Home

Service Accent User Guide - Downloads home

image

Contents

1. Area HERTS al Service region SOUTH Sales region JAMES JOHNSON Contact Mr Peter Rushworth 01436 315201 Price book 5 Select the Inventory tab and the following appears Customer Record Vantage Computing International SEE 1 Customer 2 Details 3 Contacts 4 Contracts 5 Inventors 6 Other Product Description ATRLONDCOOL Basic Air conditi RASICYACHT basic Yacht COP E E COPIER CO BLA COP L E COPIER CO BLA E S 1400 ELELTROCLEAN FAX FC FAXCO FACSIM FAX FC FAXCO FACSIM LIFT3510 Serial No Location tee i ie ee ee BASEMENT 1235456 MARINA 3 BERTH 5 35797403903 RECEPTION 2154879 BASEMENT PRINT R 1678 235 GROUND FLOOR WEST fr 00004 ACCOUNTS D67 45675674567456 Repair yard 94846745093937 STANNA LIFT WE W MAIM OFFICE view all Copyright Vantage Computing Ltd 2007 All rights reserved Contract Ho Value CMOOO1 0 00 SC O0006 0 00 S_O0006 76 55 50000 139 11 New item Transfer Delete Service Accent User Guide 157 Close Notes Letters Sites Price book EAN Creating Information 10 11 12 13 14 158 Service Accent User Guide VCi Click Edit and New item to add a new inventory item directly linked to the customer record The finder appears Use the Finder to search for the product you want to add to the customer If the product required is not found a n
2. Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 373 Invoicing 374 Service Accent User Guide 9 When the process ends the Summary tab appears Contract Billing Contract billing has finished Parameters Progress Summary Options Contracts invoiced fi Value oF billing 2 223 72 L view log Keep these invoices e Report The Summary tab shows the number of contracts processed during the billing run and the total net value of the billing If a zero invoice is created you may want to review the Contract Value field on the contract to verify Equipment values were entered 10 Click Report to view the Contract Billing Summary Preview report 44 tat gt Sd fom y Ta 100 202 A Contract Billing Summary Preview 14032007 Account ito KESI Kohin Enginssdng Lid Customer Total 2 223 12 Luis tenas Deis kaukes Ne kaukes Lrs Lois caus 4000272 1402007 scoot 2229 72 Pecad bus Rem aus Canog FAXCOF ACGIMILE MACHINE 21 Cet 2004 20 Der 2008 ow a sa a 1221247344 FARCOPACOIMILE MACHINE 21 Oct 2004 20 O lt 13004 12242 1334 25 1702051 evoking Total RRN 11 You can view the report on screen or print it The report indicates which customers contracts and equipment records are included in the billing After you have finished viewing or printing the report click Close at the top right of the report window to return to the Contract Billing di
3. Rebuild Contact ref Customer Date in Description Order Mo There are no tems to show in this view 3 The Job New dialogue appears 200 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Recording a New Job Sets 1 ob Job type cie Logged by Category LE 4 From the Job Type drop down list select a job type There are five possible job types e Field e Workshop e Booking e Planned Maintenance e Helpdesk For this example select Field When you select the job type Service Accent automatically assigns a unique number to the job Although there are many ways of searching for a job the Job Number should be considered the primary reference For more information see the 5 The Job Category field defaults to the default code that has been Service Accent Installation amp nominated in the categories amp code settings Accept the default or Setup Guide choose another option from the drop down list Only the categories applicable to the job type are shown 1mb Job type Job Na Field Logged by maedo Workshop Booking Planned Maintenance Job New field job Helpdesk 1 3ob Job type Field J Logg Category BREAKDOWN 7 BREGK Oy hy EMERGENCY _ Select MACHINE DEAD NON URGENT _customer_ URGENT Copyright Vantage Computing Ltd 2007 All rights reserved Service Accen
4. ccccecccccccceceeeeeeeeees 209 Printing a JODSHCCL sun a 209 Savina NS JOD usri isasidan sne 210 Using the Escalations Feature cccecesssseeeeeeeees 211 TS bele CE WAD ES ue he cos 215 Using the Visual Scheduler eccecccceeeseesestteeeees 220 JoDEvent Contents sieer 223 Viewing the Schedule for a Week or a Month 223 Moving a Scheduled Job Within the Same Day 224 Moving a Scheduled Job to a Different Day 225 De Allocating a Scheduled Job ou eee 225 Further OD OPtlOMS anna tee 226 Adding a resource to a job wo ccccccecceeeeeeeeeeees 226 REMOVING a TESOULCE sinistre rneneennenss 227 Creating an Ad Hoc Event ccccccceeesesseseeeeeees 228 Removing an Ad Hoc Event eeceeeeeneeees 228 Renaming an Ad Hoc Event eceecceeeeeees 228 Recurring Ad Hoc Events cccecccccccccceceeeeeeeeeees 229 Exiting the Scheduler soecce sun hais 229 Issuing a Job Using the Scheduler eee 229 Finding the Job to Issue ou ceeeccccccccccceeeeeeeeeesseees 229 Issuing a Job Using the Scheduler 230 Exiting the Visual Scheduler 231 Effect on the Call Escalations Dialog 231 Effect on the Job Dialog oo ccccceeeeeeeeeeeees 231 Issuing a Job Without Using the Scheduler 232 Finding the Job to Issue ou eeeeccccccccccccceeeeeeeeeeeeees 232 Issuing a Job Without Using the
5. Changing Loan Item Status for a Completed Job Before a job with a loan item is complete you must decide whether to have the loan item stay with the customer or to remove it from the site The following procedure describes how to do this 1 Open the job and the Job dialogue is shown Job 63 Vantage Computing Ltd 13ob 2 Details 3 Faults 4 Status 5 Completion 6 Tasks 7 Misc Job type Field Job No 63 Logged by Admin Category BREAKDOWN Customer Select vantage Computing Ltd Eco Queens Park Business Park _ Customer Hudderfield Road a Contact mrPeter Rushworth New Send email Invoice Phone No 2342314324324 2 Change Letters _Gntract M Warranty E Service no contact Charge Er CHARGES Set as non chargeable Item Product H HOOP3650 Select product Description HOOVERPOINT INDUSTRIAL WASHER Select item Serial Ho fs 4564356356 Abandon item Location Asset Ho MANOEL 2 Click Edit Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 263 Work Control 3 Click Loans The Loans and Replacements dialogue appears Loans and replacements 63 ty Serial No Source Status ARTSOFOS ARISTON INDU 1 0987706554321 Loan installed Li Add loan Modify Remove Select product Por Install now Deliver loan to Product save __Produt f Main stock Description Engineer Abandon 0 NE f Site T U
6. Cyril Dicks Ltd F Bloggs amp Co Ltd Finch Stairlifts UK Ltd Frank Waldon Contractors Hall Gosset amp Faithful En Hutcheon Lancare Ltd 2 The View customers dialogue appears Post Code E15 7JD L52 2WD AL2 1FD 509 1HF DNG 23G SW5 STT Cv2 645 RG12 1TQ GUS 9TH ED4 7PG HAS 8XN 5G1 SU 6512 SKB B9 SRE IG 2TP WAS 7CZ Contact Mr Allan Rice Mr Cael McNally Mr Gary MacNaden Mr John Kirby Mr James Harrington Mr Andy Simms Mr Bas Bophal Mr Marcus Faydon Ms Rai Clarke Mr Robert Newman Mr Don Chesford Mr Anthony Green Ms Sonal Arif Mr Michael Grayson Ms Carmen Thomas Customer Record New 1 Customer 2 Details 3 Contacts 4 Contracts 5 Inventory 6 Other Customer Na Name Address 1 Address 2 Address 3 Towni iky County Letters Post code Ea Sites Price book Country ENGLAND koa rea Service region Sales region In the Customer No field enter the customer ID using up to 20 alphanumeric characters and following the convention of your company for assigning this number The format of the Customer No and Tag fields can be changed using the System Settings feature In the Tag field type an identifier for the customer record This tag can serve as a secondary search field or as a quick way to distinguish between different sites or divisions within a large company The Service Accent system settings enable you to set an automat
7. Print Documents See Invoice Show totals 10 Highlight the inventory item and if this is a product the Serial No button becomes active Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 363 Sales Order Processing Credit note 131 Line Electrical Ltd 1 Setup z Delivery details 3 Order details Items Items on this document Description aty OS Total value 4 ARISTON INDUSTRIAL DISHA SHER 1 00 0 00 1500 00 os Ce List I Tree Add Modify Remove Ship Item details Part Description ARISTON INDUSTRIAL DISHWASHER Serial Mo figs Cty fs Hominals Disa Price EM 1 500 00 tem requires installation E Discount io oo Tax Item total Total price E 4 500 00 262 50 1 762 50 6 Rental Parts akit 9 Other 1 Item 2 Status 3 Contract 4 warranty 5 Lease Product AR1S9705 Change Description ARISTON INDUSTRIAL DISHWASHER Serial No HAS oo City Ea Expand Category DISHWASHER History Asset Mo 047 Letters Location KITCHENS Date installed 01 12 2000 Customer Line Electrical Ltd Hatfield Farm Road EL a 12 Select the Rental tab and click Edit 364 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Crediting Or Part Crediting An Invoice Inventory Record 111 145 ARISTON INDUSTRIAL DISHWASHER 1 Item 2 Status 3 Contract 4 Warranty
8. Reports Reports and letters Select the item pou want to run and click Aun Reports Letters ele Reports Completed Jobs Analysis by Inventory customers Customer inveni Contracts GH Customer inver E Le ace LOUTSEVEPSON Stylus DX3600 Seri Inventory ard inventory prof 11 1 lus eries 3 Stock WUNTY4C HP COLOUR G Invoici Fe Inventory sumi a nvoicing et aiant exp WONT SC OMS magicolor 2 DeskLaser Microsoft Office Document Image Writer Acrobat Distiller Work Control WUNTYACIRICOH Aficio CL 7300 PCL Sc Our Reports Use this computer s default printer Use current printer settings Assign password bo this report Gal WUMIVACIRICOH Aficio CL7300 PCL 5c Run repart 3 Select the preferred printer from the list of connected printers Assign a password to a Report Service Accent enables you to assign a password to a report When a password is assigned to a report the correct password has to be entered before the report can be run To change the default printer for a specific report 1 In the report list in the right pane of the Reports dialog ER Reports SE Reports and letters Select the item you want to run and click Aun Reports Letters Reports Completed Jobs Analysis by Inventory aa Customers eCustomer inventory summary Contracts Fe Customer inventory summary by Account Engineers st Export inventory details Inventory Fe Inventory profitability categorised stack Fe Invent
9. YIP View all Mew iternm Transfer For full instructions on creating customer inventory items please refer to Creating Inventory Via The Customer Dialogue on page 149 Using the Other Tab The final tab of the Customer dialogue is used to enter other customer data The Other tab is divided into six sub tabs General Financial Miscellaneous Sales1 Sales2 and Billing To access the Other tab 1 In the Customer Record dialogue click the Other tab Customer Record New 1 Customer 2 Details 3 Contacts 4 Contracts 5 Inventory Outstanding jobs Closed jobs Set popup alert text nes Preferred field engineer x Preferred workshop engineer F x Close Preferred booking engineer x Motes gs z Letters Sites Price book User Fields Customer Field 1 Customer Field 2 Customer Field 3 1 General Financial Miscellaneous Sales 1 Sales 2 Billing Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 113 Creating Information The General subtab The first subtab is General Customer Record New 1 Customer 2 Details 3 Contacts 4 Contracts 2 Inventory Outstanding jobs Closed jobs Set popup alert text Preferred field engineer x Preferred workshop engineer x Preferred booking engineer x Gustomers business hours User Fields Customer Field 1 Customer Field 2 Customer Fie
10. 20 Once the credit note has been generated and completed item details can be viewed but not edited 21 The contract can now be re billed if required See Running Contract Billing on page 372 for further details Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 347 Sales Order Processing To part credit the contract invoice PCI 1 Once the contract invoice to be part credited has been located and selected see page 340 the Credit note dialogue is populated with details of that invoice Credit note 125 Brookfield Network Solutions Ltd 1 Setup 2 Delivery details 3 Order details 4 Items f Credit note Document No 1245 Invoice to Invoice address Select Brookfield Network Solutions Ltd 45 49 London Road Show Stratford Upon Avon Warwickshire Total value 129 96 Discount Yo 0 00 Delivery ha Charge Met value 129 96 Tax 2z 08 2 Click the Items tab Credit note 125 Brookfield Network Solutions Ltd Date 14 03 2007 Complete Total Less costs Margin Printed Country of sale ENGLAND Exchange rate 1 000 Gross value 152 64 To be invoiced as 129 96 1 Setup 2 Delivery details 3 Order details 4 tems Items on this document Description CLEANCO INDUSTRIAL POLISHER CLEANCO INDUSTRIAL POLISHER CLEANCO INDUSTRIAL POLISHER CLEAMCO INDUSTRIAL POLISHER CLEAMCO INDUSTRIAL POLISHER rie Add Mo
11. 4 Inthe Discount Band field select the desired discount code and then select one of the following e Apply discounts to charge bands applies a discount band to the respective charge band for labour charges incurred through service calls e Discount parts used on jobs applies a discount band to the price of a part used on a job e Discount parts sold via SOP applies a discount band to parts sold via Sales Order Processing 5 If the customer is important and you want to alert your work controllers that the customer should be given special treatment enable Customer has VIP status The VIP neon becomes active in the customer record and new job When a service call is logged see Recording a New Job on page 200 the following will be displayed Service Accent I This customer has been assigned IP status The Sales1 subtab e The fourth subtab of the Other tab is the Sales1 tab Customer Record Vantage Computing International Sak 1 Customer 2 Details 3 Contacts 4 Contracts 5 Inventors 6 Other Close Notes Letters Sites Price book le Sales For this customer only C Sales For all sites in this customer group Sales since Refresh Ea General Financial Miscellaneous Billing Copyright Vantage Computing Ltd 2007 All rights reserved Creating Customers The Sales1 subtab displays any sales that have been made to the customer via sales order processing 1 To display
12. 5 Enable Non stock item if this a product that is not generally carried in stock 6 Enable Repairable if the product can be repaired instead of been replaced 7 Enable Accessory if this part is an accessory to another item 8 Use the Metrics group to record details of the physical size and weight of the product Enter the weight of the product into the Weight field the size of the product into the Size field and the dimensions of the product into the Dimensions field 9 Use the drop down list to select the Commodity code for the item 96 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Creating a Product Stock Record Vcr Product More Tab Page 2 Page 2 is not available unless the optional Stock control module has been licensed Product More Tab Page 3 1 Click on the Page 3 tab to access this tab The More tab page 3 appears Stock Record AIRCONDCOOL1 Standard Air conditioning f O f 7 Compatibility 1 Part 2Pricing Kit 4Usage SMore 6 Alternatives Create new inventory ikem Show inventory Additional text Clase Merge this record Motes Price book User Fields Documents Stock Field 1 Stock Field 2 Stock Field 3 Page 1 LH For more information see Creating 2 Unallocated Inventory Items on page 159 Click Create new inventory item to create a new unallocated inventory item for this product 3 Click Show tnv
13. 67 68 Margin Printed Click the Items tab and the following is displayed Point of sale order 115 Abingdon Chemicals Ltd 1 Setup 2 Delivery details 3 Order details 4 items Items on this document Description Water Inlet Housing 20 series 1 00 1 00 Total value 47 BE fe List f Tree z pon p e a j a Click Edit SEE Close Notes Print Documents Show totals Close Notes Print Documents Show totals In the Items on this document area select the item to despatch by clicking once on that item Only one item can be despatched at a time Service Accent User Guide 307 Sales Order Processing vci 9 Click Ship to despatch the item Ee Point of sale order 115 Abingdon Chemicals Ltd a oO led 1 Setup 2 Delivery details 3 Order details 4 Items Items on this document Abandon Description Oty Of Total value gt Save Le Water Inlet Housing 20 series 1 00 1 00 47 6 Delete Close b Notes fe List r Add Modify Remove Ship Print Documents Highlight the item to despatch and then click Ship to despatch that item ritem details 10 the following message is displayed Service Accent 3 Ship this item mow i a 11 Click Yes to despatch the item or click No not to despatch 12 The quantity outstanding for that item is now changed to reflect that the item has been despatched Point of sale or
14. By default the Scheduler displays the current day However you can use the Calendar utility or any of the four shortcut buttons namely Previous Day Next Day Previous Week and Next Week to move to a different schedule date The pointer has now changed to a T symbol Click at the location where the time and Engineer you want intersect The job appears at that position EMI CO Having assigned the job Assigned the status changes to Provisionally You must manually confirm the re assignment Select the job and then click Assign The status changes to Assigned To Engineer Copyright Vantage Computing Ltd 2007 All rights reserved Issuing a Job Using the Scheduler 5 By default any new job is given a default size of one hour However this may not be sufficient to cover the duration of the event For example the job may require at least three hours You can extend the job both backwards and forwards within the restrictions of the current Scheduler View To extend the job time click to select it and then hover the pointer over the right hand side until the pointer changes to a double pointed arrow Click and drag the right hand side of the job to the required position and then release the mouse button You can use the same technique to reduce the job size Exiting the Visual Scheduler e To exit the Scheduler click Close E at the top right of the Scheduler window gt Be
15. e List Tree Add Modify Remove Item details Description Weekday labour rate Serial No Qty 2 Hominals Price 40 00 Item requires installation E Discount io O 00 Tax Item total Total price 60 00 14 00 94 00 Comments Plorder Save item Abandon 12 Change the Price to reflect the amount to be credited In the example above the line value is 80 00 but should be 30 00 therefore the customer requires a credit of 50 00 So change the Price field to be 50 00 13 If required add a note to the Comments field 14 Click Save item to save the changes Copyright Vantage Computing Ltd 2007 All rights reserved Crediting Or Part Crediting An Invoice 15 You need to remove all other items from the credit apart from the item to be credited In the example shown previously line 3 has been incorrectly invoiced and needs to be credited So highlight the other lines in turn and click Remove to remove these items from the credit note The following will be displayed Service Accent Delete Weekday labour rate From this order h 16 This will then leave only item 1 on the credit note 17 Click Yes to remove the item or click No to leave the item on the credit note After all the items not to be credited are removed the Items tab will appear as follows Credit note 130 Jamieson Business Solutions 1 Setup 2 Delivery details 3 Order details 4 It
16. 0 00 Less costs 0 00 Margin 0 00 Delivery None g Hone Printed Charge Standard Deliver Het value 0 00 Country oF sale ENGLAND Tax 0 00 Exchange rate 1 000 Gross value 0 00 To be invoiced as 0 00 G The Delivery charge bands are created in the Categories amp codes Please refer to the Service Accent Installation and Setup guide for further information Total value D 0 00 Total 0 00 Discount 0 00 Less costs 0 00 Margin 0 00 Delivery STE Et RE CET Printed Charge 20 00 Het value 20 00 Country of sale ENGLAND Tax 0 00 Exchange rate 1 000 Gross value 20 00 To be invoiced as 0 00 16 The remaining fields will be populated automatically as items are added to the quotation Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 283 Sales Order Processing VCi 17 The Country of sales Exchange rate and To be invoiced as are automatically picked up from the customer record and the countries and areas parameter v If the quotation is for a customer outside of the UK the country exchange rate and currency symbol must be set up in the Countries and areas correctly Please refer to the Service Accent Installation and Setup guide 18 Click Save to save to first part of the quotation The next step is to setup or check the delivery address Click the Delivery details tab and the following is displa
17. All files Cancel 2 A list of all the available documents will be shown To open a document simply double click on the file name Attach an existing document 1 To attach an existing document to the record click Letters and then Attach Attach a document Look in B B 2 fi Elegant Fax doc My Recent Documents Desktop My Documenta My Computer _ E My Network File name d Places Files of type All files Cancel 2 Browse to the location of the document you wish to attach to this record For example you may have a networked shared folder that has scanned images of all your customers contracts 32 e Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Using Data Dialogues 3 To attach the file to this record double click on the file name and the following will appear Service Accent Confirm file attachment You are about to attach a File From CiM Documents Do you want to Copy these Files leaving the originals intact Move these Files deleting the originals 1 Move Cancel 4 Both options from the above will place the file copy or original into the default document folder for this customer record 5 To copy the file from the original location and leave the original intact click Copy 6 To move the file from the original location and delete the original click Move Price Book The price book is used to as
18. As this item does not belong to a customer you will have to allocate it Click the Status tab and the following appears Inventory Record New fol Rental 7Parts akit 9 other i Item 2 Status 3 Contract 4 warranty 5 Lease EE ieee Allocate or transfer bo customer Save Unallocated C Scrapped cl C Reserved For sale Scrap this iter 2 Notes As of Toggle loan status History Installation Letters Details ee ee eee E EZ Es ue a e Pa ites Notes J tetters free n Loan item icra Sold ak price Buy in cost 1 To allocate the inventory item to a customer click the Allocate or transfer to customer button 2 The Finder appears Use the Finder to search for the customer you want to allocate to the inventory item If the customer required is not found a new customer will have to be created See Entering Basic Customer Data on page 105 3 The following appears Service Accent Enter the location and installation date of this item foptional 4 If the Location and Date installed have been entered on the previous item tab they will be displayed here 5 In the first field Location enter the location that represents the machine s placement within the customer s site For example reception accounts or stores 6 In the second field Date installed enter the date the product was installed at the customer s site 7 Click OK Copyright
19. Click Complete to complete i Setup 2 Delivery details 3 Order details 4 Items the point of sale order and raise A INVOICE Document No 115 Date og 03 2007 Complete Close Notes Invoice to Invoice address Print Select Vantage Computing Ltd Tenine 16 Queens Park Business Park Show Hudderfield Road Horley Show totals Total value 47 68 Total Discount 0 00 Less costs z M i Delivery Standard Delivery ALU Printed Charge 20 00 Het value 67 69 Country of sale ENGLAND Tax 5 534 Exchange rate 1 000 Gross value 76 02 To be invoiced as 67 68 17 A message will be displayed advising that the order will be completed and an invoiced raised Click Yes to complete and raise an invoice Service Accent Document completion This will complete the document fwhich you will not be able to amend if vou proceed and create an invoice Continue Service Accent User Guide 309 Sales Order Processing 18 Service Accent will automatically create an authorised invoice for the items despatched and the following will be displayed Invoice 132 Sale Sak 1 Summary z Details 4 Tax breakdown Invoice to Deliver to Invoice No vantage Computing Ltd PES 16 Queens Park Business Park Account Ma Hudderfield Road ANOOQOZ Hanley Holmfirth Invoice date Wiest Yorkshire FE Mar 2007 eee Due date 11 Aor 2007 Invoice Yalue Met value 67 68 Print
20. Click Save Fault to save the fault information Your fault profile is Summarised in the upper part of the Faults Profile tab If tasks have been setup against the selected fault code the following will be displayed Service Accent 2 This fault code has Easks associated with it Do You want to add these tasks to the job If the tasks are not to be added to the job click No If you want the tasks associated with this fault to be added to the job click Yes and the tasks will then be added to the tasks tab as shown Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 207 Work Control Job 217 Sampson McGill amp Co Ltd 1 Job 2 Details 3 Faults 4 Status 5 Completion 6 Tasks z Misc Tasks against this job Abandon Jobs Modified by Save Print Completed Check that the power is switched on Delete Audit Is there electricity in the rest of the office __gose o loans Notes Issue Can you smell burning Parts Letters El New task aceccaumte tags Save a v The fault profile also contains areas in which to specify the cause code action code and action details However these details are usually entered when the job is complete Completing the Misc Details Service Accent automatically recognises recall jobs using days For example if a machine fails more than once in a specified period Service Accent flags the
21. Copyright Vantage Computing Ltd 2007 All rights reserved Authorising and Printing Invoices Authorise invoices Select invoices to authorise You can select which invoices to authonse and print now Unauthorised Invoices Invoice Print Invoice date jis Mar 2007 Value 15 Mar 2007 TERE 15 Mar 2007 15 Mar 2007 15 Mar 2007 15 Mar 2007 15 Mar 2007 16 499 78 Contract Service Options D Suthorise zero value invoices st eae 6 fee c Print invoices 5 Click Begin to start authorising invoices Authorise invoices Select invoices to authorise ou can select which invoices to authonse and print now Unauthorised Invoices Invoice Print Invoice date ji Mar 2007 There are no items bo show in this view 16 499 78 Contract Service Options Suthorise zero value invoices SG Print invoices Fe Report 6 A progress bar will show the current progress After all the selected invoices have been authorised the total value will be displayed Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 383 Invoicing 384 Service Accent User Guide 7 E Sarii 4 8 9 10 hosing Semmmary Sore ocean Authorise invoices Select invoices to authorise ou can select which invoices to authorise and print now Unauthorised Invoices Invoice Print Invoice date fis Mar 2007 There are no items bo show in this view
22. Creating Information CI Completing The Warranty Tab If the customer is given a warranty for the inventory item use this tab to complete the details 1 In the inventory dialogue click the Warranty tab and the following appears Inventory Record 19768657 3785402 CLEANCO INDUSTRIA fa X Rental Z Parts 8 Kit 9 Other 1 Item 2 Status 3 Contract 4 Warranty 5 Lease bandon waranty Mone gave Delete Close zi Notes History Letters 11 RE For more information setting up 2 From the Warranty drop down list select the warranty for this warranties see the Service Accent inventory item as supplied by your organisation Installation and Setup Guide 3 The Period group is automatically populated by Service Accent The warranty will start from the install date of the inventory item and the expiry date will be calculated 4 The Start Duration and Expiry can be overwritten if required Inventory Record 19768657 3785402 CLEANCO INDUSTRIA fa O X Rental 7 Parts akit 9 Other 1 Item 2Status 3 Contract 4 Warranty 5 Lease Een Warrant 12 MONTHS Save Period Delete Stark date 27 06 2006 Close Duration 12 Months Nokes Expiry date 26 06 2007 History Letters 1 RE 176 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Adding Details To Allocated Inventory Items PCI Completing The Leas
23. Select the Method of payment from the method drop down list The are six different payment methods are Cash Cheque Credit Debit card On account Direct debit and Upfront payment required The Credit days default to the credit days as defined on the customer record To select different credit days select from the drop down list or manually enter the number of credit days The Auth box can be used by a manger supervisor to authorise the non stock order This is not a mandatory entry The Credit Debit card details area is only active when a payment Method of Credit Debit card is selected Select the Card type from the drop down list Enter the Card No in the space provided For security reasons the number will be replaced with astericks Select the expiry date of the card from the Expires drop down list You must select a month and year To edit the card number at a later stage you must click the Edit card number button Enter an order number in the Order No box The Sales region defaults to the sales region allocated to the customer on the customer record To change this select an alternative from the sales region drop down list In the Any additional comments and instructions text area enter any other details that are applicable to the non stock order For example delivery times special packing instructions etc Copyright Vantage Computing Ltd 2007 All rights reserved Creating Non Stock Order The next step
24. Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 223 Work Control VCi Option Description Week to a view Select this option to display one week in the view Month to a view Select this option to display one month in the view 2 Select Week to a view The Scheduler changes to appear similar to the following example ri 20 Aug Di Sot ZI Aug H Sun 22 Aug 04 Mon 23 Aug Ed Tue F4 Aug Da Wed 25 Aug 04 Tha 26 Mug Cd Frais rt pasal A et ssak t das Ve diy st Este CERTES Lars ijae Moving a Scheduled Job Within the Same Day The following procedure explains how to move a job to a different time and or Engineer but not to a different date Moving the slot to a completely different date is covered in the next section To select and move a job within the same date 1 Position the pointer over the job and then click and drag the border around the job changes to a dotted line and the mouse pointer changes to a t symbol 2 Drag the job to the appropriate Engineer and time using the dark grey markers on the column and row to guide you 3 Release the mouse button to drop the job into the new position The job reverts to its original colour G The status for the job changes to Provisionally Assigned 4 You must manually confirm the re assignment Select the job then click Assign at the foot of the Scheduler dialogue The job status changes to Assigne
25. What do you want to add to this price book C Apart re 7 A park category Pg 3 If you want to add specific parts to the contract click A part 4 Click Select part to open the Finder and search for a part 5 Select Always charge or Never charge for the part 6 If you want to add a part category click A part category 138 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Creating Contracts 7 Select the desired category from the drop down list and then select Always charge or Never charge for the parts within the select part category 8 Click Save to add the new item to the contract Adding a Budget Use the Other subtab to add budgets to the contract To add a budget 1 From the Other tab click the Budgets subtab The budgets subtab appears Contract Record New fe olf 1 Contract 2 Specification 3 Billing 4 Customer 5 Other Description Financial Budgets Subcontracting Other 2 Click Edit and then click Add to add a new budget 3 The Budget Price book appears Price book Price book View and edit the details Category Desc Value 4 From the drop down Category list select the nominal code for the budget 5 The Description field is automatically completed by Service Accent the nominal code description 6 In the Value field enter the value of the budget Copyright Vantage Computing Ltd 2007 All rights
26. 10 11 12 13 14 15 Click the More 1 tab The More 1 tab appears as follows Engineer New E led 1 Engineer 2 More 1 3 More 2 4 Vehicle 5 Remote work phone L Home phone BO Mobile i Fax PO Mest of kin Pe Email address Internet address Pe Comms address Be El Pager PO Code Team Li Job type All job types T M Jobs can be issued Locational store only Sub contractor MN In the Work Phone field enter the engineer s work phone number In the Home phone field enter the engineer s home phone number In the Mobile field enter the engineer s mobile phone number In the Fax field enter the engineer s fax number In the Next of kin field enter the name of the engineer s next of kin For example the name of the engineer s wife and maybe the phone number as well In the E Mail address field enter the engineer s email address In the Internet address field enter the engineer s web address The Comms Address field is used by the optional module Service Accent Wireless In the Pager filed enter the engineer s page number and in the Code field enter the page code In the Team field select from the drop down list the team they belong in In the Job type field select from the drop down list which job types the engineer can do Enable Jobs can be issued to allow jobs to be issued to this engineer Enable Sub contractor if
27. 16 499 78 Contract Service Options D Authorise zero value invoices Print invoices Click Report to print the results of the authorisation Tolle H A fon tows 10 ngaa Service Invoicing Summary 15 Mar oT count He Feo H feet oe J Mo bullies ares Fin Bae Quis Famous Gee Clee vio Yas WHET tor a4 11i t Wali brhan Ele Lii 15 wa GF 8 opi 16400 18 Feb Po Depo union ti aa ian Sho eo wo Oo Week dap bau nibi moo om 3599 ma Chnir EYF Hie i FEET VAHIG i SCOUDIR 1H GALi Va l ge amjpubhng bhi 15 bai OF iio TOR 9s Gee poo inn Bon LE wo 00 VAM ele i SCO 1 S00 Virtige Campulng Lii 1S Mao AU TEST 1d Des CS Beat iat Eni Petes air Mel vals Caly fo 00 VAHDI ipn 1 50 78 Yaraga Compabrg bid 45 Bar pT der LE Do 80 Feb SOT Darrian Ui Pia re LIRE ITS C aisy S00 Er So 00 Ww wade dure labonr rate Oo oth ah VAN ODO LL 1e aran Yaraga Computing Lid 1S Wap ADA Ooo 43 feb RMT bins ay tes Calla agii 10 S000 W ead dary Loe poe Poo LE 15 50 TA M im 15 BE a Varage Computing Lid kui nian ATOS 43 Feb FOOT Eerrition tre Pata as Gen PE aiiai 23 00 Perey s o M aaki dap Lp bene rake B00 140 240 Click Close at the top right of the print preview to return to the Authorise Invoices dialogue The invoices just authorised can be printed now or later see Printing Authorised Invoices on page 386 To print the invoices now click the Print invoices button Service Accent
28. 3 Order details 4 Items Items on this docuraent Description Total value CLESNCO INDUSTRIAL POLISHER 1 00 0 00 2 00 fe List Tree Add Modify Remove Pat fwnoosmeono TEST RE FETE I Serial Mo 19768256 2597684 E Poo JE 200 E ET pe 2004 oss 85 ER RCE REED RUES SEEN EEE 10 Click Save to save the credit note details Copyright Vantage Computing Ltd 2007 All rights reserved Crediting Or Part Crediting An Invoice 11 Click the Setup tab and the following is displayed Credit note 125 Brookfield Network Solutions Ltd 1 Setup 2 Delivery details 3 Order details 4 Items Credit note Document No 125 Credit an invoice cave Date 14 03 2007 ones Close Notes Invoice to Invoice address Print Select Brookfield Network Solutions Ltd EZ 45 49 London Road __ show Documents Show Stratford Upon Avon warwickshire Show totals Total value 2 00 Total Discount 0 00 Less costs Margin Delivery r en Printed Charge ue Met value 2 00 Country of sale ENGLAND Tax 0 35 Exchange rate 1 000 Gross value 2 35 To be invoiced as 00 12 Click Complete and the following is displayed Service Accent Document completion This will complete the document which you will not be able to amend if vou proceed and create 4 credit note Continue 13 Click No if the credit note is not to be generated 14 Click Yes to gen
29. 4 From the Action drop down list select an appropriate action code Use the action code to specify the action the Engineer took to complete the job Job 63 Vantage Computing Ltd 1 Job 2Details SFauts 4 Status 5 Completion 6 Tasks z Misc Abandon Jobs Details FOO POWER SWITCH F Unable to switch the machine on Jave Print Delete Audit Close Loans Notes Issue Parts Letters Fault Fos POWER SWITCH FAULTY kd Details Unable to switch the machine on Cause col UNSPECIFIED CAUSE Action e A ET Aa Details 401 REPLACED A02 REPAIRED A03 CLEANED A04 PARTS REQUIRED A05 NO ACTION TAKEN ADE TRAINING REQUIRED ADF ROUTINE PM Details Res AO8 MANAGER CALL Letters Logged 05 05 04 16 35 LL Notes exist Letters exist _Customer on stop __ iP customer n an 2P ON hold n Recall job ob extended n BEEN _ Resources allocated 5 If necessary use the action Details field to describe the nature of the work Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 237 Work Control A typical completed fault profile appears as follows Job 63 Vantage Computing Ltd 130b 2Details 2Faults 4 status 5 Completion 6 Tasks 7 Misc Abandon Jobs Details FOO POWER SWITCH F Unable to switch the machine on ave Print Delete Audit Close Loans Notes Issue Parts
30. 5 Lease 7 Parts skit 9 Other lf Rental Rental details Agreements PO Number desc Start date oi 1212000 Notes Duration 12 Months Weeks History Expiry date Borio o Letters Next invoice date ouizzoo Frequency Every two months Deposit 0 00 Total value 1 800 00 300 00 Invoice grouping Period bo invoice f Mo grouping 0 In advance C Group by customer In arrears HU 13 Roll back the Next invoice date by the frequency In the example above the frequency is monthly so the next invoice date needs to go back by 1 months so the new next invoice date will now be 01 11 2001 14 Click Save and then Close 15 The rental billing can now be rerun for this inventory item 16 Repeat steps 9 to 13 for all the inventory items on this credit note 17 The credit note is now complete and the complete neon is active to indicate this Credit note 131 Line Electrical Ltd Seles 1 Setup 2 Delivery details 3 Order details 4 Items Abandon Credit note Document Mo 131 Credit an invoice cave Date 14 03 2007 nets Close Notes Invoice to Invoice address Print Select Line Electrical Ltd Hate Hatfield Farm Road Show Barnet See invoice Hertfordshire Show totals Total value 1 500 00 Total Discount 0 00 Less costs Margin Delivery IN one T Sen css TT Printed Het value 1 500 00 Country of sale ENGLAND Tax 262 50 Exchange rate
31. C Quotation Document No C Point of sale order f Mon stock order Date oo C Credit note Notes Print Documents _ show Show totals 7 From the Document New dialogue select the radio button for Quotation Certain parts of the dialogue now become active The quotation is automatically assigned a document number a revision number and the date created the Invoice to area becomes available and the Quote neon becomes enabled Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 281 Sales Order Processing Document New 1 Setu Enable the Quotation E radio button to create a m l no Quotation Document Mo 109 C Point of sale order Revision 1 METER order Date 08 03 2007 complete Credit note Convert to order Close Notes Invoice to Invoice address Print Select Documents _ stow Show totals Each time the quotation is amended the revision number will be increment by one 8 In the Invoice to box click Select to select the customer to whom the quotation is to be sent If the customer does not exist they will have to be created see Creating Customers on page 105 9 Use Finder to select the customer or the inventory item For more information see Using the Finder on page 40 The quotation can be against an actual inventory item or just the customer 10 If the customer selected has a head office invoice account the
32. Exporting Data to an Accounting Application Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 371 Invoicing PCI Running Contract Billing This section details how to use the contract billing feature of Service Accent For details on setting up contract billing please see Adding Contract Specifications on page 128 for further details To run contract billing 1 Click Routines from the Service Accent button bar under Contracts click the Contract billing icon OO PS e Routines Shortcuts Finder Reports Todo Window Help Contracts D Contract Rental billing Generate PM Contract billing jobs housekeeping Work control Job costing and IN OCT Invoicing 2 The Contract billing dialogue appears Contract Billing Ready to run contract billing Select the options vou want to perform and click Start Parameters Period Raise invoices Up EG eii Select Account Ho F Contract Ho Details Service region f Options Start 3 Specify the billing period date in the Raise invoices up to field The default date is the end of the current month Service Accent considers any contracts whose Next Billing Date falls on or before the date you specify here For example entering a date of 31 05 2007 causes Service Accent to consider contracts with a Next Billing Date on or before 31 May 2007 372 Service Accent User
33. Part No BLACK Ww ASHER Save Description Black washer For main motor Category DOMESTIC APPLIANCE bd Close Motes Is a product fi e has serial number I Is always chargeable Price book rl Documents Location 612 Manufacturer KOREAN RUBBER CO Man Part Ho SD1765Y Supplier Wasington Washer Spares v LH At this stage you can save the information by clicking Save Once the record has been saved you will have to click Edit to continuing entering data into the remaining tabs 68 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Creating a Part Stock Record PCI Adding Part Pricing Details The next step is to setup the pricing Select the Pricing tab The Pricing tab appears Stock Record New ARa 7 Compatibility 1 Fart 2 Pricing 3 Kit 4 Usage 5 More 6 Alternatives Pricing oe Price Cost Po Scale Weighted average i Close Contract price Pp default annual value Motes Mominals Price book Tax code lti 17 50 Documents Customer discount 1 Customer discount 2 Customer discount 3 Supplier discount LH 1 In the Price field enter the standard price at which you sell the part 2 Inthe Cost field enter your standard buying price 3 Click the Scale button to setup different cost prices based on the quantity ordered The following dialogue is displayed Price book AE Price book v
34. Post code E15 J0 Area Li Contact i Allan Rice New contact Show totals Phone Ho Applies to Contract Inventory Service level Details 1 The Deliver to name and address can be amended if required 2 Click the Contact button to drill down to the contact dialogue for the contact specified 3 To select a different contact select a name from the contact drop down list 4 To create a new contact click the New contact button and the new contact dialogue appears Please see page 110 for further details 5 The Applies to section is only completed if an inventory item is selected when you select a customer when the point of sale order is first created Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 331 Sales Order Processing 332 Service Accent User Guide The next step is to setup or check the order details Click the Order details tab and the following is displayed 10 Credit note 119 Abingdon Chemicals Ltd 1 Setup 2 Delivery details 3 Order details 4 Items Close Notes Print Documents Hielen fer Show totals Sales region JAMES JOHNSON or Category None 4n additional comments and instructions Select the Method of payment from the method drop down list The are six different payment methods are Cash Cheque Credit Debit card On account Direct debit and Upfront payment required The Credit days d
35. Save __Letters Logged 05 05 04 16 35 Notes exist ___ n E Ers exist n _Customer on stop n TP customer n ob on hold n n PE job ob extended n __toan allocated n _ Resources allocated 6 Add notes into the Notes field and then click Save 7 If the task is to be deleted click Delete Task Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 241 Work Control 8 To mark the task as complete highlight the task and click Edit task and add any further Notes and then click Mark as complete Job 63 Vantage Computing Ltd 1 Job 2 Details 3Fauts 4 Status 5 Completion 6 Tasks z misc Tasks against this job Abandon Jobs Done Task Modified bry Save Print Notes Completed 1 Check electricity switched on Peter Delete Audit Electricity supply is on 21 02 2007 17 11 Close mee 2 Check Fuse in plug Peter Notes Issue ve Check main Fuse box __ Hotes Parts Letters x E _ teters Logged 05 05 04 16 35 tetes exist ___ Letters exist n _Customer on stop TP customer n ob on hold n EE 0 n eS d n __tean allocated n _Resources allocated 9 The required task will be marked with a tick to indicate the task is complete and any additional notes will be shown underneath the task 10 If a task has been marked as complete by mistake highlight the required task click Edit task and click Mark as not complete Any note
36. Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 75 Creating Information 1 Select the More tab The More tab page 1 appears Stock Record New 7 Compatibility 1 Part 2 Pricing 3 Kit 4 Usage 5 More 6 alternatives Abandon Save z Delete Properties C Toner Non stock item Clase SE Repairable Nokes Neither Accessory Price book Weight 0 000 Size 0 000 Documents Dimensions Commodity code T Metrics Mr The more tab is subdivided into 3 pages Part More Tab Page 1 As you are creating a new part stock record the Create new inventory item and Show inventory are greyed out as they are only applicable to products 1 Use the Properties group to specify attributes of the item These work in conjunction with the service levels you set up in Service Accent For example a contract can be set up to automatically charge for toner based on that service level To complete the chain in this dialogue you must select Toner Similarly if paper is replenished and you want to charge the customer the service level is flagged as Charge for paper and the Paper option selected here Parts that are not toner or paper take the default of Neither 2 Enable Non stock item if this a part that is not generally carried in stock 3 Enable Repairable if the part can be repaired instead of been replaced 4 Enable Accessory if this part is an accessory
37. 1 000 Grass value 1 762 50 To be invoiced as 1 500 00 18 Once the credit note has been generated and completed item details can be viewed but not edited Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 365 Sales Order Processing 366 Service Accent User Guide To part credit the rental invoice PCI Once the rental invoice to be part credited has been located and selected see page 340 the Credit note dialogue is populated with details of that invoice Credit note 132 White Graham Solutions Ltd 1 Setup 2 Delivery details 3 Order details 4 Items f Credit note Document No 132 Date 14 03 2007 Complete Invoice to Invoice address Select White Graham Solutions Ltd 2 Glenwell Street Show Alton Hampshire Total value 1 000 00 Tatal Discount O 0 00 Less costs j Margin Delivery Printed Charge Het value 1 000 00 Country of sale ENGLAND Tax 175 00 Exchange rate 1 000 Gross value 1 175 00 To be invoiced as 1 000 00 Click the Items tab Credit note 132 White Graham Solutions Ltd 1 Setup 2 Delivery details 3 Order details 4 Items Items on this document Description Total value CLEANCO INDUSTRIAL POLISHER 1 00 0 00 1 000 00 E Lee DER Save Close Motes Print Documents Show totals Close Notes Print Documents Show totals Copyright Vantage Computing Ltd
38. 18 01 2006 187 0172005 Allocated T Sothers and Co I Each entry is date stamped for ease of reference Reviewing in the Visual Scheduler One of the advantages of using the Visual Scheduler to allocate work to engineers is the ability to look back at the workflow Even after a job is closed the entry on the Scheduler remains providing at a glance history for daily activity Reports Comprehensive specific history can also be gathered using the reports facility in Service Accent See the following section Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 445 History and Reporting Using Reports This section describes how to use the extensive reporting functions in Service Accent To access the Reports dialog 1 Click Reports from the Service Accent button bar a aa 2 Shortcuts Finder Reports 2 The Reports dialog appears BS Reports Reports and letters Select the item vou want to run and click Aun Reports Letters Reports La NE i Sh Contracts 98 Engineers Customers 8 Inventory SQ Stock a Invoicing Se Work Control af Our Reports c WOUNTVACIRICOH Aficio CL7300 PCL Se Run report 3 The Reports tab is divided into two sections On the left is a tree containing the Report subjects folders Click a folder to view the report selections relating to your chosen subject 446 Service Accent User Guide Copyright Vantage Computi
39. 448 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Using Reports 7 This step contains a different selection method Use the radio buttons to select the preferred option In this example we will use the default selection All inventory Click Next The next step appears Customer inventory summary wizard Step 5 of 6 Enter any parameters below These parameters allow vou to filter the data that appears in the report Select a range of products From 8 Use the drop down lists to select a range of products and then click Next The final step of the wizard appears Customer inventory summary wizard Step 6 of 6 Enter any parameters below These parameters allow vou to filter the data that appears in the report Select an installation date range 21 03 2007 9 Enter the date filters and then click Next The wizard s completion page appears Customer inventory summary wizard Finished Complete Click the Finish Button to run the report v m es TF you want bo change the print destination of this report click the Printer button below before running the report 10 Click Finish to run the report with your chosen criteria Click Back to move to the previous screen if you need to review or change your selections or click Cancel to exit the report Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 449 Histor
40. A red circle appears around that day 4 October 7006 b Su Mo Tu We Th Fr Sa 1 Fa 3 4 5 T a q i ii lz 13 14 15 1 17 1f 19 4 al 22 23 24 25 L a7 28 23 30 31 Today OK 5 Click OK The Calendar closes and the Scheduler displays the activities for that day Click Today to move quickly to the current date Moving a Day or Week at a Time The Scheduler provides navigation buttons for browsing Click Previous Day or Next Day to move back or forward one day respectively Click Previous Week or Next Week to move back or forward seven days respectively REX JF Monday 2 October 2006 Engineers p oo 10 00 f 11 00 12 00 d 300 i d w gt L DAVID MORRIS DELIVERY VAN TYSEDEN OF ISTIE Jane Sredey Peter Ruwah Columns and Rows The Scheduler is divided into columns and rows The columns represent the engineers resources and the rows represent the time slots available to each resource The default size for each Job Event is one hour Job Event Colours Each Job Event entry appears in a different colour The default Job Event colours for the Scheduler are as follows Ad hoc events Dark blue Field jobs Booking jobs Red Light green Copyright Vantage Computing Ltd 2007 All rights reserved Job Event Contents Using the Visual Scheduler PM jobs Mauve Workshop jobs Grey with black border Helpdesk jobs Yellow Resource Grey The default Job Event colo
41. FAXCO FACSIMILE MACHINE ogy 147 7985 KELOOO02 123454 123451 234 1234567 BASICYACHT ARAT ASIE YACHT A basic Yacht Black and White Digital Photocopier 4 basic Yacht ELA TO WO EG A TO T 1234567091 234 1234567591 234 1245675 amp FRlS 970 PORT ENGINE LIFT3510 ARISTON INDUSTRIAL DISHWASHER Port engine for a standard boat STANMA LIFT NE adds 01 2 Right click an item menu of options appears View Inventory 1 All Inventory 2 Unallocated 3 Scrap 4 Customer 5 Contract 6 Warranty Serial Mo 0000 agoda 05733645 0957766554321 111445 117 667 1142 9655 1251215254 123454 123451234 1234567 1234567891234 1234567591234 1245675 Product HOOP S650 PC PCC ARATT WHOOSH200 ARISIFOS ARISOFOS ARISIFOS LIFT3510 FAX FC BASIC 4 CHI ARATT BASIC ACHI ARISO OS PORT ENGINE LIFT3510 Description Open this item New job Outstanding jobs Service history Them history Explore Notes Reports Properties 4s2et No USTRIASL VWWASHE Photocopier IAL POLISHER SEROOO01 REDOOOO 1415 AL DISHWASHER AL DISHWASHER AL DISHV WASHER WACHIME ital Photocopier AL DISHWASHER POr engine mr a standard boat ST ANNA LIFT MEW ogy 147 F985 KELOOO02 BOATON WEG BOAO nagai 01 EEE EEE i T Open Reports Find Clear SWap Refresh Legend 3 You can access a number of histories from this menu
42. If Tree is enabled the view is shown as below Quotation 11141 Abingdon Chemicals Ltd 1 Setup 2 Delivery details 3 Order details Items Items on this document bandon Quotation Save LBISSTOE ARISTON INDUSTR Delete Close Notes Print Documents Show totals When viewing in Tree mode the selling and cost prices are not displayed and items cannot be modified removed or added 288 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Creating Quotation To save the quotation 1 To save the quotation as against saving individual items click Save Quotation 111 1 Abingdon Chemicals Ltd Sak ae Description aty Value Cost Margi Save ARISTON INDUSTRIAL DIS 100 3057 95 1500 00 1557 95 Delete Ise MIRESE Click Save to save the quotation 1 Setup 2 Delivery details 3 Order details 4 Items To view the profit margin on the quotation click the Show totals button on the right hand side of the dialogue This figure is calculated as the total selling price of all items less tax minus the cost of the items The following is displayed Quotation 111 1 Abingdon Chemicals Ltd Sele 1 Setup 2 Delivery details 3 Order details 4 Items Items on this document bandon Description lost Margin Save ARISTON INDUSTRIAL DIS 100 3057 95 1500 00 1557 95 a Delete Close Motes Click Show totals to fe List show profit margin for
43. LAN 2 Click Edit 3 Click Contract billing to enable charging of item maintenance 4 Selecting Contract billing activates the Billing tab 5 If the contract requires planned maintenance i e a regular visit to conduct routine servicing of the items click Planned maintenance required and click Go to PM Schedule The PM Schedule for Contract dialogue appears PM Schedule for contract DOMO1 Set up your schedule cS Set up your schedule with the options below then double click a line in the column you want to change Q This schedule starts on 20 03 2007 and a visit is scheduled every 1 months Change Scheduled For i Duration Fri 20 Apr 2007 09 00 Mon 21 May 2007 09 00 Wed 20 Jun 2007 09 00 Fri 20 Jul 2007 09 00 Mon 20 Aug 2007 09 00 Thu 20 Sep 2007 09 00 Mon 22 Oct 2007 09 00 Tue 20 Noy 2007 09 00 Thu 20 Dec 2007 09 00 Mon 21 Jan 2008 09 00 Wed 20 Feb 2008 09 00 Delete schedule 6 Service Accent usually defaults the first maintenance visit date to the date you entered in the Date starts field in the Contract tab Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 129 Creating Information 7 To change the PM schedules click Change PM Schedule for contract DOMO1 Set up your schedule Set up your schedule with the options below then double click a line in the column you want to change Q This schedule starts on 20 03 2007 and a visit is scheduled
44. Serial Ho Description Asset Ho Location 1678 2354 ELECTROCLEZN 1 400 T 35 GROUND FLOOR E 19768657 3785402 CLEANCO INDUSTRIAL PO 126 STORES El 7 To find an inventory record Two further inventory specific search selections are available to you namely Serial Number Asset No and Location To display the Location field use the scroll bar to the right of the View Finder DE Ed Search for customers The results will show customers Use the Scroll bar to search by 1 Customers 2 Products and parts 3 Jobs 4 Invoices location Tag f Customers Account Mo f Contracts New search f Inventory code Phone No 3 E Contract No r Serial Ho oN Asset Na F Location Legend Search results There are no tems to showy in this view Try typing 1 in the Serial No field remembering first to click New Search if you need to clear any previous results 44 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Using the Finder The example below illustrates a search result where the Finder located more than one record matching the search criteria The Finder not only shows the inventory record but also the associated contract and customer records N Finder T Ex Search for customers The results will show inventory He 1 Customers 2 Products and parts 3 Jobs 4 Invoices Tag Customers a
45. Tag f Inventory Account No Ea Mew customer Post Code Phone Ma Contract Mo Serial Mo Asset No Search results Vantage Computing International Stevenage VAHO0001 Vantage Computing Intern Contract Ho Starts Ends CHO00 2102 2006 20 02 2007 COO006 01 09 2000 3108 2003 SC00007 014 0 2000 3009 2001 Vantage Computing Ltd Holmfirth VANOO002 Vantage Computing Ltd Holmfirth 1 Contract Ho Starts Ends SCOO028 1603 2004 15 03 2005 COO029 01 02 2004 31 01 2005 Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 41 Getting Started vci The following table describes the options available to you for each tab Option Description Customers Customers Contracts Inventory Products and Parts Everything Products Only Parts Only Jobs Open Jobs Closed Jobs Everything Invoices Use to search for customers Displays all contracts for the displayed customers The inventory associated with the customer contracts Displays both products and parts Displays products only Displays parts only Displays open jobs only Displays closed jobs only Displays all jobs regardless of status No additional options available for invoices You can open any record displayed in the search results section by double clicking the red black blue or green record for Customer Contract or Inventory respectively If you click on Legend an explan
46. The Finder appears set to Find products only Search for products only The results will show products only 1 Products only Part Ma Category el Parts amp products Description fo Products only cut I Parts only DoK New search New part or product Copyright Vantage Computing Ltd 2007 All rights reserved Using an Engineer s Loan Item 5 Find the product you want and double click to select it Loans and replacements 246 ty Serial Ho Source Status There are no items bo show in this view 4dd loan Modify Remove Select product or Install now Loan requested Product jWHOOSHZ000 Fe o ose Description CLEANCO INDUSTRIAL POLISHER Engineer Abandon Site Urgent Delivered via Despatch mote Cr Installed Rejected Removed Swap QUE 6 The product populates the relevant fields in the loan and replacement dialogue The Qty defaults to 1 change this to the required quantity of loan items requested 8 Select the destination in the Deliver loan to group 9 If the loan request is urgent tick the Urgent box 10 Click Save to save the load request Loans and replacements 248 ty Serial No Source Status WHOOSH2000 CLEAN O INDU Loan requested 4d loan Modify Remove Select product or Install mow Deliver loan bo R Product Save __ Produt Main stock Description f Engineer Abando
47. The Inventory Record dialog appears Inventory Record 111 145 ARISTON INDUSTRIAL DISHWASHER fa 5 K 6 Rental 7 Parts akit 9 other 1 Item 2 Status 3 Contract 4 warranty 5 Lease Product ORISOS Change Description ARISTON INDUSTRIAL DISHWASHER Serial Mo LL Close Qty a Hotes Category DISHWASHER History Asset No 097 Letters Location KITCHENS bl Date installed 01 12 2000 Customer Line Electrical Ltd Hatfield Farm Road 1 a 424 e Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Transferring Equipment to Different Sites 2 After confirming that all details of the Inventory record are correct select the Status tab Inventory Record 111 145 ARISTON INDUSTRIAL DISHWASHER E Rental 7 Parts akit 9 other 1 Item 2 Status 3 Contract 4 warranty 5 Lease Allocate or transfer bo customer En u Customer item Unallocated Scrapped Reserved for sale Scrap this item 4s of Toggle loan status Received From purchase order Installation Letters Show purchase order Install now Details Sold on sales order Loan details Show sales order Item on loan am th i iT Set as unallocated History ITEM Sold ak price 0 00 Buy in cost 0 00 3 Click Edit and then click Allocate or transfer to customer If there are outstanding jobs against this inventory item the f
48. The default is 1 The default nominal code department code and cost centre from the stock record can be changed by clicking the Nominals button This does not change the default nominal code on the stock record The standard selling price from the stock record will be displayed unless a specific price book has been setup for this product part and customer The default currency symbol as setup in Countries and areas prefixes the selling price The selling price can be amended for this sales order If the customer is not in your own country and the exchange rate information has been setup correctly in Countries and areas the currency symbol for that country will be displayed and the prices will have the exchange rate applied to them If an installation job needs to be created for this item tick the Item requires installation box When the order is despatched a new installation job will be created and will appear in Escalations as an outstanding job see Using the Escalations Feature on page 211 If there is any discount to be allowed enter the percentage amount This discount will apply to this item only not all items on the order The Total price is calculated automatically price less discount This figure cannot be changed The Tax is automatically added based on the tax rate setup against the customer This figure cannot be changed The Item total is then calculated Total price plus Tax This figure cannot be changed
49. To add details Select the Details tab The Details tab appears Job 217 Sampson McGill amp Co Ltd LJob Z Details 3 Faults 4 Status 5 Completion 6 Tasks z Misc Job address Customer Mo SAMOOO01 Name Sampson McGill amp Co Ltd Address 1 Lansdown Quay Address 2 Address 3 TowniCity Gravesend County Kent Country ENGLAND T Letters Post code D412 9PP El rer Service region Invoice ta Head office Change Job dates Date in is 28 09 2006 10 30 Respond in amp hours by 29 09 2006 10 00 Customer requested Order Mo Customer reference i This tab shows the full Job address You can overwrite these details for the duration of the job For example if the customer site is large the equipment may be located in a secondary building The Invoice to field defaults to the invoice account from the customer record This can be changed for this job only Use the Date In field to log the date and time the job was received The default is the current date and time Again these details can be changed for example if the job is being entered after the job has been completed In the Respond and Fix fields accept the default target hours dates and times or modify them The targets are based on the service level of the job Respond equates to the Engineer s arrival on site whereas Fix relates to job completion If the customer has requested a specific date and time fo
50. Transfer inventory Transfer this item of inventory Current contract bomooo01 C Transfer itemis to a mew contract C Take itemisi off contract 7 You have the option to retain the current contract by selecting the Keep item s on current contract radio button 164 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Adding Details To Allocated Inventory Items 8 Select the Transfer item s to a new contract radio button to transfer to a new contract If the inventory item is to be transferred to a new contract the contract MUST exist prior to starting the transfer routine Selecting the drop down list will show all the contracts within that head office group If you are transferring to a customer not in the head office group all the contracts for that customer will be shown in the drop down list 9 The New contract field will show the contract the inventory item is to be transferred to 10 Select the Take item s off contract radio button to transfer the inventory item to a customer and remove the contract 11 Click Next to continue and the following appears Transfer inventory Finished the inventory transfer wizard Click Finish bo transfer the items using the settings below and close this wizard Customer Wantage Computing Ltd Holmfirth Contract Keep items on current contract 12 Click Finish to transfer this inventory item from the current customer to t
51. Update history icon 5 o To do Window Help Help for Service Service Accent on Search the online Check for updates Accent the web knowledge base Release notes About Service Accent 2 The following dialogue is displayed Updates applied to this workstation fo x Update history Service type Original value Product Billing period New value Serial Mo 3 Click on the Update history tap and the dialogue will be populated will details of all the updates applied to this workstation Updates applied to this workstation j x Update histor Date Number of files installed Type Version Database migrated Local backup folder 20 06 2006 28 45197 Mo c program files miracle service accent Updates 20hI u 20 06 2006 207 45 197 Yes c program fles miracle service accent Updates 20 Ju 20 06 2006 208 45197 Yes c program files miracle service accent pdatessz0 Ju 03708 2006 27 46 198 res c program files miracle service accent Updates 03 40 24 08 2006 16 46 198 No c program fles miracle service accent Updates 24 40 29 08 2006 2 Ho c program files miracle service accent Updates 29 4u Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 21 Getting Started Release notes 22 e Service Accent User Guide vci Release notes shows the details of what enhancements and or fixes are present in each of the Service Accent updates that have been applie
52. Y4RD12345 Product Port engine for a standard boat Serial numbers 1254567691 235456 789 400001 4000 E 480000 lt Back Finish 24 summary of the information entered is shown 25 Click Finish to generate the jobs and if the serial number s entered do not exist as valid inventory items Service Accent will create them Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 277 Work Control 278 Service Accent User Guide This is the job created Job 466 Altens Minto Projects Ltd 136b 2 Details 3 Faults 4 Status 5 Completion 6 Tasks 7 Misc Job type Workshop Job No 468 Logged by Admin Category REPAIR Customer Select Altens Minto Projects Ltd 114 Chiswick Close Customer Pudsey Mew Phone Mo Change contract E warranty ia Service Jno CONTRACT Charge WORKSHOP CHARGES Set as non chargeable Item Product PORT ENGINE Select product Description Port engine For a standard boat Select item Serial Mo 123456789123456789 Abandon item Location Asset No Letters Li and this is the inventory item created if it doesn t already exist Inventory Record 123456789123456789 Port engine for a fa O 6 Rental Z Parts akit 9 other 1 Item 2 Status 3 Contract 4 warranty 5 Lease Product PORT ENGINE Change Description Part engine For a standard boat
53. YORKSHIRE Refresh 44 46 49 BREAKDOWN Assigned to engineer BREAKDOVN Unassigned BREAKDOWN Provisionally assigned Vantage Computing Ltd Vantage Computing Ltd AR417 Vantage Computing Ltd 15 04 2004 22 04 2004 2204 2004 16 56 17 00 17 00 lYSEDEN CHRISTIE YORKSHIRE Scheme Engineers DELIVERY VAN Columns 63 BREAKDOWN Provisionally assigned Vantage Computing Ltd HOOP3650 10 05 2004 15 05 Peter Rushworth 64 REPAIR Assigned to engineer Vantage Computing Ltd FAX FC Jane Smedley 66 BREAKDOWN Job Logged Vantage Computing Ltd 10 05 2004 Peter Rushworth Customer Vantage Computing Ltd 16 Queens Park Business Park Contact Miss Susan Atkinson 01438 315201 Faults reported Hudderfield Road i PAPER JAM 01438 465352 The highlighted job is now ready for scheduling Issuing a Job Using the Scheduler 230 Service Accent User Guide To issue a job using the Scheduler In the Call Escalations dialogue click Schedule or right click on the job and click Schedule The Scheduler appears If you want to issue the job while recording it click Issue at any time during the recording process then select the Via Scheduler menu option to proceed If you select a job perhaps inadvertently that is already scheduled Service Accent displays a warning message and then takes you directly to the slot where the job is currently planned
54. Yahooo 1 Wantage Computing Intemational 2 Meadwayw Court Meadway Technology Park Stevenage k Letters Financial details Copyright Vantage Computing Ltd 2007 All rights reserved VCI For information on configuring Service Accent see the Service Accent Installation and Setup Guide For details see The Miscellaneous subtab on page 119 Creating Customers The following steps only apply to head office records D From the Tax code drop down list select the tax code that applies to invoices for the customer In the Credit Days field enter the number of days to calculate the invoice payment due date In the Account No field enter the account number you want to appear on invoices To use the customer number leave the field blank When you save the record Service Accent applies the customer number to this field If you intend to export to an accounting application from Service Accent you must use the same account number in both products 6 Enable Customer is on stop to flag where payment problems exist This feature is not normally used for a new customer record Enable Charge tax on delivery where applicable to charge tax on any delivery charges Click Discounts to select the code for the payment discount if any to assign to this account The Other Miscellaneous tab appears Click Bank details to record details of the customers bank account and sort code The following dial
55. amp locations icon a nin view Routines mma Finder Reports To do General 9 2 3 Customers Contracts Products amp Inventors Engineers amp parts locations Work control DAVID MORRIS Mh SEDENM CHRISTIE Jane Smedley Peter Rushworth SERVICE Co Simulator Sub Contractor DELIVER WAN 3 Click New The Engineer New dialogue appears Engineer New 1 Engineer 2 More 1 3 More 2 4 Vehicle 5 Remote Engineer No foo Mame Address 1 Address 2 Address 3 Towni City B l Post code i Country Area Service region TT TT County FO gt zl Costing band Copyright Vantage Computing Ltd 2007 All rights reserved Creating Engineers 4 In the Engineer No field enter a unique code to identify the Engineer in Service Accent The code can be numbers letters or a combination of both 5 In the Name field enter the engineers name 6 In the Address Town County and Postcode complete as far as necessary These fields can be left blank 7 Use the County Area and Service region fields optionally to define the working area of the engineer Use Service region to narrow the list of relevant resources that can be dispatched when issuing jobs 8 In the Costing band field use the drop down list to select the applicable costing band This is used to cost any work associated with the Engineer for
56. peter rushwortha yantagecomp Close Notes Letters Sites Price book E Mew contact EE PPP Ee The first contact added to the customer record is always classed as the primary contact shown in bold and will remain primary until such time as changed The primary contact is always displayed as the initial main contact when logging service calls You can only have one primary contact The primary contact is also displayed in the contact field on the first tab of the customer record Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 111 Creating Information vci To change the primary contact highlight the contact to be set as the primary and then on the Set as primary button Once the contact has been highlighted you can either view the contact details by clicking Details set as the primary contact by clicking Set as primary or send an email by clicking on Email contact Please refer to the Service Accent Installation and Setup Guide for details on configuring Service Accent to send emails Your email application must be open to send an email To create a new contact click on the New contact button Customer Record Vantage Computing International G o Es 1 Customer 2 D tails 3 Contacts 4 Contracts 5 Inventory 6 Other Highlight the contact Edit Name Phone Mo Email Department Mr Fred Bloggs 0145947475993 Fred yci co uk
57. there would be a folder for customers Within this folder will be another sub folder which is unique to each customer record To attach electronic files for example letters faxes or images to a customer record click the Letters button within the customer dialogue Customer Record Vantage Computing International Saks 1 Customer 2 Details 3 Contacts 4 Contracts 5 Inventory 6 other Ey Customer No ANOOOO __ Et Tag Vantage Computing International Stevenage Click Letters Lo view or add new Mame Wantage Computing International documents to this customer Address 1 2 Meadway Court eines Address 2 Meadwaytechoology Park Address 3 Town City Stevenage The following will be displayed Service Accent 2 r Manage documents Do vou want to Create a new document Open an existing document to view or edit Attach an existing document to this record Tip vou can store an existing document against this record by clicking Open and dragging document in to the Open dialog window ttach Cancel 30 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Using Data Dialogues Creating a new document 1 To create a new Word document click New Select a template fa Recent Documents Desktop My Documents My Computer _ Places Files of type Document templates dat Cancel 2 As you are using the customer
58. x Customer Record Vantage Computing International E o 1 Customer 2 Details 3 Contacts 4 Contracts 5 Inventory 6 Other Contract invoices 120 00 Service invoices 92 297 01 Meter billing 151 08 Rental billing 250 00 Close SOP documents 300 00 Total invoiced 93 116 09 Hotes Parts 46 339 085 Total costs 46 339 85 Letters Profit 46 778 24 f Profit For this customer only C Profit for all sites in this customer group Invoices since Show invoices Show documents General Financial Miscellaneous Sales 2 Billing Price book Eu Costs are shown in red and charges shown in black Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 117 Creating Information CI 2 To calculate the profit made for all sites in this customer group including the current customer record click the Profit for all sites in this customer group radio button and then click Calculate profit The display now appears similar to this x Customer Record Vantage Computing International AE 1 Customer 2 Details 3 Contacts 4 Contracts 5 Inventors 6 Other Contract invoices 120 00 Service invoices 94 106 6 Meter billing 254 91 Rental billing 250 00 Close SOP documents 5 566 43 Total invoiced 100 620 01 Notes Labour 71 00 Parts 60 093 97 Letters Total costs 60 170 97 aa C Profit for this customer only Cf Profit For all sites in this customer group In
59. 0 00 2 Click the Select product or part button to select the item required The Finder dialogue appears see page 40 for further details 3 In Price book type select which type of invoicing this price refers to There are four possible types SOP invoices only The price will only be applied to invoices raised from sales orders Service invoices only The price will only be applied to invoices raised from chargeable service calls Both SOP and service invoices The price will be applied to invoices raised from sales orders and chargeable service calls Workshop fixed price repair The price will only be applied to invoices raised from workshop repair jobs Selecting this option will open up the Category drop down list Select the job category that applies 4 In the Price field enter the selling price The standard price from the stock record selected will be displayed simply overwrite this price with the new one 5 Click Save to save the details or click Abandon to exit the dialogue without saving the details After the record is saved or abandoned the dialogue is exited and the main price book dialogue is displayed 34 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Using Data Dialogues An example of the completed price book is shown below Price book Vantage Computing International Ste ARa Price book Vantage Computing International Stevenage view a
60. 01 2001 01 02 2001 gt 30 04 2001 01 05 2001 gt 31 07 2001 01 08 2001 gt 31 10 2001 01 11 2001 gt 31 01 2002 01 02 2002 gt 30 04 2002 01 05 2002 gt 31 07 2002 01 08 2002 gt 31 10 2002 01 11 2002 gt 31 01 2003 01 02 2003 gt 30 04 2003 01 05 2003 gt 31 07 2003 01 08 2003 gt 31 10 2003 01 11 2003 gt 31 01 2004 01 02 2004 gt 30 04 2004 01 05 2004 gt 31 07 2004 01 08 2004 gt 31 10 2004 01 11 2004 gt 31 01 2005 01 02 2005 gt 30 04 2005 01 05 2005 gt 31 07 2005 01 08 2005 gt 31 10 2005 01 11 2005 gt 31 01 2006 01 02 2006 gt 30 04 2006 01 05 2006 gt 31 07 2006 21 10 2004 gt 20 10 2005 21 10 2004 gt 20 10 2005 Click View log to see details of the log generated for the contract billing with the results of the contract billing run click Keep These Invoices and the following is displayed By keeping these invoices the relevant contracts will be updated and can not be billed For the same period again Do vou want to keep them Click Yes to keep these invoices The contract records are updated to include the results of this contract run In particular Service Accent advances the next billing date for each applicable contract record Click OK to return to the Contract Billing dialogue Your invoices can now be authorised and printed the dialogue Copyright Vantage Computing Ltd 2007 All rights reserved Click Close Fa at the top right of the Contract Billing dialogue t
61. 1 All 2 Field 3 Workshop 4 Booking 5 PM 6 Helpdesk 7 Extensions 8 Audit 9 Tasks Job No Type Category Product Serial No Call Date Engineer Field T 2707 2006 Field 08 12 2006 Field 2401 2007 Reports Field A 22 03 2006 Find Field 28 03 2006 Field a 1210 2000 Field ae 01 09 2000 Swap Workshop 10 1 2000 Field a 10 14 2006 Refresh The jobs view is divided into job categories as well as showing all jobs As the number of calls logged increases restricting the view helps you get more specific information 4 To view the job double click it from the list or highlight it and click Open 5 To see an overview of different statuses that the job passed through highlight the job and select the Audit tab The Audit tab appears View extensions amp audit 248 Service Point Ltd 1 Field 2 Extensions 3 Audit 4 Tasks Description Duration User Engineerjocation New Sent to remote user 27 07 2006 08 20 0 Remote us Jane Smedley Open Sent to remote user 27 07 2006 10 34 0 Remote us Jane Smedley Sent to remote user 27 07 2006 10 36 0 Remoteus Jane Smedley Reports Sent to remote user 27 07 2006 10 37 2m Remote us Jane Smedley Unassigned 27 07 2006 10 39 0 Admin Assigned to engineer O5 03 2007 15 15 13m Admin Peter Rushworth Clear Loan requested 05 03 2007 15 28 0 Admin Peter Rushworth Sent to remote user 0703 2007 15 38 0 Remote Peter Rushworth Swap Received by remote user 0703 2007 15 40 0 Remot
62. 1 of 6 Enter any parameters below These parameters allow vou to filter the data that appears in the report Select a range of customer numbers From Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 447 History and Reporting vci The Report Wizard guides you through the report s selection criteria The selection criteria are unique to each report The first option in this report is to select the customer records From the drop down lists select your search criteria then click Next The next selection criteria appears Customer inventory summary wizard Step 2 of 6 Enter any parameters below These parameters allow vou to filter the data that appears in the report Select a range of serial numbers From 5 Enter the serial numbers and then click Next to move to the next selection method Customer inventory summary wizard Step 3 of 6 Enter any parameters below These parameters allow vou to filter the data that appears in the report Select a range of areas From From the drop down lists select a range of areas and then click Next The fourth step of the wizard appears 6 Customer inventory summary wizard Step 4 of 6 Enter any parameters below These parameters allow vou to filter the data that appears in the report Select an option Contract inventory only C Non contract inventory only f Rental inventory only
63. 2007 All rights reserved 6 7 Click Save item to save the changes Copyright Vantage Computing Ltd 2007 All rights reserved Crediting Or Part Crediting An Invoice Highlight the item that is to be part credited Credit note 132 White Graham Solutions Ltd 1 Setup 2 Delivery details 3 Order details 4 Items Items on this document Description CLEANCO INDUSTRIAL POLISHER fe List f Tree Click Modify to change the line value 1000 00 f 175 00 1 175 00 a RCE REC RUES SET EEE 1 00 Credit note 132 White Graham Solutions Ltd 1 Setup 2 Delivery details 3 Order details 4 Items Items on this document Description CLEANCO INDUSTRIAL POLISHER fe List f Tree Item details Description ELEANCO INDUSTRIAL POLISHER Serial Mo Qty Price Discount Yo 1 000 00 0 00 1 00 ltem requires installation Tax Item total Ej Add Modify Remove __Fat SERIES Serial Mo Laas 1 al m B Add Modify Remove PO Nominal Pe Total price 1 000 00 175 00 1 175 00 22 03 2001 21 09 2003 Comments Forder Save Item Abandon Save Close Notes Print Documents Show totals Save Close Motes Print Documents Show totals Change the Price to reflect the amount to be credited In the example above the line value is 1000 00 but should be 900 00 therefore the
64. 41 Peter 11 04 2006 11 04 2006 Invoice Invoice Lines Service Types Sorder Stack Wark Work Extensions Advanced view shows all Fields Refresh Feste Empty Q Deletion occurs by table not by single records i e all the records listed in the recycle bin for a table are deleted together 2 Select the table and then click Empty Service Accent Recycle Bin re vou sure vou want to empty the Customers bin This will permanently delete all the data it contains Mo Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 459 System Tools 3 A confirmation message appears Click Yes to proceed with the deletion amp Service Accent Recycle Bin Recycle bin This allows vou to restore deleted records to your database Tables Date deleted Deletedby CU CREATE DATE CU EDIT D Contracts Invoice Invoice Lines Service Types Sorder Work Work Extensions Advanced view shows all Fields Refresh Restore Empty Restoring Deleted Records The following procedure describes how to undelete a record restoring it to the Service Accent database To restore a deleted record from the recycle bin 1 In the Recycle Bin dialog use the tree to locate the table and the record you want to restore to the database Service Accent Recycle Bin Recycle bin This allows you to restore deleted records to your database Date deleted Deleted by CO_CREATE
65. Canty 1 00 gave Delete Close Notes Print Documents Water Inlet Housing 20 series Add Modify Remove Ship Item details Part OLAHLOOR Description later Inlet Housing 20 series Qty Hominals 7 60 Discount Yo 0 00 ar Item total Totalerices TE 47 68 9 34 56 02 Save her Abandon fe List f Tree Show totals ltem requires installation E Comments To view the profit margin on the point of sale order click the Show totals button on the right hand side of the dialogue This figure is calculated as the total selling price of all items less tax minus the cost of the items The following is displayed Sats Abandon Save Delete Close Motes Remove Ship Print Documents Point of sale order 115 Abingdon Chemicals Ltd 1 Setup 2 Delivery details 3 Order details 4 Items Items on this document QUE 1 00 Total value 47 BE al Description Qt Water Inlet Housing 20 Series 1 00 List Tree Modify Item details Part OLAH1OOP Description swater Inlet Housing 20 aeres PE Total Less costs Ly Price 47 68 Discount We 0 00 Total price 47 68 E brroraer Save item Abandon Margin Comments Service Accent User Guide 303 Sales Order Processing vci To save the point of sale order 1 To save the point of sale order as against saving individual ite
66. Close Motes fe List Tree Add Pal Item details Documents Part ARIS9FO5 Description ARISTON INDUSTRIAL DISHWASHER Show totals iby 1 Nominals Price E 3 057 95 tem requires installation E Discount Yo O 00 Tax Item total Total price 3 057 95 535 14 3 593 09 Comments ns panatta Save item Abandon MN 3 The Part number selected is displayed To drill down display the stock record for this product part click the Part button 4 The Description from the stock record is shown by default This description can be changed just for this quotation The default description on the stock record is not changed 286 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved 10 11 12 13 14 15 16 Creating A Quotation If the item added was a product and a specific inventory item was selected the Serial No will be shown If a part is added the serial no box is greyed out Enter the number of items in the Qty box The default is 1 The default nominal code department code and cost centre from the stock record can be changed by clicking the Nominals button This does not change the default nominal code on the stock record The standard selling price from the stock record will be displayed unless a specific price book has been setup for this product part and customer The default currency symbol as setu
67. Computing Ltd one or more nominal Copyright Vantage Computing Ltd 2007 All rights reserved Exporting Data to an Accounting Application If the trial run appears correct you will then need to export the data normally by selecting one of the following types If there are any errors these will have to be corrected before the export can take place e Include previously exported invoices This will include any invoices or credits that have previously been exported Please use with caution as the invoices credits will have been previously exported and including them again will cause duplicate entries in your accounting application e Export only printed invoices This will only export invoices credits that have been printed 6 In the File name box enter the name and location of the file to contain the exported invoices By default the file is called trans csv and will be saved to the c drive of the local machine running the export 7 An example of a completed screen is shown below E Export to Sage Line 50 Export data This will export your data to Sage Use this option to export all your invoices to your accounts package Invoice Number From 217 Invoice Number to 217 For invoices dated up to 31 03 2007 Service region E Include previously exported invoices kW Export only printed invoices File name cr trans cs ee About lt Back Next gt Close 8 Click Next to continue If a
68. Customers ot Defaults A Email Readings ogg Engineers i JA Escalations Events 6 A progress bar appears while the verify operation runs 7 When the process ends a message appears confirming success or listing any errors found Tables that have been successfully verified appear in the tree with a green check mark verify database Use this utility to verify your database in c progra 1 accent 1 CE Database Property sf Alerts gf Audit d Categories gf Charges gt i Components i Contacts i Contract History i Contracts Lover i Customers ef Defaults gf Email Readings i Engineers ef Escalations i Events og Forms Check tables aggressively slower If any tables are marked with a red cross or any error messages appear please contact your support provider immediately For information on the other options available for the System menu please refer to the Service Accent Installation And Setup Guide Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 467 System Tools 468 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved
69. Database Property aoa Alerts Opened Okay Audit version m A Categories Page size 1024 4 Charges Record length fer F Records 34 aga Components Keys 5 aga Contacts File size 73 728 AA Contract History Mame CUSTOMER BTR A Contracts a4 Cover tE ustomers 8 Defaults 8 Email Readings aga Engineers 8 Escalations 4 Events aga Forms Check tables aggressively slower verify Close Verifying the Database You can use the Database Explorer to verify a selected table or all the tables in the database simultaneously Both methods are described in the following procedure Verifying the database is usually done on the instructions of your support provider and will provide details of the integrity of the database it is recommended that all your users logout of Service Accent when verifying To verify the Service Accent database 1 Inthe Database Explorer do one of the following 2 To verify all tables in the database make sure that no table is selected in the tree Verify database Use this utility to verify your database in c progra 1 accent 1 aoa Alerts aaa Audit aga Categories og Charges 8 Components 8 Contacts aga Contract History aga Contracts aga Cover aga Customers 54 Defaults JA Email Readings aga Engineers 8 Escalations aga Events A Forms Check tables aggressively slower verify Close Copyright Vantage Computing Ltd 2007 All rights reserve
70. Endnow Account Mo Contracts Mew search f Inventory Post Code Ea New customer Phone No Contract Mo Serial No Asset Mo Location Search results Line Electrical Ltd Barnet LINOO001 Line Electrical Ltd Barnet Hatfield Farm Roa a Hon Contract Inventory Serial Ho Description Asset Ho Location 1114145 ARISTON INDUSTRIAL DIS 097 KITCHENS Line Electrical Ltd Barnet LINOG001 Line Electrical Ltd Barnet Hatfield Farm Roa Non Contract Inventory Serial Ho Description Asset Ho Location 111667 ARISTON INDUSTRIAL DIS 147 KITCHENS Finch Stairlifts UK Ltd Longwell Green FINOG001 Finch Stairlifts UK Ltd Longwell Contract Ho Starts Ends SCOO016 05 01 2001 OF 701 2006 Serial Ho Description Asset Ho Location 1142 9635 STANNS LIFT MEW 7985 BASEMENT TO GR Kelvin Engineering Ltd Hook KELO0001 Kelvin Engineering Ltd Hook Basing Ho Contract Ho Starts Ends The last 10 search criteria entered in each field can be accessed using the drop down list This can save time particularly when searching with long unfamiliar field entries 4 Finder T El x Search for customers The results will show customers 1 Customers 2 Products and parts 3 Jobs 4 Invoices Name a fe Customers C Contracts S f Inventory EY Post Code Phone No Contract Mo Serial No Asset No Search results There are no tems to show in this view
71. Frequency advance payment Reason Page 1 HE 2 The Depreciation group is used to depreciate the inventory item over a certain period of time 3 In the Period field enter the total number of months to depreciate the inventory item 4 In the Frequency field enter how often the item is to be depreciated in months 5 Inthe Next date field enter the date of the next depreciation 6 In the Current value field enter the value of the item after depreciation Depreciation is calculated over the period until the current depreciation value reaches zero There must be a cost amount in the Buy in cost field in the Status tab of the inventory dialogue In the following example the inventory item is going to be depreciated over 36 months The frequency is set as 12 months so every 12 months the item will be depreciated by frequency divided by the period in this case 12 divided by 36 which is one third The date for the next depreciation is 186 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Adding Details To Allocated Inventory Items set for 20th March 2004 and after the depreciation routine is run Service Accent will automatically update this date by the frequency in this case it will add 12 months to the next date Inventory Record 19768657 3785402 CLEANCO INDUSTRIA L fX 1 Item 2 Status 3 Contract 4 Warranty 5 Lease Ren
72. If required enter the serial number in the Serial number field Enter the quantity added in the Qty field The Start date defaults to the current system date This is the date the kit item was added In the Duration field enter the number of months warranty on the item If there is no warranty enter O The Expiry date is automatically calculated by Service Accent based on the Start date and the Duration If the Duration is 0 the Expiry date is set as one day before the Start date Click Save to save the kit details and the following is displayed Drill down to see the details of the kit item by clicking the key Inventory Record 19768657 3785402 CLEANCO INDUSTRIA fa OX 1 Item 2 Status 3 Contract 4 Warranty 5 Lease Rental ZParts kit a other Abandon CLE SNL INDUSTRIAL POLISHER 1976865 3 7385402 save FLOGRE x 1 floor polishing pad Serial Wo 56767 Supplier Wasington Washer Spares Installed 2706 2006 Warrant expires 26 06 2007 Delete Close Motes We History To Copy an existing kit item from another inventory item click the Copy button The finder appears select the inventory item either by customer serial no or asset no you want to copy from The kit item as setup on the selected inventory item will now be added to the current inventory item Once a kit has been copied from another inventory item you cannot copy another kit you have to add indiv
73. In the Comments box enter any other comments that are applicable to this item For example This item requires fitting by an experienced engineer Click Save to save this item The item now appears in the Items on this document area 16 17 Credit note 119 Abingdon Chemicals Ltd 1 Setup 2 Delivery details 3 Order details 4 terns Items on this docurnent Abandon Description Cty OWS Total value Save 1 00 0 00 E Delete Close Notes fe List r Tree Add Modify Remove Print Documents Optical rods Ww Arr x Click Abandon to cancel this item if not required Products are shown in blue and parts consumables are shown in black To Add further items to the credit note click the Add button and repeat steps 1 to 15 Copyright Vantage Computing Ltd 2007 All rights reserved Creating A Credit Note Summary of the functions available from the Item tab Credit note 119 Abingdon Chemicals Ltd Seles 1 Setup 2 Delivery details 3 Order details 4 Items Click Add to add a new item to Items on this document Abandon the credit note Description Cty OWS Total value Save Optical rads Vy ZE x 1 00 0 00 17 45 Delete Close us List E Tee Add Modify Remove Print Click Part to drill down to the Documents Stock record Item details Part S027 72810 Description Optical rods WiC 2 77 x Show totals Citys Nominals Click Nomi
74. Logged BREAKDO Job Logged 212 Service Accent User Guide Open this job The Job dialogue appears Job 217 Sampson McGill amp Co Ltd Open hedul 1 Job 2 Details 3 Faults 4 Status 5 Completion 6 Tasks Z Misc a Za Edit Jobs Job type Field Des Print Category BREAKDOWN 5 Customer Select Sampson McGill amp Co Ltd A Lansdown Quay Customer Gravesend Contact miss Jane Taplow New Phone Mo 03746472382 Change Contract scoooze El Warranty fiz MONTHS M On warranty Service OTHER v Notes Job No 217 Logged by Admin Reports Refresh Scheme Notes ie f ems Letters Engineers Columns Charge no CHARGES 7 Set as non chargeable Item Product WHOOSH2000 Select product Description CLEANCO INDUSTRIAL POLISHER 5 Select item Serial No 19768657 3785402 Location Repair yard hd Asset No lize Contact Miss Jane Taplow 03746472382 Faults reported F01 MACHINE DEAD 1 Switch off the power 2 Switch power back on 3 Press the start button three times 4 should now be working Copyright Vantage Computing Ltd 2007 All rights reserved Using the Escalations Feature 2 If you highlight the job and then right click an additional submenu is displayed Call escalations 1 Escalations 2 Select Job No Category Rule Last status 156 BREAKDOWN Job Logged Customer Serial No Vantage Computing L
75. Ltd 130b 2 Details 3 Faults 4 status 5 completion 6 Tasks z Misc Job type Planned Maintenan Job Ho 374 Logged by Admin Category ROUTINE Pr sr Customer Select Kelvin Engineering Ltd Basing House Customer Little Basing Road w Contact i Steve Webb New Send email Phone No Change Letters Contract scoooa i On contract Warranty Service FAX Charge Ino CHARGES Set as non chargeable Item Product Fax Fe Select product Description Faso FACSIMILE MACHINE Select item Serial Ho jrz312 3234 aoe RECEPTION Abandon item Asset Mo KELOOOO 14 To view the jobs generated go to Escalations see page 211 and filter for job type Planned Maintenance Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 271 Work Control 15 If you selected the Calculate number of jobs to be raised only option the following message appears Service Accent S 1 job would be generated Mo jobs have actually been generated though If vou want to generate these jobs untick the Calculate number of jobs option and click Stark 16 Click OK to acknowledge the message 17 If the number of jobs to be generated agrees with your calculation click the Parameter tab and remove the tick from Calculate number of jobs to be raised only and click Start to actually generate the PM jobs Metered Equipment Planned Maintenance Pl
76. Ltd 125 00 07 02 2001 Line Electrical Ltd 07 02 2001 Line Electrical Ltd 07 02 2001 1E X Morris Ltd 08 02 2001 T Sothers amp Co 150 00 08 02 2001 A T Sothers amp Co 08 02 2001 A T Sothers amp Co Vantage Computing Ltd 16 03 2004 Vantage Computing International 17 03 2004 Vantage Computing Ltd 3 Locate the point of sale order by clicking on the Point of sale tab and scrolling down to the required order and then double click to open View sales orders Delivery name Vantage Computing International 11 04 2006 Vantage Computing Ltd 11 04 2006 nputing Ltd 3 7 sting International AT CO Abingdon Chemicals Ltd Copyright Vantage Computing Ltd 2007 All rights reserved 7 8 O Copyright Vantage Computing Ltd 2007 All rights reserved Despatching And Invoicing A POS Order or by using the Find option at the right hand side of the dialogue The following will be displayed Point of sale order 115 Abingdon Chemicals Ltd 1 Setup 2 Delivery details 3 Order details 4 Items Point of sale order Document Mo 115 Date og 03 2007 Complete Invoice to Invoice address Select Vantage Computing Ltd 16 Queens Park Business Park Show Hudderfield Road Horley Total value 47 68 Total Discount 0 00 Less costs Delivery Standard Deliven Charge 20 00 Het value 67 65 Country of sale ENGLAND Tax 5 534 Exchange rate 1 000 Gross value 76 02 To be invoiced as
77. No 500007 Kelvin Engineering Ltd Basing House Account Mo Click the Contract button a Basing Roan KEOO to drill down to the contract Hampshire Invoice date dialogue POI RE 14 Mar 2007 Due date 13 Apr 200 Invotse Yalue Netvaue 2 223 72 Printed Query WATITAX value 389 15 Exported WATITax desc KE EL Gross value OR 87 Order Mo Exchange rate 1 000 Contract Scoo0n1 Invoiced as 2 273 72 TT 344 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Crediting Or Part Crediting An Invoice 10 The contract dialogue is displayed E Eg Contract Record SC00001 1 Contract 2 Specification 3 Biling 4 Customer 5 other Contract Mo Sco0001 Service level FAX Contract type h Close Period Date starts 21 10 2004 Evergreen Motes Lasts For iz months Renew Date expires 20 10 2005 Cancelled Letters Print Contract value 2 223 71 Status Expired Discount o 0 000 Discounted value 2 225 71 FU 11 Click on the Billing tab and the following is displayed Contract Record SC000001 1 Contract 2 Specification _ 3 Biling 4 Customer 5 Other Invoice grouping Period to invoice Group by contract In advance C Group by invoice address In arrears Billing details Payment type Close f On account Frequency Annually Notes f Direct debit Next bill d
78. Refresh Legend 3 Click New and Finder appears Use the Finder to search for the product you want If the product required is not found a new product will have to be created Please refer to Creating a Product Stock Record on page 85 4 Select the required product The Inventory record New dialogue appears populated with the selected product Inventory Record New Saks is 6 Rental Z Parts amp Kkit 9 Other 1 Item 2 Status 3 Contract 4 Warranty 5 Lease Product GENERATOR Change Save Description F standard generator Serial No Close Oty Notes Category History Asset Mo Letters Location Date installed Paiste 1 ER 5 Inthe Serial No field enter the serial number 6 In the Location field enter the physical location of the product 7 Click Save to save the unallocated inventory item 160 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Creating Unallocated Inventory Items To view unallocated inventory items 1 Click View from the Service Accent button bar under General click the Inventory icon Service Accent Core System Admin D 68 8 8 a 2 gt P 9 System Admin view Routines Shortcuts Finder Reports To do windo General 82 3 Customers Contracts Products amp Inventor Engineers amp parts locations Work control e ss ES Open jobs Closediobs Batch
79. Rushworth BREAKDOWN Job Logged Vantage Computing Interna 07 04 2006 16 20 1678 235 Peter Rushworth HERTS Faults reported Customer Contact The first tab in the Call Escalations dialogue is the Escalations tab The upper section of the tab is divided into column headings The following summarise the default column headers Field Description Job no The unique number assigned to the job when you first create it Rule The current escalation status of the job Jobs behave according to the escalation rules you specify Category The job category as specified when the job was Last status Copyright Vantage Computing Ltd 2007 All rights reserved first recorded The last status change of the job Service Accent User Guide 211 Work Control Field Customer Part Respond by Fix by Engineer Area vci Description The customer name The description of the inventory associated with the job The target response date and time of the job if applicable The target resolution date and time for the job if applicable The Engineer if any currently associated with the job The customer s assigned area and therefore the area from which the job has been logged Highlight the required job by clicking on it once to view the full customer address the contact and phone number and the fault description in the lower section of the Call Escalations dialogue Call escalatio
80. Select the nominal ledger code you want to apply to contract invoices and if applicable the appropriate Cost center and Department code Click OK Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 133 Creating Information 10 11 12 13 14 VCi Select the invoicing period In advance or In arrears In the Payment type box select the payment method the customer has agreed to In the One off charge field enter a one time charge added to the contract can be used to cover the cost of contract administration This Invoiced checkbox is automatically checked once a charge is levied during the Contract Billing Routine If a charge has been previously recorded enable Invoiced Click Save to save the billing information Adding Customers to a Contract The following procedure describes how to add customers to a contract G The following section is for information purposes only it is recommended 134 Service Accent User Guide 1 that new customers are added to a contract by using Finder or the customer view dialogue To add a customer to the contract In the Contract Record dialogue click the Customers tab The Customer tab appears Contract Record New ARa 1 Contract 2 Specification 3 Biling 4 Customer 5 Other Customers on this contract Abandon Save quatre Business Park Hudde Delete Close Motes Legend Customer New Selected c
81. Select the record to replace the current one These are the tables in your database that will be updated Components Inventors Invoice Lines Stock Holdings Stock Movements Work Work Parks Delete the original record after the merge completes In order to continue vou must tick this box then click Finish lt Previous A list of all the tables that would be affected by the change are displayed 10 If the original product is to be deleted after the completion of the merge enable Delete the original record after the merge completes 11 Enable In order to continue you must tick this box then click finish to confirm that you wish to go ahead with the merge 12 Click Finish to start the merge 13 A progress bar will indicate the progress of the merge Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 99 Creating Information 14 After the merge has completed the following will be displayed Merge records This will let merge records together Select the record to replace the current one Finished merging records Click Close to Finish In summary this routine has checked all the tables for the occurrence of product AR417 and replaced it with COP CC BW If the tick box to delete the product was enabled the original product AR417 would now be deleted from the stock table Use this routine with caution as changing product numbers will affect Q previously
82. Serial No 123456789123456789 Qt Category Asset No Location Dake installed Altens Minto Projects Ltd 114 Chiswick Close Copyright Vantage Computing Ltd 2007 All rights reserved x x 1 e e Sales Order Processing This chapter discusses sales order processing which is the process of creating quotations creating despatching and invoicing customer point of sales orders non stock orders and credit notes This chapter contains the following topics Creating Quotation Converting A Quotation To A Point Of Sales Order Creating A Point Of Sale Order Despatching And Invoicing A POS Order Creating A Non Stock Order Creating A Credit Note Crediting Or Part Crediting An Invoice Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 279 Sales Order Processing vci Creating A Quotation 280 Service Accent User Guide You can use sales order processing to create a quotation for a customer for machines consumables or parts This quotation can then be converted into a point of sale order which ultimately can be despatched and invoiced To create a quotation 1 Click View from the Service Accent button bar under Invoicing click the Sales order processing icon nt Core System Admin 2 A CA eC A Admin View Routines Shortcuts Finder Reports To do wind General Customers Contracts Products amp Inventory Engineers a
83. Sunday M Replicate existing scheduled options when rebuilding the schedule A Clear existing scheduled options Fri n 2007 09 00 Tue 10 Jul 2007 15 00 Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 173 Creating Information 174 Service Accent User Guide vci 12 Service Accent calculates the number of visits required in the lifetime of the contract This information will be used by the PM Generation routine 13 Click Close PM Schedule for contract DOMO1 Set up your schedule Set up your schedule with the options below then double click a line in the column you want to change Q This schedule starts on 20 03 2007 and a visit is scheduled every 2 weeks on Tuesday 15 00 Friday 09 00 Scheduled for Engi Duration Value Tue 20 Mar 2007 15 00 0 00 0 00 a Fri 23 Mar 2007 09 00 0 00 0 00 Tue 03 Apr 2007 15 00 0 00 0 00 Fri 06 Apr 2007 09 00 0 00 0 00 Tue 17 Apr 2007 15 00 0 00 0 00 Fri 20 Apr 2007 09 00 0 00 0 00 Tue 01 May 2007 15 00 0 00 0 00 Fri 04 May 2007 09 00 0 00 0 00 Tue 15 May 2007 15 00 0 00 0 00 Fri 18 May 2007 09 00 0 00 0 00 Tue 29 May 2007 15 00 0 00 0 00 Fri 01 Jun 2007 09 00 0 00 0 00 Tue 12 Jun 2007 15 00 0 00 0 00 Fri 15 Jun 2007 09 00 0 00 0 00 Tue 26 Jun 2007 15 00 0 00 0 00 Fri 29 Jun 2007 09 00 0 00 0 00 Tue 10 Jul 2007 15 00 0 00 0 00 Delete schedule 14 Highlight the scheduled date and then
84. T Sothers amp Co 12 03 2007 Abingdon Chemicals Ltd 73 36 Swap Refresh Legend Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 323 Sales Order Processing or by using the Find option at the right hand side of the dialogue The following will be displayed Non stock order 116 Abingdon Chemicals Ltd 1 Setup 2 Delivery details 3 Order details 4 Items f Hon stock order Document No 116 Eee Date 12 03 2007 Complete Invoice to Invoice address Select _Select_ __ Show Show Hudderfield Road Hone Total value 23 34 Discount So 0 00 Delivery Next Day Charge 50 00 Met value 73 34 Tax 4 06 Gross value 7 47 Era antage Computing Ltd 16 Queens Park Business Park Total Less costs Margin Printed Country of sale ENGLAND Exchange rate 1 000 To be invoiced as 73 34 6 Click Edit and then click the Complete button Non stock order 116 Abingdon Chemicals Ltd Click Complete to complete the non stock order and raise an invoice Document No 118 Date 12 03 2007 Invoice to Invoice address Select _ Show Show Vantage Computing Ltd Hudderfield Road Horley Total value 23 34 Discount Ys 0 00 Delivery Next Day r Charge 50 00 Met value 73 34 Tax 4 08 Gross value 77 47 324 Service Accent User Guide 1 Setup 2 Delivery details 3 Order de
85. User Guide The next step is add supplier details Supplier details contain financial and account information Click on the details tab and the following is displayed Supplier Record Wasington Washer Spares 1 Supplier 2 Details Financial details Tax code T 17 50 M Charge tax on delivery where applicable Delete Credit days 20 E Close Account Mo PO Motes Letters User Fielde Supplier Field 1 EL Supplier Field 2 D i Supplier Field 3 EE To add Supplier details 1 In the Financial details select the tax code that applies to the specific Supplier Tax codes are used to calculate the amount of tax when processing purchase orders The drop down list will show all the available tax codes that have been setup in Service Accent 2 Enable Charge tax on delivery where applicable if the supplier charges tax on delivery charges 3 In the Credit days field enter the allotted credit period you have with that Supplier 4 In the Account No field enter the account number the supplier has allocated to you Copyright Vantage Computing Ltd 2007 All rights reserved Creating Suppliers 5 In the Supplier user fields enter any additional information about the supplier Most major records within Service Accent contain up to three user fields As Service Accent in some cases may not be configured to store all of the information you require you can customise the
86. Vantage Computing International 0 00 23 17 03 2004 Vantage Computing International 5 467 00 1000073 23 03 2004 Vantage Computing International 0 00 1000074 23 03 2004 Vantage Computing International 333 33 1000075 23 03 2004 Vantage Computing International 1 000 00 1000076 23 03 2004 Vantage Computing International 1 000 00 13 04 2004 Vantage Computing International 0 00 21 04 2004 Vantage Computing International 60 00 2104 2004 Vantage Computing International 125 00 1000086 05 05 2004 Vantage Computing International 0 00 Reports Find Clear Swap Refresh Legend LEE XL amp X X X X X amp X amp X X KS Provisional ony Queries only D Non zero only 5 Click the Show documents button to display the View sales orders dialogue which shows all sales orders raised View sales orders 1 All orders 2 Non stock orders 3 Credit notes 4 Sales orders 5 Quotes 6 Point of sale 7 Outstanding orders 8 Details Delivery name Value Category Vantage Computing International Vantage Computing International Vv Computing International O k age Computing International 15 03 2006 Vantage Computing International 16 03 2004 Vantage Computing International 5 467 00 1703 2004 Vantage Computing Ltd 5 467 00 23 03 2004 Vantage Computing Ltd 0102 2001 Vantage Computing International 01 02 2001 Vantage Computing International 01 001 Vantage Computing International auting Internati puting Internationa Vantage Computing Inter
87. Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 147 Creating Information 8 You will be asked if an installation job is to be raised Service Accent k 2 Do you want to raise an installation job 9 Click No not to raise an installation job and return to the inventory dialogue or click Yes to raise an installation job If you elect to raise a job the Job New dialogue appears For further information on creating jobs please see Recording a New Job on page 200 The inventory item is automatically saved by Service Accent and the Status now changes from unallocated to customer item Inventory Record New Rental 7 Parts ekit 9 Other i Item 2 Status 3 Contract 4 warranty 5 Lease Edit na f Cust it Allocate or transfer to customer a customer ustomer item Eee Set as unallocated Scrapped Close Notes C Reserved For sale Scrap this item As of 15 06 2006 Now click on the Item tab and you will notice that the inventory item has now been assigned to the customer selected through Finder Also the active neon Free has changed to Customer Asset Mo JA6101 Letters Location MAIN OFFICE m Inventory item is now allocated to Date installed 15 06 2006 A E Cro Customer Vantage Computing International finder 2 Meadway Court Meadway Technology Park Stevenage Herts Sal ZEF Free active neon now changed to Customer The inventory
88. Vouchers box The renewal is now complete Contract Record CNOOO1 1 Contract 2 Specification 3 Biling 4 Customer 5 other Contract Ho engon Service level ELECTRICAL APPLIANCE Contract type Hardware Period Date starts 21 02 2006 Evergreen Lasts For 12 months Date expires 20 02 2007 Cancelled a Contract value 0 00 Status Renewed Discount Ye 0 000 Discounted value 0 00 Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 437 Keeping Up To Date Running Contract Housekeeping Contract Housekeeping is a powerful and convenient Service Accent feature Use it to save time and increase accuracy in contract maintenance To run contract housekeeping 1 Click Routines from the Service Accent button bar under Contracts click the Contract housekeeping icon B 5 Cr Ce 9 view Routines Shortcuts Finder Reports To do Window Help Contracts g D a amp Contract Rental biling Generate PM Contract billing jobs housekeeping Work control Job costing and 2 The contract housekeeping dialog is displayed sll Contract housekeeping Ready to run contract housekeeping Select the options you want to perform and click Stark Select a contract to housekeep oo Rebuild customer tag Field F SE Recalculate work statistics by customer Perform price uplifts E Recalculate average meter copy volume W Take
89. a line in the column you want to change Q This schedule starts on 20 03 2007 and a visit is scheduled every 2 weeks on Tuesday 15 00 Friday The schedule will start on 20 03 2007 4 PM visit should be raised every 2 days Monday weeks M Tuesday C months Wednesday D Thursday M Friday Saturday l Sunday M Replicate existing scheduled options when rebuilding the schedule A Clear existing scheduled options Fri 29 Jun 2007 09 00 Tue 10 Jul 2007 15 00 130 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Creating Contracts 14 Service Accent calculates the number of visits required in the lifetime of the contract This information will be used by the PM Generation routine 15 Click Close PM Schedule for contract DOMO1 Set up your schedule Set up your schedule with the options below then double click a line in the column you want to change Scheduled For Engi Duration Tue 20 Mar 2007 15 00 0 00 Fri 23 Mar 2007 09 00 0 00 Tue 03 Apr 2007 15 00 0 00 Fri 06 Apr 2007 09 00 0 00 Tue 17 Apr 2007 15 00 0 00 Fri 20 Apr 2007 09 00 0 00 0 00 Tue 01 May 2007 15 00 0 00 0 00 Fri 04 May 2007 09 00 0 00 0 00 Tue 15 May 2007 15 00 0 00 0 00 Fri 18 May 2007 09 00 0 00 0 00 Tue 29 May 2007 15 00 0 00 0 00 Fri 01 Jun 2007 09 00 0 00 0 00 Tue 12 Jun 2007 15 00 0 00 0 00 Fri 15 Jun 2007 09 00 0 00 0 00 Tue 26 Jun 2007 15 00 0 00 0
90. actions Add or review this action Assigned to None History Category Subject Motes Action bry 07 06 2006 12 12 i Update this action Update and re assign this action to another user or group Select the to do Category from the drop down list Please refer to the Service Accent Installation and Setup Guide for details on setting up to do categories When you view outstanding to do s they will be displayed in the to do list dialogue in the respective category In the Subject box enter a meaningful subject for the to do This Subject text will be displayed when you view your outstanding to do s In the Notes box enter the details of the to do For example this to do might be in connection with an invoice dispute so the notes would be similar to the following Customer is querying invoice number 12345 they say that the cost of the part appears to be more expensive than what they were quoted The Action by boxes shows the date the to do was created and the time that the to do is to be actioned by By default this is the creation time plus one hour Enable the Update this action button to update this to do but not to re assign the to do to another Service Accent user Enable the Update and re assign this action to another user or group button to update this to do and then re assign the to do to another Service Accent user or group Once this button is enabled the drop down list becomes available Fro
91. and installing Service Accent To access the online knowledge base 1 From the Service Accent button bar click Help and then click the Search the online knowledge base icon Help for Service Service Accent on Search the online Check for updates Accent the web knowledge base Remote assistance Update history Release notes About Service a Accent i PET an aa Pre te eee Le alae as path es inl aera LP sre ere bie To ENT DE EEE T eet ae T a e Eeken eT E rs Or EE Gr bord a TT Ee Er TT stay 2 The following web page is displayed 4 Service Accent knowledge base Microsoft Internet Explorer Fils Edit View Favorites Tools Help Back x a fa F Search se Favorites ra z UNE E J L Address 2 Keia Aneu pariat DUMAS asp z Vantage Computing Product Support Search the knowledge centre Select your product CR ES TERRE SET EEE LEE LE Een 3 From the Select your product drop down list select your product You have the choice of Service Accent Service Accent Small Business Edition or Service Accent Remote Solutions 4 In the For solutions containing box enter a brief description of the information required For example if you want to know how to install Service Accent on a new workstation enter the details as shown below Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 17 Getting Started 18 Service Accent User Guide Se
92. are compatible with the product 1 Select the Compatibility tab The Compatibility tab appears Stock Record AIRCONDCOOL1 Standard Air conditioning O X 1 Part 2 Pricing akit 4 Usage 5 More 6 Alternatives 7 Compatibilit This product has the Following compatible parts Description There are no items to show in this view Close Motes Price book Documents AAi 102 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Creating a Product Stock Record PCI To add a new part click Add and the Finder appears Select the part For more information see Using the and the part will be added Finder on page 40 1 Part 2 Pricing 3 Kit 4 Usage 5 More 6 Alternatives Compatibility Abandon This product has the Following compatible parts ae Description Fan Belt Delez Close Motes Price book Documents EE e cee ae omes EEE ETS hotes Documents 3 Click Save to save the new product record and then click Close to exit the stock dialogue Adding Notes to Stock Records To add a note to a stock record 1 Inthe Stock Record dialogue click Notes 7 Compatibility 1 Part 2 Pricing 3 Kit 4 Usage 5 More 6 alternatives Part Wo AIRCONDCOOLI Click Notes to add notes to the Description Standard Air conditioning cooling unit stock record abegory DOMESTIC APPLIANCE M MW Is a product fi e has a ser
93. as transfers are often carried out by the customer and this procedure merely used to update your records 20 The inventory item is now automatically saved If you select the Item tab you see the updated customer and equipment location 428 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Transferring Equipment to Different Sites PCI Setting an Item as Unallocated To set an item as unallocated 1 Onthe Status tab Inventory Record 111 145 ARISTON INDUSTRIAL DISHWASHER E Rental 7 Parts skit 9 other 1 Item 2 Status 3 Contract 4 warranty 5 Lease Cube ikea Allocate or transfer to customer m Unallocated Set as unallocated Scrapped C Reserved For sale Scrap this iter 2i s of Motes History Installation Letters CPI Details WU Sold ak price 0 00 Buy in cost 0 00 2 Click the Set as unallocated button The following prompt appears Service Accent You are about to deallocate this item Deallocating this item will remove it From the customer s inventory list as well as any contract it may be on Please confirm that you want to continue deallocating this item 3 Click No not to unallocate the inventory item or click Yes to unallocate the item This will remove it from the customers inventory list and any contract that the item is on 4 The following is displayed Service Accent Enter the loc
94. been put on Hold see the status tab the time the job was on hold for will be shown in the Held box 244 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Closing a Job 5 The Out of hours time allows you to show how much of the work time was actually done outside of the normal hours of cover Any time entered here will be used to charge the customer the out of hours rate as defined in the charge band for this particular job 6 You can optionally use the Mileage and Travel hours fields The mileage must be entered as the number of miles travelled to reach the site The travel hours must be entered using decimals e g 1 5 is 1 hour 30 minutes 1 75 is 1 hour 45 minutes etc 7 If the customer is on a voucher contract the Voucher box will be enabled and the number of vouchers used for this call can be entered W Job has been completed Started 15 10 2004 14 29 Held 48m Completed 1310 2004 175 in eh 4 em Out oF hours time Dh Mileage 45 Total time 10h 43m i 20 Travel hours PO Next job notes Close this job Extend this job At this stage there are several options available e Add Next job Notes e Add parts used e Close this job e Extend this job A full explanation of these options follows Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 245 Work Control vci Adding next job notes Occasionally notes need to be
95. by using the search string CAR or enter the search string CONTROLS This wildcard search the asterisk character either side of the string is not available on all fields The more information you provide in the search string the more specific the results After you have entered the search string click Find Now or press Enter The search results appear in the Search Results section You can only use one search method field at a time multiple selections are not available and searches are not case sensitive You can open a record from the Finder by double clicking the relevant line in the search results To clear your current selection criteria and make a new search click New Search To create new records from the finder If the record you are searching for does not exist click New to open the dialogue required to create the record The New button is only available from the Customers Products and Parts and Jobs tabs To expand your search results Each tab of the Finder dialogue is equipped with a series of radio buttons After you retrieve the record you can view additional details about the record For example when you retrieve a customer record select Contracts to view all contracts for the specified customer Finder E E x Search for customers The results will show contracts 1 Customers 2 Products and parts 3 Jobs 4 Invoices Name WANT a Customers aj Find now f Contracts Venant
96. cancelled inventory off contract Remove Warranties over O months old Sek contract nominal codes From SLA 3 From the drop down list select the contract on which you want to run the housekeeping function or leave blank to run contract housekeeping on all contracts 438 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Running Contract Housekeeping 4 The following housekeeping options are available Selecting this option Causes housekeeping to Rebuild customer If automatic tag formatting is enabled tag field recreate the tags to ensure that they reflect changes to their elements For example if the format is Name Address 1 Service Accent copies those fields from the customer records and recombines them Optionally you can choose a new format Only rebuild blank If automatic tag formatting is enabled tags create tags for customer records that lack them Recalculate work Recalculate the statistics in the Customer statistics by Record dialog on the number of outstanding customer and completed jobs Perform price uplifts Perform price increases as configured in the contract record aS necessary Recalculate average Recalculate the value for average copy meter copy volume volume based on the latest meter readings This should improve the accuracy of estimated readings Take cancelled Remove any cancelled inventory items from inventory off the
97. dialogue appears View sales orders 01 02 2001 01 02 2001 07 02 2001 0702 2001 07 02 2001 08 02 2004 08 02 2001 08 02 2001 11 03 2004 1603 2004 17 03 2004 Vantage Computing International Vantage Computing International mputing International Vantage Computing International Line Electrical Ltd Line Electrical Ltd Line Electrical Ltd LE X Morris Ltd A T Sothers amp Co A T Sothers amp Co Vantage Computing Ltd Vantage Computing International Vantage Computing Ltd 125 00 5 467 00 Crediting Or Part Crediting An Invoice New Open Reports Find Clear Swap Befresh Legend The orders shown in black are completed orders and the orders shown white on red are open orders 6 Click the New button on the right hand side of the dialogue Document New 1 Setup C Quotation Document Ma C Point of sale order C Hon stock order C Credit note _Select_ son Eec Date fF Close Notes Print Documents Show totals 7 From the Document New dialogue select the radio button for Credit note Certain parts of the dialogue now become active The sales order is automatically assigned a document number and the date created the Invoice to area becomes available and the Credit neon becomes enabled Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 341 Sales Order Processing Document Hew 1 Setup C Quotation Documen
98. document which you will not be able to amend if vou proceed and create credit note Continue Click No if the credit note is not to be generated 6 Click Yes to generate the credit note Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 343 Sales Order Processing 7 Service Accent will automatically create an authorised credit note for the invoice to be credited and the following will be displayed Invoice 500007 Contract 1 Summary 2 Details 4 Tax breakdown Invoice to Deliver to Invoice Mo 500007 Account Mo KEOOI Invoice date 14 Mar z007 Due date 13 Apr 2007 Invoice Yalue Het value 2 223 772 Printed Query WATITAX value 359 15 Exported VAT Tax desc T1 17 50 Gross value 2 612 87 Order Mo Exchange rate 1 000 Contract scooo01 Invoiced as 2 225 72 Kelvin Engineering Ltd G For full details on invoice procedures please refer to the chapter on invoicing on page 371 8 As the whole contract invoice has been credited the next step is to roll back the contract billing date so that the contract can be amended if need be and contract billing rerun for this contract if required 9 From the invoice dialogue click on the Contract button to drill down to the contract dialogue Invoice 500007 Contract 1 Summary 2 Details 4 Tax breakdown Invoice to Deliver bo Invoice
99. double click the Engl Category Fault or Duration value fields to set the defaults ready for the job creation PM Schedule for contract DOMO1 Set up your schedule Set up your schedule with the options below then double click a line in the column you want to change Q This schedule starts on 20 03 2007 and a visit is scheduled every 2 weeks on Tuesday 15 00 Friday 09 00 Scheduled for Engi Fault Duration Value 1 Tue 26 Jun 2007 15 00 0 00 0 00 a Tue 21 Aug 2007 15 00 0 00 0 00 Tue 16 Oct 2007 15 00 0 00 0 00 Tue 05 Feb 2008 15 00 je Smedley 0 00 0 00 Fri 21 Mar 2008 09 00 Peter Rushworth 0 00 0 00 Fri 25 Jan 2008 09 00 0 00 0 00 Fri 30 Nov 2007 09 00 0 00 0 00 Fri 05 Oct 2007 09 00 0 00 0 00 Fri 10 Aug 2007 09 00 ee eeractor 0 00 0 00 Fri 15 Jun 2007 09 00 0 00 0 00 Fri 20 Apr 2007 09 00 0 00 0 00 Tue 20 Mar 2007 15 00 0 00 0 00 Fri 04 May 2007 09 00 0 00 0 00 Fri 29 Jun 2007 09 00 0 00 0 00 Fri 24 Aug 2007 09 00 0 00 0 00 Fri 19 Oct 2007 09 00 0 00 0 00 Delete schedule 15 To delete the schedule click the Delete schedule button and the following appears Service Accent Delete the entire schedule For this item 16 Click No to leave the schedule intact or click Yes to delete the entire schedule for this contract 17 Click Close to close the PM Schedule without saving any of the schedule options Copyright Vantage Computing Ltd 2007 All rights reserv
100. down list 4 To create a new contact click the New contact button and the new contact dialogue appears Please see page 110 for further details 5 The Applies to section is only completed if an inventory item is selected when you select a customer when the point of sale order is first created Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 299 Sales Order Processing 300 Service Accent User Guide The next step is to setup or check the order details Click the Order details tab and the following is displayed 10 Point of sale order 115 Abingdon Chemicals Ltd Seles 1 Setup 2 Delivery details 3 Order details 4 Items Payment method Abandon Method Auth Save Credit days 30 Delete Close SSS SE Motes Documents Serie Show totals Sales region JAMES JOHNSON Category None Any additional comments and instructions Select the Method of payment from the method drop down list The are six different payment methods are Cash Cheque Credit Debit card On account Direct debit and Upfront payment required The Credit days default to the credit days as defined on the customer record To select different credit days select from the drop down list or manually enter the number of credit days The Auth box can be used by a manger supervisor to authorise the point of sale order This is not a mandatory entry The Credit Debit car
101. down list When a new field service job is created for this inventory item the job will be provisionally allocated to this engineer 3 Select the Preferred workshop engineer from the drop down list When a new workshop service job is created for this inventory item the job will be provisionally allocated to this engineer 4 Select the Preferred contact from the drop down list Normally when a new service job is created the contact defaults to the primary contact on the customer record see page 110 for further details however if a preferred contact is setup against this inventory item this contact will be displayed instead 5 In the Invoicing analysis code field to a enter a unique analysis code This is used for reporting purposes 184 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Adding Details To Allocated Inventory Items 6 A popup alert will appear whenever a new job is logged against this inventory item To setup a Popup alert message click the Popup alert button and the following is displayed E Notepad E Eg Enter the popup message for this item here nter the popup message For this item here Delete amp close Save amp close 7 Type the message that will popup 8 To delete the message click Delete amp close 9 To save the message click Save amp close 10 When a job is logged for this inventory the following will be shown Job New field j
102. down list for this customer Any field service call for this customer will be automatically provisionally assigned to this engineer To remove a field engineer click the x button next to the Preferred field engineer field In the Preferred workshop engineer field select the preferred workshop engineer from the drop down list for this customer Any workshop service call for this customer will be automatically provisionally assigned to this engineer To remove a workshop engineer click the x button next to the Preferred workshop engineer field In the Preferred booking engineer field select the preferred booking engineer from the drop down list for this customer Any booking service call for this customer will be automatically provisionally assigned to this engineer To remove a booking engineer click the x button next to the Preferred booking engineer field In the Customer s business hours field select the preferred business hours from the drop down list for this customer Business hours can be applied to individual customers This is used to calculate the downtime value For example you may offer 24x7 cover but the customer is only open for business 9am to 5pm in this case a job logged at 8am and fixed at 6pm would show a customer downtime figure of 8 hours and not 10 hours Once a preferred business hour has been selected click on the Customer s business hours button to drill down to the Hours of business dialogue To re
103. every 1 months 10 11 12 13 PM Schedule for contract DOMO1 The schedule will start on 0 03 2007 4 PM visit should be raised every 1 days Monday weeks D Tuesday months D Wednesday Thursday Friday Saturday l Sunday at M Replicate existing scheduled options when rebuilding the schedule d Clear existing scheduled options You can schedule PM visits to occur on specific days of the week i e every 2 months on a Tuesday every 3 weeks on Mondays and Wednesdays etc The Schedule will start on box defaults to the date the contract starts Accept this date or enter a new PM schedule start date The frequency of PM visits defaults to 1 per month To change this enable the time frequency days weeks of months and enter the number of PM visits in the A PM visit should be raised every box Enable the Day and Time the PM is to be scheduled for You can select more than one day time Enable Replicate existing scheduled options when rebuilding the schedule to have the PM schedules rebuilt in accordance with the current options when the contract is renewed To clear remove the exisiting schedule options click the Clear existing scheduled options button This will clear the options and remove the scheduled visits from the PM schedule Please use with caution An example of a complete PM schedule is shown Set up your schedule Set up your schedule with the options below then double click
104. following message will be displayed Service Accent Confirm delivery address S The customer vou have selected will be invoiced to different address Continue 11 Click No to select another customer 12 Click Yes to accept a different invoice address The delivery address will be the actually address of the customer and the invoice address will be the head office account 282 eService Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Creating Quotation 13 After selecting the customer the Document New dialogue appears similar to the following Document New 1 Setup 2 Delivery details 3 Order details 4 Items Quotation Document No 111 credit aninvoice Save Revision 1 Date 08 03 2007 Convert to order Close Notes Invoice to Invoice address Print Vantage Computing Ltd 16 Queens Park Business Park Documents show Hudderfield Road Horley Show totals Total value O 0 00 Total Discount O 0 00 Less costs Delivery IN ore k naan ce oT Printed Met value D 0 00 Country of sale ENGLAND Tax fF Exchange rate 0000 Gross value 0 00 To be invoiced as O EDD 14 To see details of the customer click the Show button to open the customer dialogue 15 From the Delivery drop down list select the applicable delivery charge The Charge box will then show the delivery charge Total value 0 00 Total 0 00 Discount
105. i Tree Add Modify Remove Print the quotation Documents Total 3 05 7 95 Profit margin for Less costs 1 500 00 the quotation Margin 1557 95 To modify an item on the quotation 1 To modify an item on the quotation ensure that the view is in List mode highlight the required item and then click Modify 2 Change any of the item details as outlined in steps 1 to 16 3 Click Save to save the modified item or click Abandon if the changes are to be discarded To remove an item from the quotation 1 To remove an item from the quotation ensure that the view is in List mode highlight the required item and then click Remove 2 You will be prompted to confirm that the item is to be removed from the quotation click Yes to confirm Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 289 Sales Order Processing To print a quotation 1 To print the quotation click the Print button on the right hand side of the dialogue Items on this document bandon Click Print to print the Description ty Value Cost Margin gt Save quotation Et INDUSTRIAL DIS 1 00 3057 95 1500 00 1 557 95 E Delete Close eal Motes ge Add Modify Remove Ship Print j Documents 2 The Report dialogue is displayed with the sales order processing reports already pre selected y item details Be Reports Reports and letters Select the tem you want to
106. invoice dialogue is redisplayed Invoice 50000 7 Contract 1 Summary 2 Details 4 Tax breakdown Invoice to Deliver to Kelvin Engineering Ltd Invoice Yalue Met value 0 2 223 72 WAT Tax value 3815 VAT I Tax desc Ti 17 50 Gross value 261267 Exchange rate O 1 000 346 Service Accent User Guide Invoice No 500007 Account Mo KEO0 Invoice date 14 Mar 2007 Due date E Apr 2007 Printed Query Exported tL Document Order Ho Sc0000 Copyright Vantage Computing Ltd 2007 All rights reserved Crediting Or Part Crediting An Invoice 17 To print the credit note click Print 18 After the credit note has been printed click Close to close the invoice dialogue 19 The credit note is now complete and the complete neon is active to indicate this Credit note 122 Kelvin Engineering Ltd 1 Setup 2 Delivery details 3 Order details 4 Items Credit note Document No 122 Credit an invoice Date 14 03 2007 Hullo Close Motes Invoice to Invoice address Print Kelvin Engineering Ltd Pacumects Basing House Little Basing Road E See invoice Hook v Show totals Total value 2 223 72 Total 2 223 72 Discount oi D 0 00 Less costs tnt Margin 2 223 E Delivery 3 Printed Charge Met value 2220 72 Country of sale ENGLAND Tax 399 15 Exchange rate 1 000 Gross value 2 612 8 To be invoiced as 2 225 72
107. left for the next engineer who attends this customer These could be tasks to complete special instructions for accessing the building etc Adding next job notes 1 In the completion tab click Edit and then click the Next job notes button Job 63 Vantage Computing Ltd fc ox tJob 2Details 3 Faults 4 Status 5 Completion 6 Tasks 7 Misc MW Job has been responded to Abandon Jobs Responded 21 02 2007 17 21 in 20sh aam A ee Comments ae Delete Audit Missed M Pag Close Loans Notes Issue Parts Letters W Job has been fixed Fixed 21 02 2007 17 21 in 6205h 48m Comments E if Job has been completed 1 02 2007 RE Held Ba Completed 21 02 2007 RER in D out of hours time Mileage D Total time 258d 13h 48m Saal Travel hours BO Out of hours travel Bg Next job notes Close this job Extend this job i 2 The following is displayed E Notepad Next job notes Jext job notes Delete amp close Save amp close 246 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Closing a Job 3 Enter the Next job notes in the space provided 4 Click Save amp close to save the notes and return to the job dialogue completion tab The next time a call is logged for this customer the notes will appear as a popup window see page 203 for details Specifying Parts Used You can record details of any part
108. list to select the stock category The categories you specify are completely up to you You can use a global category such as Machines or much more detailed categories Your choice depends on the level of detail you want available for reporting For more information see The Service Accent Installation and Setup Guide Enable Is a product to create serial numbered items based on this stock record Service Accent treats serialised items as products and non serialised items as parts Selecting this option enables the Requires PMs options Enable Is always chargeable to ensure the product you are creating is always invoiced regardless of how the service contract is applied Enable Requires PMs to indicate planned maintenance required In the Location field enter the physical location of the product on your premises for example a shelf or area in stores In the Manufacturer field enter the name of the manufacturer often only used where this is not obvious from the fields already completed In the Man Part No field enter the manufacturer s part number which may be different from your own In the Supplier field use the drop down list to select the supplier of this product This is used by the purchase ordering system to generate automatic orders Copyright Vantage Computing Ltd 2007 All rights reserved Creating a Product Stock Record 11 Click Others to open the Price book dialogue This dialogue enables 1
109. menu click EM Utility Buttons To close a menu panel and return to the Service Accent button bar Views are equipped with the following buttons fi e dally cNaden ny arrington ms val av don E Hew Open Reports Find Clear Swap Refresh View dialogue utility buttons An explanation of each of these utility buttons follows Button New Open Reports Find Copyright Vantage Computing Ltd 2007 All rights reserved Description Use to create a new record Not available on all views Use to open a record assuming you have highlighted the record in the view To open a record double click the required line Use to select and run reports specific to the current view Use to search for a specific record or records The find options presented to you change according to the type of view N Specify find options Customer No Is Tag Name l s Post Code l s S ec In the example above the Find dialogue was accessed from the Customer View The search options thus include Customer Number Tag Name Post Code and Country Country Is To search for records that match your criteria a positive search enter your search value in one of the selection fields and then click OK To search for records that exclude your criteria a negative search from the drop down list adjacent to the criteria field select Is not F
110. missed Service Accent automatically enables the Missed check box 5 If the Missed check box is selected you have the option of selecting a reason from the adjacent drop down list MOLTI Lee Job has been fixed Parts Fixed 13 10 2004 14 29 in 0 Letters s RN Logged 12 10 04 15 02 Missed Unable to gain access REC Customer rok preser eee Job has been completed Traffic m Unable to gain access Customer on stop pron ats TOUT Job has been completed 1 To complete the job or the current stage of the job select Job Has Been Completed 2 The Started date and time defaults to the Responded date and time and indicates the date and time that the work began You may want to change this default if for example the Engineer had to wait on site before beginning work 3 The Completed date and time defaults to the Fixed date and time and indicates when the work finished If Job has been fixed has not been selected the date will default to the current system date and the time will be blank After you have confirmed the above dates Service Accent automatically calculates the following in working hours and minutes Field Description Work time The interval between the Started date and time and In the Completed date and time Appears adjacent to the Completed field Total time The interval between the original Logged date and time and the Completed date and time 4 If the job has
111. not have a contract 1 Click View from the Service Accent button bar under General click the Customers icon Service Accent Core System Admin mn ve ECC System Admin View Routines Shortcuts Finder Reports To do wir General arn 2 3 a o Customers Contracts Products amp Inventors Engineers parts locations Work control Open jobs Closed jobs Batchjob Escalations Visual logging scheduler Invoicing Invoices Sales order costings processing Stock control 156 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Creating Non Contract Inventory Items 2 The View customers dialogue appears View Customers Customer Contract customers Non contract customers Head office customers Customer No 6100001 ALTOOOO1 amp NDO0001 47500001 47500002 6400001 BRO0O0001 C4R00001 C S00001 CHE00001 CYRO0001 FBLOOOO1 FINOO001 FRAO0001 H4LO0001 HUTO0001 Abingdon Chemicals Ltd 5S Altens Minto Projects Ltd Andover Security Ltd St A T Sothers amp Co Ltd Sou A T Sothers amp Co Imming Bawn Telecom Solutions Pl Brookfield Network Solutio Cardkey Controls Ltd Re Case Allnet Ltd Bagshot Chessman Watermark amp C Cyril Dicks Ltd Ruislip F Bloggs amp Co Ltd Steven Finch Stairlifts UK Ltd Lon Frank Waldon Contractors Hall Gosset amp Faithful En Hutcheon Lancare L
112. or review this action Assigned to Admin History Category Invoicing 07 Jun 2006 14 54 Admin Customer is querying invoice number 12345 they Subject Invoice number 12345 query say that the cost of the part appears to be more exensive than what they were quoted Motes Action by 07 06 2006 liz 12 f Update this action Update and re assign this action to another user or group s Close this action a 8 Any previous notes regarding this to do are shown in the History box on the right hand side of the dialogue The most recent notes will be shown at the bottom of the history view 9 Inthe Notes box enter any further notes concerning the to do 10 There are three possible actions at this stage e Close the action see To close a to do on page 56 e Update this action to update this to do but not to re assign the to do to another Service Accent user e Update and re assign this action to another user or group to update this to do and then re assign the to do to another Service Accent user of group See To re assign a To do on page 53 11 An example of a completed to do action is shown below My actions Add or review this action Assigned to Admin History Category Invoicing 07 Jun 2006 14 54 Admin Customer is querying invoice number 12345 they Subject Invoice number 12345 query say that the cost of the part appears to be more exensive than what they were quoted Notes Th
113. over its purchase history This figure is useful for valuing your stock 12 If your contracts quote a standard price for the item record that price in the Contract price field 13 Click Nominals to assign tax codes part Nominal entry Apply your accounting codes Nominal code i Cost centre code Department code 14 Use the drop down list to select the Nominal code Cost centre code if required and the Department code if required 15 Click Ok and the Stock dialogue is redisplayed Stock Record New 7 Compatibility 1 Part 2 Pricing 3 Kit 4 Usage 5 More 6 Alternatives Price O D5 Cost 025 Scale Weighted average O D5 Contract price PO default annual value Pricing 4003 4004 001 Tax code T1 17 50 Customer discount 1 Customer discount 2 Customer discount 3 Supplier discount Copyright Vantage Computing Ltd 2007 All rights reserved KOR Save Close Motes Price book Documents LMI Service Accent User Guide 71 Creating Information VCI 16 In the Customer Discount 1 2 3 fields enter the discount that can be offered to customers These discounts are percentages After the number is entered the discounted price is shown to the right of the field 17 In the Supplier discount field enter any discount that the preferred supplier offers This is the main supplier as set up in the Parts tab An example of the completed
114. part The part is removed from the job Modifying a Usage Record You may need to use this feature to adjust for example the quantity used or the unit price 254 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Closing a Job To modify a usage record 1 Select the relevant part in the list at the top of the Parts for Job dialogue Parts for job 63 Part No Description Qt Status FaNI2 Fan belt For standard pwer unit 1 Parks used Add part Modify Remove Details Select part Estimate only 0 Part No Fanz ft This part has been used f Request this part Description Fan belt For standard pwer unit Part has been despatched Qty 1 Unit price 2 56 Source L tional Unit cost 1 06 Seis as Location Peter Rushworth our ref Returns ref Replenish this part Order Ho Despatch note 2 Then click Modify Parts for job 63 Description Qt Status Fan belt For standard pwer unit 1 Parks used Fr dd part Modify Remove etet Estimate only Details Part Ha F AN1 fe This part has been used Bequest this part Description Fan belt For standard pwer unit part has been despatched Qty Unit price 2 56 Source L tional Unit cost 1 06 ee T Location Feter Rushworth Your rer ee Returns rer EE Replenish this part Order Mo Despatch note Save Abandon 3 Modify the inform
115. previous export has been completed from this workstation the following message will be displayed Service Accent The file c itrans csy already exists Click Yes to overwrite it or No to append ta it 9 Click Yes to confirm that the existing file is to be overwritten 10 Click No to append this export to the existing file 11 Click Cancel to return to the invoice selection screen 12 A report will be displayed showing any errors and the number of invoices exported Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 417 Invoicing 418 Service Accent User Guide P 20070319122039 txt Notepad File Edit Format View Help Sage Line 50 Export 19 03 2007 12 20 217 to 217 31 03 2007 NO Admin ciNtrans csv Invoice Customer comments OK 217 Vantage Computing Ltd 13 The export wizard has now completed E Export to Sage Line 50 Finished exporting your data 1 items were exported to the file cc trans cev You need to rn your accounting package and import this file now To export more data click Back 14 Click Close to close the export wizard 15 The export routine creates a csv comma separated value file If required this file can be opened in Microsoft Excel and edited It is recommended that the only field that is amended is the description When the file is created the description of the transaction is the actual invoice line descrip
116. price tab is shown below Stock Record New fe al 7 Compatibility 1Part 2 Pricing 3 Kit 4 Usage 5 More 6 Alternatives Pricing Price OoOO D5 Delete Cost 0 25 Scale Weighted average 0 25 Close Contract price 0 00 default annual value Nokes Nominals 4003 4004 001 Price book Tax code lti 17 50 Documents Customer discount 1 5 00 0 52 Notes Customer discount 2 10 00 0 50 Documents Customer discount 3 15 00 Supplier discount 25 00 Adding Part Kit Details The next step is to setup the kits Select the Kit tab The Kit tab appears stock Record New AE 7 Compatibility 1 Part 2 Pricing 3 kit 4 Usage 5 More 6 Alternatives Abandon Save Black washer for main motor Delete Close Motes Price book Documents LH You can optionally use the Kit tab to specify the components of the part Before entering a kit be sure to Save the stock record by clicking the Save button 1 Highlight the part shown in bold and then click Add The Finder appears Use it to select the part you want to add to the kit 72 e Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Creating a Part Stock Record 2 Enter the quantity required in the Quantity dialogue Service Accent How many should be on the kit 3 Click OK and the Stock dialogue is redisplayed Stock Record New 7 Compatibility 1 Part 2 Prici
117. reserved Service Accent User Guide 139 Creating Information CI 7 Click Save and close to save the budget and exit the budget price book or click Save then add another to save the budget and be prompted for another category 8 A completed budget dialogue appears similar to the following Contract Record Mew Sales 1 Contract 2 Specification a Billing 4 Customer 5 Other Abandon Description ane Delete Close Notes Letters Print Modify Financial Budgets Subcontracting Other Adding a Subcontractor Use the Subcontracting subtab to add a subcontractor to the contract To add a subcontractor 1 From the Other tab click the Subcontracting subtab The Subcontracting subtab appears Contract Record New fc ol Abandon 1 Contract 2 Specification 3 Billing 4 Customer 5 Uther This contract is subcontracted Save Delete Close Notes Letters Print Financial Budgets 2 If the contract is going to be handled by a subcontractor enable This contract is subcontracted The remaining fields will then be come active 3 From the Subcontractor drop down list select the subcontractor who is handling the contract 140 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Adding Other Details Creating Contracts The Total cost field is calculated by clicking the 1 button The cost is calculated by adding together all the subcontract
118. rights reserved Creating a Product Stock Record Creating a Product Stock Record Click New to create a new part record Copyright Vantage Computing Ltd 2007 All rights reserved To setup inventory items you must create product stock records This section describes how to add a product stock item to Service Accent 1 Click View from the Service Accent button bar under Stock control click the Products amp parts icon rr Finder Shortouts Cr Admin View Routines Reports a o Customers Contracte Products amp Inventom Engineers amp parts locations Work control Description Category Price Cost Location iw 002702570U Objectives Open 002770070U Objectives 56 01 0 00 66 002772570U Objective 2 77mm x 25 7 81 90 0 00 61 Reports 09 0100 13 BF angulation mesh 11 79 0 00 7 a 09 01 00 14 Paediatric angulation mesh 13 76 0 00 18 09 0100 15 EF large angulation mesh 11 87 0 00 2 Clear 1001 002 HINGE SPARE PAR 0 50 0 30 0 102x88x31 T Window 6 63 0 00 15 Swap 1119386 Fiber Optic Bundle 563 56 0 00 18 1119448 Fiberoptic bundle 535 50 0 00 2 __Betresh_ 1119557 Fiber Optic Bundle 414 31 0 00 2 118x03 Sapphire window 1 18 x 34 00 0 00 14 119000081 Objectives 66 00 0 00 28 119K1375 Optical Rods S Z 1 19 x 26 40 0 00 80 1312 111 002 WASHER SPARE PAR 3 Click New View Stock E x Description Category Price Cost Locat
119. run and click Aun Reports Letters Reports e Document listing by customer a Sales order processing Fe Parts sold by customer Fe Picking list Fe Print document Fe Re print delivery note c WUNTVAC RICOH Aficio CL7300 PCL 5c 4uto Tray Select Run report 3 In the right hand plane click Print Document and then click Run report or double click the report 4 The Print document wizard dialogue is displayed Print document wizard You have already selected one record to include in this report Any selections you make in this wizard will only apply to that record Click Run report now below iF you wish to run the report using that record without stepping through the wizard se Run report now 5 As the quotation has already been selected the remainder of the wizard does not have to be undertaken simply click the Run report now button 6 The quotation will then be displayed on the screen ready to be printed 290 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Converting A Quotation To A Point Of Sales Order Converting A Quotation To A Point Of Sales Order Once a customer has accepted a quotation and wants to order the items an order needs to be created The way to do this is to convert the quotation to an order This saves time as all the original details do not have to be re entered into a new order If a quotation has not been previously created a new or
120. sale POS order the quotation dialogue changes to the point of sale order dialogue a new point of sale order number is created the order type changes to point of sale order and the active neon changes to POS The new point of sale order is then automatically saved Quotation dialogue changed to Point of sale order 113 A T Sothers amp Co m ox Point of sale order dialogue 1 Setup 2 Delivery details 3 Order details 4 Items Order type changed to point of Edit a j i sale order Point of sale order Document No 113 Date 08 03 2007 Complete New point of sale order number created cl Motes Invoice to Invoice address Print Select T Sothers and Co Ltd Tee Barrington Hall Show Malvern Place Southampton Show totals Active neon text now Total value 150 00 Total changed to POS etes 0 00 Less costs Margin Delivery Mone ria ee TT Printed Het value 150 00 Country of sale ENGLAND Tax 26 25 Exchange rate 1 000 Gross value 176 25 To be invoiced as 150 00 Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 293 Sales Order Processing 294 Service Accent User Guide vci Although the quotation has been converted to a point of sale order the quotation can still be viewed but cannot be edited If an attempt is made to edit the latest revision of a quotation the following message is displayed Service Accent An
121. the following is displayed 24 e Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Copyright Vantage Computing Ltd 2007 All rights reserved o Service Accent database information wizard Service Accent database mapper Your Service Accent database is located in C Progra 14ccentOB Test Core Database information Q Dictionary is in Service Accent version 4 6 200 Format Version 12 modified 09 03 2007 10 Click Close to return to the About Service Accent dialogue About Service Accent Service Accent Service Accent Version 4 6 build 200 RC amp SP1 SP2b SPS SPH Copyright 1997 2007 Vantage Computing Ltd All rights reserved This product 1 licensed under the terms of the End User License Agreement to Core System Service Accent is a trademark of Wantage Computing Ltd Database C iProgra 1l ccentDB Test Core 09 Mar 4007 Size 26 22Mb Database diver Btrieve Compatibility DLL 0 114 0 Windows wersion Windows XP 5 1 Service Pack 2 GBR Crystal wersion 11 0 0 1972 Total RAM 1 038 412Kb Available RAM 265 652Kb 11 Click the word Database driver shown in Blue to Help run the Pervasive SQL analyser This wizard helps you identify the version of Pervasive SQL you have installed This option should only be run when requested by your support provider Service Accent User Guide 25 Getting Started 12 The following dialogue is dis
122. the right of the Contract No field Click Find Now or press Enter or Tab if you prefer Your search results detailing both the contract and the associated customer record is illustrated below N Finder 5 E EJ Search for customers PN The results will show contracts pi 1 Customers 2 Products and parts 3 Jobs 4 Invoices Name a Customers a End BEL f Contracts Ey f Inventory Et Post Code B ij Phone Ma Contract Wo SCO Serial No Asset Mo Legend Search results Atens Minto Projects Ltd Pudsey ALTO0001 Atens Minto Projects Ltd Pudsey El Contract Ho Starts Ends SCO0010 01 01 2001 3142 2001 Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 43 Getting Started vci To expand your search results using the radio buttons The default radio button selection is now Contracts because you have chosen to search for a contract record To view the inventory for this contract select the Inventory radio button Search for customers The results will show inventory 1 Customers 2 Products and parts 3 Jobs 4 Invoices Name f Customers ee Tag Contracts New search Post Code Phone No ontrack Mo Serial No Asset Na Search resus Atens Minto Projects Ltd Pudsey ALT 0001 Atens Minto Projects Ltd Pudsey El Contract Ho Starts Ends SC0001 0 01 01 2001 S14 2 2001
123. this engineer is a sub contractor Enable Locational store only if this engineer is a location not a physical engineer If you are holding stock in other locations whether customers other warehouses etc you need to create that location as an engineer record and have this box enabled This will allow you to transfer stock from main stores to location stores Copyright Vantage Computing Ltd 2007 All rights reserved Creating Engineers An example of a completed dialogue is as follows Engineer Peter Rushworth 1 Engineer 2 More 1 3 More 2 4 Vehicle 5 Remote work phone 01438315200 0 Home phone O39373671278 Mobile 0798765445667 Fax Mext of kin Mr Smith Email address prush anycompany com Internet address Wwawweanycompany com Comms address Nomad trialO2 Le Pager 234 Code 53 Team PE Job type ll job types T MW Jobs can be issued Locational store only Sub contractor aL RELL Completing The More 2 Tab 1 Click the More 2 tab The More 2 tab appears Engineer Peter Rushworth 1 Engineer 2 More 1 3 More 2 4 Vehicle 5 Remote Transfer all outstanding jobs For this engineer to another engineer ET rarte LLEFFLTE 2 If you need to transfer all outstanding calls from one engineer to another engineer or resource the engineer could be going on holiday or a training course for a few weeks and this is the easiest and quickest way of transferrin
124. wASHER Click Next ko continue lt Previous Next gt 5 This summary dialogue is showing that all occurrences of the first part will be replaced with the second part In the example shown above part number Belt12 will be replaced with part number 1312 111 002 throughout the Service Accent database Copyright Vantage Computing Ltd 2007 All rights reserved Creating a Part Stock Record 6 Click Previous to return to the previous screen to select a different part or click Next to continue and the following dialogue appears Merge records This will let merge records together Select the record to replace the current one These are the tables in your database that will be updated Components Inventory Invoice Lines Stock Holdings Stock Movements Work Work Parts Delete the original record after the merge completes In order to continue vou must tick this box then click Finish lt Previous i A list of all the tables that would be affected by the change are displayed 7 If the original part is to be deleted after the completion of the merge enable Delete the original record after the merge completes 8 Enable In order to continue you must tick this box then click finish to confirm that you wish to go ahead with the merge 9 Click Finish to start the merge 10 A progress bar will indicate the progress of the merge 11 After the merge has completed the following will be displayed Mer
125. you make on this job will not change the original service invoice or costs To change the billing information you must amend the relevant extension rather than the job itself To do this Click on Audit and the following is displayed View extensions amp audit 81 Kelvin Engineering Ltd 1 Field 2 Extensions 3 Audit 4 Tasks Description Job Logged Assigned to engineer Sent to remote user Sent to remote user Sent to remote user Sent to remote user Sent to remote user Sent to remote user Sent to remote user Sent to remote user Sent to remote user Sent to remote user Sent to remote user Sent to remote user Sent to remote user Copyright Vantage Computing Ltd 2007 All rights reserved 11 05 2004 10 57 11 05 2004 10 57 02 05 2006 13 09 03 05 2006 14 14 03 05 2006 14 14 03 05 2006 14 15 03 05 2006 14 24 03 05 2006 17 44 03 05 2006 18 35 04 05 2006 09 00 04 05 2006 10 05 04 05 2006 11 17 04 05 2006 11 17 04 05 2006 15 25 04 05 2006 15 44 Duration User Admin Admin Remote us Remote us Remote us Remote us Remote us Remote us Remote us Remote us Remote us Remote us Remote us Remote us Remote us Engineer focation DAVID MORRIS DAVID MORRIS DAVID MORRIS DAVID MORRIS DAVID MORRIS DAVID MORRIS DAVID MORRIS DAVID MORRIS DAVID MORRIS DAVID MORRIS DAVID MORRIS DAVID MORRIS DAVID MORRIS DAVID MORRIS Service Accent User Guide 397 Invoicing 4 Click the Extensions tab a
126. 0 Country of sale ENGLAND Tax 122 40 Exchange rate 1 000 Gross value 822 60 To be invoiced as 700 20 9 Click the Items tab to check that this is the correct invoice to credit 10 Click the Setup tab 11 Click Complete and the following is displayed Service Accent Document completion This will complete the document which you will not be able to amend if vou proceed and create 4 credit note Continue 12 Click No if the credit note is not to be generated 13 Click Yes to generate the credit note Copyright Vantage Computing Ltd 2007 All rights reserved Crediting Or Part Crediting An Invoice 14 Service Accent will automatically create an authorised credit note for the invoice to be credited and the following will be displayed Invoice 500009 Contract 1 Summary 2 Details 4 Tax breakdown Invoice to Deliver to Taie tae Hall Gosset amp Faithful Engineering Ltd 00003 Account Mo HALOOOO Invoice date 14 Mar 2007 Due date 13 Apr 007 Invoice Yalue l Met value 700 20 Printed Query WATITax value 122 40 Exported VOT ITax desc Ti 17 50 a Gross value 522 60 Order Mo Exchange rate 1 000 Contract Scoonig Invoiced as 700 20 TT v For full details on invoice procedures please refer to the chapter on invoicing on page 371 15 To print the credit note click Print 16 After the credit note has been p
127. 00 Fri 29 Jun 2007 09 00 0 00 0 00 Tue 10 Jul 2007 15 00 0 00 0 00 Delete schedule 16 Highlight the scheduled date and then double click the Engi Category Fault or Duration value fields to set the defaults ready for the job creation PM Schedule for contract DOMO1 Set up your schedule Set up your schedule with the options below then double click a line in the column you want to change Q This schedule starts on 20 03 2007 and a visit is scheduled every 2 weeks on Tuesday 15 00 Friday 09 00 Scheduled for Engi Categor Duration Value 0 00 0 00 a Tue 21 4ug 2007 15 00 0 00 0 00 Tue 16 Oct 2007 15 00 a dedi hire 0 00 0 00 Tue 05 Feb 2008 15 00 Jane Smedley 0 00 0 00 Fri 21 Mar 2008 09 00 Deter Rushworth 0 00 0 00 Fri 25 Jan 2008 09 00 0 00 0 00 Fri 30 Nov 2007 09 00 0 00 0 00 Fri 05 Oct 2007 09 00 0 00 0 00 Fri 10 Aug 2007 09 00 eco 0 00 0 00 Fri 15 Jun 2007 09 00 0 00 0 00 Fri 20 Apr 2007 09 00 0 00 0 00 Tue 20 Mar 2007 15 00 0 00 0 00 Fri 04 May 2007 09 00 0 00 0 00 Fri 29 Jun 2007 09 00 0 00 0 00 Fri 24 Aug 2007 09 00 0 00 0 00 Fri 19 Oct 2007 09 00 0 00 0 00 v Delete schedule 17 To delete the schedule click the Delete schedule button and the following appears Service Accent Delete the entire schedule For this item 18 Click No to leave the schedule intact or click Yes to delete the entire schedule for this contract 19 Click Close to cl
128. 03 2004 Vantage Computing Ltd 5 467 00 The orders shown in black are completed orders and the orders shown white on red are open orders 6 Click the New button on the right hand side of the dialogue Document New 1 Setup C Quotation Document No Point of sale order f Non stock order Date BE C Credit note _Select_ sion 7 From the Document New dialogue select the radio button for Credit note Certain parts of the dialogue now become active The sales order is automatically assigned a document number and the date created the Invoice to area becomes available and the Credit neon becomes enabled 328 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Enable the Credit note radio button to create a new credit note 10 rl 12 Creating A Credit Note Document Hew Sele 1 Setup Quotation Document No 119 Sedi scie C Point of sale order f fjan stock order Date 12 03 2007 Complete Credit note aoe Notes Invoice to Invoice address Print Select Documents show Show totals In the Invoice to box click Select to select the customer to whom the credit is for If the customer does not exist they will have to be created see Creating Customers on page 105 Use Finder to select the customer For more information see Using the Finder on page 40 If the customer selected has a head office invoice account the follo
129. 07 Vantage Computing Ltd 163 15 03 2007 Vantage Computing Ltd Outhorise Legend SRR ROSE N AMEL Provisional only Queries only D Non zero only 3 Select the tab of the invoice type that you want to credit 4 Use the scroll bars to locate the invoice or 394 e Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Crediting an Invoice 5 Click Find to find a specific invoice The following dialogue appears a Specify find options What do you want to view Invoice Mo Date Value Customer 6 Enter your search criteria and click OK The results appear in the View Invoices dialogue Alternatively Finder can be used to locate the invoice to credit 7 Open the invoice by doubling clicking or by right clicking and then selecting Open invoice 8 The invoice dialogue will be displayed Invoice 82 Service 1 Summary 2 Details 4 Tax breakdown Invoice to Deliver bo Invoice No Redfern Sentry Ltd dE Third Floor Offices Account Mo Market Square House REDoOOOO Invoice date Gloucestershire oF Feb 2007 aLa UNE Due date E Mar 2007 Re cost Invoice Yalue Beost Mek value DO 525 33 Printed authorise WATITax value D 91 4 E ie _ Credit this WATITax desc TL 17 50 L Secument Gross value IR ETC Authorised _ D Query Credited Exchange rate 1 000 Invoiced as Order Ho 9 Click the Credit this b
130. 1 Inthe button bar click View and from the menu panel select the view you want 38 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Printing Records 2 From the view selected right click on a record in the list and click Explore View Customers Customer Contract customers Non contract customers Head office customers Customer No Taq IEXO0001 JAMO0001 Jami JUNO0001 June KELOOO01 Kelvi LBI00001 LB LINOOOO1 Line MORO0001 Mori OV400001 Ova PAROOOO1 Park PE400001 Peal REDOOOO1 Red SAMO0001 Sam SEROOOO1 Sers VAN00001 vanl vantage Computing Ltd H Vantage Computing Ltd White Graham Solutions Lt White Graham Solutions Ltd YANOO002 WH100001 IE Morris Ltd Rainham Name IE X Morris Ltd on Business Solutions Open this customer New Outstanding jobs Service history Explore Notes Reports Properties 5 Contact Noel amp Co Ltd Barker Distribution amp Hudson Fire Ltd Gemini Finance Ltd Post Code RM6 86M MK10 SVM DN2 93M POI 2RE RH OTT EN SEP BN SFD WS4 SE COS 205 0x8 SLX GL3 OXE DA12 SPP 5612 4EQ ss SGDZER HD9 6Q2 GU1 7KS Contact Ms Maria Kent Ms Shirley Skinner Mt Tom Wogan Mr Steve Webb Mr Jack Lawrence Mrs Julie Hill Ms Madonis Dareau Mrs Jean Hyde Mr Craig Bennyfield Miss Sian Berry Mr George Fordham Miss Jane Taplow Mr Iain Davidson Mr Peter Rushworth Mr Peter Rushworth Mr Morris
131. 14 21 Running contract billing up to 31 03 2007 for cancelled items checkin 14 14 14 14 t4 14 I4 14 I4 14 14 a if D 14 14 14 14 200 0314 txt Notepad File Edit Format View 21 checkin 14 14 21 Finishe for cancelled items 21 checking for billable items 2 21 Billing contract NEWCONT 14 21 Finished billing contract NEWCONT 21 1 334 23 21 Billing contract scooool 21 Contract SCO0001 invoice 1000250 is being raised 21 889 49 s n 12312 3234 s n 17626511 21 Finished billing contract SCO00001 21 Billing contract scoooo4 21 Contract 21 150 00 21 150 00 21 150 00 s21 150 00 S212 150 00 14 14 14 14 1 14 21 150 00 21 150 00 21 150 00 2k El50 00 21 150 00 21 150 00 22k 150 00 sels 150 00 14 PAs 14 14 14 14 T4 14 14 14 21 150 00 5C00004 invoice 1000251 is being raised s n s n s n s n s n s n s n s n s n s n s n s n s n s n s n s n s n sin s n sfn s n s n S n 14 If you are satisfied 15 16 17 Service Accent 00001 00001 00001 00001 00001 00001 00001 00001 00001 00001 00001 00001 00001 00001 00001 00001 00001 00001 00001 00001 00001 00001 00001 3 3 01 11 2000 gt 31
132. 150 00 08 02 2001 A T Sothers amp Co 08 02 2001 A T Sothers amp Co 11 03 2004 Vantage Computing Ltd 16 03 2004 Vantage Computing International 17 03 2004 Vantage Computing Ltd 5 467 00 Legend The orders shown in black are completed orders and the orders shown white on red are open orders 6 Click the New button on the right hand side of the dialogue Document New 1 Setup C Quotation Document No Point of sale order f Non stock order Date BE C Credit note _Select_ sion 7 From the Document New dialogue select the radio button for Non stock order Certain parts of the dialogue now become active The sales order is automatically assigned a document number and the date created the Invoice to area becomes available and the Invoice neon becomes enabled 312 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Enable the Non stock order radio button to create a new non stock order 10 11 12 Creating Non Stock Order Document Hew 1 Setup f Quotation Document No 116 Point of sale order Non stock order Dake 12 03 2007 Complete O Credit note ince Notes Invoice to Invoice address Print Select Documents Dion Show totals In the Invoice to box click Select to select the customer to whom the non stock order is for If the customer does not exist they will have to be created see Creating Cus
133. 2007 210 2 006 27102 2007 13 01 2006 21110 2004 20 10 2005 01 09 2000 31 08 2003 O0 2003 31 08 2006 01 08 0004 0109 2000 31 08 2003 01 09 2000 31 08 2003 01 10 2000 30 09 2001 31 01 2003 30 01 2005 13 09 2000 12 09 2007 O1foifeo01 31 12 2001 01 10 2000 30 09 2001 1 Contract 2 Specification 3 Biling 4 Customer 5 other Contract Ho CO0004 Service level ELECTRICAL APPLIANCE Contract type New Equipment Period Date starts 01 08 2000 Evergreen Cancelled E Contract value 600 00 Discount 5 0 000 Discounted value 600 00 4 Select the Other tab The dialogue appears as follows Contract Record SCOO004 1 Contract 2 Specification 3 Billing 4 Customer 5 Other SSS Status Active x Show invoices Item Analyse invoices Show history Calculate profit Price book t e Dte Ss _ Mtes eme _ letters mwe Notes Expired Renewed Financial Budgets Subcontracting Other The first subtab of the Other tab is the Financial tab which contains analysis functions Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 409 Invoicing vci 1 Click Show invoices to open the view invoices dialogue where the invoices raised for this contract are displayed For more information see Invoicing on page 371 View Invoices Invoice No Customer 2 26 09 2000 Serv
134. 2007 All rights reserved Service Accent User Guide 177 Creating Information 178 Service Accent User Guide 10 11 12 13 VCi In the Payment period field select the payment period from the drop down list The available options are quarterly or monthly In the Start date field enter the date the lease starts In the Duration field enter the duration of the lease in months The Expiry date is automatically calculated In the Rate field enter the percentage interest rate In the Capital amount field enter the capital amount of the equipment In the Settlement field enter any settlement amount that is due when the lease ends The Total value field is automatically calculated An example of a completed lease tab appears as follows Rental 7 Parts akit 9 other 1 Item 2 Status 3 Contract 4 Warranty 3 Lease W Lease Lease details Delete Leasing company The Leasing Co Ltd Close Agreement THGY IT87645H Notes Profile 1 35 History Payment period Quarterly Letters Start date 27 06 2006 Duration 36 months Expiry date 26 06 2009 Rate 5 000 000 Capital amount 1 000 00 Settlement 99 00 Total value 1 099 00 Copyright Vantage Computing Ltd 2007 All rights reserved Adding Details To Allocated Inventory Items Completing The Rental Tab This section is only applicable if you want to invoice your customer for a separate machine r
135. 28 Margaret Way Address 2 Grosvenor Road Address 3 Notes TomniCits Stratford Print County London Country ENGLAND T Documents Close Post code E15 FID area Contact Mr Allan Rice New contact Show totals Phone Ho Applies to Contract Inventory Service level Details 1 The Deliver to name and address can be amended if required 2 Click the Contact button to drill down to the contact dialogue for the contact specified 3 To select a different contact select a name from the contact drop down list 4 To create a new contact click the New contact button and the new contact dialogue appears Please see page 110 for further details 5 The Applies to section is only completed if an inventory item is selected when you select a customer when the point of sale order is first created Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 315 Sales Order Processing 316 Service Accent User Guide The next step is to setup or check the order details Click the Order details tab and the following is displayed 10 Non stock order 116 Abingdon Chemicals Ltd 1 Setup 2 Delivery details 3 Order details 4 Items Payment method Method Auth Credit days 30 Close Notes Print Documents Holes fer Show totals Sales region JAMES JOHNSON b Category None r 4n additional comments and instructions
136. 33 ARH 3423473425 4 Click Calculate profit to calculate profit on the contract either from a specific date or from the start date Service Accent Calculate profitability from what date leave blank for everything 5 Enter the date to calculate the profit from or leave blank to calculate from the start of the contract Contract Record SC00013 1 Contract 2 Specification 3 Billing 4 Customer 5 Uther Contract invoices _Analyseinvelees Total invoiced Edit Profit Show history Close Nokes Price book Renew Letters Print PARNELL a bd Financial Budgets Subcontracting Other Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 137 Creating Information 6 Click Price book to open the Price book dialogue A detailed explanations is shown below Adding Price Book Information to a Contract Use the Price Book dialogue to add a part or part category to a contract to override default charges for specific parts or stock categories To add price book information to a contract 1 Inthe Financial subtab of the Other tab click Edit and then click Price book The Price book dialogue appears Price book f GK Price book a view and edit the details _ Entries Part or category Action There are no items bo show in this view 2 Click New The Price Book dialogue appears Price book Price book View and edit the d tails
137. 363 for details 17 To print the credit note click Print 18 After the credit note has been printed click Close to close the invoice dialogue Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 369 Sales Order Processing 370 Service Accent User Guide indicate this Credit note 137 White Graham Solutions Ltd 1 Setup 2 Delivery details 3 Order details 4 Items f Credit note Document No 132 Credit an invoice Date 14 03 2007 Complete Invoice to Invoice address Select White Graham Solutions Ltd EZ 2 Glenwell Street __ show Show Albon Hampshire Total value 500 00 Total Discount 0 00 Less costs Margin Delivery F Printed Charge Het value 500 00 Country of sale ENGLAND Tax 67 50 Exchange rate 1 000 Gross value 5387 50 To be invoiced as 500 00 19 The credit note is now complete and the complete neon is active to Close Motes Print Documents See invoice Show totals 20 Once the credit note has been generated and completed item details can be viewed but not edited Copyright Vantage Computing Ltd 2007 All rights reserved Invoicing This chapter discusses invoicing in Service Accent and includes the following topics Running Contract Billing Running Rental Billing Service Job Billing Authorising and Printing Invoices Crediting an Invoice Checking Customer and Contract Profitability
138. 378 Service Accent User Guide 10 11 CI You can view the report on screen or print it The report indicates which customers and inventory records are included in the billing After you have finished viewing or printing the report click Close at the top right of the report window to return to the Rental Billing dialogue Do one of the following If you are not satisfied with the results of the run you must discard the preview invoices To do so click Close at the top right of the Rental Billing dialogue Click Yes to confirm your decision Your inventory items are restored to their original state and you can adjust them as necessary before running the rental billing process again Return to step 1 If you are satisfied with the results of the Rental billing run click Keep These Invoices Click Yes to confirm your decision The rental records are updated to include the results of this rental run In particular Service Accent advances the next invoice date for each applicable inventory record Proceed to the next step Click OK to return to the Rental Billing dialogue Your invoices can now be authorised and printed Click at the top right of the Rental Billing dialogue to exit the dialogue Copyright Vantage Computing Ltd 2007 All rights reserved Service Job Billing Service Job Billing Service jobs automatically raise provisional invoices when the call is closed if the option Run job costing automaticall
139. 6 06 2006 12 00 E componen btr BTR File 27 06 2006 14 56 Gy Move this file E conhist btr BTR File 27 06 2006 15 31 D Copy this file E contact btr BTR File 05 04 2006 18 38 Publish this file to the Web BL contact csv Microsoft Office Exc 02 06 2004 11 21 6 E mail this file E CONTRACT BTR BTR File 27 06 2006 16 10 B Convert log Text Document 20 06 2006 10 00 E cover btr BTR File 01 03 2005 13 11 E CUSTOMER BTR BTR File 27 06 2006 13 46 El customer csv Microsoft Office Exc 06 10 2004 16 28 E DBChange log Text Document 20 06 2006 10 00 Braj dbrouter exe Application 16 02 2006 09 58 CO Program Files E default btr BTR File 02 10 2006 13 46 B My Documents EL default csv Microsoft Office Exc 19 05 2004 15 50 E engineer btr BTR File 04 04 2006 16 31 E ereading btr BTR File 05 04 2006 18 38 E escalate btr BTR File 28 06 2006 12 19 Configuration Settings 05 02 2002 15 29 E event btr BTR File 02 10 2006 11 30 B events log Text Document 02 10 2006 11 29 E extend btr BTR File 28 06 2006 17 08 Ehextend csv Microsoft Office Exc 08 06 2004 12 05 E Fault btr BTR File 28 06 2006 17 08 GL Fault csv Microsoft Office Exc 08 06 2004 12 05 E FC9870 WGR WGR File 11 05 2004 10 50 M Field ddf DDF File 16 06 2006 12 00 mi Rename this File ga Print this File XK Delete this file Other Places ig My Computer a My Network Places Details 2 Open escalate ini with notepad double click or right click and
140. Acton New Open Reports Find Clear Swap Refresh wooo E Ms Shirley Skinner 24 Contracts scooozo Len Inventory a EY FCO FACSIMILE MACHINE 69 264 4 Inthe Exploring customers dialogue you can e click any folder to drill down farther in the data set e right click any record in the Explorer s tree to access information on that item such as open jobs service history item history etc Printing Records You can print the contents of a view at any time by highlighting the first record and pressing Control P The printed output contains every record in the view even if the view extends beyond one screen Drill Down Buttons Drill down buttons provide direct access to other dialogues and information without having to close the records you are working with Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 39 Getting Started vci Drill down buttons usually appear within the data area of the dialogue In the following example a drill down button appears for customer main contact Click this button to drill directly to the Contact dialogue ad Customer Record Vantage Computing International aE x 1 Customer 2 Details 3 Contacts 4 Contracts 5 Inventory E Other Customer Mo kanono Abandon Tag vantage Computing International Stevenage Save 7 3 Mare Address 1 Ie Customer contact Mr Peter Rushworth Address 2 d F Contact 2 Details Ad
141. Add Modify Remove Print Documents 1 00 3 757 a US rs Click Abandon to cancel this item if not required Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 287 Sales Order Processing 18 To Add further items to the quotation click the Add button and repeat steps 1 to 16 Quotation 111 1 Abingdon Chemicals Ltd fC ol 1 Setup 2 Delivery details 3 Order details 4 Items Click Add to add a new item to ERE ee erect Abandon the quotation Description Cty Value Cost Margin Save ARISTON INDUSTRIAL DIS 100 3057 95 1500 00 1 557 95 a ae Delete Close ues List Tee Add Modify Remove Print Select Tree to show a tree listing of the items on the quotation Click Part to drill down to the Documents Stock record Item details Part ARIS97O5 Description ARISTON INDUSTRIAL DISHWASHER Show totals ae 2 Nominals Click Nominals to change the 3 057 95 tem requires installation E default nominal code for this Beco _ te product part Total price 3 057 95 535 14 3 593 09 Tick this box to create an os Comments installation job Click Save to save the item Save item Abandon onto the quotation There are two ways of viewing the Items on this document one is in list format which is the default and the other is in tree format Select either List or Tree from the two available radio buttons
142. Adding Supplier Details ccccccceeeeeeeeeeeeens 62 Adding Notes to Supplier Records 0000008 63 Creating a Part Stock Record ccccccsssscccseceeeeeeeeeeees 65 Adding Part Pricing Details ceecceeeeeeeees 69 Adding Part Kit Details cccccceccceceeeeeeeenees 72 Displaying Part Usage Details 74 Adding Part More Details 0 0 cccceeeeereees 75 Part More Tab Page 1 oo cccccccceeeeeeeeeeeeeens 76 Patt More Tab Pace 2 ee At dinars 76 Parte More Tab PACS ur TA Adding Part Alternatives cccccccccccccccceeeeeeeeeeseeens 80 Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide i Adding Compatibility 0 0 0 cccccccccccecceeeeeeseseeeenes 82 Adding Notes to Stock Records eeeeeeeees 83 Creating a Product Stock Record uc cccccceeeeeeeees 85 Adding Product Pricing Details eee 89 Adding Product Kit Details ccccceeereees 92 Displaying Product Usage Details eee 94 Adding Product More Details eee 95 Product More Tab Page 1 oo ecceeeeeeeeneees 96 Product More Tab Page 2 oo cececeeeeeeeeneees 97 Product More Tab Page 3 oo cecccceeeeeeeeneees 97 Adding Product Alternatives 00 0 0 ceecceeeeeees 101 Adding Compatibility ccccccccceceeeeseseeeeees 102 Adding Notes to Stock Records ccccc0ceee 103 Creating CUSIOMETS ne en te en tnt nat 105 Enterin
143. Brookfield Network Solutio Brookfield Network Solutio CV2 845 Mr Bas Bophal Clear CAR00001 Cardkey Controls Ltd Re Cardkey Controls Ltd RG12 1TQ Mr Marcus Faydon CA500001 Case Allnet Ltd Bagshot Case Allnet Ltd GUS 9TH Ms Rai Clarke CHEOO001 Chessman Watermark amp C Chessman Watermark amp C BD4 7PG Mr Robert Newman Refresh CYRO0O01 Cyril Dicks Ltd Ruislip Cyril Dicks Ltd HAS 8XN Mr Don Chesford FBLOOOO1 F Bloggs amp Co Ltd Steven F Bloggs amp Co Ltd 5G1 8UJ FINOOO01 Finch Stairlifts UK Ltd Lon Finch Stairlifts UK Ltd B512 9KB Mr Anthony Green FRA00001 Frank Waldon Contractors Frank Waldon Contractors B9 SRE Ms Sonal Arif HALOOO01 Hall Gosset amp Faithful En Hall Gosset amp Faithful En IG 2TP Mr Michael Grayson HUTO0001 Hutcheon Lancare Ltd Kn Hutcheon Lancare Ltd WAZ 7CZ Ms Carmen Thomas Swap For more information see Creating 1 Select the customer you want to add an inventory item to and click Customers on page 105 Open If the customer does not exist you will have to create a new customer Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 149 Creating Information 150 Service Accent User Guide 2 The customer dialogue appears for the selected customer Customer Record Vantage Computing International 1 Customer 2 Details 3 Contacts 4 Contracts 5 Inventory 6 Other Customer Ho AHOOOO Tag Vantage Computing Int
144. CLEANCO INDUSTRIAL POLISHER Show totals Serial No 197668256 2597664 0 cy an Nominal PO Price ER 361 tem requires installation E Discount to a Tax Item total Total price fe 3 61 0 63 F424 Comments otfoi 2001 31 01 2001 ire nstalle Save Item Abandon 5 Change the Price to reflect the amount to be credited In the example above the line value is 3 61 but should be 1 61 therefore the customer requires a credit of 2 00 So change the Price field to be 2 00 6 If required add a note to the Comments field 7 Click Save item to save the changes Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 349 Sales Order Processing 350 Service Accent User Guide vci You need to remove all other items from the credit apart from the item to be credited In the example shown previously line 2 has been incorrectly invoiced and needs to be credited So highlight the other lines in turn and click Remove to remove these items from the credit note This will then leave only item 1 on the credit note The following will be displayed Service Accent Delete CLEANTO INDUSTRIAL POLISHER Fram this order Click Yes to remove the item or click No to leave the item on the credit note After all the items not to be credited are removed the Items tab will appear as follows Credit note 125 Brookfield Network Solutions Ltd 1 Setup z Delivery details
145. Computing Inter SGi 2xU Mr Peter Rushworth Open Reports Find Clear Swap Refresh Many views contain multiple tabs Some views also contain check boxes to restrict the scope of the information that is displayed as the example below illustrates View Invoices L x AllImvoices Contract Invoices Job Invoices Meter Billing Rentals SOF Internal costs Details Invoice Mo Date Customer Met Value Printed Oper 1000001 441412004 antage Computing International 12567 X a Reports Find Clear Swap Refresh Authorize Legend Check boxes E Provisional ony Gueries only Nor zero only To access views 1 From the Service Accent button bar click View The following menu panel appears Service Accent Core System Admin 0 59 68 2 9 4 7 GE _o System Admin View Routines Shortcuts Finder Reports Todo window Help General amp a S Customers Contracts Products amp Inventory Engineers amp parts locations Work control Openjobs Closedjobs Batchjob Escalations Visual logging scheduler Invoicing Invoices amp Sales order costings processing Stock control Suppliers 36 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Using Views Click the appropriate link and icon to open the desired view For example to open the customers view click the Customers icon in the General sub
146. Copyright Vantage Computing Ltd 2007 All rights reserved Creating Engineers 3 The User fields group contain up to three user fields As Service Accent in some cases may not be configured to store all of the information you require you can customise the user fields to store additional data In the user fields group Engineer field 1 is also used to store special access commands for the optional Service Accent Remote Engineer module The words Nojob and or Super will appear in this field Please refer to the Service Accent Remote Engineer User Manual for further details 4 An example of a completed dialogue is as follows Engineer Peter Rushworth 1 Engineer 2 More 1 3 More 2 4 vehicle 5 Remote uek I Abandon Model Escort Save Registration H76STYU Engine size 1 6 Delete WIP I92378436389393745758 Close Tax expiry 31 03 2007 MOT expiry 31 03 2007 Motes Insurance expiry 31 03 2007 Manufactured 01 02 Email Last serviced 25 08 2006 Next service 314 12 2006 User Fields Engineer Field 1 super Engineer Field 2 Engineer Field 3 M Completing The Remote Tab This tab is only active if the optional Service Accent Wireless module has been purchased Please refer to the Service Accent Wireless User Guide for further information Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 197 Creating Information vci Emailing The Engineer Valid em
147. Ei Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 45 Getting Started vci The Products and Parts Tab You can locate a particular product or part This tab appears in many other dialogues for example when recording parts for a job Finder Search for products and parts The results will show everything 1 Customers 2 Products and parts 3 Jobs 4 Invoices Part Ho f Everything CE 2 J Description Products only New search f Parts only Category Ea New part or product Location Manufacturer Man Part Mo Legend Description There are no tems to show in this view Use the radio buttons to narrow the list to either Products only or Parts only For each field the search functions left to right so you can enter the first few characters in any field to search for stock records All fields are alphanumeric If the product or part does not exist click New part or product to go to the Product Part New dialogue to create the stock record When the results are displayed in the search results area the entries in red are products and the entries in black are parts Finder El EJ Search for products and parts The results will show everything 1 Customers 2 Products and parts 3 Jobs 4 Invoices E Part Mo f Everything nck f Products only 5 Ir Parts only Et Category E New part or product Location Manufacturer Man Part Mo L
148. Escalations 2 Select 52 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Using the Finder To re assign a To do If the to do is reassigned to another user or group see point 9 in creating a new to do 1 If the option to Update and re assign was enabled see point 9 the to do will be re assigned to the nominated user or group The re assigned user will receive the following notification on their desktop i You have new entries in your To Do list To view your To Do list click the To do icon in the Service Accent toolbar Jasc Paint Shop Service Accent and in Service Accent the re assigned users Service Accent button bar will indicate that there are new entries in their to do list Service Accent VCI Helpdesk Peter n a To do list indicates new to do entries and the number of to do s not yet actioned 5 System Admin View Routines OF CUES Inder L j Window Call escalations Support 1 Escalations 2 Select If the re assigned user is not currently logged into Service Accent a message will be displayed indicating this Service Accent D Peter is not logged in to Service Accent Please confirm that vou want bo assign this action to Peter as this user will not see it until hey log in to Service Accent Click Yes to confirm that the to do is to be re assigned The re assigned user will see the to do when they ne
149. Field Booking Planned Mai Helpdesk Field Field Field Field Field Field Field Field For further information refer to chapter 4 Work control 114 Service Accent User Guide BASICY ACHT COP CC BV COP CC BV FAX FC FAX FC FAX FC BASICYACHT FAX FC COP CC BVY COP CC BVY Serial No 1234567 95757483983 95757483983 7700004 7700004 7700004 95757483983 1234567 95757463983 7700004 95757483983 95757483983 95757483983 95757483983 95757483983 Call Date 22 03 2006 05 05 2004 05 05 2004 05 05 2004 1240 2000 02 0 2000 06 05 2004 11 05 2004 11 05 2004 09 06 2004 13 07 2004 13 07 2004 13 07 2004 17 05 2004 21 02 2006 Completed 22 03 2006 05 05 2004 17 08 2004 09 03 2006 1701 2001 07 02 2001 08 02 2006 09 03 2006 08 02 2006 09 06 2004 13 07 2004 21 02 2006 13 07 2004 03 09 2004 2102 2006 To view a particular job highlight the job and click Open Open Reports Find Clear Swap Refresh Copyright Vantage Computing Ltd 2007 All rights reserved Creating Customers 4 A popup alert will appear whenever a new job is logged against this customer To setup a Popup alert message click the Popup alert button and the following is displayed E Notepad m x Enter the popup message for this customer here nter the popup message For this customer here Delete amp close Save amp close 5 Type the message that will popup 6 T
150. GLAND Notes Phone No 01918767654 Fax Mo 01917653478 Contact Mr Fred Jones G Once a valid post code has been entered the question mark button becomes active Notes Click the button to display the location of the supplier via the internet using Postcade N4 Tr 2 www multimap com You must have an active internet session Letters Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 61 Creating Information screen similar to the following will be displayed Map of Washingion Washer Supplies SG17XU United Kingdom Mullimap com Microsofi Internet Explorer Fie Edt View Faveites Took Heip iv h Ga e 1 2 E O a Emn gre b E Ga 3 FINES Fassett i ga ke multi Ma P com REEL iran amp THRECTIONS AERML PHOTOS BUSINESS SERVICES MeOUT US SITEMAP B Country Pick or type a category rent Fortran w Hosts B postade or placi hotel _ of Washington Washer Supplies SG12XU United Kingdom Z eee OF rrei prides on over 15000 Hela erick aiaiai wi F ea ee ere r Rate son Dasciurded hotel r cent venrian Eiye tn sui actui dake amara Rae miel de a STEVENAG STE NV Ti me ETES NEAREST Hotspot J Agos m Cheap Hotels hea ote roms oe Ohowes from over a oF 000 hotes in Eur pe E BOCH H THIS AREA E bre i reme Adding Supplier Details 62 Service Accent
151. Guide Copyright Vantage Computing Ltd 2007 All rights reserved Running Contract Billing The billing due date for each contract is controlled by the Next Billing Date entry in the Contract dialogue You can verify that the next billing dates are correctly set by looking at a few random contract records By default all contracts are checked for billing but you can use either of the two drop down lists Account No and Contract No to select a specific customer or contract These drop down selectors are particularly useful for creating small practice runs prior to billing all your contracts click Options to indicate the type of contracts to bill The following is displayed Contract Billing Ready to run contract billing Select the options you want bo perform and click Start Parameters Options Contract types Bill all contract types C Bill only these contract types 6 By default All contract types are billed However you can select to bill only certain types of contract by enabling Bill only these contract types and selecting the contract types from the available list Click the Parameter tab or Back to return to the main contract billing dialogue Click Start As the process runs the Progress tab indicates the number of contracts equipment records and invoices processed Contract Billing Slee Contract billing is running Parameters Progress Contracts 2 Inventory E Invoices generated i Cancel
152. HOOP3650 Vantage Computing Ltd FAX FC 22 04 2004 17 00 15 05 DELIVERY VAN Jane Smedley 66 BREAKDOWN Job Logged Vantage Computing Ltd 10 05 2004 Peter Rushworth Schedule Notes Reports Refresh Scheme Engineers Columns Customer Contact Vantage Computing Ltd Mr Peter Rushworth 16 Queens Park Business Park 2342314324324 Hudderfield Road 01484 665765 Faults reported The highlighted job is now ready for scheduling 232 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Issuing a Job Without Using the Scheduler VCI Issuing a Job Without Using the Scheduler To issue a job without using the Scheduler 1 Double click the record to open the Job then click Edit then click Issue and select Manually The Engineer Progress dialogue appears Engineer progress What do you want to do Provisionally assign an engineer Issue an engineer De allacate the current engineer Engineer is on route c Engineer on site Job has been fixed Click Next to continue In some cases you may want to issue the job while you are creating the job To do so click Issue at any time during the creation process 2 Select one of the following options e Provisionally assign an engineer select to line up the job for the Engineer i e the Engineer is not yet aware of the job but you want him to do it e Assign an engineer select to con
153. Having important customer information at your fingertips can be the difference between a good customer experience and a bad one When logging and administering service calls using Service Accent you will find all of this information exactly where you want it Is the customer covered by a service contract When is their next PM visit due Is this job chargeable These are just some of the questions that the Service Accent system already knows the answer to Producing monthly quarterly and annual invoices for service and maintenance contracts is not the most exciting activity you have to look forward to this month but it is one of the most important Administering contracts is one of the most time consuming and frustrating parts of running any service led business Service Accent enables contract invoicing to be run in minutes rather than hours or even days It will allow you to manage your contracts more aggressively producing renewal reminder letters and automatically applying annual price increases for example Small touches like warnings that a signed contract has not been received back from the client or that their contract has produced a loss over 2 of the last 5 years enable your business to reduce time save money and increase profitability It s not sexy but it is vitally important to both you and your clients It s all well and good entering data into a database even one as easy to use and intuitive as Service Accent The real challenge
154. Help The button bar contains the following functions and menu panels For more information see System accesses a menu of system related functions and System Tools on page 455 utilities Many of these functions are geared towards system administration though some functions also pertain to general users For more information see the 5 Admin reserved for Administrators this option accesses a Service Accent Installation and menu panel of system settings used to configure Service Setup Guide Accent to the needs of your organisation For more information on using View accesses a menu panel from which you can select views see Using Views on page various view dialogues each one particular to an aspect of 36 ley Service Accent such as contracts customers engineers and inventory Views are your main tool for reviewing and working with data in Service Accent Though each view is tailored to the object it displays all views use similar formats and controls Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 9 Getting Started CI a Routines accesses a menu panel of common business functions such as contract billing invoicing and inventory control Shortcuts accesses a sub menu panel of common views ie ae and or routines To add a shortcut right click on any icon in Service Accent and then click Add shortcut The standard shortcuts are shown below F
155. Letters Fault Fos POWER SWITCH FAULTY Details Unable to switch the machine on Cause COL UNSPECIFIED CAUSE Action 402 REPAIRED Details Faulty power lead Replaced tested All now ok Save Fault Abandon Fault Remove Fault Details _ Letters Logged 05 05 04 16 35 am EES exist ___ Letters exist n __Customer on stop TP customer n ob on hold n Recall job n seb extended n __toan allocated n _Resources allocated 6 Click Save fault to update the details click Abandon fault to discard the cause and action details entered or click Remove fault to remove and delete the fault from the job Completing the resource profile To complete the resource profile 1 With the job record open in the Job dialogue click Edit and then select the Fault tab Double click the fault summary line to edit and complete the resource Profile Then click the Resource tab and any resources allocated to this fault will be displayed See Adding a resource to a job on page 226 for details on adding resources to a job 238 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Closing a Job Job 63 Vantage Computing Ltd LJob 2Details 3 Faults 4 status S completion 6 Tasks 7 Misc Abandon Jobs FOS POWER SWITCH F Unable to switch the machine on save Print Delete Audit Close Loans Motes Issue Parts Letters The Following
156. Ltd Sele 1 Customer 2 Details 3 Contacts 4 Contracts S Inventory 6 Other Service invoices Total invoiced Labour Travel Close Parts Total costs Profit Notes Letters Sites Profit for this customer only CO Profit For all sites in this customer group Invoices since i 03 07 Show invoices Show documents Price book MN EErEE ie General Financial Miscellaneous Sales 2 Billing Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 407 Invoicing 9 Click the Show invoices button to display the View invoice dialogue which shows all invoices raised View Invoices Invoice No Date Customer Net Value Printed 1000027 30 01 2001 Morgan Noel amp Co Ltd Reports 87 07 02 2007 Morgan Noel amp Co Ltd 90 07 02 2007 Morgan Noel amp Co Ltd Find 91 07 02 2007 Morgan Noel amp Co Ltd Clear 177 15 03 2007 Morgan Noel amp Co Ltd 179 15 03 2007 Morgan Noel amp Co Ltd Swap 180 15 03 2007 Morgan Noel amp Co Ltd 181 15 03 2007 Morgan Noel amp Co Ltd Refresh Legend Provisional only Queries only D Non zero only 10 Click the Show documents button to display the View sales orders dialogue which shows all sales orders raised View sales orders 2 Non stock orders 3 Credit notes 4 Sales orders 5 Quotes 6 Point of sale 7 Outstanding orders 8 Details New Doc No Date Delivery name Value Category 95 1411 2006 Altens Minto P
157. Mr Peter Rushworth 01436 315701 peter rushworthayantagecomp Click Email contact to email the highlighted contact Close Notes Click Set as primary to Letters set the highlighted contact Sites as the primary contact Price book Click Details to see full details of the highlighted contact Click New contact to create a DEMACHS ORMEE CONAC ew contact Details Set as primary Email contact Ei Adding Contracts To add a contract 1 In the Customer Record dialogue click the Contracts tab The Contracts tab appears Customer Record Vantage Computing International fe ol 1 Customer 2 Details 3 Contacts 4 Contracts 5 Inventory 6 Other Contract No Period Close Notes Letters Sites Price book EAN Mew contract View contracts For full instructions on creating customer contracts please refer to Creating Contracts on page 126 112 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Creating Customers PCI Adding Inventory To add an inventory item In the Customer Record dialogue click the Inventory tab The Inventory tab appears Customer Record Vantage Computing International Seles 1 Customer 2 Details 3 Contacts 4 Contracts 3 Inventory 6 Other Product Serial Ho Contract Ho __Bbandon Description Location Value Save Delete Close Notes Letters Sites Price book Notes Letters
158. Output a single line per order code Output supplier s invoice number instead of the description Select the correct Date format for your accounting application Enable the Purchase order options to match your accounting application Enable Export costs if you want to export the invoice costs to your accounting application Enter a Department code for your sales and purchase invoices Enable Group invoice lines by nominal code to group together all the invoices lines on an invoice with the same nominal codes These options will be saved for future exports Contact your support provider for further advice if required Click OK to accept your options and return to the export wizard Copyright Vantage Computing Ltd 2007 All rights reserved Exporting Data to an Accounting Application Export to Sage Line 50 Export data This will export your data to Sage What do you want to export Invoices Accounts f Purchase orders Advanced options 13 Select the information to be exported to your accounting application by enabling the applicable radio button e To export invoices please refer to page 415 e To export Accounts please refer to page 419 e To export Purchase orders please refer to page 419 Exporting Invoices This option allows you to export your invoices and credit notes to your accounting application E Export to Sage Line 50 Export data This will export your data to Sage Wha
159. Print the invoice From a stored copy the invoice will be reproduced exactly as it was when it was First printed recommended Print the invoice directly From your database if any details on the have changed since the invoice was First printed the invoice will not be reproduced correctly 8 Select one of the following reprint options e Reprint the invoice from the stored PDF copy The invoice will be reprinted exactly as it was when first printed This is the recommended option and the default e Reprint the invoice directly from the database If any details have changed in the database since the invoice was first printed the invoice will not be reproduced correctly Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 391 Invoicing 392 Service Accent User Guide 9 Click Next and the following is displayed Reprint an invoice Invoice reprint wizard Select a stored copy to reprint Print a stored copy This 1 list of all the times the invoice was printed orginally ie directly from your database Select which one you would like to reprint 15 March 2007 16 07 10 Each time an invoice is printed not reprinted the date and time of that print is stored with the invoice Select which one is to be reprinted Usually there will be only one date and time and that will the when the invoice was originally printed Reprint an invoice Invoice reprint wizard Select a stor
160. Remove Ship Print Item details Documents Part OLAH1O0R Description later Inlet Housing 20 series __ serial io Total City 1 Less costs Price E 47 60 Margin Discount io O 00 Tax Item total Total price 47 65 5 34 56 02 Comments o Piorder Save Item Abandon 304 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Creating A Point Of Sale Order 2 The Report dialogue is displayed with the sales order processing reports already pre selected Be Reports Reports and letters Select the item vou want to run and click Aun Reports Letters ss Reports Document listing by customer us lt lt Sales order processing GA Parts sold by customer st Picking list st Print document st Re print delivery note c WONTVAC RICOH Aficio CL7300 PCL Sc Auto Tray Select Run report 3 In the right hand plane click Print Document and then click Run report or double click the report 4 The Print document wizard dialogue is displayed Print document wizard You have already selected one record to include in this report Any selections you make in this wizard will only apply to that record Click Run report nou below iF you wish to run the report using that record without stepping through the wizard sf Run report now Cancel 5 As the point of sale order has already been selected the remainder of the wizard does
161. Sale Saks 1 Summary z Details 4 Tax breakdown Invoice to Deliver bo Invoice No Vantage Computing Ltd SOO005S 16 Queens Park Business Park Account Ma Hudderfield Road YAHOOOOZ Hanley Holmfirth Invoice date West Yorkshire iz Mar 2007 NOT DUE Due date 11 Apr 200 Printed Query WATITAX value Exported VAT Tax desc T1 17 50 tL Gross value 40 50 Exchange rate 1 000 Invoiced as Invoice Yalue Met value Order Mo v For full details on invoice procedures please refer to the chapter on invoicing on page 371 7 To print the credit note click Print 8 After the credit note has been printed click Close to close the invoice dialogue 9 The credit note is now complete and the complete neon is active to indicate this Credit note 119 Abingdon Chemicals Ltd 1 Setup 2 Delivery details 3 Order details 4 Items Credit note Document No 119 Credit an invoice Date 12 03 2007 nee Close Notes Invoice to Invoice address Print Select Vantage Computing Lhd nee 16 Queens Park Business Park Show Hudderfield Road See invoice Horley Show totals Total value 17 45 Total Discount 0 00 Less costs F M i Delivery Standard Delivery ALU Printed Charge 20 00 Het value 37 45 Country of sale ENGLAND Tax 3 05 Exchange rate 1 000 Grass value 40 50 To be invoiced as 37 45 Once the credit note has been gener
162. Scheduler 233 How the Job Status is Affected 234 Closing the Job Dialog ooo cccccceeeesssteeeeeees 235 CTOSIMG JOD Sr ne rente 236 Finding the Job to Close cccccccccccccccccceeeeeeeeeeeeens 236 Completing the Fault Profile cceeeseeeseeeeeees 236 Completing the resource profile ccc cceseeeees 238 Completing the task list eccccceeesssssseseeeeeees 239 The Completion Fabius are ete 243 Adding next Job notes ccccccccccccccccceeeeeeseeeeeeeereas 246 Specifyine Parts Used ins tin 247 Removing a Part Used From the Job 00 254 Modifying a Usage Record o ecccceeeeeeenees 254 Dealing With Existing Part Requests 00 256 Extending JO DS nn Bia A haar Aiea 258 Using an Engineer s Loan Item ccccessseseeeeeees 260 Changing Loan Item Status for a Completed Job 263 Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 111 Requesting a Loan Item cccccceeeeeeeenetees 266 Scheduling Planned Maintenance oooonnnnnnnnnnnan000000e0o 269 Contract Planned Maintenance ccceeeeeee 269 Metered Equipment Planned Maintenance 2 12 Batch job logging 54m ann 272 5 Sales Order Processing Creating A Quotation oo cccccccceeeeeeeeeeeseeeessees 280 Converting A Quotation To A Point Of Sales Order 291 Creating A Point Of Sale Order ccc
163. Service Accent Service Accent User Guide May 2007 Legal Information All rights reserved No part of this document shall be reproduced or transmitted by any means or otherwise without written permission from Vantage Computing Limited This document is provided as is and all expressed or implied conditions representations and warranties including any implied warranty of merchantability fitness for a particular purpose or non infringement are disclaimed except to the extent that such disclaimers are held to be legally invalid Trademarks Service Accent is a trademark of Vantage Computing Ltd All product names mentioned in this documentation are the trademarks of their respective owners This document also includes the trademarks trade names and service marks of companies other than Vantage Computing Limited The product described in this document is distributed under license restricting its use copying distribution and decompilation No part of the product or this documentation may be reproduced in any form by any means without prior written authorisation of Vantage Computing Limited 1 Introduction About Service Accent ss seeeeresereeeenreenres 2 The Service Accent Document Set ccc cccccccceeeeeeeees 3 About this Guide Lena nns 4 Documentation Conventions ccccesessssseeeeeeceeeeeeeees 4 Contacting Your Support Provider cccccccceceeeeeeeees 5 2 Getting Started Logging On
164. Service Accent User Guide 399 Invoicing Invoice 1000371 Service 1 Summary 2 Details Invoice to Deliver to Kelvin Engineering Ltd Invoice Yalue 290 07 50 76 Ti 17 50 Mek value WATIT ax value WATITAX desc Gross value Exchange rate 290 07 Invoiced as Invoice Mo 1000371 Account No KEOOL Invoice date 16 Mar z007 Due date E Apr z007 Printed Query Exported S Order Na Contract 5Co0001 Job a 14 Please refer to Authorising and Printing Invoices on page 381 for details on how to authorise and print the invoice 15 Close the invoice dialogue by click Close 16 Save and Close the job dialogue 400 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Re costing a Service Invoice Re costing a Service Invoice The internal costs for a closed service job can be recalculated on service invoices if work times or parts have changed You can only create a new invoice if the original has not yet been authorised see Re billing a Service Job on page 397 To re cost a service invoice 1 Open the job that is to be re costed 2 The job dialogue is displayed Job 358 4 T Sothers and Co LJob 2 Details 3 Faults 4 status 5 Completion 6 Tasks 7 Misc Edit Jobs Job type Field Job No 358 _ t Ereaown Logged by PR Print DA EREAKDOWN Closed by Peter Rushworth Cust
165. Stevenage L se Mame Address 1 Address 2 Address 3 Towni City County Country Ored Service region Sales region Vantage Computing International 2 Meadway Court Meadway Technology Park Stevenage Herts Post code Sat 2EF 2 ENGLAND T HERTS SOUTH z JAMES JOHNSON T Los Close Notes Letters Sites Price book Notes Contact Mr Peter Rushworth 01438 315201 For more information see Adding Contacts on page 110 G Copyright Vantage Computing Ltd 2007 All rights reserved The Contact button activates This serves as a shortcut to the Customer Contact dialogue Service Accent User Guide 107 Creating Information CI Adding Invoicing Details For more information see Using the Finder on page 40 G Click Sites to view existing linked sites for this customer 108 Service Accent User Guide After creating the customer record the next step is to add invoicing details This includes specifying whether the customer record is the invoice address which is typically the head office or whether the address represents a inked site The linked site feature indicates to Service Accent that one or more service sites belong to the same customer and that all invoices are to go to the same account To add invoicing details 1 Inthe Customer Record dialogue click the Details tab The Details tab appears Customer Record Vantage Computing Internat
166. The Print Preview To print the report 1 After you click Finish in the Report Wizard the paper size selected for the printer is checked against the default paper size set in the report If there is a difference or your printer does not support the paper size set in the report the following is displayed Service Accent Warning this report uses an unsupported paper size The report you are trying to run uses paper size that your selected printer does not support The report will default to a safe size that your printer does support but the layout of the report may be affected 2 The report will default to a safe paper size that your printer does support this may affect the layour of the report click OK to acknowledge and clear the message 3 The report appears in a print preview dialog E Clemer bowentory Summary ler iestall dates 09 01 7990 bo MONTON All bnventary Service Accent H 4 iai OM d Mon Tea 100 BF of BF Customer Inventory Summary tor install dates 01 01 1990 to 21 02 2007 All inventor 21 Mar 2007 Kavin Engineering Led aah REL Emi iz Dammi Fa at H LME dant failed Ca Barir Elid Eng Fant FAEDO Fat BILE MAC RE EIFI STORES HELEtGE Ol deg nd BOF EHSLAHC Fan Fax OC FC ILE MACHR DELL ECCEPTICH RELA LE Ol dag alt BEDS ENS LAN Cake Contre Lid F eur CARINHA Poel Ma Diii Lidice Emis Mie ET ony Aarel He kill da Calin Fila Erua SOP Ge et CORRE OLOUE See k Et s EE wECGUAT Gahanna dt tap ihi Bug
167. The results will show invoices g 1 Customers 2 Products and parts 3 Jobs 4 Invoices Invoice No 1000147 Sy ing Invoice Mo Customer Invoice date Vantage Computing 1005 2005 To select the invoice double click the required invoice and the invoice dialogue is opened 48 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Using the Finder Note Permissions Note permissions can be set against notes These permissions control which users and groups can change existing notes This is in addition to the Only administrators can change existing notes option in System Settings see the Service Accent Install and Setup Guide for further information which still provides a global option This functionality can deny users groups the ability to change existing notes and can be found on the Permissions page of notes administrative users only To create note permissions 1 Click the Notes button in the applicable dialogue customer supplier job etc and the following is displayed E Notes for Customer Record Vantage Computing Inter aE Service Financial Engineer Supervisor E Other Permissions To do list Service Financial Engineer Supervisor Other Permissions To do list Tick those groups and users that can amend existing notes z Work con 3 Tick the user groups that can amend the existing notes If a user group is not ticked th
168. View from the Service Accent button bar under General click the Inventory icon Service Accent Core System Admin 2 a B d 2 6 System Admin View Routines Shortcuts Finder Reports To do 8B c Customers Contracts Products amp Inventory Engineers parts locations General Work control J i L i ame F is Openjobs Closedjobs Batchjob Escalations Vigual logging scheduler Invoicing Invoices amp Sales order ae costings processing IL Stock control Copyright Vantage Computing Ltd 2007 All rights reserved Creating Inventory Via The View Inventory Dialogue 2 The View Inventory dialogue appears View Inventory _Allinventory Unallocated Scrap Customer Contract Warranty Serial No Product Description Asset No New 234 ARAO Black amp Vvhite Digital Photocopier Open 123451234 ARAOF Black and White Digital Photocopier 12345678 WASHER TAN Twin Tub Washing Machine Reports 45092472 DIGITAL COPIER Black And bite Digital Copier ER 5645364356 WASHER TAN Twin Tub Washing Machine Clear Swap Refresh Legend 3 Click New and Finder appears Use the Finder to search for the product If the product required is not found a new product will have to be created Refer to Creating a Product Stock Record on page 85 O If the product you are searching for does not appear and you are sure you have previously created it double check the stoc
169. _DATE CO EDIT pA 16 March 2004 14 15 Admin 11 03 2004 1170372004 Invoice Invoice Lines Service Types Sorder Stock Work Work Extensions Advanced view shows all Fields Refresh Restoration occurs by individual record 460 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Using the Recycle Bin 2 Select the record to restore amp Service Accent Recycle Bin Recycle bin This allows you to restore deleted records to your database Date deleted Deletedby CO_CREATE_DATE CO_EDIT_DA Contracts 11 03 2004 11 05 2004 coe fo noice Invoice Lines Service Types Sorder Stock Work eu Work Extensions gt Advanced view shows all Fields Refresh Restore Empty 3 Click Restore Service Accent Recycle Bin Please confirm that you want to restore this deleted record No 4 A confirmation message appears Click Yes to proceed with the restoration A message appears indicating success Service Accent Recycle Bin fx J This record has been restored OK 5 Click OK to acknowledge and clear the message Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 461 System Tools vci Verifying the Database Viewing Table Data 462 Service Accent User Guide Service Accent provides a utility called the Database Explorer which you can use to view table information and to ver
170. abal bargain Create your pertect trip babes doef aT F Latt HAH DETTE of 4 i Tesh outaii of LL i destinations Fire HO N L Y a Lock kre pros deals i ce msi Short breaks he ae ee City breaks api x Pa LE l Cott Malida z 4 P sm r 6 ant gr 4 Cheap Motels Hostels ar t F Apartments Special K ee ang tara Close Internet explorer to return to the New customer dialogue From the Country drop down list complete the address information by selecting the country the customer is located in If your company uses service areas and the Administrator has implemented them from the Area drop down list select the area the customer belongs to By default selecting a service area causes corresponding default values to appear in the Service region and Sales region fields A service region represents a subdivision of a service area You may wish to accept the default value or from the Service region drop down list select a different service region The Sales region field shows the sales territory the customer belongs to or the salesperson assigned to the customer You may wish to accept the default value or select another from the Sales region drop down list Click Save to create the new customer Customer Record Vantage Computing International 1 Customer 2 Details 3 Contacts 4 Contracts 5 Inventors 6 Other Customer Mo ANOOOO Tag Vantage Computing International
171. afe for you to remove a record i e no related records exist in the database that are dependant upon the record you want to delete Even if it is safe to remove a record Service Accent always prompts you to confirm your choice Closes the dialogue and returns to the view Lets you add notes to the selected record Lets you attach documents to a record See page 30 Allows you to add customer contracts or country specific prices for products or parts See page 33 Other dialogue specific utility buttons are explained at the appropriate points throughout this guide Service Accent User Guide 29 Getting Started PCI Letters Documents This feature is available in most data entry dialogues for example customer contract or inventory The button will appear as Letters or Documents depending on the dialogue All attachments are stored in the main AccentDB Documents folder Depending on which dialogue is used to manage your documents there will be a sub folder select a template E1 Eg Laok ir EE Fe My Recent Documents i fl Desktop C My Documents ee es d bu Computer Main AccentDB Folder COM CE Local Disk C nmi LC Program Files mr La Documents Documents folder Dialogue folder Unique folder for each dialogue My N File name Places Files of type Document templates dat Cancel In the example on the previous page if you began creating a new document from the customer dialogue
172. against x For more information see Using 5 the Finder on page 40 Batch logping Batch job logging ey he Please select the customer bo book the jobs against Selected customer Altens Minto Projects Ltd Pudsey lt Back Next gt Cancel Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 273 Work Control 6 Click Next Batch logging Batch job logging Please select the product to book the jobs as Select Product Selected product 7 Click the Select Product button For more information see Using 8 The Finder appears Select the product to log the calls against the Finder on page 40 Batch logeing Batch job logging Please select the product to book the jobs as Selected product Port engine For a standard boat lt Back Mext gt Cancel 9 Click Next Batch logging Batch job logging Enter the serial numbers of the items vou are booking in Click Next when You are done PSS 0 Generate automatic serial numbers Cancel Copyright Vantage Computing Ltd 2007 All rights reserved 274 Service Accent User Guide Batch job logging This dialogue allows you to enter the serial numbers of the items you are logging the calls against You cannot log the calls without serial numbers If the items do not have serial numbers you can either use dummy serial numbers or get Service Accent to automatically gene
173. age Computing Ltd 2007 All rights reserved Closing a Job Select where the part is to be Delivered to when it is available This option is generally used when you extend a job see Extending a job on page 258 for further details 14 Click Save in the Job Parts dialogue to confirm the usage or click Abandon to abandon the part added 15 The part now appears in the summary at the top of the Job Parts dialogue To add further parts click Add Part in the centre of the dialogue then use Select Part to make your choice as described above Parts for job 63 Description ky Skabus Fan belt For standard pwer unit 1 Parts used Add part Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 253 Work Control Removing a Part Used From the Job To remove a part from the job 1 Select the relevant part in the list at the top in the Parts for Job dialogue Parts for job 63 Description Qt Status Fan belt for standard pwer unit 1 Parks used Add part Modif Remove 3 f Estimate only Part Ho Fanz This part LE been used Request this part Description Fan belt For standard pwer unit Part has been despatched Oty 1 Details Source Unit price 56 Locational Unit cost 1 06 Location Peter Rushworth Your rer SSS Returns ref DEEE Replenish this part Order Mo EL Despatch mote TR Fan 3 Click Yes to delete the
174. ail address and Email button becomes active Texting The Engineer 198 Service Accent User Guide If a valid email address is entered into the Email address field on the More 1 tab the Email button becomes active mj x Engineer Peter Rushworth 1 Engineer 2 More 1 3 More 2 4 vehicle 5 Remote work phone 01438315200 O Home phone O3937367128 Mobile 0798765445667 Fax Mext of kin Mr Smith Email address jprushi anycompany corm Internet acaress wi anycompany com Comms address Nomad trialOz Pager lz Code 53 Team FPC k Job type All job types T M Jobs can be issued Locational store only Sub contractar OL RELL 1 Click the Email button and your preferred email client will open see the Service Accent Installation amp Setup Guide for further information on email clients and you will be able to email the engineer at the email address entered The ability to send a text message SMS to an engineer is only available if the optional Service Accent SMS amp Email Notifications module is licensed Engineer Peter Rushworth Saks 1 Engineer 2 More 1 3 More 2 4 Vehicle 5 Remote work phone 01438315200 salt Home phone 03937367128 Mobile 0798765445667 Fax pO Next of kin Me Smith Email address prush anycompany com Internet address WwwWanycompany com Comms address Nomad trialO2 Bl Pager 234 Code 53 Team PC Job type Al
175. alations aga Events Forms Check tables aggressively slower verify Close Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 465 System Tools 3 To agressively verify a single table select that table in the tree E Verify database Use this utility to verify your database in c progra 1 accent 1 4 Database oot Alerts Opened Okay A Audit version i aca Categories Page size 1024 Charges Record length TAT Records 34 a4 Components 5 TA Contacts Ic i 73 728 gA Contract History CUSTOMER BTR aga Contracts tga Cover gA ustomers nga Defaults JA Email Readings A Engineers aA Escalations A Events ota Forms Check tables aggressively slower verify Close 4 Enable Check tables aggressively slower at the bottom left hand side of the diaglogue Verify database Use this utility to verify your database in c progra 1 accent 1 Database ogg Alerts aaa Audit JA Categories orga Charges nga Components ag Contacts A Contract History A Contracts ota Cover A Customers A Defaults aoa Email Readings A Engineers A Escalations HtA Events ota Forms verify Close 5 Click Verify 466 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Verifying the Database Verify database Use this utility to verify your database in c progra 1 accent 1 Ze Database ogg
176. all sales to current customer click the Sales for this customer only radio button and then click Refresh The display will show similar to the following Customer Record Vantage Computing International Saks ii 1 Customer 2 Details 3 Contacts 4 Contracts S Inventory 6 Other Parts sold ARAL 1 BELT12 4 DRUM T1 34 TONER BY 6 TONER CL 1 Notes Close Letters Sites Price book le Sales For this customer only C Sales For all sites in this customer group Sales since General Financial Miscellaneous Sales 1 Billing t Se o _ cs ie Las e ose votes _ betters _ RTE 2 The items sold will be shown along with the quantity in brackets next to the part number 3 Click to expand the view and see the sales order number and date the parts were despatched Customer Record Vantage Computing International ama 1 Customer 2 Details 3 Contacts 4 Contracts 5 Inventory 6 Other Click here to expand the view and show the sales order numbe Parts sold and date the part was despatched ARAL 11 17 16 03 2004 1 BELT12 44 Fl MRI M T fe Close Sales order number Date despatched Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 121 Creating Information VCI 4 To display all parts despatched to all sites within the customer group click the Sales for all sites in this customer group radio button and then clic
177. alogue 12 If you are not satisfied with the results of the run you must discard the preview invoices To do so click Closeqat the top right of the Contract Billing dialogue E Copyright Vantage Computing Ltd 2007 All rights reserved For more information see Authorising and Printing Invoices on page 381 13 LA L iL4 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 Service Accent Running Contract Billing You have not kept the invoices you have just generated IF vou don t keep them they will be deleted and you can re bill the contracts again Do vou want to keep them Click No to disregard the invoices Your contracts are restored to their original state and you can adjust them as necessary before running the contract billing process again Return to step 1 Click Yes to keep the invoices Click Cancel to return to the contract billing summary tab Mar ch Mar ch Mar ch March March March March March March March March March March March March March March March March March March March March March March March March March March March March March March March March March 2007 2007 2007 2007 2007 2007 2007 2007 2007 2007 2007 2007 2007 2007 2007 2007 2007 2007 2007 2007 2007 2007 2007 2007 2007 2007 2007 2007 2007 2007 2007 2007 2007 2007 2007 2007
178. alogue enables you to setup other suppliers that supply the same item The following is displayed Copyright Vantage Computing Ltd 2007 All rights reserved Creating a Part Stock Record Price book f olx Price book View and edit the details Entries Part Mo There are no items bo show in this view 15 Click New to setup an alternative supplier who supplies this item Price book Siz EJ Price book view and edit khe details s Suppliers so SE Supplier s part no Save Price 0 00 Cost 0 00 16 Select the alternative supplier from the drop down list 17 Enter the supplier s part no 18 Enter the selling Price and cost of the item from this supplier 19 Click Save to save the information Abandon to disregard any information entered or Delete to delete an existing record Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 67 Creating Information 20 An example of a completed price book dialogue is shown below Price book Price book View and edit the details Entries Suppliers Part Mo Sharp Electronics Ltd KIUF86 21 To close the price book and return to the stock dialogue click 4 22 To amend or delete the alternative supplier click the supplier tab 23 The first tab of the stock dialogue new is now complete stock Record New c o Eg 7 Compatibility 1 Part 2 Pricing 3kit 4Usage 5 More 6 alternatives
179. amp codes Please refer to the Service Accent Installation and Setup guide for further information PUL Yau WU UL WS LIL Discount 0 00 Less costs 0 00 z 7 Margin 0 00 Delivery Rite ERD bee 3 Printed Charge 20 00 Het value 20 00 Country of sale ENGLAND Tax 0 00 Exchange rate 1 000 Gross value 20 00 To be invoiced as 70 00 16 The remaining fields will be populated automatically as items are added to the credit note 17 The Country of sales Exchange rate and To be invoiced as are automatically picked up from the customer record and the countries and areas parameter G If the credit note is for a customer outside of the UK the country exchange rate and currency symbol must be set up in the Countries and areas correctly Please refer to the Service Accent Installation and Setup guide 18 Click Save to save to first part of the credit note 330 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Creating A Credit Note The next step is to setup or check the delivery address Click the Delivery details tab and the following is displayed Credit note 119 Abingdon Chemicals Ltd 1 Setup 2 Delivery details 3 Order details 4 Items Deliver to Customer No ABIOOOOL Address 1 28 Margaret Way Address 2 Grosvenor Road Address 3 Notes Town icity Stratford Print County London Country ENGLAND Documents Close
180. an existing Views on page 36 unallocated inventory record with the contract The View inventory dialogue appears Select an inventory item and save the inventory record You are returned to the Contract dialogue 8 Click Save to save the contract information Using the Other Tab The final tab of the Contract dialogue is used to enter other contract data and to perform general analysis on the contract The Other tab is divided into four sub tabs Financial Budgets Subcontracting and Other To access the Other tab 1 In the Contract Record dialogue click the Other tab Contract Record New ARLI 1 Contract 2 Specification 3 Billing 4 Customer _ E Other Show invoices Item Analyse invoices Show history Close Calculate profit Notes Price book Renew Letters Print Financial Budgets Subcontracting Other The first subtab of the Other tab is the Financial tab which contains analysis functions Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 135 Creating Information vci To access analysis functions in the Financial subtab 1 Click Show invoices to open the view invoices dialogue where the invoices raised for this contract are displayed For more information see Invoicing on page 371 View Invoices Customer Met Value Printed Open 1041 2000 Vantage Computing International 1502 2004 Vantage Computing International 1502 2004 Vantage Comput
181. anana Edit Tag Vantage Computing International Stevenage e Mame Vantage Computing International Address 1 2 Meadway Court Close Address 2 Mead Technology Fark eadway Technology Par Motes Address 3 Letters Townjcity Stevenage ststs SsS Letters County Herts Post code Sal 2EF sites Price book Country ENGLAND Area HERTS Notes Service region SOLITH Letters Sales region JAMES JOHNSON T Contact Mr Peter Rushworth 01438 315201 Dialogues frequently contain tabs to group the data into logical sections Click on a tab to view the data stored in that section of the dialogue Utility Buttons Every dialogue in Service Accent contains a series of standard utility buttons located on the right hand side of the form as follows Menu Option Edit Abandon toggle Save Delete Close Notes Letters or Documents Price Book Copyright Vantage Computing Ltd 2007 All rights reserved Description You cannot change the data stored in a form without clicking the Edit button Once you are in edit mode use your mouse to point and click at the required entry point Alternatively use the Tab key to move forwards from field to field or Shift Tab to move backwards To return from Edit click Abandon Updates any changes you may have made to the record you are editing Removes the record from the database Service Accent will always make sure that it is s
182. anks For that Have spoken to the customer and all is now ok Action by 07 06 2006 iz 12 f Update this action f Update and re assign this action to another user or group C close this action SS a Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 55 Getting Started vci 12 Click either Save or Close depending on the action taken previously 13 The To do main dialogue is re displayed E My to do list To do list en My Eu Fete i Invoicing wii Customer 07 06 2006 12 12 Invoice number 12345 query LIGER Hils Fecord Bie My to do list eS Invoicing ag Customer 0706 2006 12 12 Invoice number 12345 query Open this record Open action 15 and then click Open this record This will either open the customer record or job record for this to do To close a to do Once a to do is completed i e no further action is to be taken the to do needs to be closed 1 Click To do from the Service Accent button bar Service Accent VCI Helpdesk Peter D D g ER F System Admin view Routines Shortcuts Finder Reports Todo 1 Windows Call escalations Support 1 Escalations 2 Select mateng T 56 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Using the Finder 2 The To do dialogue is displayed E My to do list ais M
183. annin invoices Esport Invoices Sales order From the Service Accent button bar click Window to see a list of the currently open dialogues This is a convenient feature when you have many dialogues open and the one you want to access is hidden behind several others Instead of closing or moving the other dialogues select the one you want from the menu and that dialogue appears in front If no dialogues are open the menu contains the item None The following example shows the Window menu with four open dialogues 3 Window Help Meter billing View Customers view Engineers and locations Job costing and invoicing The Window dialogue will close automatically when a dialogue is selected 12 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Help From the Service Accent button bar click Help and the following menu is displayed Es ca 7 2 do Window Help Help for Service Serice ccenton Search the online Check for updates Accent the web knowledge baze Remote assistance Update history Release notes About Service Accent From the Help menu there are several options and these are as follows Help for Service Accent displays brief help for Service Accent See page 14 for further details Service Accent on the web displays the Service Accent web page See page 16 for further details Search the online knowledge base allows you to search the kno
184. antage Computing Ltd 2007 All rights reserved Service Accent User Guide 89 Creating Information 4 Click New to create a new scale and the following dialogue is displayed Service Accent Enter the details of this quantity break Quantity up bo Price each 5 In the Quantity up to field enter the quantity of the scale 6 Inthe Price each field enter the cost of the items on this scale 7 An example of a completed scale dialogue is shown below Price book Ses Price book View and edit the details 4 Entries 2 200 0 2 000 00 9 Click Yes to save the scale charges or click No to abandon any new items or changes made 90 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Creating a Product Stock Record 10 The Stock dialogue will be displayed Stock Record AIRCONDCOOL 1 Standard Air conditioning E O X 7 Compatibility 1Part 2 Pricing 3 Kit 4 Usage 5 More 6 Alternatives Price 4 500 00 Cost 600 00 Scale Weighted average 500 00 Close Contract price 0 00 default annual value Motes Mominals Price book Tax code lti 17 50 Documents Customer discount 1 Customer discount 2 Customer discount 3 Supplier discount Pricing LH 11 The Weighted average field is automatically calculated by Service Accent and represents the cost of the product averaged over its purchase history This fig
185. art Sr sti reir 2 and then proceed to step 5 3 Or click Shortcuts from the Service Accent button bar under Invoicing click the New sales order icon CRC O ONC E A S gt Routines Shorteuts Finder Reports To do window elp Work control lu Hew job Escalations Scheduler Invoicing New sales order 4 and then proceed to step 6 Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 295 Sales Order Processing 5 The View sales orders dialogue appears View sales orders Vantage Computing international Open Vantage Computing International Reports 0 00 eae Find auting International 0 00 puting International 0 00 Clear J 0 00 07 02 200 125 00 Swap 07 02 2001 07 02 2001 Line Electrical Ltd Refresh 07 02 2001 1E X Morris Ltd 0602 2001 A T Sothers amp Co 150 00 08 02 2001 A T Sothers amp Co 08 02 2001 A T Sothers amp Co 1103 2004 Vantage Computing Ltd 16 03 2004 Vantage Computing International 17 03 2004 Vantage Computing Ltd 5 467 00 Legend The orders shown in black are completed orders and the orders shown white on red are open orders 6 Click the New button on the right hand side of the dialogue Document New 1 Setup C Quotation Document No Point of sale order f Non stock order Date BE C Credit note Ann Motes Print Documents BEC Show totals 296 Service Accent Us
186. arts locations General Work control Open jobs Closed jobs Batch ob Escalations Visual orice EN DES Seager Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 105 Creating Information For more information see v the Service Accent Installation and Setup Guide For more information see G the Service Accent Installation and Setup Guide 106 Service Accent User Guide View Customers Customer Contract customers Non contract customers Head office customers Customer No A4B100001 ALTOOO01 ANDO0001 47500001 47500002 Bawd0001 BROoOO01 C4R00001 C4500001 CHEOO001 CYRO0001 FBLOOOO1 FINOO001 FRAO0001 H amp 4LO0001 HUTOOO01 Abingdon Chemicals Ltd 5S Altens Minto Projects Ltd Andover Security Ltd St A T Sothers amp Co Ltd Sou A T Sothers amp Co Imming Bawn Telecom Solutions Pl Brookfield Network Solutio Cardkey Controls Ltd Re Case Allnet Ltd Bagshot Chessman Watermark amp C Cyril Dicks Ltd Ruislip F Bloggs amp Co Ltd Steven Finch Stairlifts UK Ltd fLon Frank Waldon Contractors Hall Gosset amp Faithful En Hutcheon Lancare Ltd Kn Abingdon Chemicals Ltd Altens Minto Projects Ltd Andover Security Ltd T Sothers amp Co Ltd 4 T Sothers amp Co Bawn Telecom Solutions Plc Brookfield Network Solutio Cardkey Controls Ltd Case Allnet Ltd Chessman Watermark amp C
187. as described in the following sections Selecting Service History shows a list of all closed jobs for this particular inventory item Choosing this option shows the Closed Jobs dialog in the same way as selecting through the job dialog View closed jobs LAI 2Field 3 Workshop 4 Booking SPM 6 Helpdesk Z Extensions amp Audit 9 Tasks Field Field Booking Field Field Field Field Field Category Name Vantage Computing Ltd Vantage Computing Ltd Vantage Computing Ltd Vantage Computing Ltd Vantage Computing Ltd Vantage Computing Ltd Vantage Computing Ltd Vantage Computing Ltd Workshop Field Vantage Computing Ltd Vantage Computing Ltd Product HOOP3650 HOOP3650 HOOP3650 HOOP3650 HOOP3650 HOGP3650 HOGP3650 HOOP3650 HOOP3650 HOOP3650 Serial No Call Date 05 09 2004 05 09 2004 09 03 2006 05 09 2004 09 09 2004 09 09 2004 22 09 2004 22 09 2004 05 05 2004 1105 2004 Reports Find Clear Swap Refresh Copyright Vantage Computing Ltd 2007 All rights reserved Viewing Historical Information Selecting the Item History option shows an audit trail of the changes in status of the inventory item selected The following dialog appears Item history 123434 Cl Date Description Customer as entered 067 1072004 0671072004 Allocated Vantage Computing Ir 06 10 2004 06 10 2004 Allocated Vantage Computing Ir 06 10 2004 06 10 2004 Unallocated
188. ase order group will be active Click on the Show purchase order button to show the applicable purchase order details The optional Service Accent Stock control module is required If the inventory item was sold via Sales Order Processing see page 279 the Sold on sales order group will be active Click on the Show sales order button to show the applicable sales order details Copyright Vantage Computing Ltd 2007 All rights reserved Adding Details To Allocated Inventory Items 6 If the inventory item was also sold via Sales Order Processing the Sold at price and Buy in cost fields will show the selling and cost prices automatically These fields are available for manual input To allocate or transfer the inventory item to another customer 1 To transfer the item to another customer click the Allocate or transfer to customer button As the inventory item is already allocated to a customer you can only transfer to another customer The following dialogue appears Transfer inventory Welcome to the inventory transfer wizard This wizard helps you to transfer an item of inventory From one customer to another To continue click Mest 2 Click Next and the following is displayed Transfer inventory Transfer this item of inventory Please select the customer to transfer the item to M Transfer to a customer within the current head office group Selected customer 3 Enable the Transfer to customer within head o
189. at contract level Schedule for item dialogue appears PM Schedule for contract DOMO1 Set up your schedule Set up your schedule with the options below then double click a line in the column you want to change G This schedule starts on 20 03 2007 and a visit is scheduled every 1 months Scheduled for i Duration Fri 20 Apr 2007 09 00 Mon 21 May 2007 09 00 Wed 20 Jun 2007 09 00 Fri 20 Jul 2007 09 00 Mon 20 Aug 2007 09 00 Thu 20 Sep 2007 09 00 Mon 22 Oct 2007 09 00 Tue 20 Nov 2007 09 00 Thu 20 Dec 2007 09 00 Mon 21 Jan 2008 09 00 Wed 20 Feb 2008 09 00 Delete schedule 172 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Adding Details To Allocated Inventory Items 4 Service Accent usually defaults the first maintenance visit date to the date you entered in the Date installed field in the Item tab 5 To change the PM schedules click Change PM Schedule for contract DOMO1 Set up your schedule Set up your schedule with the options below then double click a line in the column you want to change Q This schedule starts on 20 03 2007 and a visit is scheduled every 1 months The schedule will start on bo 03 2007 4 PM visit should be raised every 1 C days F Monday C weeks Tuesday months Wednesday Thursday D Friday Saturday D Sunday M Replicate existing scheduled options when rebuilding the schedule A Clear existing scheduled options You can sc
190. at user group will not be allowed to amend existing notes Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 49 Getting Started vci 4 Any changes made apply to that type of note only customers jobs etc Administrative users can always change existing notes so this only applies to non admin groups and users If a group is denied modification permission all users who belong to that group are also denied modification permission To do s To Do s are an internal communication feature to help Service Accent users notify other Service Accent users of outstanding requirements for a given job or client To create a To do 1 Click the Notes button in the applicable dialogue customer supplier job etc and the following is displayed E Notes for Customer Record Vantage Computing Inter Sms Service Financial Engineer Supervisor E other Permissions To do list Timestamp al g E gt Save Cancel 2 Click the To do list tab and the following is displayed E Notes for Customer Record Vantage Computing Inter Sele Service Financial Engineer Supervisor E Other Permissions To do list My to do list Mew action 50 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved 3 Using the Finder Highlight My to do list by clicking once and then click New action The following dialogue is displayed My
191. ate B Oct 2005 ose ces Letters Invoice details Excess Order number One off charge 0 00 Print Bill to x Invoiced Mominals I 12 Click Edit Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 345 Sales Order Processing vci 13 From the Next bill date drop down list select the previous next bill date For example if the Frequency is annually and the Next bill date is 21 Oct 2005 change the Next bill date to the previous year 21 Oct 2004 Contract Record SC000001 1 Contract 2 Specification 3 Biling 4 Customer 5 Other Invoice grouping Group by contract O Group by invoice address Billing details Frequency Annually Next bill date 21 Oct 2005 21 Ock 2004 1 Oct 2005 Invoice detail Order number Billto x Mominals Period to invoice Abandon In advance Dave C In arrears FEES Payment type Close On account C Direct debit C Other Notes Letters Excess One off charge 0 00 Print invoiced EE teert 14 Click Save and the following message will be displayed Service Accent Contract period has changed Please check the Following The next billing date of this contract has changed Continue 15 Click Yes to confirm that the next bill date has changed and save the changes or click No to abandon the changes made 16 Click Close to close the contract dialogue and the
192. ate new To Do actions for this part please refer to the section on to do s 7 Click Save to save your notes The Notes dialogue closes Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 83 Creating Information vci In the Stock Record dialogue the Notes neon now appears in yellow to 84 Service Accent User Guide indicate that notes exist for that part stock Record BLACK WASHER Black washer for main motor ABa 7 Compatibility 1 Part 2 Pricing 2Kit 4Usage 5 more 6 Alternatives Notes neon Part No BLACK WASHER yellow to indicate that Description Black washer For main motor Category DOMESTIC APPLIANCE al Is a product fi e has a serial number iv Is always chargeable GB T notes exist Price book Documents Location Biz Manufacturer KOREAN RUBBER CO Man Part Wo 5D1765Y Supplier Wasington Washer Spares Others To access the notes click the Notes button and the notes dialogue appears In the notes dialogue the tabs that contain notes are indicated with a small icon E amp E beside the page number E Notes for Stock Record BLACK WASHER Black washe fa O fX ge 1 Page 2 Page 3 Page Page 5 Permissions To do list ure that the washer has not perished Timestamp al E Gr gt Save Cancel Copyright Vantage Computing Ltd 2007 All
193. ated and completed item details can be viewed but not edited Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 339 Sales Order Processing PCI Crediting Or Part Crediting An Invoice You can use sales order processing to credit or part credit an invoice To raise a normal credit note refer to Creating A Credit Note on page 327 Q Only authorised invoices can be credited or part credited To credit or part credit an invoice 1 Click View from the Service Accent button bar under Invoicing click the Sales order processing icon nt Core System Admin es a E E Admin View Routines Shortcuts Finder Reports To do General Customers Contracts Products amp Inventors Engineers amp parts locations a Work control nme Ti Open jobs Closed jobs Batch job Escalations Visual logging scheduler Invoicing Invoices Sales order a costings processing pet ET poet ot CE ey OUT e EEE CRE RE CENT Enr ES TELE 2 and then proceed to step 5 3 Or click Shortcuts from the Service Accent button bar under Invoicing click the New sales order icon B a re a Routines Shortcuts Finder Reports To do window Help Work control FA Escalations Scheduler Invoicing New sales order 4 and then proceed to step 6 340 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved 5 The View sales orders
194. ation and installation date of this item optional SL TCHENS 01 12 2000 Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 429 Keeping Up To Date 5 Confirm the location and date the item became unallocated and click OK Inventory Record 111 145 ARISTON INDUSTRIAL DISHWASHER fa f Rental Z Parts skit 9 other 5 i Item 2 Status 3 Contract 4 warranty 5 Lease Abandon EE ET Allocate or transfer to customer Dave C Scrapped Close C Reserved for sale Scrap this item Motes 4s of 20 03 2007 Toggle loan status betes History Installation Letters Details Sos Jf uns ae Sold at price 0 00 Buy in cost 0 00 6 The radio buttons on the left of the Status tab now show the unallocated state and the date it was actioned Scrapping Inventory Items To scrap an equipment item 1 On the Status tab Inventory Record 111 145 ARISTON INDUSTRIAL DISHWASHER E 5 K Rental 7Parts skit 9 other 1 Item 2 Status 3 Contract 4 warranty 5 Lease f Customer item Allocate or transfer to customer nepera Set as unallocated Scrapped 0 Reserved For sale Scrap this item Close 5 of PO Tondleloan status Motes History Installation Letters Details Sos eee i 11 e e Sold at price 0 00 Buy in cost 0 00 2 Click Scrap this item The following prompt a
195. ation as required 4 Click Save or click Abandon to leave the details unchanged Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 255 Work Control CI Dealing With Existing Part Requests In some cases there may already be requested parts associated with the job For example the job may be a delivery in which case the customer has requested the parts in advance The following example shows an existing part request Parts for job 63 1 Parts used 1 Parts requested Fan belt for standard pwer unit Fiber Optic Bundle Add part Modify Remove f Estimate only f This part has been used f Request this part f Part has been despatched Details Part Mo Description ates f Unit price lf Unit cast ft Site Your ref x Returns ref Replenish this part Order Na Despatch note Deliver park to f Main stock Engineer ie Urgent Save bandon O The part request appears in red to distinguish it from usage records The following describes how to change a part request into a part usage To change a part request into a part usage 1 In the Parts for Job dialogue highlight the part Parts for job 63 Description Fan belt For standard pwer unit Fiber Optic Bundle Part No FANI Z 1119356 Oty Status 1 Parts used 1 Parts requested r Add part Modif Remove Details Select park Part Mo fi 119566 Descripti
196. ation of the different colours used within the search results area is given nx The Following colours are used in this display Red head office customers Black sites Blue contracts Green inventory Click here to for an explanation on the colours used within the search results area Search results There are no items to show in this view 42 e Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Using the Finder The Customers Tab You can locate a customer record using the Name Tag Account No Post Code or Phone no selection method Type Van in the entry box to the right of the Tag field Click Find Now or press Enter or Tab if you prefer N Finder Sie x Search for customers The results will show customers 1 Customers 2 Products and parts 3 Jobs 4 Invoices Mame a Customers LA Find now f Contracts f Inventory y Post Code Phone Ho Contract Mo Serial Ma Asset Mo Search results Vantage Computing International Stevenage VANOO001 Vantage Computing Inter Vantage Computing Ltd Holmfirth VANOO002 Vantage Computing Ltd Holnifirth EJ To open the customer record double click on the required customer name shown in the search results area To find a contract record You can locate a contract record directly using the contract number selection method Type SCOOO1 in the entry box to
197. ave the costs credited This should be used when the customer has returned the parts and wants a credit note for the invoice 5 If there are inventory items on the job invoice the following message will be displayed Service Accent Inventory has been allocated on this invoice There are inventory items on this invoice which can not be unallocated autornatically You must transfer or unallocate each item yourself From the inventory Form 6 The inventory items cannot be automatically unallocated and would have to be unallocated or transferred manually Please refer to Creating Unallocated Inventory Items on page 159 for details on unallocating inventory items 7 Click OK to acknowledge the message Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 353 Sales Order Processing 354 Service Accent User Guide vci Once the job invoice to be credited has been located and selected see page 340 the Credit note dialogue is populated with details of that invoice Credit note 129 Hall Gosset amp Faithful Engineering Ltd ARa 1 Setup 2 Delivery details 3 Order details 4 Items f Credit note Document No 129 Save Date 14 03 2007 Complete Close Notes Invoice to Invoice address Select Hall Gosset amp Faithful Engineering Ltd DIEUMET E Print Show totals Total Less costs Margin Delivery hi aaa Printed Charge es Het value 700 2
198. ay Court Meadway Technology Park Stevenage Herts 561 ZEF Do vou wank to change the owner to another customer 2 Click No to return to the contract without changing ownership or click Yes to change ownership to another customer The following View customer dialogue appears showing all customers within the head office group View Customers 1 Customer 2 Contract customers 3 Non contract customers 4 Head office customers Customer No Post Code Contact New ANOOOO1 Yantage Computing In Yantage Computing In SG1 2XU Mr Peter Rushworth Select YANOO002 Vantage Computing Ltd H Vantage Computing Ltd HD9 6QZ Miss Jane Doe Reports Find __Cex_ L Sep Refresh 3 Highlight the required customer and click Select 4 A message will be displayed asking you to confirm change of ownership click Yes to accept or No to reject and return to the contract To relegate inventory items This routine allows large inventory lists to be posted off to a dead site This will then allow you to reimport massive kit lists if required Service Accent creates duplicate inventory items and prefixes them with a special character 1 Click the Relegate inventory button and the following message appears Service Accent Relegate all inventory on this contract This will relegate all the inventory on this contract by prefixing each serial number with special character sequence This will allow you to set
199. ber appears in this dialog Do one of the following e If the item is to remain on the same contract or move to a different contract click Keep item s on current contract and then select the contract number from the drop down list Use the same contract number as shown if the equipment is to be transferred on its existing contract e If the item is to move to a new contract click Transfer item s to a new contract Select the contract from the drop down list e If the item is no longer provided with a service contract click the Take item s off contract Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 427 Keeping Up To Date 15 Click Next Transfer inventory gi Finished the inventory transter PF wizard Click Finish to transfer the itemis using the settings below and close this wizard Customer Cyril Dicks Ltd Ruislip Contract Keep items on current contract 16 Click Finish The following dialog appears Service Accent Enter the location and installation date of this item optional SL TCHENS 01 12 2000 17 Enter the physical location and installation date for the item and then click OK 18 Next you will be asked if an installation job is to be raised Service Accent aha Do you want to raise an installation job 19 Service Accent prompts for whether you want to log an installation job for the transfer of the inventory This may not be necessary
200. bs Using Data Dialogues Using Views The Explorer Printing Records Drill Down Buttons Using the Finder Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 7 Getting Started Logging On to Service Accent After you have been set up as an Service Accent user you can log on to the system v If the workstation shuts down improperly while you are logged on to Service Accent you will not be logged out of the program correctly and Service Accent may reject your next attempt to log on If this happens contact your Service Accent Administrator To log on to Service Accent 1 From the Windows task bar click Start and select Programs gt Service Accent gt Service Accent The Logon dialogue appears ersion 4 8 build 200 Active seats o7s Licensed ta Core System Database CiProgra l ccentD6 Test Core Username Admin Password Login See the Helpi bout box For copyright and trademark information 2 In the User Name field type your user name as provided to you by the Service Accent Administrator 3 Type your password in the Password field v These fields are not case sensitive 4 Click the arrow button or press Enter The Service Accent window appears 8 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Common Buttons Common Buttons Service Accent is a Microsoft Windows based product and should be nav
201. can keep a copy of each invoice as an Adobe PDF document This ensures that you can reprint an invoice in the future accurately regardless of any changes that might be made to the database Copyright Vantage Computing Ltd 2007 All rights reserved Authorising and Printing Invoices a 11 The following is displayed Service Accent Do you want to keep a copy of these invoices Service Accent can keep a copy of each invoice as an Adobe POF document This ensures that you can reprint an invoice in the Future accurately regardless of any changes vou might make to your database Do vou want to keep copies of your invoices please note that each invoice has to be stored individually and may take a few minutes if vou are printing large number of invoices 12 Click No to not keep a PDF copy of the invoices 13 Click Yes to keep a PDF copy of the invoices These invoices are stored in your main AccentDB folder in a folder called documents invoices 14 The following will be displayed prior to the invoices been printed F Service invoice errico Accent 4 4 tf oF He B ch fo l tone s 242 Tour Company Nan SU SE Andrew Sir Hemtord Hela S000 HZ Ta 01902 37002 Fas 01992 537003 C newt 1 aon Elie Wi weak doy lstour robe LE 23 00 25 Om LECT ont GE oo Le i th a 15 After the invoices have been exported in PDF format you can then print the invoices as normal 16 You can prev
202. careful not to click the Close Xl at the top right of the Service Accent main window Effect on the Call Escalations Dialog On returning to the Call Escalations dialogue notice that the Job Status and Engineer columns have been updated automatically Call escalations 1 Escalations Fe Select Category Customer Respond By Engineer Last Status Fix by Area 45 BREAKDOWN Vantage Computing Ltd 22 04 2004 17 00 Peter Rushworth a iqned to engineer AR41 Effect on the Job Dialog Also to see the effect of the Scheduler on the job record in the Call Escalations dialogue double click the job to open the Job dialogue and then select the Status tab The Status and Engineer fields have been updated along with the Allocated Date and Time Also the ETA Date and Time now reflect your chosen slot position in the Scheduler Job 46 Vantage Computing Ltd 1Job 2 Details 3 Faults 4 Status 5 Completion 6 Tasks 7 Misc Engineer Status Assioned to engineer Allocated 25 08 2004 13 56 Engineer Peter Rushworth ETA 23 08 2004 14 00 On site Status Job status rl Extended 0 times last on Parts status Loan status de Last status assigned to engineer On 23 08 2004 13 56 Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 231 Work Control PCI Issuing a Job Without Using the Scheduler The following procedure describes how to assign a job to an Engineer wit
203. ce Akta 1 Summary 2 Details 4 Tax breakdown Invoice to Deliver bo Ineas ele Jamieson Business Solutions 200010 Account Mo JaMoo001 Invoice date 14 Mar 2007 Que date 13 Sor 200 Invoice Yalue Met value 30 00 Printed Query VOT Tax value 5 25 Exported WOT Tax desc fi 17 50 t Gross value 35 25 Order No Exchange rate 1 000 Contract Sscoo020 Invoiced as 30 00 wb fn ttsts S 360 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Crediting Or Part Crediting An Invoice For full details on invoice procedures please refer to the chapter on invoicing on page 371 24 To print the credit note click Print 25 After the credit note has been printed click Close to close the invoice dialogue 26 The credit note is now complete and the complete neon is active to indicate this Credit note 130 Jamieson Business Solutions 1 Setup 2 Delivery details 3 Order details 4 Items Credit note Document No 130 Credit an invoice Date 14 03 2007 STE Close Notes Invoice to Invoice address Print Select Jamieson Business Solutions DE 71 73 Clydebay Guay Show Kingston See invoice Milton Keynes Show totals Total value 30 00 Total Discount Yo 0 00 Less costs Margin Delivery fF 5 Printed Charge Mek value 30 00 Country of sale ENGLAND Tax 5 25 Exchange ra
204. ce Accent User Guide 171 Creating Information vci Completing The Contract Other Tab The contract other tab allows you to setup a planned maintenance schedule for this contract providing that the preventative maintenance field has been enabled within the contract dialogue Contract Record SC000026 1 Contract 2 Specification 3 Billing 4 Customer 5 Other The planned maintenance required Abandon Contract Options Contract agreement must be enabled to setup plannet F maintenance through the inventory W Contract Billing HE o Swe dialogue T Yianned maintenance reauired Bi Sor FUE De EUs em Delete _eEe 1 Inthe Contract tab click the Other tab at the bottom of the dialogue The following is displayed Inventory Record 19768657 3785402 CLEANCO INDUSTRIA fa x 6 Rental Z Parts akit 9 Other 1 Item 2 Status 3 Contract 4 Warranty 5 Lease ontrack No SCOO0z6 T Planned maintenance Perform planned maintenance on this item Close Motes History Letters 1 a Billing other l 2 To enable planned maintenance on this inventory item tick the Perform planned maintenance on this item box This will activate the Item has specific schedule field This must only be set up if the 3 If this inventory item requires a specific schedule for planned schedule is DIFFERENT from maintenance tick the Item has specific schedule box and the PM the one set
205. ce Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Recording a New Job Job Mew field job Lob 2 Details 3 Faults 4 Status 5 Completion 6 Tasks z Misc Job type Field Job No 217 Logged by Admin Save Print Category BREAKDOWN Customer Audit Select Sampson McGill amp Co Ltd Close Loans Lansdown Quay Customer Gravesend w Motes Issue Contact Miss Jane Taplow hi Mew Parts Phone Ho 037464723862 Change Letters Contract Jscoonze B Warrants E MONTHS W On warranty Service JoTHER Charge Jno CHARGES Set as non chargeable Item Product WHOOSHZ000 Select product Description CLEANCO INDUSTRIAL POLISHER Select item Serial Mo 19768657 3785402 Location Repair yard LE Asset Ho 128 MN 3 If the customer is setup as a VIP see The Miscellaneous subtab on page 119 for further information the following will be displayed Service Accent 1 This customer has been assigned IP status 4 Click OK to acknowledge the message The VIP customer neon will become active 5 If any Next job notes have been recorded from a previous job see Adding next job notes on page 246 the following will be displayed Service Accent There are notes from a previous job for this customer move the appliance to a different location when next visited Do vou want to accept these notes IF vou click No they will be retained For
206. certain date enter the Date in the box provided If the Date box is left blank all customer records will be selected for export 3 In the File name box enter the name and location of the file to contain the exported customer records By default the file is called account csv and will be saved to the c drive of the local machine running the export 4 Click Next to continue If a previous accounts export has been completed from this workstation the file will be automatically overwritten 5 The export wizard has now completed E Export to Sage Line 50 Finished exporting your data 20 items were exported to the file C N4ccount cey You need to run pour accounting package and import this file Fo To export more data click Back 420 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Exporting Data to an Accounting Application 6 Click Close to close the export wizard 7 The next step if to open your accounting application and then import the file just created in the previous step Locate this file c account csv and import This manual does not go into details of how to import into your accounting application If further guidance is required please contact your support provider for your accounts application 8 Please refer to your Sage Line 50 manual for further information on customer details Exporting Purchase orders This option is only available if y
207. ck Save to update the job record and then click Close to exit the dialogue When you return to the Call Escalations dialogue you will notice that the Job Status and Engineer columns have been updated automatically as the example below illustrates 1 Escalations 2 Select Job Mo Category Customer Respond By Engineer Rule Last Status Fart Fix by Area BS BREAK DO Vantage Computing Ltd 10052004 15 05 Jane Smedley Assigned to engineer HOoP3650 Instead of opening the job record prior to issuing try right clicking it in the Finder or the Call Escalations dialogue Select the shortcut option Engineer to speed up the issuing process Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 235 Work Control VCi Closing a Job This option allows you to complete an outstanding job specifying the time spent any parts used and the details of the work performed Finding the Job to Close For more information see Using You can locate the job to close using either the Finder or the Call the Finder on page 40 and Using Escalations dialogue Please refer to the relevant sections for instructions the Escalations Feature on page on how to use these features 211 Completing the Fault Profile To complete the fault profile 1 With the job record open in the Job dialogue click Edit and then select the Fault tab The fault code and details originally entered when the job was recorded appear J
208. clude this item from price increases Letters In contract period Total billing walue Value per item 0 00 Billing status Has not been invoiced 1 e e As the inventory item was created via the contract dialogue Service Accent automatically inserts the contract number 13 Click Save to save the inventory details and then click Close Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 155 Creating Information The new inventory item is now added to the contract record as shown below Contract Record DOMO0001 1 Contract 2 Specification 3 Biling 4 Customer 5 other Customers on this contract Abandon Save 2 Meadway Court Meadway T vantage Computing Ltd 16 Queens Park Business Park Hudderfield Road Delete Close Notes LA Legend Customer New eae Selected customer s inventory Letters Serial No Contract Ho i Print BASICYACHT 1235456 7 EASY 1400 1678 235 SCOO006 CP Et 2154879 SC O0006 45674057690 BOMO0001 so 4567567456 New item Add unallocated item LR 14 Click Save to save the addition to the contract record The inventory is now allocated to a contract To complete the remaining details in the inventory record please refer to Adding Details To Allocated Inventory Items on page 162 Creating Non Contract Inventory Items The following procedure describes how to add inventory items for a customer who does
209. contract Contract Planned Maintenance For more information see Creating a Contract on page 126 planned maintenance per metered equipment item this requires the option Service Accent meter Billing module Each contract you create allows for planned maintenance and you define the schedule To actually create the PM service calls you need to run Generate PM jobs from the Routines menu To run PM generation 1 Click Routines from the Service Accent button bar under Contracts click the Generate PM jobs icon B B Ce view Routines Shortcuts Finder Reports To do Window Help Contracts Contract Rental billing Generate PM Contract billing housekeeping Work control Planned maintenance generation Ready to generate PM jobs Select the options you want to perform and click Start Parameters Scheduling Period Type of PM Raise jobs up to Ke er f Standard Select Account Mo Contract No Country MW Calculate number of jobs to be raised only 3 In the Period section the Raise jobs up to field enter the date that you want to raise PM jobs upto The routine will then check if any PM s are due to be scheduled upto and including that date You can schedule as far in advance as you want though you most likely run planning month to month Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 269 Work Control CI 4 In th
210. ct belongs to 8 In the Asset No field enter the asset number or allow Service Accent to create one please refer to the Service Accent Installation and setup guide The asset number is an excellent search method especially in circumstances where the customer cannot provide you with a serial number O Many Service Accent users mark their machines with the asset number making it easier for their customers to quote this reference when reporting a service fault 9 In the first field Location enter the location that represents the machine s placement within the customer s site For example reception accounts or stores If predefined locations have been previously setup see the Service Accent Installation and Setup Guide use the drop down list to select one of these locations 10 In the second field Date installed enter the date the product was installed at the customer s site Inventory Record New MCE 6 Rental Z Parts amp Kit 9 other 1 Item 2 Status 3 Contract 4 warranty 5 Lease Product AIRCONDCOOL Change Save Description Basic Air conditioning cooler unit Serial Ho 9484647473736 Close Oty 1 Hotes Category DOMESTIC APPLIAMCE History sset Mo FRo4 Letters Location BASEMENT Date installed 20 09 2006 L estomen 1 e e 146 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Creating Inventory Via The View Inventory Dialogue
211. ct is valid i e it has not expired or is yet to become active If the inventory item is covered by a warranty a description of the warranty type appears in the Warranty field A check box adjacent to the warranty description indicates whether the warranty is valid Copyright Vantage Computing Ltd 2007 All rights reserved Recording a New Job 6 The Service field shows the service level for this job The default service level is taken from the inventory item s contract record if applicable The service level can be changed by selecting another service level from the drop down list This will have no bearing on the contract the service level has been changed for this job only and not on the contract If the equipment is covered by a warranty and not by a contract the default service level is taken from the warranty type If the inventory item is covered by neither of the above Service Accent uses a default service level called NO CONTRACT 7 The Charge field shows the charge band applicable to this job The default charge band is taken from the job s service level The charge band can be changed by selecting another charge band from the drop down list This will have no bearing on the contract the charge band has been changed for this job only and not on the contract Even if the charge band is set to charge for certain elements this can be overridden by enabling the Set as non chargeable box This means that the custo
212. customer requires a credit of 100 00 So change the Price field to be 100 00 If required add a note to the Comments field Service Accent User Guide 367 Sales Order Processing 368 Service Accent User Guide vci 8 You need to remove all other items from the credit apart from the item to be credited So highlight the other lines in turn and click Remove to remove these items from the credit note 9 Click Yes to remove the item or click No to leave the item on the credit note After all the items not to be credited are removed the Items tab will appear as follows Credit note 132 White Graham Solutions Ltd 1 Setup 2 Delivery details 3 Order details 4 Items Items on this document Description Total value CLEANCO INDUSTRIAL POLISHER 1 00 0 00 I al Save Close Motes fe List e Add Modify Remove Print Documents Show totals 10 Click Save item to save the changes 11 Click the Setup tab and the following is displayed Credit note 137 White Graham Solutions Ltd 1 Setup 2 Delivery details 3 Order details 4 Items Credit note Document No 132 Credit an invoice bate 14 03 2007 Canis Close Motes Invoice to Invoice address Print Select White Graham Solutions Ltd parer 2 Glenwell Street Alton Hampshire Show totals Total value 500 00 Total Discount Yo 0 00 Less costs i Margin Delivery oe Printed Charge Sai PINE Het val
213. d 19768657 3785402 CLEANCO INDUSTRIA X EX 1 Item 2 Status 3 Contract 4 Warranty 5 Lease 6 Rental 7 Parts 8 Kit 9 Other Abandon W Rental Save Rental details Agreement JKSHGSHUTW PO Number 45635675 se Start date 27 06 2006 Nokes Duration 36 Months C Weeks History Expiry date 26 06 2009 Letters Next invoice date 27 06 2006 Frequency Monthly Deposit So0 00 Total value 250000 gt F208 33 Invoice grouping Period to invoice Mo grouping In advance Group by customer f In arrears Delete 1 HE Copyright Vantage Computing Ltd 2007 All rights reserved 180 Service Accent User Guide Adding Details To Allocated Inventory Items PCI Completing The Parts Tab The parts tab on the inventory dialogue shows any parts that have either been used or sold to the inventory item 1 Inthe inventory dialogue select the Parts tab The Parts tab appears Inventory Record 19768657 3785402 CLEANCO INDUSTRIA L O fX 1 Item 2 Status 3 Contract 4 warranty 5 Lease Rental ZParts akit 3 Other Abandon Parts usage for this item Sep Job No e Delete There are no items to show in this view Close Motes History Letters Parts sold against this item Doc Mo There are no items to show in this wiew abenan e ci e i ites ETES betters Customer Loan item Faulty 2 The Parts usage for this i
214. d 2007 All rights reserved Service Accent User Guide 179 Creating Information 10 11 CI In the Next Invoice date field specify the period when you next want to invoice the customer Depending on the duration you specified the Frequency field defaults to Monthly i e invoice once per month or Every Week i e invoice once per week Further options are available on the drop down list for each In the Deposit field enter any deposit that has been paid against the rental The Total Value field represents the value of the agreement over its entire duration For example if the rental period is 36 months and you invoice the customer 100 per quarter you invoice the customer 400 per year or 1 200 over the full 36 month duration of the rental agreement Therefore you would enter 1200 in the Total Value field Use the Invoice Grouping section to group all the rental invoices from the same bill to address on one invoice Grouping occurs at invoice authorisation the invoices remain separate until you authorise them Use the Period to invoice section to select whether rental invoicing is in advance or in arrears For example if you want to invoice monthly and the next invoice date is 01 01 2004 the arrears would be invoiced for the period 01 12 2003 to 31 12 2003 while the advance invoice would be for the period 01 01 2004 to 31 01 2004 An example of a completed rental tab appears as follows Inventory Recor
215. d Service Accent User Guide 463 System Tools 3 To verify a single table select that table in the tree E Verify database Use this utility to verify your database in c progra 1 accent 1 4 Database i A Alerts Opened Okay JA Audit version i aca Categories Page size 1024 4 Charges Record length fer is Records 34 nga Components Keys 5 dif Contacts File size 73 728 oo gg Contract History Name CUSTOMER BTR aA Contracts ota Cover A Ustomers nga Defaults gA Email Readings oA Engineers aA Escalations ag Events HoA Forms Check tables aggressively slower verify Close 4 Click Verify Verify database Use this utility to verify your database in c progra 1 accent 1 Alerts verifying Audit A A Customers aA Defaults JA Email Readings Hoata Engineers aA Escalations s aaa Events orga Forms Check tables aggressively slower 5 A progress bar appears while the verify operation runs 6 When the process ends a message appears confirming success or listing any errors found Tables that have been successfully verified appear in the tree with a green check mark 464 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Verifying the Database Verify database Use this utility to verify your database in c progra 1 accent 1 Database Property ef Alerts ew Audit i Categories Charges i C
216. d To Engineer v If you are moving an ad hoc event you do not need to confirm the re assignment 224 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved VCI Using the Visual Scheduler Moving a Scheduled Job to a Different Day You must use a slightly different procedure to move a job to another date To move a job to a different day L In the Scheduler click on the job to select it The border around the job changes to a dotted line Click Cut Job The job is removed from the Scheduler Using the date navigation controls described in the preceding procedures move forward or back to the date you want to move the job to Click Paste Job The pointer now changes to a T symbol Use the dark grey markers on the row and column to navigate to the required Engineer and time When you find the new location click on it The job appears at the new location With the job repositioned the status changes to Provisionally Assigned You must manually confirm the re assignment Select the job then click Assign The status changes to Assigned To Engineer If you are moving an ad hoc event you do not need to confirm the re assignment De Allocating a Scheduled Job As an alternative to moving an occupied job you can de allocate it This procedure does not delete the job but changes its status and disassociates it from the Scheduler To de allocate a job Click on th
217. d all other fields return to their default state Selecting a scheme The following procedure describes how to access the schemes you previously created and saved To select a scheme e In the Call Escalations tab click Scheme and select the scheme you want The dialogue updates to reflect the search settings of the chosen scheme Copyright Vantage Computing Ltd 2007 All rights reserved Using the Escalations Feature Customising Sort Settings The following procedure describes how you can change the default sort settings for the Call Escalations dialogue To customise the sort settings 1 In the Select tab from the Sort by column drop down list select the column you want to use as the default column for sorting the call escalations list 2 If you want the default column to be sorted in ascending order click the Ascending check box You can save sort settings as part of a scheme Setting the default scheme To set the default scheme to display when opening the escalations dialogue you need to edit a configuration file 1 Browse to the AccentDB folder and locate the file escalate ini if the file does not exist open Notepad and follow from point 3 AccentDB_Test_Core File Edit View Favorites Tools Help Q sax J P Search ij Folders Ei s C Program Files AccentDB_Test_Core Name Type Date Modified File and Folder Tasks A charge btr BTR File 14 12 2005 10 53 E comment ddf DDF File 1
218. d and the prices will have the exchange rate applied to them If an installation job needs to be created for this item tick the Item requires installation box When the order is despatched a new installation job will be created and will appear in Escalations as an outstanding job see Using the Escalations Feature on page 211 If there is any discount to be allowed enter the percentage amount This discount will apply to this item only not all items on the order The Total price is calculated automatically price less discount This figure cannot be changed Copyright Vantage Computing Ltd 2007 All rights reserved Click Add to add a new item to the non stock ord Click Part to drill down to the Stock record Click Nominals to change the default nominal code for this product part Tick this box to create an installation job Click Save to save the item onto the sales order 11 12 13 14 15 Creating Non Stock Order The Tax is automatically added based on the tax rate setup against the customer This figure cannot be changed The Item total is then calculated Total price plus Tax This figure cannot be changed In the Comments box enter any other comments that are applicable to this item For example This item requires fitting by an experienced engineer Click Save to save this item The item now appears in the Items on this document area Non stock order 116 Abingdon Chemicals L
219. d details area is only active when a payment Method of Credit Debit card is selected Select the Card type from the drop down list Enter the Card No in the space provided For security reasons the number will be replaced with astericks Select the expiry date of the card from the Expires drop down list You must select a month and year To edit the card number at a later stage you must click the Edit card number button Enter an order number in the Order No box The Sales region defaults to the sales region allocated to the customer on the customer record To change this select an alternative from the sales region drop down list In the Any additional comments and instructions text area enter any other details that are applicable to the point of sale order For example delivery times special packing instructions etc Copyright Vantage Computing Ltd 2007 All rights reserved Creating A Point Of Sale Order The next step is to add the items to the point of sale order Click the Items tab and the following is displayed 3 Point of sale order 115 Abingdon Chemicals Ltd 1 Setup 2 Delivery details 3 Order details 4 Items Items on this document Description Total value There are no items to show in this wiew Delete Delete Close Motes a Add Print Documents Show totals Click Add to add items to the point of sale order The Finder will appear from which you can select t
220. d item or click Abandon if the changes are to be discarded To remove an item from the non stock order 1 To remove an item from the non stock order ensure that the view is in List mode highlight the required item and then click Remove 2 You will be prompted to confirm that the item is to be removed from the non stock order click Yes to confirm Copyright Vantage Computing Ltd 2007 All rights reserved Creating Non Stock Order To print a non stock order 1 To print the non stock order click the Print button on the right hand side of the dialogue Mon stock order 116 Abingdon Chemicals Ltd Colm Click Print to print the 1 non stock order 1 Setup 2 Delivery details 3 Order details 4 Items Items on this document Abandon Desskiption ty QUE Total value Save 1 00 0 00 4 52 Optical Rods 0 3 28 x 2 100 000 15 52 Delete Close a mtes List E Toe Add Modify Remove Print Item details Documents Part 3282610 00 Description Optical Rods 03 28 x2 0000000 ESEE Total Qty O 1 00 Less costs Price 18 52 Margin Discount ie o Tax Item total Total price 18 52 3 24 21 76 Comments aa Lee 2 The Report dialogue is displayed with the sales order processing reports already pre selected BS Reports Reports and letters Select the item you want to run and click Aun Reports Letters Reports Document listing by c
221. d sufficient information to save the new job To save the job 1 Click Save 2 Click Close to exit the Job dialogue 210 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Using the Escalations Feature Using the Escalations Feature The escalations feature provides you with an overview of the jobs outstanding To access escalations 1 Click Shortcuts from the Service Accent button bar under Work control click the Escalations icon B Bs ce Routines Shortcuts Finder Reports To do Window Help Work control Scheduler Invoicing Hew sales Order ue 2 The Call Escalations dialogue appears Call escalations 1 Escalations 2 Select Job No Rule 156 Customer Serial No Vantage Computing Ltd 234 Vantage Computing Ltd 234 Respond by Fix by 1409 2004 Engineer Area Category Last status BREAKDOWN Job Logged BREAKDOWN Job Logged BREAKDOWN Job Logged 09 49 161 14 09 2004 10 16 Vantage Computing Ltd 4564356356 14 09 2004 10 20 Refresh Scheme BREAKDOWN vantage Computing Ltd received by remote user 4564356356 Engineers Columns BREAKDOY WY Vantage Computing Ltd 28 09 2004 09 59 Job Logged 4564356356 Peter Rushworth HERTS Vantage Computing Interna 1234567 REPAIR Provisionally assigned 2010 2004 12 47 BREAKDOWN Job Logged Vantage Computing Ltd 4564356356 1140 2004 14 23 Peter
222. d then click New contract 126 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Creating Contracts Las Customer Record Vantage Computing International ai 1 Customer 2 Details 3 Contacts 4 Contracts 5 Inventory 6 Other Edit Contract No Period HE There are no items to show inthis si Bi Et ES Dee s ites Letters ts re book Notes _ letters vip Close Notes Letters Click New contract Sites Price book Mew contract view contracts 3 The Contract Record New dialogue appears x Contract Record New 1 contract Contract No _servicelevel E ontrack type 7 Period Date starts pO Evergreen Notes Lasts For Iz months Date expires PO Cancelled Letters Print Close Contract value Status Discount 0 000 Discounted value Merei 4 In the Contract No field enter a unique contract number or name for this contract If this field is left blank Service Accent assigns a unique identification number for the new contract when you save the record For more information see the Service Accent Installation and Setup Guide Automatic contract number assignment is an option set by your Administrator For more information on service 5 From the Service Level drop down list select the level of coverage levels see the Service Accent the customer requested Once the servic
223. d to the workstation To check release notes 1 From the Service Accent button bar click Help and then click the Release notes icon Ce To do Window Help Help for Service Serice ccent on Search the online Check for updates Accent the web knowledge base a AW Remote assistance Update history Release notes About Service Accent Service Accent release notes Windows Internet Explorer 6 EJ E C Program Files ccentDB_Test_Corelrelease htm abe Service Accent release notes Service Accent Service Accent release notes Copyright 2001 2006 Vantage Computing Ltd All rights reserved Jump to a version 3 Click on a version number to see details of the enhancements and fixes for that release The following will be displayed Service Accent release notes Windows Internet Explorer GA T file C Program 20Files accentDB_Test_Corejrelease htm4t200 wet Service Accent release notes Release 4 8 200 16th March 2007 FIX STOCK CONTROL When dispatching parts to engineers from Stock Replenishments you can now enter consignment information and print consignment notes ENH STOCK CONTROL You can now search for and reprint consignment notes from the Routines menu ENH WORK CONTROL You can now apply business hours to individual customers this is used to calculate the dovmtime value for that cu
224. der 115 Abingdon Chemicals Ltd 1 Setup z Delivery details 3 Order details 4 Items Items on this document bandon Description cry OFS Total value k Eure Water Inlet Housing 40 series 1 00 0 00 47 65 Delete Close T Motes i List Tree Add Modify Remove Ship Print Item details Documents Part oLaH100P See invoice Description Water Inlet Housing 20 series Show totals Serial Mo QE 1 H aminale Onstop Price 47 6 tem requires installation a Pos O Discount Yao 0 00 Tare Item total Complete Total price 47 660 se 56 02 f Documents Comments Prorder Installed Invoice Save item Abandon 13 Continue to despatch the remaining items following steps 5 to 12 308 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Copyright Vantage Computing Ltd 2007 All rights reserved Despatching And Invoicing A POS Order 14 After all the items have been despatched the following will appear Service Accent All of the items on this sale have been shipped now Do vou want to raise the invoice 15 If an invoice is to be raised now click Yes and proceed to step 18 16 If an invoice is to be raised at a later time click No When the invoice is ready to be raised open the point of sale order and from the Setup tab click the Complete button Point of sale order 115 Abingdon Chemicals Ltd
225. der can be created without having to do a quotation first Please refer to page 295 for details on creating new point of sales orders To convert a quotation to a point of sales order 1 Click View from the Service Accent button bar under Invoicing click the Sales order processing icon nt Core System Admin General amp Customers Contracts Products i Work control g parts J j LS pen jobs Closedjobs Batch job logging Invoicing Invoices amp Sales order costings processing ee 8 Inventors Engineers amp locations B Escalations Visual scheduler 2 The View sales orders dialogue appears View sales orders 01 02 2001 01 02 2001 07 02 2001 07 02 2001 07 02 2001 07 02 2001 0802 2001 08 02 2001 08 02 2001 1103 2004 1603 2004 17 03 2004 Copyright Vantage Computing Ltd 2007 All rights reserved Vantage Computing International Vantage Computing International Vantage Computing International Computing International mputing International Vantage Computing International Line Electrical Ltd Line Electrical Ltd Line Electrical Ltd 1E X Morris Ltd A T Sothers amp Co A T Sothers amp Co A T Sothers amp Co Vantage Computing Ltd Vantage Computing International Vantage Computing Ltd Open Reports 0 00 Fin d UU 0 00 Clear 0 00 125 00 Swap Refresh Legend 150 00 4750 95 5 467 00 5 467 00 Service Accent Use
226. der details 4 Items Credit note Document Mo 119 Credit an invoice bate 12 03 2007 eae Close Notes Invoice to Invoice address Print Select Vantage Computing Ltd DRE 16 Queens Park Business Park Show Hudderfield Road Honiley Show totals Total value 17 45 Total Discount 3 0 00 Less costs 7 Margin Delivery Standard Delivery 2 Printed Charge 20 00 Het value 37 45 Country of sale ENGLAND Tax 3 05 Exchange rate 1 000 Gross value 40 50 To be invoiced as 37 45 2 Click Edit and then click the Complete button Credit note 119 Abingdon Chemicals Ltd 1 Setup 2 Delivery details 3 Order details 4 Items Click Complete to generate ee ere Credit note Document No 119 Socal en inace SER Date 12 03 2007 Complete Delete Close Motes Invoice to Invoice address Print 3 and the following message is displayed Service Accent Document completion This will complete the document which you will not be able to amend if vou proceed and create credit note Continue 4 Click No if the credit note is not to be generated 5 Click Yes to generate the credit note 338 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Creating A Credit Note 6 Service Accent will automatically create an authorised credit note for the items on the credit and the following will be displayed Invoice 500005
227. dialogue Service Accent will default to the customers folder and the unique folder for the current customer You need to select a word document template If the template does not exist within this folder locate a standard word template using the look in box as shown below Select a template i x Look ir E E ij c Eg A 3 After the template has been selected Word will open and the new document can be created 4 When you save the document you must ensure that it is saved in the applicable dialogue folder under the correct customer folder 5 Once a document is saved into this area the Letters neon will become activate to indicate to all users that documents are attached to this customer record Name vantage Computing International Active letters neon Address 1 2Meadway Court Close Tonn St Stevenage _ Letters County Herts Post code 561 2EF 2 Sites Price book Country ENGLANE w Area HERTS Notes Service r gion SOUTH a Letters YIP Sales region JAMES JOHNSON ba Contact Mr Peter Rushworth 01438 315201 Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 31 Getting Started Opening an existing document 1 To open an existing document click Letters and then click Open Open a document hy Recent Documents Desktop My Documents Mu Computer _ My Network File name New document doc T Places Files of type
228. dress 3 Title Forename Surname Town city k Mr Peter Rushworth County Country E Work phone b438 31520 Area Home phone Service region Fax 0148881820 OO Sales r gion Mobile Department eee See E Mail Address peter rushworth vantagecomputing co uk f ryantagecomputing co uk Internet Address C Comms Address Using the Finder 40 Service Accent User Guide The Finder provides a comprehensive and efficient method to locate customers contracts inventory products parts job records and invoices Many of the dialogues in Service Accent provide a link to the Finder to assist your searches From the Service Accent button bar click Finder to load the Finder utility Search for customers The results will show customers 1 Customers 2 Products and parts 3 Jobs 4 Invoices Name a Customers r Jag Contracts C Inventory Account Mo Post Code Phone Ho Contract Mo Serial No Asset Mo Search results There are no tems to show in this view Copyright Vantage Computing Ltd 2007 All rights reserved Using the Finder Depending on the search method you use Service Accent returns some most or all of the information you require Each selection field searches from left to right You can search for characters within a specified field For example you can retrieve Cardkey Controls Ltd
229. drop down list select the applicable delivery charge The Charge box will then show the delivery charge The Delivery charge bands are created in the Categories amp codes Please refer to the Service Accent Installation and Setup guide for further information Discount Ya 0 00 Less costs 0 00 Margin 0 00 Delivery CARRE a Printed Charge 50 00 Het value 50 00 Country of sale ENGLAND Tax 0 00 Exchange rate 1 000 Gross value 50 00 To be invoiced as 50 00 16 17 18 314 Service Accent User Guide The remaining fields will be populated automatically as items are added to the non stock order The Country of sales Exchange rate and To be invoiced as are automatically picked up from the customer record and the countries and areas parameter If the non stock order is for a customer outside of the UK the country exchange rate and currency symbol must be set up in the Countries and areas correctly Please refer to the Service Accent Installation and Setup guide Click Save to save to first part of the non stock order Copyright Vantage Computing Ltd 2007 All rights reserved Creating Non Stock Order The next step is to setup or check the delivery address Click the Delivery details tab and the following is displayed Non stock order 116 Abingdon Chemicals Ltd 1 Setup z Delivery details 3 Order details 4 Items Deliver to customer Mo ABIOOOO1 Address 1
230. ds 2 0 0 0 cecececeeeeeeneees 460 Verifying the Database ci duree seen 462 Viewmne Table Data st nt te 462 Verifying the Database 00 ccccccccceeeeeeeeeeeenes 463 Verifying the Database Aggressively 0008 465 Service Accent User Guide v Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide vi Introduction Welcome to Service Accent SA Service Accent is Vantage Computing s class leading enterprise Service Management System This chapter contains the following topics e About Service Accent e The Service Accent Document Set e About this Guide e Documentation Conventions e Contacting Your Support Provider Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 1 Introduction VCI About Service Accent 2 e Service Accent User Guide You need to operate your service department at peak efficiency and that means being in control Service Accent from VCI will help you make your service easier to manage Here s how e Service Accent manages and simplifies field service contract administration preventative maintenance billing and order processing e You can share customers purchases and invoices with your financial application Specifications vary depending on your financial package to give you total financial control Service Accent is a solution to help you maximise you efficiency and increase your customer satisfaction
231. e l Motes fe List i I Tree Add Modify Remove Print To modify an item on the credit note 1 To modify an item on the credit note ensure that the view is in List mode highlight the required item and then click Modify 2 Change any of the item details as outlined in steps 1 to 15 3 Click Save to save the modified item or click Abandon if the changes are to be discarded To remove an item from the credit note 1 To remove an item from the credit note ensure that the view is in List mode highlight the required item and then click Remove 2 You will be prompted to confirm that the item is to be removed from the credit note click Yes to confirm To print a credit note 1 To print the credit note click the Print button on the right hand side of the dialogue Credit note 119 Abingdon Chemicals Ltd Seles Click Print to print the credit note 1 Setup 2 Delivery details 3 Order details 4 Items Items on this document Abandon Desertion aty QE Total value Save Optical rads Vis 277 x 1 00 0 00 17 45 J Delete Close l Motes List Tee Add Modify Remove Print Documents r RER 336 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Creating A Credit Note 2 The Report dialogue is displayed with the sales order processing reports already pre selected BS Reports Reports and letters Select the tem you want to
232. e Peter Rushworth Viewed by remote user 07 03 2007 15 40 0 Remote Peter Rushworth Refresh On route 0703 2007 16 11 0 Remote Peter Rushworth On route 0703 2007 16 47 0 Remote Peter Rushworth On route 0703 2007 16 52 0 Remote Peter Rushworth On route 0703 2007 16 58 0 Remote Peter Rushworth Sent to remote user 0703 2007 17 09 0 Remote Peter Rushworth Escalate Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 443 History and Reporting Viewing Work Transaction History from Inventory Record 444 Service Accent User Guide vci In addition to the work history Service Accent also provides the history of a particular item s status changes For example the date it was first allocated to a customer movements between sites changes to unallocated status etc To view history from the inventory record 1 In the View Equipment dialog View Inventory 1 All Inventor 2 Unallocated 3 Scrap 4 Customer 5 Contract 6 Warranty Serial Mo 0967766554321 111145 111657 1142 9635 1231415254 Product HOOP36S0 PC PCC ARH T WHOOSH2000 A RIS9705 ARISS70S AIS 970 LIFT3510 FAX FC Description Asset Mo HOOVWERPOINT INDUSTRIAL VWASHE PE O PENTIUM PC Black amp White Digital Photocopier CLEANCO INDUSTRIAL POLISHER SEROOOO1 REDOOOO1 1415 ARISTON INDUSTRIAL DISHWASHER ARISTON INDUSTRIAL DISHWASHER ARISTON INDUSTRIAL DISHWASHER STANMA LIFT NE
233. e over the period specified Exiting the Scheduler To close the Scheduler e To exit the Scheduler click Close E at the top right of the Scheduler window Q Be careful not to click the Close Xl at the top right of the Service Accent main window Issuing a Job Using the Scheduler The following procedure describes how to assign a job to an Engineer or resource using the Scheduler You should study the preceding sections before attempting to schedule a job Finding the Job to Issue For more information see Using You can locate the job to issue in two ways either by using the Finder or by the Finder on page 40 and Using using the Call Escalations dialogue the Escalations Feature on page 211 Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 229 Work Control In the example below the job has been located and highlighted in the Call Escalations dialog Callescalations 1 Escalations 2 Select Job No Rule 40 Category Last Status BREAKDOWN Assigned to engineer Customer Part Vantage Computing Ltd HOOP3650 Respond By Fix by 23 04 2004 12 26 Engineer Area DAVID MORRIS Schedule YORKSHIRE Notes 42 NON URGENT Assigned to engineer Vantage Computing Ltd LIFT3510 23 04 2004 12 45 DAVID MORRIS YORKSHIRE Reports 43 EMERGENCY Assigned to engineer Vantage Computing Ltd HOOP3650 09 04 2004 09 16 SERVICE CO
234. e Loans g Farts c Scheduling Loans E Completed jobs with notes E Consumables delivery note E Fault cause amp action codes E Job audit listing E Job details listing Be Jobsheet Task list R Outstanding jobs summary G WUNIVACIRICOH Aficio CL7300 PCL Se Auto Tray Select Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 209 Work Control 2 In the right side panel of the Reports dialogue scroll down until you see Service jobsheet double click this report The jobsheet appears in the Service Jobsheet window which is a print preview window E SERVICE JOBSHEET Service Accent 4 1of1 gt pi amp amp fox l Toat 100 service jobsheet job no 217 logged 28 09 2006 job type field respond 29 09 2006 job category BREAKDOWH engineer work address Sampson McGill amp Co Ltd contact Miss Jane Taplow Lansdown Quay Gravesend phone 03746472382 Kent DA12 9PP fax item WHOOSH2000 contract Ho C00026 des cription CLE ANCO INDUSTRIAL POLISHER service level OTHER serial no 19768657 3785402 warranty Yes assetno 128 order no location Repair yard refno MACHINE DEAD action 1 Switch off the power 2 Switch power back on 3 Press the start button three times 4 should now be working 3 Click the printer icon in the button bar of the Service Jobsheet window to print the jobsheet 4 Close the Service Jobsheet window Saving the Job You have now entere
235. e Tab This section is used to indicate if the inventory item is on a lease agreement 1 In the inventory dialogue click the Lease tab and the following appears Inventory Record 19768657 3785402 CLEANCO INDUSTRIA L O X Rental Parts akit 9 other 1 Item 2 Status 3 Contract 4 Warranty E Lease Abandon Lease Save Delete Close Notes History Letters ES ES ae L ses nates Len Letters Notes n letters Customer Loan item ETE 2 Ifthe inventory is on a lease enable the Lease box and the remaining fields become active Inventory Record 19768657 3785402 CLEANCO INDUSTRIA L O fX 6 Rental Z Parts akit 9 Other 1 Item 2 Status 3 Contract Warranty 5 Lease bandon W lease Save Lease details Delete Leasing compan Close Agreement l Notes Profile Histor Payment period T RES Letters Start date PO Duration ia months Expiry date EE Rate PO Capital amount PO Settlement pO Total value PO 3 In the Leasing company field enter the name of the company providing the lease 4 Inthe Agreement field enter the lease agreement number 5 In the Profile field select the lease profile from the drop down list The lease profiles indicate the type of lease Please refer to the Service Accent installation and setup guide for details on setting up lease profiles Copyright Vantage Computing Ltd
236. e Type of PM section select Standard to have PM generation for contract items only 5 In the Select section optionally select a specific customer account a contract number or a country 6 Enable Calculate number of jobs to be raised only to return the number of jobs that would be raised for that period Use this option to perform a trial run to gauge how many jobs will be generated If you want to generate the jobs regardless leave this option unchecked This option is useful to avoid flooding the system with jobs you do not require If the predicted number of jobs is too high or too low review your records and reset schedule dates as required 7 If you want to use automatic scheduling select the Scheduling tab Planned maintenance generation ARa Ready to generate PM jobs Select the options you want to perform and click Start Parameters Scheduling Automatically schedule jobs 8 Select Automatically schedule jobs to have Service Accent set up a PM schedule for the contract In Scheduling details enter the time period into which these automatic PM jobs can be slotted 9 Select the Parameters tab Click Start Whichever option you select the Progress tab appears Planned maintenance generation jas ees Ready to generate PM jobs Select the options you want to perform and click Start Parameters Progress Contracts 4 Inventory F Jobs generated 46 Cancel 10 All the contracts due for a planned
237. e a new contact click the New contact button and the new contact dialogue appears Please see page 110 for further details The next step is to setup or check the order details Click the Order details tab and the following is displayed Quotation 11171 Abingdon Chemicals Ltd 1 Setup 2 Delivery details 3 Order details 4 Items Payment method Abandon Method Auth Save Credit days 30 Delete Close Pp we Motes Saaz ee Documents Sven ka Show totals Sales region JAMES JOHNSON Y Category None 4n additional comments and instructions 1 Select the Method of payment from the method drop down list The are six different payment methods are Cash Cheque Credit Debit card On account Direct debit and Upfront payment required 2 The Credit days default to the credit days as defined on the customer record To select different credit days select from the drop down list or manually enter the number of credit days 3 The Auth box can be used by a manger supervisor to authorise the quotation This is not a mandatory entry CG The Credit Debit card details area is only active when a payment Method of Credit Debit card is selected As this is a quotation the credit card details would not normally be entered 4 Select the Card type from the drop down list 5 Enter the Card No in the space provided For security reasons the number will be replaced with astericks 6 Select the expi
238. e check box and select a team from the drop down list A further filtering technique is to restrict individual Engineers to single job types e g Workshop Jobs only Again if required enable the check box and select a job type from the drop down list The Engineers appropriate to the filters appear at the foot of the selection dialogue 4 Double click on the appropriate Engineer record to assign the Engineer to the job You are returned to the Job dialogue How the Job Status is Affected From the Job dialogue click on the Status tab to see the effect of issuing the job on the job status Job 63 Vantage Computing Ltd 1Job 2Detais 3 Faults 4 Status 5 Completion 6 Tasks 7 Mise Engineer Status assigned to engineer Allocated 24 08 2004 10 12 Engineer Jane Smedley ETA On site Status Job status l Extended 0 times last on Parts status Loan status de Last status assigned to engineer On 24 08 2004 10 12 The job status is automatically updated to reflect the assignment to the Engineer Furthermore the Engineer Status field is updated automatically after the job is assigned The Last Status field is also updated This field reflects the last status change for the job 234 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Issuing a Job Without Using the Scheduler PCI Closing the Job Dialog To close the Job dialogue 1 Cli
239. e default nominal code on the stock record The standard selling price from the stock record will be displayed unless a specific price book has been setup for this product part and customer The default currency symbol as setup in Countries and areas prefixes the selling price The selling price can be amended for this sales order If the customer is not in your own country and the exchange rate information has been setup correctly in Countries and areas the currency symbol for that country will be displayed and the prices will have the exchange rate applied to them If an installation job needs to be created for this item tick the Item requires installation box When the order is despatched a new installation job will be created and will appear in Escalations as an outstanding job see Using the Escalations Feature on page 211 If there is any discount to be allowed enter the percentage amount This discount will apply to this item only not all items on the order The Total price is calculated automatically price less discount This figure cannot be changed The Tax is automatically added based on the tax rate setup against the customer This figure cannot be changed The Item total is then calculated Total price plus Tax This figure cannot be changed In the Comments box enter any other comments that are applicable to this item For example This item requires fitting by an experienced engineer Click Save to save thi
240. e job and then click Cut Job The slot is removed from the Visual Scheduler and is de allocated To remove an ad hoc event please refer to the section later on page 228 Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 225 Work Control Further Job options Right click on a job in the Scheduler to display further options Scheduler Engineers 9 00 10 00 4 4 1 1 L DAVID MORRIS DELIVERY VAN IYSEDEN CHRISTIE Jane Smedley Peter Rushworth SERVICE CO 1 4 12 00 1 pee this job Previous week Next week Cut job Select Reports Ad Hoc Date Unallocated Provisional Assign Tuesday 24 August 2004 13 00 i 00 25 00 L 16 00 L 27 00 Extend this job Parts Loans Engineer Extensions amp audit New job Explore Notes Reports amp Letters Properties f Schedule a resource gt J Previous day Next day These options are as follows Open this job Extend this job Parts Loans Engineer Extensions amp Audit Schedule New job Explore Notes Reports amp Letters Properties Schedule a resource Find similar jobs Adding a resource to a job Open the job dialogue for this job Extend the highlighted job View add parts used on this job View add loan items against this job Allocate an engineer to the job View the extensions and audits for the job Schedule a date time for this job via the scheduler If
241. e job open for further work For example a part is still required to fix the problem or a different Engineer is needed who has specialist knowledge To extend a job For more information see Using 1 Find the job to extend using either the Finder or the Call Escalations the Finder on page 40 and Using dialogue the Escalations Feature on page 211 2 Click on the Completion tab of the job dialogue and complete the completion details as shown on page 243 and the following is displayed Job 63 Vantage Computing Ltd Sil x 1 Job 2 Details 3 Faults 4Status 5 Completion 6 Tasks 7 Misc W Job has been responded to Abandon Jobs Responded 21 02 2007 17 21 in 6205h 48m Save Print Comments Delete Audit Missed w ge Close Loans Motes Issue Parts Letters W Job has been fixed Fixed 21 02 2007 17 21 in 6205h 48m Comments gE W Job has been completed Started 21 02 2007 17 21 Hal 0 Completed 21 02 2007 KE in Do Qut of hours time D 0 Mileage o o Total time 258d 13h 48m 0 Travel hours Fo Qut of hours travel Fo Next job notes Extend this job UH 258 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Extending a job 3 To extend the job click Edit and then click Extend this job and the following is displayed Extend job 63 Vantage Computing Ltd Extend this job Complete the Following detai
242. e level has been selected Installation and Setup Guide clicking on the Service level button will display details of the service level The service level details cannot be amended through this view option 6 From the Contract type drop down list select the type of contract This field is optional Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 127 Creating Information 10 11 12 13 14 VCi In the Date starts field enter the contract start date It is usual to enter the start date as the installation or delivery date Click Evergreen if the contract has no preset termination date Evergreen contracts never expire unless manually set to expire Use the Lasts for field to record the duration in months of the contract if not evergreen The field defaults to 12 months For example enter 60 if the contract lasts for five years If the item was sold using a leasing agreement you may find it useful to enter the lease duration in the Lasts for field The Date expires field is calculated automatically when you enter a value in the Lasts for field If you clicked Evergreen Date expires remains blank The Cancelled option does not apply to a new contract When a contract is cancelled enable this box and from the drop down list select the Reason for the cancellation This field is optional The Contract value field applies to fixed charge items This is calculated automatical
243. e no items to show in this view Details Estimate only Part Ho Look up f This part has been used C Request this part From engineer s kik From product s kit Cty From all compatible parts Unik price Description f Part has been despatched Cancel Unit cost Your ref PO Returns rer PO Replenish this part Order Mo P Despatch note P 4 Four possible ways of locating the required part are shown e Lookup Use the finder to locate the part from main stock You can use any of the Finder selection methods to search for the part For example to search for a washer in the Description field you would type washer 248 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Closing a Job e From engineer s kit locate the part in the current engineers kit If the job has not been fully assigned to an engineer this option will not be available When this option is selected the following dialogue is displayed Engineer Peter Rushworth fo Holdings Mobile comms Stock levels Hit BELT12 3 Good stock Faulty stock Reserved stock ee eee eee ee Description In kit Good Bad PS ee ee The currently assigned engineers kit holdings is displayed From this list locate the part used by the engineer To select the part highlight it and then double click e From product s kit locate the part in the product s kit When this option is select
244. e the head office account Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 297 Sales Order Processing 13 After selecting the customer the Document New dialogue appears similar to the following Document Hew 1 Setup 2 Delivery details 3 Order details 4 Items f Point of sale order Document Wo 115 Date 09 03 2007 Complete Close Motes Invoice to Invoice address Print antage Computing Ltd DREINE 16 Queens Park Business Park Show Hudderfield Road Hone Show totals Total value 0 00 Total Discount 0 00 Less costs Delivery IN one ha pis eu eis i Printed Met value oaa Country of sale ENGLAND Tax D 0 00 Exchange rate 1 000 Gross value 0 00 To be invoiced as O EDD 14 To see details of the customer click the Show button to open the customer dialogue 15 From the Delivery drop down list select the applicable delivery charge The Charge box will then show the delivery charge G The Delivery charge bands are created in the Categories amp codes Please refer to the Service Accent Installation and Setup guide for further information Margin 0 00 Printed Charge HAE 1 Show totals Het value 12 50 Country of sale UK Tax 2 19 Exchange rate 1 000 Gross value 14 69 To be invoiced as 12 50 16 The remaining fields will be populated automatically as items are added to the point of sale orde
245. ease refer to the optional Service Accent Meter Billing user manual for further information Batch job logging Batch job logging enables you to create multiple inventory items jobs for one customer and one piece of equipment This is useful if you have say 10 engines from a customer that need refurbishing and you do not what to create inventory items and jobs manually for each engine then batch logging will do it for you To run batch job logging 1 Click View from the Service Accent button bar under Work control click the Batch job logging icon Core System Admin B 3 T Ta nin view Routines Shortcuts Finder Reports To do Window General B Ps Customers Contracts Products amp Inventor Engineers amp parts locations Work control ee OUpenjobs Closediobs Batchjob Escalations Visual logging scheduler 272 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Batch job logging 2 The Batch job logging wizard appears Batch loging Welcome to the batch logging wizard This wizard helps you to log one or more jobs For the same customer in batch To continue click Mest Back 3 Click Next Batch logeing Batch job logging Please select the customer bo book the jobs against g Select Customer Selected customer Cancel Click the Select Customer button The Finder appears Select the customer to log the calls
246. ect Always show escalations maximised to make the best use of the screen space available Maximising the view allows you to see more jobs at the same time Saving a Scheme Using Schemes you can save your most common selection methods You can then call them up quickly when you need them without having to configure the Select tab each time However you manage your outstanding jobs you always use common selection criteria Some examples follow e Show me all outstanding unallocated field jobs Copyright Vantage Computing Ltd 2007 All rights reserved Using the Escalations Feature e Show me all the jobs assigned to David Morris e Show me all the jobs awaiting spare parts e What planned maintenance jobs are currently outstanding After selecting the parameters for the scheme and testing it use the following procedure to save the scheme To save a scheme 1 Click Save As A dialogue appears 2 Type the name of the scheme and click OK The scheme is now stored in Service Accent Saving a scheme to My Schemes 1 Follow the instructions to Save A scheme above and then click the Options button Call escalations 1Escalations 2 Select Contract Warranty Customer jan IS gine all jobs Account No ide C Contract jobs only C Warranty jobs only COTE NA O OS Non contract jobs only C Non warranty jobs only Product El Job types Targets Serial No nal M Field Response jobs M Worksho
247. ed Query WATITax value 5 34 Exported VAT Tax desc T1 17 50 Ms Gross value 76 02 Exchange rate 1 000 Invoiced as Order Na G For full details on invoice procedures please refer to the chapter on invoicing on page 371 19 To print the invoice click Print 20 After the invoice has been printed click Close to close the invoice dialogue 21 The point of sale order is now complete and the complete neon is active to indicate this Point of sale order 115 Abingdon Chemicals Ltd Cio EJ 1 Setup 2 Delivery details 3 Order details 4 Items Document No 115 Date 09 03 2007 Complete Invoice to Invoice address Select antage Computing Ltd 16 Queens Park Business Park Show Hudderfield Road Hone Total value 47 68 Total Discount 0 00 Less costs Margin Delivery Standard Delivery GE Printed Charge 20 00 Het value 67 69 Country of sale ENGLAND Tax 5 34 Exchange rate 1 000 Gross value 760Z To be invoiced as 67 68 Once the point of sale order has been invoiced and completed item details can be viewed but not edited 310 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Creating A Non Stock Order Creating A Non Stock Order You can use sales order processing to create a sales order for a customer for non stock products parts that is stock records that are marked as non stock To c
248. ed Adding Details To Allocated Inventory Items PCI For more information see 18 Click OK to save and close the dialogue and return to the Inventory Scheduling Planned Maintenance Record dial ogue on page 269 19 Click the Go to PM Schedule button to revisit the pm schedule Inventory Record 19768657 3785402 CLEANCO INDUSTRIA L O X 6 Rental Z Parts amp Kit 9 Other 1 Item 2 Status 3 Contract 4 warranty 5 Lease Abandon ontrack Mo 5C00026 Save Delete Planned maintenance W Perform planned maintenance on this item MW Them has specific schedule Motes Go to PM schedule History Close Letters Mone 11 HE Billing Other 20 Select a different service level from the Service level drop down list This service level will override the main contract service level for this inventory item only Inventory Record 19768657 3785402 CLEANCO INDUSTRIA a O X iii Rental Z Parts akit 9 Other 1 Item 2 Status 3 Contract 4 warranty 5 Lease Abandon Contract Mo sconnz6 r Save Delete Planned maintenance Ii Perform planned maintenance on this item MW Them has specific schedule Notes Go to PM schedule History Letters Close 11 HE Billing Other Click the Contract No button to drill down and display the contract dialogue for this contract Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 175
249. ed the following dialogue is displayed Stock Record HOOP3650 HOOVERPOINT IN 5 O X HOOVERPOINT INDUSTRIAL WASHER 3650 HOOYERPOINT INDUSTRIAL WASHER 3650 Washer For BF ITZ0D The product s kit is displayed From this list locate the part used by the engineer To select the part highlight it and then click Select e From all compatible parts locate the part in the product s compatible list When this option is selected the following dialogue is displayed Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 249 Work Control Stock Record HOOP3650 HOOVERPOINT IN a O HOOVERPOINT INDUSTRIAL WASHER 3650 This product has the Following compatible parts Description Fan Belk Fan belt For standard pwer unit The product s compatible list is displayed From this list locate the part used by the engineer To select the part highlight it and then click Select e Cancel click Cancel to exit the select part view 5 After the part has been selected from one of the methods described previously you will be returned to the Job Parts dialogue along with the chosen Part Parts for job 63 Description Oty Status There are no items to show in this view Details Select part Estimate only m Part Ho F amiz This part has been used C Request this part Description Fan belt For standard pwer unit a Qty Unit price 2 56 Unit co
250. ed copy to reprint Print a stored copy This ts list of all the times the invoice was printed orginally ie directly from your database Select which one vou would like to reprint 5 March 2007 16 07 00000 Reprint an invoice Finished the invoice reprint wizard Click Finish to reprint the invoice ANI i Click the button if you need to kie download Adobe Acrobat Reader Copyright Vantage Computing Ltd 2007 All rights reserved Retrieving Invoices If Adobe Acrobat Reader is not installed on your workstation you will not be able to view and reprint the invoice Click the Get Adobe Reader button to download and install on your workstation 12 Click Finish to complete the invoice reprint wizard and the following is displayed Adobe Reader Invoice_82_ 200703151607 pdf ME 5 x File Edit View Document Tools Window Help emsenlobemia tenmrelojes t 1 HE 1 Your Company Name 51 St Andrew Street Hertford Herts SG14 1HZ Tel 01992 537002 Fax 01992 537003 Sev Oe Ear SER Ve eee Ol ce Redfern Sentry Ltd 82 Third Floor Offices 07 02 2007 Market Square House Frenchville Lane Cheltenham Gloucestershire RED00001 GL3 0XE 1 JOB No amp FAULT CONTRACT No ITEM amp ACTION SERIAL No 202 ARISTON INDUSTRIAL DISHW 75754212 broken go back with parts Attachments DESCRIPTION PART No Callout Weekday labour rate Weekday labour rate Focus Screw Recepticle Comments 13 Cl
251. eee sw 348 Service Accent User Guide 1 00 1 00 1 00 1 00 1 00 0 00 0 00 0 00 0 00 0 00 Total value 3 51 El 3 61 3 61 3 61 351 MIE Save Close Motes Print Documents Show totals Close Notes Print Documents Show totals Copyright Vantage Computing Ltd 2007 All rights reserved Crediting Or Part Crediting An Invoice 3 Highlight the item that is to be part credited Credit note 125 Brookfield Network Solutions Ltd 1 Setup z Delivery details 3 Order details 4 Items Items on this document Description Total value Save CLEANMCO INDUSTRIAL POLISHER CLEANCO INDUSTRIAL POLISHER 0 00 CLEANCO INDUSTRIAL POLISHER 1 00 0 00 3 61 CLEANCO INDUSTRIAL POLISHER 1 00 0 00 3 61 CLEANCO INDUSTRIAL POLISHER 1 00 0 00 3 61 Motes List Ti Toe Add Modify Remove hip Print Close Documents Part Show totals Serial Ho 4 Click Modify to change the line value Credit note 125 Brookfield Network Solutions Ltd 1 Setup 2 Delivery details 3 Order details 4 Items Iterns on this document Description Total value Save CLEANCO INDUSTRIAL POLISHER CLEANCO INDUSTRIAL POLISHER 0 00 CLEANCO INDUSTRIAL POLISHER 1 00 0 00 3 61 CLEANCO INDUSTRIAL POLISHER 1 00 0 00 3 61 CLEANCO INDUSTRIAL POLISHER 1 00 0 00 3 61 Motes List ice Add Modify Remove hil Print Documents Close Item details Park WHOOSHZ000 Description I
252. eeeeees 295 Despatching And Invoicing A POS Order 000000nn 306 Creating A Non Stock Order ccccccccccccccceceseeeeeeeeees 311 Despatching And Invoicing A Non Stock Order 323 Creating A Credit Note ccccccssssssssccceceeeeeeceeeeeeeees 327 Crediting Or Part Crediting An Invoice ee 340 Crediting or part crediting a contract invoice 343 Crediting or part crediting a job invoice 353 Crediting or part crediting a rental invoice 362 E A 370 6 Invoicing Running Contract Billing 0 0 ee ceeeeeseeeeeeeees 372 Running Rental Billing 0 ec ccceeesseseseeeeeeeeees 376 Service Jop BiMine sosi nt ait 379 Authorising and Printing Invoices cccceceeeessreees 381 Authorising INVOICES 0 cccccccccccececeeeeeseeeeeeeeaas 381 Printing Authorised Invoices ccecceeeeeeeeeeees 386 Marking Invoices as Printed cecceeeeeees 387 Retrieving INVOICES woe cccccccccceeeeeesseesesesssssssteeeeeees 388 Reprinting an INVOICE eonna aa 390 Crediting an Invoice 5 502 in de nr ee 394 Re billing a Service Job wo cccccccccssssessssseeeeeeeeees 397 Re costing a Service INVOICE cece ececeeeeeeeeeeestttaeeeees 401 Checking Customer and Contract Profitability 404 Checking Customer Profitability 404 Checking Contract Profitability anee000eeoeennn 408 Exporting Data to an Accoun
253. efault to the credit days as defined on the customer record To select different credit days select from the drop down list or manually enter the number of credit days The Auth box can be used by a manger supervisor to authorise the credit note This is not a mandatory entry The Credit Debit card details area is only active when a payment Method of Credit Debit card is selected Select the Card type from the drop down list Enter the Card No in the space provided For security reasons the number will be replaced with astericks Select the expiry date of the card from the Expires drop down list You must select a month and year To edit the card number at a later stage you must click the Edit card number button Enter an order number in the Order No box The Sales region defaults to the sales region allocated to the customer on the customer record To change this select an alternative from the sales region drop down list In the Any additional comments and instructions text area enter any other details that are applicable to the credit note For example reason for credit etc Copyright Vantage Computing Ltd 2007 All rights reserved Creating A Credit Note The next step is to add the items to be credited to the credit note Click the Items tab and the following is displayed Credit note 119 Abingdon Chemicals Ltd 1 Setup 2 Delivery details 3 Order details 4 Items Items on this document Description To
254. egend Description 5004300 mount for GIF a30 504254550 Wu 4 25 1312 111 002 WASHER 55079300 Washer for BF IT200 Vasher OSF 2 Water CF ITTOL OLAH1 OOP Vater Inlet Housing 20 Series The part product number and its description are shown To select the record double click and the stock dialogue is opened 46 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved PCI The Jobs Tab Using the Finder As the number of service calls logged on Service Accent grows you will frequently use the Finder to locate a particular job N Finder JER Search for jobs The results will show open jobs 1 Customers 2 Products and parts 3 Jobs 4 Invoices Job Ho fe Open jobs Customer or Ie New search f Everything Booked on 23 Completed on Order No Your reference Keywords Contact ref Description Order Ma There are no tems to showy in this view Use the radio buttons to narrow the list to either open jobs closed jobs or all jobs Booked on and Completed on are date fields and must be entered in full to return the correct results v To enter today s date in any Service Accent date field press Control and Enter Notice that one of the utility buttons has now changed the New Customer button has become New job If the job does not exist click this button to go to the New job dialogue When the results are displayed in the search results area the ent
255. egin to record product use Each time a product is used Service Accent tracks the product usage 1 Select the Usage tab The Usage tab appears Stock Record AIRCONDCOOL1 Standard Air conditioning O f 7 Compatibility 1 Part 2Pricing akit 4Usage 5 More 6 alternatives f Show parts used against this part f Show parts this part has been used against Usage Last used Close Motes Price book Documents all 2 To show parts that have been used against this product select the Show parts used against this part radio button 94 e Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Creating a Product Stock Record Stock Record FAX FC FAXCO FACSIMILE MACHINE Seles 7 Compatibility 1 Part 2 Pricing Skit 4Usage Smore 6 Alternatives Usage Last used STANDARD PAPER REAM 2 26 09 2000 a DRUM TYPE 1 1 10 01 2001 Motes Close Price book Documents Miitri 3 To show parts this product has been used against click the Show parts this part has been used against radio button Stock Record BELT12 Fan Belt 7 Compatibility 1 Part 2Pricing akit 4Usage Smore 6 Alternatives f Show parts used against this part Usage Last used Black and White Digital Photocopier 1 24 08 2004 al Close Motes Price book Documents Adding Product More Details Use the More tab to specify additional attributes for a product stoc
256. elivery details 3 Order details 4 Items Credit note Document Mo 125 Credit an invoice Date 14 03 2007 empl Close Motes Invoice to Invoice address Print Select Brookfield Network Solutions Ltd a aE 45 49 London Road Show StratFord Upon 4von See invoice Warwickshire Show totals Total value 00 Total Discount 0 00 Less costs Margin Delivery i Printed Charge Het value 2 00 Country of sale ENGLAND Tax 0 35 Exchange rate 1 000 Gross value 2 35 To be invoiced as 00 20 Once the credit note has been generated and completed item details can be viewed but not edited Copyright Vantage Computing Ltd 2007 All rights reserved Crediting Or Part Crediting An Invoice PCI Crediting or part crediting a job invoice To credit the whole job invoice 1 Locate the job invoice to be credited see page 340 2 If the job invoice you are crediting has parts on as against a job invoice for just labour the following message will be displayed after the invoice to be credited is selected Service Accent Credit parts costs There are parts on this invoice Do vou want bo credit the costs of these parts By clicking Yes below the parts will be returned to main stock automatically 3 If you are crediting the whole invoice and the parts are not been returned by the customer click No 4 Click Yes to have the parts automatically returned to main stock and h
257. ems Items on this document Description Total value Weekday labour rate 2 00 0 00 30 00 Close Notes f List pres Add Modify Remove Print Documents __ Fat ET Serial Mo e284 BLEUE ES 18 Click Save to save the credit note details Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 359 Sales Order Processing 19 Click the Setup tab and the following is displayed Credit note 130 Jamieson Business Solutions 1 Setup 2 Delivery details 3 Order details 4 Items Credit note Document Mo 130 Credit an invoice Save Date 14 03 2007 annee Close Motes Invoice to Invoice address Print Documents Show totals Total value 30 00 Total Discount 0 00 Less costs Margin Delivery Dia Printed Charge ns Het value 30 00 Country of sale ENGLAND Tax 5 29 Exchange rate 1 000 Gross value 35 25 To be invoiced as 30 00 20 Click Complete and the following is displayed Service Accent Document completion This will complete the document which you will not be able to amend if vou proceed and create credit note Continue 21 Click No if the credit note is not to be generated 22 Click Yes to generate the credit note 23 Service Accent will automatically create an authorised credit note for the invoice to be credited and the following will be displayed Invoice 500010 Servi
258. en responded to Abandon Jobs Responded 21 02 2007 17 21 in 6205h 48m Jave Print Comments Delete Audit Missed Iw el Close Loans Notes Issue W Job has been fixed Parts Fixed 21 02 2007 17 21 in 6z05h 46m ee Letters Comments we TE lf Job has been completed Started 21 02 2007 17 21 Hal 0 Completed 21 02 2007 KEN in D Qut of hours time 0 Mileage oD Total time 258d 13h 48m i Travel hours hs Mut oF hours travel DO Next job notes Close this job Extend this job MN Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 257 Work Control CI 7 To close the job in the Completion tab of the Job dialogue click Close This Job do not confuse this button with the Close button which closes the Job dialogue Service Accent You are about to close this call i Please confirm that this is what you want to do as closed call can not be re opened 8 Click Yes to confirm the job closure The Job dialogue closes automatically and the job is transferred to the service history records Before the call can be closed the job is checked to ensure that all the fault details have been completed and the job has been issued to an engineer Extending a job Extending a job allows you to record progress on an outstanding job specifying the time spent any parts used and the details of the work carried out to date while keeping th
259. en the part is marked as despatched from stock replenishment Clicking the Despatch note button will allow you to reprint the despatch note The optional Service Accent Stock Control module is required 13 Enable the check box Estimate only This part has been used or Request this part e If the check box Estimate only is enabled the following dialogue will be shown Parts for job 63 Description Oty Status There are no items to show in this view Details SES Or Estimate only m Part Mo FAN This part has been used f Request this part Description Fan belt for standard pwer unit iS ty l eee Deliver park to Unik price 2 56 f Main stack Urgent Unit cost 1 06 Engineer Site Your ref Returns rer p Despatch note Save Abandon If the customer requires an estimate of how much the part is going to cost before agreeing to have the part fitted enable this If the customer subsequently decides not to proceed with the part it can be deleted from the job Select where the part is to be Delivered to when it is available This option is generally used when you extend a job see Extending a job on page 258 for further details Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 251 Work Control 252 Service Accent User Guide If the check box This part has been used is enabled the following dialogue will be displayed Parts f
260. ensions for a job to run job costing against the extensions for a specific job 4 Click Start to run job costing and invoicing 5 The Progress tab indicates the number of invoices processed Job costing and invoicing Sele This will invoice and cost your service invoices B Summary Invoices generated a4 Invoicing value 20 362 28 6 When the process ends a message box is displayed which shows the number of invoices generated 7 Click OK to acknowledge the message and see the Summary Job costing and invoicing Seles This will invoice and cost your service invoices B Summary Invoices generated 94 Invoicing value 20 362 28 FE Report The Summary shows the number of invoices processed during the job costing run and the total net value of the invoices raised 8 Click Report to view the job costing and invoice report You can view the report on screen or print it The report indicates which jobs have been billed After you have finished viewing or printing the report click Close at the top right of the report window to return to the job costing amp invoicing dialogue If the work done only carries an internal charge the process of authorising the invoice applies the costs to the appropriate places for statistical analysis The printing of such invoices would be largely unnecessary Copyright Vantage Computing Ltd 2007 All rights reserved Authorising and Printing Invoices Author
261. ent 10 An example of a closed to do is shown below My actions Add or review this action Assigned to Admin History Category Invoicing 07 Jun 2006 14 54 Admin Customer is querying invoice number 12345 they Subject Invoice number 12345 query say that the cost of the part appears bo be more exensive than what they were quoted Notes Spoke to custometer and all is now ok The customer was looking at the wronbg quote Action bry 07 06 2006 12 12 Update this action Update and re assign this action to another user or group f Close this action Close this as of 07 06 2006 16 14 11 Click Close to close and complete the To do 12 The To do is no longer active and does not appear as an outstanding To do 58 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Creating Information This chapter describes how to create the basic Service Accent data and consists of the following topics e Creating Suppliers e Creating a Part Stock Record e Creating a Product Stock Record e Creating Customers e Creating Contracts e Creating Inventory Items e Creating Loan Items e Creating Engineers v Note that the Service Accent User Guide does not follow the chronological order listed within the View menu Overview Use the procedures described in this chapter after your Administrator has installed and configured Service Accent After the initial
262. ent 6 Help accesses online Help web links release notes and the he application About box Navigating 7 If the view extends beyond one screen full you can use the Page Up and Page Down buttons or the arrow cursor keys to move from screen to screen Alternatively use the scroll bar to the right of the View i The Right Click Menu Right clicking a record in focus presents you with a menu of shortcuts G The right click is available in other areas of Service Accent It is not restricted to the Views As with the Find options the format of the right click menu changes according to the type of record you call it from 10 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved The right click shortcuts menu Menu Panels Menu Panels In the View Customers dialogue for example the right clicking on a customer shows the shortcuts menu below View Customers Customer Contract customers Non contract customers Head office customers Customer No IE 00001 J4M00001 JUNO0001 KELOO001 LBI00001 LINOOOO1 Bana a OYA00001 PAROOOO1 PE400001 REDO0001 S MO0001 SEROOO01 VANO0001 VANOO0002 WHIO0001 Tag IE X Morris Ltd Rainham Jamieson Business Solutio Junor and Rogers UK Ltd Kelvin Engineering Ltd Ho LB I Lighting Systems Ltd Open this customer New Outstanding jobs Service history Explore Notes lt lt lt D DUT Reports Prop
263. ent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Creating a Part Stock Record Vcr Adding Notes to Stock Records To add a note to a stock record 1 Inthe Stock Record dialogue click Notes stock Record BLACK WASHER Black washer for main motor Seles 7 Compatibility 1 Part 2 Pricing 3 Kit 4 Usage 5 More 6 Alternatives Part Ho BLACK WA SHER Click Notes to add notes to the Description Black washer For main motor stock record abegory DOMESTIC 4PPLIGNCE E Isa product fie has a serial number Hotes i Is always chargeable Price book Documents Location B12 Notes Manufacturer KOREAN RUBBER Co Documents Man Part No 501765 Supplier Wwasington Washer Spares Others 2 The Notes for Stock Record dialogue appears E Notes for Stock Record BLACK WASHER Black washe E 5 X Page 1 Page 2 Page 3 Page 4 Page 5 Permissions To do list Time stamp 3 Type your comments in the text field in the applicable page 1 to 5 4 If the notes are to be restricted to who can amended then click the Permissions tab and set the applicable permissions See Note Permissions on page 49 for further details 5 If you want to add a date and time stamp to the note click Stamp A line with the system date and time and your user ID is inserted at the last line of the note You can also click Stamp before you start typing 6 To cre
264. ent is trademark of Wantage Computing Ltd 3 The version of Service Accent and who the product is licensed to are Shown 4 To read the End User License Agreement click on End User License Agreement 5 Click Details to view further details regarding the database and additional components Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 23 Getting Started About Service Accent Service Accent Service Accent Version 4 8 build 200 RES SP1 SP2b SP3 SP4 Copyright 1997 2007 Yantage Computing Ltd All rights reserved This product is licensed under the terms of the End User License Agreement to Core System Service Accent is a trademark of Vantage Computing Ltd Database CiProgra 1accentOB Test Core 09 Mar 4007 Size 26 gamb Database diver Btrieve Compatibility DLL 8 0 114 0 Windows wersion Windows sP 5 1 Service Pack 2 GBR Crystal version 11 0 0 1972 Total RAM 1 032 412Kb Available RAM 269 652 6 Click on the word Database shown in Blue to run the Service Accent database information wizard o Service Accent database information wizard Welcome to the Service Accent database information wizard To continue click Hest Next gt Close 7 This wizard will show details of your Service Accent database such as location and version 8 The information shown here is usually requested by your support provider 9 click Next and
265. ent text Save Change owner Delete Close Relegate all inventory Notes Letters User Fields Print Contract Field 1 Contract Field 2 Contract Field 3 Financial Budgets Subcontracting EPL ARERR Adding contract agreement text 1 Click Edit and then click Contract agreement text This text will be produced on contract documentation Contract Record New Motes 1 Contract 2 Specification 3 Billing Customer 5 Other Abandon Save a ee Delete Detail Close Footer 2 Depending on the area you want to add text to the contract select Header Detail or Footer from the menu that appears Notepad appears MIE Enter the text for the header section nter the text For the header section Save amp close 142 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Creating Contracts 3 In Notepad enter the text you want to appear in the respective areas of a contract document header main body and footer and then click Save amp Close Changing ownership of a contract 1 To change ownership of the contract to another customer within the same head office group click on Change owner The following message will be displayed showing the current owner and asking if you want to change ownership of the contract to another customer Service Accent This contract currently belongs to Vantage Computing International 2 Meadw
266. ental 7 Farts kik 9 Other Abandon CLEANCO INDUSTRIAL POLISHER 1976865 7 3785402 Dave Delete Close Motes History Letters _Abandon as cie a ites ioy Letters J Notes betters Customer Loan item Faulty 2 The main inventory item will be displayed 3 To add a new item highlight the inventory item in the list and click the Add button 4 The following will be displayed Service Accent D Do vou want to create a new kit or copy in an existing Kit Copy Cancel To create a add an item to the kit click the New button The finder appears select the product or part you want to add and proceed to step 7 For more information see Using the Finder on page 40 6 To copy an existing kit click the Copy button and proceed to step 15 7 The following will be displayed Kit item Serial Na Qty 1 Start date 23 03 2004 Duration i Expiry date 22 03 2004 These entries are all optional Save 8 All entries are optional 182 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved 10 11 12 13 14 15 Click here to drill down and see details of the installed ki item For more information see Using the Finder on page 40 17 18 Copyright Vantage Computing Ltd 2007 All rights reserved 16 Adding Details To Allocated Inventory Items From the drop down list select the Supplier of the item
267. ental charge i e the customer has not purchased the equipment 1 In the inventory dialogue select the Rental tab The Rental tab appears Inventory Record 19768657 3785402 CLEANCO INDUSTRIA a x 1 Item 2 Status 3 Contract 4 warranty 5 Lease 7 Parts skit 9 other Abandon Rental Save Delete Close Nokes History Letters ES ae ca s ites io ites J Notes betters Customer Loan item Faulty 2 Select the Rental box to activate the rental fields Inventory Record 19 6865 3785402 CLEANCO INDUSTRIA 1 Item 2 Status 3 Contract 4 warranty 5 Lease Rental 7 Parts B kit 9 Other Abandon iw Save Rental details Agreement PO PO Number 0 close Start date PO Motes Duration zz Months Weeks History Expiry date PO Letters Mext invoice date PO Frequency Monthly oe Deposit PO Total value O a Invoice grouping Period to invoice fo grouping In advance Group by customer C In arrears Delete MN e 3 In the Agreement field enter the agreement reference for example use the machine serial number or a contract number 4 In the Start date field enter the date the agreement commences 5 In the Duration field select either the Months or Weeks radio button and then enter the length of the rental period Notice that Service Accent automatically calculates the Expiry Date Copyright Vantage Computing Lt
268. entory to show all inventory items based on this product View Inventory Standard Air conditioning cooling unit 1 All Inventory 2 Unallocated 3 Scrap 4 Customer 5 Contract 6 Warranty Serial Mo Product Description Asset No 435545345 AIRCONDCOOL1 Standard Air conditioning cooling unit T123 Open F6 745 AIRCONDCOOL1 Standard Sir conditioning cooling unit MAF amp E Reports Find Clear Sap Refresh Legend 4 Click the Additional text button to add any additional notes about this product This is for reference only but can be included in reports Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 97 Creating Information vci 5 The Merge this record button is only active when you are not in edit mode If you are in edit mode the button is greyed out This option is used to globally change the current product number with another selected product When this button is clicked the following dialogue is displayed Merge records This will let merge records together Select the record to replace the current one Select the record you want to merge to by clicking the Select record button below You have selected the Following record to merge to n Click Next to continue All users must be logged out of Service Accent and it is recommended that a backup of your database is made before you begin the merge For more information see Using the 6 Pado ennad Clic
269. er Guide VCi You can use this dialogue to target only those specific jobs you want to view 2 Enter your search parameters To use any of the first five selection methods click the button adjacent to the selection method you want to use The Finder appears Each method requires specific criteria as described in the following table Use this field Customer Account No Contract No Product Serial No To select jobs for a specific customer associated with a specific account associated with a specific contract for a specific product associated with a specific item of equipment Alternatively you can select a search parameter from a drop down list as described in the following table Select from Engineer Current status Engineer status Parts status Loans status User Status Job category Country Area Service region To search for jobs for a specific Engineer job status Engineer status parts status loans status user status category of job service country service area service region 3 Optionally you can use the Logged between fields to specify a date range the job must fall within thus further narrowing your search 4 Use the Contracts Warranties Job types and Targets sections to further customise the results These sections contain what are probably the most useful selection methods By filtering out certain job types you can actually manage your workload departmentally 5 Sel
270. er Guide Copyright Vantage Computing Ltd 2007 All rights reserved Enable the Point of sale order radio button to create a new point of sales order 10 11 12 Creating A Point Of Sale Order From the Document New dialogue select the radio button for Point of sale order Certain parts of the dialogue now become active The sales order is automatically assigned a document number and the date created the Invoice to area becomes available and the POS neon becomes enabled Document Hew 1 Setup Quotation Document No 115 Point of sale order f fjan stock order Date 09 03 2007 Complete O Credit note Close Notes Invoice to Invoice address Print Select Documents son Show totals In the Invoice to box click Select to select the customer to whom the point of sale order is for If the customer does not exist they will have to be created see Creating Customers on page 105 Use Finder to select the customer For more information see Using the Finder on page 40 If the customer selected has a head office invoice account the following message will be displayed Service Accent Confirm delivery address i The customer vou have selected will be invoiced to different address Continue Click No to select another customer Click Yes to accept a different invoice address The delivery address will be the actually address of the customer and the invoice address will b
271. er Reports To do Wind General Customers Contracts Products amp Inventors Engineers amp pa parts locations a Work control Open jobs Closedjobs Batchjob Escalations Visual et logging scheduler i Invoicing al Invoices castings Sales order processing a HA T _ En et i I Pee re r et EEE Se ki en in Prei pein Ler ir LE arf et a CE a TE 2 and then proceed to step 5 3 Or click Shortcuts from the Service Accent button bar under Invoicing click the New sales order icon B g rs ca Routines Shortcuts Finder Reports To do Window Help Work control b FA Escalations Scheduler Invoicing New sales order 4 and then proceed to step 6 Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 327 Sales Order Processing 5 The View sales orders dialogue appears View sales orders 01 02 2001 Vantage Computing International Open 01 02 2001 Yantage Computing International Reports 0 00 a Find mputing international 0 00 mputing International 0 00 Clear mputing International 0 00 07 02 200 125 00 Swap 07 02 2001 Line Electrical Ltd 0702 2001 Line Electrical Ltd Refresh 07 02 2001 1E X Morris Ltd Legend 08 02 2001 A T Sothers amp Co 150 00 08 02 2001 A T Sothers amp Co 08 02 2001 A T Sothers amp Co 11 03 2004 Vantage Computing Ltd 16 03 2004 Vantage Computing International 17
272. erate the credit note 15 Service Accent will automatically create an authorised credit note for the invoice to be part credited and the following will be displayed Invoice 500008 Contract f 1 Summary 2 Details 4 Tax breakdown Invoice to Deliver to Iissaafe wae Brookfield Network Solutions Ltd SOOO 45 49 London Road Account Ma Stratford Upon Avon BROOOOO Warwickshire CV 2 B45 Invoice date 14 Mar 200 Que date h3 Apr 200 Invoice Yalue Met value 00 Printed Query WATITax value 0 35 Exported VATITAax desc Ti 17 50 Mh Gross value 2 35 Order Mo Exchange rate 1 000 Contract 500014 Invoiced as 00 Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 351 Sales Order Processing 352 Service Accent User Guide 16 17 18 19 VCi For full details on invoice procedures please refer to the chapter on invoicing on page 371 As the contract invoice has only been part credited the contract billing date does not have to be rolled back But if this is needed please refer to step 7 on page 344 for details To print the credit note click Print After the credit note has been printed click Close to close the invoice dialogue The credit note is now complete and the complete neon is active to indicate this Credit note 125 Brookfield Network Solutions Ltd AE 1 Setup 2 D
273. ernational Stevenage ae Mame Wantage Computing International Address 1 2 Meadway Court Close Address 2 Mead Technology Park eadway Technology Par Notes Address 3 PO ith EE County Herts Post code sai 2EF 2 Sites Price book Country ENGLAND Area HERTS Service region SOUTH Sales region JAMES JOHNSON Contact Mr Peter Rushworth 01438 315201 3 Select the Inventory tab and the following appears Customer Record Vantage Computing International Description Location Value COPIERCO BLA RECEPTION 0 00 Letters EASY1400 1678 2355 SC O0006 1 Customer 2 Details 3 Contacts 4 Contracts E Inventory 6 Other AIR ONO OL 946464 4 25 56 a Basic Gir conditi BASEMENT BASIC YACHT 1234567 c 4 basic Yacht MARINA 3 BERTH 5 Se COP L E 2154579 SCOO006 Sites ELECTROCLESN GROUND FLOOR WEST 76 58 Product Serial Mo Contract No COP CE E n 95757403953 _AO001 Notes COPIERCO BLA BASEMENT PRINT R 0 00 FA FZ 7 O0004 SCoood Price book F s CO FACSIPL ACCOUNTS 139 11 FFE 56 456 O6 45 7456 FAXCO RACSIM Repair yard LIFT3510 94646 4569393 7 STANNA LIFT MEW MAIN OFFICE En View all New item Transfer Delete 4 Click Edit and New item to add a new inventory item directly linked to the customer record The Finder appears Use the Finder to search for the product you want to add to the customer If the product required is not found a new product will have t
274. erties Name IE Morris Ltd Jamieson Business Solutions Junor and Rogers UK Ltd Kelvin Engineering Ltd L BI Lighting Systems Ltd jee Electrical Ltd gan Noel amp Co Ltd amp Barker Distribution er amp Hudson Fire Ltd ce Gemini Finance Ltd Fern Sentry Ltd pson McGill amp Co Ltd vice Point Ltd age Computing Inter age Computing Ltd e Graham Solutions Ltd Post Code RM6 86M MK10 SVM DN2 93M POI 2RE RH OTT EN SEP BN SFD WS4 BBW COS 205 Ox6 GLX GL3 OXE D412 SPP 5G12 4EQ 5G1 9HL HD9 6QZ GUI 7KS SEN Contact 4 New Ms Maria Kent a Open Ms Shirley Skinner Mt Tom Wogan Reports Mr Steve Webb Mr Jack Lawrence Find Mrs Julie Hill Ms Madonis Dareau Clear Mrs Jean Hyde Mr Craig Bennyfield __ Swap Miss Sian Berry pepa Mr George Fordham Miss Jane Taplow Mr Iain Davidson Mr Peter Rushworth Mr Peter Rushworth Mr Morris Acton In this example the explanations of the menu items are as follows Menu Option Open this customer New Outstanding jobs Service history Explore Notes Reports Properties Description Opens the selected record Use to create new contracts jobs or equipment for the selected customer or a new customer record Displays all outstanding jobs for the customer Shows all completed jobs for the customer Use to drill showing the hierarchies down into the customer record associated records and their Use to vi
275. ervice Contract Contract renewal CHOOO1 Use this form to renew the contract and items on it i Renewal 2 Inventory Product Serial Mo Cry Current value ech Description Starts Mew value COP CC Byy 95757483983 1 0 00 COPIERCO BLA 21 Feb 2006 0 00 Delete Save Close i The prices shown are per machine in the case of multiple quantities Change value Stop billing Renew this tems PM schedule now 13 Click Edit and then click Change value The following prompt appears Service Accent Enter the item s value on renewal D 14 Enter the new value Service Accent Enter the item s value on renewal 100 00 Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 435 Keeping Up To Date 15 Click OK 16 On the Inventory listing the current value and the value when the contract is renewed both appear Contract renewal CHOO01 Use this form to renew the contract and items on it LRenewal 2 Inventory Product Serial Mo Current value Description Starts Mew value COP CC E i 957574539 i 0 00 COPIERCO BLA 21 Feb 2006 100 00 i The prices shown are per machine in the case of multiple quantities Stop billing Renew this tems PM schedule now 17 To not bill an item on this contract renewal click Stop billing The item will be marked as not to bill but will still remain on this contract Contract renewal CNHOO01 Use this for
276. es or from the general schemes Reports Refresh My schemes All schemes k Engineers Shows all the engineers that are allocated jobs for a specific date This is useful if only one job at a time is allocated to an engineer as you will be able to see where they are Engineer locations 19 August 2004 DAVID MORRIS Assigned to engineer 15 23 40 Vantage Computing Ltd Holmfirth Jane Smedley Assigned to engineer 15 23 116 Vantage Computing Ltd Holmfirth Peter Rushworth Assigned to engineer 11 16 117 Yantage Computing Ltd Holmfirth Display commitments for 19 08 2004 To change the date enter a new date in the Display commitments for and click Go 214 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Using the Escalations Feature Columns The escalation column headings can be changed by clicking the Columns button Columns Click on a column name to change the field displayed Call escalations Default 1 Escalations Job No Category Customer Respond by Engineer Rule Last status Serial No Fix by Area Click on the column heading to change and then select the new column heading from the ones displayed in the drop down list and then click OK Columns Click on a column name to change the field displayed Call escalations Default 1 Escalations Job No Customer Respond by Engineer Rule Last status Serial No Fix by Area La
277. eserved Service Accent User Guide 217 Work Control 218 Service Accent User Guide Yd pen CO O schedule C t Reports Refresh Northern Service Area My schemes Engineers All schemes Columns 5 Click Take this scheme off My schemes to remove this scheme from your own personal scheme list Call escalations Northern Service Area 1Escalations 2 Select Contract Warranty Customer 1 amp atjobs All jobs Account No a Contract jobs only C Warranty jobs only Cc j a j Coira No o F Non contract jobs only Non warranty jobs only Product el Job types Targets Serial No ES M Field Response jobs M Workshop Fix jobs Order No FO Booking Only jobs on hold Do Tr F Planned Maintenance Only jobs not on hold Helpdesk Only recall jobs Current status l Scheme Engineer status Parts status Northern Service Area x Save 4s Add this scheme to My schemes Take this scheme off My schemes Sark hw enlin Loans status User status 6 Click OK Clearing a Scheme The following procedure describes how to clear the current scheme from the Select tab returning the tab to its default state Perform this procedure prior to creating a new scheme to avoid having to undo the settings of the previous scheme To clear a scheme e Inthe Select tab click Reset The Scheme field becomes blank an
278. espatch note Installed Rejected Removed Swap out 5 Do not click Select product at this stage as this is used to request a loan item Please refer to Requesting a Loan Item on page 266 for further details 6 Click Install Now If the required access permissions have not been setup the following will be displayed Service Accent Only users with administrative rights can perform this function Please ask your system administrator to modifs your user Service Accent rights changed if necessary Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 261 Work Control 7 The View Loan Items locational dialogue appears View loan items 1 Locational Serial Ma Part Mo Description Status Location 09857766554321 ARIS9705 ARISTON INDUS With engineer Peter Rushworth Transfer Select Reports o New __Transter_ __Select_ __ Reports Clear Swap Refresh ul 8 Only loans items that have been allocated to locational source engineers etc will be displayed Please refer to Creating Loan Items on page 191 9 Highlight the item you want to add as a loan View loan items 1 Locational Serial Mo Fart Mo Description Status Location ARIS9705 ARISTON INDUS th engineer Feter Rushworth Transter Select Reports Find EERE Refresh 10 Click Select The dialogue closes and the loan item appears in the Loans and Replacements dia
279. et En Lan EGP ho COPIES DISMAL COPIER CMTS 1A HERIGH LL TEE G1 Sap TG BUCHI EHGLAHE Serie Poimi Lid evant SERGE Em Ma Domsiae Lidia Emisie Laal ov Aiii Ha CE DC TES des Cissdlr Fist Erna PEPEL PC Od PCN TER PC oo DIRECTORS SCRCOGU Ol deg alt HERTS ENS LAN CFFICE Andee Sean Led 50 Albana AD Oe Pal Ma Doms Lidia Emis Me Laak un Aaii Ha kiaii iros Cissditr Fidil Erud GP iiia CELICET SLE and HITE Pie Abba ambitii di ag I0Bb HERTS En Lan Wana ge Songer monalo Sirona FANS COPF C ENa COPILELS GLACE AHD SHITE CORRE aa oe ali ECCEPTICOH AH CC DE d sol HERT ENS LAN Pant FALDOO FACILE MACHEN TOI AC COURTS TAHDOT DE OT Ca HO HERTE CHELAN Ab he Gien ale bid iiir atori Dr LS Part Ha Queer inti Satie e Lora on Anm hia namiri cu Count Field Ena FIVE FRECG FAC ERLE MACH SOT tiie SEHFLEGE CELL 11 Ja Ha EHSLAHE LORD Tr WHOS ACI CLESYCO INOUEE RL POLISHER Tet STORES THI H AT Sap TOG EH FLAHD AR na M ari Pad pecs LEA Pants p AL TEE Emi iiz Casciption caca Loca Bni hia le cu Count Eli Era Las Tia ELECTRO CUDAHY 1400 CYLINDER WACIIL DIRE GAOUD I4 dE Os RC THGLAanG FLO CE Lest Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 451 History and Reporting 4 Click the printer icon at the top of the preview to send the report to your chosen printer Exporting the Report Alternatively you can export the report rather than printing it To export a report 1 In the preview click Expo
280. et number or allow Service Accent to create one please refer to the Service Accent Installation and Setup guide The asset number is an excellent search method especially in circumstances where the customer cannot provide you with a serial number 10 Many Service Accent users mark their machines with the asset number making it easier for their customers to quote this reference when reporting a service fault 11 In the Location field enter the location that represents the machine s placement within the customer s site For example reception accounts or stores 12 In the Date installed field enter the date the product was installed at the customer s site 13 Click Save to save the inventory details and then click Close Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 151 Creating Information The new inventory item is added to the customer record Customer Record Vantage Computing International Sif ud 1 Customer 2 Details 3 Contacts 4 Contracts 3 Inventory 6 Other 4bandon Product Serial No Contract Ma Description Location Value Save COP CC Byy 95757483953 CHO001 COPIERCO BLA RECEPTION 0 00 COP CC Byy 2154879 SCOO006 COPIERCO BLA BASEMENT PRINT R 0 00 EASY1400 1678 235 SCOO006 Notes ELECTROCLESN GROUND FLOOR WEST 76 56 Fh FC 00004 sog Letters FCO FACSIM ACCOUNTS 139 11 E Fh FC p6745675674567456 sites FAXCO FACSIM Repair ya
281. ew alternative click Add and the Finder appears Select the pap alternative product and the product will be added as an alternative Stock Record AIRCONDCOOL1 Standard Air conditioning O f Compatibility 1 Part 2 Pricing akit 4Usage 5 More 6 Alternatives Alternative parts For this part Description In stock ATRCONOCOOL Basic Air conditioning ca j al Close Motes Price book Documents aa Add Propagate 3 To make both products alternatives of each other click Propogate The following appears Service Accent This will propogate these alternative parts between themselves and this part such that each will become an alternative to every other part Continue Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 101 Creating Information vci 4 Click Yes to propogate In the example above the alternative product AIRCONDCOOL will now have product AIRCONDCOOL1 as an alternative Stock Record AIRCONDCOOL Basic Air conditioning coole O X Compatibility 1 Part 2 Pricing 3kit 4Usage 5more 6 Alternatives Alternative parts For this part Description In stock AIR CONDCOOL1 Standard Air conditionin 2 Close Motes Price book Documents t Ea ue as ae Erzan Documents notes Documents Add Propogate Adding Compatibility The Compatibility tab is used to indicate which parts
282. ew notes for the customer Use to view customers reports and letters specific to Use only in conjunction with technical support The buttons on the Service Accent button bar open a menu panel with each option represented by an icon For example clicking Routines opens the following menu panel 5 J es a 9 Routines Shortcuts Finder Reports To do Window Help Contracts li Contract Rental biling Generate PM Contract ci billing jobs housekeeping Work control Job costing and invoicing Invoicing Authorise invoices Miscellaneous Se Inventory depreciation eo Sales order manager Print invoices Export Invoices To close a menu panel click 4 Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 11 Getting Started vci Each menu panel icon and Service Accent button bar icon has a brief description of the option associated with it To see this description simply place your mouse cursor over the icon and after a short delay the description of the option will be displayed The description will disappear after a second or so or by clicking the icon EL D T Cr Routines Shortcuts Finder Reports Todo Contracts T a Rental biling Generate Ph Contract jobs housekeeping Contract Generate contract invoices Work control Job costing and invoicing Invoicing Ss B The Window Button Maong AUthorige s
283. ew product will have to be created Please refer to Creating a Product Stock Record on page 85 Select the required product The Inventory record New dialogue appears Inventory Record New Seles Rental Z Parts skit 9 other i Item 2 Status 3 Contract 4 warranty 5 Lease Product BASICYACHT Change Save Description A basic Yacht Serial No Close Oty Noakes Category History Asset Ho Letters Location Date installed Customer Vantage Computing International 2 Meadway Court Meadway Technology Park 11 e e In the Serial No field enter the machine serial number if available If this information is not known leave the entry blank Service Accent creates a temporary serial number for you Please refer to the Service Accent Installation and Setup Guide In the Qty field the quantity defaults to 1 Leave this as 1 The Qty field is only used when booking in multiple product items via purchase order processing The Category drop down list shows the stock category this product belongs to In the Asset No field enter the asset number or allow Service Accent to create one please refer to the Service Accent Installation and Setup Guide The asset number is an excellent search method especially in circumstances where the customer cannot provide you with a serial number Many Service Accent users mark their machines with the asset number making it easier for their customers to quote this re
284. example labour travel vehicle costs Use the drill through button to see details of the band selected Please refer to Service Accent Installation And Setup Guide for details on creating internal cost bands EJ Charge bands and overheads ENGINEERING COSTS AR Details Default invoice text Description ENGINEERING COSTS Charge type Mileage rate 0 00 PF f Invoice charge uo Te ee ices Bill to nearest Exact time r Address 1 Callout _Nominals_ Engineer New Engineer More 1 More Engineer Mo Address 2 Price 0 00 Customer discount 1 D 0 00 Address 3 Hours included 0 00 e a e a 0na Town City Minimum hours 0 00 Customer discount 3 0 00 County Dore Hourly labour rates Hourly travel rates Out of hours rates Monday 20 00 Monday 20 00 Monday 0 00 Country ENGLAND Tuesday 20 00 Tuesday 20 00 Tuesday 0 00 Area YORESHIF wednesday 20 00 Wednesday 20 00 Wednesday 0 00 Service region NORTH Thursday 20 00 Thursday 20 00 Thursday 0 00 Costing band EMGINEER Friday 20 00 Friday 20 00 Friday 0 00 ee Saturday 30 00 Saturday 30 00 Saturday 0 00 nar teal Sunday 35 00 Sunday 35 00 Sunday 0 00 dialogue Other 40 00 Other 40 00 Other 0 00 Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 193 Creating Information Completing the More Tab 194 Service Accent User Guide 1
285. ference when reporting a service fault or a meter reading In the Location field enter the location that represents the machine s placement within the customer s site For example reception accounts or stores In the Date installed field enter the date the product was installed at the customer s site Click Save to save the inventory details and then click Close The new inventory item is now added to the customer record as shown next Copyright Vantage Computing Ltd 2007 All rights reserved Creating Inventory Items via Sales Order Processing Customer Record Vantage Computing International 1 Customer 2 Details 3 Contacts 4 Contracts 3 Inventory 6 Other 4bandon Product Serial No Contract No Description Location Value Save AIRCONDCOOL 9484647473736 Basic Air conditi BASEMENT Delete BASICYACHT 78678678 basic Yacht Berth 1 BASICYACHT 1234567 A basic Yacht MARINA 3 BERTH 5 COP CC EW 95757463983 CNOOOL ee COPIERCO BLA RECEPTION 0 00 COP CC BW 2154879 SCOOOOK Sites COPIERCO ELA BASEMENT PRINT R 0 00 EASY1400 1678 235 SCO0006 Price book ELECTROCLESN GROUND FLOOR WEST 76 58 FAX FC 7700004 5c00007 FACO FACSIM ACCOUNTS 139 11 FAX FC S67 45675674567 456 FAs CO FACSIM Repair yard View all New item Transfer Delete Close Notes ANR 15 Click Save to save the addition to the customer record The inventory is now allocated to a customer as a non cont
286. fers This is the main supplier as set up in the Parts tab An example of the completed price tab is shown below Stock Record AIRCONDCOOL 1 Standard Air conditioning E O X 7 Compatibility i Parkt 2 Pricing 3 Kit 4 Usage 5 More 6 Alternatives Pricing Price 1 500 00 Cost 500 00 Scale Weighted average 800 00 Close Contract price 0 00 default annual value Notes Nominals 4004 4005 001 Price book Tax code lti 17 50 Documents Customer discount 1 7 50 1 387 50 Customer discount 2 10 00 1 350 00 Customer discount 3 15 00 1 275 00 Supplier discount 35 00 520 00 a Adding Product Kit Details You can optionally use the Kit tab to specify the components of a product 1 Select the Kit tab The Kit tab appears Stock Record AIRCONDCOOL1 Standard Air conditioning O f 7 Compatibility 1 Part 2 Pricing _3kit 4 Usage 5 More 6 alternatives Standard Air conditioning cooling unit Close Motes Price book Documents Meirle oo 2 Highlight the product shown in bold and then click Add The Finder a appears Enter the product part number you want to add to the kit 92 e Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Creating a Product Stock Record 3 Enter the quantity required in the Quantity dialogue Service Accent How many should be on the kit 4 Click OK and the Stock dialogue is
287. ffice group box if the inventory item is to be transferred to a customer within the same head office group as the current customer Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 163 Creating Information vci 4 Click the Select customer button If the previous box is not enabled Finder will appear so that you can select an alternative customer If the previous box is enabled the following will appear showing all customers within the head office group View Customers i 1 Customer 2 Contract customers 3 Non contract customers 4 Head office customers CL A OOIT EC OTO CT EEE Er EEE Customer No Ta Post Code Contact New ANOOOO1 Yantage Computing In Yantage Computing In SG1 SHL Miss Louise Jack a Select VYANO0002 Vantage Computing Ltd H Vantage Computing Ltd HD9 6QZ Mr Peter Rushworth _Repots Find 5 Select the required customer and the New customer field is populated with the new customer name Transfer inventory Transfer this item of inventory Please select the customer to transfer the item to MW Transfer to a customer within the current head office group Selected customer Vantage Computing Lid Holmfirth 6 Click Next to continue If the inventory item is on contract and is part of the head office group the following appears If the inventory item is been transferred to a customer outside of the head office group proceed to step 11
288. firm that you want to issue the job to the Engineer 3 Click Next to accept your selection The next page of the dialogue appears Engineer progress Issue Service region Show engineers covering same service region A El Sub contractors all C Only sub contractors C Only non sub contractors Engineer teams E Show engineers For team F Show engineers For job type Field DAVID MORRIS DELIVERY YAM IYSEDEN CHRISTIE Jane Smedley Peter Rushworth SERVICE CO Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 233 Work Control VCi Use this dialogue to view the specific types of Engineers you want to consider for the job then to select the most appropriate one A number of filtering options exist in the dialogue to help you select the correct types of Engineers namely Option Service region Sub contractors Engineer teams Description By default Service Accent lists only those Engineers with the same service region code as that of the customer This match only occurs if you have specified service regions for your customers By default Service Accent lists all Engineers both your company s and sub contractors Select this option to view sub contractors only Team codes can be assigned to Engineers to reflect their specialities For example you could set up a team for networks and another team for facsimile machines Enable th
289. for further details If you want to add a date and time stamp to the note click Stamp A line with the system date and time and your user ID is inserted at the point stamp is clicked Click Save to save your notes To enter a To do select the To do tab Please refer to To do s on page 50 for further details on creating to do s In the Customer Record dialogue the Notes neon becomes active in yellow to indicate that notes exist for the customer Customer Record Vantage Computing International 1 Customer 2 Details 3 Contacts 4 Contracts 5 Inventors 6 Other Customer No y4H00Q0 Edit Tag Vantage Computing International Stevenage save Name Vantage Computing International Address 1 E Meadway Court Close Address 2 Mead Technology Park eadway Technology Par Notes Address 3 Letters Townjcity Stevenage tt sts Ss letters County Herts Post code Sal 2EF Ei Sites Price book Country ENGLAND Area HERTS Notes Service region SOLITH Letters Sales region JAMES JOHANSON P Contact Mr Peter Rushworth 01438 315201 In the notes dialogue the tabs that contain notes are indicated with a Small icon beside the name E Notes for Customer Record Vantage Computing Inter fe ol Jervice Financial Engineer Supervisor E Other Permissions To do list All jobs to be actioned as quickly as possible Time stamp ET gt Dave Cancel C
290. from a management perspective though is can you get meaningful up to date management information from the system that enables you to make accurate timely decisions about your business Service Accent comes complete with a suite of over 150 ready made reports that have been devised and honed during 15 years service at hundreds of client sites worldwide Being able to identify your most and least profitable contracts even down to the level of an individual item of equipment means that you can make changes confident that they will have a positive impact upon the financial wellbeing of your business First time fix rates equipment uptime downtime and engineer technician productivity reports are a mere taste of the real time information that is available with just a few clicks of your mouse Copyright Vantage Computing Ltd 2007 All rights reserved VCi The Service Accent Document Set The Service Accent Document Set The Service Accent document set consists of the following guides Service Accent Installation And Setup Guide this document describes how to install and configure Service Accent Service Accent User Guide this document describes how to use Service Accent Service Accent Stock Control Setup Guide this document describes how to configure Service Accent Stock Control Service Accent Stock Control User Guide this document describes how to use Service Accent Stock Control Service Accent Meter Billing Setup G
291. g Basic Customer Data c ccceeeeeeees 105 Adding Invoicing Details cccccccceeeeeeeeenes 108 Adding Contacts 25h coat ac sidehetacsinaceiesctelauseiaiiccses 110 CUCING C OMUMIACIS pasira s ue 112 Adding Inventory cccccceccccccccceececececeeeseeeeseeeeeas 113 Using the Other Tab ani dalennau 113 AUdIRS Noes Eh cues ennai en de 124 Creatine Contracts crni ai a ns 126 Creating a Contract niet 126 Adding Contract Specifications cccccceee 128 Adding Billing Information 0 0 0 0 eeeeesseteeeeees 132 Adding Customers to a Contract ccccceeeeeees 134 Using the Other Tab 00 0 cecccccccccceccceeeeeeeeeeeeeees 135 Adding Price Book Information to a Contract 138 Adding a Budf t sus nn nr nes eee 139 Adding a Subcontractor ccccccccccccceceeeeeseeeeeens 140 Adding Other Details cc ccccceeeeeeeeeeeeenens 141 Creating Inventory Items ccceccccsseeeeeececeeeeeeeeeeees 144 Creating Inventory Via The View Inventory Dialogue 144 Creating Inventory Via The Customer Dialogue 149 Creating Inventory Via The Contract Dialogue 152 Creating Non Contract Inventory Items 156 Creating Inventory Items via Sales Order Processing 159 Creating Unallocated Inventory Items 159 Adding Details To Allocated Inventory Items 162 Completing The Status Tab ccccceeeeesssseeeeees 162 C
292. g Loan Items 8 In the Inventory dialogue the Notes neon becomes active in yellow to indicate that notes exist for the inventory In the notes dialogue the tabs that contain notes are indicated with a small icon beside the name E Notes for Inventory Record 9484647473736 Basic L O Small icon to indicate which tab Specification Service Engineer Supervisor Other Permissions To do list have notes This is the basic air conditioning package Time stamp F 2 ET gt Dave Cancel Creating Loan Items Service organisations commonly keep a set of equipment for use as loan units for clients to cover periods when new equipment is on order when existing equipment has gone for repairs or for miscellaneous emergencies Service Accent requires you to designate this equipment and then keeps track of it separately Loan items are part of the optional stock control module Please refer to Service Accent Stock Control User Guide for further information Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 191 Creating Information vci Creating Engineers 192 Service Accent User Guide To complete service calls you need service resources usually in the form of a service engineer or company The following procedure describes how to create an engineer To create an engineer 1 Click View from the Service Accent button bar under General click the Engineers
293. g all his outstanding calls to another engineer select the new engineer from the Transfer all outstanding jobs for this engineer to an other engineer drop down list Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 195 Creating Information vci 3 If another engineer is selected in point 5 the Transfer button becomes active Click this to transfer all the outstanding calls from this engineer to the selected engineer Service Accent 2 Confirm transfer of jobs Please confirm that vou want to transfer all the outstanding jobs For Peter Rushworth to Jane Smedley 4 Click Yes to confirm the transfer 5 An example of a completed dialogue is as follows Engineer Peter Rushworth 1 Engineer 2 Morel 3More 2 4 Vehicle 5 Remote Abandon Save Delete Close Notes Transfer all outstanding jobs For this engineer to another engineer Email Sub Contractor FT Transfer MR Completing The Vehicle Tab 1 Click the Vehicle tab The Vehicle tab appears Engineer New 1 Engineer 2 More 1 3 More 2 4 vehicle 5 Remote Registration Engine size wIM Tax expiry MOT expiry Insurance expiry Manufactured Last serviced Next service LEUR User Fields Engineer Field 1 Engineer Field Engineer Field 3 2 If the engineer has a vehicle use this tab to record information on the vehicle 196 Service Accent User Guide
294. ge records fox a This will let merge records together Select the record to replace the current one ff Finished merging records Click Close bo Finish In summary this routine has checked all the tables for the occurrence of part number Belt12 and replaced it with 1312 111 002 If the tick box to delete the part was enabled the original part Belti2 would now be deleted from the stock table Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 79 Creating Information vci Use this routine with caution as changing part numbers will affect previously raised invoices and jobsheets and can be a time consuming operation Stock Record FAN12 Fan belt for standard pwer unit Compatibility 1 Part 2 Pricing 2Kit 4Usage SMore 6 Alternatives Sessnen muane O onma Additional text Close Merge this record Motes Price book User Fields Documents Stock Field 1 Stock Field 2 Stock Field 3 Page 1 LME 12 The User fields group contain up to three user fields As Service Accent in some cases may not be configured to store all of the information you require you can customise the user fields to store additional data Contact your support provider for details on relabelling user fields to something more meaningful Adding Part Alternatives Use the Alternatives tab to indicate other stocked parts that can be used as substitutes for the current
295. geable Price book Documents Location J Manufacturer PO Man Park Mo J others e me a ae esse Documents notes Documents 5 Inthe Part No field enter an alphanumeric field to specify the code by which your company references the part 6 Inthe Description field enter a meaningful description of the part 7 In the Category field use the drop down list to select the stock category The categories you specify are completely up to you You can use a global category such as spares or much more detailed categories Your choice depends on the level of detail you want available for reporting For more information see the Service Accent Installation and Setup Guide 8 Do not enable Is a product as we are creating a new part not a product 9 Enable Is always chargeable to ensure the part you are creating is always invoiced regardless of how the service contract is applied 10 In the Location field enter the physical location of the part on your premises for example the bin location in stores 11 In the Manufacturer field enter the name of the manufacturer often only used where this is not obvious from the fields already completed 12 In the Man Part No field enter the manufacturer s part number which may be different from your own 13 In the Supplier field use the drop down list to select the supplier of this part 14 Click Others to open the Price book dialogue This di
296. he contract housekeeping routine Chapter 10 History and Reporting describes how to view historical information and how to use reports Chapter 11 System Tools describes how to use the non administrative tools found under the System menu in Service Accent Chapter 12 Troubleshooting describes common issues and their solutions Documentation Conventions 4 e Service Accent User Guide The following icons highlight particular sections Caution failure to observe the caution described in this section may prevent Service Accent from operating properly Note sections highlighted with this icon contain pertinent information such as exceptions to the preceding steps or sections Hint sections highlighted with this icon contain hints or suggestions Copyright Vantage Computing Ltd 2007 All rights reserved Contacting Your Support Provider Contacting Your Support Provider Web site www serviceaccent com click on support and assistance Telephone and Email details will be provided by your support provider E Support for Service Accent Microsoft Internet Explorer File Edit View Favorites Tools Help 7 Q sx T x a A PO Search 5 Favorites B te K lee rel P 3 Address amp http www serviceaccent com support asp v Go Links Home Contact W Service Accent United Kingdom Products amp Services Service Accent Ce Solutions Worldwide alae i alesan y C
297. he new customer 13 The inventory item will be transferred to the new customer and you will be prompted to enter a new location and installation date Service Accent Enter the location and installation date of this item optional M4 SEMENT 20 09 2006 14 You will then be prompted to raise an installation job if required see page 200 Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 165 Creating Information Service Accent 2 Do you want to raise an installation job The inventory item is now transferred and allocated to another customer To set the inventory item as unallocated 1 To set the inventory item as unallocated Inventory Record 9484647473736 Basic Air conditioning c fe Rental Z Parts akit 9 other 1 Item 2 Status 3 Contract 4 Warranty 5 Lease Customer item Allocate or transfer to customer Unallocated Set as unallocated Scrapped C Reserved for sale Scrap this item USE as of 20 09 2006 Motes History Installation Letters Details Sas Jf une Hi Sold at price 0 00 Buy in cost 0 00 2 Click the Set as unallocated button and the following appears Service Accent 4 You are about to deallocate this item Deallocating this item will remove it From the customer s inventory list as well as any contract it may be on Please confirm that vou want to continue deallocating t
298. he next page of help maximise the display displays the help as a Abode Acrobat PDF document displays the about information for help BEET iE Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 15 Getting Started vci Service Accent on the web Service Accent on the web displays a local web page that enables you to navigate to the Service Accent support web page or the Service Accent knowledge base To access Service Accent on the web 1 From the Service Accent button bar click Help and then click the Service Accent on the web icon Help for Service Service Accent on Search the online Accent theweb knowledge base Check for updates oe a g sistance Update history Release notes About Service Service Accent If you need assistance or help setting up or running Service Accent or need to contact your support provider then you can e Goto the support website here Visitthe Service Accent knowledge base here 3 To navigate to the Service Accent support site click on word here shown in blue 4 To navigate to the Service Accent knowledge base click on the word here shown in purple 16 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Help Search the online knowledge base Search the online knowledge base allows you to find frequently asked questions and help and advice on using
299. he part Only parts can be added to a point of sale order Once the part has been selected the Item details will be populated as shown below Point of sale order 115 Abingdon Chemicals Ltd 1 Setup 2 Delivery details 3 Order details 4 Items Items on this document Abandon Description Total value Save There are no items to show in this wiew Delete Delete Close Notes das Add Print Item details Documents Part OLAH1O0P Description Water Inlet Housing 20 series Show totals iby i Horninals Price 47 03 tem requires installation Discount to O 00 Tax Item total Total price 47 65 0 34 56 02 Comments a Pioraer Save Item Abandon The Part number selected is displayed To drill down display the stock record for this product part click the Part button Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 301 Sales Order Processing 302 Service Accent User Guide 10 11 12 13 14 VCi The Description from the stock record is shown by default This description can be changed just for this point of sale order The default description on the stock record is not changed Enter the number of items in the Qty box The default is 1 The default nominal code department code and cost centre from the stock record can be changed by clicking the Nominals button This does not change th
300. hedule PM visits to occur on specific days of the week i e every 2 months on a Tuesday every 3 weeks on Mondays and Wednesdays etc 6 The Schedule will start on box defaults to the date the inventory item was installed Accept this date or enter a new PM schedule start date 7 The frequency of PM visits defaults to 1 per month To change this enable the time frequency days weeks of months and enter the number of PM visits in the A PM visit should be raised every box 8 Enable the Day and Time the PM is to be scheduled for You can select more than one day time 9 Enable Replicate existing scheduled options when rebuilding the schedule to have the PM schedules rebuilt in accordance with the current options when the contract is renewed 10 To clear remove the exisiting schedule options click the Clear existing scheduled options button This will clear the options and remove the scheduled visits from the PM schedule Please use with caution 11 An example of a complete PM schedule is shown PM Schedule for contract DOMO1 Set up your schedule Set up your schedule with the options below then double click a line in the column you want to change G This schedule starts on 20 03 2007 and a visit is scheduled every 2 weeks on Tuesday 15 00 Friday The schedule will start on 20 03 2007 PM visit should be raised every E C days F Monday weeks MN Tuesday C months Wednesday Thursday M Friday Saturday F
301. his item 3 Click No if the inventory item is not to be unallocated 4 Click Yes to confirm that the inventory item is to be set as unallocated The inventory item will be removed from the customer inventory list as well as any contracts it may be on 5 The inventory item set as unallocated and you will be prompted to enter a new location and unallocated date 166 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Adding Details To Allocated Inventory Items Service Accent Enter the location and installation date of this item optional Main Crores 20 09 2006 6 The inventory item is now set as unallocated and is available The neon is now showing as Free Ed Inventory Record 9484647473736 Basic Air conditioning c fe O X Rental Z Parts skit 9 other i Item 2 Status 3 Contract 4 warranty 5 Lease Abandon EE ET Allocate or transfer to customer Dave f Unallocated Delete Scrapped Reserved for sale Scrap this item Motes 4s of 20 09 2006 Toggle loan status History Close Installation Details SE BEEN ONCE oh Neon set to Free now that the inventory item is unallocated FL a Sold ak price 0 00 Buy in cost 0 00 See Creating Loan Items on page 191 When an inventory item is unallocated the Toggle loan status becomes for further details active 1 Click the Toggle loan status button to switch the unal
302. hout having it appear in the Visual Scheduler For example if you do not want to plan workshop jobs in the Scheduler you would use this method to issue workshop jobs Resources can only be issued via the scheduler Finding the Job to Issue You can locate the job to issue in two ways either by using the Finder or by using the Call Escalations dialogue For more information see Using the Finder on page 40 and Using the Escalations Feature on page 211 In the example below the job has been located and highlighted in the Call Escalations dialog Call escalations 1 Escalations 2 Select Job No Rule 40 Category Last Status BREAKDOWN Assigned to engineer Customer Part Vantage Computing Ltd HOOP3650 Respond By Fix by 23 04 2004 12 26 Engineer Area DAVID MORRIS YORKSHIRE 42 NON URGENT Assigned to engineer Vantage Computing Ltd LIFT3510 23 04 2004 12 48 DAVID MORRIS YORKSHIRE 43 EMERGENCY Assigned to engineer Vantage Computing Ltd HOOP3650 09 04 2004 09 16 SERVICE CO YORKSHIRE 44 BREAKDOWN Assigned to engineer Vantage Computing Ltd 15 04 2004 16 56 IYSEDEN CHRISTIE YORKSHIRE 45 BREAKDOWN Assigned to engineer Vantage Computing Ltd AR417 22 04 2004 17 00 Peter Rushworth 49 63 64 BREAKDOWN Provisionally assigned BREAKDOWN Unassigned REPAIR Assigned to engineer Vantage Computing Ltd Vantage Computing Ltd
303. hromats Jane Smedley Weekday labour rate IYSEDEH CHRISTIE Weekday labour rate Weekday labour rate D Non zero only 398 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Re billing a Service Job 9 Click on the Job invoices tab View Invoices CL Job Invoices 2 Detais Invoice No Date Customer Net value Printed 1000369 15 03 2007 Kelvin Engineering Ltd 246 07 x Provisional only Queries only D Non zero only 10 Double click the highlighted invoice and the invoice dialogue for that provisional invoice is displayed Invoice 1000369 Service Sek 1 Summary 2 Details 3 Li Invoice to Deliver to Invoice No Kelvin Engineering Ltd 1000369 Basing House Account Mo Little Basing Road keon Hook Invoice date 15 Mar z007 Due date 14 Apr 2007 Invoice Yalue Met value 246 07 Printed Query WOT Tax value 43 06 Exported VAT Tax desc T1 17 50 Gross value 299 13 Order Mo Exchange rate 1 000 Contract Scoo001 Invoiced as 746 07 Job fat 11 Click the Re bill button The following will be displayed Service Accent h Doing this will delete this invoice and re bill it Continue 12 Click No if you do not want to re bill this service job 13 Click Yes to delete the original provisional invoice and create a new provisional invoice Copyright Vantage Computing Ltd 2007 All rights reserved
304. ial number Is always chargeable Requires PMs Location 15876 Manufacturer AIR CON USA Man Part Wo 980K176 Supplier Air conditioning Supplies Ltd others Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 103 Creating Information 2 The Notes for Stock Record dialogue appears E Notes for Stock Record AIRCONDCOOL 1 Standard Ai E O Page 1 Page 2 Page 3 Page 4 Page 5 Permissions To do list Timestamp al E Sr gt Save Cancel 3 Type your comments in the text field in the applicable page 1 to 5 4 If the notes are to be restricted to who can amended then click the Permissions tab and set the applicable permissions See Note Permissions on page 49 for further details 5 If you want to add a date and time stamp to the note click Stamp A line with the system date and time and your user ID is inserted at the last line of the note You can also click Stamp before you start typing 6 To create new To Do actions for this part please refer to the section on To do s 7 Click Save to save your notes The Notes dialogue closes In the Stock Record dialogue the Notes neon now appears in yellow to indicate that notes exist for that part Stock Record AIRCONDCOOL1 Standard Air conditioning O X Compatibility 1 Part 2 Pricing 3kit 4 Usage 5 More 6 Alternatives PartNo AIRCONDCOOLL 0 Notes neo
305. ic mask for the Tag field For example the Name combined with Address 1 In the Name field enter the name of the customer s company Use the Address Town City County and Post code fields to record details of the customer s address Once a valid post code has been entered the question mark button Let becomes active Click the button to sro si display the location of the customer via ees SERED Ey the internet using www multimap com You must have an active internet session Copyright Vantage Computing Ltd 2007 All rights reserved Creating Customers A screen similar to the following will be displayed Map of Vantage Computing Ltd Holnfirth HO9607 United Kingdom Multimap com Microsoft Internet Explorer 10 11 12 13 F e Eo few Favorite Took Fike aa h Ta i oe 42 Pwo freee OS 19 Ly a A bg fiverees minap corsa bronse cgi pc HDI DOT Bali Vr ep AC orgie OL OM Hem Es ii Cai LJ multi MaP com s a MAPS DIRECTIONS AERIAL EE EEE SEARCH Country Ack or hype a Gerry Canal Briar La Hebets nat OM pottoade si place hotels Map of Vantag cerns puting Ltd H m L Ip sas ute t acess Be map Ser m desert phort on PAT ee T CN ET 15000 Hoteis is A i kii hota iF T a i Chian Hethi r Cheng Hae roars re rite Fufy i 7 j 4 E Eana Secure Book i z nire a i peer as fb artati de t f T Find a ke cost F
306. ically enables the Missed check box If the Missed check box is selected you have the option of selecting a reason from the adjacent drop down list Job 63 Vantage Computing Ltd Aka 1 Job 2 Details 3 Faults 4 Status 5 Completion 6 Tasks 7 misc W Job has been responded to Abandon Jobs Responded 21 02 2007 17 21 in szosh aam MU Comments Delete Audit Missed M Clase Loans CUSTOMER NOT PRESENT Notes Issue Job has been fixed EQUIPMENT ACCESS FAULT LOGGED TO WRONG MACHINE Parts a QCTTE Are ECC Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 243 Work Control VCi Job has been fixed 1 If the Engineer has fixed the fault select Job has been fixed This indicates that the job has been fixed but no completion details are available This effectively closes the job but does not complete the job This field is not mandatory 2 Click Fixed The date and time default to the current date and time However you can change these defaults to represent the actual date and time if necessary As you confirm the fix date and time Service Accent calculates the job s actual fix time in working hours and minutes 3 You have the option of selecting a reason for the fix from the Comments drop down list 4 If the job has a target fix date and time Service Accent calculates whether the Engineer has missed the target If the target fix has been
307. ice Accent licensing details 1 Click System from the Service Accent button bar under Administration click the License details icon Service Accent Core System Admin Le g B system Admin View Routines Shortcuts Finder Administration ib EX w Event viewer Licenze Recycle bin Import data Form Language details designer wizard Actions Verify Exit database System extensions D Macros Shap irs mn lie 2 The activation wizard appears Service Accent Activate Service Accent Welcome to the Service Accent Activation Wizard If you have already activated Service Accent and have been issued a new activation key please check the details sent to you with your new activation key to ensure they are correct before you enter your new activation key This product is already activated Click Next to see your license details or to enter a new activation key To continue click Next 456 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Viewing License Details 3 Click Next to see license details The dialog appears as follows Service Accent Activate Service Accent Please check your license details then click Next to save them ou are licensed for the following modules Service Accent Core System Invoicing Sumber of concurrent users 5 Expiry date ij Click Back if you need to enter a different activation key 4 This view of the dial
308. ice Point Ltd 85 07 02 2007 Service Point Ltd 135 14 03 2007 Service Point Ltd 1000002 26 09 2000 Service Point Ltd 1000014 0741 2000 Service Point Ltd 1000015 30 01 2001 Service Point Ltd 1000192 12 09 2006 Service Point Ltd 1000238 12 09 2006 Service Point Ltd 1000314 15 03 2007 Service Point Ltd Reports Find Clear Swap Refresh x KK X X X X X X Legend Provisional only Queries only D Non zero only 2 Click Analyse invoices to open the analysis dialogue where you can review invoice history by period Analysis Contract Invoices Graph Ta 2007 Contract Ho scoono4 Total Mar 2007 Feb2007 Jen2007 Dec 2006 3 900 00 3 900 00 3 900 00 3 900 00 and optionally view the data as a graph by clicking the Graph tab Analysis ontrack Invoices Graph 410 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Checking Customer and Contract Profitability 3 Click Show history to open the Contract history dialogue listing past details of the contract such as price increases and contract renewals Contract history SCOO004 Contract histor Service type Original value Product Billing period New value Seral Mo 25 01 2001 Contract cancel Advance payment 234 022006 07 08 2000 Contract resumed Advance payment 14 03 2007 3 900 00 Inyoiced Advance payment 4 Click Calculate profit to calculate profit on the contract ei
309. ick the Printer icon to reprint the invoice Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 393 Invoicing vci Crediting an Invoice Invoices can be credited through Sales Order processing see Creating A Credit Note on page 327 for further details or by opening an individual invoice and then crediting it To credit an invoice 1 Click View from the Service Accent button bar under Invoicing click the Invoicing amp costings icon Core System Admin B D i Window dmin View Routines Shortcuts Finder Reports To do General 9 a S Customers Contracts Products amp Inventom Engineers amp parts locations Work control Open jobs Closedjobs Batchiob Escalations Visual logging scheduler Invoicing i 3y u Invoices amp Sales order costings processing Stock control Invoice No Date Customer 1000079 23 03 2007 Vantage Computing International 226 15 03 2007 Line Electrical Ltd 1000275 15 03 2007 Vantage Computing Ltd 1000276 15 03 2007 Vantage Computing Ltd 1000277 15 03 2007 Vantage Computing Ltd 1000278 15 03 2007 Vantage Computing Ltd 157 15 03 2007 hite Graham Solutions Ltd 158 15 03 2007 Vantage Computing Ltd 159 15 03 2007 Vantage Computing Ltd 1000282 15 03 2007 Vantage Computing Ltd 1000283 15 03 2007 Vantage Computing Ltd 160 15 03 2007 Vantage Computing Ltd 161 15 03 2007 Vantage Computing Ltd 162 15 03 20
310. ide You can access work history directly from the Job dialog as described in the following procedure To access work history from the Job dialog 1 Inthe Jobs dialog Job 248 Service Point Ltd Seis 13ob 2 Details 3 Faults 4 Status 5 Completion 6 Tasks z Misc Job type Field Job No 248 Logged by J5 Category BREAKDOWN Customer Select Service Point Ltd Cairns Was Customer New England Road s Contact tr Iain Davidson New Phone Mo 01234567550 Change Letters Contract Jscooon W On contract Warranty i _ nu 4 ial Service Jalarge text length service lev gt Charge Jno CHARGES Set as non chargeable Item Product PO PCC Select product Description PC CO PENTIUM PE Select item _ Serial No_ oo001 Location DIRECTOR S OFFICE SSI Asset Ho SER 00001 i 2 Click Jobs The following options appear Job 248 Service Point Ltd 1 Job 2 Details 3 Faults 4 Status 5 Completion 6 Tasks 7 Mise Job type Field Job Ho 248 Logged by J5 Category BREAKDOWN Customer Select Service Point Ltd Cairns Way Customer New England Road b Contact Mr Iain Davidson se New For this customer For this item oe Close Notes Le ems gt Phone Mo oizs se7em0 2 Change Letters Contract jscooong W On contract TEE ne a Logged 27 07 06 08 20 Notesexist Service Jalarge
311. idual items Inventory Record 19768657 3785402 CLEANCO INDUSTRIA fa X 1 Item 2 Status 3 Contract 4 warranty 5 Lease amp Rental Z Parts 8Kit 9 other CLEANCO INDUSTRIAL POLISHER 19765657 3705402 FLOCRR x 1 Close Nokes History Letters 1 s To remove an item from the kit highlight the required item and click the Remove button To modify an existing item highlight the required item and click the Modify button Service Accent User Guide 183 Creating Information VCi Completing The Other Tab The Other tab on the inventory dialogue allows you to enter other information not covered on the previous tabs You can select preferred engineers depreciation and subcontracting details The Other tab is broken down into two subtabs page 1 and page 2 1 Inthe inventory dialogue select the Other tab The Other tab appears Inventory Record 19768657 3785402 CLEANCO INDUSTRIA fa O Fx 1 Item 2 Status 3 Contract 4 warranty 5 Lease 6 Rental ZParts akt 9 Other Preferred Field engineer None Preferred workshop engineer None r Close Preferred contact None xs Motes Invoicing analysis code History Popup alert Letters User Fields Inventory Field 1 Inventory Field 2 Inventory Field 3 EE a ue EE ue er ters ETES J tetters Customer Loan item Faulty 2 Select the Preferred field engineer from the drop
312. iew and edit the details 357 Entries Qty There are no items bo show in this view 4 Click New to create a new scale and the following dialogue is displayed Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 69 Creating Information Service Accent Enter the details of this quantity break Quantity up bo Price each 5 In the Quantity up to field enter the quantity of the scale 6 Inthe Price each field enter the cost of the items on this scale 7 An example of a completed scale dialogue is shown below Price book Price book View and edit the details Entries Price 11 to 20 9 Click Yes to save the scale charges or click No to abandon any new items or changes made 10 The Stock dialogue will be re displayed 70 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Stock Record New 7 Compatibility 1Part 2 Pricing 3 Kit 4 Usage 5 More 6 Alternatives Pricing Price 055 Cost 0 25 weighted average 0 25 Contract price default annual value Mominals Tax code lti 17 50 Customer discount 1 Customer discount 2 Customer discount 3 Supplier discount Creating a Part Stock Record Save Close Motes Price book Documents LH 11 The Weighted average field is automatically calculated by Service Accent this value represents the cost of the part averaged
313. iew your invoices before printing by clicking the forward and backwards arrows 17 Click the print icon to print your invoices to your nominated printer ET Service Invoice Service Accent Click the forward and backwards arrows to preview your invoices a amp fron Total 268 before printing Click the print icon to print your invoices 18 After printing the invoices you will be Authorise invoices dialogue will be redisplayed 19 Continue to authorise the remaining invoices following the procedures described earlier Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 385 Invoicing PCI Printing Authorised Invoices 386 Service Accent User Guide The following procedure describes how to print the invoices that you have authorised but not yet printed Printing invoices can run from either the Authorise invoices routine or from the Print invoices routine Both options display the same dialogue 1 From the Authorise invoices dialogue select the Invoice Print tab Authorise invoices Select invoices to print ou can select which invoices you want to print Unauthorised Invoices Invoice Print Invoice Number Print From 1 Ta 1000364 Customer Account Na Invoice Date From Ta All invoices f Only printed invoices f Only unprinted invoices Invoice type f Contracts f Service C Rental f SOP Select i All
314. ify the condition of a table or the entire database The following procedure describes how to get table information using the Database Explorer To view table data 1 Click System from the Service Accent button bar under Actions click the Verify database icon Service Accent Core System Admin LA i ai A System Admin View Routines Shortcuts Finder Reports Administration j we a J amp B l a Event viewer Licenze Recycle bin Import data Form Language details designer wizard Actions Verity database System extensions gt l Macros Snap ins n een a E aL ee rey i SRE A EEE EURE RE ST PERLE EEE DE D me nee ele pe EE DEEE TER RE EEE ee EEE ee CEE Es PT PEN E EDS pe CES ee EE LEE PRE EE RES EE LOT Er OL EESTI OCT an iman iris Lag r e Tr CRDP Lar eee AN LS 2 The Database Explorer appears E Verify database Use this utility to verify your database in c progra 1 accent 1 oA Contract History TA Contracts TA Forms Check tables aggressively slower verify Close Copyright Vantage Computing Ltd 2007 All rights reserved Verifying the Database The tree contains a list of all the tables that make up the Service Accent database 3 Click a table to view its details which appear similar to those in the following example amp Verify database Use this utility to verify your database in c progra 1 accent 1 Ze
315. igated mainly with a mouse This guide also describes keyboard shortcuts where they exist To enter today s date or current time in any Service Accent date or time field press Control and Enter To select a date from a calendar in any date field press the Space bar Service Accent enables you to have multiple screens open at one time The following control buttons are available in dialogues data forms and views The following descriptions apply to dialogues that appear within the Service Accent window rather than the Service Accent window itself Button Description E The Minimise button minimises an open dialogue and positions the title bar of the dialogue at the bottom of the Service Accent window If you minimise more than one dialogue the title bars align across the bottom of the Service Accent window from left to right a The Restore button restores a minimised dialogue to its original size x The Close button closes the dialogue If you have entered data in the dialogue you are prompted to save this information before closing o The Maximise button expands a dialogue to fill the entire Service Accent window This button is not always active The Button Bar Use the Service Accent button bar to access the functions of the application The button bar appears as follows Service Accent Core System Admin A 7 r os TA Cr wa 9 System Admin View Routines Shortcuts Finder Reports To do Window
316. ights reserved Renewing a Service Contract Contract Record CNOO01 ARa C L Contract 2 Specification 4 Customer 5 Other Contract Mo fcwoodt i asti rt Abandon gave Service level ELECTRICAL APPLIANCE Delete Contract type Hardware Close Period Date starts 21 02 2006 Evergreen Notes Lasts For 12 months Date expires 20 02 2007 Cancelled Letters Print Contract value 0 00 Status Active Discount o 0 000 Discounted value 0 00 Fa The Expired warning flag is active 4 Click Renew The Contract Renewal dialog appears Contract renewal CHOO01 Use this form to renew the contract and items on it 1 Renewal 2 Inventory Contract No CHOOO 1 Service level ELECTRICAL APPLIANCE Period Date starts 2110212007 Evergreen Lasts For fie months Date expires 20 02 2008 nt Discount i F 0 00 Current value 0 00 Renewed value fF 0 00 a Price review Vouchers Renew this contract s PM schedule now 5 The first tab is concerned with the terms of the contract Service Accent automatically assumes that the contract is to run straight from the previous contract making the contract renewal start date consecutive to the previous contract end date Amend this if necessary 6 The duration of the renewed contract defaults to the term of the original contract Again amend this if required Copyright Van
317. illing Save Maximum invoice value per job reference only 0 00 Delete Close Notes Letters Sites Price book cas _ cs notes Letters Les Erice book Notes _ betters vip General Financial Miscellaneous Sales 1 Sales 2 Billing This subtab is used to set a maximum invoice value for a service invoice raised from a job 1 Enter the maximum invoice amount in the Maximum invoice value box If this figure is exceeded when a service invoice is created a warning message will be displayed You can add notes to a customer record Furthermore the notes are organised by organisational group Service Financial Engineer Supervisor other permissions and To do lists 1 In the Customer Record dialogue click Notes The Notes for Customer Record dialogue appears E Notes for Customer Record Vantage Computing Inter Sms Service Financial Engineer Supervisor other Permissions To do list Time stamp JE gt Save Cancel 2 Select the tab that best matches the area the note applies to For example a work controller would typically select Service Copyright Vantage Computing Ltd 2007 All rights reserved Small icon to indicate which tak Creating Customers Type your comments in the text field If the notes are to be restricted to who can amended then click the Permissions tab and set the applicable permissions See Note Permissions on page 49
318. ime and click The event appears in the new slot 5 New events default to a size of one hour If necessary resize the event to the required duration by clicking on the slot and then hovering the pointer over the left or right edge depending on which way you want to extend the event When the pointer is in the correct position it changes to a Click and drag the chosen edge to the time period required and release the mouse button Use the same technique to reduce the slot size dragging the left and right borders closer together If you want to create an event that spans an entire week first put the Scheduler into the Week To a View mode Removing an Ad Hoc Event To delete an event 1 Select the event 2 Right click the event and select Remove Entry The event is deleted Renaming an Ad Hoc Event To rename an event 1 Select the event 228 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Issuing a Job Using the Scheduler 2 Right click the event and select Change description Select the new description from the drop down list or manually enter a new description Recurring Ad Hoc Events To add a recurring event 1 Select the event 2 Right click the event and select Add recurring entries Select whether the event recurs every day every week or every month 3 Enter the date when the event ends 4 The event will be scheduled for the same engineer at the same tim
319. ing International 1602 2004 Vantage Computing International 1602 2004 Vantage Computing International 1602 2004 Vantage Computing International 1602 2004 Vantage Computing International 301 17 02 2004 Vantage Computing International a4 Reports Find Clear Swap Refresh SZAA AAA Legend Provisionalonly Queries only Nonzero only 2 Click Analyse invoices to open the analysis dialogue where you can review invoice history by period Analysis Ta 2004 Contract Mo 5C00013 Total Mar 2004 Feb 2004 Jan 2004 Dec 2003 Mow 2 and optionally view the data as a graph by clicking the Graph tab Analysis 136 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Creating Contracts 3 Click Show history to open the Contract history dialogue listing past details of the contract such as price increases and contract renewals Contract history Contract history 15122005 Contract cancel 161272005 Contract cancel 151272005 Contract cancel 1571272005 Contract cancel 15 12 2005 Contract cancell 15 1272005 Contract cancell Pernod Service type Billing pernod 01 03 2000 COPIER INC TO 0170172001 COPIER EAC T 01 03 2000 COPIER EXC T 01 10 2000 FAR 01 01 2000 COPIER INC TO 21 04 2004 COPIER INC TO Product Serial Mo COP CC E 00002 E 451 400 1670 239 COF CC B w 2154679 F s FC 00004 COP CC CL 6405297 3
320. ing the job 11 Enable Retain current fault profile to retain the current fault profile on the extended job Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 259 Work Control 12 An example of a completed dialogue is shown below Extend job 63 Vantage Computing Ltd Extend this job Complete the Following details to extend this job Extend from Field to Booking Category RETURN TO FIT x Date in 21 02 2007 17 21 Target response 21 02 2007 17 21 Engineer Peter Rushworth T M Skip provisional assign to engineer Reason For extending the job ete Extend Cancel 13 Click Extend to extend the job The extended job will retain the original job number and is still visible in the Call Escalations view Using an Engineer s Loan Item The following procedure describes how to assign a loan item from an Engineer to a customer See Recording a New Job on 1 Create a new job or open the job related to the Engineer and customer page 200 2 From the job dialogue click Loans Job 63 Vantage Computing Ltd 13ob 2Detais 3 Faults 4 Status 5 Completion 6 Tasks z misc Job type Field Job Mo 63 Logged by Admin Category BREAKDOWN Click the loans button to open the Customer loans and replacement dialogue Select Vantage Computing Lid Cosi 16 Queens Park Business Park Customer Hudderfield Road He Contact Mr Peter Rushworth l Mew Send e
321. invoices f Only authorised invoices f Only unauthorised invoices iw Print zero value invoices Automatically save the invoices MW in Adobe POF format For Future reprinting 2 or Click Routines from the Service Accent button bar under Invoicing click the Authorise invoices icon Print invoices BEE Select invoices to print ou can select which invoices you want to print Invoice Print Invoice Number Print From 1 Ta 1000364 Customer Account Na Invoice Date From Ta All invoices f Only printed invoices f Only unprinted invoices Invoice type f Contracts f Service C Rental C SOP Select w All invoices f Only authorised invoices f Only unauthorised invoices MW Print zero value invoices Automatically save the invoices i in Adobe POF Format For Future reprinting Copyright Vantage Computing Ltd 2007 All rights reserved Authorising and Printing Invoices 3 The Invoice Print tab incorporates a number of selection filters namely Filter Invoice Number From To Customer Account Number Invoice Date From To Print All Invoices Only Printed Invoices Only Unprinted Invoices Invoice Type Print zero value invoices Automatically save the invoices in Adobe PDF format 4 Select your options Description Use these entries for printing a range of invoice numbers Select a customer number from the drop down list to print only th
322. iob Escalations Visual a logging scheduler Invoicing Invoices amp Sales order costings processing Stock control 2 The View Inventory dialogue appears View Inventory _Allinventory Unallocated Scrap Customer Contract Warranty Serial Mo Product Description Asset Mo 12354 ARSAOF Black amp White Digital Photocopier 123451234 AFAQ Black and White Digital Photocopier ANO2 12345678 WASHER TAN Twin Tub Washing Machine YAMOT Reports 45092472 DIGITAL COPIER Black And White Digital Copier VANS 5645364356 WASHER TAN Twin Tub Washing Machine 45645 Open Clear Swap Refresh Open _ Reports _ Dea Swap _Betresh _ Legend Legend 3 Click the Unallocated tab and all unallocated items are displayed View Inventory All Inventory Unallocated Scrap Customer Contract Warranty Serial Mo Product Description Asset Mo 1234 ARAO Black amp White Digital Photocopier Open 9085695696765 DIGITAL COPIER Black And White Digital Copier UNALLO Reports Clear Swap Refresh Legend Open _Feports_ _ Ces _ Swap _Esesh _Legend Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 161 Creating Information CI Adding Details To Allocated Inventory Items The following sections describes how to complete the remaining inventory tabs If the inventory item is not on contract some of the tabs and fields will be unavailable Co
323. ion New Objectives 79 05 0 00 50 Open Objectives 56 01 0 00 66 Objective 2 77mm x 25 7 81 90 0 00 61 Reports BF angulation mesh 11 79 0 00 7 and 09 0100 14 Paediatric angulation mesh 13 76 0 00 18 09 0100 15 EF large angulation mesh 11 87 0 00 2 Clear 1001 002 HINGE SPARE PAR 0 50 0 30 0 102x88x31 T Window 6 63 0 00 15 Swap 1119386 Fiber Optic Bundle 563 56 0 00 18 1119448 Fiberoptic bundle 535 50 0 00 2 Refresh 1119557 Fiber Optic Bundle 414 31 0 00 2 118x03 Sapphire window 1 18 x 34 00 0 00 14 119000081 Objectives 66 00 0 00 28 119K1375 Optical Rods S Z 1 19 x 26 40 0 00 80 1312 111 002 WASHER SPARE PAR 1 00 0 25 0 002702570U 002770070U 002772570U 09 0100 13 Service Accent User Guide 85 Creating Information 86 Service Accent User Guide 4 Click New The Stock Record New dialogue appears 10 Stock Record New fe ol 7 Compatibility 1 Part 2 Pricing 3 Kit 4 Usage 5 More 6 Alternatives Part Ho Save Description Category Close Motes Is a product i e has a serial number Is always chargeable Price book Documents Location Manufacturer Man Part Ho Others m se e ae utes EE ETS Notes Documents In the Part No field enter an alphanumeric field to specify the code by which your company references the product In the Description field enter a meaningful description of the product In the Category field use the drop down
324. ional Sik 1 Customer z Details 3 Contacts 4 Contracts 5 Inventory Other This customer record is the primary head office address C another address for a head office customer Billing address for this customer AM OOOO 1 Wantage Computing Intemational 2 Meadway Court Meadway Technology Park Stevenage w Letters Close Notes Financial details Sites Tax code Price book WOT Munber Credit days 30 Discounts Account Mo WANDO Bank details Customer is on stop iw Charge tax on delivery where applicable En 2 Do one of the following e If the address you entered in the Customer tab is the invoicing address accept the default option the primary head office address e If the address you entered in the Customer tab is not the invoicing address you are creating a linked site Click another address for a head office customer The Finder appears to search for the existing head office record When you find it click Select The Finder closes and the head office address appears in the dialogue To view the existing linked sites for a customer record click Sites Customer Record Vantage Computing International fe ol 1 Customer _ 2 Details 3 Contacts 4 Contracts 5 Inventory 6 Other ra This customer record is the primary head office address EF Edit C another address for a head office customer Close Notes Billing address for this customer
325. is customer group Invoices since Show invoices Show documents General Financial Miscellaneous Sales z Billing En Costs are shown in red and charges shown in black 406 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Checking Customer and Contract Profitability 7 To calculate the profit made for all sites in this customer group including the current customer record click the Profit for all sites in this customer group radio button and then click Calculate profit The display now appears similar to this Customer Record Morgan Hoel amp Co Ltd Sel 1 Customer 2 Details 3 Contacts 4 Contracts S Inventory 6 Other Service invoices 1 921 01 Total invoiced 1 971 01 Labour 14 33 Travel 4 33 Close Parts 5 65 Total costs 503 31 Motes Profit 1 417 70 Letters Sites CO Profit For this customer only Profit for all sites in this customer group Invoices since Show invoices Show documents General Financial Miscellaneous Sales 2 Billing Price book En Costs are shown in red and charges shown in black 8 By default all profit is calculated from the date the customer s were added to Service Accent If you wish to calculate the profit for a different period enter the start date in the Invoices since field and then click Calculate profit The display now appears similar to this Customer Record Morgan Noel t amp Co
326. is now allocated to a customer To complete the remaining details in the inventory record please refer to Adding Details To Allocated Inventory Items on page 162 148 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Creating Inventory Via The Customer Dialogue Creating Inventory Via The Customer Dialogue 1 Click View from the Service Accent button bar under General click the Customers icon 8 a re a Admin View Routines Shortcuts Finder Reports To do Wir 9 3 a Customers Contracts Products amp Inventor Engineers amp parts locations Work control a Open jobs Closedjobs Batchjob Escalations Visual Fo logging scheduler 2 The View customers dialogue appears View Customers Customer Contract customers Non contract customers Head office customers Customer No Ta Post Code Contact ABI00001 Abingdon Chemicals Ltd 5 Abingdon Chemicals Ltd E15 7JD Mr Allan Rice Open ALTOOOO1 Altens Minto Projects Ltd Altens Minto Projects Ltd L52 2WD Mr Cael McNally ANDOOOO1 Andover Security Ltd St Andover Security Ltd AL2 1FD Mr Gary MacNaden Reports 47500001 A T Sothers amp Co Ltd Sou AT Sothers amp Co Ltd 509 1HF Mr John Kirby 4TS00002 T Sothers amp Co Imming T Sothers amp Co DNG 23G Mr James Harrington Find Bawoo001 Bawn Telecom Solutions Pl Bawn Telecom Solutions Plc SwS 8TT Mr Andy Simms BRO00001
327. is to add the items to the non stock order Click the Items tab and the following is displayed Mon stock order 116 Abingdon Chemicals Ltd 1 Setup 2 Delivery details 3 Order details 4 Items Items on this document Description Total value There are no tems to shove in this view Motes fe List Tree Print Documents 1 Click Add to add items to the non stock order The Finder will appear from which you can select the non stock product or part Only products or parts marked as non stock in the stock record can be added to a non stock order Stock Record 3282610 Optical Rods 0 3 28 x 2 Sak 7 Compatibility 1 Part 2Pricing akit 4Usage SMore 6 Alternatives Properties C Toner MW Hon stock item Paper E Motes f Neither Accessory Price book Metrics Documents Weight 0 000 Size 0 000 Dimensions Commodity code The definition of a non stock item is a product or part where the stock movements are not monitored or does not need to be included in a stocktake Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 317 Sales Order Processing 318 Service Accent User Guide 10 Once the product part has been selected the Item details will be populated as shown below Mon stock order 116 Abingdon Chemicals Ltd 1 Setup 2 Delivery details 3 Order details 4 Items Items on this document bandon Descripti
328. is will run through the normal export routine for the invoices credits selected but will not update them as exported A report will be produced showing if there are any errors r 200 70319121510 txt Notepad File Edit Format View Help Bage Line 50 Export 19 03 2007 12 15 x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x O to 99999999 31 03 2007 Yes Admin ciNtrans csv Invoice Customer comments 1 One or more nominal one or more nominal one or more nominal one or more nominal one or more nominal One or more nominal one or more nominal One or more nominal one or more nominal one or more nominal One or more nominal one or more nominal One or more nominal one or more nominal One or more nominal one or more nominal Vantage Computing Ltd one or more nominal Cardkey Controls Ltd one or more nominal Andover Security Ltd one or more nominal Frank waldon Contractors Ltd One or more nominal Vantage Computing Ltd one or more nominal Vantage Computing Ltd One or more nominal Redfern Sentry Ltd one or more nominal F Bloggs amp Co Ltd one or more nominal Frank waldon Contractors Ltd One or more nominal Vantage Computing International one or more nominal Vantage Computing International one or more nominal Vantage Computing International one or more nominal Vantage Computing International One or more nominal Vantage Computing Ltd one or more nominal Vantage
329. ising and Printing Invoices After running contract billing rental billing or service job billing Service Accent generates provisional invoices Before you can print these invoices you must authorise them Invoice authorisation serves the following purposes e invoices can be edited prior to authorisation which means you have the opportunity to change them in the event of mistakes e after authorisation Service Accent revises the invoice date to the date of authorisation e after authorisation Service Accent revises the invoice number provisional invoices use a temporary invoice number which means that if you decide to delete a provisional invoice your final invoice numbers still run sequentially without any audit gaps Authorising Invoices The following procedure describes how to authorise invoices To authorise invoices 1 Click Routines from the Service Accent button bar under Invoicing click the Authorise invoices icon B A a T wo Routines Shortcuts Finder Reports To do window Help Contracts a m amp Contract Rental biling Generate PM Contract billing jobs housekeeping Work control Job costing and invoicing Invoicing J b Le 1 i Authorise Print invoices Esport Invoices invoices Miscellaneous _ Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 381 Invoicing 382 Service Accent User Guide 2 The Authorise Invoice
330. it and the following is displayed Service Accent Create a new revision Do vou want to edit this quote or revise ik By revising ik you create new quotation with the same document number But later revision number However vou can not edit an earlier revision New revision Cancel 7 As this quotation is going to be converted into a point of sales order a new revision is not required click Edit this to edit the current revision 292 eService Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Converting A Quotation To A Point Of Sales Order 8 To convert the quotation into a POS order click the Convert to order button Quotation 111 Abingdon Chemicals Ltd 1 Setup 2 Delivery details 3 Order details 4 Items Click Convert to order to a ie Abandon convert the quotation to an Quotation Document Mo 111 order Revision 1 Date 08 03 2007 Delete Convert to order Close Motes 9 The following is displayed Service Accent Do you want to convert this quotation to Paint of Sale order v A point of sale POS order is an order where there is stock available and the order is despatched and invoiced immediately For example a trade counter selling direct to customers where the customer takes the goods there and then Please refer to Creating A Point Of Sale Order on page 295 for further details 10 When the quotation is converted to a point of
331. itability of your customers and contracts at any time The following procedure describes how to determine the profitability of your relationship with a given customer Click View from the Service Accent button bar under General click the Customers icon D Yie Routines Shortcuts 4 E Cr Finder Reports To do General Pix a amp 8 Customers Contracts Products amp Inventors Engineers amp parts locations Work control Open jobs Closed are Batch iob Escalations Visual Customer No 00001 ABI00001 ALTOOOO1 ANDOOOO1 ATEOOOO1 47500001 AT500002 BA w 00001 BROOOO01 CARO0001 C4500001 CHEOO001 CYROO001 FBLOOOO1 FINOO001 FRA00001 logging Abingdon Chemicals Ltd 5 Altens Minto Projects Ltd Andover Security Ltd St Test Company Anywhe 4 T Sothers and Co Ltd 5 4 T Sothers and Co Immi Bawn Telecom Solutions Pl Brookfield Network Solutio Cardkey Controls Ltd Re Case Allnet Ltd Bagshot Chessman Watermark amp C Cyril Dicks Ltd Ruislip F Bloggs amp Co Ltd Steven Finch Stairlifts UK Ltd Lon Frank Waldon Contractors amp E Emergency Abingdon Chemicals Ltd Altens Minto Projects Ltd Andover Security Ltd 4 Test Company A T Sothers and Co Ltd T Sothers and Co Bawn Telecom Solutions Plc Brookfield Network Solutio Cardkey Controls Ltd Case Allnet Ltd Chessman Watermark amp C Cyril Dicks Ltd F Bloggs amp C
332. item 1 Select the Alternatives tab The Alternatives tab appears stock Record New EaR 7 Compatibility 1 Part 2 Pricing 3 kit 4 Usage 5 More 6 Alternatives Abandon Alternative parts for this part Save Description In stock Te Delete There are no items bo show in this view Close Motes Price book Documents LH Add Propogate 80 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Creating a Part Stock Record PCI To add a new alternative click Add and the Finder appears Select the AN see Usman alternative part and the part will be added as an alternative Finder on page 40 Stock Record New Compatibility 1 Part 2Pricing 3kit 4Usage SMore 6 Alternatives Abandon Alternative parts For this part Sees Description In stock Fan belt For standard pw 0 al Dalec Close Motes Price book Documents abandon _ _ sm _ ke a ae raben Documents notes Documents Propogate 3 To make both parts alternatives of each other click Propogate The following appears Service Accent 2 This will propogate these alternative parts between themselves and this part such that each will become an alternative to every other part Continue 4 Click Yes to propogate In the example above part number Fan12 will now have part Black Washer as an alternative Stock Record FAN12 Fan belt for standard p
333. k Refresh Customer Record Vantage Computing International 1 Customer 2 Details 3 Contacts 4 Contracts S Inventory 6 Other Parts sold ARAL 2 BELT12 4 DRUM T1 i4 MET2001 2 TONER EW 6 Notes TONER CL 1 Close Letters Sites Price book t Sales For this customer only Sales For all sites in this customer group Sales since General Financial Miscellaneous Sales 1 Billing LE Se ue _ cs e e ie EEE votes _ betters _ RTE 5 By default all parts despatched are shown from the date the customer s were added to Service Accent If you wish to show parts for a different period enter the start date in to the Sales since field a o x Customer Record Vantage Computing International 1 Customer 2 Details 3 Contacts 4 Contracts S Inventory 6 Other Parts sald BELTI 3 DRUM T1 2 Close Notes Letters Enter date here to see sales since this date Sites Price book ales For this customer only NI General Financial Miscellaneous Sales 1 Sales 2 Billing 122 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Creating Customers The Sales2 subtab The fifth subtab of the Other tab is the Sales2 tab Customer Record Vantage Computing International 1 Customer 2 Details 3 Contacts 4 Contracts 5 Inventory 6 Other Anp quotes for this customer should be sent to the following add
334. k Select record finder appears to select the new product The dialogue now appears similar to the following Merge records This will let merge records together Select the record to replace the current one Select the record you want to merge to by clicking the button below You have selected the Following record ta merge ta COP Cl Byy COPTERCO BLACK amp WHITE COPIER Click Next to continue Next gt Cancel 7 The product number and description are shown Click Next to continue and the following dialogue appears 98 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Creating a Product Stock Record Merge records This will let merge records together Select the record to replace the current one Check the details below You want to replace all occurances of this record R41 Black amp White Digital Photocopier With this record COP CC Byy COPIERCO BLOCK amp WHITE COPIER Click Next to continue lt Previous Next l 8 This summary dialogue is showing that all occurrences of the first product will be replaced with the second product In the example shown above product AR417 will be replaced with product COP CC BW throughout the Service Accent database 9 Click Previous to return to the previous screen to select a different product or click Next to continue and the following dialogue appears Merge records This will let merge records together
335. k record The more tab is subdivided into 3 pages Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 95 Creating Information Product More Tab Page 1 1 Click on the Page 1 tab to access this tab The More tab page 1 appears Stock Record AIRCONDCOOL 1 Standard Air conditioning O f 7 Compatibility 1 Part 2 Pricing 3 Kit 4 Usage 5 More 6 Alternatives Create new inventory ikem Show inventory Properties Toner Non stock item Close Paper Repairable Notes Neither Accessory Price book Weight 0 000 Size 0 000 Documents Dimensions Commodity code h Metrics LH For more information see Creating 2 Unallocated Inventory Items on page 159 Click Create new inventory item to create a new unallocated inventory item for this product 3 Click Show inventory to show all inventory items based on this product View Inventory Standard Air conditioning cooling unit 1 All Inventory 2 Unallocated 3 Scrap 4 Customer 5 Contract 6 Warranty Serial Mo Product Description Asset Mo 4355345345 AIRCONDCOOL1 Standard Air conditioning cooling unt T123 Open BYS6745 AIRCONDCOOL1 Standard Air conditioning cooling unit NHFSE Reports Find Clear Swap Refresh Legend 4 Use the Properties group to specify attributes of the item v Products are not toner or paper and therefore the default of Neither is selected
336. k record to ensure that the Is a product check box has been enabled 4 Select the required product The Inventory record New dialogue appears populated with the selected product Inventory Record New 6 Rental Z Parts akit 9 other 1 Item 2 Status 3 Contract 4 Warranty 5 Lease Product BIRCONDCOOL Change Save Description Basic Air conditioning cooler unit Serial Mo Close Oky Motes Category DOMESTIC APPLIANCE History Asset Mo Letters Location Dake installed FL Re You will notice that the a neon is activated indicating that this inventory item is free this means it has not yet been assigned to a customer so is still a stock item Date installed CHENE Free neon activate item still a stock item not yet allocated to a customer Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 145 Creating Information CI 5 Inthe Serial No field enter the machine serial number if available If this information is not known leave the entry blank Service Accent creates a temporary serial number for you Please refer to the Service Accent Installation and setup guide 6 In the Qty field the quantity defaults to 1 Leave this as 1 The Qty field is only used when booking in multiple product items via purchase order processing part of the optional stock module 7 The Category drop down list shows the stock category this produ
337. l codes are setup correctly see the Service Accent Installation and user guide and all customer account numbers are setup see the section on Entering data in this manual Exporting Data to the Accounting Application 412 Service Accent User Guide The following procedures describe how to transfer data from Service Accent to the accounting application Service Accent enables you to export the following types of data to accounting applications e Accounts e Invoices e Purchase orders Prior to attempting to export data within Service Accent it is important that the System Settings are defined as outlined in the Service Accent Installation and Setup Guide Service Accent can currently export to the following accounting applications Canon Scanfile CS3 Infloplex SIM TAS Microsoft Great Plains MYOB Accountant Plus UK MYOB Accountant Plus US MYOB Accountant Premier Australia Opera Enterprise Pegasus Enhanced Pegasus Standard Progress Quickbooks Australia Quickbooks Canada Quickbooks UK Quickbooks US Sage Line 100 DCS Format Sage line 100 MMS 2 2 Sage Line 50 Sage MMS Version Simply Accountancy For the purposes of this manual Sage Line 50 will be used as an example The routine is the typically the same for each accounting application it is just the resulting export information that is different Copyright Vantage Computing Ltd 2007 All rights reserved Exporting Data to an Accounti
338. l job types M Jobs can be issued Locational store only Sub contractar Copyright Vantage Computing Ltd 2007 All rights reserved Work Control This chapter discusses work control which is the process of creating and managing jobs This chapter contains the following topics Recording a New Job Using the Escalations Feature Using the Visual Scheduler Issuing a Job Using the Scheduler Issuing a Job Without Using the Scheduler Closing a Job Extending a job Using an Engineer s Loan Item Scheduling Planned Maintenance Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 199 Work Control PCI Recording a New Job To take you through the process of recording a job this section goes into detail on creating a field job All other jobs types follow the same process To create a new job 1 Click Shortcuts from the Service Accent button bar under Work control click the New job icon a E SE r S E Routines Shortcuts Finder Reports To do window Help Work control FA Escalations Scheduler Invoicing New sales order Finder Search for jobs The results will show open jobs 1 Customers 2 Products and parts 3 Jobs 4 Invoices Job Na Open jobs Eind now Customer C Closed jobs New search Everything Booked on Bia Wew job Completed on OMpPleced on al Select Order Mo Your reference Keywords
339. l numbers or click Yes to automatically generate serial numbers Batch logging Batch job logging Enter the serial numbers of the items vou are booking in Click Next when You are done ee MOOO0S Remove Generate automatic serial numbers lt Back Meck gt Cancel 18 The serial numbers generated use the rules as laid out in the system settings Please refer to the Service Accent Installation and setup guide for further information 19 To remove a serial number from the list highlight the serial number and then click Remove 276 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Batch job logging 20 Click Next Batch logpging Batch job logging Additional information can be entered here Job category REPAIR Order Na Customer reference lt Back Next gt Cancel 21 The Job category is automatically displayed and is the default category for job type Workshop The job type cannot be changed but the job category can be by selecting an alternative from the drop down list 22 Enter a customer Order No and Customer reference in the boxes provided This information is not mandatory 23 Click Next Batch logeing Finished the batch logging wizard Click Finish bo create the jobs using the settings below and close this wizard Customer Altens Minto Projects Ltd Pudsey Category REPAIR Order number 1235 PR Customer reference
340. ld 3 General Financial _ Miscellaneous Sales 1 Sales 2 Billing 2 To view the outstanding jobs click the Outstanding jobs button and the view live jobs dialogue appears View live jobs LAI 2 Field 3 Workshop 4Booking SPM 6 Helpdesk Z Extensions 8 Audit 9 Tasks Job No Category Product 185 Booking Booking INSTA Booking INSTA Booking RETUR Helpdesk ENQUI Helpdesk TECHNI Booking RETUR Planned Mai ROUTI Booking RETUR Field BREAK Field BREAK Field BREAK Field BREAK Booking Workshop REPAIR For further information refer to chapter 4 Work control BELT12 DRUM T1 COP CC BV COP CC BV COP CC BV COP CC BV BASICY ACHT Serial No 1678 235 95757483983 7700004 95757483983 95757483983 7700004 95757483983 7700004 95757483983 95757483983 1234567 Call Date 22 02 2006 23 02 2006 23 02 2006 20 07 2004 21 07 2003 05 05 2004 22 09 2003 28 02 2001 22107 2003 06 05 2004 06 05 2004 06 05 2004 08 06 2004 22 02 2006 0641 0 2004 Engineer To view a particular job highlight the job and click Open Open Reports Escalate Clear Swap Refresh 3 To view the completed calls click the Closed jobs button and the view closed jobs dialogue appears View closed jobs LAI 2Field 3 workshop 4 Booking 5PM 6 Helpdesk Z Extensions 8 Audit 9 Tasks Category Product Field Field Field
341. le Requires PMs Location 1876 Manufacturer AIR CON USA Man Part Wo 980K176 Supplier lair conditioning Supplies Ltd others At this stage you can save the information by clicking Save Once the record has been saved you will have to click Edit to continuing entering data into the remaining tabs 88 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Creating a Product Stock Record PCI Adding Product Pricing Details The next step is to setup the pricing 1 Select the Pricing tab The Pricing tab appears Stock Record AIRCONDCOOL 1 Standard Air conditioning f O f 7 Compatibility 1 Part 2 Pricing 3 Kit 4 Usage 5 More 6 Alternatives Pricing Price pO Cost hn Scale Weighted average PO Close Contract price PO default annual value Motes Mominals Price book Tax code Documents Customer discount 1 Customer discount 2 Customer discount 3 Supplier discount gall 1 In the Price field enter the standard price at which you sell the product 2 In the Cost field enter your standard buying price Use this figure to calculate contract profitability 3 Click the Scale button to setup different cost prices based on the quantity ordered The following dialogue is displayed Price book Price book View and edit the details Entries There are no items bo show in this view Copyright V
342. llent search method especially in circumstances where the customer cannot provide you with a serial number Many Service Accent users mark their machines with the asset number making it easier for their customers to quote this reference when reporting a service fault In the Location field enter the location that represents the machine s placement within the customer s site For example reception accounts or stores Finally in the Date installed field enter the date the product was installed at the customer s site Copyright Vantage Computing Ltd 2007 All rights reserved Creating Inventory Via The Contract Dialogue Inventory Record New Rental 7 Parts akit 9 other 1 Iter 2 Status 3 Contract 4 warranty 5 Lease Product TENDER Change Save Description a standard tender Serial Mao 4567405 76904569074 Close city 1 Motes Category FLOOR POLISHER History Asset No H765 Letters Location SECOND FLOOR UTILITY ROOM r Date installed 20 09 2006 Customer Vantage Computing International 2 Meadway Court Meadway Technology Park 1 ie 12 Click the Contract tab and the following is displayed Inventory Record New Rental Z Parts skit 9 other 1 Item 2 Status i 3 Contract 4 warranty 5 Lease Contract Mo DOM0000 Save Period Themis an addition Close m Start date Date added 20 09 2006 Motes Cancellation date 2 History Ex
343. located inventory item to a loan inventory item or from a loan inventory item to an unallocated inventory item The following is displayed Service Accent 2 Changing loan status unallocated to loan Doing this will convert this item to a loan item and will no longer be displayed on the unallocated list Continue 2 Click Yes to convert to a loan inventory item Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 167 Creating Information 3 The inventory item is now set as a loan item Inventory Record 9484647473736 Basic Air conditioning c fa X x 6 Rental Z Parts skit 9 Other i Item 2 Status 3 Contract 4 Warranty 5 Lease Edit D cuss ET Allocate ot transfer to customer f Unallocated 0 Scrapped Reserved for sale Scrap this item tata Notes As of 20 09 2006 Toggle loan status History Installation Letters Details Neons set to Free and Loan acl item now that the inventory item is a loan item Sold at price 0 00 Buy in cost 0 00 EE se oe He oe er es Enotes betters EE 4 The neons are now showing as free and Loan item To scrap this inventory item 1 Click on the Scrap this item button Service Accent Enter the location and installation date of this item optional Scapped 20 o9 2006 2 Enter the Location and Date the item was scrapped 168 Service Accent User Guide C
344. logue Loans and replacements 63 ty Serial No Source Status ARTSOFOS ARISTON INDU 1 O987 766554321 Loan installed 4dd loan Modify Remove Select product or Instal now Lt Deliver loan to Product Main stock Description Engineer abandon aty Site D Urgent Delivered via Despatch note Installed Rejected Removed Swap QUE 11 Close the Loans and Replacements dialogue 262 e Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Using an Engineer s Loan Item 12 In the Job dialogue click Save In the Status tab in the Last Status field the text Loan installed appears and the Loan allocated neon lights up gt Job 63 Vantage Computing Ltd E Ama 1 Job 2 Details 3 Faults 4 Status 5 Completion 6 Tasks 7 Misc E 2 bandon Jobs Status lassignedto engineer Allocated 05 03 2007 14 25 Save Print RENAIN Er Peter Rushworth ETA OOo o Delete Audit On site sis Close E Status Job status Extended 0 times last on Invoice Parts Parts status PO PO Letters oaf status Loan installed i OoOo O O Las status Loaninstaled On 05 03 2007 14 29 PM performed on this jab Status now set as loan installed Loan allocated neon active to indicate a loan item has been allocated to customer minal ses Qi hold from For FO Remote engineer Status Save this job and send it now
345. lose Xl at the top right of the Authorise Invoices dialogue Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 387 Invoicing Retrieving Invoices The following procedure describes how to retrieve invoices that have been authorised and printed To retrieve invoices 1 Click View from the Service Accent button bar under Invoicing click the Invoicing amp costings icon Core System Admin Li B em p dmin View Routines Shortcuts Finder Reports Todo General D V gt Customers Contracts Products amp lnventom Engineers amp parts locations Work control Open jobs Closed jobs Batch job Escalations Visual logging scheduler Invoicing Invoices amp costings 1 All Invoice CON DEEE EEE Er EEE Invoice No Date Customer Net Value Printed 1000079 23 03 2007 Vantage Computing International 1 000 00 226 15 03 2007 Line Electrical Ltd 2 100 00 1000275 15 03 2007 Vantage Computing Ltd 0 00 1000276 15 03 2007 Vantage Computing Ltd 0 00 1000277 15 03 2007 Vantage Computing Ltd 0 00 1000278 15 03 2007 Vantage Computing Ltd 0 00 157 15 03 2007 White Graham Solutions Ltd 113 19 158 15 03 2007 Vantage Computing Ltd 50 00 159 15 03 2007 Vantage Computing Ltd 50 00 1000282 15 03 2007 Vantage Computing Ltd 0 00 1000283 1503 2007 Vantage Computing Ltd 0 00 160 15 03 2007 Vantage Computing Ltd 58 75 161 15 03 2007 Vantage Computing Ltd 67 50 162 15 03 2007 Van
346. ls to extend this job Extend From Field to Field Category BREAKDOWN Date in 21 02 2007 17 21 Target response 26 02 2007 15 51 Engineer Peter Rushworth T Skip provisional assign to engineer Reason For extending the job None a Cancel 4 From the Extend from field to drop down list select a new job type for the extended job if required G The job type can be left as field But usually the reason for extending a j0b is for a return visit to fit parts or for a different engineer to attend the fault In this case change the job type to booking 5 From the Category drop down list select a new job category for the extended job v When a new job type is selected the default category for that job type is automatically displayed 6 The Date in defaults to the date and time the job was extended the current system date and time This can be changed if required 7 Ifthe inventory item has a service type set up the target response and or target fix are displayed these will be displayed and can be amended if required 8 From the Engineer drop down list select the engineer to be provisionally assigned to the extended job If no engineer is to be provisionally assigned select None from the drop down list 9 Enable Skip provisional assign to engineer to assign the extended job to the engineer immediately 10 From the Reason for extending the job drop down list select the reason for extend
347. ly based on the billing value of the inventory items added to the contract Use the Discount field to enter a global discount so that items retain the standard pricing but the billing to the customer shows discounts that apply The result appears in the Discounted value field Click Save to save the details Contract Record New 1 Contract 2 Specification 4 Customer 5 Other Contract No Domoo001 Service level Electrical Appliance Contract type New equipment Period Date starts 05 01 2005 Evergreen Lasts For 12 months Date expires 04 01 2006 Cancelled Contract value Status Discount 0 000 Discounted value Adding Contract Specifications After creating the contract the next step is to specify the type of contract and to add optional features such as a planned maintenance schedule 128 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Creating Contracts To add a contract specification 1 In the Contract Record dialogue click the Specification tab x Contract Record New 1 Contract 2 Specification 4 Customer 5 Other Contract Options Contract agreement M Contract Billing Quotation Save Planned maintenance required Contract has been signed on ee Close Price review Notes Frequency a Review date PO Increase Ys Letters Print Type of Contract Full Voucher
348. m this list select the Service Accent user or group who is to be re assigned with this to do See To re assign a To do on page 53 Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 51 Getting Started 10 An example of a completed new to do action is shown below My actions Add or review this action Assigned to History Category Subject Motes Customer is querying invoice number 12345 they say that the cost of the part appears to Ibe more exensive than what they were quoted Action by 07 06 2006 12 12 Update this action User or group f Peter 1 Sd Pope 8 Rte al Be Close this action lose this as of L 11 Click Save to save the to do 12 If the option Update this action was enabled the to do list will be updated and remain in your to do list You will receive the following notification on your desktop ij You have new entries in your To Do list To view your To Do list click the To do icon in the Service Accent toolbar Jasc Paint Shop Service Accent and in Service Accent your Service Accent button bar will indicate that there are new entries in their to do list Service Accent VCI Helpdesk Peter To do list indicates new to do Pr 5 4 D entries and the number of to do s i not yet actioned 9 Window System Admin To do 1 Call escalations Support 1
349. m to renew the contract and items on it 1 Renewal 2 Inventory Product Serial Mo Current value Description Starts Mer value COP CC Ey g57574539553 0 00 COPIERCO BLA 21 Feb 2006 Mot billed i The prices shown are per machine in the case of multiple quantities Stop billing Renew this tems PM schedule now 436 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Renewing a Service Contract 18 If the inventory item has its own PM schedule click Renew this item s PM schedule now to set up the new dates This button will not be enabled if the inventory item is not setup for PM scheduling 19 Click Save to save the renewal record 20 In the Renewal tab the current total value and the total renewed value appear accumulated from all the items on this contract The Renewed value incorporates any discount entered Contract renewal CHOOO1 ai Use this form to renew the contract and items on it L Renewal Inventory Contract Mo CNOOO1 __Edt Service level ELE CTRICAL APPLIANCE ie Period Date starts 21 02 2007 Evergreen Close Lasts for 2l months Date expires 20 02 2008 CO Discount o O 0 00 Current value 0 00 Renewed value 100 00 a Price reviews Youchers lt Renew this contract s PM schedule now 21 If the contract is on a voucher contract enter the new number of vouchers for thie new contract period in the
350. mail Parts Phone Mo 2342314324324 Change Letters _contract_ 5 Warranty E E Service no conmacr l Charge ET CHARGES Set as non chargeable Item Product Hoopseso Select product Description HOOVERPOINT INDUSTRIAL 8 SHER Select item Serial Mo 45645656 CHEN Abandon item Asset Mo 04 Delete _ Letters Logged 05 05 04 16 35 tetes exist __ Letters exist _Customer on stop IP customer n Leben hold EEE job n eS ae __tean allocated _Resources allocated 260 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Using an Engineer s Loan Item 3 The Loans and Replacements dialogue appears Loans and replacements 63 ty Serial No Source Status There are no items to show in this view Add loan Modify Remove Select product or Install mow Deliver loan to 3 Froduct Save Product Main stock Description Engineer Abandon af site D Urgent Delivered via Despatch note Installed Rejected Removed Swap out 4 Click Add Loan Further sections of the dialogue are enabled Loans and replacements 63 ty Serial Mo Source Status There are no items bo show in this view Add loan Modify Remove Select product or Install now Loan requested Deliver loan to F d CE Save Main stock Description f Engineer Abandon Qty fe Site Urgent Delivered via D
351. maintenance visit are checked and a job is created for each contract 270 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Scheduling Planned Maintenance 11 The number of jobs generated is shown in a message box Service Accent 68 jobs were generated h a Do vou want to run the schedule report 12 If the scheduled report is to be run click Yes otherwise click No If Yes is clicked the following report will be shown Et Planned Maintenance Jobs Service Accent 1 of 1 b gt i amp amp 100 Total88 100 88 of 88 Planned Maintenance Jobs 09 04 2001 1 Jobs Job No Time Customer Provisional Engineer Unit 388 09 00 00 Finch Stairlifts UK Ltd STANNA LIFT NEW 4 5 Castle Park Road Main stair case Scheduled for Longwell Green Bristol 1965 2563265 02 07 2001 Job No i Customer Provisional Engineer Unit 369 09 00 00 Kelvin Engineering Ltd FAXCO FACSIMILE MACHINE Basing House RECEPTION Scheduled for Little Basing Road Hook Hampshire 377 09 00 00 Kelvin Engineering Ltd FAXCO FACSIMILE MACHINE Basing House STORES Scheduled for Little Basing Road H ook Hampshire 09 07 2001 1 Jobs Job No Time Customer Provisional Engineer Unit 389 09 00 00 Finch Stairlifts UK Ltd STANNA LIFT NEW 13 Planned Maintenance jobs will be created for all contracts scheduled to have a PM and selected through the generate PM jobs routine Job 374 Kelvin Engineering
352. map co uk View add parts used on this job View add loan items against this job Allocate an engineer to the job View the extensions and audits for the job Schedule a date time for this job via the scheduler Create a new job and open the job dialogue Drill down and explore the customer inventory and engineer details View any notes associated with the job Opens the report dialogue Opens the letters dialogue Open the database properties Use only at the direction of your support provider 4 There are several options available using the option buttons to the right of the escalation dialogue i Open Schedule Motes F Reports Refresh Scheme Engineers Columns An explanation of each option is explained as follows Service Accent User Guide 213 Copyright Vantage Computing Ltd 2007 All rights reserved Work Control Open This opens the job dialogue for the highlighted job Schedule Allocate a date and time to start the job via the scheduler Notes View the job notes for the highlighted job Reports Opens the reports dialogue and allows the printing of work control reports Refresh Refresh the escalation screen manually The escalation screen will refresh automatically based on the time delay setup in Admin system settings Scheme Allows you to select which scheme to use to display the jobs You can either select a scheme from your own personal schemes My schem
353. mer will not be charged for any parts or labour 8 The product number associated with the selected inventory is shown in the Product field 9 The description of the product is shown in the Description field 10 The inventory serial number is shown in the Serial no field 11 The physical location of the inventory item is shown in the Location field 12 The inventory asset number is shown in the asset no field Alternatively click Select product to select a product from the Finder without selecting an inventory record Use this if for example you do not have the inventory record in your database or if you do not have a serial number If you have not selected an inventory item from the Finder click Select item to select the required record from the inventory view Click Abandon item to discard the currently selected inventory record For example if you have selected the wrong inventory record click Abandon Item then Select Item to reselect the correct inventory record After selecting the customer and inventory the Notes neon may illuminate If this occurs click Notes to see which notes are active as specific comments may be stored against the customer and or inventory item Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 205 Work Control Completing The Details Tab Use the Details tab to add further information about the job as described in the following procedure
354. move a customer s business hours click the x button next to the Customer s business hours field 14 The User fields group contains three fields As Service Accent may not be configured to store all of the information you require you can customise the user fields to store additional data In the user fields group Customer field 3 is also used to store special access commands for the optional Remote Customer software Please refer to the Service Accent Remote Customer User Manual for further details Copyright Vantage Computing Ltd 2007 All rights reserved Creating Customers The Financial subtab The second subtab of the Other tab is the Financial tab x Customer Record Vantage Computing International i3 ol 1 Customer 2 Details 3 Contacts 4 Contracts S Inventory 6 Other There are no items bo show in this view Close Notes Letters El Sites CO Profit For this customer only Price book C Profit for all sites in this customer group Invoices since Calculate profit Show invoices Show documents General Sales 1 Sales 2 Billing LE ES Dee s ites ites ts _Price book votes _ letters RTE The financial subtab calculates and displays the profit made through invoicing 1 To calculate the profit made for the current customer record click the Profit for this customer only radio button and then click Calculate profit The display now appears similar to this
355. mp ae parts locations ae Work control 4 i Ki 7 F eal Sa ee i Openjobs Closedjobs Batchiob Escalations Visual logging scheduler Invoicing 3 ee Invoices amp Sales order i costings processing ETAN An sens oo a iia 2 and then proceed to step 5 3 Or click Shortcuts from the Service Accent button bar under Invoicing click the New sales order icon CCC A S E Routines Shortcuts Finder Reports To do Window Help Work control sm Wb FA Escalations Scheduler Invoicing New sales order 4 and then proceed to step 6 Copyright Vantage Computing Ltd 2007 All rights reserved Creating Quotation 5 The View sales orders dialogue appears View sales orders New 01 02 2001 Vantage Computing International Open 01 02 2001 Vantage Computing International Reports 0 00 Find J 0 00 mputing International 0 00 Clear Vantage Computing International 0 00 07 102 200 Line Electrical Ltd 125 00 Swap 07 02 2001 Line Electrical Ltd 07 02 2001 Line Electrical Ltd Refresh 07 02 2001 LE X Morris Ltd 0802 2001 08 02 2001 A T Sothers amp Co 08 02 2001 A T Sothers amp Co 11 03 2004 Vantage Computing Ltd 16 03 2004 Vantage Computing International 17 03 2004 Vantage Computing Ltd 5 467 00 Legend The orders shown in black are completed orders and the orders shown white on red are open orders 6 Click the New button on the right hand side of the dialogue Document New 1 Setup
356. mpleting The Status Tab 162 Service Accent User Guide 1 In the inventory dialogue click the Status tab and the following appears Inventory Record 9484647473736 Basic Air conditioning c fe O x Rental 7 Parts akit 9 other 1 Item 2 Status 3 Contract 4 warranty 5 Lease f Customer item Allocate or transfer to customer m Unallocated Set as unallocated 0 Scrapped C Reserved For sale Scrap this item As of 20 09 2006 Notes History Installation Letters Details ee eee t EEZ ue EE ue er Listers RTE J tetters Customer Loan item Faulty Sold ak price 0 00 Buy in cost 0 00 The current Status of the inventory item is shown The status can be one of the following e Customer item the inventory item is allocated to a customer full details are shown on tab 1 e Unallocated the inventory item is not allocated to a customer and is available for sale or loan e Scapped the inventory item is scrapped and not available It is recommended that scrapped inventory items are left on the Service Accent database for reporting and accounting purposes e Reserved for sale the inventory item has been reserved for sale to a customer through Sales Order Processing see page 279 The As of field shows the date of the last status change If the inventory item has been created through Purchase Order Processing the Received from purch
357. ms click Save Point of sale order 115 Abingdon Chemicals Ltd Sales 1 Setup z Delivery details 3 Order details 4 Items Items on this document Abandon Click Save to save the Description City ONS Total value H gave point of sale order vater Inlet Housing 20 series 1 00 1 00 EE Delete Close Mantes To modify an item on the point of sale order 1 To modify an item on the of point sale order ensure that the view is in List mode highlight the required item and then click Modify 2 Change any of the item details as outlined in steps 1 to 16 3 Click Save to save the modified item or click Abandon if the changes are to be discarded To remove an item from the point of sale order 1 To remove an item from the point of sale order ensure that the view is in List mode highlight the required item and then click Remove 2 You will be prompted to confirm that the item is to be removed from the point of sale order click Yes to confirm To print a point of sale order 1 To print the point of sale order click the Print button on the right hand side of the dialogue Point of sale order 115 Abingdon Chemicals Ltd Se Click Print to print the 27 point of sale order 1 Setup Delivery details 3 Order details 4 Items Items on this document Abandon aty OWS Total value Save Water Inlet Housing 29 series 1 00 1 00 47 65 i Delete Close Notes Ce List Bee Add Modify
358. n f Site Urgent Delivered via Despatch note Installed Rejected Removed Swap out 11 In the Job dialogue click Save Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 267 Work Control Job 248 Service Point Ltd Ex 130b 2 Details 3 Faults 4 Status 5 Completion 6 Tasks 7 Misc Engineer Edit Jobs Status Assigned to engineer Allacat d 05 03 2007 15 15 Print Engineer Peter Rushworth ETA PO Audit On site fF Clase Status __ Notes Issu Status now set as loan requested ceca Lt ee es Parts status Okay ha Letters Logfstatus Loan requested i es Lt status Loan requested On osfosjzo07 15 25 FM performed on this job Loan allocated neon active to indicate a On hold loan item has been requested for the cus Bisson iD tomer Remote engineer Status Sent Save this job and send it now 12 In the Status tab in the Last Status field the text Loan requested appears and the Loan allocated neon lights up Please refer to the section on Stock Replenishment on page 509 for further details on requesting loan items 268 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved PCI Scheduling Planned Maintenance Scheduling Planned Maintenance Planned maintenance scheduling in Service Accent falls into two categories planned maintenance by
359. n yel Description Standard Air conditioning cooling unit 7 7 low to indicate that notes exist Category DOMESTIC APPLIANCE i Is a product i e has a serial number Is always chargeable Price book Requires PMs Motes Documents Location 1876 Manufacturer AIR CON USA Man Part Wo 980K77 Supplier Air conditioning Supplies Ltd others 104 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Creating Customers To access the notes click the Notes button and the notes dialogue appears In the notes dialogue the tabs that contain notes are indicated with a small icon B beside the page number E Notes for Stock Record AIRCONDCOOL 1 Standard Ai O X ge L Page 2 Page 3 Page Page 5 Permissions To do list Wendie with care Extremely heavy Time stamp ch ET Save Cancel Creating Customers This section describes how to add customer data to Service Accent Entering Basic Customer Data The first step in creating a customer in Service Accent is to add and save the basic customer information as described in the following procedure To add customer data 1 Click View from the Service Accent button bar under General click the Customers icon EEE a gai Admin view Routines Shortcuts Finder Reports To do wir Customers Contracts Products amp Inventory Engineers amp i p
360. nals to change the 17 45 Tae ae default nominal code for this at gt i ZT ltem requires installation a product part one 0 00 ar Item total Total price T 1745 l 3 05 20 50 Tick this box to create an installation job Comments Click Save to save the item Save Item Abandon onto the credit note To view the loss on the credit note click the Show totals button on the right hand side of the dialogue This figure is calculated as the total selling price of all items less tax minus the cost of the items The following is displayed Credit note 119 Abingdon Chemicals Ltd Sele 1 Setup 2 Delivery details 3 Order details 4 Items Items on this document Abandon Description Carty QUE Total value Save Optical rads WD ZE x 1 O0 0 00 17 45 E Delete Click Show totals to show loss for the credit Close note Motes Modify Remove Print Documents Loss for the credit Total note Less costs Margin Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 335 Sales Order Processing vci To save the credit note 1 To save the credit note as against saving individual items click Save Credit note 119 Abingdon Chemicals Ltd P Elta 1 Setup 2 Delivery details 3 Order details 4 Items i Aband Chick Save banc Items on this document z andom the credit note SESSH AHA mt Staa Save Optical roads WWW 2 PT x 1 00 0 00 17 45 e Delete Clos
361. national The Miscellaneous subtab The third subtab of the Other tab is the Miscellaneous tab Customer Record Vantage Computing International A Eg Sr 1 Customer 2 Details 3 Contacts 4 Contracts S Inventory 6 Other 4bandon Service Accent Remote Customer Save Grant Service Accent Remote Customer access to customer Delete Web password Clase Confirm password Notes Discounts Letters Price book Discount Band T F ites This customer has VIP status MAIN General Financial Miscellaneous Billing The miscellaneous subtab is used among other things to enable web access and discounts Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 119 Creating Information 120 Service Accent User Guide CI 1 If the optional Service Accent Remote Customer module has been purchased and licensed you can allow your customers access to certain features of Service Accent via the Internet Enable Grant Service Accent Remote customer access to customer to allow this 2 In the Web password field enter the customers password for web access The password entered will be replaced by asterisks for security reasons 3 Inthe Confirm web password field re enter the password entered in the previous field The password entered will be replaced by asterisks for security reasons This entry must match the entry in the previous field
362. nd edit the details Details Select product or part a _ BELT1z2 Desc Fan Belt Price book type f SOP Invoices only f Service invoices only C Both SOP and service invoices Workshop Fixed price repair ee 4 56 The main price book dialogue will appear similar to this Price book Vantage Computing International Ste AE Price book Vantage Computing International Stevenage i view and edit the details a Entries Price Type Fan Belk 4 56 Service invoices To edit an existing entry double click on the product or part number and then click Edit when the price book dialogue appears In the example shown previously whenever this part is invoiced through a chargeable service call the standard selling price for this part 5 67 will be replaced by the price book price 4 56 for this customer only All other customers will be charged the standard stock price unless they also have a price book entry setup Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 35 Getting Started CI Using Views Views present your data to you in a logical manner Views generally have the same characteristics throughout Service Accent as the example below illustrates View Customers 1 1 Customer 2 Contract customers 3 Non contract customers 4 Head office customers Customer No Ta Post Code Contact VANO0001 vantage Computing Inter Yantage
363. nd the following is displayed View extensions amp audit 81 Kelvin Engineering Ltd LField 2 Extensions 3 Audit 4 Tasks Category Logged Responded Fixed Completed Engineer BREAKDOWN 11 05 2004 2202 2007 22 02 2007 2202 2007 JS BREAKDOWN 11 05 2004 1542 2006 IC 5 Highlight and open the relevant extension v Remember every job in Service Accent has at least one extension 6 The following job extension dialogue will be displayed Job 81 Kelvin Engineering Ltd 1 See 136b 2 details 3 Faults 4 Status 5 Completion 6 Tasks z Misc Job type Field Job No amp 1 eREAKDOWN Logged by Admin eee CAKDOWN Closed by Administrator Customer Kelvin Engineering Ltd Basing House E Customer Little Basing Road Contact i Steve Webb New Send email Invoice Phone Mo Change Letters Contract co0001 ia Warranty ia Service Jno CONTRACT Charge ET CHARGES Set as non chargeable Item Product Fax Fe Select product Description Faso FACSIMILE MACHINE Select item Serial No 17626511 Location STORES RE Asset Ho KELOOOO1 IL 7 Click Edit and amended the times and or any Parts as required 8 After all the amendments have been made click the Invoice button This will display the provisional invoice allocated to this job View Invoices Description Unit Value Net Yalue FAX FC 17626511 Jane Smedley Callout Weekday labour rate 4 56 Storz Ac
364. ng Application To export data to the accounting application 1 Click Routines from the Service Accent button bar under Invoicing click the Export Invoices icon Routines Shortcuts Finder Reports To do Window Help Contracts Contract Rental billing Generate PM Contract billing jobs housekeeping Work control Job costing and invoicing Invoicing Authorize Frint invoices Export Invoices INVOICES Miscellaneous CA Inventory depreciation Welcome to the Sage Line 50 export wizard This wizard helps you to export your financial data from Service Accent to your accounting package To continue click Next Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 413 Invoicing 414 Service Accent User Guide 10 11 12 Click Next to continue and the following is displayed E Export to Sage Line 50 Export data This will export vour data to Sage What do you want to export C Invoices f Accounts C Purchase orders Advanced options Invoice costs Export costs C Export 4 digit years ddr fea Include delimiter in dat dd et Mel In TL se ED eh EA Default departments codes Purchase orders Sales invoices o Export supplier s kax code if the supplier and NNS part tax rates are the same Purchase invoices 0 Use the part s Cost Centre code and not nominal code Other a Group invoice lines by nominal
365. ng Et 4 Usage 5 More 6 Alternatives Abandon Save Black washer for main motor Fan belt For standard pwer unit Delete Close Motes Price book Documents Mir 4 The part added to the kit is shown underneath the main part 5 To copy a kit from another part click Copy The Finder appears Use it to select the part you want to add the kit from 6 The following dialogue is displayed Service Accent 2 Please confirm that vou want to copy 1 item From the kit of 1312 11 1 002 7 Click Yes to confirm that you want to copy the kit items from the selected part to the main part Click No if the kit is not to be copied Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 73 Creating Information 8 The kit is added to the main part and the stock dialogue is redisplayed Stock Record New 7 Compatibility 1 Part 2 Pricing SKE 4 Usage 5 More 6 Alternatives Abandon Save Black washer for main motor Delet OTY SX Fan belt For standard pwer unit Close Motes Price book Documents __abandon e te a m Eeten Documents notes Documents 9 To remove a part from the kit highlight the part and click Remove Displaying Part Usage Details This tab will fill up as you begin to record parts use Each time a part is used on a service call Service Accent tracks the product it was used against thus providing a cross reference for
366. ng Ltd 2007 All rights reserved Using Reports To access a report folder 1 In the Reports dialog select the Reports tab and then click a folder In the following example the Inventory folder has been opened and the pane on the right lists the various equipment related reports Ser BS Reports Reports and letters Select the tem you want to run and click Aun Reports Letters Reports e Completed Jobs Analysis by Inventory Customers Fe Customer inventory summary Re LA Customer inventory summary by Account Engineers st Export inventory details Fe Inventory profitability categorised Stock nega Fe Inventory summary detailed nvaicin werk Sad Fe Warranty expiry list detailed Our Reports Ge WUNIVACIRICOH Aficio CL7300 PCL Sc 2 Select the Customer Inventory Summary report Be Reports Reports and letters Select the item you want to run and click Aun Reports Letters ss Reports Completed Jobs Analysis by Inventory g Customers fre Contracts ae Customer inventory summary by Account Engineers LB Export inventory details Inventory E Inventory profitability categorised i stock e Inventory summary detailed a Invoicing 4 Warranty expiry list detailed 8 Work Control za Our Reports see Customer inventory summary GB WUNIVACIRICOH Aficio CL7300 PCL Sc Run report 3 Click Run report The report loads and the Report Wizard appears Customer inventory summary wizard Step
367. ngine no Turn cache engine off Additional comments 17 If the Cache Engine is currently is switched on Yes will be displayed press the Turn cache engine off button Only do this if advised to by your support provider 18 Click Next and the following is displayed By Pervasive SQL Analysis Wizard Finished the Pervasive SQL analyser To complete this wizard click Close lt Back 19 Click Close to return to the About Service Accent dialogue Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 27 Getting Started Neons Neons Active Bright Yellow Inactive Grey VCci Neons are the Service Accent term for the information text that appears in many of the data entry dialogues An inactive neon appears as grey text on a black background If the neon is activated the text appears as bright yellow to call your attention to one or more statuses that pertain to that record In the case of a job record for example neons can indicate that a note exists for the job the job is on hold the job has been extended etc The following figure shows the Job dialogue and a job record containing neons several of which are active Job 178 Vantage Computing International Seles 1 Job 2Details 3 Faults 4 status 5 Completion 6 Tasks z mise Job type Workshop Job No 178 Logged by Peter Category REPAIR Customer Select Vantage Computing I
368. not have to be undertaken simply click the Run report now button 6 The point of sale order will then be displayed on the screen ready to be printed 7 The point of sale order print can be altered to match your company logos stationery etc Please contact your support provider for further information The next step for the point of sale order is to despatch and invoice the items See the next section for details Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 305 Sales Order Processing vci Despatching And Invoicing A POS Order 306 Service Accent User Guide Point of sale orders are despatched and invoiced using the sales order processing dialogue To despatch a point of sale order 1 Click View from the Service Accent button bar under Invoicing click the Sales order processing icon nt Core System Admin General 2 amp S amp Customers Contracts Products amp Inventor Engineers amp parts locations Work control Open jobs Closed jabs Batchjob Escalations Visual logging scheduler Invoicing Invoices amp costings Delivery name 0102 2001 Vantage Computing International 01 02 2001 Vantage Computing International Vantage Computing International 01 02 2001 Vantage Computing International 0 00 I 001 Computing International 0 00 O0 3 Computing International 0 00 I van Computing International 0 00 0702 2001 Line Electrical
369. ns 1 Escalations 2 Select Job No Rule 156 Category Last status Job Logged BREAKDOWN Customer Serial No Vantage Computing Ltd 234 Respond by Fix by 14 09 2004 Engineer Area Open al Schedule 09 49 Notes 161 Job Logged BREAKDOWN 14 09 2004 10 16 Vantage Computing Ltd 234 Reports BREAKDOWN Job Logged BREAKDOWN BREAKDOWN Job Logged Vantage Computing Ltd 4564356356 14 09 2004 10 20 Refresh Scheme Vantage Computing Ltd Engineers Received by remote user Columns 28 09 2004 09 59 Peter Rushworth 6 REPAIR Provisionally assigned BREAKDOWN Job Logged BREAKDOWN Job Logged Customer Sampson McGill amp Co Ltd Lansdown Quay Gravesend Kent DA12 SPP Peter Rushworth 1234567 20 10 2004 12 47 HERTS Vantage Computing Ltd 4564356356 1140 2004 14 23 Peter Rushworth Vantage Computing Interna 07 04 2006 1678 235 16 20 Peter Rushworth HERTS 29 09 2006 10 00 Contact Miss Jane Taplow 03746472382 Faults reported F01 MACHINE DEAD 1 Switch off the power 2 Switch power back on 3 Press the start button three times 4 should now be working Using the call escalation dialogue 1 Double click the job to open or highlight the job and right click and click Call escalations 1 Escalations 2 Select Category Last status BREAKDOWN Job Logged REPAIR Provisionally BREAKDO Job
370. nternational z2 Meadway Court Customer Meadway Technology Park ee Contact Mr Peter Rushworth New Send email Phone Mo 014383152701 Change Letters contract 5 Warranty In Service no contract l Charge WORKSHOP CHARGES Set as non chargeable em Product BASICYACHT Select product Description F basic Yacht Serial Mo 1234567 Abandon item Location MARINA 3 BERTH 5 Asset No BOATO Select item i Moving Among Tabs 28 Service Accent User Guide Many of the dialogues in Service Accent contain tabs An underlined number precedes the name of every tab as in the following example View Customers Post Code Contact af New VANOO001 Vantage Computing Inter Vantage Computing Inter SG1 2xU Mr Peter Rushworth Open Reports Find Clear Swap Refresh A keyboard shortcut for moving among tabs is to hold down the Alt key and then press the number indicated on the tab For example to go to the Head office customers tab either click the Head office customers tab with the mouse or press ALT 4 Copyright Vantage Computing Ltd 2007 All rights reserved VCI Using Data Dialogues Using Data Dialogues You use data dialogues on a regular basis to store and maintain your records The example below shows the Customer Record dialogue Customer Record Vantage Computing International Seles i Customer 2 Details 3 Contacts 4 Contracts 5 Inventors 6 Other Customer No v
371. o ee save i 1 Ifa new task is to be added click New task and enter the name of the task in the box provided Service Accent Enter the description of this new task R 2 Enter the description of the new task Service Accent Enter the description of this new task Check main Fuse box 240 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Closing a Job 3 Click OK to accept the new task or click Cancel to abandon the new task Job 63 Vantage Computing Ltd Sek 1 Job 2Details 3 Faults 4 Status 5 Completion 6 Tasks z Mise Tasks against this job Abandon Jobs Modified by Save Print Completed 1 Check electricity switched on Delete Audit 2 Check fuse in plug Close Loans Motes Issue Check main Fuse box Parts Letters K ot E ee eee Sae i 4 Highlight the required task 5 If you want to add notes to the task click Edit task Job 63 Vantage Computing Ltd 1 Job 2 Details 3 Faults 4 Status S Completion 6 Tasks 7 Misc Tasks against this job Abandon Jobs Done Task Modified by Save Print Nokes Completed w 1 Check electricity switched on Delete Audit x Check Fuse in plug _ cose loans Motes Issue x Check main fuse box Parts Letters xl aj Mew task Edit task Delete task Task properties Motes Mark as complete Mark as not complete
372. o Ltd Finch Stairlifts UK Ltd Frank Waldon Contractors scheduler Post Code W1 7HN E15 7JD L52 2WD AL2 1FD L525 7HN 509 1HF DN6 2JG SWS 8TT C 2 BAS RG12 1TQ GUS 9TH BD4 7PG HAS 8XN 5G1 8UJ B512 9KB B9 SRE Contact Mr John Doe Mr Allan Rice Mr Cael McNally Mr Gary MacNaden Mr P Rushworth Mr John Kirby Mr James Harrington Mr Andy Simms Mr Bas Bophal Mr Marcus Faydon Ms Rai Clarke Mr Robert Newman Mr Don Chesford Mr Anthony Green Ms Sonal Arif Copyright Vantage Computing Ltd 2007 All rights reserved Checking Customer and Contract Profitability 3 Select a customer The Customer Record dialogue appears Customer Record Morgan Noel amp Co Ltd Seles 1 Customer 2 Details 3 Contacts 4 contracts 5 mventory 6 other Customer Mo MGR O0O0 Edit Tad Morgan Noel amp Co Ltd Eastbourne Lae Mame Morgan Moel amp Co Ltd JET Address 1 Kingsway Business Centre Close Address 2 fF Address 3 fF TownCity Eastbourne County East SUSSEX Post code ET SFO E Sites Price book Country ENGLAND Area r Service regioni Sales region Contact Ms Madonis Dareau 4 Select the Other tab The dialogue appears as follows Customer Record Morgan Noel t Co Ltd Seles 1 Customer 2 Details 3 Contacts 4 Contracts 5 Inventory Outstanding jobs Closed jobs Set popup alert text Preferred field engineer x Preferred workshop enginee
373. o be created Please refer to Creating a Product Stock Record on page 85 5 Select the required product The Inventory record New dialogue appears populated with product and customer details If the product you are searching for does not appear and you are sure you have previously created it double check the stock record to ensure that the Is a product check box has been enabled Copyright Vantage Computing Ltd 2007 All rights reserved Creating Inventory Via The Customer Dialogue x Inventory Record New Rental 7 Parts skit 9 other 1 Item 2 Status 3 Contract 4 Warranty 5 Lease Product STDWASH Change Save Description Standard washing machine Serial Mo Close Qty 1 Notes Category DOMESTIC APPLIANCE ms History Asset Mo Letters Location Date installed Customer Wantage Computing International 2 Meadway Court Meadway Technology Park 1 a 6 Inthe Serial No field enter the machine serial number if available If this information is not known leave the entry blank Service Accent creates a temporary serial number for you Please refer to the Service Accent Installation and setup guide 7 In the Qty field the quantity defaults to 1 Leave this as 1 The Qty field is only used when booking in multiple product items via purchase order processing 8 The Category drop down list shows the stock category this product belongs to 9 In the Asset No field enter the ass
374. o be generated 6 Click Yes to generate the credit note 362 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Crediting Or Part Crediting An Invoice 7 Service Accent will automatically create an authorised credit note for the invoice to be credited and the following will be displayed Invoice 500011 Rental 1 Summary 2 Details 4 Tax breakdown Invoice to Deliver bo Invoice Mo Line Electrical Ltd 20001 1 Hatfield Farm Road Account Mo Barnet LINoooo1 Hertfordshire l EN SEP Invoice date 14 Mar 2007 Due date 13 Apr 2007 Invoice alue Het value 1 500 00 Printed Query WATITAX value DO 262 50 Exported VAT Tax desc TL 17 50 1 Gross value 1 762 50 Exchange rate 1 000 Invoiced as 1 500 00 Order Ho For full details on invoice procedures please refer to the chapter on invoicing on page 371 8 As the whole rental invoice has been credited the next step is to roll back the rental billing dates so that rental billing can be rerun for this machine if required 9 Select the inventory item by clicking the Items tab on the credit note and the following will be displayed Credit note 131 Line Electrical Ltd 1 Setup 2 Delivery details 3 Order details 4 Items Iterns on this document Description Total value ARISTON INDUSTRIAL DISHA SHER 1 00 0 00 1 500 00 Close Fl Notes List Tree Add
375. o delete the message click Delete amp close 7 To save the message click Save amp close 8 When a job is logged for this customer the following will be shown Job New field job 13ob 2 Details 3 Faults 4 Status S Completion 6 Tasks z Misc Job type Field Job No 219 Logged by Peter Category BREAKDOWN Customer Vantage Computing International z Meadway Court Customer Meadway Technology Park Service Accent This is corporate customer Item Select product Description Select item den 9 Click Ok to acknowledge the message Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 115 Creating Information For more information see Creating Engineers on page 192 116 Service Accent User Guide 10 11 12 13 Customer Record New 1 Customer 2 Details 3 Contacts 4 Contracts 5 Inventory Gutstanding jobs Closed jobs Set popup alert text Preferred field engineer x Preferred workshop engineer Close Preferred booking engineer x Motes x Letters Sites Price book User Fields Customer Field 1 Customer Field 2 Customer Field 3 ee _ ss ue __cs ue les a Piso tact Notes betters Pvp General Financial Miscellaneous Sales 2 Billing In the Preferred field engineer field select the preferred field engineer from the drop
376. o exit Service Accent User Guide 375 VG Running Rental Billing This section details how to use the rental billing feature of Service Accent v For details on setting up rental billing please see Completing The Rental Tab on page 179 for further details To run rental billing 1 Click Routines from the Service Accent button bar under Contracts click the Rental billing icon i PE 2 eee o Finder Reports To do Routines Shortcuts Window Help Contracts xe Rental billing G enerate PM Contract jobs housekeeping Contract billing Work control Job costing and fe invoicing Invoicing oe I COLOR cee 2 The Rental Billing dialogue appears Rental Billing Ready to run rental billing Select the options you want bo perform and click Stark Parameters Period Raise invoices Up to SRE en Select Account Mo Service r gion 3 Specify the billing period date in the Raise invoices up to field The default date is the end of the current month Service Accent considers any rental whose Next Invoice Date falls on or before the date you specify here For example entering a date of 31 07 2007 causes Service Accent to consider rentals with a Next Invoice Date on or before 31 July 2007 G The billing due date for each rental is controlled by the Next Invoice Date entry in the Inventory dialogue You can verify that the next invoice dates are correctly set by looking at a few
377. ob 1 Job 2 Details 3 Faults 4 Status S Completion 6 Tasks 7 Misc Job type Field Job No 219 Logged by Peter Category BREAKDOWN Customer Sampson McGill amp Co Ltd Lansdown Quay Service Accent This machine is very heavy Take care when moving Item Product wHoosHz000 Select product Description CLEANCO INDUSTRIAL POLISHER Select item Serial Ho 19768657 3785402 Abandon item Location Repair yard ___Abandon tern Asset No 128 11 Click Ok to acknowledge the message Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 185 Creating Information Ci 12 The User fields group contain up to three user fields As Service Accent in some cases may not be configured to store all of the information you require you can customise the user fields to store additional data 1 Click the Page 2 subtab and the following appears Inventory Record 19768657 3785402 CLEANCO INDUSTRIA Eg 1 Item 2 Status 3 Contract 4 Warranty 5 Lease Rental Z Parts BKit 3 Other Abandon Depreciation Save Period O Total period in months to depreciate Frequency O How often to depreciate itern Mext date Mext time iter is to be depreciated Current value 0 00 What item is worth after depreciation Delete Close Motes History Subcontracting Letters Cost 0 00 Purchase order No PO Service code Billing
378. ob 63 Vantage Computing Ltd 1 Job 2 Details 3 Faults 4 Status 5 Completion 6 Tasks z Mise Edit Jobs Details FOS POWER SWITCH FA Unable to switch the machine on Print Audit Close Motes New Fault moe parts Letters _ Letters Logged 05 05 04 16 35 tetes exist __tetters exist _Customer on stop LP customer n Te PEET job ob extended n ___toan allocated _ Resources allocated 2 Double click the fault summary line to edit and complete the Fault Profile or click the fault summary line once and then click Edit fault 236 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Closing a Job 3 From the Cause drop down list select a cause code Use the cause code to specify the reason for the original fault This diagnosis is normally made by the Engineer Job 63 Vantage Computing Ltd 130b 2Detais 3Faults 4 Status 5 Completion 6 Tasks z misc Abandon Jobs FOS POWER SWITCH FA Unable to switch the machine on save Print Delete Audit Close Loans Notes Issue Parts Letters Fault Fos POWER SWITCH FAULTY Details Unable to switch the machine on Cause 01 UNSPECIFIED CAUSE x D Coi UNSPECIFIED CAUSE Action Co DRUM UNIT Details COS NETWORK CARD CO4 DEY UNIT CO5 TONER CO6 CUSTOMER ERROR NA NOT APPLICABLE Details Resources IL
379. og contains your details of the modules licensed and the number of users If your company decides to upgrade Service Accent in the future you may be required to enter a new license key in this dialog Please refer to the Service Accent Installation And Setup Guide for further information on entering license keys Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 457 System Tools PCI Using the Recycle Bin Service Accent uses a recycle bin utility similar to the one found on the Microsoft Windows desktop However instead of serving as a storage place for deleted files the Service Accent recycle bin stores deleted records until you choose to permanently delete them Viewing the Recycle Bin 1 Click System from the Service Accent button bar under Administration click the Recycle bin icon Service Accent Core System Admin A 8 m re System Adrain View Routines Shortcuts Finder Reports Administration b H A Event viewer Licenze Recycle bin Import data Form Language details designer wizard Actions Verity Exit database System extensions Macros Snap ins EN et oe eee Le Poles ee ee ape eas een leet cea pe Spal 2 The Recycle Bin dialog appears amp Service Accent Recycle Bin Recycle bin This allows you to restore deleted records to your database T ables J Contracts Customer
380. ogue click Save Please refer to the section on Stock Replenishment on page 509 for further details on returning loan items into stock Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 265 Work Control Requesting a Loan Item For more information see Recording a New Job on page 200 266 Service Accent User Guide vci The following describes how to request a loan item for a customer 1 Create a new job or open the job related to the Engineer and customer 2 Click Loans The Loans and Replacements dialogue appears Loans and replacements 246 ty Serial Mo There are no items to show in this view Select product or Install now Product ie Description City in Urgent Delivered via Despatch note Source Status Li Add loan Modify Remove Deliver loan to Main stock e Engineer Site Save bandon Installed Rejected Removed Swap QUE 3 Click Add Loan Further sections of the dialogue are enabled Loans and replacements 246 ty Serial No There are no items bo show in this view Source Status Add loan Modify Remove Select product or Install now Loan requested Product Description PO Oey D Urgent Delivered via Despatch note P Deliver loan to Main stock Engineer fe Site Save Abandon Installed Rejected Removed Swap out 4 Click the Select Product button
381. ogue is display Service Accent Please enter the bank details for this account Account Mo Sort code Enter the customers Account No and Sort code and then click OK to save the details These details are used for reporting purposes only 10 Click Save to save your changes to the Details tab Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 109 Creating Information Adding Contacts The following procedure describes how to add contact data To add a contact 1 In the Customer Record dialogue click the Contacts tab The Contacts tab appears olf Customer Record Vantage Computing International E 1 Customer 2 Details 3 Contacts 4 Contracts 5 Inventory 6 Other Phone Ho Department Save 4bandon Delete Close Notes Letters Sites Price book E New contact L abandon ss Bete __cs e Las i Bie kaet Notes _ letters _ RTE 2 Click Edit and then click New contact The Customer Contact New 110 Service Accent User Guide dialogue appears Customer contact New 1 Contact 2 Details Title Forename Surname Mabile 0 Department Pe E Mail Address BO Internet Address Pe Comms Address Fe Enter the title in the Title field For example Mr Miss Dr etc Enter the forename in the Forename field Enter the surname in the Surname field The following details are optional Enter the w
382. old Recall job Job extended Loan allocated Jobs outstanding Resources allocated Description When active shows the date and time the job was logged When active notes exist for this job or customer When active letters or documents are attached to the customer record When active the customer on stop box in the customer record has been enabled The job can be logged but should not be attended until the problem has been rectified When active special attention has to be made to this job as the customer has been flagged as very important When active the job has been put on hold from the Status tab on the job dialogue When active the current job being logged is a recall job either because of the number of days from the previous call or the number of copies When active the job has been extended When active this job refers to a loan machine When active there are other jobs still outstanding When active resources have been allocated to the fault __ You may find it useful to print a hard copy of the job before you save the see the Service Accent Installation details You can either print the jobsheet manually or print a jobsheet automatically when the job is first saved To print a jobsheet 1 Click Print The Reports dialogue appears Pe Reports Reports and letters Select the item you want to run and click Aun Reports Letters Reports Scheduling g Work Control g Analyses o
383. ollowing activities can be planned using your Scheduler Activity Example Ad hoc events Holidays training courses or sickness i e any activity not associated with a job Field jobs Breakdowns or emergency calls Copyright Vantage Computing Ltd 2007 All rights reserved Using the Visual Scheduler Activity Example Booking jobs Installations return to fits or deliveries PM jobs Planned maintenance visits Workshop jobs Such as upgrades refurbishments or repairs Helpdesk jobs Like technical support Changing the Scheduler Date By default the Scheduler shows the current date However you can select any date by using the Calendar utility To change the scheduler date 1 To select a different date click Date Scheduler m Ersyir 9 00 10 00 11 00 12 00 1 4 4 5 J DAVID MORRIS DELIVERY VAN IYSEDEN OF ISTIE Jane Snedey Peter Put warth SERVICE CO Serudabor Sir Contractor 2 The Calendar utility appears 4 October 2006 f Su Mo Tu We Th Fr Sa 1 Z 3 4 5 Fi i q i il 12 13 14 1 amp 5 16 ir 18 13 20 1 fe of 24 25 26 of 28 23 30 si Today OK 3 Click the left or right arrow at the top of the Calendar to move backward or forward one month Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 221 Work Control 222 Service Accent User Guide 4 When you arrive at the month you want click on the day you want
384. ollowing will be displayed Service Accent A You can not transfer deallocate or scrap this item as there are one or more outstanding jobs against it Would you like to see those jobs 4 These jobs must be closed before the inventory item can be transferred Click Yes to view the outstanding jobs or click No not to see the jobs 5 If no jobs are outstanding the Transfer Inventory dialog appears Transfer inventory Welcome to the inventory transfer wizard This wizard helps you bo transfer an item of inventory From one customer to another To continue click Mest Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 425 Keeping Up To Date 6 Click Next Transfer inventory Transfer this item of inventory Please select the customer to transfer the item to MW Transfer to a customer within the current head office group Selected customer 7 This option allows you to attach an unallocated piece of equipment to a customer site or to transfer it between buildings for the same customer 8 Uncheck the Transfer to customer within head office group to enable the transfer to a completely separate customer site Leave the box enabled to transfer to a site within the head office group 9 Click Select Customer to choose the new location for the record If you are transferring to a customer within the existing head office group a list of all customers within that group are sho
385. omer Audit Select 4 T Sothers and Co Close 14 18 Guardwille Terrace Customer Immingham Notes Contact Mr James Harrington New Invoice Phone Mo Change Letters _ contract E Warranty a Service Jno CONTRACT Charge FIELD CHARGES Set as non chargeable Item Product BASICYACHT Select product Description F basic Yacht Select item _SerialNo_ f123434 Location MARINAS BERTH 5 EURE Asset No BOATO AMA 3 Any changes to the work time travel time travel hours mileage or parts you make on this job will not change the service invoice costs To change the costing information you must amend the relevant extension rather than the job itself To do this Click on Audit and the following is displayed View extensions amp audit 358 A T Sothers and Co 1 Field 2 Extensions 3 Audit 4 Tasks Description Duration User Engineerfocation On route 14 02 2007 16 44 Remote Peter Rushworth Sent to remote user 15 02 2007 12 54 Remote Peter Rushworth Received by remote user 15 02 2007 12 55 Remote Peter Rushworth Viewed by remote user 15 02 2007 15 37 Remote Peter Rushworth Completed 15 02 2007 15 39 Remote Peter Rushworth Job Closed 15 02 2007 15 39 Remote Peter Rushworth Job Costed 1503 2007 13 23 Admin Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 401 Invoicing 4 Click the Extensions tab and the following is di
386. ompleting The Contract Tab cccceesesseeeeees 169 Completing The Contract Other Tab 172 Completing The Warranty Tab cccccceeeeeeees 176 Completing The Lease Tab ccccceeseseeseeeeeees 177 Completing The Rental Tab ccceeeeeeeeeeeeeees 179 Completing The Parts Tab cccccceeeeesseeeeeeeees 181 Completing The Kit Tab o ccccceeeeeseeneeeeees 182 Completing The Other Tab cccceeeseeseseeeeees 184 Viewing Inventory History cccecceeeeeeeeees 188 Adding Inventory Notes cccccccccccccccceeeeseeseeeeeens 190 Creating Loan ems benne 19 Creating BMGCINCeES LR Eat Ce re nai 192 Completing the More 1 Tab cccceeeesesesseeeeeees 194 Completing The More 2 Tab cccceeeseeesseeeeees 195 Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 11 Completing The Vehicle Tab cccccceeseeeeees 196 Completing The Remote Tab cccceseseeeeeees 197 Emailing The Engineer cccccccceeeeseeseeeeeees 198 Texting The Engineer 448 198 4 Work Control Recording a New Job ou cc cccccccccesessensettseeeeeeeeees 200 Choosing the Customer and Inventory Item 202 Completing The Details Tab ccccceeeeseeeeeeeeees 206 Completing the Fault Profile Details 207 Completing the Misc Details cceeseeseseeeeeees 208 Neons on the job dialogue
387. omponents i Contacts ef Contract History i Contracts ef Lover a Customers ew Defaults ef Email Readings i Engineers ew Escalations ef Events i Forms Check tables aggressively slower 7 If any tables are marked with a red cross or any error messages appear please contact your support provider immediately Verifying the Database Aggressively You can use the Database Explorer to agressively verify a selected table or all the tables in the database simultaneously Both methods are described in the following procedure Agressively verifying the database performs a full check of our database and checks that all the links between the tables are in place An agressive verification takes a lot longer that a normal verification and is usually done on the instructions of your support provider and will provide details of the integrity of the database it is recommended that all your users logout of Service Accent when verifying To agressively verify the Service Accent database 1 In the Database Explorer do one of the following 2 To agressively verify all tables in the database make sure that no table is selected in the tree E Ve rity database Use this utility to verify your database in cprogra 1 accent 1 CE A Alerts aaa Audit aga Categories aga Charges 8 Components aga Contacts ag Contract History a4 Contracts Cover 8 Customers aga Defaults asa Email Readings aga Engineers asa Esc
388. on About this Guide This guide consists of the following chapters Chapter 1 Introduction describes Service Accent documentation conventions and your support provider contact information Chapter 2 Getting Started describes how to log on to Service Accent and introduces the features of the Service Accent interface Chapter 3 Entering Data contains procedures for creating customers contracts engineers and inventory Chapter 4 Work Control describes how to enter job information add notes to a job associate contracts and equipment with jobs despatch engineers to jobs using the Visual Scheduler and the escalations tool This chapter also describes how to extend complete and close a job Chapter 5 Sales Order Processing describes how to create sales orders and credit notes and how to manage the despatch and invoicing of sales orders Chapter 6 Invoicing contains information on performing billing for different contract types and authorising printing and crediting invoices The chapter also explains how to export data to an accounting application and how to analyse customer and contract profitability Chapter 7 Purchase Order Processing describes how to create and complete purchase orders Chapter 8 Stock Control describes how to manage stock holdings and stock take procedures Chapter 9 Keeping Up To Date describes how to transfer equipment between sites to renew service contracts and to run t
389. on Fiber Optic Bunde a ry Unik price 563 56 Unit cast o oo our ref Part has been despatched Deliver park to f Main stock i Engineer Site Eike ia Urgent Returns rer Replenish this part Order ho Despatch note 256 Service Accent User Guide Save Abandon Copyright Vantage Computing Ltd 2007 All rights reserved Closing a Job 2 Then click Modify Parts for job 63 Part Mo Description Oty Status FAaNI2 Fan belt For standard pwer unit 1 Parks used 1119386 Fiber Optic Bundle 1 Parks requested z ape our f pos DOO ceto O O C Estimate only 5 Part No 1119386 This part has been used Details f Request this part Description Fiber Optic Bundle Ex Cty Unit price D 563 56 Deliver part bo C Main stock Urgent Unit cost 0 00 f Engineer l Site Your ref Bike Returns ref El Despatch note Save Abandon 3 Select This Part has been used 4 Complete the Source and Location if required 5 Click Save or click Abandon to leave the details unchanged If you do not change the request to a usage Service Accent deletes the request when you complete close the job 6 Click Close Aat the top right of the Parts for Job dialogue to leave the Parts dialogue and return to the Job Completion tab Job 63 Vantage Computing Ltd Akta 1 Job 2 Details 3 Faults 4 Status 1 5 Completion 6 Tasks 2 Misc if Job has be
390. on Total value Save 1 00 0 00 d g E Delete Close gt Motes fe List M Add Modify Print Item details Documents Part 3282610 Description Optical Rods 0 3 28 x 2 Show totals atv 100 _Nominals_ _ Price E 19 52 tem requires installation Discount o O 00 Tax Item total Total price 15 54 3 84 1 76 Comments a Piorder Save item Abandon The Part number selected is displayed To drill down display the stock record for this product part click the Part button The Description from the stock record is shown by default This description can be changed just for this sales order The default description on the stock record is not changed Enter the number of items in the Qty box The default is 1 The default nominal code department code and cost centre from the stock record can be changed by clicking the Nominals button This does not change the default nominal code on the stock record The standard selling price from the stock record will be displayed unless a specific price book has been setup for this product part and customer The default currency symbol as setup in Countries and areas prefixes the selling price The selling price can be amended for this sales order If the customer is not in your own country and the exchange rate information has been setup correctly in Countries and areas the currency symbol for that country will be displaye
391. on page 446 432 e Service Accent User Guide To renew a Service contract 1 To identify the service contracts due for renewal run the report Contract Renewal Summary from the Contract folder in the Reports dialog BS Reports Reports and letters Select the item wou want to run and click Aun Reports Letters Reports Es Customers a Contracts g Financial g Planned Maintenance Sa Rentals and Leases Sa Engineers Inventory Stock si Invoicing Work Control w Our Reports Contract agreement renewals Fe Contract agreement renewal multi site Be Contract by service level and parts Be Contract history Fe Contract listing with value Fe Contract Price Increase Letter Fe Contract price review by inventory Be Contract renewal by inventory fe Contract renewal summary Fe Contract schedule Fe Contract schedule multi site 2 The report will appear similar to the following 6 nat a e T 100 ui Contract Renewal Summary for lhe porte d 01201200 fe AIM 200 Servier keran Contract Renewal Summary tor the pened 01 01 2007 to Toe 2007 20 Mar 2007 onli H ead Durana Hits lus red Derry Bii Miss Lii CHEOD O00 Acis COFIER IHC TONGA Vartags Camputing istarmris bosali taesnag Tonal Centr cen 1 3 Locate the contract that is due for renewal by using Finder View Contracts or by locating through the customer or inventory record Copyright Vantage Computing Ltd 2007 All r
392. ontact support Product updates Search for a solution White papers About YCI Service Accent Support and Assistance The resources on this page will help you get assistance for any questions and problems you may have about Service Accent The Service Accent dealer you purchased Check for updates to Service Accent and Service Accent from or obtained your its components Fixes and product Service Accent trial from is responsible enhancements are made available several for providing your support If you need to times a year and updates are free for contact your support provider please click contract customers the link below N Go to downloads page N Contact vanr sunnart nrovider Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 5 Introduction 6 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Getting Started O This chapter is a general introduction to the Service Accent software Your organisation may have added user defined fields and forms to Service Accent For this reason the screen shots shown in this guide may differ slightly from your screens For information on these user defined fields contact your Service Accent Administrator This chapter contains the following topics Logging On to Service Accent Common Buttons The Right Click Menu The Button Bar Menu Panels The Window Button Neons Moving Among Ta
393. opyright Vantage Computing Ltd 2007 All rights reserved VCI Neon set to Scapped now that the inventory item 1s scrapped Adding Details To Allocated Inventory Items 3 The inventory item is set as scapped The neon is set as Scrapped Letters Details ETS Sold at price 0 00 Buy in cost oo The Installation group allows you to raise an installation job sheet or view details of an installation job 1 If an unallocated inventory item is allocated to a customer and you answer No to the initial question about raising an installation job the Install now button becomes active Click this button to raise an installation service job see Recording a New Job on page 200 2 To open the installation service job click the Details button See Recording a New Job on page 200 for further details The Loan details group allows you to see details of the status of the inventory item if it is a loan item See Creating Loan Items on page 191 for further details Completing The Contract Tab The contract number appears automatically if you created the inventory directly from the Contract dialogue 1 Select the Contract tab The Contract tab appears Inventory Record 9484647473736 Basic Air conditioning c fe x Rental 7 Parts ekit 9 other 1 Item 2 Status 3 Contract 4 warranty 5 Lease 4bandon None Save Delete Close Notes History Letters ebeden e Bete as e m ite
394. opyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 125 Creating Information VCi Creating Contracts Contracts contain information about they way in which you charge for the services you offer to your clients You may bill them quarterly for an annual service contract which includes all callouts parts and labour You may promise your client a 4 hour response on breakdowns or a five day turnaround on Workshop repairs All of the information necessary for Service Accent to know whether or not to bill a client and when is contained within their Contract details When used properly Service Accent can save you huge amounts of time when administering your service or support contracts whilst ensuring that everyone is invoiced accurately on time every time You can have multiple contracts for the same customer Contracts can only be created through the customer dialogue Creating a Contract To add a contract to a customer record 1 In the Customer Record dialogue click the Contracts tab The Contracts tab appears Customer Record Vantage Computing International MIE 1 Customer 2 Details 3 Contacts 4 Contracts 5 Inventory 6 other Contrack Mo Period There are no items bo show in this view Close Notes Letters Sites Price book _ Et Se ue _ cs e kas Ses Bie kaet Notes _ letters _ RTE Mew contract View contracts 2 Click Edit an
395. or costs on individual inventory items that are attached to this contract in much the same ways as contract value is derived Please see page 187 In the Purchase order field if applicable enter your purchase order number to the subcontractor From the Service code drop down list select the contract type for this subcontractor From the Billing frequency drop down list select the frequency to pay the subcontractor The available options are monthly every two months quarterly every six months annually weekly every 4 weeks or advance payment From the Reason drop down list select the reason for the contract been subcontracted An example of a completed subcontract dialogue appears as follows Contract Record DOMOO0O001 al Contract 2 Specification 3 Billing 4 Customer 5 Other MW This contract is subcontracted Subcontracting Subcontractor The Service Company Total cast a Purchase order 254324 Service code New equipment Billing Frequency Advance payme Reason Out of area Financial Budgets Subcontracting Use the Other subtab to add additional details to the contract Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 141 Creating Information 1 From the Other tab click the Other subtab The Other subtab appears Contract Record New Sled 1 Contract 2 Specification 3 Billing 4 Customer 5 Other bandon Contract agreem
396. or information see Using the Escalations Feature on page 211 For information see Wor New Job opens a blank Job dialogue for the creation of Control on page 199 KA a new job For information see Using the New ob Visual Scheduler on page 220 Escalations accesses the Call Escalations dialogue from which you can view and control all outstanding jobs For information see Sales Order Escalations Processing on page 279 Scheduler opens the Scheduler which you use to view 42 the allocation of Engineers amp resources as a wall planner Scheduler New Sales Order opens a blank sales order dialogue For information see Using the for the creation of a new sales order Finder on page 40 New sales order A Finder displays the Finder dialogue a tool for performing detailed searches for customers contracts equipment inventory jobs and invoices Generally the Finder is capable For information see To do s on of more powerful searches than the find option on dialogues page 50 For information see History and Reports accesses the Reports dialogue which you can use Repartiimatipagecs dihe Window to run reports or output data to spreadsheets Button on page 12 Reports To Do accesses the to do list enables you to view create For information see Help on and amend to do lists for specific jobs D cL D page 13 Window opens a menu of the dialogue boxes currently ee open in Service Acc
397. or job 63 Description Qty Status There are no items to show in this view Details Part Ho FANL2 En A a E mn pm C Bequest this part Description Fan belt For standard pwer unit id QE 1 Unit price 2 56 i ocationa 1 06 Location Peter Rushworth our ref Returns ref Replenish this part Despatch note Save Abandon Unit cost The Source and Location of the part automatically defaults to the engineer assigned to the job From the Source drop down list select the source of the part The source can be Main taken from main stock Locational taken from an engineers kit or customer taken from the customers stock When Locational is selected the Location drop down list becomes active and from this list you can select which engineer the part came from Also the Replenish this part becomes active If the engineer wants the part to be replaced enable Replenish this part If the check box Request this part is enabled the following dialogue will be displayed Parts for job 63 Description Qty Status There are no items to show in this view Details Select part C Estimate only s Part No EAN This part has been used Description Fan belt For standard pwer unit a ty 1 Unit price 256 Lielas pis ES Main stock Urgent Unit cost 1 06 f Engineer Site Your ref Returns ref E Despatch note Save Abandon Copyright Vant
398. or more details see Using the Finder on page 40 Service Accent User Guide 37 Getting Started Button Description Clear Undoes any selections you have made i e deselects any highlighted records Swap Reverses any selections you have made i e deselects any highlighted records and highlights all other records Refresh Updates the view The Explorer The Explorer tool provides an overview of data relationships After you select a record in Service Accent you can use the explorer to see all the associated data relevant to that record For example opening the Explorer from a customer record shows you all the contracts and inventory for that customer N Exploring Customers 4 Contact Mr Peter Rushworth 24 Contracts SCO0006 2 5C00007 24 Inventory LOPIERCO BLACK amp WHITE COPIER 00003 Fas CO FACSIMILE MACHINE 00004 In the Explorer you can drill down through multiple levels of records By right clicking an item you get the same extended menu options as the Finder provides N Exploring Customers VONMOOO01 Vantage Computing International 4 Contact 2 Mr Peter Rushworth 4 Contracts SCO000 4 Exploring Contracts SS ES COON 4 Customer VONOO001 Vantage Computing International 24 Inventory ice COPIERCO BLACK amp WHITE COPIER 00003 In the example above right clicking on contract number SCOOO006 drills down to the next level To access the Explorer
399. order has been raised from this quotation You can not edit this quotation because it has been converted to an order However YOU can create a new revision of this quotation which you will be able to convert bo a new order and invoice Do ou want bo create new revision A new revision of the quotation can be created and then that revision can be converted into an order Please refer to page 291 for details on converting a quotation to an order After the quotation has been converted to a point of sale order please refer to Despatching And Invoicing A POS Order on page 306 for details on despatching and invoicing the point of sale order Copyright Vantage Computing Ltd 2007 All rights reserved Creating A Point Of Sale Order Creating A Point Of Sale Order You can use sales order processing to create a point of sale order for a customer who orders pays and collects goods from a trade counter To create a point of sale order 1 Click View from the Service Accent button bar under Invoicing click the Sales order processing icon nt Core System Admin 3 D a Ez Admin View Routines Shortcuts Finder Reports To do General 9 2 amp Customers Contracts Products Inventor Engineers amp de parts locations a Work control z ii a Open jobs Closed jobs Batch job Escalations Visual logging scheduler Invoicing Invoices amp Sales order i castings processing ig TUT Tey H
400. orders are despatched and invoiced using the sales order processing dialogue To despatch a non stock order 1 Click View from the Service Accent button bar under Invoicing click the Sales order processing icon nt Core System Admin General V Ps Customers Contracts Products amp Inventor Engineers amp parts locations Work control Open jobs Closed jobs Batch job Escalations Visual logging scheduler Invoicing Invoices castings New 0102 2001 Vantage Computing International Open 01 02 2001 Vantage Computing International Reports 0 00 Find computing International 0 00 Computing International 0 00 Clear computing International 0 00 Line Electrical Ltd 25 00 Swap 07 02 2001 Line Electrical Ltd 07 02 2001 Line Electrical Ltd 07 02 2001 LE X Morris Ltd A T Sothers amp Co 08 02 2001 A T Sothers amp Co 08 02 2001 A T Sothers amp Co Vantage Computing Ltd 16 03 2004 Vantage Computing International 1703 2004 Vantage Computing Ltd 5 467 00 Refresh Legend 3 Locate the non stock order by clicking on the Non stock orders tab and scrolling down to the required order and then double click to open View sales orders Delivery name nl Vantage Computing International Open Vantage Computing International Vantage Computing International 0 00 Reports i Vantage Computing International 0 00 Find 0702 200 Line Electrical Ltd 07 02 2001 1E X Morris Ltd i Clear 08 02 2001 A
401. ork telephone number in the Work phone field Enter the home telephone number in the Home phone field Enter the fax number in the fax field Copyright Vantage Computing Ltd 2007 All rights reserved Creating Customers 9 Enter the mobile telephone number in the Mobile field 10 Enter the department in the Department field 11 If you want to send emails directly from Service Accent to your customer contact enter the email address in the E Mail address field 12 Enter the customers web site in the Internet address field 13 The Comms Address field is used by Service Accent wireless 14 Click the Details tab The Details tab appears Customer contact New 1 Contact z Details Type of contact Accounts Service Contracts Other 15 Select all the options that describe the role of the contact person in dealing with your company v The Meter readings submission option is greyed out unless the optional Online meter readings and Meter billing modules are licensed 16 Click Save and then click Close The dialogue closes and you are returned to the Customer Record dialogue The name of the contact person just created appears in the list in the dialogue Customer Record Vantage Computing International Seles 1 Customer z Details Contacts 4 Contracts 5 Inventors 6 Other Phone Mo Department Mr Fred Bloggs 0143947473993 Fred yci co uk Mr Peter Rushworth 01438 315201
402. ory summary detailed Invoicin 4 ace aoe st Warrant expiry list detailed gf Our Reports GH WUNIVACIRICOH Aficio CL7300 PCL Sc Run report Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 453 History and Reporting 2 Right click the report menu of network and local printers appears Be Reports Reports and letters Select the item wou want to run and click Aun Reports Letters ss Reports Completed Jobs Analysis by Inventory Gif Customers P Customer Inve ere oe Contracts aed ee Microsoft Office Document Image Writer es Engineers Be Eysorvinvents Acrobat Distiller 2 Inventory E javentansprel WLOUTSEEPSON Stylus D3600 Series SE Stock H WONTYACIHP COLOUR Invaici Li Inventory sumi ci ii 8 Invoicin g esd anne UNIV AC OMS magicolor 2 DeskLaser g Work Control WUMIVACIRICOH Aficio CL7300 PCL Sc ar Our Reports Use this computer s default printer Use current printer settings Assign password ko this report Gl WUNIYACIRICOH Aficio CL7300 PCL 5c Run repart 3 Select Assign a password to this report Service Accent Please enter the password to assign to this report Click OK to keep the current password or Cancel to remove it 4 Enter a new password to assign to the report If a password is already assigned to this report click OK to keep this password or click Cancel to remove the password from the report 5 When the report is selected the pass
403. ose invoices relating to a specific customer record Use these entries to print invoices within a chosen date range Includes all invoices Includes only those invoices that have already been marked as printed Includes only those invoices that have not yet been marked as printed You must select the type of invoices to print aS each invoice type has its own unique invoice layout If there are any zero valued invoices that need to be printed Tick this box If the invoices are to be automatically saved in Abode PDF format tick this box Please see page 384 for further details 5 Click Print to begin printing the invoices Marking Invoices as Printed The final step in authorising and printing invoices is to mark the invoices as printed To mark invoices as printed 1 As the invoices are presented in the print preview a prompt appears querying whether you want to mark the invoices as printed Do one of the following Service Accent aha Do you want to mark these invoices as printed now e click Yes to mark these invoices as printed and to exclude them from the next batch printing e click No to preview the hard copies for a second time and mark them as printed without actually sending them to the printer 2 To send the invoices to the printer click the printer icon at the top of the Print Preview dialogue and then close the print preview The invoices are now authorised and printed 3 Click C
404. ose the PM Schedule without saving any of the schedule options Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 131 Creating Information 20 Click OK to save and close the dialogue and return to the Contract Record dialogue Contract Record New LContract 2 Specification 4 Customer 5 Other Contract Options Contract agreement Contract Billing Quotation gave Contract has been signed on a Planned maintenance Price review Motes Go bo PM schedule Frequency None Review date Increase 3 PO Letters Print Close Type of Contract f Full O Voucher t e Dete amp s Mtes ew _ letters prit Notes Expired Renewed 21 In the Type of Contract box accept the default Full or select Voucher If you select Voucher the Voucher box activates and you can specify the number of vouchers the customer purchased on this contract As the vouchers are used the Used field is automatically updated to keep track of the vouchers remaining 22 Use the options in the Contract Agreement group box to indicate whether the contract is a quotation or has been accepted and signed by the customer v A contract record with the status quotation cannot be billed it is not recognised as valid by the work control system even though the contract has a specified active period and so forth to Service Accent s call logging function
405. ote 1 From the main inventory dialogue click the Notes button Inventory Record 98568795698756 High Speed Spin Dryer E O f 8 Parts Skit Other 1 ltem 2 Status 3 Contract 4 waranty 6 Lease 7 Rental Product SPIN DRYER Change Description High Speed Spin Dryer Serial Ho 98565795698756 Close C Motes Category Domestic Appliance Here Asset No VANS Location First Floor Date installed 09 03 2005 Customer Vantage Computing Ltd 16 Queens Square Business Park Letters ae 2 The Notes for inventory record dialogue appears E Notes for Inventory Record 9484647473736 Basic fa O X Specification Service Engineer Supervisor Other Permissions To do list Time stamp A ET gt Save Cancel 3 Select the tab that best matches the area the note applies to For example a work controller would typically select Service 4 Type your comments in the text field 5 If the notes are to be restricted to who can amended then click the Permissions tab and set the applicable permissions See Note Permissions on page 49 for further details 6 If you want to add a date and time stamp to the note click Time stamp A line with the system date and time and your user ID is inserted at the last line of the note 7 Click OK to save your note The Notes dialogue closes Copyright Vantage Computing Ltd 2007 All rights reserved Creatin
406. ou have the optional stock control module Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 421 Invoicing 422 e Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Keeping Up To Date This chapter discusses various functions used to maintain your data Using these features regularly increases the power and effectiveness of Service Accent The following topics are covered e Transferring Equipment to Different Sites e Renewing a Service Contract e Running Contract Housekeeping Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 423 Keeping Up To Date VCi Transferring Equipment to Different Sites It is common that an inventory item is transferred from one location to another within a company or is returned to you and then re sold rented or loaned to another company In these cases you need to record this transfer in Service Accent The following procedure describes how to perform a transfer To transfer inventory to another site 1 To locate the inventory item you want to transfer do one of the following For more information see Using e use the Finder the Finder on page 40 For more information see Creating e inthe Customer Record dialog select the Inventory tab Customers on page 105 For more information see e inthe Contract Record dialog select the Customer tab Creating a Contract on page 126
407. ow in this wiew Reports Find Clear Wap Refresh Copyright Vantage Computing Ltd 2007 All rights reserved Creating Suppliers 3 Click New The Supplier Record New dialogue appears Supplier Record New ABa 1 Supplier 2 Details Supplier Mo Mare Address 1 Address 3 Notes Towni City Eer County Post code 2 Country ENGLAND Notes Phone No Fax Mo Contact For more information on selecting a default structure for the Supplier Account No refer to the Service Accent Installation and Setup Guide 4 Inthe Supplier No field enter the number to reference this Supplier 5 Inthe Name field enter the name of the Supplier 6 Use the Addressi1 Address2 Address3 Town City County Post Code Country Phone No and Fax No fields to record details of the Supplier 7 Inthe Contact filed enter the primary Supplier contact s name D Service Accent stores addresses in predetermined fields There are specific entries for town city county and post code Ensure that you enter the proper address information in the correct fields An example of a completed supplier dialogue is shown below Supplier Record Wasington Washer Spares ARa 1 Supplier 2 Details Supplier Na AS001 Name asington Washer Spares Address 1 43 The High Street Address 2 Address 3 Towni City Newcastle E County Post code N4 ETY 2 Country EN
408. p Fix jobs Order No FO Booking Only jobs on hold eee UT Planned Maintenance Only jobs not on hold F Helpdesk Only recall jobs Current status l Scheme Engineer status l Parts status P Save s Loans status Add this scheme to My schemes Take this scheme off My schemes User status FO Click the Options button to either save or remove the scheme from My Schemes 2 Click Add this scheme to My schemes to add this scheme to your own personal scheme list Call escalations Northern Service Area 1Escalations 2 Select Contract Warranty Customer o All jobs G Al jobs Account No FO ss C Contract jobs only Warranty jobs only C r X Contract No Non contract jobs only Non warranty jobs only Product ee ise Job types Targets SerialNo 3 E M Field Response jobs _ M Workshop Fix jobs Order No SE Booking F Only jobs on hold eee S tt Planned Maintenance F Only jobs not on hold F Helpdesk Only recall jobs Current status x Scheme Engineer status l Parts status Northern Service Area T Save 4s Ce m j Add this scheme to My schemes Take this scheme off My schemes User status l Sort hw column 3 Click OK 4 Then from the main escalations dialogue click Scheme and then My Schemes and all the schemes added to your personal list will be displayed Copyright Vantage Computing Ltd 2007 All rights r
409. p in Countries and areas prefixes the selling price The selling price can be amended for this quotation If the customer is not in your own country and the exchange rate information has been setup correctly in Countries and areas the currency symbol for that country will be displayed and the prices will have the exchange rate applied to them If an installation job needs to be created for this item tick the Item requires installation box This is not usually enabled when creating a quotation If there is any discount to be allowed enter the percentage amount This discount will apply to this item only not all items on the order The Total price is calculated automatically price less discount This figure cannot be changed The Tax is automatically added based on the tax rate setup against the customer This figure cannot be changed The Item total is then calculated Total price plus Tax This figure cannot be changed In the Comments box enter any other comments that are applicable to this item For example This item requires fitting by an experienced engineer Click Save to save this item The item now appears in the Items on this document area Quotation 111 1 Abingdon Chemicals Ltd ARa 17 1 Setup 2 Delivery details 3 Order details Items Items on this document bandon Description Cost Margin Save ARISTON INDUSTRIAL DIS 1500 00 1557 95 j Delete Close z ns fe List tee
410. played B Pervasive SQL Analysis Wizard Welcome to the Pervasive SOL analyser This wizard helps you to identify the version of Pervasive SQL vou have installed on this computer and offers to make any system changes necessary To continue click Next 13 Click Next and the following is displayed Ay Pervasive SQL Analysis Wizard Pervasive SQL analyser Analysing your system Analysing system Please wait while your system is analysed Once analysis has finished click Nest to view the results Complete 14 Click Next and the following is displayed Pervasive SQL Analysis Wizard Pervasive SQL analyser Analysis results Analysis results Pervasive SQL analyser Found the Following Pervasive SOL version Btrieve Compatibility DLL 8 00 1 14 000 Driver C gt PYSW BIN wotrvs2 dil 8 0 1 14 0 Description Pervasive SOL Y Windows version Windows XP 5 1 Service Pack 27 Additional comments Found Peryasive SOL Workgroup version 4 10 Found Pervasive SQL Workgroup service pack 1 lt Back Heat gt 26 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Help 15 If requested please take a screen shot of this information and send it to your support provider 16 Click Next and the following is displayed aa Pervasive SOL Analysis Wizard Pervasive SQL analyser Analysis results For Pervasive SOL wS Analysis for Pervasive SOL Y8 Cache E
411. ppears 430 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent Transferring Equipment to Different Sites Enter the location and installation date of this item optional 01 12 2000 If any outstanding jobs relate to the equipment a dialog appears offering the opportunity to view the outstanding jobs to scrap an equipment item all its jobs must be completed or deleted Click Yes to access the list of related jobs which you can then resolve 3 Enter the new location and the date and then click OK 4 As with the unallocated option after you confirm and save the changes the left of the Status tab shows the date of record entry as well as the scrapped status Inventory Record 111 145 ARISTON INDUSTRIAL DISHWASHER fa X 6 Rental Z Parts skit 9 Other i Item 2 Status 3 Contract 4 Warranty 5 Lease f Customer item f Unallocated Scrapped C Reserved for sale s of 20 03 2007 _ sonate Sold at price 0 00 Buy in cost 0 00 Copyright Vantage Computing Ltd 2007 All rights reserved ii Abandon Allocate ot transfer to customer Save Set as unallocated Delete strap thisitem Close Tooale loan status Motes History Installation Letters Details ena N Lil e Service Accent User Guide 431 Keeping Up To Date Renewing a Service Contract For more information see Using Reports
412. r x Close Preferred booking engineer x Motes Letters More x Sites Price book User Fields Customer Field 1 LINKPARCEL Customer Field 2 Customer Field 3 1 erete General Financial Miscellaneous Sales 1 Sales 2 Billing Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 405 Invoicing 5 Select the Financial subtab The subtab appears Customer Record Morgan Noel Co Ltd 1 Customer 2 Details 3 Contacts 4 Contracts 5 Inventory 6 Other There are no items to show in this view Close Notes Letters Sites CO Profit For this customer only Price book C Profit for all sites in this customer group Invoices since Calculate profit Show invoices Show documents General Sales 2 Billing t ES ES s ites Letters ts Price book Notes _ tetters Pip 6 To calculate the profit made for the current customer record click the Profit for this customer only radio button and then click Calculate profit The display now appears similar to this Customer Record Morgan Hoel amp Co Ltd 1 Customer 2 Details 3 Contacts 4 Contracts 5 Inventory 6 Other Service invoices 1 654 76 Total invoiced 1 654 76 Labour 14 33 Travel 4 33 Close Parts 454 65 Total costs 503 31 Hotes Profit 1 151 45 Letters E Sites Price book Cf Profit For this customer only C Profit for all sites in th
413. r 17 The Country of sales Exchange rate and To be invoiced as are automatically picked up from the customer record and the countries and areas parameter G If the point of sale order is for a customer outside of the UK the country exchange rate and currency symbol must be set up in the Countries and areas correctly Please refer to the Service Accent Installation and Setup guide 18 Click Save to save to first part of the point of sale order 298 eService Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Creating A Point Of Sale Order The next step is to setup or check the delivery address Click the Delivery details tab and the following is displayed Point of sale order 115 Abingdon Chemicals Ltd 1 Setup 2 Delivery details 3 Order details 4 Items Deliver to Abandon Customer Ho AB10000 1 Save Mame abingdon Chemicals Ltd Delete Address 1 28 Margaret Way Close Address 2 Grosvenor Road Address 3 FP ee Town City Stratford Print County London Country ENGLAND Documents Post code E15 TJD rea T Contact Mr Allan Rice New contact Show totals Phone Mo Applies to ontrack Inventory Service level Details 1 The Deliver to name and address can be amended if required 2 Click the Contact button to drill down to the contact dialogue for the contact specified 3 To select a different contact select a name from the contact drop
414. r click the Show totals button on the right hand side of the dialogue This figure is calculated as the total selling price of all items less tax minus the cost of the items The following is displayed SBER Mon stock order 116 Abingdon Chemicals Ltd 1 Setup z Delivery details 3 Order details Items Items on this document Abandon Description Cty CUS Save Fan Bett 1 00 0 00 4 52 Optical Rods 0 3 26 x 2 1 00 0 00 18 52 Delete Close Fl Motes fe List Tree Modify Remove Print Documents Total value Item details Park 3282610 Description Optical Rods 0 3 28 x 2 BTE Total PLATE Less costs Price Discount Yo 0 00 Total price 18 52 Comments a Pioraer Save Item Abandon Margin To save the non stock order 1 To save the non stock order as against saving individual items click Save Seles Abandon Save 1 00 0 00 4 82 1 00 0 00 Delete Close ntes Ce List l l i Mon stock order 116 Abingdon Chemicals Ltd 1 Setup 2 Delivery details 3 Order details 4 terns Items on this document Fan Bett Optical Rods 0 3 26 x 2 To modify an item on the non stock order 1 To modify an item on the non stock order ensure that the view is in List mode highlight the required item and then click Modify 2 Change any of the item details as outlined in steps 1 to 14 3 Click Save to save the modifie
415. r Guide 291 Sales Order Processing 3 Click the Quotes tab to see a list of all quotations View sales orders New Delivery name 01 02 2001 Vantage Computing International Open 0102 2001 Vantage Computing International 0102 2001 Vantage Computing International y Reports 07 02 2001 Line Electrical Ltd Find 08 02 2001 A T Sothers amp Co 08 03 2007 Abingdon Chemicals Ltd 3 077 95 Clear Swap Refresh Legend 4 Use the scroll bars to locate the required quotation or click the Find button to locate the quotation Remember that a quotation can have several revisions Always select the quotation with the highest revision number 5 Open the quotation by double clicking or by right clicking and then click open The quotation will be displayed Quotation 111 Abingdon Chemicals Ltd 1 Setup 2 Delivery details 3 Order details 4 Items Ce Quotation Document No 111 Revision 1 Date 08 03 2007 Convert to order Clase Motes Invoice to Invoice address Print Select Wantage Computing Ltd Tes 16 Queens Park Business Park E Show Hudderfield Road Honley w Show totals Total value 3 057 95 Total 3 057 95 Discount 0 00 Less costs 1 500 00 r Margin 1 557 95 Delivery Standard Delivery ware Printed Charge 20 00 Het value 3 077 95 Country of sale ENGLAND Tax 535 14 Exchange rate 1 000 Gross value 3 613 09 To be invoiced as 3 077 95 6 Click Ed
416. r Spares slat now yellow to Address 1 43 The High Street indicate that Address 2 z notes exist for Address 3 j if this supplier Towni city Newcastle pps County Post code M4 TY 2 Country ENGLAND Notes Phone Wo 01918767654 Fax Wo 01917653478 Contact Mr Fred Jones To access the notes click the Notes button and the notes dialogue appears In the notes dialogue the tabs that contain notes are indicated with a small icon B beside the page number E Notes for Supplier Record Wasington Washer Spares Sele ge 1 Fage Page 3 Page Page 5 Permissions To do list plier delivers on Fridays only Timestamp g Say gt Save Cancel 64 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Creating a Part Stock Record Creating a Part Stock Record Click New to create a new part record To add parts to a job you must create part records This section describes how to add a part item to Service Accent 1 Click View from the Service Accent button bar under General click the Products amp parts icon a 2 p Admin View Routines Shortcuts Finder Reports To do Wind 119x1375 1312 111 002 002702570U o02770070U 002772570U 09 0100 13 09 0100 14 09 0100 15 1001 002 102x88x31 1119386 1119445 1119557 118x03 119000081 119x1375 1312 111 002 q 9 Bais Customers Contracte Products amp In
417. r accountanct package for details on viewing the invoice transactions Exporting Accounts This option allows you to export customers names and addresses to your accounting application E Export to Sage Line 50 Export data This will export your data to Sage What do you want to export f Invoices C Purchase orders Advanced options Next gt Close Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 419 Invoicing 1 Enable Accounts and then click Next The following is displayed E Export to Sage Line 50 Export data This will export your data to Sage Use this option to export all your customers to your accounts package Alter you have completed the export use the import facility in pour accounts package to import the file below Export only those records created on or after the Following date blank For all File name IC Vaccount cs El About In order to keep your customers names and addresses in your v accounting application upto date with Service Accent you need to make sure that each time you export invoices you also export the customer names and addresses Making changes to your customers in your accounting application will not change Service Accent Changes have to be made in Service Accent and then exported to your accounting application 2 If you want to export only customer records created after a
418. r the engineer to arrive enter the date and time in the respond field and then enable the Customer requested tick box In the Order No field specify the customer purchase order number should the job be chargeable for any reason In the Customer reference field enter the customer reference if applicable Copyright Vantage Computing Ltd 2007 All rights reserved 206 Service Accent User Guide VCI Recording a New Job Completing the Fault Profile Details For more information see the Service Accent Installation amp Setup Guide For more information see the Service Accent Installation amp Setup Guide You must record the nature of the fault for the Job To specify the fault profile details L 6 7 8 Select the Faults tab The Faults tab appears Job 217 Sampson McGill amp Co Ltd 1 Job Z Details 3 Faults 4 status 5 Completion 6 Tasks z Misc Edit Jobs Details There are no items to show in this view Print Audit Close Notes Letters M If the new job has been saved you will have to click Edit and then click New fault to record the fault details for the job The Fault drop down list automatically highlights Select the most appropriate fault code You or your Administrator can create or modify fault cause and action codes using the Categories and Codes feature Use the Details field to describe the fault in greater detail
419. ract inventory item Creating Inventory Items via Sales Order Processing Please refer to Chapter 5 Sales Order Processing on page 279 for full details on Sales Order processing and creating inventory items Creating Unallocated Inventory Items Unallocated inventory items are serialised stock in Service Accent these may have been ordered from suppliers or returned customer items Creating Unallocated inventory via the inventory dialogue 1 Click View from the Service Accent button bar under General click the Inventory icon Service Accent Core System Admin E Le 2 T na System Admin YJE Routines Shortcuts Finder Reports To do Window is General 3 o Customers Contracts Products amp Inventory parks Engineers locations Work control Open jobs Closedjobs Batchjob Escalations Visual logging scheduler Invoicing Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 159 Creating Information 2 The View Inventory dialogue appears View Inventory _Allinventory Unallocated Scrap Customer Contract Warranty Serial Mo Product Description Asset Ho 1234 AR407 Black amp White Digital Photocopier Open 123451234 ARAOF Black and White Digital Photocopier 123545675 WASHER TAN Twin Tub Washing Machine Reports 45092472 DIGITAL COPIER Black And bite Digital Copier pea 5645364356 WASHER TAN Twin Tub Washing Machine Clear wap
420. raised invoices and jobsheets and can be a time consuming operation Stock Record AIRCONDCOOL1 Standard Air conditioning O f 7 Compatibility 1 Part 2 Pricing 3kit 4Usage SMore 6 Alternatives Create new inventory ikem Show inventory Additional text Clase Merge this record Motes Price book User Fields Documents Stock Field 1 Stock Field 2 Stock Field 3 Page 1 LH 15 The User fields group contain up to three user fields As Service Accent in some cases may not be configured to store all of the information you require you can customise the user fields to store additional data Contact your support provider for details on relabelling user fields to something more meaningful 100 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Creating a Product Stock Record PCI Adding Product Alternatives Use the Alternatives tab to indicate other stocked products that can be used as substitutes for the current item 1 Select the Alternatives tab The Alternatives tab appears Stock Record AIRCONDCOOL 1 Standard Air conditioning 2 O f 7 Compatibility 1 Part 2Pricing 3kit 4Usage SMmore 6 Alternatives Alternative parts For this part Description In stock Close Motes Price book Documents t ae me e ae est Documents notes Documents Add Propogate anaemia seeUsingthe 2 To add a n
421. random inventory records 376 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Running Rental Billing By default all rentals are checked for billing but you can use the Account No and Service region drop down list to select a specific customer This drop down selector is particularly useful for creating small practice runs prior to billing all your rentals Click Start As the process runs the Progress tab indicates the number of inventory records and invoices processed Rental Billing Rental billing is running Parameters Progress summary Inventory li Invoices generated fi Rental Billing Rental billing has finished Parameters Progress Summary Items invoiced fj value of billing 275 00 keep these invoices Report The Summary tab shows the number of rentals processed during the billing run and the total net value of the billing Click Report to view the rental billing Summary Preview report E paatai Billing Summary revere Sorvit boon M 4 toll b H oe a fom tot 10 tell Rental Billing Summary Preview ter Mo Lineari Lien ber teal Lid ess Les Cover CLIS Tk iwp ik ELITE bie H DH eee ruse reroute tit reese Cue roar Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 377 Invoicing For more information see Authorising and Printing Invoices on page 381
422. rate serial numbers 10 To manually enter serial numbers enter a serial number into the Serial number box Batch logeing Batch job logging Enter the serial numbers of the items vou are booking in Click Next when You are done 123456789123458789 D Generate automatic serial numbers lt Back Jext Cancel 11 and then click Accept Batch logpging Batch job logging Enter the serial numbers of the items vou are booking in Click Next when You are done 123456789123456789 Remove Generate automatic serial numbers lt Back Next gt Cancel 12 The serial number is added to the list of serial numbers and the number of items is incremented by 1 13 To remove a serial number from the list highlight the serial number and then click Remove 14 Proceed to step 20 Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 275 Work Control vci 15 To have Service Accent automatically generate serial numbers click the Generate automatic serial numbers button and the following is displayed Service Accent How many items do you want to book in using automatic serial numbers 16 Enter the number of items to create jobs for in the box provided and then click OK Service Accent Automatic serial number generation a Please confirm that you want to create 5 automatic serial numbers 17 Click No not to generate seria
423. rated e To credit or part credit a contract invoice please refer to page 343 e To credit or part credit a job invoice please refer to page 353 e To credit or part credit a rental invoice please refer to page 362 342 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Crediting Or Part Crediting An Invoice Crediting or part crediting a contract invoice To credit the whole contract invoice Once the contract invoice to be credited has been located and selected see page 340 the Credit note dialogue is populated with details of that invoice Credit note 122 Kelvin Engineering Ltd fe olf 1 Setup 2 Delivery details 3 Order details 4 Items f Credit note Document No 12 Date 14 03 2007 Complete Close Notes Save Invoice to Invoice address Print Select Kelvin Engineering Ltd Basing House E Show Little Basing Road E Documents Hook v Show totals Total value 2 223 72 Total 2 223 72 Discount 0 00 Less costs 0 00 Margin 2 225 92 Delivery areln Printed Charge mee Het value 2225 72 Country of sale ENGLAND Tax 399 15 Exchange rate 1 000 Gross value 2 612 87 To be invoiced as 2 225 72 2 Click the Items tab to check that this is the correct invoice to credit 3 Click the Setup tab 4 Click Complete and the following is displayed Service Accent Document completion This will complete the
424. rd LIFT3510 94646745893937 Frice book STANNA LIFT NEW MAIN OFFICE STOW ASH FSSHFOHFOGHSCH Standard washi FORTH FLOOR STDW ASH G r 45o7567 Standard washi FIRST FLOOR View all New item Transfer Delete 14 Click Save to save the addition to the customer record Delete Close EME The inventory is now allocated to a customer To complete the remaining details in the inventory record please refer to Adding Details To Allocated Inventory Items on page 162 Creating Inventory Via The Contract Dialogue 1 Click View from the Service Accent button bar under General click the Contracts icon H Ta Cr Admin Wie Routines Shortcuts Finder Reports To do Me General a Je Customers Contracts Products amp Inventory Engineers parts locations Work control 2 The View Contracts dialogue appears View Contracts 1 Contracts 2 Renewed 3 Cancelled Expired 4 Quotes 5 Active Open contract No Customer Period DOMOOO0 1 antage Computing Ltd 05 01 2005 04 01 2006 0 00 SEE SCO001 vantage Computing International 12 10 2004 11 10 2005 0 00 Eind Clear Swap Refresh __Dpen _Repois find __ Ces Swap _Eehesh E 152 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Creating Inventory Via The Contract Dialogue 3 Select a contract and click Open The Contract dialogue appears Contrac
425. re not been returned by the customer click No Click Yes to have the parts automatically returned to main stock and have the costs credited This should be used when the customer has returned the parts and wants a credit note for the invoice If there are inventory items on the job invoice the following message will be displayed Service Accent Inventory has been allocated on this invoice There are inventory items on this invoice which can not be unallocated automatically You must transfer or unallocate each item yourself from the inventory Form The inventory items cannot be automatically unallocated and would have to be unallocated or transferred manually Please refer to Creating Unallocated Inventory Items on page 159 for details on unallocating inventory items Click OK to acknowledge the message Copyright Vantage Computing Ltd 2007 All rights reserved Crediting Or Part Crediting An Invoice 8 Once the job invoice to be part credited has been located and selected see page 340 the Credit note dialogue is populated with details of that invoice Credit note 130 Jamieson Business Solutions 1 Setup 2 Delivery details 3 Order details 4 Items f Credit note Document No 130 Date 14 03 2007 Complete Save Close Notes Invoice to Invoice address Print Select Jamieson Business Solutions Phuc 71 73 Clydebay Quay Show Kingston Milton Keynes Show totals Total value 296 25 To
426. reate a non stock order 1 Click View from the Service Accent button bar under Invoicing click the Sales order processing icon nt Core System Admin 8 RE T g Admin View Routines Shortcuts Finder Reports To do Win ce General MR noue M Lett ee ay aie 2 Customers Contracts Products amp Inventors Engineers amp parts locations aa Work control Open obe Closediobs Batch job Escalations Visual logging scheduler Invoicing x Invoices Sales order ie costings processing i E ee ae rk eran TE Limar erT i i rhii aT et TE a 2 and then proceed to step 5 3 Or click Shortcuts from the Service Accent button bar under Invoicing click the New sales order icon CC S ae Routines Shortcuts Finder Reports To da Window Help Work control FA Escalations Scheduler Invoicing New sales order 4 and then proceed to step 6 Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 311 Sales Order Processing 5 The View sales orders dialogue appears View sales orders 01 02 2001 Vantage Computing International Open 01 02 2001 Yantage Computing International Reports 0 00 mputing International 0 00 Find mputing international 0 00 Clear mputing International 0 00 07 102 200 125 00 Swap 07 02 2001 Line Electrical Ltd 0702 2001 Line Electrical Ltd Refresh 07 02 2001 1E X Morris Ltd 08 02 2004 A T Sothers amp Co
427. redisplayed Stock Record AIRCONDCOOL1 Standard Air conditioning O f 7 Compatibility 1 Part 2 Pricing _akit 4 Usage 5 More 6 Alternatives Standard Air conditioning cooling unit Washer For BF ITZ00 Close Motes Price book Documents HUE 5 The part added to the kit is shown underneath the main part 6 To copy a kit from another product click Copy The Finder appears Use it to select the product you want to add the kit from 7 The following dialogue is displayed Service Accent 2 Please confirm that vou want to copy 1 item from the kit of HOGPS660 8 Click Yes to confirm that you want to copy the kit items from the selected product to the main product Click No if the kit is not to be copied Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 93 Creating Information 9 The kit is added to the main product and the stock dialogue is redisplayed Stock Record AIRCONDCOOL1 Standard Air conditioning a O X 7 Compatibility 1 Park 2 Pricing SEL 4 Usage 5 More 6 Alternatives Standard Air conditioning cooling unit Washer For BF ITZ0D Fan belt for standard pwer unit Close Motes Price book Documents 5 ae e as e Ezaba Documents Notes Documents 10 To remove a part from the kit highlight the part and click Remove Displaying Product Usage Details This tab will fill up as you b
428. represents the contract value for the duration of the contract it is not always an annual value For example if you want to charge the client 120 per annum but the contract lasts for three years the value must be entered as 360 Evergreen contracts should have an annual valued entered Having entered the contract value Service Accent automatically calculates the total billing value Click on the next to the Total billing value to see a breakdown of the changes Letters Exclude this item from price increases In contract period Total billing value Value per item 100 00 100 00 i Billing status Has not been invoiced 01 12 2008 gt 29 02 2004 25 00 01 03 2004 gt 31 05 2004 25 00 Billing Quarterly 01 06 2004 gt 31 08 2004 25 00 Invoice value 25 00 1 item s less 0 discount 01 09 2004 gt 30 11 2004 25 00 6 las iesieses ie Tasse ee les ee sms 12 The Billing status field cannot be edited This field is updated by Service Accent and shows the last billing status for this contract 13 Service Accent also indicates the nature value and period of the next invoice ee eee DE ee a Billing status Has not been invoiced Notes Billing Quarterly Letters Invoice value 25 00 1 item s less 0 discount Customer Invoice on 01 12 2003 ot 12 2003 29 02 2004 f Loan item Copyright Vantage Computing Ltd 2007 All rights reserved Servi
429. resources have been allocated to this Faulk Peter Rushworth Times Save Faulk Abandon Fault Remove Fault Details Resources a 2 Highlight the required resource and then click Times FO9 POWER SWITCH FAULTY Peter Rushworth EA Started Completed ini Mileage D Travel hours 3 Enter the Date and Time the resource started the job 4 Enter the Date and Time the resource completed the job and the total time will be displayed in the In box 5 Enter any Mileage done to travel to the job 6 Enter the Travel hours to travel to the job 7 Click OK to save the information and return to the fault tab Completing the task list To complete the task list The task list does not necessarily have to be completed when the job is completed The tasks can be marked as completed as and when the task is complete Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 239 Work Control With the job record open in the Job dialogue click Edit and then select the Tasks tab and the following is displayed Job 63 Vantage Computing Ltd See 1 Job 2 Details 2 Faults 4 Status 5 completion 6 Tasks z misc Tasks against this job Abandon Jobs Done Task Modified by Save Print Notes Completed yw 1 Check electricity switched on Delete Audit w Check Fuse in plug Sose loans Notes Issue Parts Letters Mew task
430. ress psec Close Notes Letters Sites Price book LE ae ue a e s a reset votes _ betters _ RTE General Financial Miscellaneous Sales 1 Sales 2 i Billing This subtab is used to enter a different address for quotes This different address may be the head office address or another branch address 1 Enable Any quotes for this customer to select a different address for quotes 2 Click the Select button the Finder appears Use it to select the customer who should receive the quotes 3 Click the Customer button to select a customer from the current customer group Customer Record Vantage Computing International Sak 1 Customer 2 Details 3 Contacts 4 Contracts S Inventory 6 Other bandon MW Any quotes for this customer should be sent to the following address Save Delete Customer 16 Queens Park Business Park Clase Hudderfield Foad Honley Notes Letters Sites Price book EeEEEEt General Financial Miscellaneous Sales 1 Sales 2 Billing 4 Click Save to save the customer record Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 123 Creating Information Adding Notes 124 Service Accent User Guide The Billing subtab The sixth subtab of the Other tab is the Billing tab Customer Record Vantage Computing International 1 Customer 2 Details 3 Contacts 4 Contracts 5 inventory 6 Other Service b
431. rgent Delivered via Despatch note Installed Rejected Removed Swap out 4 Highlight the loan item you want and then click Modify Loans and replacements 63 Part No Description ce Serial No Source Status ARI59705 ARISTON INDU 1 0987760554341 Loan installed dd loan Modif Remove Select product or Install now Loan installed Description ARISTON INDUSTRIAL DISHWASHER Engineer Abandon 010 ET Site Urgent Delivered via S Despatch note Installed Rejected Removed Swap QUE 5 The lower section of the dialogue becomes enabled 264 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Using an Engineer s Loan Item Loans and replacements 63 Part No Description Oty Serial Mo Source Status ARISS 705 ARISTON INDU 1 0987766554321 Loan installed z aien ve paoe or Loan installed Deliver loan to Product ARI5S9705 Save on Main stock Description ARISTON INDUSTRIAL DISHWASHER B Engineer Abandon m 5 ky Site Urgent Removed Swap out 6 Do one of the following e To indicate that the loan item has been taken away from the customer site click the Removed button e To indicate that the loan item is to remain at the customer site to replace the original equipment click the Swap Out button and then click Save 7 Close the Loans and Replacements dialogue 8 Inthe Job dial
432. ries in red are closed jobs and the entries in black are open jobs N Finder Search for jobs The results will show open jobs 1 Customers 2 Products and parts 3 Jobs 4 Invoices Job Mo 1 f Open jobs Customer C Closed jobs C Everything Booked on Completed on Order Na Your reference Keywords Contact ref DER 1 a3 Legend Order Mo Customer Description 1 Kelvin Engin eri 1009 2000 10 Service Point Ltd 1041 2000 100 Vantage Comput 16 06 2004 101 Vantage Comput 13 07 2004 102 Vantage Comput 1307 2004 104 Wanane Camat AZ NAANA Copyright Vantage Computing Ltd 2007 All rights reserved g order ma Service Accent User Guide 47 Getting Started The Invoices Tab You can locate a particular invoice using the invoices tab of the Finder N Finder T BK Search for invoices ams The results will show invoices 1 Customers 2 Products and parts 3 Jobs 4 Invoices Invaice Ma New search sy ae Invoice Mo Customer Invoice date There are no tems to showy in this view You must enter the full invoice number in order for the search to find the invoice and click find now or press Enter The field is alphanumeric v The last 10 search criteria entered in each field can be accessed using the drop down list This can save time particularly when searching with long unfamiliar field entries N Finder T x Search for invoices i
433. rinted click Close to close the invoice dialogue 17 The credit note is now complete and the complete neon is active to indicate this Credit note 129 Hall Gosset amp Faithful Engineering Ltd 1 Setup 2 Delivery details 3 Order details 4 Items Credit note Document No 129 Credit an invoice Date 14 03 2007 Complete Invoice to Invoice address Select Hall Gosset amp Faithful Engineering Ltd Total value 700 20 Total Discount 0 00 Less costs Margin Delivery g Printed Charge Het value 700 20 Country of sale ENGLAND Tax 122 40 Exchange rate 1 000 Gross value 822 60 To be invoiced as 700 20 18 Once the credit note has been generated and completed item details can be viewed but not edited Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 355 Sales Order Processing 356 Service Accent User Guide To part credit the job invoice Locate the job invoice to be credited see page 340 If the job invoice you are crediting has parts on as against a job invoice for just labour the following message will be displayed after the invoice to be credited is selected Service Accent Credit parts costs There are parts on this invoice Do vou want bo credit the costs of these parts By clicking Yes below the parts will be returned to main stock automatically If you are crediting the whole invoice and the parts a
434. rojects Ltd 459 00 Open Reports Find Clear Swap Refresh Legend Checking Contract Profitability 408 Service Accent User Guide The following procedure describes how to determine the profitability of a given contract To check contract profitability 1 Click View from the Service Accent button bar under General click the Contracts icon ore System Admin D a it m View Routines Shortcuts General ema 3 2 Customers Contracts Products amp Inventors Engineers amp parts locations Finder Reports To do Mir Work control ee OUpenjobs Closedjobs Batchjob Escalations Visual logging scheduler TE 2 Copyright Vantage Computing Ltd 2007 All rights reserved Checking Customer and Contract Profitability 2 The View contracts dialogue is displayed View Contracts 1 Contracts 2 Renewed 3 Cancelled Expired 4 Quotes 5 Active Contract No 1234556758 Customer Abingdon Chemicals Ltd Vantage Computing International F Bloggs amp Co Ltd amp E Emergency Redfern Sentry Ltd Kelvin Engineering Ltd Cardkey Controls Ltd Cardkey Controls Ltd Service Point Ltd Andover Security Ltd Vantage Computing International Vantage Computing International Abingdon Chemicals Ltd Abingdon Chemicals Ltd Altens Minko Projects Ltd Altens Minto Projects Ltd Contract Record SCOO004 Period 31 01 2007 30 01 2008 21 02 2006 20 02
435. rt to choose a format in which to export the report results f dobe Acrobat PDF Destination B Disk File Ne 2 Use the two drop down lists to select the format and destination for your export After you have finished reviewing printing or exporting your report click Close at the top right of the preview to return to the reports menu Setting the Default Printer for a Report Service Accent enables you to print different reports to different types of printers For example you may want to print your job sheets and reports on a laser printer while needing to print your invoices to a dot matrix printer To change the default printer for a specific report 1 In the report list in the right pane of the Reports dialog BS Reports Reports and letters Select the tem you want to run and click Aun Reports Letters Reports Completed Jobs Analysis by Inventory c Customers mee Customer inventory summary G Contracts ste Customer inventory summary by Account e Engineers Fe Export inventory details ce tant st Inventory profitability categorised we ee Fe Inventory summary detailed g Invoicing og Work Control Fe Warranty expiry list detailed c Our Reports GB WUNIVACIRICOH Aficio CL7300 PCL Sc Run report 452 e Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Using Reports 2 Right click the report menu of network and local printers appears
436. rticle will be displayed antage Computing Product Support Edit this article How to install Service Accent on a new workstation Revision 1 last updated 18 May 2006 by jasoni viewed 12 times This article guides you through installing Service Accent from CD to a new workstation 1 Put your Service Accent CD in to the workstation The setup page should automatically appear but if not click on Start Run and type d setup replace d with the drive letter of your CD Rom drive 2 From the setup page click Install application Follow the instru i o uJnot u need to install the database if you already have a da 5 SRE Ris presented during the setup phase Note y Copyright Vantage Computing Ltd 2007 All rights reserved Check for updates Help Check for updates allows you to check and download any updates that are available for Service Accent To check for updates From the Service Accent button bar click Help and then click the Check for updates icon Help for Service Semice Accent on Search the online Accent the web knowledge base Ss is a Remote assistance Update history Release notes About Service Accent 2 The following web page is displayed a Vantage Computing Download Centre Microsoft Internet Explorer File Edit View Favorites Tools Help f OQ O x a A P Search 5 Favorites O B a LJ amp 3 Address E http fdownloads vantagecomp
437. run and click Aun Reports Letters s Reports Document listing by customer rnrnrenrs g Sales order processing EA Parts sold by customer Fe Picking list Fe Print document st Re print delivery note a WUNTYACIRICOH Aficio CL7300 PCL Sc f4uto Tray Select Run report 3 In the right hand plane click Print Document and then click Run report or double click the report 4 The Print document wizard dialogue is displayed Print document wizard You have already selected one record to include in this report Any selections you make in this wizard will only apply to that record Click Run report now below iF you wish bo run the report using that record without stepping through the wizard se Run report now 5 As the credit note has already been selected the remainder of the wizard does not have to be undertaken simply click the Run report now button 6 The credit note will then be displayed on the screen ready to be printed 7 The credit note print can be altered to match your company logos stationery etc Please contact your support provider for further information The next step is to generate the credit note Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 337 Sales Order Processing To generate a credit note 1 To generate the credit note click the Setup tab and then click Edit Credit note 119 Abingdon Chemicals Ltd 1 Setup 2 Delivery details 3 Or
438. rvice Accent knowledge base Microsoft Internet Explorer File Edit View Favorites Tools Help Select your product 5 Click Search and all articles that containing the word install will be displayed 2 Service Accent knowledge base Microsoft Internet Explorer File Edit View Favorites Tools Help Q OR BC Pa frm O S SaD kua Address a http thesupportsite info search asp search y amp p serviceaccent amp s Install Vantage Computing Product Support How to deploy the 3 0 184 for Windows 98 update after installing the 3 0 184 for NT 2000 XP update RE 0 With the release of the 3 0 184 update it was discovered that the Crystal Reports 10 run time components installed as part of Service Accent Service Pack 2 are not totally compatible with Windows 98 4s a result two versions of this update have been r When you install Pervasive SOL it hangs or crashes during installation BE 50 When you install Pervasive SQL it hangs or crashes during installation How to install Service Accent on a new workstation ee 4 This article guides you through installing Service Accent from CD to a new workstation Put your Service Accent CD in to the workstation The setup page should automatically appear but if not click on Start Run and type d setup replace d with the 6 Scroll down until the required article is found and then click on the blue description and the full a
439. rvice Invoice 9 Click on the Job invoices tab View Invoices H 2 details Invoice No Date Customer Net value Printed 214 15 03 2007 amp T Sothers and Co Ltd 251 25 v D Provisional only Queries only D Non zero only 10 Double click the highlighted invoice and the invoice dialogue for that invoice is displayed Invoice 214 Service 1 Summary 2 Details 4 Tax breakdown Invoice to Deliver to Invoice Mo A T Sothers and Co Ltd 214 Account Mo jaTsoo001 Invoice date 15 Mar 2007 Due date 14 Apr 200 Invoice Yalue Met value 25125 id Printed NE VAT Tax value 43 97 nals 4 Credit this VATITax desc Ti 7 50 tL PT UMENE Gross value 295 22 SE Exchange rate 1 000 Invoiced as E251 25 11 Click the Re cost button 12 The following will be displayed Service Accent Because the invoice has been authorised vou can only recast it Doing this will delete the costings on this invoice and re cost it Continue 13 Click No if the invoice is not to be re costed 14 Click Yes to delete the costings on this invoice and then re cost the invoice Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 403 Invoicing Checking Customer and Contract Profitability Checking Customer Profitability 404 Service Accent User Guide To check customer profitability vci Service Accent enables you to check the prof
440. ry date of the card from the Expires drop down list You must select a month and year 7 To edit the card number at a later stage you must click the Edit card number button 8 Enter an order number in the Order No box 9 The Sales region defaults to the sales region allocated to the customer on the customer record To change this select an alternative from the sales region drop down list 10 In the Any additional comments and instructions text area enter any other details that are applicable to the quote For example delivery times special packing instructions etc Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 285 Sales Order Processing The next step is to add the items to the quotations Click the Items tab and the following is displayed Quotation 1117 1 Abingdon Chemicals Ltd 1 Setup 2 Delivery details 3 Order details 4 items Items on this document bandon Description Cost Margin Save Delete Close Motes fe List Tres Pw Documents Show totals 1 Click Add to add items to the quotation The Finder will appear from which you can select the product or part 2 Once the product part has been selected the Item details will be populated as shown below Quotation 111 1 Abingdon Chemicals Ltd ARa 1 Setup 2 Delivery details 3 Order details 4 Items Items on this document bandon Description Cost Margin Save Delete
441. s ETES J tetters Scrapped Loan item Faulty 2 When the inventory item is first created or changed from unallocated to allocated to a customer the Contract no is usually set as none Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 169 Creating Information Ci 3 To allocate a contract to this customer select the available contract numbers from the Contract no drop down list Only the contracts allocated to this customer will be shown Inventory Record 9484647473736 Basic Air conditioning c fe x 6 Rental Z Parts amp Kit 9 other 1 Item 2 Status 3 Contract 4 Warranty 5 Lease Abandon Save Delete Close Motes History Letters ES ae de bes er tas Notes on J tetters Customer Loan item Faulty 4 Information from the selected contract populates the fields in the contract tab as shown below Rental 7 Parts akit 9 other 1 Item 2 Status 3 Contract 4 warranty 5 Lease Abandon ontrack No pomooo01 Save Delete Period Them is an addition Close Start date Date added 20 09 2006 Motes Cancellation date ka History Exclude this item From price increases Letters In contract period Total billing walue Value per item 0 00 Billing status Has nok been invoiced 11 HE 5 Tick the Item is an addition box if this inventory item has been added to the selected contract af
442. s Contract Jscoouzs Fi Warranty E MONTHS M On warranty Charge NO CHARGES Set as non chargeable Description CLEANCO INDUSTRIAL POLISHER Select item Serial Mo 19768657 3785402 Location Repair yard are Asset Ho E MAN The full customer name and address are displayed in the Customer field To drill down display the customer record click the Customer button and the customer dialogue for the customer will be displayed The primary contact name is displayed If you entered more than one contact name against the customer you can select among them using the drop down list If the contact logging the service call is not listed in the contacts drop down list you will have to a new contact by clicking New see Creating Contracts on page 126 for details If the Send email button is clicked an email can be sent to the contact advising them of the job number and other information Please see the Service Accent Installation and Setup guide for information on configuring the email templates The phone number of the contact is shown in the Phone No field If the phone number is incorrect click the Change button to change the phone number The amended phone number does not update the contact record The contract number is displayed in the Contract field If the selected inventory item is covered by a service contract The contract cannot be changed A check box adjacent to the contract number indicates whether the contra
443. s Invoice Invoice Lines F Work Extensions Advanced view shows all fields Refresh Res 3 The tree contains Table as the first level If any record deletions have occurred table names appear at the next level of the tree 458 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Using the Recycle Bin 4 Click a table name in the tree to view the deleted records from that table amp Service Accent Recycle Bin Recycle bin This allows vou to restore deleted records to your database Date deleted Deleted by CU_CAEATE_DATE CU_EDIT DA 25 August 2004 17 08 Peter eo 062004 20 062004 11 April 2006 20 4 Peter 11 04 2006 11 04 2006 Invoice Lines Service Types Sorder Wark Work Extensions gt Advanced view shows all Fields Refresh Restore Empty Click Refresh if deletions made since you opened the dialog do not yet appear Permanently Deleting Records The following procedure describes how to delete a record from the recycle bin which means that it can no longer be recovered To permanently delete records from the Recycle Bin 1 In the Recycle Bin dialog use the tree to locate the table with records you want to permanently delete amp Service Accent Recycle Bin Recycle bin This allows vou to restore deleted records to your database Tables CU_EDIT_D H Contracts 25 Auguet 2004 17 08 Peter 2570872004 2570872004 E Customers 11 April 2006 20
444. s added to this task will remain with the task 242 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved VCI The Completion Tab Closing a Job To use the Completion tab 1 Select the Completion tab The Completion tab appears Job 63 Vantage Computing Ltd See 1 Job 2Details 3Faults 4 Status 5 Completion 6 Tasks 7 Misc Job has been responded to Abandon Jobs i Save Print Pp Delete Audit Close Loans Notes Issue Job has been fixed Parts Letters Job has been completed a Next job notes Job has been responded to 1 If the Engineer has responded to the job select Job has been responded to For a field job this could mean that the Engineer has visited the site for a helpdesk job it could mean that the Engineer has contacted the customer Click Responded The date and time default to the current date and time However you can change these defaults to represent the actual date and time if necessary As you confirm the response date and time Service Accent calculates the job s actual response time in working hours and minutes You have the option of selecting a reason for the response from the Comments drop down list If the job has a target response date and time Service Accent calculates whether the Engineer has missed the target If the target response has been missed Service Accent automat
445. s dialogue appears Authorise invoices Sek Select invoices to authorise ou can select which invoices to authorise and print now Unauthorised Invoices Invoice Print Invoice date 45 Mar 2007 Contract 14 Mar 2007 Select All Contract Rental Options Authorise zero value invoices The dialogue is divided into two main tabs the Unauthorised Invoices tab and the Invoice Print tab The latter is only used after authorisation The Unauthorised Invoices tab consists of the following subtabs Contract Service Rental and SOP Each subtab displays the provisional invoices for that type Each type of invoice must be authorised separately hence the divisions If you want to examine an invoice in more detail prior to authorising it right click the appropriate record and select Open this Invoice Refer to the relevant section for further instructions relating to the amendment of provisional invoices Do one of the following e click the applicable tab to select which invoices are to be authorised e click Select All to highlight every invoice e click on each individual invoice you want to select You can select or de select multiple invoices by pressing Ctrl while clicking an invoice record Click Clear to clear any existing selections If you what to authorise zero valued invoices which is not the usually practice as you do not normally send zero valued invoices to customers enable Authorise zero valued invoices
446. s item and the item now appears in the Items on this document area Point of sale order 115 Abingdon Chemicals Ltd Seles 15 16 1 Setup 2 Delivery details 3 Order details 4 Items Items on this document bandon Description Total value Save Lots E Delete Close l Motes fe List z Tree Add Modify Remove Ship Print Documents Vater Inlet Housing 20 series 1 00 1 00 Click Abandon to cancel this item if not required To Add further items to the sales order click the Add button and repeat steps 1 to 15 Copyright Vantage Computing Ltd 2007 All rights reserved Click Add to add a new item to the point of sale order Select Tree to show a tree listing of the items on the point of sale order Click Part to drill down to the Stock record Click Nominals to change the default nominal code for this part Tick this box to create an installation job Click Save to save the item onto the point of sale order Click Show totals to show profit margin for the point of sale order Profit margin for the point of sale order Copyright Vantage Computing Ltd 2007 All rights reserved Creating A Point Of Sale Order Summary of the functions available from the Item tab Point of sale order 115 Abingdon Chemicals Ltd Eo 1 Setup 2 Delivery details 3 Order details 4 Items Items on this document Abandon OSs 1 00 Total value 47 Be Description
447. s used by the Engineer or supplied to the customer during the course of the job or any parts that are required return to fit To specify parts used 1 In the Job dialogue click Edit and then click Parts Job 63 Vantage Computing Ltd 1 Job 2Details 3 Faults 4 Status 5 Completion 6 Tasks 7 Misc MW Job has been responded to Abandon Jobs Responded 21 02 2007 17 21 in 6205h 48m _ Swe Piw Comments Delete Audit Missed M Pg Close Loans W Job has been fixed Fixed 21 02 2007 17 21 in 6205h 48m Comments I d E W Job has been completed Started 21 02 2007 17 21 Held 0 Completed 21 02 2007 EEE in pO Qut of hours time Mileage gg Total time 258d 13h 48m ar Travel hours FO Out of hours travel D 0 Close this job Extend this job 2 The Parts for Job dialogue appears Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 247 Work Control Parts for job 63 There are no items bo show in this view Fr Add part Modify Remove Select part Estimate only Details Part Ho This part has been used a Request this part Description Part has been despatched QE Unit price Unit cost Your ref BE Returns ref BE Replenish this part Order No EE Despatch note EE Save Abandon 3 The first thing to do is to select the part Click Select part Parts for job 63 There ar
448. se to close the invoice dialogue Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 325 Sales Order Processing 326 Service Accent User Guide 11 The non stock order is now complete and the complete neon is active to indicate this Mon stock order 116 Abingdon Chemicals Ltd 1 Setup 2 Delivery details 3 Order details 4 Items Document No 118 Date 12 03 2007 Complete Close Notes Invoice to Invoice address Select Vantage Computing Ltd Print Documents 16 Queens Park Business Park Show Hudderfield Road See invoice Honle Show totals Total value 23 34 Total Discount 3 0 00 Less costs Margin Delivery Next Day ha Printed Charge 50 00 Het value 3 34 Country of sale ENGLAND Tax 4 08 Exchange rate 1 000 Gross value 77 42 To be invoiced as 73 34 Once the point of sale order has been invoiced and completed item details can be viewed but not edited Copyright Vantage Computing Ltd 2007 All rights reserved Creating A Credit Note Creating A Credit Note You can use sales order processing to generate credit notes To credit an invoice refer to Crediting Or Part Crediting An Invoice on page 340 To create a credit note 1 Click View from the Service Accent button bar under Invoicing click the Sales order processing icon nt Core System Admin a B 5 es E Admin View Routines Shortcuts Find
449. selected contract contract Remove warranties Remove warranties whose age is greater over months old than the value entered Set contract nominal Update the contract nominal codes using the codes from SLA service level default nominal codes 5 Click Start to run the housekeeping function Housekeeping performs the options you selected sl Contract housekeeping Ready to run contract housekeeping Contract housekeeping progress Customers b Contracts Inventory Details Housekeeping contract SCOO001 6 If any problems occur the housekeeping log appears Examine the log and resolve any problems reported Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 439 Keeping Up To Date 440 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved History and Reporting This chapter discusses how to view Service Accent data and produce reports based on that data The following topics are covered e Viewing Historical Information e Using Reports e Custom Report Writing Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 441 History and Reporting CI Viewing Historical Information Service Accent enables you to view the history of a customer inventory item or daily work activity from a job record or from an inventory item Viewing Work History from the Job Dialog 442 Service Accent User Gu
450. service contract Creating a standard inventory item Creating a meter billed inventory item Creating an engineer T Crestina a stock rerned 14 Service Accent User Guide a a ee Service accent Moving around Using table views Using data Forms Using the Finder Creating customer Creating service contract Creating inventory item Recording new Field job Using escalations o Issuing job without the scheduler Closing job Using the visual scheduler Issuing job using the visual scheduler Extending a job Running reports Hi Copyright Vantage Computing Ltd 2007 All rights reserved Help 3 To view the help for a particular topic simply click the topic in the Contents window SEIE Contents GETTING STARTED Moving around Using table views Using data forms Using the finder A ENTERING DATA Creating a customer Creating a service contract Creating a standard inventory item Creating a meter billed inventory item Creating an engineer Fi Creation a stark record 4 and the help for that topic will be shown in the bottom window Moving around Service Accent Common buttons Accent is a Windows based product and should be navigated mainly with a mouse Keyboard shortcuts using Fab and enferexist but you will get most From Accent by using the mouse For the majority of operations Like all Windows products Accent enables you to work on lots of different things
451. setup continue to use these procedures to add new customers contracts inventory and Engineers Although you can use Service Accent to add these data entries at any time it is recommended that you create as many as possible in advance as this speeds up the process of creating and managing jobs Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 59 Creating Information CI Creating Suppliers 60 Service Accent User Guide Suppliers need to be setup so that a supplier can be associated with a product or part record For further information on suppliers and purchase order processing please refer to the Service Accent Stock Control User Guide Service Accent Stock control is an additional optional module To create a Supplier record 1 Click View from the Service Accent button bar under Stock control click the Suppliers icon Service Accent Core System Admin O O O O O O OOOO System Admin view Routines Shortcuts Finder Reports Ta do General 3 a amp Customers Contracts Products amp Inventory Engineers amp parts locations Work control Escalations Visual echeduler Eu Open jobs Closed jobs Invoicing age Invoices amp Sales order costings processing Stock control Suppliers 2 The View Supplier dialogue appears View Suppliers Suppliers Account Mo Mame There are no tems to sh
452. sign different prices to products or parts for customers contracts or countries These prices will override the standard selling prices setup in the stock record To setup a different price click Price Book in any dialogue where the button appears for example customer or stock dialogue In this example we will be using the customer dialogue to setup alternative prices In the customer dialogue click the Price book button Dinas e e RAGE lt J Click the Price book button Price book to setup alternative prices for products or parts Area HERTS T Service region SOUTH Sales region JAMES JOHNSON B Contact Mr Peter Rushworth 01438 315201 and the following appears Price book Vantage Computing International Ste ARa Price book Vantage Computing International Stevenage view and edit the details Entries Price Type There are no items to show in this view Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 33 Getting Started 1 To add a new entry to the price book click New and the following dialogue is displayed Price book Vantage Computing International Ste Siege Price book Vantage Computing International Stevenage Z view and edit the details Details pt Desc Price book type C SOP Invoices only O Service invoices only Both SOP and service invoices C workshop fixed price repair Price
453. son McGill amp Co Ltd 2 Select either Work history or Item history 3 Selecting Work history will display the closed calls dialogue and show all closed calls for this inventory item Please see the section on Work control on page 199 for further details on this dialogue View closed jobs All Field Workshop Booking PM Helpdesk Extensions Audit Tasks Type Job No Category Name Product Serial No Call Date Complet gt 35 Breakd Vantage Computing Ltd SPIN DRYER 98565795696756 15 03 2005 15 0342 Open Reports Find Clear Swap Befresh 4 Selecting Item history will display the item history dialogue and show an audit of all events for this inventory item For example date when item allocated date when item depreciated and date when setup as a loan item item history 98568795698756 ltem History Date Description Customer as entered 09 03 2005 09 03 2005 To loan stock 097 0372005 09 03 2005 Allocated Vantage Computing L 09 03 2005 09 03 2005 Unallocated 0 03 2006 09 03 2005 Allocated Vantage Computing L 1570372005 15 03 2005 Depreciated 15 03 2004 4 03 2005 Vantage Computing L Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 189 Creating Information CI Adding Inventory Notes Click the Notes button to add notes to the inventory item 190 Service Accent User Guide You can use the Notes button on the inventory dialogue to add any n
454. splayed View extensions amp audit 358 A T Sothers and Co 1 Field 2 Extensions 3 audit 4 Tasks Category Logged Responded Fixed Completed Engineer BREAKDOWN 14 02 2007 15 02 2007 15 02 2007 15 02 2007 PR 5 Highlight and open the relevant extension v Remember every job in Service Accent has at least one extension 6 The following job extension dialogue will be displayed Job 358 A T Sothers and Co 1 130b 2 Details Faults 4 Status 5 Completion 6 Tasks z Misc Job type Field Job No 358 BREAKDOWN Logged by PR REDON Z Closed by Peter Rushworth Customer T Sothers and Co 14 15 Guardvile Terrace Customer Immingham w Contact Mr James Harrington Mew Phone Ho Change LContrart x Warranty ia Service NO CONTRACT Charge FIELD CHARGES Set as non chargeable Item Product BASICYACHT Select product Description F basic Yacht 7 Select item Serialo 123434 Location MARINAS BERTH 5 aL Asset Ho BOATO 7 Click Edit and amended the times and or any Parts as required 8 After all the amendments have been made click Invoice This will display the original invoice allocated to this job View Invoices Description Unit Value Net Value BASICYACHT 123434 Peter Rushworth Callout Weekday labour rate D Non zero only 402 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Re costing a Se
455. st 1 06 our ref Returns ref Despatch note Save Abandon 6 Enter the quantity of the part used in the Qty box The default is 1 7 The unit price of the part always defaults from the part record however this can be changed to suit individual jobs For example you may have agreed to a special price with the customer in advance 250 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Closing a Job Even if the job is covered by a parts inclusive contract Service Accent still displays the standard price of the part However when the job is completed Service Accent does not charge for the part 8 As with the unit price the unit cost of the part defaults automatically from the part record This represents the cost to you of using the part and is used to calculate profitability 9 In the Your Ref box enter the customers reference order number for the parts fitted 10 In the Returns ref box enter the returns reference for any parts that have been returned from the customer 11 The Order No box is automatically completed by Service Accent with the purchase order number when an item is ordered via purchase order processing Clicking the Order no button will allow you to drill down to the purchase order The optional Service Accent Stock Control module is required 12 The Despatch note box is automatically completed by Service Accent with the despatch note number wh
456. st status Cancel Navigating and Sorting Jobs In the Call Escalations dialogue you can sort jobs in ascending order by clicking a column name to sort in descending order right click the column name The default sort method is Job Number in ascending order The Select Tab You can customise how the Call Escalations dialogue displays data To customise the Call Escalations dialogue 1 Click the Select tab The Select tab appears Call escalations Contract Warranty Customer Al anjots All jobs Account No SFr Contract jobs only Warranty jobs only Contract No Non contract jobs only C Non warranty jobs only Product P Job types Targets Serial No ii Fa MN Field Response jobs gt _ M Workshop Fix jobs Order No a mn Booking F Only jobs on hold Engineer PO Planned Maintenance Only jobs not on hold l Helpdesk Only recall jobs Current status v Scheme Engineer status v Parts status E x Save As Loans status _ Options Delete User status o d Job category Tg Sort by column Country a M Ascending MV Always show escalations maximised aoe Area ENGLAND BEDS ENGLAND YORKSHIRE Service region v Logged between 07 08 1999 and 28 09 2006 Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 215 Work Control For more information see Using the Finder on page 40 216 Service Accent Us
457. stomer e g you may offer 24x7 cover but th case a job logged at 8am and fixed at 6pm would show a customer dovmtime figure of 8 hours and not 10 ENH When you select a record list and hit Control P to print you are now given the standard printer options so that you can select the printer and any formatting opt multi line lists correctly FIX METER BILLING If d meter bilag you o hen views the meters meat bad changed ges Copyright Vantage Computing Ltd 2007 All rights reserved Help PCI About Service Accent About Service Accent shows Service Accent and Service Accent component version numbers To view about Service Accent 1 From the Service Accent button bar click Help and then click the About Service Accent icon Seles Ce Window Help To do Help for Semice Serice Accenton Search the online Check for updates Accent the web knowledge base a Remote assistance Update history Release notes About Service Accent ET REC Dern ee a De eg Se nee erg ed pe PT LT LOT Es Ming TEE CEE TETE SE ENT EE TETE Leary lade a ent ead ee 2 The following dialogue is displayed About Service Accent Service Accent Service Accent Version 4 8 build 200 RES SP1 SP2b SPS SP4 Copyright 1997 2007 Vantage Computing Ltd Al rights reserved This product iz licensed under the terme of the End User License Agreement to Core System Service Acc
458. subsequent job as a recall and the This is a recall job Select a reason from the list below check box is enabled In addition the Recall Job neon illuminates Job 217 Sampson McGill amp Co Ltd aHa Abandon Jobs lf This is a recall job Select a reason From the list below Ts Save Print 7 CUSTOMER UNHAPPY Delete Audt INCORRECT INSTALL PARTS FAILED o ws loans WRONG PARTS INSTALLED Notes Issue Parts Letters 1 Job 2 Details 3 Faults 4 Status 5 Completion 6 Tasks 7 Misc Properties of this job Logged by Administrator user via Service Accent Closed by i 1 In the event of a recall use the drop down list to specify the reason for the recall 208 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved VCI For more information the Service Accent Installation amp Setup Guide Recording a New Job The automatic recognition of recall jobs is controlled through the System Settings utility 2 Enable the Customer is able to use item box if the inventory item is still working and the customer can use it Neons on the job dialogue Printing a Jobsheet For more information amp Setup Guide When a call is logged some of the neons on the right hand side of the job dialogue can become active depending on the nature of the call Neon Job logged Notes exist Letters exist Customer on stop VIP customer Job on h
459. t No 120 Credit an invoice f Point of sale order Enable the Credit note radio C Non stock order Complete button to credit or part credit an Date 12 03 2007 P r Credit note invoice Convert bo ar Close Notes Invoice to Invoics ddress Print gt Select _ Documents fon Click Credit an invoice button to Show totals credit or part credit an invoice 8 Click the Credit an invoice button and the view invoice dialogue appears View Invoices Invoice No Date Customer Select 1000079 23 03 2007 Vantage Computing International 132 12 03 2007 Vantage Computing Ltd 133 12 03 2007 Vantage Computing Ltd 500005 12 03 2007 Vantage Computing Ltd 64 07 02 2007 Vantage Computing Ltd 65 07 02 2007 Vantage Computing Ltd 07 02 2007 Vantage Computing Ltd 07 02 2007 Vantage Computing Ltd 07 02 2007 Vantage Computing Ltd 07 02 2007 Andover Security Ltd 0702 2007 Vantage Computing International 07 02 2007 Vantage Computing Ltd 07 02 2007 Vantage Computing Ltd 07 02 2007 Vantage Computing Ltd 07 02 2007 Vantage Computing International Reports Find Refresh x x x x x x x x x x x x x x x Provisional only Queries only Non zero only 9 Locate the invoice to be credited or part credited by either selecting the applicable invoice tab or by using the Find option on the right hand side of the dialogue 10 If the invoice has previously been credited no additional credit note can be gene
460. t Record DOMO0001 ARa 1 Contract 2 Specification 3 Biling 4 Customer 5 Other Contract Ho COMOOOO 1 Service level ELECTRICAL APPLIANCE Contract type New Equipment Close Period Date starts 27 06 2006 Evergreen lw Motes Cancelled Letters Print Contract value 0 00 Status Active Discount o 0 000 Discounted value 0 00 Merei 4 Select the Customer tab This tab is organised into two sections Customers on this contract and Selected customer s inventory A one line summary of the customer details appears highlighted in the Customers on this contract section x Contract Record DOMO0001 AE ii 1 Contract 2 Specification 3 Biling 4 Customer 5 other Customers on this contract Close Notes Legend Customer Selected customer s inventory Serial Mo Contract Ma Print BASICYACHT 1254567 0 00 A r Letters E45 1400 1678 235 SCOO006 76 08 COP E 2154879 SC OO006 0 00 Fh FE D67 4567567456 STOW ASH 26 F6 45 7567 MEE riir Mew item Add unallocated item 5 Click Edit and then click New Item in the Selected customer s inventory area The Finder appears Use the Finder to search for the product you want to add to the contract If the product required is not found a new product will have to be created Please refer to Creating a Product Stock Record on page 85 The most common search methods are Part Product No and Description Cop
461. t User Guide 201 Work Control Choosing the Customer and Inventory Item The next step is to select the customer and inventory item to record the job against Job New field job 1 Job Zmisc Job type Field Job Mo 217 DE BE Logged by Admin Pri Category BREAKDOWN Click Select to select the 7 customer and the inventory a ae item A Notes 1 Click Select The Finder appears You can search for the inventory item using the customer name serial number or asset number selection method Finder f m Ed Search for customers The results will show inventory 1 Customers Mare SAM a Customers Taq f contracts Mew search A Post Code 5 a Phone Ha Contract Mo Serial Na Asset No Search results Sampson Meill amp Co Ltd Gravesend SAM00001 Sampson McGill amp Co Ltd Grave Contract Ho Starts Ends SCOOO02E 02 05 2000 0105 2003 Serial Ho Description Asset Ho Location 19768657 3705402 CLEANCO INDUSTRIAL PO 126 Repair yard EJ G Your method of record selection will vary according to your search method however you should always try to associate the job with an inventory item as this is the only way of validating the contract information 2 Double click the inventory item to select it and return to the Job dialogue The associated customer and contract records are selected automatically 202 e Servi
462. t do you want to export Accounts C Purchase orders Advanced options 1 Enable Invoices and then click Next The following is displayed Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 415 Invoicing 416 Service Accent User Guide Export to Sage Line 50 Export data This will export your data to Sage Use this option to export all your invoices to your accounts package Invoice Number From lo Invoice Number to 29999999 For invoices dated up to 31 03 2007 Service r gion E T MW Trial run Include previously exported invoices Export only printed invoices File name c itrans csv By About lt Back Next gt Close The export invoices option is also used to export credit notes to your accounting application 2 Enter the range of invoice or credit note numbers to export The first time the export routine is run the numbers default to 0 to 99999999 Each subsequent run will show the last numbers exported The export will export all invoices upto the date specified in For invoices dated up to If required select a Service region to export for from the drop down list of service regions The default is all service regions Once your range of invoice numbers dates and service region have been entered you need to decide the type of export All three types can be enabled There are three possible types e Trial run Th
463. tage Computing Ltd 102 50 163 15 03 2007 Vantage Computing Ltd 137 50 Reports Find Clear Swap Refresh Suthorise Legend D See ie et RCA Se Sa l Provisional only Queries only D Non zero only 3 The View Invoices dialogue is divided into tabs to enable you to view invoices of each type in isolation By default all invoices are displayed Service Accent also uses colour coding to indicate invoice status 388 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Retrieving Invoices Color Invoice Type Black Authorised Invoices Blue Provisional Invoices Red Credit Notes and Costing Records i e zero value invoices that contain costs to you such as labour and parts costs You can display the explanation of this colour coding both on the data dialogue and others by clicking Legend The check boxes along the bottom of the view enable you to filter the invoices further For example Option Description Provisional only Unauthorised invoices Queries only Unauthorised invoices that cannot be authorised because they are flagged as queries Non zero only Only chargeable invoices and credit notes i e excluding zero value invoices 4 Select the tab of the invoice type that you want to view 5 Use the scroll bars to locate the invoice or 6 Click Find to find a specific invoice The following dialogue appears 4 Specify find options What do you want to view In
464. tage Computing Ltd 2007 All rights reserved Service Accent User Guide 433 Keeping Up To Date vci 7 Where applicable the billing frequency appears and can be amended and a new customer purchase order number associated with all invoices 8 If an overall discount is to be applied to the renewed contract enter it in the Discount field 9 To renew the contract Planned Maintenance schedule click Renew this contract s PM schedule now The button will only be available if the contract has PM scheduled enabled on the specification tab The following dialog appears Service Accent Renew PM schedule The Following dates were added to the PM schedule 21 03 2007 23 04 2007 22 05 2007 21 06 2007 23 07 2007 21 08 2007 21 09 2007 23 10 2007 21 11 2007 21 12 2007 22 01 2008 10 Click OK to accept the amended schedule 11 Back in the Renewal dialog select the Inventory tab Contract renewal CNHOO01 Use this form to renew the contract and items on it 1 Renewal 2 Inventory Product Serial Mo Current value Description starts Mev value COP EA 95757463953 COPIERCO BLA 21 Feb 2006 El a The prices shown are per machine in the case of multiple quantities 12 If an item has a new price on contract renewal select the item and this will enable further buttons at the bottom of the dialogue 434 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Renewing a S
465. tails 4 Items Creat anwe Complete Corver ta oder 16 Queens Park Business Park Total Less costs Margin Printed Country of sale ENGLAND Exchange rate 1 000 To be invoiced as 73 34 Copyright Vantage Computing Ltd 2007 All rights reserved Despatching And Invoicing A Non Stock Order 7 A message will be displayed advising that the order will be completed and an invoiced raised Click Yes to complete and raise an invoice Service Accent Document completion This will complete the document which you will not be able to amend if vou proceed and create an invoice Continue 8 Service Accent will automatically create an authorised invoice for the items and the following will be displayed Invoice 133 Sale 1 Summary 2 Details 4 Tax breakdown Invoice to Deliver to Invoice Mo Vantage Computing Ltd 133 16 Queens Park Business Park Account Ho Hudderfield Road YANOOOOZ Honley Holmfirth Invoice date West Yorkshire FE Mar 2007 eee Due date ii Apr 2007 Invoice Yalue Printed Query Credit this YATiTax value Exported WaT ITax desc Ti 17 50 t Document Gross value 77 47 Exchange rate 1 000 Invoiced as Met value Order No UL aa For full details on invoice procedures please refer to the chapter on invoicing on page 371 9 To print the invoice click Print 10 After the invoice has been printed click Clo
466. tal Discount 0 00 Less costs Margin Delivery ae Printed Charge QE Het value 296 25 Country of sale ENGLAND Tax 51 54 Exchange rate 1 000 Gross value 348 09 To be invoiced as 796 25 9 Click the Items tab Credit note 130 Jamieson Business Solutions 1 Setup 2 Delivery details 3 Order details 4 Items Items on this document Description Total value Callout 1 00 0 00 50 00 Weekday labour rate 475 0 00 166 25 Weekday labour rate 2 00 0 00 a0 00 Save Close Motes Ce List Tree Add Pali Documents Show totals Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 357 Sales Order Processing 358 Service Accent User Guide 10 Highlight the item that is to be part credited 11 Credit note 130 Jamieson Business Solutions 1 Setup 2 Delivery details 3 Order details 4 Items Items on this document Description Total value Callout Weekday labour rate Weekday labour rate 2 00 0 00 a0 0j fe List Tree Add Modify Remove __Fat TRE TE NN Serial Mo PR Ol QE 40 00 in fe coco f 14060 f 00 DCE RCE REED RUES SEE EEE Click Modify to change the line value Credit note 130 Jamieson Business Solutions 1 Setup z Delivery details 3 Order details 4 Items Items on this document Description Total value Callout Weekday labour rate Weekday labour rate I 0 00 a0 0g
467. tal Z Parts akit 9 Other Depreciation o Save Period 36 Total period in months to depreciate Delete Frequency 12 How often to depreciate item Close Nexk date 27 06 2006 Mext time item is ta be depreciated Hotes Current value 2 000 00 What iter is worth after depreciation Biter Subcontracting Letters Cast 0 00 After running the depreciation routine see Keeping Up To Date on page 423 the depreciation group looks similar to this Inventory Record 19768657 3785402 CLEANCO INDUSTRIA L fx 6 Rental 7 Parts Skit 9 Other Abandon Depreciation ave Period 36 Total period in months to depreciate Delete Frequency 12 How often to depreciate item Close Next date 31 05 2006 Mext time item is to be depreciated Nokes Current value 1333 33 What item is worth ater depreciation ar liter 2 Status 3 Contract 4 warranty 5 Lease rs The inventory item has been deprecated by 667 66 and the new current value of the item is know 1333 33 The item will depreciate over three years until the value reaches zero 1 The Subcontracting group is used when the inventory item is going to be serviced by an outside source external to your company Inventory Record 19768657 3785402 CLEANCO INDUSTRIA a X 1 Item 2 Status 3 Contract 4 Warranty 5 Lease 6 Rental 7 Parts Skit 9 Other Abandon Depreciation ay Period Total period in months to deprecia
468. tal value There are no tems to showy in this view Close Notes Ce List Tree Add i Fant Documents Show totals Click Add to add items to the credit note The Finder will appear from which you can select the product or part Once the product part has been selected the Item details will be populated as shown below Credit note 119 Abingdon Chemicals Ltd 1 Setup 2 Delivery details 3 Order details 4 Items Items on this document Abandon Description Total value Save There are no teme to show in this view Delete Close fad Notes es Add Print Item details Documents Part S027 72610 Description Optical rods Wit 2 77 x Show totals Oty t _Noinas do Price 17 45 ten requires installation E Discount o 0 00 Tax Item total Total price 17 45 3 05 20 50 Comments a prior 7 Save Item Abandon The Part number selected is displayed To drill down display the stock record for this product part click the Part button Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 333 Sales Order Processing 334 Service Accent User Guide 10 11 12 13 14 15 VCi The Description from the stock record is shown by default This description can be changed just for this sales order The default description on the stock record is not changed Enter the number of items in the Qty box
469. td 16 17 fe List Tree 1 Setup 2 Delivery details 3 Order details 4 Items Items on this document Description 1 00 1 00 0 00 0 00 Optical Rods O 3 26 x 2 Total value E Add Modify Remove Abandon Save Delete Close Notes Print Documents Levure Click Abandon to cancel this item if not required repeat steps 1 to 15 To Add further items to the sales order click the Add button and Summary of the functions available from the Items tab Non stock order 116 Abingdon Chemicals Ltd 1 Setup 2 Delivery details 3 Order details 4 Items Items on this document Cus 0 00 Description Fan Bett Optical Rods 0 5 20 x 2 CT 1 00 1 00 fe List f Tree Item details Park 3282610 Description Optical Rods 0 3 28 x 2 ky 1 00 Price m 18 52 Discount a 0 00 spe Total price Comments Total value ltem requires installation Item total 4 62 145 Ce Een PA E Add Modify Remove Nominal m 18 52 3 24 21 76 Save Item Abandon Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 319 Sales Order Processing Click Show totals to show profit margin for the non stock order Profit margin for the non stock order Click Save to save the non stock order 320 Service Accent User Guide vci To view the profit margin on the non stock orde
470. td 234 Respond by Fix by 14 09 2004 09 49 Engineer Area Open a Schedule Notes BREAKDOWN Job Logged BREAKDOWN Job Logged BREAKDOAN ob L ER Provisionally assigned BREAKDOWN Job Logged BREAKDOWN Job Logged BREAKDOWN Job logged Customer Sampson McGill amp Co Ltd Lansdown Quay Gravesend Kent DA12 9PP Contact Miss Jane Taplow 03746472382 Vantage Computing Ltd 234 Vantage Computing Ltd 4564356356 yaaan omputing Ltd 45643 E anas toei Interna 1234567 Vantage Computing Ltd 4564356356 Vantage Computing Interna 1678 235 1409 2004 10 16 14 09 2004 10 20 Open this job Extend this job Show location Parts Loans Reports Refresh Scheme Engineers Columns Engineer Extensions amp audit Schedule 20 0 200 11H0200 Mew job Explore Notes 0704 200 Reports Letters Properties 29 09 2006 TUUU Faults reported F01 MACHINE DEAD 1 Switch off the power 2 Switch power back on 3 Press the start button three times 4 should now be working 3 There are several options available and these are as follows Open this job Extend this job Show location Parts Loans Engineer Extensions amp Audit Schedule New job Explore Notes Reports Letters Properties Open the job dialogue for this job Extend the highlighted job Shows a map of the customer location via the internet and www multi
471. td Kn Abingdon Chemicals Ltd Altens Minto Projects Ltd Andover Security Ltd A T Sothers amp Co Ltd 4 T Sothers amp Co Bawn Telecom Solutions Plc Brookfield Network Solutio Cardkey Controls Ltd Case Allnet Ltd Chessman Watermark amp C Cyril Dicks Ltd F Bloggs amp Co Ltd Finch Stairlifts UK Ltd Frank Waldon Contractors Hall Gosset amp Faithful En Hutcheon Lancare Ltd Post Code E15 7JD L52 2WD AL2 1FD 509 1HF DNG 21G SW5 STT Cv2 845 RG12 1TQ GUS 9TH BD4 7PG HAS 8XN 5G1 SU 6512 SKB B9 SRE IG 2TP WAS 7CZ Contact Mr Allan Rice Mr Cael McNally Mr Gary MacNaden Mr John Kirby Mr James Harrington Mr Andy Simms Mr Bas Bophal Mr Marcus Faydon Ms Rai Clarke Mr Robert Newman Mr Don Chesford Mr Anthony Green Ms Sonal Arif Mr Michael Grayson Ms Carmen Thomas Open Reports Find Clear Swap Refresh Zj 3 Select the customer you want to add an inventory item to and click Open If the customer does not exist you will have to create a new customer The customer dialogue appears for the selected customer Customer Record Vantage Computing International 1 Customer 2 Details 3 Contacts 4 Contracts 5 Inventory 6 Other Customer Ho WANOOOOL Name Wantage Computing International Address 1 2 Meadway Court 000 Address 2 Meadway Technology Park Address 3 FO Towni City Stevenage County Herts Post code ai 2EF 2 Country ENGLAND
472. te 1 000 Gross value 35 25 To be invoiced as 30 00 Once the credit note has been generated and completed item details can be viewed but not edited Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 361 Sales Order Processing Crediting or part crediting a rental invoice To credit the whole rental invoice 1 Once the rental invoice to be credited has been located and selected see page 340 the Credit note dialogue is populated with details of that invoice Credit note 131 Line Electrical Ltd 1 Setup 2 Delivery details 3 Order details 4 Items f Credit note Document No 131 Date 14 03 2007 Complete Save Close Motes Invoice to Invoice address Print Select Line Electrical Ltd ST ee Hatfield Farm Road Show Barnet Hertfordshire Show totals Total value 1 500 00 Total Discount 0 00 Me Uet Margin Delivery Printed Charge Het value 1 500 00 Country of sale ENGLAND Tax 262 50 Exchange rate 1 000 Gross value 1 762 50 To be invoiced as 1 500 00 2 Click the Items tab to check that this is the correct invoice to credit 3 Click the Setup tab 4 Click Complete and the following is displayed Service Accent Document completion This will complete the document which you will not be able to amend if vou proceed and create cr dit note Continue 5 Click No if the credit note is not t
473. te Delete Frequency 12 How often to depreciate itera Close Mext date 31 05 2006 Mext time item is to be depreciated Notes Current value 1333 33 What item is worth after depreciation HET Subcontracting Letters Cost 0 00 Purchase order No Service code Billing Frequency Advance payment Reason 11 RE Pagel Pages 2 In the Cost field enter the total amount that the subcontractor is charging for servicing this inventory item Please refer to page 141 for further details on subcontracting costs for the contract Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 187 Creating Information CI 3 In the Purchase order field if applicable enter your purchase order number to the subcontractor 4 From the Service code drop down list select the contract type for this subcontractor 5 From the Billing frequency drop down list select the frequency to pay the subcontractor The available options are monthly every two months quarterly every six months annually weekly every 4 weeks or advance payment 6 From the Reason drop down list select the reason for the inventory item to be subcontracted 7 An example of a completed other tab appears as follows Inventory Record 19768657 3785402 CLEANCO INDUSTRIA L ES 1 Item 2 Status 3 Contract 4 warranty 5 Lease Rental Z Parts akt 9 Other Abandon Depreciation Sa
474. ted part When this button is clicked the following dialogue is displayed Merge records Seles This will let merge records together ec Select the record to replace the current one Select the record you want to merge to by clicking the button below Select record You have selected the Following record to merge to nn Click Next to continue All users must be logged out of Service Accent and it is recommended that a backup of your database is made before you begin the merge For more information see Usingthe 3 Click Select record Finder appears to select the new part The Finder on page 40 dialogue now appears similar to the following Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 77 Creating Information 78 Service Accent User Guide Merge records This will let merge records together Select the record to replace the current one Select the record you want to merge to by clicking the button below You have selected the Following record to merge to 1312 111 002 WW SHER Click Next ko continue Next gt Cancel 4 The part number and description are shown Click Next to continue and the following dialogue appears Merge records This will let merge records together Select the record to replace the current one Check the details below You want to replace all occurances of this record BELTI Z Fan belt with this record 1312 111 002
475. tem area shows all parts that have been used on this inventory item The date job number part number and quantity are shown 3 The Parts sold against this item area shows all parts that have been sold to this inventory item via Sales Order processing The date SOP number part number and quantity are shown 4 An example of a completed parts tab appears as follows Inventory Record 123434 A basic Yacht 1 Item 2 Status 3 Contract 4 Warranty 5 Lease Rental Z Parts akit 9 other Parts usage for this item 22 03 2006 206 DEY T2 T Soothers DEVELOPER TYPE 2 Close 27 03 7006 206 DRUM T 1 4 T Sothers DRUM TYPE 1 Notes History Letters Parts sold against this item Doc Mo There are no items to show in this view HWM s Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 181 Creating Information vci Completing The Kit Tab The kit tab on the inventory dialogue shows details of any additional items that have been added to the base product This tab is useful for keeping a record of any peripherals that have been added For example you may add an automatic floor cleaning pad to a Floor polishing machine and then record the detail in the kit tab 1 In the inventory dialogue select the Kit tab The Kit tab appears Inventory Record 19768657 3785402 CLEANCO INDUSTRIA L O X 1 Item 2 Status 3 Contract H warranty 5 Lease R
476. ter the contract start date Additions will automatically be pro rata billed Please see Running Contract Billing on page 372 Ticking this box activates the Add to contract on renewal field 6 Tick the Add to contract on renewal box if this inventory item is going to be included in the renewal of the contract See Renewing a Service Contract on page 432 7 The Start date box shows the start date of the contract as defined in the contract dialogue 170 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Adding Details To Allocated Inventory Items 8 Service Accent automatically places the date the contract was added into the Date added field 9 If the item is cancelled from the contract enter the cancellation date in the Cancellation date field Enter the last date of cover so if the item is cancelled from ist June enter 31st May Any credit if required will then credit the period 1st June onwards The inventory item cancellation date may be different to the contract end date 10 Enable Exclude this item from price increase to exclude this inventory item from any future automatic price increases 11 Enter the contract value for your new inventory record in the Value per item field If this inventory item is an addition Service Accent will work out the amount to be billed each frequency pro rata based on the start date of the contract and the date this item was added This value
477. text length service lev ss Lettersexist Charge nocHarces Set as non chargeable RES ss YIP customer Product pcpcq Select product E Description PC CO PENTIUM PE ee c foot iran located Location DIRECTOR S OFFICE t __ Abandon tem Resources allocated Asset No SERCO Copyright Vantage Computing Ltd 2007 All rights reserved Viewing Historical Information You can choose to see work history for the customer or the inventory item You can use the next submenu to choose between seeing all jobs open jobs or closed jobs Job 248 Service Point Ltd 1 Job FA Details 3 Faults 4 Status 5 Completion 6 Tasks 7 Misc Job type Field v Job No 248 Logged by JS Category BREAKDOWN Customer Select Service Point Ltd Cairns Way Customer New England Road Contact nar Iain Davidson New Phone No 0123456780 2 Change Contract scoot M On contract Warranty On warranty Service a large text length service lev Charge no chars Set as non chargeable Item Product IPc Pcc Select product Description lPc co PENTIUM PC z Select item _ Serial No _ Jocco Location DIRECTOR S OFFICE Sebel fll Asset No SERODOO1 All jobs Open jobs Closed jobs __ lt he om Netes rse Send email 3 For example click All Jobs A window opens to show a list of jobs and brief details View all jobs
478. the contract appears inactive 23 If you want Service Accent to remind you to review pricing for the contract and apply uplifts through the price uplift routine select a time period from the Frequency drop down list otherwise accept the default None Service Accent advances the Review Date automatically each time you run a price increase when the contract housekeeping routine is run For more information see Running Contract Housekeepi on page 438 ny 24 If you selected a price review frequency you can use the Review Date field to override the default date for the review 25 Use the Increase field to specify a default percentage by which Service Accent should increase the contract price at review time 26 Click Save to save the contract specifications Adding Billing Information For contracts you must specify the billing details The billing tab is not active unless you enable contract billing from the specification tab 132 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Creating Contracts To add billing information for a contract 1 In the Contract Record dialogue click the Billing tab and the following dialogue will be displayed Contract Record New Silas 1 Contract 2 Specification 3 Biling 4 Customer 5 Other Invoice grouping Period to invoice Group by contract In advance Save C Group by invoice address C In arrears Billing details Payment
479. the job is already scheduled this will be grey out not available Create a new job and open the job dialogue Drill down and explore the customer inventory and engineer details View any notes associated with the job Open the report dialogue Open the database properties Use only at the direction of your support provider Allows you to allocate an additional resource to a fault Allows you to locate jobs in the same town area etc Service Accent only allows you to assign one engineer per job as default However you can allocate additional resources engineers to a fault through the scheduler This then allows you to account for the second engineers time on the same job 226 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Using the Visual Scheduler To schedule a resource to a fault on the job right click the job and then select Schedule a resource IYSEDEN CHRISTIE Jane Smedley Open this job Extend this job Peter Rushworth i Parts s Loans Engineer SERVICE CO Extensions amp audit New job Explore Notes Reports amp Letters Properties r Schedule a resource gt F09 POWER SWITCH FAULTY gt MNewresource r mo 7 7 ees sm _ y All the faults recorded on the job will be displayed To add a resource 1 Select the fault to allocate a resource to 2 Select New resource the mouse pointer changes to a T symbol Using
480. the next job that is logged For this customer 6 Click Yes to add the notes as a task for this job or click No to retain the notes for the next job 7 If any Popup Alerts have been setup against the customer Inventory or contract the Popup alert message will be displayed Click Ok to acknowledge the message Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 203 Work Control Click here to drill down ta the Customer record Click here to drill down ta the Contact record Click here to drill down to the Contract record Click here to drill down to the Service level record Click here to drill down to the Charge band record Click here to drill down te the Stock record Click here to drill down te the Inventory record 204 Service Accent User Guide Job New field job Service OTHER r Item Product WHOOSHZ000 Select product VCi In the Job dialogue the customer contract and inventory information are displayed automatically MSIE Job 2 Details 3 Faults 4 Status 5 Completion 6 Tasks z misc Jobs Job type Field Job Ho 217 _ E o wbs Logged by Admin Save Print Category BREAKDOWN Customer Audit Select Sampson McGill amp Co Ltd Close Loans Lansdown Quay Customer Gravesend w Motes ISSUE Contact Miss Jane Taplow l New Parts Phone Ho 03746472382 0 Change Letter
481. the row and column grid point to the required Engineer and time and click The resource appears in the new slot in grey DELIVERY YAM IYSEDEN CHRISTIE Jane Smedley Peter Rushworth Removing a resource To remove a resource 1 Right click on the resource job not the original job and select Remove resource DELIVERY YAM TYSEDEN CHRISTIE Jane Smedley Peter Rushworth Remove resource Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 227 Work Control VCi Creating an Ad Hoc Event An ad hoc event is an activity not associated with a job For example you could schedule an appointment for an Engineer to have their vehicle serviced or an engineer s training course The following procedure describes how to create and schedule an ad hoc event To add an ad hoc event 1 Click Date and select the date for the event 2 Click Ad hoc A dialogue appears Miracle Service Accent r Description of ad hoc event Cancel HOLIDAY SICK TRAINING COURSE WEHICLE SERVICE 3 Select an ad hoc event from the drop down list or manually type a new description and click OK For more information G You can add events to the list using the Categories and Codes feature see the Service Accent Installation and Setup Guide f 4 The mouse pointer has now changed to a T symbol Using the row and column grid point to the required Engineer and t
482. then select open The configuration file will appear similar to this gt Escalate ini Notepad File Edit Format View Help Default Customer 0 Contract 0 3 Locate Schemes if this does not exist type it into the first line On the second line type the name of the scheme to be displayed and on the third line type full to display the escalation maximised 4 Click Save or if creating a new file click Save As and save the file to the AccentDB folder and call it escalate ini Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 219 Work Control vci Using the Visual Scheduler 220 Service Accent User Guide The Scheduler is a diary You can use it to plan your engineers working days and weeks visually using time slots resources colour coding and other features To load the Scheduler 1 Click Shortcuts from the Service Accent button bar under Work control click the Scheduler icon m a s Gr a Routines Shortcuts Finder Reports To do Window Help Work control Newjob Escalations Invoicing im Hew sales oder 2 The Scheduler dialogue appears 2 October 2006 b PRE b 15 00 16 00 b a 17 00 i Engineers 9 00 10 00 11 00 12 00 13 4 4 i 4 Previous week Neat geh Previous day Pant dag lt lt gt gt Tous e Lau eue nue jun a e ee Activity Types Any of the f
483. ther from a specific date or from the start date Service Accent Calculate profitability from what date leave blank for everything Enter the date to calculate the profit from or leave blank to calculate from the start of the contract Contract Record 4COO004 AE 1 Contract 2 Specification 3 Billing 4 Customer 5 Other Show invoices Contract invoices 4 050 000 Analyse invoices Service invoices 125 00 Total invoiced 4 175 00 Show history Labour Close Travel l Calculate profit Parts Motes Total costs Price book Profit 3 460 95 Letters Print Fa Financial Budgets Subcontracting Other 5 Click Price book to see the contract price book Please refer to the section on creating contracts from further information Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 411 Invoicing voi Exporting Data to an Accounting Application For more information see the Service Accent Installation amp Setup Guide Service Accent features a comprehensive accounting system interface module This means you can produce an invoice in Service Accent and then transfer the financial information to your chosen accounting package automatically Contact your support provider for information on using Service Accent with your accounting package Before you can export financial information to an accounting application you must ensure that all nomina
484. ting Application 412 Exporting Data to the Accounting Application 412 7 Keeping Up To Date Transferring Equipment to Different Sites 424 Setting an Item as Unallocated cc ceeeeee 429 Scrapping Inventory Items ccceceeseeeeeeeeeeeees 430 Renewing a Service Contract ccccccccccccccceeceeeeeeeeeees 432 Running Contract Housekeeping cc cceeceeeeeees 438 8 History and Reporting Viewing Historical Information 442 Viewing Work History from the Job Dialog 442 Viewing Work Transaction History from Inventory RECON oi ous 444 Reviewing in the Visual Scheduler 008 445 REOG NS CNRS a 445 Usina FRG DONS ses da nn Mens asteel Sasa aas 446 Changing the Printer ue 450 The Print Preview siaud i a 451 Exporting the Report sensations 452 Setting the Default Printer for a Report 452 Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide iv 9 System Tools Copyright Vantage Computing Ltd 2007 All rights reserved Assign a password to a Report ccccceeeeereeees 453 Custom Report Writing cccccceeeseesscecceeeeeeeeeeeeeeees 454 Viewing License Details lt 2c munies 456 Using the Recycle Bien nn sn eas 458 Viewing the Recycle Bin oo cccecceeeeerteees 458 Permanently Deleting Records ecceeeeeees 459 Restoring Deleted Recor
485. tion This can be changed to a more meaningful description for example the invoice line description might be 10000 meters of rubber tube This could be changed to something like Parts The actual invoice in Service Accent is not changed it is just the transaction description for your accounting application that is changed 16 The next step is to open your accounting application and then import the file just created in the previous step Locate this file c trans csv and import This manual does not go into details of how to import into your accounting application If further guidance is required please contact your support provider of the accounting application package Copyright Vantage Computing Ltd 2007 All rights reserved Exporting Data to an Accounting Application 17 After an invoice or credit is exported the invoice dialogue is marked as exported along with the date of the export Invoice 21 7 Service 1 Summary 2 Details 4 Tax breakdown Invoice to Deliver to Invoice Ho vantage Computing Ltd SEE 16 Queens Park Business Park Account Ma Hudderfield Road YANOOOOZ Hanley Holmfirth Invoice date West Yorkshire 15 Mar 2007 pee ane Due date 14 Apr 2007 i Printed Query VATiTax value W Exported WAT Tax desc T1 17 50 Mh 19 Mar 2007 Gross value 6 66 Exchange rate 1 000 Invoiced as Invoice Yalue Met value Order Ho 18 Please refer to the user manual for you
486. to Service Accent oo ccccccccceeeeeeeeenes 8 Common Butoni dite 9 The Button Dar erreien a 9 Navis ANR oiran A 10 The Right Click Menu o cccccccccseeessssssseceeeceeeeeeeeeeees 10 Mena Panels ss ni na ne 11 The Window Button sooosooooooosnnnsnnnnnenesssssssssssssssesrenne 12 HEID oerien a E E ae eee 13 Help for Service Accent wo ccccceeeeeeeeesseeeeees 14 Service Accent on the web ccccccsscsscccccceeeeeeeeeees 16 Search the online knowledge base eee 17 Check TOF UPCAles nn ss eats 19 Remote assistance ccccccsssssscccceceeccceeeeeeeeeseeeeeeas 20 Update MISONP ARS tre di eee 21 Release totes mit 22 About Service Accent 28m 23 PED a E 28 Moving Among Tabs 2 44 28 Using Data Dialogues 000 0 ccccccceeeeeeeeesessssssstseeeeees 29 UVB OON Late re nr see 29 Letters Documents 0 0 ccccccceccesesesssesesttsseeeeeees 30 Price BOOK uone Rides a Aes aes 33 USE N EWS Sn ne ne de 36 HU BONS ER nee RO 37 The E q0 6 i oaae e ANE 38 Printinge Record urnie ns nanan ecm 39 Drill Down Buttons 0 0 0 ccccccccesessssscccteeeeeeeeeeeeeees 39 USE the PINCE soseri a at ta ah sales etme 40 The Customers Tab ue eee 43 The Products and Parts Tab oo eceeeceeeeeeeneees 46 TheJobs ab ne a d ne 47 The Invoices Tab ns 48 Note Permissions 21e meme 49 TOdo Scheie et E 50 3 Creating Information Overview oo cccccccccccccececceessesesesssssseaaaeeeeeeesseeeeeeeees 59 Creating Suppliers assessment 60
487. to another item 5 Use the Metrics group to record details of the physical size and weight of the part Enter the weight of the item into the Weight field the size of the item into the Size field and the dimensions of the item into the Dimensions field 6 Use the drop down list to select the Commodity code for the item Part More Tab Page 2 Page 2 is not available unless the optional Stock control module has been licensed 76 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Creating a Part Stock Record Vcr Part More Tab Page 3 Click on the Page 3 tab to access this tab The More tab page 3 appears Stock Record New Sele 7 Compatibility 1 Part 2 Pricing 3 Kit 4 Usage 2 More 6 Alternatives Abandon Save Delete Additional text Close Motes Price book User Fields Stock Field 1 Stock Field 2 Stock Field 3 Page 1 Documents As you are creating a new part stock record the Create new inventory item and Show inventory are greyed out as they are only applicable to products 1 Click the Additional text button to add any additional notes about this part This is for reference only but can be produced on reports if required 2 The Merge this record button is only active when you are not in edit mode If you are in edit mode the button is greyed out This option is used to globally change the current part number with another selec
488. tomers on page 105 Use Finder to select the customer For more information see Using the Finder on page 40 If the customer selected has a head office invoice account the following message will be displayed Service Accent Confirm delivery address The customer vou have selected will be invoiced to different address Continue Click No to select another customer Click Yes to accept a different invoice address The delivery address will be the actually address of the customer and the invoice address will be the head office account Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 313 Sales Order Processing 13 After selecting the customer the Document New dialogue appears 14 15 similar to the following Document New 1 Setup 2 Delivery details 3 Order details 4 Items f Hon stock order Document Wo 118 Date 12 03 2007 Complete Close Motes Invoice to Invoice address Show Print antage Computing Ltd 16 Queens Park Business Park Hudderfield Road Hone Documents Show totals Total value 0 00 Discount Soi 0 00 Delivery None T Charge Het value 0 00 Country of sale ENGLAND Tax 0 00 Exchange rate 1 000 Gross value 0 00 To be invoiced as 0 00 Total Less costs Margin i Printed To see details of the customer click the Show button to open the customer dialogue From the Delivery
489. type Close On account Frequency Monthly X Motes Direct debit Next bill date 15 Jun 2006 other Invoice details Excess Order number One off charge Print Bill to x Invoiced Mominals Letters MMFPLPPL EL 2 Click Edit 3 In the Invoice grouping box select Group by contract or Group by invoice address to have invoices sorted and grouped by contract or invoice address 4 From the Frequency drop down list select how often you want to generate invoices for the customer 5 The Next bill date field defaults to the value you entered in the Date Starts field on the Contracts tab To change this value for example because you already raised the first invoice by another means select a date from the drop down list 6 If your customer wants you to quote a customer specified reference number on your invoices enter this number in the Order Number field 7 Click Bill To to select the billing address Typically this is the head office The Finder opens and you can use it to search for the address The customer number and name appear in the field To change the value click X to delete the current one and then click Bill To to select a new customer If this field is left blank the head office address on the customer record will be used 8 Click Nominals The Nominal entry dialogue appears Nominal entry 3 Nominal code NE Cost centre code Department code 9
490. ue 500 00 Country of sale ENGLAND Tax 67 50 Exchange rate 1 000 Gross value 557 50 To be invoiced as 500 00 Copyright Vantage Computing Ltd 2007 All rights reserved Crediting Or Part Crediting An Invoice 12 Click Complete and the following is displayed Service Accent Document completion This will complete the document which you will not be able to amend if vou proceed and create credit note Continue 13 Click No if the credit note is not to be generated 14 Click Yes to generate the credit note 15 Service Accent will automatically create an authorised credit note for the invoice to be credited and the following will be displayed Invoice 50001 2 Rental 1 Summary 2 Details 4 Tax breakdown Invoice to Deliver bo nacies Mae White Graham Solutions Ltd 200012 2 Glenwell Street Accounk Ma AwHIOOOO4 Invoice date 14 Mar 2007 Due date ht 13 Apr 2007 Invoice Yalue Met value 500 00 Printed Query WATITAxX value 67 50 Exported Document VAT Tax desc T1 17 50 tL Gross value 587 50 Order Mo Exchange rate 1 000 T_T Invoiced as 500 00 T_T Mi v For full details on invoice procedures please refer to the chapter on invoicing on page 371 16 As the rental invoice has only been part credited the rental billing date does not have to be rolled back But if this is needed please refer to step 9 on page
491. uide this document describes how to configure Service Accent Meter Billing Service Accent Meter Billing User Guide this document describes how to use Service Accent Meter Billing Service Accent Online Meter Billing Setup amp User Guide this document describes how to setup and use Service Accent Online Meter Billing Service Accent SMS amp Email Notifications Setup amp User Guide this document describes how to use Service Accent SMS amp Email Notifications Service Accent Wireless Setup Guide this document describes how to install and setup Service Accent Wireless Service Accent Wireless User Guide this document describes how to use Service Accent Wireless Service Accent Remote Customer User Guide this document describes how to use Service Accent Remote Customer Service Accent Remote Engineer User Guide this document describes how to use Service Accent Remote Engineer Service Accent Remote Email Setup Guide this document describes how to configure Service Accent Remote Email Service Accent Remote Email User Guide this document describes how to use Service Accent Remote Email Service Accent Messaging Setup amp User Guide this document describes how to configure and use Service Accent Messaging Service Accent Mobile User Guide this document describes how to use Service Accent Mobile Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 3 Introducti
492. ull details To use remote assistance 1 From the Service Accent button bar click Help and then click the Remote assistance icon Cr Ce 9 To do window Help gt amp 2 Help for Service Serice Accenton Search the online Check for updates Accent the web knowledge baze A Remote assistance Update history Release notes About Service Accent 2 The following dialogue is displayed Service Accent Please enter your meeting number to join a meeting and receive remote assistance 3 Your support provider will issue a unique meeting number prior to starting a remote assistance session Please enter this meeting number in the box provided 4 Click OK to start the remote assistance session 5 After OK is clicked a GoToMeeting web page will appear Click Yes to downloaded the software onto your workstation if GoToMeeting is already installed you will not be prompted for this Enter your name and email address in the box provided and then click Join the meeting Your support provider will advise on the next course of action 20 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Help Update history Update history shows the Service Accent updates that have been applied to the workstation This information is primarily used by your support provider for fault diagnostics To check update history 1 From the Service Accent button bar click Help and then click the
493. ummary of the invoice contents View Invoices 1 All Invoices Unit Value Net Yalue Peter Rushworth Callout Weekday labour rate Weekday labour rate Focus Screw Recepticle D Non zero only Invoices can also be retreived by clicking the Invoice button in any applicable dialogue For example a job dialogue Reprinting an Invoice The following procedure describes how reprint an invoice To reprint an invoice 1 Retreive the invoice as outlined in the previous section 2 In the View Invoices dialogue right click the invoice you want to reprint 3 Select Print Invoice 4 or from the View invoices dialogue double click the invoice to open and then click the Print button 390 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Retrieving Invoices 5 The invoice reprint wizard dialogue appears Reprint an invoice Welcome to the invoice reprint wizard This wizard helps you to reprint an invoice either directly From vour database or From a stored copy a In order to reprint a stored invoice vou will need Adobe Acrobat Reader installed on your computer You can download this later in this wizard To continue click Next 6 Click Cancel to exit the wizard without reprinting the invoice 7 Click Next and the following is displayed Reprint an invoice Invoice reprint wizard Select your reprint option Select how you want to reprint this invoice
494. up new contract that may have the same items on it without having duplicates IF vou are not sure you want to do this do not proceed Continue Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 143 Creating Information vci ee 2 Click No to return to the contract record without relegating the inventory or Click Yes to relegate all inventory on this contract Service Accent will create duplicate inventory items and prefix each serial number with a special character Contract user fields The User fields group contain up to three user fields As Service Accent in some cases may not be configured to store all of the information you require you can customise the user fields to store additional data To relabel these fields to meaningful descriptions contact your support provider Creating Inventory Items There are four methods of creating allocated inventory items Method one is to create via the view inventory dialogue see page 144 method two is to create via the customer dialogue see page page 148 method three is to create from the contract dialogue see page 152 and method four is using Sales Order Processing see page 156 To create an unallocated inventory item that is an inventory item that is not allocated to a customer and is just a stock item see page page 159 Creating Inventory Via The View Inventory Dialogue 144 Service Accent User Guide 1 Click
495. ure is useful for valuing your products 12 If your contracts quote a standard price for the item record that price in the Contract price field 13 Click Nominals to assign a nominal code cost centre code or department code to this product Nominal entry fx Apply your accounting codes 3 Nominal code Cost centre code Department code 14 Use the drop down list to select the Nominal code Cost centre code if required and Department code if required for this product 15 Click Ok and the Stock dialogue is redisplayed Stock Record AIRCONDCOOL1 Standard Air conditioning f O f 7 Compatibility 1Part 2 Pricing 3 Kit 4 Usage 5 More 6 Alternatives Price 1 500 00 Cost 600 00 Scale Weighted average 500 00 Close Contract price 0 00 default annual value Motes Pricing Mominals 4004 4005 001 Price Book Tax code lti 17 50 Documents Customer discount 1 Customer discount 2 Customer discount 3 Supplier discount aa Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 91 Creating Information CI 16 In the Customer Discount 1 2 3 fields enter the discount that can be offered to customers These discounts are percentages After the number is entered the discounted price is shown to the right of the field 17 In the Supplier discount field enter any discount that the preferred supplier of
496. urs can be changed using the Categories and Codes utility Each occupied job contains information relevant to the type of activity scheduled Ad hoc events contain a brief description of the event Job related entries include e Customer Name e Post Code e Area e Job Number e Job Category e Last Status Change e Date and Time Scheduled from and to In some cases the information displayed in an occupied Job Event entry is not fully visible For example a one hour job may not be wide enough to display the full customer name In such cases move your mouse pointer over the entry the full job details pop up and remain visible as long as the pointer remains on the entry Viewing the Schedule for a Week or a Month Although the default view is one day you can view the schedule for an entire week or month To view a week or a month in the Visual Scheduler 1 Right click the date banner i e the grey area that displays the currently selected date and time slots A popup menu appears containing the following options Option Description Show single line per This option is not connected with the week resource or month to view facilities However if selected it will reduce the row height to one line allowing you to view more resources and Engineers on screen simultaneously Day to a view Select this option to display one day in the view A check mark appears next to this option as it is the default view Copyright
497. user fields to store additional data 6 Click Save to save the information and then click Close to exit the supplier dialogue Adding Notes to Supplier Records To add a note to a Supplier record 1 In the Suppler Record dialogue click Notes The Notes for supplier Record dialogue appears E Notes for Supplier Record Air conditioning Supplies Ltd Sele Page 1 Page 2 Page 3 Page 4 Page 5 Permissions To do list Time stamp 2 Type your comments in the text field in the applicable page 1 to 5 3 If the notes are to be restricted to who can amended then click the Permissions tab and set the applicable permissions See Note Permissions on page 49 for further details 4 If you want to add a date and time stamp to the note click Stamp A line with the system date and time and your user ID is inserted at the last line of the note You can also click Stamp before you start typing 5 To create new To Do actions for this supplier please refer to the section on to do s 6 Click Save to save your notes The Notes dialogue closes Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 63 Creating Information vci In the Supplier Record dialogue the Notes neon now appears in yellow to indicate that notes exist for that Supplier Supplier Record Wasington Washer Spares AR 1 Supplier 2 Details Supplier Na wasnt Et o ae Notes neon Mame hwasington Washe
498. ustomer a Sales order processing st Parts sold by customer st Picking list Fe Print document Fe Re print delivery note c WUNIYACIRICOH Aficio CL7300 PCL Sc Auto Tray Select 3 In the right hand plane click Print Document and then click Run report or double click the report Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 321 Sales Order Processing 4 The Print document wizard dialogue is displayed Print document wizard You have already selected one record to include in this report Any selections you make in this wizard will only apply to that record Click Run report now below iF you wish to run the report using that record without stepping through the wizard sf Run report now 5 As the non stock order has already been selected the remainder of the wizard does not have to be undertaken simply click the Run report now button 6 The non stock order will then be displayed on the screen ready to be printed 7 The non stock order print can be altered to match your company logos Stationery etc Please contact your support provider for further information The next step for the non stock order is to despatch and invoice the items See the next section for details 322 eService Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Despatching And Invoicing A Non Stock Order Despatching And Invoicing A Non Stock Order Non stock
499. ustomer s inventory Letters Serial Mo Contract No Print There are no items to show in this view New item Add unallocated item one line summary of the customer details entered earlier should be displayed and highlighted in the Customers on this contract section Click Edit to edit the contract record To see an explanation of the colour codes used in this dialogue click Legend To see the customer record for the currently selected customer in the list click Customer Copyright Vantage Computing Ltd 2007 All rights reserved Creating Contracts VCI 5 To create a new customer to associate with the contract click New For information on creating a The Customer Record New dialogue appears Complete the customer see Creating information for the new customer When you save the record the new Customers on page 105 customer appears in the list in the Customer tab In the list box the customer to whom the contract belongs appears in red Associated customers appear in grey For more information see Using 6 If you want to create and add new inventory records to the contract the Finder on page 40 Creating click New Item The Finder appears and you can perform a search of Inventory Items on page 144 products and then proceed to create the new inventory records Creating Inventory Via The Contract Dialogue on page 152 For more information see Using 7 Click Add unallocated item if you want to associate
500. uting co uk dl provider vcifcatalog serviceaccent id download asp Go Vantage Computing 9 Download Centre Downloads home Product home VCI UK Europe gt Service Accent The following downloads are available Select a download to view a summary More downloads are available in Utilities and miscellaneous downloads Title Release date ersion Service Accent update version 4 6 198 22nd August 2006 4 6 198 This is the Service Accent update for the UK and Europe This will update Service Accent to version 4 6 1986 See below for instructions Database mapper for Service Accent Service Pack 3 version 4 0 25 2nd August 2005 This is the database mapper for Service Accent with Service Accent Service Pack 3 installed The database mapper is not updated as part of an MSA update or Service Pack install as it resides in your shared AccentDB folder PCs that have not had pre SP3 Service Accent installed will not be able to run the existing database mapper This version is designed to run with MSA SP3 at re 3 Select the update required and then follow the instructions for downloading Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 19 Getting Started Remote assistance Remote assistance is used by your support provider to provide support and or training by a secure remote control session If Remote assistance is required please contact your support provider for f
501. utton to credit this invoice The following message is displayed Service Accent Credit this invoice IF you continue the entire invoice will be credited and an authorised credit note will be generated automatically IF you only want bo partically credit this invoice use the credit Function in SOP instead Continue 10 Click No if the invoice is not to be credited Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 395 Invoicing Ci 11 Click Yes to credit the whole invoice and produce an authorised credit note To partially credit an invoice use Sales order Processing see Crediting or part crediting a job invoice on page 353 for further details 12 An authorised credit note will be automatically created Invoice 500013 Service AE 1 Summary 2 Details 4 Tax breakdown Invoice to Deliver to Invoice Mo 500013 Account No REDOOOO Invoice date Gloucestershire is Mar 2007 aLa OAE Due date 15 Mar 2007 Invoice Yalue Met value 525 33 Printed Query WATITAX value D 21 94 Exported WATITAx desc TL 17 50 Gross value D 617 27 Exchange rate 1 000 Invoiced as 525 55 Order Na 13 Click Print to print the credit note 14 Click Close to close the invoice dialogue Q If you are crediting Contract or rental invoices and you intend to rebill the customer the next bill date will have to be rolled back to the pre
502. ve Period 36 Total period in months to depreciate Delete Frequency 12 How often to depreciate item Close Next date 31 05 2006 ext time item is to be depreciated Nokes Current value 1333 33 What item is worth after depreciation Acker Subcontracting Letters Cost 350 Purchase order Mo LKI987 oO Service code Hardware Billing Frequency Quarterly Reason Out of area of expertise Page 1 Pages 11 HE The additional details have now been added to the allocated inventory item Click Save to save the record Viewing Inventory History 188 Service Accent User Guide The History utility button on the inventory dialogue allows you to view all closed calls or an audit trial of the events for the inventory item Copyright Vantage Computing Ltd 2007 All rights reserved Adding Details To Allocated Inventory Items 1 In the inventory dialogue click on the History button to the right of the dialogue Inventory Record 19768657 3785402 CLEANCO INDUSTRIA fa X Rental 7 Parts akit 9 other Litem 2 Status 3 Contract 4 warranty 5 Lease Product WHOOSHZ000 Change Description CLEANCOINDUSTRIALPOLISHER Serial No 19768657 3785402 Close Gil iia Motes Click the History button to view work history or item Category FLOOR POLISHER E History history Asset Ho 128 Letters Location Repair yard Date installed 27 06 2006 Notes n Customer Samp
503. ventom Engineers amp parts locations Work control 384 Bpehjobs Closediobs Batch jab antsy M ten OIOIN Price Objectives Objectives Objective 2 7 7mm x 25 7 BF angulation mesh Paediatric angulation mesh BF large angulation mesh HINGE SPARE PAR T Vindow Fiber Optic Bundle Fiberoptic bundle Fiber Optic Bundle Sapphire window 1 18 x Objectives Optical Rods S Z 1 19 x WASHER SPARE PAR Description Objectives Objectives Objective 2 77mm x 25 7 EF angulation mesh Paediatric angulation mesh EF large angulation mesh HINGE SPARE PAR T Window Fiber Optic Bundle Fiberoptic bundle Fiber Optic Bundle Sapphire window 1 18 x Objectives Optical Rods S Z 1 19 x WASHER Category SPARE PAR Copyright Vantage Computing Ltd 2007 All rights reserved Escalation Cost Location Cost Location 0 00 0 00 0 00 0 00 0 00 0 00 0 30 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 25 0 ew Open Reports Find Clear Swap Refresh ddd HOR New Open Reports Find Clear Swap Refresh Service Accent User Guide 65 Creating Information 66 Service Accent User Guide 4 The Stock Record New dialogue appears Stock Record New DoR Compatibility 1 Part 2 Pricing 3kit 4Usage 5more 6 Alternatives Fart Mo Pe Save Description Category ki Close Is a product fi e has serial number Motes 15 always char
504. vious billing period Please refer to Crediting or part crediting a contract invoice on page 343 and Crediting or part crediting a rental invoice on page 362 for further details 396 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Re billing a Service Job Re billing a Service Job You can re bill a service job only if an invoice has not yet been generated or if an invoice has been generated it is only a provisional invoice The reason for re billing a service job could be that parts where not added to the call or the work times were incorrect To re billing a service job 1 Open the job that is to be re costed using Finder or View closed Calls 2 The job dialogue is displayed Job 81 Kelvin Engineering Ltd 13ob 2 Details 3Faults 4 Status 5 Completion 6 Tasks z Misc Job type Field Job Mo 81 Logged by Admin cree BREAKDOWN x Closed by Administrator Customer Select kelvin Engineering Ltd Basing House Customer Little Basing Road i Contact Mr Steve webb Mew Send email Phone Mo D Change Contract 5coo0o0 E Warranty EE E E Service nocontract l Charge ET CHARGES Set as non chargeable Item Product Fax FC Select product Description FAXCO FACSIMILE MACHINE 7 Select item _SerialNo 17626511 r torts Abandon item Asset Mo KELOO0001 Il 3 Any changes to the work time travel time travel hours mileage or parts
505. voice No Date Value Customer 7 Enter your search criteria and click OK The results appear in the View Invoices dialogue View Invoices 1 All Invoices 2 Contract Invoices 3 Job Invoices 4 Meter Billing 5 Rentals 6 SOP 7 Internal costs 8 Details Invoice No Customer Net Value Printed 169 15 03 2007 Redfern Sentry Ltd 196 15 03 2007 Redfern Sentry Ltd 82 07 02 2007 Redfern Sentry Ltd 34 19 01 2006 Redfern Sentry Ltd 1000018 30 01 2001 Redfern Sentry Ltd 1000019 30 01 2001 Redfern Sentry Ltd Provisional only Queries only D Non zero only 8 After you have located the correct invoice do one of the following Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 389 Invoicing e open the invoice record by double clicking it Invoice 62 Service 1 Summary 2 Details 4 Tax breakdown Invoice to Deliver bo Invoice No Redfern Sentry Ltd 82 Third Floor Offices Accounk Mo Market Square House REDOOOO Frenchville Lane Cheltenham Invoice date Gloucestershire oF Feb 2007 Motes cere Due date Print E Mar 2007 Re cost Invoice Yalue Met value 525 55 Printed Query Credit this WATITAax value 91 94 Exported VAT Tax desc T1 17 50 tL Gross value 617 27 Order Mo Exchange rate 1 000 T_T Invoiced as 525 455 Job o2 UL e highlight the invoice record and select the Details tab to view a S
506. voices since Show invoices Show documents General Financial Miscellaneous Sales 1 Sales 2 Billing Price book Ea Costs are shown in red and charges shown in black 3 By default all profit is calculated from the date the customer s were added to Service Accent If you wish to calculate the profit for a different period enter the start date in the Invoices since field The display now appears similar to this Customer Record Vantage Computing International Sia Eg 1 Customer 2 Details 3 Contacts 4 Contracts 5 Inventory 6 Other Service Invoices Meter billing Total invoiced Parks Close Total costs Profit Motes Letters Sites Profit For this customer only C Profit for all sites in this customer group Invoices since fi 0206 Show invoices Show documents Price book Ea General Financial Miscellaneous Sales 1 Sales 2 Billing 118 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Creating Customers 4 Click the Show invoices button to display the View invoices dialogue which shows all invoices raised View Invoices Open Customer Net Value Printed 1041 2000 Vantage Computing International 60 00 16 01 2001 Vantage Computing International 250 00 30 01 2001 Vantage Computing International 120 00 30 01 2001 Vantage Computing International 91 880 00 01 02 2001 Vantage Computing International 300 00 1000029 07 02 2001
507. wer unit Sele 7 Compatibility 1 Part 2Pricing akit 4Usage SMore 6 Alternatives Alternative parts For this part Description In stock BELT12 Fan Belt 4 o BLACK WASHER Black washer For main m Alas Motes Price book Documents gall Add Propogate Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 81 Creating Information vci Adding Compatibility The Compatibility tab is used to indicate which products this part can be used on 1 Select the Compatibility tab The Compatibility tab appears stock Record New Siig 1 Part 2 Pricing akit 4 Usage 5 More Alternatives 7 Compatibilit Abandon This part is compatible with the Following products Save Description SE Delete There are no items bo show in this view Close Motes Price book Documents abandon sxe ee a ae Hesse Documents Notes Documents star ae 2 To add a new product click Add and the Finder appears Select the oe product and the product will be added stock Record New ama 1 Part 2 Pricing akit 4 Usage 5 More Alternatives Compatibility Abandon This part is compatible with the Following products aoe Description a Standard washing machine se Close Motes Price book Documents LH 3 Click Save to save the new part record and then click Close to exit the stock dialogue 82 Service Acc
508. which parts can be used with which equipment 1 Select the Usage tab Stock Record New Compatibility 1 Part 2 Pricing 3 Kit 4 Usage 5 More 6 Alternatives 4bandoni f Show parts used against this part Save f Show parts this part has been used against Delete Usage Last used Close Motes Price book Documents LH 2 To show parts that have been used against inventory linked to this part select the Show parts used against this part radio button 74 lt Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Creating a Part Stock Record Stock Record AR417 Black and White Digital Photocopier O f 1 Part 2 Pricing Skit Usage 5 more 6 Alternatives Last used BLACK amp WHITE TONER 17 08 2004 DRUM TYPE 1 23103 2004 Rares DEVELOPER TYPE 2 09 03 2006 Network Card 2510512004 Price book Fan Belt 24 08 2004 Close Documents Miitri 3 To show inventory this part has been used against click the Show parts this part has been used against radio button Stock Record BELT12 Fan Belt Compatibility 1 Part 2 Pricing 2Kt 4Usage 5 more 6 Alternatives C Show parts used against this part Usage Last used Black and White Digital Photocopier 1 4108 2004 al Close Motes Price book Documents Adding Part More Details Use the More tab to specify additional attributes for a parts stock record Copyright
509. wing message will be displayed Service Accent Confirm delivery address I amp The customer vou have selected will be invoiced to different address Continue Click No to select another customer Click Yes to accept a different invoice address The delivery address will be the actually address of the customer and the invoice address will be the head office account Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 329 Sales Order Processing 13 After selecting the customer the Document New dialogue appears similar to the following Document Hew 1 Setup 2 Delivery details 3 Order details 4 Items Credit note Document Mo 119 Credit an invoice bate 12 03 2007 CONDE Close Notes Invoice to Invoice address Print Vantage Computing Ltd Documents 16 Queens Park Business Park Showy Hudderfield Road Honiley Show totals Total value D 0 00 Total Discount 3 0 00 Less costs Margin Delivery Mone ha E Charge ST E Printed Het value 0 00 Country of sale ENGLAND Tax 0 00 Exchange rate 1 000 Gross value 0 00 To be invoiced as 0 00 14 To see details of the customer click the Show button to open the customer dialogue 15 From the Delivery drop down list select the applicable delivery charge The Charge box will then show the delivery charge G The Delivery charge bands are created in the Categories
510. without closing each one down in turn and opening the next Accent presents vou with dialogue boxes data Forms and views There are controls on the top of each of these Minnise Restore Faxinise and Close The Afninire control will keep the data Form or view in its current status but tuck it away in the bottom corner of the Accent area TF more than one view Form or box is minimised they will queue across the bottom of the Accent area From left to right The estore button will take minimised or re sized window back to its original size x The crose control will shut down khe view or data Form you are using Most of the time you will be prompted to check if you are sure vou wish to close what you are doing The main exception is when closing Accent itself this will exit without a confirmation v Click here to see related topics 5 Click the scroll bar at the bottom of the screen to see Related topics and the following is shown The estore button will take minimised or re sized window back to its original size Click here to see related topics Using table views Using data Forms Using the Finder EVALUATION MEST TOPIC gt gt click here bo see related topics 6 Click the Related topic to view the help details for that item 7 The top of the Help screen displays further options Help ge ml print the displayed topic go back to the previous page of help go forward to t
511. wledge base for frequently asked questions and advice See page 17 for further details Check for updates allows you to check if there are any updates for the Service Accent range of software See page 19 for further details Remote assistance allows your support provider to provide remote assistance See page 20 for further details Update history shows details of the updates applied to Service Accent See page 21 for further details Release notes shows all the release notes for Service Accent updates See page 22 for further details About Service Accent displays Service Accent version details See page 23 for further details Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 13 Getting Started Help for Service Accent Help for Service Accent displays a condensed version of the Service Accent user manual To view help 1 From the Service Accent button bar click Help and then click the Help for Service Accent icon 1 do Help Window a Search the online knowledge base us Service Accent of the web Help for Service Accent E Remote assistance Update history Release notes Check for updates About Service A Accent 2 The following dialogue is displayed Contents GETTING STARTED Moving around Using table views Using data farms Using the finder A ENTERING DATA Creating a customer Creating a
512. wn Highlight the customer required and then click the Select button View Customers Customer Contract customers Non contract customers Head office customers Customer No Post Code Contact CYRO0001 Cyril Dicks Ltd Ruislip Cyril Dicks Ltd HAS 8XN Mr Don Chesford LINOOOO1 Line Electrical Ltd Bar Line Electrical Ltd EN SEP Mrs Julie Hill Refresh 10 If you are transferring to another customer outside of the head office group the finder appears Use it to locate a different customer site 426 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Transferring Equipment to Different Sites 11 Double click the new location to carry the information back to the Transfer inventory dialog Transfer inventory Transfer this item of inventory Please select the customer to transfer the item to i Transfer to a customer within the current head office group Selected customer Cyril Dicks Ltd Ruislip 12 Click Next If the inventory item does not have a contract the following section is v not applicable Please proceed to step 16 13 The Select Contract dialogue appears Transfer inventory Transfer this item of inventory The items is currently on a contract What action do you want to take Current contract bomoi C Transfer items to a new contract C Take itemis off contract 14 If the equipment item is currently on a service contract the contract num
513. word will have to be entered before the report or report wizard runs Custom Report Writing Service Accent is supplied with a standard set of reports that suit most general purposes Specific reports can be developed using Crystal Reports This is a separate software package that is used widely for management reporting For more information see If you do want to write reports yourself or require training in the use of Contacting Your Support Crystal Reports please contact your support provider to discuss your Provider on page 5 requirements 454 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved System Tools For more information see the This chapter describes some of the Service Accent system tools a set of Service Accent Installation and utilities and functions that support and enhance the business functions of Setup Guide the application The following topics are discussed e Viewing License Details e Using the Recycle Bin e Verifying the Database Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 455 System Tools VCI Viewing License Details The license your company purchased for Service Accent determines what modules you can use and how many users can be logged on to Service Accent simultaneously The following procedure describes how you can view this information OQ You need Admin rights to view the license details To view your Serv
514. xt log in to Service Accent To action a re assigned to do After a to do has been re assigned it will need to be actioned by the re assigned user or group 1 Click To do from the Service Accent button bar Service Accent VCI Helpdesk Peter O 8 8 8 a 2 6 System Admin View Routines Shortcuts Finder Reports To do 1 Window Call escalations Support 1 Escalations 2 Select 2 The To do dialogue is displayed Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 53 Getting Started E My to do list ait M to do list B Invoicing 3 The To do dialogue shows all the to do s currently assigned to you Each of the to do categories are shown 4 Ifthere is a to do currently outstanding there will be a alongside the to do category 5 Click the to expand the to do category and the following is displayed E My to do list See To do list he My to do list G Invoicing A Customer 07 06 2006 12 12 Invoice number 12345 query 6 Brief details of the outstanding to do will be displayed showing the originating to do customer or job the date and time to action by and the subject 7 To open the to do either highlight the to do and click Open action or double click the to do The following will be displayed 54 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Using the Finder My actions Add
515. y and Reporting Changing the Printer At any time in the Report Wizard you can change the printer selection To change the printer from the Report Wizard 1 2 3 450 Service Accent User Guide In the Report Wizard click Printer amp Customer inventory summary wizard Step 4 of 6 Enter any parameters below These parameters allow vou to filter the data that appears in the report Select an option Contract inventory only Non contract inventory only Rental inventory only The Printer tab appears Select default printer Select the printer to use for this report Select printer Select paper ch Printer Back Finish Your default printer appears automatically in the drop down selection menu From this drop down list you can select a different printer and select the paper size as required Select default printer Select the printer to use for this report Select printer WONIYACIHP COLOUR Select paper Automatically Select Tra 1 Manual Feed Tray 11 Tray 2 Copyright Vantage Computing Ltd 2007 All rights reserved Using Reports 4 Click Ok to accept this printer and paper size Customer inventory summary wizard Finished Complete Click the Finish Button to run the report IF vou want to change the print destination of this report click the Printer button below before running the report 5 Click Finish to return to the Report Wizard
516. y to do list Invoicing 3 The To do dialogue shows all the to do s currently assigned to you Each of the to do categories are shown 4 If there is a to do currently outstanding there will be a alongside the to do category 5 Click the to expand the to do category and the following is displayed E My to do list aHa To do list Invoicing AF Customer 07 06 2006 12 12 Invoice number 12345 query 6 Brief details of the outstanding to do will be displayed showing the originating to do customer or job the date and time to action by and the subject 7 To open the to do either highlight the to do and click Open action or double click the to do The following will be displayed Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 57 Getting Started My actions Add or review this action Assigned to Admin History Category Invoicing 07 Jun 2006 14 54 Admin Customer is querying invoice number 12345 they Subject Invoice number 12345 query say that the cost of the part appears to be more exensive than what they were quoted Motes Action by 07 06 2006 liz 12 f Update this action Update and re assign this action to another user or group Close this action ed 8 In the Notes box enter any further notes concerning the to do 9 Enable the Close the action button and the date and time of closure are automatically added by Service Acc
517. y upon call closure is set See the Service Accent Installation amp Setup guide If automatic invoices are not raised upon job closure the Job costing routine will have to be run to generate service job invoices If you have the optional Service Accent Wireless module and or Service Q Accent Remote Engineer module the Job costing routine will have to be run to generate any service invoices If the work is chargeable to the customer the provisional invoice can be authorised and printed in much the same way as contract and rental invoices To run service job billing 1 Click Routines from the Service Accent button bar under Work control click the Job costing and invoicing icon D C J o Routines Shortcuts Finder Reports To da Window Help Contracts x a gt LP Contract Rental billing Generate PM Contract billing jobs houtekeeping Work control Job costing and INVOICIFI Invoicing Job costing and invoicing This will invoice and cost your service invoices Parameters Selection f All jobs f Jobs in the following range 3 Do one of the following e Enable All jobs to run job costing for all completed jobs Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 379 Invoicing 380 Service Accent User Guide CI e Enable Jobs in the following range to only run job costing for specific jobs in a range e Enable All ext
518. yed Quotation 111 1 Abingdon Chemicals Ltd 1 Setup z Delivery details 3 Order details 4 Items Deliver to Customer No ABIOOONL Mame Abingdon Chemicals Ltd sss Address 1 ZS Margaret Way 000 Address 2 Grosvenor Road Address 3 Pe ee TownCity Stratford Print County kondon Country ENGLAND Documents Past code E1570 0 area P Contact Mr Allan Rice Mew contact Show totals Phone Ho Applies to Contract Inventory Service level Close Details If the quotation has been saved previously and you need to amend any of the information click Edit the following will be displayed Service Accent Create a new revision Do vou want to dit this quote or revise it By revising ik vou create new quotation with the same document number But later revision number However vou can not edit an earlier revision Mew revision Cancel The latest revision of the quote can be edited Edit this or a new revision New revision can be created Editing a new revision will leave the previous revision intact 1 The Deliver to name and address can be amended if required 2 Click the Contact button to drill down to the contact dialogue for the contact specified 3 To select a different contact select a name from the contact drop down list 284 Service Accent User Guide Copyright Vantage Computing Ltd 2007 All rights reserved Creating Quotation 4 To creat
519. you to setup other suppliers that supply the same item The following is displayed Price book MIE Price book View and edit the d tails Entries There are no items to show in this view Price book Price book View and edit the details Suppliers suomien SE Supplier s part no Save Price 0 00 Cost 0 00 Select the alternative Supplier from the drop down list Enter the Supplier s part no Enter the selling Price and Cost of the item Click Save to save the information Abandon to disregard any information entered or Delete to delete an existing record Copyright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 87 Creating Information 6 An example of a completed price book dialogue is shown below Price book Price book View and edit the details Entries Suppliers Part Mo Digital Solutions Ltd FaTiz 3 500 00 2 500 00 al 7 To close the Price book dialogue click 8 To amend or delete the alternative supplier click the Supplier tab The first tab of the stock dialogue new is now complete Stock Record AIRCONDCOOL1 Standard Air conditioning O X Z Compatibility 1 Part 2 Pricing 3 Kit 4 Usage 5 More 6 Alternatives Part Ho AIRCONDCOOLI Description Standard Air conditioning cooling unit Category DOMESTIC AFFLIAMCE a MW Is a product ie has a serial number Is always chargeab
520. yright Vantage Computing Ltd 2007 All rights reserved Service Accent User Guide 153 Creating Information Ci 6 Select the required product The Inventory record New dialogue Z 8 9 O 10 11 154 Service Accent User Guide appears populated with the product customer details and contract details Inventory Record New Colm Rental Z Parts akit 9 other 1 Item 2 Status 3 Contract 4 Warranty 5 Lease Product TENDER Change Save Description a standard tender Serial Mo Close Oty Noakes Category History Asset Mo Letters Location Date installed Customer Vantage Computing International 2 Meadway Court Meadway Technology Park 1 rs e Enter the specific details of this customer s equipment The Product Description and stock category details were completed when you selected the product type The customer details are also complete Service Accent knows that your new inventory record is associated with the contract and customer In the Serial No field enter the machine serial number if available If this information is not known leave the entry blank Service Accent creates a temporary serial number for you Please refer to the Service Accent Installation and Setup guide In the Asset No field enter the asset number or allow Service Accent to create one please refer to the Service Accent Installation and Setup guide The asset number is an exce

Download Pdf Manuals

image

Related Search

Related Contents

Compact MANUAL Convection Ovens Instruction  Lincoln Electric IM837-A User's Manual  EddyCation  AD-S210  section 1  KRAFFT, S.L. Unipersonal  Pointing Devices  2013-08-01 Rapport Final - Ministère du Logement, de l`Égalité des  Philips Portable DVD Player PET810  MILUX Crono-termostato GUIA DEL USUARIO  

Copyright © All rights reserved.
Failed to retrieve file