Import QuickBooks Estimate 4 Assuming QuickBooks is open on this computer a list of estimates for this customer will now appear 5 If you are using QuickBooks Pro 2004 or higher you can click on an estimate and then click Go To to open the estimate in QuickBooks 6 In QXpress click on the estimate you want to import from QuickBooks and
41. renewed next year select Automatically In this case the service will automatically be rescheduled for next year on the Renewal Date If you are unsure if the service is going to be renewed next year select Prompt In this case QXpress will ask you about the status of this service on the Renewal Date If the service will not be renewed next year select Don t Renew The Renewal Date box indicates either 1 the date that the service will be automatically renewed or 2 the date that QXpress will prompt you about the renewal status of the service Enter the renewal date by clicking on the drop down list and using the calendar provided The Maximum of visits box indicates the greatest number of times that you want to provide the service in one year For example if you limit the total number of visits in one year to twenty five you will enter 25 into the box Type the appropriate number into the box You can use the Maximum of visits box to handle Charge Over Max scenarios In other words if you service a customer under contract up to a maximum number of visits and you want to bill the customer additionally for every visit over the maximum enter the maximum number of visits into this box Then activate the Extend Contracts feature by clicking Edit gt Preferences Click the Routing amp Scheduling tab and place a check inside the Extend Contracts warn at startup when Done to date Max Visits Once you have done this Q
42. screen highlight the service that you want to enter a budgeted labor cost for 2 Click Schedule gt Edit Service or Billing Installment 3 The One time service Zone based service Recurring services series Multi day project or Billing installment series screen will appear depending on the type of service 4 Click on the Job Items tab 5 Enter the budgeted labor man hours into the Est Qty Hours column Note The total budgeted labor cost is calculated by multiplying the budgeted labor hours by the average job cost rate of the crew providing the service To view your total budgeted labor cost click the Print Estimate Report button at the bottom of the screen Select the Job ltem Summary template Click OK 6 Click OK to save the information and return to the previous screen To add a new budgeted labor cost 1 In the Customers screen highlight the service that you want to add a budgeted labor cost for 2 Click Schedule gt Edit Service or Billing Installment 3 The One time service Zone based service Recurring services series Multi day project or Billing installment series screen will appear depending on the type of service 4 Click on the Job Items tab 5 Click Add 6 A new row will appear 7 Enter the appropriate description into the Description column 8 Enter the budgeted labor man hours into the Est Qty Hours column 70 QXpress Alocet Note The total budgeted labor cost is calculated by mult
43. services 2 Click Activities gt Print gt Work Orders Route Lists QXpress Alocet 3 The Print which services screen will appear EEE Si isi i Ty ell Fm Ds Fons tanii mh bi Cm E hasmi Don Peer erage re Dss Pete Sdi to Rss mate a ces 4 The Template box indicates the template that you want to use to print your work order route list Enter the template by clicking on the drop down list and selecting the appropriate option Note You can download templates or create your own template by using the Template Designer feature To learn more about this feature consult the Template Designer manual available from www alocet com under the Support gt QXpress gt Documentation section 5 Click OK 6 The work order route list will print to screen nains 7 To print a hardcopy of the work order route list click Print 7 6 Rescheduling services In the event that you do not complete all of the services that you scheduled for a particular day you can reschedule those services for another day The steps involved in rescheduling a service are explained below To reschedule a service 1 In My Calendar highlight the services that you want to reschedule 2 Click Activities gt Reschedule Postpone 3 The Enter New Date screen will appear Alocet QXpress 93 4 Type the new date into the box 5 Click OK 6 Click Refresh 7 7 Cancelling services In some instances services may have to be
44. sold the service Enter the sales rep by clicking on the drop down list and selecting the appropriate option The Prepaid checkbox indicates whether or not the customer has already paid for the service If the customer has already paid for the service place a check inside the checkbox In this case the charge will be deducted from the customer s prepaid balance If the customer has not already paid for the service do not place a check inside the checkbox In this case the charge will be billed normally The Under Contract checkbox indicates whether or not this service is included as part of an existing billing installment If the service is included as part of an existing billing installment place a check inside the checkbox In this case the service will appear as a zero amount on the customer s invoice or it will not be included on the invoice at all If the service is not included as part of an existing billing installment do not place a check inside the checkbox In this case the service will be invoiced normally The Date box indicates the date that the service will be provided Enter the date by clicking on the drop down list and using the calendar provided The Prompt for rescheduling when done checkbox indicates whether or not you want QXpress to ask you if you want to schedule a new appointment once this one is completed If you want QXpress to prompt you to schedule a new appointment once this one is complete
45. sure that all your Print Order numbers have the same number of digits As an example a charge description with print order 001 will appear ahead of a charge description with print order 002 on a renewal letter Click Close to save the information and return to the previous screen QXpress Alocet To edit a charge description Click Lists gt Charge Description List The Charge Descriptions screen will appear Edit the information as required Click Close to save the information and return to the previous screen To delete a charge description In the Charge Descriptions screen highlight the charge description that you want to delete Click Delete Answer Yes to the prompt Click Close to save the information and return to the previous screen To enter default instructions that will appear everytime a charge description appears on a route list work order In the Charge Descriptions screen click on the appropriate charge description Click Advanced The Advanced Charge Descriptions screen will appear Derma rations JDescriphons Dern so teres Astana Saos amp Materials amant Dates tratructarrs fes Moute Liri dt Dencrpt n hotes for Proposes erat Ostirates Dated Long Orge Desorption Type the note into the text box under the heading Default Instructions for Route List Click OK to save the information and return to the previous screen Alocet QXpress To enter default notes t
46. the report If you want to view all customers click on All Customers Click OK If you want to view information for a specific customer click on By Individual Click on the drop down list in the Choose Individual box and select the appropriate customer Click OK Alocet QXpress 129 If you want to select a list of individuals to include in the report click on Quick Pick Click OK The Quick Pick screen will appear Place a check in the boxes corresponding to the customers that you want to include in the report Click Next 10 2 7 Equipment usage This report displays the overhead costs for each piece of equipment This report displays the cost per mile and the cost per hour for each piece of equipment To view this report 1 Click Reports gt Job Costing gt Equipment Overhead Rate 2 Indicate whether you would like to see the information grouped by year quarter or month by clicking on the appropriate selection 3 Click OK 10 3 Viewing pre existing planning amp analysis reports Planning amp analysis reports display information that is important for your future planning Each type of planning amp analysis report is described below 10 3 1 Gross status report This report displays the expected revenue you will earn the expected square footage that you will service and the total count of jobs that have been scheduled for a given period of time Double clicking on the year in the left hand column will provide a
47. to QuickBooks and reopen QXpress Click OK to save the information and return to the previous screen 30 QXpress Alocet To enter a job cost rate for an employee 1 6 In the Crew Setup screen highlight the employee that you want to enter a job cost rate for Click Job Cost Rates The Employee Job Cost Rates screen will appear Type the appropriate job cost rate into the Job Cost Rate Hr column The Job Cost Rate is how much an employee costs you per hour This may be just rate you pay them per hour or it may also include other costs like workman s compensation or your company s overhead per hour calculation You may also enter a rate into the Custom Rate 1 and Custom Rate 2 fields if you like This is often used by companies who create advanced Template Designer reports to calculate commissions payable to employees Click OK to save the information and return to the previous screen To change an employee s QXDC name 1 In the Crew Setup screen highlight the employee that you want to enter a job cost rate for Click Job Cost Rates The Employee Job Cost Rates screen will appear Type the new QXDC name into the QXDC Name column The QXDC Name must be unique Click OK to save the information and return to the previous screen To remove an employee from a crew In the Crew Setup screen highlight the employee that you want to remove from the crew Click Remove Employee Click OK to s
48. typing the appropriate information into the column The Memo column provides space for you to enter notes about the cost Type the appropriate notes into the column Note The total budgeted subcontractor cost is calculated by multiplying the Qty column by the Cost column To view your total budgeted labor cost click the Print Estimate Report button at the bottom of the screen Select the Job tem Summary template Click OK 13 Click OK to save the information and return to the previous screen To edit a budgeted subcontractor cost 1 In the Customers screen highlight the service that you want to edit a budgeted subcontractor cost for 2 Click Schedule gt Edit Service or Billing Installment 74 QXpress Alocet The One time service Zone based service Recurring services series Multi day project or Billing installment series screen will appear depending on the type of service Click on the Subcontractor tab Edit the budgeted subcontractor cost information as required Click OK to save the information and return to the previous screen To remove a budgeted subcontractor cost In the Customers screen highlight the service that you want to remove a budgeted subcontractor cost from Click Schedule gt Edit Service or Billing Installment The One time service Zone based service Recurring services series Multi day project or Billing installment series screen will appear depending on the type of service Click on
49. will appear Edit the information as required Click OK to save the information and return to the previous screen To delete a variable class In the Variable Class screen highlight the variable class that you want to delete Click Delete Answer Yes to the prompt Click OK to save the information and return to the previous screen 14 QXpress Alocet 1 2 5 Creating job packages Job packages enable you to combine many individual charge descriptions into one package so that all of the individual charge descriptions can be added to a customer s account simultaneously This is usually used by companies that perform several distinct once a year services on a property good example of how job packages may be used is a lawn spraying company This type of company often offers a predetermined program such as a 5 step or 8 step program Rather than having to schedule 5 or 8 services for every customer that signs up for the program a lawn spraying company can combine all of the charge descriptions into one job package Then when a customer signs up for the program the company simply has to add one job package and all of the appropriate charge descriptions are added To add a new job package 1 Click Lists gt Job Packages 2 The Job Packages screen will appear 3 Click New Job Package 4 Enter the name of the job package into the box provided 5 Click OK 6 The new job package has now been
50. Click on the Act Mat Usage tab Click Create Bill P O for materials purchased in the field Select whether you want to create a Vendor Bill i e you have already received the bill from the Vendor or a Purchase Order i e the Vendor will send you a bill at a later date and the bill will match a Purchase Order Number you provide Go through each of the fields and make the appropriate selection if applicable Alocet QXpress 81 Note In the case of a Purchase Order the Purchase Order Number will be assigned automatically once you post the Purchase Order to QuickBooks as QuickBooks will provide you with the next sequential Purchase Order Number 6 In the grid below list all the Charge Descriptions for the items you are purchasing Only Inventory and Non Inventory Parts will be listed 7 Click Post Vendor Bill Purchase Order to QuickBooks 8 You will return to the Act Mat Usage tab with the quantities purchased entered automatically 6 3 4 Actual subcontractor costs Subcontractor costs are those costs that are paid to other companies vendors for helping you provide a service In order to track subcontractor costs you must enter the name of the subcontractor and the amount you owe them The steps required to enter actual subcontractor costs are outlined below To enter actual subcontractor costs from the customer screen 1 In the Customers screen highlight the job that you want to enter actual subcontra
51. Done highlight the service and click Schedule gt Status to On Route 3 Click Schedule gt Edit Note If the service that you are going to edit is part of a recurring series the following screen will appear Les meet ey ee Lu CLR CR ee ee ESS oo mur Ceres CET Click on Open this occurrence Click OK 4 The One time service Zone based service Recurring services series Multi day project or Billing installment series screen will appear depending on the type of service 5 Edit the information as required 6 Click OK to save the information and return to the previous screen To edit all pending dates the series of a recurring service 1 Locate the service in My Calendar 2 Clicked Schedule gt Edit 3 If you receive a prompt to open the occurrence or series click Open the series and click OK To edit several services in My Calendar 1 Locate the services in My Calendar Alocet QXpress 91 2 Make sure that the services all have the status of On Route If you are not sure of the status of the services hover your cursor over the Sts column A tag will appear that will display the status of the services If the status of the services is not On Route highlight the services and click Schedule gt Status to On Route 3 Highlight all of the services that you want to edit 4 Click Activities gt Selected Jobs Charges If you want to change the invoice type of all of the services
52. Invoice Generate amp Post to QuickBooks screen Click Generate amp Post to QuickBooks The service will automatically be set to the status of Done an invoice will be created and then posted to QuickBooks Also if you entered a Payment collected at time of service the payment would get posted at this time as well Alocet QXpress 113 114 QXpress Alocet CHAPTER 9 CONTACT MANAGER This chapter explains how to use the contact manager features in QXpress The contact manager feature enables you to schedule reminders for important events such as meetings site visits or phone calls The contact manager can even be used to remind you about regular company equipment maintenance The topics discussed in this chapter are e 9 1 Working with events e 9 2 Working with contact groups e 9 3 Using filter conditions e 9 4 Using show hide columns e 9 5 Setting contact events to appear in Day Week view e 9 6 Setting up Alerts to appear when a service is scheduled 9 1 Working with events Events is the name given to the reminders conversations or notes that you enter into contact manager In other words when you schedule a reminder record a conversation or leave a note from yourself to another staff member you are creating a contact manager event The process for creating a contact manager event is explained below To add a new event 1 Do one of the following From the customer screen click Customer
53. QXpress will memorize the relationship between the Pmt Method and Deposit To so that the next payment you receive will have the Deposit To automatically filled in based on the Pmt Method 8 2 Type 1 invoicing End of period Type 7 invoicing is designed for companies that provide recurring services and invoice for those services at the end of a specified period i e at the end of the week or at the end of the month With Type 7 invoicing you will print your route lists each day and come back at the end of the day to turn the status of services to Done Then at the end of your billing period usually the last day of the month you will turn your completed services into one invoice per customer for all the work done and then post the invoices to QuickBooks To generate invoices at the end of a period Note Only services that have a status of Done can be invoiced using Type 1 invoicing Therefore if you are trying to use Type 1 invoicing but you are getting a message that says QXpress could detect no Batch Type charges 1 or 4 that have been completed and fit the above criteria go into My Calendar and make sure that the services you are trying to invoice have Type 1 invoicing and have the status of Done 1 Click Invoices gt Generate Invoices 2 The Step 1 of 2 Generate Batch Invoices screen will appear 3 The Starting Ending date of period boxes indicate the period that you want to invoice for For example
54. Showing the Equipment tab in the Customer screen You can assign certain pieces of equipment to certain customers This is often helpful if you need to track equipment on your Customer s property whether it is owned by you or by your Customer To show or hide the Equipment tab in the Customer screen 4 Click Edit gt Preferences Click on the Routing and Scheduling tab To show the Equipment tab ensure there is a check in the Show the Equipment tab in the customer screen checkbox To hide the Equipment tab ensure there is not a check in the Show the Equipment tab in the customer screen checkbox Click OK 4 6 Showing the Equipment column in the Service screen You can assign certain pieces of equipment to certain tasks or Job Items of a service This is often helpful if you need to schedule recurring services to be done for specific equipment stored on customer properties such as heating system air conditioning units or computers To show or hide the Equipment tab in the Service screen Click Edit gt Preferences Click on the Routing and Scheduling tab To show the Equipment column in the Job Items tab of the Service screen ensure there is a check in the Show the Equipment column in the Job Alocet QXpress 39 4 Items tab checkbox To hide the Equipment column ensure there is not a check in the Show the Equipment column in the Job Items tab checkbox Click OK 40 QXpress Alocet CHAPTER 5
55. Xpress will indicate when a customer has exceeded their maximum number of visits If you decide to continue scheduling services for this customer the cost of those services will be billed in addition to the contract price To learn more about the Extend Contract feature please watch the movies on the industry Snow Removal The Turn off Automatic Rescheduling for this service check box allows you to gain full control over rescheduling If this checkbox is checked QXpress Alocet QXpress 47 will ignore the minimum days between visits and will not make any attempt to move future dates when jobs are rescheduled 10 Click on the Allow tab 11 The Allow Which Days section indicates the days of the week that the service can be scheduled for If the service can be scheduled for any day of the week click All Days If the service can only be scheduled on certain days click Choose Only place checks in the checkboxes next to the days that the service can be scheduled for For example if you only work Monday Friday only place checks inside those checkboxes 12 The Allow Which Weeks section indicates the weeks in a month that the service can be scheduled for If the service can be scheduled for any week in a month click All Weeks If the service can only be scheduled on certain weeks click Choose Only place checks in the checkboxes next to the weeks that the service can be scheduled for For example if you only want the ser
56. a one time appointment zone based or project service For details one scheduling services see Section 5 88 QXpress Alocet Note Recurring services and billing installments cannot be added to the waiting list To dispatch a service from the waiting list to a crew 1 In My Calendar the waiting list is shown at the bottom of the screen as shown below msn r cs ieee mini 2 Locate the service you want to dispatch 3 If you are in Day or Week View click on the Drag icon associated with the service hold down the mouse button and drag the service to the appropriate date time and crew Release the mouse button If you are in List View highlight the services in the Waiting List that you wish to dispatch and then click Waiting List gt Send selected services to My Calendar To place a dispatched service back on the waiting list 1 In My Calendar locate the service you want to place back in the Waiting list If you are in List View make sure you highlight the service you want to send to the Waiting List and that only one service is highlighted Then click Schedule gt Place in Waiting List 2 Right click on the appropriate service and select Place in Waiting List To edit waiting list columns and sorting 1 In My Calendar click Waiting List gt Show hide amp sort columns 2 The Preferences screen will appear 3 Place a check inside the Show checkbox associated with each column you want to
57. a specific customer click on By Individual Click on the drop down list in the Choose Individual box and select the appropriate customer Click OK If you want to select a list of individuals to include in the report click on Quick Pick Click OK The Generate Invoices screen will appear Place a check in the boxes corresponding to the customers that you want to include in the report Click Next 10 2 6 Estimated vs actual hours This report displays the difference between the estimated hours required to complete services and the actual hours required to complete services Each customer is shown with the total estimated hours for their work and the total actual hours for their work Double clicking on a customer will display all of the unique services that were completed for the customer and the estimated and actual hours for each services Then double clicking on a service will display the date that every visit for the service was completed and the estimated and actual hours for each time you visited the job site To view this report 2 Click Reports gt Job Costing gt Estimated Vs Actual Hours The Reports Detail Selector screen will appear Section 1 of this screen displays the date range that you want to view Enter the period that you want to view by clicking on the drop down list and using the calendar to enter the appropriate dates Section 2 of this screen indicates the customers that you want to include in
58. ager All Events screen will appear 3 Place a check in the Show Filter Conditions checkbox This check box is found in the bottom left hand corner of the screen 4 Click on the drop down list to the right of Choose a Search Filter and select the filter that you want to delete 5 Click Delete Filter 6 Answer Yes to the prompt 9 4 Using show hide columns The show hide columns feature enables you to customize the information shown on the contact manager screen by giving you the ability to show or hide specific columns To use the show hide feature 1 In the menu bar click Lists gt Contact Manager 2 The Contact Manager All Events screen will appear 3 Click Show Hide Columns 122 QXpress Alocet 4 The Show Hide columns screen will appear DEEE hac 5 Place a check in the Show column of the columns you want to see and remove the check from the columns you do not want to see 9 5 Setting contact events to appear in Day Week view Contact manager events can appear as appointments in the Day and Week view of My Calendar The follow criteria have to be met for a Contact Manager Event to appear in My Calendar 1 You must be in either Day or Week view 2 The Contact Manager Event must be assigned to an Event Status that the Remind Me turned on 3 The Contact Manager Event must be assigned to an employee 4 The employee must be the same employee that is the Crew Leader of a crew visible
59. ailable Fields Edit the field information as required The information will automatically be updated in all customer accounts hide a field in a custom field group In the customer account click on the Edit Custom Fields tab Click on the drop down list beneath the heading Choose a group to edit and select the group that contains the field you want to hide Click on the field you want to hide beneath the heading Available Fields Remove the check from the Show checkbox This field will no longer appear in the custom field group Alocet QXpress 27 28 QXpress Alocet CHAPTER 3 ENTERING CREW ROOM TEAM TECH TRUCK INFORMATION This chapter explains the different types of information that QXpress tracks regarding work crews Note QXpress allows you to change the Crew Vocabulary from Crew to either Room Team Tech or Truck This manual however will always use the term Crew The topics discussed in this chapter include e 3 1 Setting up crews e 3 2 Setting up crew groups e 3 3 Blocking Crew Availability 3 1 Setting up crews QXpress automatically imports all of your employee information from QuickBooks therefore you do not have to re enter any employee information However you will have to arrange your employees into crews for scheduling and job tracking purposes The steps required to properly set up your crews are outlined below To change your Crew Vocabul
60. appointments in the Day View and Week View calendars To use this feature 1 Schedule a new service or open an existing one 2 Click on the General tab 3 In the top right change the Appt Color dropdown list to the desired color 4 Click OK 5 Find the service in My Calendar under either the Day View or Week View Note There is no way to change the label of the color It is currently just the color s name Note Appointment colors are not available for List View or Month View Note There is no way to automatically set a default appointment color per crew Note Selected appointments will always be assigned a blue color regardless of what the appointment color is 66 QXpress Alocet To set default appointment colors per Charge Description 1 Click Lists gt Charge Description List 2 Click on an existing Charge Description 3 Click Advanced 4 Click on the Advanced tab 5 Make a selection from the Default appt color dropdown list 6 Click OK Note This will not affect existing appointments Alocet QXpress 68 QXpress Alocet CHAPTER 6 JOB COSTING This chapter explains how to job cost using QXpress Job costing enables you to allocate labor material and subcontractor costs to specific services so that you can determine how profitable those services are Job costing helps you better understand your costs and make more profitable decisions The topics discussed in this chapter include e 6 1 En
61. ary 1 Click Edit gt Preferences 2 Click on the Routing amp Scheduling tab 3 From the Crew Vocabulary dropdown list choose either Crew Room Team Tech or Truck 4 Click OK 5 Close and reopen QXpress for these changes to take full effect Note Crew Room Team Tech and Truck are your only options There is no way to edit the Crew Vocabulary in QXpress to a name other than these options Alocet QXpress 29 To add a new crew 1 2 Click Lists gt Crews The Crew Setup screen will appear Len ees eg Con eee Baba Coque Dmi a a mi DORE LT CRT Click New Crew Enter the crew name into the box provided Click OK The crew has now been created You can enter the crew leader at the bottom of the screen if desired The crew name will appear in the Day View and Week View in My Calendar so make sure you enter a descriptive crew name To add an employee to a crew In the Crew Setup screen enter the crew that the employee will be added to into the Crew box Click Add Employee A new row will appear The employee name column indicates the name of the employee that you are adding to the crew Click on the drop down list and select the appropriate option The list of employees comes from QuickBooks If you need to add an employee to this crew that is not currently listed you must first add the employee
62. ary of the services that you have scheduled select Month Alocet QXpress 87 If you want to view your customers in the left hand column the dates at the top of the screen and the services listed below the dates select Cust 2 Click Refresh To activate the Time On Top view option If you have many crews it may be hard to see the schedule in the regular Day view The Time On Top view option provides two additional views Day time on top and Week time on top These views list the crews on the left hand column and the times on the top making it easier to see where your all your crews are scheduled at a glance 1 Click Edit gt Preferences 2 Click on the Day View tab 3 Place a check in the Show Time On Top checkbox 4 Click OK 7 2 Using the waiting list for dispatchers The Waiting List is a temporary holding place for services that have not yet been assigned to a crew day or time Once services have been added to the waiting list they can sorted and then dispatched to the appropriate crew in My Calendar To activate the waiting list feature In My Calendar click Edit gt Preferences 2 If you typically use the Day View click the Day View tab Otherwise click on the List View tab 3 Place a check inside the Show Waiting List checkbox 4 Click OK To add a service to the waiting list 1 In My Calendar click Waiting List gt New 2 Continue to schedule
63. assigning a service to many crews 56 charge over max 47 extend contract 47 job packages 62 monthly billing installments 41 recurring service 44 zone based services 49 searching for customers 20 setting preferences 6 sort codes 23 T tools fee schedule 135 job rate card 139 U user defined groups 25 adding a new field 27 editing a field 27 hide 26 hiding a field 27 new 26 V variable classes 12 delete 14 edit 14 new 14 variable names 12 delete 13 edit 13 new 12 W waiting list activate 88 add service 88 change sorting 89 dispatching a service to a crew 89 editing columns 89 placing a service back to 89 work order numbers 98 activate 98 99 find service by 98 Z zone base services adding to My Calendar 51 delete 53 edit 53 new 49 50 62 zones 24
64. ate Designer features if using the QXpress Platinum or QXpress Enterprise version second you can take advantage of QXpress pre existing reports Either way you will be able to extract the information that you need to make your business decisions The topics discussed in this chapter are e 10 1 Using the Template Designer e 10 2 Viewing pre existing job costing reports e 10 3 Viewing pre existing planning amp analysis reports e 10 4 Creating lists e 10 5 My Calendar summary Using the Template Designer The Template Designer provides you with the maximum ability to design the exact report that you need You can create virtually any report share report templates with other users and download report templates from a library of hundreds of existing QXpress report templates To learn more about the Template Designer consult the Template Designer Manual that was either included with the installation of the software or found at www qxpress com under the Support gt Documentation menu The Template Designer for reports can be found under the Reports Template Designer Reports menu Viewing pre existing job costing reports Job costing reports provide a summary of all revenues and costs that have been entered into the program These revenues and costs are broken down in a variety of ways to highlight the profitability of your customers crews and services Alocet QXpress 125 10 2 1 By customer This report shows the
65. ave the information and return to the previous screen To rename a crew 1 In the Crew Setup screen click on the Crew drop down list and select the appropriate crew Alocet QXpress 31 2 Click Rename Crew 3 Enter the new name into the box provided 4 Click OK To delete a crew Note By default QXpress starts with crews Default Crew and Not Assigned If you wish to delete these crews you must first click Advanced and change the default crews under the New Services tab to crews other than the ones you wish to delete 1 In the Crew Setup screen choose the crew from Crew drop down box 2 Click Delete Crew 3 Answer Yes to the prompt 4 Click OK to save the information and return to the previous screen 3 2 Setting up crew groups Crew Groups enable you to view a select group of crews in My Calendar For example if you have two divisions Division 1 and Division 2 crew groups enable you to only view the crews associated with Division 1 or Division 2 instead of viewing all of the crews To add a new crew group _ Click Lists gt Crews 2 The Crew Setup screen will appear 3 Click the Setup Crew Groups tab 4 Click New Crew Group 5 Type the name of the crew group into the box provided 6 Click OK To add crews to a crew group 1 Click Lists gt Crews 2 The Crew Setup screen will appear 3 Click the Setup Crew Groups tab 32 QXpress Alocet 4 Click on the Crew Gr
66. been generated the invoice information can be quickly posted to QuickBooks The topics discussed in this chapter include e 8 1 Payment collected at time of service e 8 2 Type 1 invoicing End of period e 8 3 Type 2 invoicing From route list e 8 4 Type 3 invoicing Upon completion e 8 5 Editing invoices e 8 6 Re printing existing invoices e 8 7 Posting invoices to QuickBooks e 8 8 Quick Invoice create amp post invoices directly from service 8 1 Payment collected at time of service available only in QXpress Gold Platinum Enterprise Many service companies collect a payment from the customer at the time of service For these types of service companies the Payment collected at time of service feature allows you to enter the payment into QXpress when you are making any other edits to the service To enter a Payment collected at time of service 1 Edit the occurrence of any service i e do not edit the series of a recurring service 2 Click on the Job Items tab 3 In the lower left hand corner place a check in the Payment collected at time of service checkbox 4 Enter the Amount Pmt Method and Deposit To values 5 Finish any other edits to the service When you are finish editing the service click OK or click on the Quick Invoice icon The payment will get Alocet QXpress 101 posted in QuickBooks once the invoice gets posted from QXpress to QuickBooks Note For your convenience
67. breakdown of all the unique services that have been ordered for that year Then double clicking on any of the services will provide a breakdown of all those services based on their status To view this report 1 Click Reports gt Planning and Analysis gt Gross Status 10 3 2 Job schedule planning report For each service this report will display the total count man hours day hours and square footage that has been scheduled for a given period 130 QXpress Alocet Double clicking on any of the dates shown on the left hand side of the report will display the total count man hours day hours and square footage that has been scheduled for each crew To view this report 1 Click Reports gt Planning and Analysis gt Job Schedule Planning 2 The Reports Detail Selector screen will appear 3 Section 1 of this screen displays the date range that you want to view Enter the period that you want to view by clicking on the drop down list and using the calendar to enter the appropriate dates 4 Section 2 of this screen indicates the customers that you want to include in the report If you want to view all customers click on All Customers Click OK If you want to view information for a specific customer click on By Individual Click on the drop down list in the Choose Individual box and select the appropriate customer Click OK If you want to select a list of individuals to include in the report click on Quick Pick C
68. c CAN 2002 or AUS 7 0 AUS 2002 5 O Open QuickBooks Click File gt Utilities gt Export OR File gt Export depending on the version of QuickBooks you are using The Export screen will appear Ji Taim knim oer T Lo o dant vos FA Bat mn Lint in T Gus Le E Die pra Ceai D sesia Lis ee Cerises Lie E Coa eee it F Cw He ia H Serres F Pine ge lie R Te pris T sraa ppm Li F je Fm Los EF jen la Le P Es Te Loom Le Place a check inside each of the boxes listed Click OK The Export window will appear QXpress Alocet 7 Type a name in the File name box 8 Click Save 9 Open QXpress 10 If QXpress does not yet have a registration password the blue evaluation screen will appear 11 If you are evaluating QXpress click Continue With Free Trial If you have purchased or rented QXpress click I m already a user Exit and fill out the registration information according to the steps in your QXpress Product Purchase email 12 Click Start 13 Assuming you have not yet synchronized with QuickBooks the Get QB Data screen will appear Ed Cet rem UE clade En E EEE 2 biaha nan Cale pan ar hen che Gasa a UX Sane Po Deh Baste Pm MAA Pre eed reds D s ee i EM i eg h di Grp mt Eu mp dem Lies dots sinew 14 If however you have already synchronized with QuickBooks and would like to Synchronize with QuickBooks again click on the QX Sync icon
69. checkbox The group will now be displayed in all customer accounts To hide a custom field group In the customer account click on the Edit Custom Fields tab Click on the drop down list beneath the heading Choose a group to edit and select the group that you want to hide Remove the check from the Show this group checkbox The group will no longer appear in any customer accounts 26 QXpress Alocet To add a custom field In the customer account click on the Edit Custom Fields tab Click on the drop down list beneath the heading Choose a group to edit and select the group that you want to add a field to Click on one of the fields listed beneath the heading Available Fields Place a check inside the Show checkbox Type the name of the field into the Field Name box Click on the drop down list beneath the heading Field Type and select the type of field Type the default value for the filed into the Default Value box The default value will automatically be entered for every customer Under the Custom Layout Design frame drag the custom field to position You can also drag the corners to make the field wider and taller To edit a field in a custom field group To In the customer account click on the Edit Custom Fields tab Click on the drop down list beneath the heading Choose a group to edit and select the group that you want to add edit a field for Click on the appropriate field under the heading Av
70. ck from the Skip Post to QB screen checkbox 5 The Step 2 of 2 Accept or Reject Batch screen will appear a Se Cac i OS ae RE Bae eet m Alocet QXpress 103 Note At this point the invoices have been created but the information has not yet been updated in QXpress If you want to preview the invoices before the information is updated in the program click Preview This will allow you to scroll through each of the invoices to ensure the information is correct 6 Choose an invoice template by clicking on the drop down list to the right of Template and selecting the appropriate option 7 Click Accept 8 The invoices will print to screen 9 To print a hardcopy of the invoices click Print 8 3 Type 2 invoicing From route list Type 2 invoicing is designed for companies that print invoices before they do the work so that they can leave an invoice at the job site Type 2 invoicing enables you to print the invoice before the work is completed however the customers accounts receivable does not increase until the status of the service becomes Done To generate invoices before the work is completed Note Only services that have the status of On Route can be invoiced using Type 2 invoicing Therefore if you are trying to invoice and you are getting an error make sure that the services you are invoicing are set up for Type 2 invoicing have the status of On Route and have not been invoiced before 1 In My Calendar
71. click Invoice Type The Enter Invoice Number screen will appear Type the appropriate invoice type into the box Click OK If you want to assign all of the services to another crew click Move To Crew The Enter Crew screen will appear Type the appropriate crew number into the box Click OK If you want to change the quantity associated with the services click Change Qty The Enter Desired Quantity screen will appear Type the appropriate quantity into the box Click OK If you want to reschedule all of the services to another day click Move To Day The Enter New Date screen will appear Type the appropriate date into the box For example if you want to reschedule the services to June 1 2007 type 6 1 07 into the box Click OK 7 5 Printing work orders route lists Work orders route lists display all of the services that have to be completed in a specific day Among other information work orders route lists show customer name job site phone number and the instructions for crew Work orders route lists are typically printed at the beginning of each day and then given to your crews so that they have a list of their work for the day Work Orders are typically printed one service per page which a route list is printed with many services per page To print a work order route list 1 Highlight the services that you want to include on the work order route list If you want to print all services you do not need to highlight any
72. clude e 1 1 Importing information from QuickBooks e 1 2 Setting your preferences 1 1 Importing information from QuickBooks When you open QXpress your QuickBooks information will be automatically imported into QXpress there is no importing required on your part The steps required to open QXpress are outlined below To import information from QuickBooks versions US 2002 and later Pro Premier Enterprise CAN 2003 and later Pro Premier Enterprise Australian 2003 and later Pro Premier Enterprise UK 2004 and later Pro Premier Enterprise 1 Open QuickBooks and go to your Customer List 2 From your Desktop double click on the QXpress icon 3 If QXpress does not yet have a registration password the blue evaluation screen will appear 4 If you are evaluating QXpress click Continue With Free Trial If you have purchased or rented QXpress click I m already a user Exit and fill out Alocet QXpress 1 10 11 12 13 the registration information according to the steps in your QXpress Product Purchase email Click Start Assuming you have not yet synchronized with QuickBooks the Get QB Data screen will appear 1 babadi mia aa Cm F e a ms ea See 2 bisa pa Doo cu pan ae er chi Gare GE Daa Del imm DH daa 0e UX ene Fo Deh Botte Poa MA Pos eed roses D Ga eee bikai ii giia b ancien hat a a screen n kihi ected on died ire euch Bob CDs arc ol 7 makip yar gere Bote ed G
73. created To add services to the job package 1 In the Job Packages screen click Add Service Alocet QXpress 15 A new row will appear The Services Name column indicates the name of the service being added to the job package Enter the service name by clicking on the drop down list and selecting the appropriate option The Approximate Service Date column indicates the date that you estimate the work will be completed This date has nothing to do with scheduling It is used for generating projection reports Type the appropriate date into the column For example if you estimate that the work will be done around June 1 2007 type 6 1 07 or June 1 2007 The Default Scheduling column indicates the type of scheduling that will be used to schedule the service being added Job Packages are usually used by companies using Zone Based scheduling To learn more about different types of scheduling read Chapter 5 Enter the scheduling type by clicking on the drop down list and selecting the appropriate option The Days Between Services column indicates the minimum number of days that have to be left between the service being added and the next service of the same job kind that will be done on the property Type the appropriate number into the column The Client Instructions on Custom Invoice column is for companies that customize their invoice templates and want to have specialized instructions appear on the invoice for their
74. ctor costs for 2 Click Schedule gt Edit Service or Billing Installment 3 The One time service Zone based service Recurring services series Multi day project or Billing installment series screen will appear depending on the type of service 4 Click on the Subcontractors tab 5 Each budgeted subcontractor cost will be shown 6 The Description column indicates the name of the subcontractor cost 7 The Vendor column indicates the vendor that you owe payment to Enter the vendor by clicking on the drop down list and selecting the appropriate option 8 The Qty column is used if you are paying the subcontractor by hour or by the unit In this case type the number of hours owed into this column 82 QXpress Alocet 10 11 12 The Cost column indicates either i the cost per hour or ii the flat rate that you are paying the subcontractor Enter the appropriate cost into the column The Ref No column indicates the reference number that will appear on the vendor bill in QuickBooks Enter the vendor number by typing the appropriate information into the column The Memo column provides space for you to enter notes about the cost Type the appropriate notes into the column Click OK to save the information and return to the previous screen To enter actual subcontractor costs from My Calendar 1 In My Calendar double click on the job that you want to enter actual subcontractor costs for Note You
75. customers to read If you are not using a custom invoice leave this column blank To rename a job package In the Job Packages screen click on the drop down list to the right of Job Package Name and select the job package that you want to rename Click Rename Job Package Enter the new name into the box provided Click OK Click Close to save the information and return to the previous screen To delete a job package In the Job Packages screen click on the drop down list to the right of Job Package Name and select the job package that you want to delete Click Delete Answer Yes to the prompt 16 QXpress Alocet 4 Click Close to save the information and return to the previous screen 1 3 Setting login permissions Login Permissions allow you to decide what information each QXpress user can view This feature is only available in QXpress Platinum and QXpress Enterprise Once login permissions are set users will login using their password and will only be able to view the information you have allowed them access to To set the admin password 1 Click Edit gt Preferences 2 The Preferences screen will appear Dey View G rer Login Perrizsions Admin has rights to si aress of Grass I there is no Adan password there wil be no prompt for a password when Ogres starts Login User List LA Gran Add User Edi User Ovlete User 3 Click the Login Permissions tab 4 In the Login User L
76. d place a check inside the checkbox If you do not want QXpress to prompt you to schedule a new appointment once this one is completed do not place a check inside the checkbox The Start Until boxes are used if the service is being scheduled for a specific time period In this case type the start until times into the appropriate box For example if the service is going to start at 9a m type 9am into the Start box The Window box indicates to the variation that is acceptable between the entered Start time and the time that the crew actually arrives at the job site The number entered into the Window box will appear on the crew s route list Alocet QXpress 55 21 22 23 The Instructions for Crew box provides space for you to type notes about the service to your crew All notes entered into this box will appear on the crew s route list The Long description for invoice box provides space for you to enter a detailed explanation about the appointment that will appear on the customer s invoice All notes entered into this box will appear on the customer s invoice Click OK to save the information and return to the previous screen To assign a one time service appointment to multiple crews QXpress Platinum and QXpress Enterprise only 1 2 3 4 5 In My Calendar locate the one time service that you want to assign to multiple crews Right click on the service and select Convert to project Ri
77. date click on the drop down list and use the calendar provided 9 The Start Until Time boxes indicate when the crew will start the service and when the crew will stop the service Type the appropriate times into the boxes For example if the crew will start the job at 9 15 in the morning type 9 15am into the Start box 10 The Status box indicates the current status of the service 11 The Instructions for Crew box provides space for you to type notes about the service to your crew All notes entered into this box will appear on the crew s route list 12 The Material Load List indicates the material the crew will require to complete the service To add a material to this list click Add A new row will appear Select the appropriate material and enter the appropriate quantity Note Only materials that have been entered into the Job Items folder will be shown in the material load list 13 Click OK to save the information and return to the previous screen To edit the schedule information for a service in a project 1 In the Multi day project screen click on the Project Scheduling tab 60 QXpress Alocet Click on the service that you want to edit Click Activities gt Edit Visit The Project Visit Entry screen will appear Edit the information as required Click OK to save the information and return to the previous screen To remove a service from a project 1 In the Multi day project screen click on the Job It
78. ddy sph Mondes zire ihai you mat the veuez you with to Dated te Derma Pants Tyee Defect Cran M Cotes Perews tes a D Derma mwoke tyes f Derma tb pice on Vagn Lief Fire sarios le One Tire or Proiect Aaea Options tor Master Seca Baye LON sr 0005 1 Le AAAS Levon Max Vids Defeat ben CAT atirat reechemarg Derma Sten Seheding Date Tn T Dette service dates tor fis service when canceted Derma Stoo Sterne De foma Dur rrurre Mac vute Mn cars between tats Adan imya oy D Tues D esy muan F Fo v Cros F Sr oe tree 4 Click on the Advanced tab 5 Place a check into the checkbox of the default property that you want to set 6 Enter the appropriate value into the box provided 7 Click OK to save the information and return to the previous screen 1 2 4 Variable names amp classes Variables are physical characteristics of a job site that will affect the price of the job Examples of variables include property square footage lineal footage of driveways total paved area etc To add a new variable name 1 Click Lists gt Variable Name List 12 QXpress Alocet 2 The Variable Names screen will appear y Sue See Linea Feet Measure Feet Measures lt rrernent ied Pavement Areas 3 Click New 4 A new row will appear 5 The Variable Name column indicates the name of the variable being added Type the appropriate name into the column 6 The Unit Descrip column indicates the unit used
79. der column will now appear in My Calendar List view As well the WO column will now appear in the Customer account To find a service by work order number In My Calendar change the From and To dates to include the date that the service is scheduled for Click Refresh Click Schedule gt Find The Find screen will appear Click on the Choose Field drop down list and select Work Order Type the work order number into Section 3 of the Find screen Click Search 98 QXpress Alocet 7 9 6 Dispatching to Email Pager If you are connected to the Internet are in Day View Week View or Cust View and have a service with the status of On Route you can dispatch a service to a technician s mobile phone Most mobile phones enable text messaging or paging by sending an email to a specific email address For example if you are using Nextel and have a technician with the phone number 703 555 1234 you can send a text message to that phone by emailing 7035551234 messaging nextel com To dispatch to Email Pager Make sure you are in Day View Week View or Cust View Ensure the service has a status of On Route Right click on a service in My Calendar and choose Dispatch to email pager Enter information into the appropriate fields and click Send Alocet QXpress 99 100 QXpress Alocet CHAPTER 8 INVOICING This chapter explains how to generate invoices for your customers Once invoices have
80. der to track subcontractor costs you must enter the name of the subcontractor and the amount you owe them The steps required to enter budgeted subcontractor costs are outlined below To add a new budgeted subcontractor cost 1 In the Customers screen highlight the service that you want to add a budgeted subcontractor cost for Alocet QXpress 73 10 11 12 Click Schedule gt Edit Service or Billing Installment The One time service Zone based service Recurring services series Multi day project or Billing installment series screen will appear depending on the type of service Click on the Subcontractors tab Click Add A new row will appear The Description column indicates the name of the subcontractor cost that you are adding Enter the description by clicking on the drop down list and selecting the appropriate option The Vendor column indicates the vendor that you will owe a payment to Enter the vendor by clicking on the drop down list and selecting the appropriate option The Qty column is used if you are paying the subcontractor by hour or by unit In this case type the budgeted number of hours into this column The Cost column indicates either i the cost per hour or ii the flat rate that you are paying the subcontractor Enter the appropriate cost into the column The Ref No column indicates the reference number that will appear on the vendor bill in QuickBooks Enter the vendor number by
81. e Default Job Items automatically get inserted when a new service is added If you commonly use the same Job Items on a certain service you may want to setup Default Job Items to save you data entry time 1 In the Charge Descriptions screen click on the appropriate charge description 2 Click Advanced 3 The Advanced Charge Descriptions screen will appear Derma r tuctions Deecrpione Derma str kops Abika Gervioes amp Masias Lapanos Dated Job ters Adatered Serves A Nestnir You cantress sckifornd services texts dceurts preertory ereinonerertory pets psy on freeoes rote bets erei work orders Srtres reads here wil sadoreaticady be rip rect tree you edd fts phin a curtree s accus Mates aed coets wiles urari tore fe vaez wat tor Bere han witty Gaia ureter Lists Sere Lit Alocet QXpress 11 4 Click on the Default Job Items Additional Services amp Materials tab 5 Enter the default job items into the space provided 6 Click OK to save the information and return to the previous screen To enter other default properties to a charge description 1 In the Charge Descriptions screen click on the appropriate charge description 2 Click Advanced 3 The Advanced Charge Descriptions screen will appear Derma r tuctiont Deecrptane Derma Jot Sores Latin D rmons 6 Mbeiss AA Advent Pesse select Dos type of tte detsa property ihat you word ibe O ts scdoreaticady nest tor you when rerewre Cr e
82. e Job tem Summary template Click OK 9 Click OK to save the information and return to the previous screen To edit a budgeted material cost 1 In the Customers screen highlight the service that you want to edit a budgeted material cost for 2 Click Schedule gt Edit Service or Billing Installment 72 QXpress Alocet 3 The One time service Zone based service Recurring services series Multi day project or Billing installment series screen will appear depending on the type of service 4 Click on the Job Items tab 5 Edit the budgeted material cost information as required 6 Click OK to save the information and return to the previous screen To remove a budgeted material cost 1 In the Customers screen highlight the service that you want to remove a budgeted material cost from 2 Click Schedule gt Edit Service or Billing Installment 3 The One time service Zone based service Recurring services series Multi day project or Billing installment series screen will appear depending on the type of service 4 Click on the Job Items tab 5 Highlight the budgeted material cost that you want to remove 6 Click Remove 7 Answer Yes to the prompt 8 Click OK to save the information and return to the previous screen 6 1 3 Budgeted subcontractor costs QXpress Platinum and QXpress Enterprise only Subcontractor costs are those costs that are paid to other companies for helping you provide a service In or
83. e and click on the second arrow button in the middle of the screen Click Close Esc 120 QXpress Alocet 6 The Status filter enables you to see only events of a certain status i e active cancelled done etc To filter by status click on the Details button to the right of Status The Add Event Status Filter screen will appear The statuses that are currently showing are listed on the left hand side If you want to hide a status click on that status and click on the second arrow button in the middle of the screen Click Close Esc 7 The Remind Time Date filter enables you to see only events scheduled for a certain time date To filter by time date click on the Details button to the right of Time Date The Add Time Date Filter screen will appear Enter the appropriate date range Click Close Esc 8 The Filename filter enables you to see only events related to a certain filename To filter by filename click on the Details button to the right of Filename The Add Event Filename Filter screen will appear The filenames that are currently showing are listed on the left hand side If you want to hide a filename click on that filename and click on the second arrow button in the middle of the screen Click Close Esc 9 The Employee filter enables you to see only events scheduled for a specific employee To filter by employee click on the Details button to the right of Type The Add Event Employee Filter screen will appear The
84. e drop down list and using the calendar to enter the appropriate dates 4 Section 2 of this screen indicates the customers that you want to include in the report If you want to view all customers click on All Customers Click OK If you want to view information for a specific customer click on By Individual Click on the drop down list in the Choose Individual box and select the appropriate customer Click OK If you want to select a list of individuals to include in the report click on Quick Pick Click OK The Quick Pick screen will appear Place a check in the boxes corresponding to the customers that you want to include in the report Click Next 10 2 5 By type This report shows your total costs broken down into the amount spent on labor material and subcontractors Double clicking on one of the cost types will display how much of that cost was spent on each type of service you provide To view this report 1 Click Reports gt Job Costing gt By Type 2 The Reports Detail Selector screen will appear 128 QXpress Alocet Section 1 of this screen displays the date range that you want to view Enter the period that you want to view by clicking on the drop down list and using the calendar to enter the appropriate dates Section 2 of this screen indicates the customers that you want to include in the report If you want to view all customers click on All Customers Click OK If you want to view information for
85. edit 56 new 54 B billing contracts 41 billing multiple job sites 25 C charge descriptions 7 default instructions 9 default job items 11 default long charge descriptions 10 default notes 10 deleting 9 editing 9 new 7 other default properties 12 charge over max 47 combining jobs into a package 15 company name 6 contact manager working with groups 118 contact manager events delete 118 edit 118 new 115 contact manager filter conditions delete 122 new 120 recall 121 save 121 contact manager groups delete 120 edit 119 new 118 Crew groups add crews to 32 add new 32 delete 34 limit access permissions 33 remove crews from 33 rename 33 show services assigned to 33 crews adding employees 30 deleting 32 entering job cost rates 31 entering PDA names 31 new 29 30 removing employees 31 renaming 31 setting up 29 30 custom fields add new 63 adding items to drop down list 64 delete 65 deleting items from a drop down list 64 viewing 64 customer accounts default invoice type 25 editing 21 E mail address 25 explained 21 finding 20 history section 22 map codes 23 new 20 open invoicing 24 preferred day 24 primary information 21 property size 24 routing amp invoicing section 22 schedule section 22 setting default crews 22 sort codes 23 user defined groups 25 viewing 19 zones 24 customer find feature 20 customer list 19 customer primary information 21 D default crews 22 default instructions 9 default
86. ee Alocet QXpress 5 15 Click on the drop down list to the right of Which version of QuickBooks do you use and select the appropriate version of QuickBooks 16 Click Browse and in the Select QB file location window locate the iif file that you saved from QuickBooks Click on the file Click Open 17 Click Get new QB data 18 QXpress will now import your QuickBooks information 1 2 Setting your preferences Preferences include company name s country of business and default values Continue reading this section to learn how to set the various preferences 1 2 1 Company names Company name is the name that will appear on invoices and documents generated from QXpress To enter your company name 1 Click Edit gt Preferences 2 The Preferences screen will appear 3 Click on the Invoicing tab 4 Enter the appropriate information into the boxes provided 5 Click OK 1 2 2 General preferences The Preferences screen enables you to set the fundamental default values that are used throughout QXpress To set general preferences 1 Click Edit gt Preferences QXpress Alocet 2 The Preferences screen will appear Der Yew LE ves fre mec Gerarsi Cartry cua Cats a otw B CuK i morts E atey F Show open soem separstsiy in Windows Tatt Dar Teste kore Ame Lit D mokeua V Orias T Charges awron M Ohe Compact Detatere Lis l R Show fre CE des of GE Oiane FF Autornaticaty copy BE To At
87. ems tab Highlight the service that you want to remove Answer Yes to the prompt Click OK to save the information and return to the previous screen To edit a project 2 3 4 5 In the Customer screen highlight the project that you want to edit Click Schedule gt Edit Service or Billing Installment The Multi day project screen will appear Edit the information as required Click OK to save the information and return to the previous screen To delete a project In the Customer screen highlight the project that you want to delete Click Schedule gt Edit Service or Billing Installment The Multi day project screen will appear Click on the General tab Click Activities gt Delete Answer Yes to the prompt Click OK to save the information and return to the previous screen Alocet QXpress 61 To use the Reschedule dates later earlier feature Edit an existing Project Under the Project Scheduling tab select the date you want to reschedule from Dates prior to this date will not be rescheduled Dates after and including this date will be rescheduled Click Activities gt Reschedule dates later earlier Select which days of the week the rescheduling can use By default weekdays will always be selected and weekends will always be un selected Select whether you want to move dates Later done at a ater date or Earlier done at an earlier date Enter the number of da
88. ere tke Cranbe Gat Donc Sameera Css Cie Sec Sue T If however you have already synchronized with QuickBooks and would like to Synchronize with QuickBooks again click on the QX Sync icon 28 QX Sync Click on the drop down list to the right of Which version of QuickBooks do you use and select the appropriate version of QuickBooks If given the option choose whether you want to do a Full Sync or a Changes only sync The Full Sync will completely re import all QuickBooks information into QXpress On the other hand a Changes only sync will only refresh QXpress with new QuickBooks information that was added or modified as of a specified date Click Get new QB data If this is your first time synchronizing with QuickBooks a message box will appear in QuickBooks asking you to give QXpress permission to access your QuickBooks information Read the message and click Yes Always A second message box will appear Read the message and click Yes QXpress will now automatically import your QuickBooks information If you are using QuickBooks Pro 2004 or higher a QX Sync subscription will be added that will automatically keep QXpress up to date with any changes made in QuickBooks QXpress Alocet Note You will want to run this procedure once on each computer that has QuickBooks and QXpress on it This will establish the relationship between QuickBooks and QXpress on each computer which is needed for the real time synchro
89. ferent sections of a customer s account It will also tell you how to enter the appropriate information into those sections 2 3 1 Primary information Primary information includes all of the customer information that was imported from QuickBooks This information is displayed in the top half of the customer account as shown below Custesreer Lloret ER Cush Cucteerer Pier Crenahaw Bob tone Sob or Carol Corscans Hama TENEAT g At Prone AITIM kb mel plo 35 hery Lane Al Conact Bob s CN bekik CA GE BE Prone 415 555 0500 Par BE Boca Homie FORMES Ervsi an E Terre Ha 30 To edit primary information Note You can only edit customer primary information in QXpress if you are using QuickBooks version 2002 or later Otherwise you must edit customer information in QuickBooks and click QX Sync to re import the new information 1 In the customer account click Customer gt Edit QuickBooks Customer Alocet QXpress 21 Note 2 The Edit QuickBooks Customer screen will appear 3 Edit the information as required 4 Click OK to save the information and return to the previous screen 2 3 2 Schedule The customer s schedule is displayed when you click on the Schedule tab in the middle of the customer s account This section of the customer s account displays all of the services and billing installments that are scheduled for a customer To learn about scheduling services read Chapter 5 2 3 3 History The custome
90. g on the drop down list and selecting the appropriate option 5 The For customer box indicates the customer that received will receive the service Enter the customer by clicking on the drop down list and selecting the appropriate option You can also search for the customer by clicking on the Find icon to the right of the drop down list 6 Click OK 7 The One time service Zone based service Recurring services series Multi day project or Billing installment series screen will appear depending on the type of service 8 To learn about setting up different types of services read Chapter 5 7 4 Editing services in My Calendar In My Calendar you have the ability to edit the information for a specific service date or for an entire series of a recurring service For example you can change the price for Service 1 that is scheduled for Mrs Smith on December 2 2007 or you can change the prices for every Service 1 that Mrs Smith will receive throughout the entire year QXpress Alocet The steps to editing services in My Calendar are outlined below To edit a specific date of a recurring service in My Calendar 1 Locate the service that you want to edit in My Calendar 2 Make sure that the service has the status of On Route or Done If you are not sure of the service s status hover your cursor over the Sts column A tag will appear that will display the status of the service If the service s status is not On Route or
91. ge description is not shown in the drop down list click on the Details button and add a new charge description 5 6 7 10 11 12 Click OK The Zone based service screen will appear The Bill To checkbox indicates the customer that will be billed for this service lf the current customer will be billed for the service leave the check inside the checkbox If another customer will be billed for the service remove the check from the checkbox and enter the appropriate customer into the box provided The Description box displays the name of the service being added The Invoice type box displays the current invoice type for the service To change the invoice type click on the drop down list and select the appropriate option To learn more about invoice types read Chapter 8 The Rate Price box indicates the amount you charge the customer each time you provide the service Type the appropriate price into the box The Qty box is usually used if you are billing a rate per hour In this case enter the hourly rate into the Rate price box and enter the number of hours into the Qty box The Approx box indicates the approximate date that you will provide the service This box does not affect the scheduling of the service at all The Approx box is used to generate projection reports 50 QXpress Alocet 13 The Status box indicates the current status of the service 14 The Crew box indicates the crew that is re
92. ght click on the service again and select Copy visit to crew Enter the name of the crew into the box provided Click OK To edit a one time appointment service 1 2 3 4 5 In the Customer screen highlight the one time service appointment that you want to edit Click Schedule gt Edit Service or Billing Installment The One time service screen will appear Edit the information as required Click OK to save the information and return to the previous screen To delete a one time appointment service In the Customer screen highlight the one time service appointment that you want to delete Click Schedule gt Edit Service or Billing Installment The One time service screen will appear Click on the General tab 56 QXpress Alocet 5 6 7 Click Activities gt Delete Answer Yes to the prompt Click OK to save the information and return to the previous screen 5 5 Scheduling a project Project scheduling is used to schedule multi day services that involve various crews services and material load lists The steps involved in scheduling a project are outlined below To add a new project to a customer s account In the Customer screen click Schedule gt New Service or Billing Installment The New Schedule screen will appear Click on the drop down list below the heading Type and select Project Click on the drop down list to the right of Charge Description and select the appr
93. hat will appear everytime a charge description appears in an estimate or proposal 1 In the Charge Descriptions screen click on the appropriate charge description 2 Click Advanced 3 The Advanced Charge Descriptions screen will appear Derma rations jDescriphons Oerma sot teres Astana Sermons amp Materials amant Dates trstructarrs fes Moute List dt Description Metes tot Proposes srei Osterades Dated Long Qurge Desorption 4 Type the note into the text box under the heading Job Description Notes for Proposals and Estimates 5 Click OK to save the information and return to the previous screen To enter a default long charge description that will appear automatically for this charge description on invoices 1 In the Charge Descriptions screen click on the appropriate charge description 2 Click Advanced 10 QXpress Alocet 3 The Advanced Charge Descriptions screen will appear Derma rabusticre JDescrichons Derma sot terns amkana araoss amp Mberiss anaras Dated tratructars fes Moute Liri dt Dancription ttes fot Proposes erst Citater 4 Type the note into the text box under the heading Default Long Charge Description 5 Click OK to save the information and return to the previous screen To enter default job items i e services and materials to a charge description A Job Item is an additional service material or discount that will be included on a servic
94. he appropriate status is not shown in the drop down list click on the Details box to the right of Event Status and add a new status Note Only event status with a checkbox in the Remind Me column will cause contact manager event reminders 9 10 11 12 13 14 The Employee box displays the employee that the event is being entered for or entered by For example if you are scheduling a reminder for Johnny Hardworker to call Mrs Smith you will enter Johnny Hardworker into the box Select the employee by clicking on the drop down list and choosing the appropriate option Selecting the employee is optional The Equipment box displays the piece of equipment that the event involves For example if you are scheduling a reminder for regular maintenance on your GMC Truck you will enter GMC Truck into the box Select the piece of equipment by clicking on the drop down list and choosing the appropriate option Selecting the equipment is optional The Remind Time Date boxes display the time and date that you want a reminder to appear in QXpress Use the drop down lists to select the appropriate time and date Be sure to indicate whether the time is AM or PM If the event status is not set to cause reminders you do not have to set a remind time The Attached File box allows you to attach any windows document to this file Specifically you may want to attach a Word document digital picture Excel file or any other file on your
95. he invoice the amount of the inventory adjustment Alocet QXpress 85 86 QXpress Alocet CHAPTER 7 MY CALENDAR This chapter explains My Calendar My Calendar is the main service scheduling screen It displays all of the work scheduled for a given period By changing the dates at the top of My Calendar you can view the work for any day week month or other period Services shown in My Calendar can be edited rescheduled cancelled or given the status of On Route or Done The topics discussed in this chapter include e 7 1 Selecting the calendar view e 7 2 Using the waiting list for dispatchers e 7 3 Adding services directly into My Calendar e 7 4 Editing services in My Calendar e 7 5 Printing work orders route lists e 7 6 Rescheduling services e 7 7 Cancelling services e 7 8 Completing services e 7 9 Other features in My Calendar 7 1 Selecting the calendar view My Calendar offers five different views List Day Week Month and Cust Each view displays your services in a different format You can switch views by following the steps outlined below To change the view in My Calendar 1 In My Calendar click on the drop down list to the right of View and select the appropriate option If you want your services to appear as single line descriptions select List If you want your services to appear as appointment entries by time select Day or Week If you want to see a monthly summ
96. hours 129 job packages 15 adding jobs 15 adding to a customer s account 62 deleting 16 new 15 renaming 16 job rate card 139 L linking with QuickBooks 1 list of customers 19 login permissions 17 adding new users 18 copying from existing users 18 setting 18 setting admin password 17 M map codes 23 mileage hour log adding an entry 38 deleting an entry 38 monthly billing 41 monthly billing installments delete 44 edit 44 new 41 setting billing dates 43 multiple job sites 25 O open invoicing 24 other default properties 12 P PDA names 31 planning amp analysis reports apps per customer 132 gross status report 130 job assignment listing 131 job schedule planning 130 zone summary 132 preferences 6 charge descriptions 7 company name 6 job packages 15 variable names amp classes 12 preferred day of service 24 pricing based on square footage 135 projects adding services 59 delete 61 edit 61 editing information for each service 60 new 57 removing services 61 scheduling dates for each service 60 property size 24 Q quickbooks items adding new 8 R recurring instructions 9 recurring job items 11 recurring long charge descriptions 10 recurring notes 10 recurring service delete 49 edit 48 new 44 setting service dates 46 reports creating lists 133 job costing 125 My Calendar summary 133 planning amp analysis 130 Template Generator 125 S scheduling appointment one time service 53
97. how Groups The Contact Manager Groups screen will appear Highlight the group that you want to delete Click Remove Group Answer Yes to the prompt Click Close Esc to save the information and return to the previous screen 9 3 Using filter conditions Filter conditions allow you to define the events you want to see on the contact manager screen For example if you do not want to view all of the company s events but only those applicable to you you will use the filter conditions to do this Once you have set your filter conditions you can save those conditions so that you can recall them the next time you open the contact manager Each person using the contact manager can save their own conditions so that they are always viewing the events that are most important to them To create a new filter 1 In the menu bar click Lists gt Contact Manager The Contact Manager All Events screen will appear Place a check in the Show Filter Conditions checkbox This check box is found in the bottom left hand corner of the screen The advanced filter conditions will appear at the top of the screen The Type filter enables you to see only events of a certain type i e E mail phone call site visit etc To filter by type click on the Details box to the right at Type The Add Event Type Filter screen will appear The types that are currently showing are listed on the left hand side If you want to hide a type click on that typ
98. ic service in My Calendar This feature is particularly useful when you are looking for a service when My Calendar is displaying a large amount of information To find a specific service in My Calendar 1 Click Schedule gt Find 2 The Find screen will appear 3 Section 1 of the screen indicates whether you want to find the first previous next or last service that matches your criteria Indicate whether you want to find the first previous next or last service by clicking on the appropriate option 4 Section 2 of the screen indicates the field that you want to search on Enter the field that you want to search on by clicking on the drop down list and selecting the appropriate option 5 Section 3 of the screen indicates the text that you want to search for For example if you are searching for the filename Smith type Smith into this box 6 Click Search 7 The appropriate service will be highlighted in My Calendar 7 9 2 Adding editing customer information If you are using QuickBooks Pro 2002 or later you can add new customers directly into QXpress via My Calendar Adding a customer in QXpress will Alocet QXpress 95 automatically add the same customer into QuickBooks The steps for adding a customer account are outlined below If you are using a version prior to QuickBooks Pro 2002 you must add new customers into QuickBooks and then reopen QXpress to automatically import the information To add a new customer fr
99. in My Calendar Note The Contact Manager Events will always appear as a 30 minute appointment 9 6 Setting up Alerts to appear when a service is scheduled Alerts can be set to contact events so that a screen appears when a new service is being scheduled for that customer This is especially useful if you want to flag the customer as someone you no longer want to provide service to Such as a slow payer or a difficult customer or for more positive reasons such as reminding for upsells or when customers have Alocet QXpress 123 specific needs you can make an event that will prompt you to ask about those needs To set and test an alert for a customer 1 Click Lists gt Contact Manager 2 Choose an existing event and click Edit Event or click New Event 3 Fill out the fields as necessary making sure Customer Type and Status are entered 4 Place a check in the Alert This event is raised when a new service is scheduled for this customer checkbox 5 Schedule a new service in My Calendar making sure that the same customer is chosen When you click OK you ll get an alert showing all the contact events for that customer that have an alert specified 124 QXpress Alocet CHAPTER 10 REPORTING 10 1 10 2 This section explains how to generate the reports that you need to make your business decisions QXpress gives you two options when it comes to reporting first you can design your own report using the Templ
100. in the report place a check in the Print Job Site box 5 The Choose the Status that Should be Shown section of the screen indicates which job statuses you would like shown in the report For example if you want both Active and Cancelled jobs to be shown place a check in both the Active and Cancelled boxes 6 Click OK 10 3 4 Apps per customer This report displays all services that have job kind not set to Other under Lists gt Charge Description List that have been ordered by each customer This report also displays the customer s job site phone number zone square footage map code status and price per service To view this report 1 Click Reports gt Planning amp Analysis gt Apps Per Customer 2 Answer Yes or No to the prompt 10 3 5 Zone summary This report displays every customer the total count of services and the total square footage that will be serviced in each zone 132 QXpress Alocet To create this report 1 Click Reports gt Planning amp Analysis gt Zone Summary 2 Answer Yes or No to the prompt 10 4 Creating lists This report allows you to generate a customized list of customers This list can display the information that you want in the order that you specify To create a list report 1 Click Reports gt Lists 2 The List screen will appear ee E im bri EEE EE EEE 3 The Columns section of the screen indicates the information that you want to i
101. information and return to the previous screen To delete an invoice 1 Do one of the following If you are in the customer s account click Customer gt Invoices for this customer The nvoice List screen will appear Highlight the invoice that you want to edit Click Edit Invoice If you are in any other screen click Invoices gt Invoice List The Invoice List screen will appear Highlight the invoice that you want to edit Click Edit Invoice 2 The Edit Invoice screen will appear 3 Highlight the invoice that you want to delete 4 Click Delete 5 Answer Yes to the prompt 6 Click Close to save the information and return to the previous screen 8 6 Re printing existing invoices Invoices that are generated in QXpress are stored permanently This means that any invoice can be re printed at any time There are two ways to re print invoices First you can re print a single invoice for a specific customer from the customer s account Second you can re print a batch of invoices from the Invoice List screen Both methods of re printing invoices are outlined below 110 QXpress Alocet To re print a single invoice for a specific customer Go to the customer s account Click Customer gt Invoices for this customer The invoice list screen will appear Highlight the invoice that you want to re print Click Print A prompt will appear as shown below aa 2 Hemer rei code on da mean mi eed ei n Lies o
102. inside the box The Services were originally scheduled for crew box indicates the crew that you initially assigned to provide the service If the same crew will still provide the service leave the check inside this checkbox If you want to assign the work to a different crew remove the check from this checkbox and enter the appropriate crew into the box provided The How do you want to add these services box indicates whether you want to add the services by zone zip code or by individual Scheduling by zone or zip code means that you will pick different zones or zip codes and all of the customers that require the service in that zone or zip codes will be added to the route list Scheduling by individual means that QXpress will provide you with a list of every customer that ordered the service and you will pick the individuals that you want to add to the route list If you want to schedule by zone click on the drop down list and select Batch By Zone A new box will appear Click on the drop down list and select the zone that you want to add to the route list Click Add Continue to add as many zones as you require 52 QXpress Alocet If you want to schedule by individual click on the drop down list and select Individually Pick from List Click Go The Route Applications Pick Jobs from List screen will appear Select the customers that you want to add to the route list by placing a check inside the checkbox beside their
103. iplying the budgeted labor hours by the average job cost rate of the crew providing the service To view your total budgeted labor cost QXpress Platinum and QXpress Enterprise only click the Print Estimate Report button at the bottom of the screen Select the Job ltem Summary template Click OK 9 Click OK to save the information and return to the previous screen To edit a budgeted labor cost In the Customers screen highlight the service that you want to edit a budgeted labor cost for Click Schedule gt Edit Service or Billing Installment The One time service Zone based service Recurring services series Multi day project or Billing installment series screen will appear depending on the type of service Click on the Job Items tab Edit the budgeted labor cost information as required Click OK to save the information and return to the previous screen To remove a budgeted labor cost In the Customers screen highlight the service that you want to remove a budgeted labor cost from Click Schedule gt Edit Service or Billing Installment The One time service Zone based service Recurring services series Multi day project or Billing installment series screen will appear depending on the type of service Click on the Job Items tab Highlight the budgeted labor cost that you want to remove Click Remove Answer Yes to the prompt Click OK to save the information and return to the previous screen A
104. ist click Admin 5 Click Edit User 6 The Setup login user and password screen will appear 7 Enter the password and confirmation into the appropriate boxes Make sure you write down your password somewhere Alocet QXpress 17 8 Click Finish To add new login users Note For login users to be activated the Admin password must be set 1 Click Edit gt Preferences 2 The Preferences screen will appear 3 Click the Login Permissions tab 4 Click Add User 5 The Setup login user and password screen will appear 6 Click on the QuickBooks employee drop down list and select the appropriate employee This is optional but is beneficial because it allows contact manager events to be tied to this login user That way different users in your company can assign contact manager events in the contact manager to each other These contact manager events will automatically shown when a user logs in 7 Enter the login password and confirmation into the appropriate boxes 8 Click Next 9 For each option select either No Access or Access Note If you want to copy permissions from another user click Copy From type the user s name into the box provided and click OK 10 Once you have finished setting permissions click Finish 11 Click OK 18 QXpress Alocet CHAPTER 2 ENTERING CUSTOMER INFORMATION This chapter explains the customer screen It will also explain how to enter appropriate information for
105. k Edit Invoice If you are in any other screen click Invoices gt Invoice List The Invoice List screen will appear Highlight the invoice that you want to edit Click Edit Invoice 2 The Edit Invoice screen will appear 3 Click New Line Item 4 The Add charge discount to invoice screen will appear Ada charge dessur te memes i 5 The Charge Description box indicates the charge that you are adding Enter the charge by clicking on the drop down list and selecting the appropriate option 6 Click OK 7 The new line item will appear on the invoice Alocet QXpress 107 8 9 Enter the appropriate price into the Price column Click Save amp Close to save the information and return to the previous screen To delete a charge from an invoice 1 Do one of the following If you are in the customer s account click Customer gt Invoices for this customer The nvoice List screen will appear Highlight the invoice that you want to edit Click Edit Invoice If you are in any other screen click Invoices gt Invoice List The Invoice List screen will appear Highlight the invoice that you want to edit Click Edit Invoice The Edit Invoice screen will appear Highlight the charge that you want to remove from the invoice Click Delete Line Item Answer Yes to the prompt Click Save amp Close to save the information and return to the previous screen To change the invoice due date 1
106. le if you want to enter September 12 2008 type 9 12 08 or Sept12 2008 6 The Total Hours Meter column indicates the reading on the equipment s total hours meter 7 The Odometer column indicates the reading on the equipment s odometer 8 The Memo column enables you to enter a note about this particular entry 9 Click OK to save the information and return to the previous screen To delete an entry from the mileage hour log 1 In the Mileage Hour Log screen highlight the entry that you want to remove 2 Click Remove 3 Answer Yes to the prompt 4 Click OK to save the information and return to the previous screen 4 3 Scheduling equipment maintenance You can use the contact manager feature in QXpress to set up reminders for your equipment maintenance To learn about using the contact manager read Chapter 9 4 4 Generating an equipment list From the Equipment screen you can print out the information for a specific piece of equipment or for every piece of equipment entered into QXpress The steps to print an equipment list are outlined below QXpress Alocet To print the information for a specific piece of equipment 1 2 In the Equipment screen click Equipment gt Equipment List A prompt will appear click Yes To print a report showing the information for all of your equipment 1 2 In the Equipment screen click Equipment gt Equipment List A prompt will appear click No 4 5
107. lick OK The Generate Invoices screen will appear Place a check in the boxes corresponding to the customers that you want to include in the report Click Next 10 3 3 Job assignment listing This report displays every service and beneath each service every customer that is scheduled to receive that service To view this report 1 Click Reports gt Planning amp Analysis gt Job Assignment Listing 2 The Job Assignment Report screen will appear ESE CCE Slee led ee Se TT TT Ss a T bima ee a en coo Ne peau en Se Comm Fiare bl Form o Bin Liere Ba b COR EH alei bi Here EF a trbali dii T oa TE ee T reni he ic Alocet QXpress 131 3 Section 1 of this screen displays the clients that you want to include on the report Indicate the clients that will be included in the report by clicking on the drop down list and selecting the appropriate option 4 The Which jobs should be shown section of this screen indicates the job information that you want to be included in the report If you want the report to include every job scheduled for a customer click on All Jobs If you want the report to include only one specific job description click on Specific Job Click on the drop down list in the box provided and select the appropriate Job Description If you want the prices of each Job Description to be shown in the report place a check in the Print Price box If you want the job site to be shown
108. lings click Contract Billing If you want to select all of the project visits click Project Visit 2 All of the services of the selected type will be highlighted To select all of the services with the same invoice type 1 Click Activities gt Select All gt Inv gt now select the appropriate invoice type 2 All of the services of the selected invoice type will be highlighted 7 9 4 Memorizing services This feature allows you to memorize a group of services so that you can either display only those services or you can recall those services at a later time To memorize specific services 1 Highlight the jobs that you want to memorize 2 Click Activities gt Selected Jobs Charges gt Memorize Selected Charges Alocet QXpress 97 3 The services have now been memorized To display only the last services that you memorized 1 2 Click Activities gt Selected Jobs Charges gt Show Only Last Memorized Charges Only the last memorized services will be shown in My Calendar 7 9 5 Work Order Numbers Work Order Numbers are assigned automatically to each service that is added to QXpress These work order numbers make it easy to locate a specific service in My Calendar To active work order numbering In My Calendar click Edit gt Preferences Click the Routing amp Scheduling tab Place a check inside the Use Work Order numbering checkbox Click OK In My Calendar click Refresh The Work Or
109. locet QXpress 71 6 1 2 Budgeted material costs Material costs are determined by multiplying the number of units you think you will use by the cost per unit Therefore in order to determine your budgeted material costs for a service you must enter the type amount and cost of material that you think you are going to use while providing the service The steps required to enter budgeted material costs are outlined below To add a new budgeted material cost In the Customers screen highlight the service that you want to add a budgeted material cost for 2 Click Schedule gt Edit Service or Billing Installment 3 The One time service Zone based service Recurring services series Multi day project or Billing installment series screen will appear depending on the type of service 4 Click on the Job Items tab 5 Click Add 6 A new row will appear 7 Enter the appropriate description into the Description column The charge description must be assigned to a QuickBooks item that is of type Inventory Part or Non Inventory Part 8 Enter the budgeted material quantity into the Est Qty Hours column Note The total budgeted material cost is calculated by multiplying the budgeted material quantity by the cost of the material that you have previously entered for the associated Item in QuickBooks To view your total budgeted material cost click the Print Estimate Report button at the bottom of the screen Select th
110. n column indicates the name of the service 5 The Start Time column indicates the time that the employee s started providing the service Type the appropriate start time into the column For example if the employee s started at 9 15 in the morning type 9 15am into the column 6 The Stop Time column indicates the time that the employee s stopped providing the service Type the appropriate stop time into the column For example if the employee s stopped at 10 15 in the morning type 10 15am into the column 7 The Hours column displays the total length of time the employee s spent providing the service 78 QXpress Alocet Note Note 8 The Employee column indicates the employee s that provided the service Enter the employee s by clicking on the drop down list and selecting the appropriate option If you want to make the same entry for all of the employees in a crew select CREW from the drop down list Doing so saves you from having to make multiple entries for each member of the crew 9 The Job Cost Rate Per Hour displays the cost of the employee per hour To learn about entering job cost rates read section 3 1 10 Click Close to save the information and return to the previous screen To enter group service times Use group service times when you record the start and stop time for several job sites at once and wish to spread the actual time over all job sites In My Calendar click Activities gt Job Cost
111. n list below the heading Type and select Billing Installment Alocet QXpress 41 4 Click on the drop down list to the right of Charge Description and select the appropriate charge description Note If the appropriate charge description is not shown in the drop down list click on the Details button and add a new charge description 10 11 12 13 14 Click OK The Billing Installment Series screen will appear The Bill To checkbox indicates the customer that will be billed for this billing installment If the current customer will be billed for the billing installment leave the check inside the checkbox If another customer will be billed for the billing installment remove the check from the checkbox and enter the appropriate customer into the box provided The Description box displays the name of the billing installment being added The Invoice type box indicates the current invoice type for the billing installment To change the invoice type click on the drop down list and select the appropriate option To learn more about invoice types read Chapter 8 The Rate Price box indicates the amount you charge the customer each month Type the appropriate price into the box The Status box indicates the current status of the billing installment The Crew box indicates the crew that is responsible for the billing installment Enter the crew by clicking on the drop down box and selecting the appropriate option
112. name Click Send selected jobs to My Calendar Click Close 8 Click OK to return to My Calendar The zone based services will now be shown in My Calendar To edit a zone based service 1 In the Customer screen highlight the zone based service that you want to edit 2 Click Schedule gt Edit Service or Billing Installment 3 The Zone based service screen will appear 4 Edit the information as required 5 Click OK to save the information and return to the previous screen To delete a zone based service 1 In the Customer screen highlight the zone based service that you want to delete 2 Click Schedule gt Edit Service or Billing Installment 3 The Zone based service screen will appear 4 Click on the General tab 5 Click Activities gt Delete 6 Answer Yes to the prompt 7 Click OK to save the information and return to the previous screen 5 4 Scheduling an appointment one time service Appointment based scheduling is used to schedule one time services that will be provided on a specific date in the future Alocet QXpress 53 To schedule a new appointment one time service In the Customer screen click Schedule gt New Service or Billing Installment The New Schedule screen will appear Click on the drop down list below the heading Type and select One time appointment Click on the drop down list to the right of Charge Description and select the appropriate option Note If the appropria
113. nclude in the report Select the information by clicking on the drop down list in each column and choosing the appropriate option If you do not want a column to be included in the report remove the check from the checkbox corresponding to the column 4 The Column Width section of the screen indicates how wide you want each column to be Enter the width into the boxes by typing the appropriate number 5 Click OK 10 5 My Calendar summary This report summarizes the information shown in My Calendar for a specific date range grouped by day status and crew For example if the date at the top of My Calendar is June 1 2005 the My Calendar summary report will display the number of feet serviced total revenue total costs and total profit for June 1 2005 The information is shown on a per crew basis This means that along the left hand side of the report each crew is listed Double clicking on one of the crews will provide a breakdown of Alocet QXpress 133 every service the crew performed on June 1 2005 and the revenue and costs associated with each service To view a My Calendar summary report 1 Click Reports gt My Calendar Summary 134 QXpress Alocet CHAPTER 11 TOOLS 11 1 11 2 This chapter explains all of the features found under the Tools menu in QXpress The topics discussed in this chapter are e 11 1 Create mail merge e 11 2 Fee schedule e 11 3 Job rate card e 11 4 Restoring an earlier database
114. ng amp Invoicing section of the customer account click on the drop down list to the right of Pref Day and select the appropriate option To enter a zone for a customer Note Zones are a way of sub dividing your service area For companies that will be scheduling by zone it is necessary to enter a zone for each customer If you will not be using zone based scheduling you do not have to enter a zone for each customer 1 In the Routing amp Invoicing section of the customer account type the appropriate zone into the box to the right of Zone To enter a customer s property size customer variables 1 In the Routing amp Invoicing section of the customer account click on the Details button to the right of Property Size 2 The Customer Variables screen will appear 3 Click Add 4 A new row will appear 5 The Variable Name column indicates the name of the variable that you are entering Click on the drop down list and select the appropriate option Note If the appropriate variable is not shown in the drop down list select Add Edit Variable Names and add a new variable name Note Make sure that Variable names that pertain to the property size of the customer are entered into the existing Variable Class Property Size 6 The Quantity column indicates the quantity of the measurement Type the appropriate quantity into the column 7 Click OK to save the information and return to the previous screen To indicate that a cu
115. nge screen will appear Ss lore m Ce TT Eem r pme orere RC ee Sea Faun Din baas emu carga ee Pg or ma oe a mga pu erga ren oe Fa aye PER UE eS DNS See POS RS MR E AT boomers a Bios ny a i pares cee In the Type of Change section of the screen click on Change selected job rate by a percentage In the Percentage Change section of the screen click on ncrease Decrease The To the Closest box indicates the how you want to round decimals that result from the percentage increase Select your rounding preference by clicking on the drop down list and choosing the appropriate option The Rounding box indicates whether you want to round the price up or down Select your preference by clicking on the drop down list and choosing the appropriate option 140 QXpress Alocet Note 10 11 12 Click Change Rate The Percentage box displays the percentage increase decrease that you want to make For example if you want to increase decrease the price of the jobs by 10 enter 10 into the box Enter the appropriate percentage by typing it into the box Click Close to save the information and return to the previous screen If you want to set a standard fixed price for a number of services that have various prices there is a short cut Click on the Job column heading to sort the services then highlight the services and click Change Selected Jobs Next choose to decrease the services by
116. nization of QX Sync To import information from QuickBooks versions US 2001 or earlier or CAN 2001 or earlier 1 From your Desktop double click on the QXpress icon 2 If QXpress does not yet have a registration password the blue evaluation screen will appear 3 If you are evaluating QXpress click Continue With Free Trial If you have purchased or rented QXpress click I m already a user Exit and fill out the registration information according to the steps in your QXpress Product Purchase email 4 Click Start 5 Assuming you have not yet synchronized with QuickBooks the Get QB Data screen will appear V4 ied prem UE die Eo E eed SE rd biaha mn Dadoa ta ope ara fra cici Geta GE Dat HX lene Por ec Boat Po 2008 Pe ed ores D ingen naar bikea diet citer bo neccesary a cor 07 kihid afed on dihed ir Gack Boke Ce ara val tants ar err dole reed pepe n chee Alocet QXpress 3 10 If however you have already synchronized with QuickBooks and would like to Synchronize with QuickBooks again click on the QX Sync icon QX Sync Click on the drop down list to the right of Which version of QuickBooks do you use and select the appropriate version of QuickBooks Click Browse and locate your QuickBooks database Click Get new QB Data QXpress will now automatically import your QuickBooks information To import information from QuickBooks versions US 2003 Basic US 2002 Basic CAN 2003 Basi
117. o Click on Selected invoices only Click OK The invoice will print to screen Click Print To re print an entire batch of invoices In the menu bar click Invoices gt Invoice List The Invoice List screen will appear The Show box in the top left hand corner of the screen indicates the invoices that are shown in the invoice list Click on the drop down list and select the appropriate option For example if you want to include every invoice in the last two months select Last 2 months Click Print A prompt will appear as shown below d E ee merai rme ro T jeu en ur w Select All invoices currently visible in the Invoice List Click OK Alocet QXpress 111 8 The invoices will print to screen 9 Click Print 8 7 Posting invoices to QuickBooks After generating invoices in QXpress you can easily post these invoices to QuickBooks Doing so will update QuickBooks and make it appear as if you had invoiced your customers from QuickBooks Note It is only possible to post invoices to QuickBooks if the invoices already exist in QXpress To learn about generating invoices read section 8 1 8 2 and or 8 3 To post invoices to QuickBooks 1 In the menu bar click Post To QuickBooks gt Invoices 2 The Post Invoices To QuickBooks screen will appear 3 All of the invoices that you have generated but that you have not already posted to QuickBooks will appear on the screen 4 Click Post To QB
118. old or the total number of hours into the Qty box The Charge Type column indicates how you are going to charge for the job If you are charging the customer a flat rate for the service click on the drop down list and select FL In this case the charge will be equal to the entry in the Charge Rate column If you are charging the customer by the hour or by the quantity of material used click on the drop down list and select QY In this case the charge will equal the entry in the Charge Rate column multiplied by the entry in the Charge Qty column If you are not charging for the service click on the drop down list and select NC Alocet QXpress 59 10 Click OK to save the information and return to the previous screen To schedule each of the services added to a project 1 In the Multi day project screen click on the Project Scheduling tab 2 Each of the services that you have added to the project in the Job Items folder will be listed at the bottom of the screen 3 Highlight the service that you want to schedule 4 Using the calendar provided select the date that you want to schedule the service for 5 Click Activities gt Add Visit 6 The Project Visit Entry screen will appear 7 The Crew box indicates the crew that will provide the service Click on the drop down list and select the appropriate option 8 The Date box indicates the date that you are scheduling the service for If you want to change the
119. om My Calendar 1 Click Customers gt New QuickBooks Customer 2 The Add QuickBooks Customer screen will appear Ui Aah tS iman Ol Comes trs Smr Yor Enr 7 oies wf io hl p S 3 Enter the appropriate information into the boxes provided 4 Click OK to save the information and return to the previous screen To edit customer information from My Calendar 1 Click Customers gt Edit QuickBooks Customer 2 The Edit QuickBooks Customer screen will appear 3 Edit the information as required 4 Click OK to save the information and return to the previous screen 7 9 3 Select All feature This feature enables you to highlight all of the services of a particular status type or invoice type Using this feature makes it much faster to highlight services then doing so one at a time 96 QXpress Alocet To select all of the services with the same status 1 Click Activities gt Select All gt Sts If you want to select all of the services with a status of Pending select Pending If you want to select all of the services with a status of On Route select On Route If you want to select all of the services with a status of Done select Done 2 All of the services of the selected status will be highlighted To select all of the services of the same type 1 Click Activities gt Select All gt Typ If you want to select all of the services click Service If you want to select all of the contract bil
120. opped at 10 15 in the morning type 10 15am into the column 9 The Hours column displays the total length of time the employee s spent providing the service 10 The Employee column indicates the employee s that provided the service Enter the employee s by clicking on the drop down list and selecting the appropriate option Note If you want to make the same entry for all of the employees in a crew select CREW from the drop down list Doing so saves you from having to make multiple entries for each member of the crew 11 The Job Cost Rate Per Hour displays the cost of the employee per hour To learn about entering job cost rates read section 3 1 12 Click OK to save the information and return to the previous screen To enter actual labor costs from My Calendar 1 In My Calendar double click on the job that you want to enter actual labor costs for Note You can only enter actual labor costs for services with a On Route status or Done You can tell if it is On Route or Done by hovering your cursor over the Sts column If the service has a status of Pending highlight the service and click Schedule gt Status to On Route 2 The One time service Zone based service Recurring services series Multi day project or Billing installment series screen will appear depending on the type of service 3 Click on the Act Service Times tab 4 Each service in the job items tab will be shown 5 The Description column indicates the
121. opriate option Note If the appropriate charge description is not shown in the drop down list click on the Details button and add a new charge description 5 Click OK 6 The Multi day project screen will appear 7 The Bill To checkbox indicates the customer that will be billed for this service If the current customer will be billed for the service leave the check inside the checkbox If another customer will be billed for the service remove the check from the checkbox and enter the appropriate customer into the box provided 8 The Description box displays the name of the service being added 9 The Invoice type box displays the current invoice type for the service To change the invoice type click on the drop down list and select the appropriate option To learn more about invoice types read Chapter 8 Alocet QXpress 57 10 11 12 13 14 15 16 17 18 19 The Rate Price box indicates the amount you charge the customer for the service Type the appropriate price into the box The Qty box is usually used if you are billing a rate per hour In this case enter the hourly rate into the Rate price box and enter the number of hours into the Qty box The Status box indicates the current status of the service The Crew box indicates the crew that is responsible for the service Indicate the crew that will provide the service by clicking on the drop down box and selecting the appropriate option The
122. or that service will automatically be set to the default invoice type To edit a customer s E mail address 1 Click Customer gt Edit QuickBooks Customer 2 The Edit QuickBooks Customer screen will appear 3 Edit the E mail information as required 4 Click OK to save the information and return to the previous screen 2 3 5 Custom Fields at the customer level Custom fields available on QXpress Gold Platinum and Enterprise enable you to create your own sections of the customer screen that display information that is specific to your company QXpress provides up to 10 Alocet QXpress 25 groups of custom fields Under each group you can add 15 custom fields that can hold text numbers dates times or drop down lists any information that your company needs to track To add a custom field group to the customer account 1 5 In the customer account click on the Edit Custom Fields tab as shown below TEE lili a i LS Era sang ten Lex Dre EX i jeres E j 3 bre hemi a rr ba a p eee d me Chad acl mn B Share hr gran fher Tewi EE TS Cee Caro a ign Click on the drop down list beneath the heading Choose a group to edit and select the group that you want to work with Type the name of the group into the Group Name box For example if the group will track additional customer information enter Additional Information into the box Place a check inside the Show this group
123. otes entered into this box will appear on the crew s route list Click OK to save the information and return to the previous screen To set the service dates for a recurring service In the Recurring service series screen click on the Recurring Dates tab The Basis section indicates the interval that you want to use to schedule the service Enter the interval by clicking on the appropriate option The Preferred Day of Week box indicates the day of the week that you provide the service Enter the preferred day by clicking on the drop down list and selecting the appropriate option 46 QXpress Alocet Note 9 The Minimum Days Between Visits box indicates the least number of days that must be left between the last time you provided the service and the next time that you are going to provide the service Enter the minimum number of days by typing the appropriate number into the box The Start Stop Scheduling boxes indicate the dates that you want to start stop scheduling the service For example if you want to schedule the service for the entire year you will enter 1 1 07 into the Start Scheduling box and 12 31 07 into the Stop Scheduling box Enter the start stop dates by clicking on the drop down list and using the calendar provided The Renewal Type box indicates how the service will be renewed Enter the renewal type by clicking on the drop down list and selecting the appropriate option If the service is going to be
124. oup drop down box and select the appropriate crew group 5 Click Add Crew 6 Click on the drop down list provided and select the appropriate crew 7 Click OK To remove crews from crew group Click Lists gt Crews 2 The Crew Setup screen will appear 3 Click the Setup Crew Groups tab 4 Click on the Crew Group drop down box and select the appropriate crew group 5 Under the Crew heading click on the crew you want to remove 6 Click Remove Crew 7 Click OK To show services assigned to a crew group in My Calendar 1 In My Calendar click on the Crew drop down list and select the appropriate crew group Only services assigned to crews in the selected crew group will appear in My Calendar To limit the crew groups that users can view 1 Read Section 1 3 that explains how the QXpress Platinum and QXpress Enterprise versions can limit access to certain users with Login Permissions 2 For each user use the Limit Crew Groups feature in the Login Permissions screen to select the crew groups they can view To rename a crew group 1 Click Lists gt Crews 2 The Crew Setup screen will appear 3 Click the Setup Crew Groups tab Alocet QXpress 33 Click on the Crew Group drop down box and select the appropriate crew group Click Rename Enter the new name into the box provided Click OK To delete a crew group Click Lists gt Crews The Crew Setup screen will appear Click the
125. ous screen 9 2 Working with contact groups A contact group is a collection of events that all relate to a common topic For example if you are contacting your top 20 customers to offer them a we appreciate your business promotion you may want to place all of the events involving that promotion into one group That way you can follow the progression of that initiative independent of all other contacts To add a new contact group 1 In the menu bar click Lists gt Contact Manager 2 The Contact Manager All Events screen will appear 3 Click Show Groups 118 QXpress Alocet 4 The Contact Manager Groups screen will appear CRT j Click Add Group The Add Update Group screen will appear Enter the name of the group into the space provided Click Close Esc to save the information and return to the previous screen To edit a contact group In the menu bar click Lists gt Contact Manager The Contact Manager All Events screen will appear Click Show Groups The Contact Manager Groups screen will appear Highlight the group that you want to edit Click Edit Group The Add Update Group screen will appear Edit the information as required Click Close Esc to save the information and return to the previous screen Alocet QXpress 119 To delete a contact group 1 In the menu bar click Lists gt Contact Manager The Contact Manager All Events screen will appear Click S
126. provides space for you to enter a detailed explanation about the service that will appear on the customer s 58 QXpress Alocet 20 invoice All notes entered into this box will appear on the customer s invoice Click OK to save the information and return to the previous screen To add services to the project 6 In the Multi day project screen click on the Job Items tab Click Add A new row will appear The Description column indicates the name of the service that you are adding Click on the drop down list and select the appropriate option The Sort Order column indicates the order that the items will be listed in this screen and on the invoice if the charge will be included on the invoice For example a job item with sort order 1 will appear ahead of a job item with sort order 2 Type the appropriate numbers into the column The Est Qty Hours column indicates how long you estimate the service will take to complete Type the estimated time into the column For example if you estimate that the service will take you one and one half hours type 7 5 into the box The Charge Rate column indicates how much you are charging the customer for this service Type the appropriate amount into the column The Charge Qty column is used if you are billing for materials or by the hour In this case enter the unit cost for the material or the hourly rate into the Rate price box and enter the number of units of material s
127. r The Bill To checkbox indicates the customer that will be billed for this service lf the current customer will be billed for the service leave the check inside the checkbox If another customer will be billed for the service remove the check from the checkbox and enter the appropriate customer into the box provided The Description box displays the name of the service being added The Invoice type box displays the current invoice type for the service To change the invoice type click on the drop down list and select the appropriate option To learn more about invoice types read Chapter 8 The Rate Price box indicates the amount you charge the customer each time you provide the service Type the appropriate price into the box The Qty box is usually used if you are billing a rate per hour In this case enter the hourly rate into the Rate price box and enter the number of hours into the Qty box The Status box indicates the current status of the service The Crew box indicates the crew that is responsible for the service Indicate the crew that will provide the service by clicking on the drop down box and selecting the appropriate option The Sales Rep box indicates the QuickBooks employee sales rep who sold the service Enter the sales rep by clicking on the drop down list and selecting the appropriate option Alocet QXpress 45 15 16 17 18 19 20 The Prepaid checkbox indicates whether o
128. r s history is displayed when you click on the History tab in the middle of the customer s account This section of the customer s account displays a list of services that have the status of Done for the customer as well as contact manager events for this customer To edit this information double click on the row you want to edit This section also lists up to date QuickBooks information If QuickBooks is open QXpress will display QuickBooks invoices payments credit memos and estimates If you are using QuickBooks Pro 2004 or greater you can double click on a row and be taken directly into that QuickBooks transaction 2 3 4 Routing amp Invoicing The routing and invoicing options are displayed when you click on the Routing amp Invoicing tab in the middle of the customer s account This section of the customer s account displays options related to routing and invoicing Each of the options are explained below To set a default crew for a customer Setting a default crew means that each time a service is added for the customer the default crew will be assigned the work 22 QXpress Alocet Note Note 1 In the Routing amp Invoicing section of the customer account click on the drop down list to the right of Default Crew and select the appropriate option To enter a map code for a customer Map codes are reference numbers that your company uses to locate a customer s job site on a map or in a
129. r not the customer has already paid for the service If the customer has already paid for the service place a check inside the checkbox In this case the charge will be deducted from the customer s balance If the customer has not already paid for the service do not place a check inside the checkbox In this case the charge will be billed normally The Under Contract checkbox indicates whether or not this service is included as part of an existing billing installment If the service is included as part of an existing billing installment place a check inside the checkbox In this case the service will appear as a zero amount on the customer s invoice or it will not be included on the invoice at all If the service is not included as part of an existing billing installment do not place a check inside the checkbox In this case the service will be invoiced normally The Start Until boxes are used if the service is being scheduled for a specific time of day In this case type the start until times into the appropriate box For example if the service is going to start at 9a m type 9am into the Start box The Window box indicates to the variation that is acceptable between the entered Start time and the time that the crew actually arrives at the job site You can modify your route list template to show the Window specified The Instructions for Crew box provides space for you to type notes about the service to your crew All n
130. s screen 5 3 Scheduling a zone based service Zone based scheduling is used to schedule services which are done in order of zone or area There are two steps to zone based scheduling The first step is adding the service to a customer s account In this step you are indicating that the customer is going to receive the service at some point in the future The second step is fetching the service when you are going to visit the customer s zone area In this step you ask QXpress to show you all of the customers in a particular zone that have ordered the service In return QXpress places all of the appropriate customers onto the day s route list The steps involved in zone based scheduling are explained below To ensure zone based scheduling is turned on Click Edit gt Preferences Click on the Routing amp Scheduling tab Ensure there is a check in the Show Zone Based as a scheduling option checkbox Alocet QXpress 49 Note 4 Click OK You may need to close and reopen QXpress for changes to take full effect To add a new zone based service to a customer 1 2 3 4 In the Customer screen click Schedule gt New Service or Billing Installment The New Schedule screen will appear Click on the drop down list below the heading Type and select Zone based service Click on the drop down list to the right of Charge Description and select the appropriate option If the appropriate char
131. s the QuickBooks class that the charge description will be associated with Click on the drop down list and select the appropriate option Once a service is invoiced and posted to QuickBooks the class will be assigned on a per line item basis on the QuickBooks invoice assuming your QuickBooks invoice template shows the Class column The QXDC Name column indicates the short form of the charge description that will appear on the QX Data Collector Type the short form into the column This is limited to 10 characters and must be unique If you are not using the QX Data Collector you can ignore this column The Target Profit indicates the percentage profit you want to make on the charge description of type Service after labor and material expenses have been subtracted This column allows you to track whether or not you are above or below your target profit This is not a mandatory field If you want to track your target profit type the appropriate number into the column Otherwise leave the column blank The Job Kind column indicates the kind of service being added Enter the job kind by clicking on the drop down list and selecting the appropriate option In most cases the job kind will be Other This is useful if you need QXpress to automatically track the last date a service of a certain kind was done The Print Order column indicates the order that you want the charge description to appear on documents like renewal letters Make
132. s to the prompt 6 Click Close Esc to save the information and return to the previous screen 11 3 Job rate card This tool provides a quick and easy way for you to change the price of services from one year to the next This tool enables you to increase decrease prices by a flat rate or by a percentage To increase decrease job prices by a fixed amount Click Tools gt Job Rate Card 2 The Job Rate Card screen will appear ul Ha i FE E RD LC El HHE TE Dem ets men Gad 3 Highlight the services that you want to increase the price of 4 Click Change Selected Jobs 5 The Job Rate Change screen will appear CERTES LRU gt CER CNT DES a Er SES SE T Dirge be pan rae ey fet ey Pran fe Emms simre or ina meree r im reem i a Pe eiee Ber aeni Boa mea er ar e iT mirma P i men aema m Alocet QXpress 139 In the Type of Change section of the screen click on Change selected job rate by a fixed amount In the Fixed Change section of the screen click on ncrease Decrease Type the amount of the increase decrease into the box provided Click Change Rate Click Close to save the information and return to the previous screen To increase decrease job prices by a percentage Click Tools gt Job Rate Card The Job Rate Card screen will appear Highlight the services that you want to increase the price of Click Change Selected Jobs The Job Rate Cha
133. show 4 The Waiting List is automatically sorted by the order of columns shown in this screen For example if you want the waiting list to sort by charge description and then by zip code you will make sure that Service was the first column listed and that Zip Code was the second column listed To move a column towards the top of the list click on the appropriate column and then click Move Up To move a column downwards click on the appropriate column and then click Move Down Alocet QXpress 89 5 Click OK 7 3 Adding services directly into My Calendar At times it will be more efficient to add new services directly into My Calendar rather than scheduling the services using the customer screen For example if you go to a job site for a scheduled service and the customer asks for an additional service you will want to include the additional service as a part of the day s work even though it was not originally scheduled In this situation it is much faster to add the additional service directly into My Calendar at the end of the day To add a service into My Calendar 1 Click Schedule gt New 2 The New Schedule screen will appear 3 The Type box indicates the type of service you are adding Choose the type by clicking on the drop down list and selecting the appropriate option 4 The Charge Description box indicates the specific name of the service that you are adding Choose the charge description by clickin
134. sponsible for the service Indicate the crew that will provide the service by clicking on the drop down box and selecting the appropriate option 15 The Renewal box indicates the how the service will be renewed Enter the renewal type by clicking on the drop down list and selecting the appropriate option If the service is going to be renewed next year select Automatically In this case the service will automatically be rescheduled for next year on the Renewal Date If you are unsure if the service is going to be renewed next year select Prompt In this case QXpress will ask you about the status of the service on the Renewal Date If the service will not be renewed next year select Don t Renew 16 The Renew on box indicates either 1 the date that the service will be automatically renewed or 2 the date that the software will prompt you about the renewal status of the service Enter the renewal date by clicking on the drop down list and using the calendar provided 17 The Sales Rep box indicates the salesperson who sold the service Enter the sales rep by clicking on the drop down list and selecting the appropriate option 18 The Prepaid checkbox indicates whether or not the customer has already paid for the service If the customer has already paid for the service place a check inside the checkbox In this case the charge will be deducted from the customer s balance If the customer has not already paid for the service
135. stomer will receive open invoicing 1 In the Routing amp Invoicing section of the customer account place a check inside the box to the left of Open Invoicing Previous Balances on Invoices 24 QXpress Alocet 2 Now whenever you generate invoices for the customer a previous balance will be included in the total amount due when printed out of QXpress To include a customer s charges on another customer s invoice i e to bill multiple job sites on one invoice 1 In the Routing amp Invoicing section of the customer account remove the check from the box to the right of Send to Customer 2 A new box will appear 3 Click on the Details button and select the customer that you want the charges to be billed to 4 Now whenever the customer is invoiced those charges will appear on the other customer s invoice Note If you wish to bill one customer s services to another customer but have already scheduled services for that customer you must manually go into each service and each Done or On Route service date and manually change the Bill To checkbox To set a default invoice type for a customer 1 In the Routing amp Invoicing section of the customer account click on the drop down list to the right of Default Invoice Type and select the appropriate option To learn about the different types of invoicing see Chapter 8 2 Now whenever a service is added to the customer s account the invoice type f
136. t Click Reports gt Job Costing gt By Job Description By Customer The Reports Detail Selector screen will appear Section 1 of this screen displays the date range that you want to view Enter the period that you want to view by clicking on the drop down list and using the calendar to enter the appropriate dates Section 2 of this screen indicates the customers that you want to include in the report If you want to view all customers click on All Customers Click OK If you want to view information for a specific customer click on By Individual Click on the drop down list in the Choose Individual box and select the appropriate customer Click OK If you want to select a list of individuals to include in the report click on Quick Pick Click OK The Quick Pick screen will appear Place a Alocet QXpress 127 check in the boxes corresponding to the customers that you want to include in the report Click Next 10 2 4 By job description This report displays the profitability of each type of service that you provide Double clicking on any of the services will display each day that type of service was completed and the profitability of the service on those days To view this report 1 Click Reports gt Job Costing gt By Job Description 2 The Reports Detail Selector screen will appear 3 Section 1 of this screen displays the date range that you want to view Enter the period that you want to view by clicking on th
137. t Usage tab 80 QXpress Alocet 10 Each material listed in the job items tab will be shown The Description column indicates the name of the material The Employee column indicates the employee that used the material Enter the employee by clicking on the drop down list and selecting the appropriate option The Date Used column indicates the date that the material was used on Type the appropriate date into the column For example if you want to enter the date as June 1 2007 type 6 1 07 into the column The Units Used column indicates the number of units of the material that were used Type the appropriate number into the column The Cost Per Unit column indicates how much each unit of material cost you to purchase Type the appropriate number into the column Click OK to save the information and return to the previous screen 6 3 3 Vendor Bills amp Purchase Orders Versions Gold Platinum Enterprise If your company purchases materials in the field at the time of service you can create Vendor Bills or Purchase Orders for materials directly from the Act Mat Usage tab in QXpress The Vendor Bill or Purchase Order gets posted into QuickBooks instantly and the resulting materials get entered into the Act Mat Usage tab and Job Items tab saving you from unnecessary double entry To enter a Vendor Bill or Purchase Order Edit the occurrence of any service i e do not edit the series of a recurring service
138. te As a QXpress user you will be generating a batch of invoices in QXpress and posting that batch of invoices to QuickBooks But where you actually print the invoices is up to you If you want to print invoices in QuickBooks rather than QXpress one short cut is to put a check in the Skip print invoice screen checkbox and remove the check from the Skip Post to QB screen checkbox 7 The Step 2 of 2 Accept or Reject Batch screen will appear Note At this point the invoices have been created but the information has not yet been updated in QXpress If you want to preview the invoices before the information is updated in the program click Preview This will allow you to scroll through each of the invoices to ensure the information is correct 8 Choose an invoice template by clicking on the drop down list to the right of Template and selecting the appropriate option 9 Click Accept 10 The invoices will print to screen 11 To print a hardcopy of the invoices click Print 8 5 Editing invoices This feature enables you to change the information on an invoice after it has been generated Once an invoice has been edited it can be reprinted and sent to the appropriate customer 106 QXpress Alocet To add a new charge to an invoice 1 Do one of the following If you are in the customer s account click Customer gt Invoices for this customer The nvoice List screen will appear Highlight the invoice that you want to edit Clic
139. te charge description is not shown in the drop down list click on the Details button and add a new charge description 5 Click OK 6 The One time service screen will appear 7 The Bill To checkbox indicates the customer that will be billed for this service If the current customer will be billed for the service leave the check inside the checkbox If another customer will be billed for the service remove the check from the checkbox and enter the appropriate customer into the box provided 8 The Description box displays the name of the service being added 9 The Invoice type box displays the current invoice type for the service To change the invoice type click on the drop down list and select the appropriate option To learn more about invoice types read Chapter 8 10 The Rate Price box indicates the amount you charge the customer for the service Type the appropriate price into the box 11 The Qty box is usually used if you are billing a rate per hour In this case enter the hourly rate into the Rate price box and enter the number of hours into the Qty box 12 The Status box indicates the current status of the service 13 The Crew box indicates the crew that is responsible for the service Indicate the crew that will provide the service by clicking on the drop down box and selecting the appropriate option 54 QXpress Alocet 14 15 16 17 18 19 20 The Sales Rep box indicates the salesperson who
140. tering budgeted costs for a service e 6 1 1 Budgeted labor costs e 6 1 2 Budgeted material costs e 6 1 3 Budgeted subcontractor costs e 6 2 Printing an estimate e 6 3 Entering actual costs for a service 6 3 1 Actual labor costs 6 3 2 Actual material costs 6 3 3 Vendor Bills amp Purchase Orders 6 3 4 Actual subcontractor costs e 6 4 Posting service times to QuickBooks e 6 5 Posting subcontractor vendor Bills to QuickBooks e 6 6 Posting Inventory Adjustments to QuickBooks 6 1 Entering budgeted costs for a service Budgeted costs are the costs that you think your company will incur by providing a service By entering the your budgeted costs into QXpress you will be able to determine if the service will or will not be profitable before you provide the service As well you can compare your budgeted costs to your actual costs to identify significant discrepancies The steps required to enter budgeted costs for a service are outlined below 6 1 1 Budgeted labor costs Labor costs are determined by multiplying the number of hours your employees spend providing a service by their job cost rates i e how much Alocet QXpress 69 you pay them per hour Therefore in order to determine your budgeted labor costs for a service you must enter how long you think it will take to complete the service The steps required to enter budgeted labor costs are outlined below To enter a budgeted labor cost In the Customers
141. test te She To Job Ste Addrers I Mew contact avert on phone dater IF Report errors 3 Enter the default values into the boxes provided 4 Click OK to save the information and return to the previous screen 1 2 3 Charge descriptions Charge descriptions are the names of the services and or materials that will appear on an invoice In order to have a service and or material appear on an invoice you must first create a charge description in QXpress Examples of typical charge descriptions include Weekly Service General Maintenance and Site Visit To add a new charge description 1 Click Lists gt Charge Description List 2 The Charge Descriptions screen will appear Papreare Rocewed Ihara You Prepay Decast Sevee cat Tred Tere Alocet QXpress 7 Note Click New A new row will appear The Description of Charge column indicates the name of the charge description being added Type the name into the column The tem column indicates the QuickBooks item that the charge description will be associated with Click on the drop down list and select the appropriate option You can also add new QuickBooks items at this step To do this click on the drop down list in step 6 and select New Item The Add QuickBooks Item screen will appear Enter the appropriate information Click OK The new item will now be available in the drop down list 7 10 11 12 The Class column indicate
142. the Subcontractor tab Highlight the budgeted subcontractor cost that you want to remove Click Remove Answer Yes to the prompt Click OK to save the information and return to the previous screen 6 2 Printing an estimate Once you have entered all of your budgeted costs for a service see section 6 1 you can continue on and print out an estimate for that service The steps required to print an estimate are outlined below To print an estimate for a service Enter all of your budgeted costs as discussed in section 6 1 In the Customers screen highlight the service that you want to print an estimate for Click Schedule gt Edit Service or Billing Installment Alocet QXpress 75 The One time service Zone based service Recurring services series Multi day project or Billing installment series screen will appear depending on the type of service Click on the Job Items tab Click Print Estimate Report The Printing Estimate Report screen will appear Click on the drop down list and select the estimate template that you want to use Click OK 6 3 Entering actual costs for a service Actual costs are the costs that you incurred by providing a service By entering the your actual costs into QXpress you are able to determine if the service was profitable or not As well you can compare your budgeted costs to your actual costs to identify significant discrepancies The steps required to enter budgeted costs
143. to measure the variable An example of a unit description is feet Type the appropriate description into the column 7 The Variable Class column indicates the class that the variable name belongs to Enter the class by clicking on the drop down list and selecting the appropriate option Note If the appropriate class is not shown in the drop down list select Add Edit Variable Class 8 Click OK to save the information and return to the previous screen To edit a variable name Click Lists gt Variable Names List The Variable Names screen will appear Edit the information as required Click OK to save the information and return to the previous screen To delete a variable name 1 2 In the Variable Names screen highlight the variable name that you want to delete Click Delete Alocet QXpress 13 3 4 Answer Yes to the prompt Click OK to save the information and return to the previous screen To add a new variable class 2 6 Click Lists gt Variable Class List The Variable Class screen will appear Variable Class Click New A new row will appear The Variable Class Name column indicates the name of the variable class being added Type the appropriate name into the column Click OK to save the information and return to the previous screen To edit a variable class 2 3 4 Click Lists gt Variable Class List The Variable Class screen
144. turns your favorite accounting software into powerful industry specific management software QXpress improves the overall efficiency of your company and increases its overall profitability Not only will QXpress meet the management needs of your company now it will continue to meet and surpass those needs well into the future QXpress is an industry leading software package that automates your management functions Scheduling invoicing and job costing will all be completed in less time and with more accuracy then you ever thought possible When the time comes to increase the power of your QXpress software you always have the option of adding functionality by introducing QXpress modules QXpress Networking Mapping Bar coding QX Mobile and the QX Data Collector can all be seamlessly integrated with QXpress once your company is ready for them Best of all behind all of this great software is the QXpress team providing you with unmatched customer service and support In the event that you have any questions regarding QXpress please do not hesitate to contact us We pride ourselves on our ability to surpass our customers expectations Congratulations on taking the first step towards greater efficiency and profitability You will soon have the best of both worlds the familiarity of QuickBooks accounting software and the added management power of QXpress scheduling software Alocet QXpress QXpress Alocet Table of Contents
145. uled for next year on the Renewal Date If you are unsure if the billing installment is going to be renewed next year select Prompt In this case QXpress will ask you about the status of the billing installment on the Renewal Date If the billing installment will not be renewed next year select Don t Renew 4 The Renewal Date box indicates either 1 the date that the billing installment will be automatically renewed or 2 the date that QXpress will prompt you about the renewal status of the billing installment Enter the renewal date by clicking on the drop down list and using the calendar provided 5 The Which Dates of the Month section indicates the date s of the month that you want to bill the customer Enter the appropriate date s by placing a check inside the appropriate checkbox 6 The Allow Which Months section indicates the months that you will bill the customer If you will bill the customer all months of the year click Al Months If you will only bill the customer certain months of the year click Choose A list of checkboxes will appear Remove checks from the Alocet QXpress 43 checkboxes corresponding to the months that you will not bill the customer 7 Click Generate Dates The scheduled billing dates will be listed 8 Click OK to save the information and return to the previous screen To edit a billing installment 1 In the Customer screen highlight the billing installment that you want to edit
146. vice to be scheduled for the first week of each month only place a check inside that checkbox 13 The Allow Which Months section indicates the months in a year that the service can be scheduled for If the service can be scheduled for any month in the year click All Months If the service can only be scheduled in certain months click Choose Only place checks in the checkboxes next to the months that the service can be scheduled for For example if you only want the service to be scheduled for the first six months of the year only place a check inside those checkboxes 14 Click Generate Dates The scheduled service dates will be listed 15 Click OK to save the information and return to the previous screen To edit a recurring service 1 In the Customer screen highlight the recurring service that you want to edit 2 Click Schedule gt Edit Service or Billing Installment 48 QXpress Alocet 3 4 5 The Recurring service series screen will appear Edit the information as required Click OK to save the information and return to the previous screen To delete a recurring service In the Customer screen highlight the recurring service that you want to delete Click Schedule gt Edit Service or Billing Installment The Recurring service series screen will appear Click on the General tab Click Activities gt Delete Answer Yes to the prompt Click OK to save the information and return to the previou
147. ys to push later earlier Click OK Take note of any conflict warnings QXpress finds You will have to manually deal with these conflicts when the process completes 5 6 Scheduling job packages Setting up job packages is explained in detail in section 1 2 5 Read this section for an introduction to job packages Once you have set up your job packages you can schedule them for any customer Doing so will add all of the services in the job package to that customer s account To ensure Job Package scheduling is turned on Click Edit gt Preferences Click on the Routing amp Scheduling tab Ensure there is a check in the Show Job Packages as a scheduling option checkbox Click OK You may need to close and reopen QXpress for changes to take full effect 62 QXpress Alocet To add a job package to a customer s account 1 In the Customer screen click Schedule gt Add Job or Billing Installment 2 The New Schedule screen will appear 3 Click on the drop down list below the heading Type and select Job package Note The Prompt to add same entries to all items of the package checkbox indicates whether or not you want the same entries to be made for each service in the job package If you want the same entries to be made for each of the items in the job package place a check inside the checkbox For example if you want the price of each item in the job package to be the same place a check inside the checkbox

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