High5Wiki - User contributions [en]

Time Tracker for SME

2025-11-18T14:44:35Z

DavidG:

Back to [[SME Add-On Guides]]

=What is Time Tracker for SME?=
Time Tracker is a cloud based application which is accessible on any device with an internet connection. It allows workers to record their time in the field, the type of time or service they are providing and any extra expenses they might incur. Supervisors use Time Tracker to track their employees’ work, alter time sheet entries, verify completed time sheets and initiate payments for time on the job. All of this information is automatically synced with SME.

=Features=
'''Increase Billable Hours'''
*Captures all chargeable time and related expenses at the point of service when it is most easily remembered.

'''Stay Synchronized'''
*Field data entered is automatically pushed to SME software keeping the field and office operations fully synchronized.

'''Supervisor Friendly'''
*Supervisors can edit and verify time sheets from their own device while in the field or back at the office

'''Connect Anywhere'''
*Time tracker can be accessed on any computer with an internet connection. Log your hours from the field or from the office.

'''DOL and DCAA Compliant'''
*Time Tracker ensures that your time sheets are in compliance with government regulations so you can focus on your business.

'''Time Sheet Automation'''
*Increase the efficiency of your time tracking and payroll operations by 10 times with a simple, highly automated user interface.

'''Track GPS Location of Time In and Out'''
*Verify location when techs time in and out of Time Tracker or Mobile Tech for SME. This promotes honest time in/out or allows auditing of locations. See [[Location Settings]] for information on how to setup location for various browsers.

=Benefits=

Your employees are able to log their time in from the field, giving you more accuracy than post-recorded time entries. You can have all of your employees at the office clock in and out to assist with streamlining the payroll process. GPS tracking can tell you where and when your techs arrived, as well as where and when they time out of a job (Know immediately how much a job is actual costing you). Everything is automatically attached to SME labor items, so the actual time worked on a job can be easily compared against scheduled and billed time for an order.

=System Requirements=

SME web-services installed/running live.

SME version 8.0..41+

Desktop: Firefox, Chrome, or Safari

Mobile: Android and Iphone tested

=Setup=
{{#ev:youtube| kLsPlbeCHUw }}

<h3>Assign User Names</h3>
Each technician that will be entering time will need a username and password. Click here to review how to assign User Names:
<br>'''[[SME Mobile Master - Assign User Names]]'''

<h3>Assign Users to a Supervisor</h3>
<br>A supervisor will have the ability to enter time and approve time for anyone they are supervisor of. They also can approve or enter time for anybody that people they supervise supervise.
<br>
<br>In the example illustrated below, Bob Fieldguys supervises CindyM and Jim Boss. He can enter or approve time for both CindyM and Jim Boss. Jim Boss supervises Abe Tech. Abe Tech Supervises Charlie Engineer. Bob Fieldguys can enter or approve time for Abe Tech and Charlie Engineer as well.

<br>[[File:SupervisorStructure.png]]

<br>How to assign:
<br>- Open SME
<br>- Go to '''Setup''' > '''Users'''
<br>- Search for your tech
<br>- Locate the '''Supervisor''' field and select. (image below)
<br>[[File:SMEUser_SupervisorField.png]]

<h3>Setup Labor Defaults</h3>
<br>Make sure the technician has their default service item and payroll items set. The payroll item is what will drive the actual cost for the time entered.
<br>This page shows how the labor defaults work: '''[[Labor Editor Defaults]]'''

<br>Create payroll items and assign techs:
<br>- '''Utilities''' > '''Utilities'''
<br>- Payroll/Wage Items and click '''Run It'''
<br>- In window that opens, either search for an existing payroll item you want to use or click '''New''' to create a new one
<br>- Make sure your techs are added to the payroll item by clicking '''Add From Techs'''.
<br>- Enter in the cost for the payroll item in the '''Wage Amount''' column (image below)
<br>[[File:Timesheet_SettingPayrollItem.png]]

<br> Assign default payroll item to techs
<br>- Go to '''Setup''' > '''Users'''
<br>- Search for your tech
<br>- Click the '''Technician Settings''' tab
<br>- Choose their '''Default Payroll Item''' (image below).

<br>[[File:AssignDefaultPayrollItemToTech.png]]

<br>When the techs are entering time in Time Tracker, this will be their default cost per hour. They would have the ability to change the time they are entering to any other payroll item that they are added to. For Cindy, she has been added to payroll items of “Regular” and “Overtime”. These are her two options when entering time.

<br>[[File:PayrollItemsAssignedToTech.png]]

<h3>Timesheet Manager in SME User Group</h3>
<br>For any user that will need to approve to pay the approved time and print reports for time, they will need to be set to a user group in SME that has Timesheet Manager checked.
<br>[[File:UserGroup_TimesheetManager.png]]
<br>To edit the user group in SME:
<br>- Open SME
<br>- Go to '''Setup''' > '''Company''' > '''Users Groups'''
<br>- Search for the correct User Group
<br>- Click the''' Administrative Clearances''' tab
<br>- Click '''Edit''' and check '''Timesheet Manager'''

=Entering Time on Service or Install Orders=
{{#ev:youtube| BlDxCgIcUnc }}

<br>Log in to SME Mobile at https://mobile.h5sw.com/
<br>Click the '''Time Tracker''' option

<br>In Time Tracker you will see the “Daily” tab. This is where you will select the day you are entering time for, select the service or install order you are entering time for, and either start the timer or manually add time.

<br>[[File:TimeTracker_DailyTab.png]]

<br> If you choose to use the timer in the '''Start/Add Time''' section, you will need to click '''Start'''. You will see the time tracked. Click '''Stop Order #____'''
<br>[[File:TimeTracker_Timer.png]]

<br> After stopping the clock, you will see the time entry (image below)

<br>[[File:TimeTracker_EntryFromTimer.png]]

<br>If you choose to click '''Add Entry'''

<br>[[File:TimeTracker_AddEntry.png]]

<br>[[File:TimeTracker_AddingTimeDetails.png]]

<br> Click [[File:TimeTracker_Enter.png]] to enter the time

<br>If you enter time on the wrong work order, you can't delete the entry but will need to change the hours to 0.

=Reviewing Time Entered and Submitting Time=

{{#ev:youtube| hPTYmwAvazo }}

<h3>Weekly Tab in Time Tracker</h3>
On the Weekly tab you can review your newly entered time, submitted time, approved time and paid time. Make sure you have the correct week selected and the correct tech at the top.

<br>[[File:TimeTracker_WeeklyTab.png]]

<br> Expand the new section to review and submit for approval. After submittal, the time will move from the New section to the Submitted section.
<br>[[File:TimeTracker_WeeklyTab_NewSection.png]]

<h3>Labor Item in SME - Time Tracker Tab</h3>
The time entered by your tech will also show on the service or install order in SME.

<br>If this time is entered on Order # 1024:
<br>[[File:TimeTracker_Order1024.png]]

<br>When you go to Order # 1024 in SME you will see a Labor Item added to the order

<br>Open the labor item and click the '''Time Tracking''' tab (image below)

<br>[[File:SME_LaborEditor_TimeTrackingTab.png]]

<br> On the Time Tracking tab, you will see the''' Start Time''', '''Stop time''', '''Total Time''' and more. This entry is from the Time tracker entry.

<br>If you want to charge your customer for actual time of labor, choose the Billing Status you have setup for Billing equal Actual.

<br>[[File:SMELaborEditor_SetBillingToActual.png]]

<br>To setup a billing status to set the Billing Qty equal to the actual qty for time:
<br>- Go to '''Setup''' > '''Company'''
<br>- Select '''Lists'''
<br>- Select '''Billing Status'''
<br>- Click '''New''' in lower right corner
<br>- Enter name such as “Billing equals Actual” and check “Set Billable Hours to Actual Hours”

<br>[[File:SetupBillingStatus_BillEqualsActual.png]]

= Approving Time=
A Supervisor can approve time that has been submitted. In this example, Bob Fieldguys is supervisor to CindyM. He can approve her time. Bob Fieldguy’s supervisor Mark can also approve CindyM’s time.
<br>[[File:SupervisorStructure.png]]

<br>If you are a supervisor, when you go to the approve tab select the tech you need to review time for. In this example Bob Fieldguys can review time for several techs.

<br>[[File:TimeTracker_ApproveTab_SelectTch.png]]

<br> Choose the correct date for Week Starting in upper left corner.

<br> Review the time. You can click the '''X''' button on individual time entries to send them back to the tech. The time will appear in the tech’s New list. They would need to resubmit the time.

<br>Click '''Approve''' at the bottom to approve all time. Click '''Refuse''' at the bottom to refuse all time.

<br>[[File:TimeTracker_ApproveTab.png]]

<br>Once time is approved, your tech will see the time in their Approved section on the Weekly tab. You will also see the Approved flag checked in the Time Tracking tab on the Labor Editor in SME.
<br>[[File:LaborEditor_TimeTrackingTab_Approved.png]]

= Payroll Tab =
On the Payroll tab you can move the approved time to paid. Click individually on each line or at the bottom click Refuse All or Pay All
<br>[[File:TimeTracker_PayrollTab.png]]

<br>The buttons at the bottom allow you to launch timesheet reports in another browser to view time entered by technicians.
<br>[[File:TimeTracker_reportButtons.png]]

<br> Here is an example of the Tech Timesheet:

<br>[[File:TimeTracker_TechTimesheet.png]]

<br>
Here is an example of the Weekly Timesheet showing time grouped by work order and daily time.

<br>[[File:TimeTracker_WeeklyTimesheet.png]]

= Syncing Time Entries to QuickBooks Timesheet=
<h3>SQLink Settings</h3>
If you need to sync time entries to QuickBooks timesheets, you need to decide which option works for you.
<br>- To set your option, open '''SQLink'''
<br>- Click '''File''' > '''Setup'''
<br>- Locate the '''Transfer Tech Time''' section (image below)

<br>[[File:TimeTracker_SyncingOptions.png]]

<br> Check '''Actual Time Only'''. Actual time is the time entered through Time Tracker.
<br>Choose if you want to sync time that was '''Submitted''', '''Approved''' or '''Payrolled''' to export to QB. If you are syncing “submitted” time, then you don’t need to go through the process of approving time in Time Tracker.

<br>'''Manual Flag Only''' means you have to check on the labor editor which time entries sync.
<br>'''Always Export''' will always export new time entries regardless of status.

<br>Update to Payrolled after export - the Payrolled check on the Time Tracking tab will get checked once the time is synced to QuickBooks.

<h3>QuickBooks settings</h3>
<br>In QuickBooks preferences, payroll needs to be setup and '''Use Time Data to Create Paychecks''' needs to be check in each employees Payroll Info tab
<br>[[File:TimeTracker_UseTimeDataToCreatePaychecks.png]]

=Actual Costs and Time Tracking Costs=
Using Mobile Tech for SME and Time Tracker will also track the actual costs on the work order. The costs are captured "smartly" based on the settings within SME. Understanding how SME calculated the actual costs with help in the setup of Payroll Wage or Service items.

The order that SME determines the hourly cost for the time tracking entered is as follows in order:
* Initialize with Wage cost of the Tech.
* Override with payroll, if payroll item selected. Note that the payroll item is set based on the tech default payroll item or can be manually set in Time Tracker for SME.
* Override with service if service item selected and (system settings to override, or tech is subcontractor)
** Setup>Company>Order "Override payroll cost from service item on labor records"
*** If this is checked, then cost will come from the Service Item
*** If unchecked cost will come from the Payroll/Wage item first.
*** [[File:OverridePayrollItem.png]]

Example with option for "Override payroll cost from service item on labor records":
* With this option unchecked it will use the tech default payroll item.
** In this example, Bob Fieldguy default payroll item is "Union Time"
** [[File:DefaultPayrollItem.png]]
** The payroll item can have different costs per tech. In this example Bob has a fully loaded cost of $48.00 per hour.
** [[File:WageItemUnionTime.png]]
** When time is added through Mobile Tech it will automatically select the Union payroll item and set cost to $48.00 per hour.
** [[File:ActualTimeLabor.png]]
** Here is the service item for "Hourly"
** [[File:ServiceItemHourly.png]]

* Check "Override payroll cost from service item on labor records"

SME Mobile

2025-10-29T14:00:52Z

DavidG: Removed blank TimeSheet section

== Setup ==
To setup your company for SME Mobile, go to [[SME Mobile Master - Admin]]

To setup and enable users for SME Mobile, go to [[SME Mobile Master - Assign User Names]]

To setup and change User Group Preferences, go to [[SME Mobile - Preference Groups]]

== Order List ==
When you log in, you will see a list of orders. You can filter and sort the orders showing. For example, you may want to only see your orders, your labor/tasks scheduled or all orders.

<br>Tap '''Filter''' to get options on filtering your orders such as showing service orders only, or both service and install. Also choose if you want to see all order, only my orders, or closed orders.

<br>[[File:Mobile_FilterSortOptions.png]]

<br> For example, tap the filter on the right and choose '''My Orders''' to only see orders assigned to you, or select '''My Tasks''' to see a list of Labor time scheduled for you.

<br>[[File:SMEMobile_ViewOptions.png]]

<br>If you are using the Dispatch calendar in SME to schedule techs, you probably want to see the labor times you are scheduled for in SME mobile. To see a list of labor time scheduled for you, choose '''My Tasks''' and '''Date Due''' (image below). Choose either '''Ascending''' or '''Descending'''.

<br>[[File:ViewScheduledLaborTimes.png]]

== Open and Update an Order ==
Select an order. At the top of the order, you will see the Order Number in a box at the top. If the box is white, it will say "save SO#xyz" like in the image below. Click the box and it will turn yellow, indicating the data has been saved in SME.
<br>[[File:SMEMobile_SaveOrder.png]]

<h3>Details</h3>
On this tab, you will see the site address, order status, order summary, etc.
<br>Your administrator may have reduced down the fields on this tab to the ones that are used so your Detail tab may not look like what you are seeing on this page or on the demo.

<br>Click '''Home''' to go back to your list of orders

<h3>Notes / Documents</h3>
This tab includes '''Services Requested''', '''Services Performed''', '''Site Notes''', and '''Documents'''
<br>There are two ways you can have your notes setup. Go to Profile > Preferences > UI tab

<br>'''Append Mode''' - set to '''Show'''
<br>If Append is set, then the user cannot edit what has already been entered in the Services Requested, Service Performed, and Notes. They would enter their text and hit Append to add a new time and date stamped note and tap Append to enter their text.

<br>[[File:AppendSS_Hide.png]]

<br>'''Important: Notice below that after hitting append you will get a notification confirming that the note has successfully saved. If you do not see this your note did not save.'''

<br>[[File:AppendSaved.png]]

<br>'''Edit Mode''' - set to '''Show'''
<br> If Edit Mode is set, then the user will be able to enter text directly into the text editor and have the ability to edit notes previously entered. Also, the tech will need to enter their time/date stamp.

<br>[[File:AppendSS_Show.png]]

<br> After entering your notes, make sure you click Save at the top. When you see a white “save” box at the top of the order, you will need to click it to save. Once saved, the button will turn yellow.

<h3>Notes</h3>
The Site Notes entered on a customer record will show in this section. You can also add Site Notes in this section in SME Mobile.
<br>To enter a site note in SME, go to the Customer. Click Notes > Site Notes.
<br>Site notes would be notes specific to that customer or job site that your tech would need to see whenever they are working on site.

<h3>Documents</h3>
The Documents section shows stored documents on the Service Order and allows you to upload documents to the order that were Saved in the Database (linked files do not show here)

<br>To upload a doc, click '''Choose File'''
<br>Browse for the File
<br>Click '''Upload.'''
<br>You will receive a message that file upload complete message.

<br>[[File:SMEMobile_Documents.png]]

<br> It can also show stored documents for the Customer the order is for. If you want the order to also show the customer’s stored docs, then click '''Profile''' > '''Preferences''' > '''UI'''. Set '''CustDocs''' to '''Show'''

<h3>Items / Equipment</h3>

<h3>Custom</h3>

== Timer ==
To Time In/ Time out on a service order, open an order and click the TimeIn/Out button at the bottom of the order (image below)
<br>[[File:SMEMobile TimeInOut.png]]

<br>- '''Task Timer''' - This timer is used to track how long a tech is working on a specific task for a specific order. This will add a Labor item to the order for the amount of time tracked. you can choose what service item you want tied to the labor that is entered by choosing the service item before starting the timer.

<br>[[File:SMeMobileTech_StartTimer.png]]

You can then X out of the timer window and do your work. When ready to time out, Click Time In/ Out at the bottom of the order again and click Stop.

<br>[[File:SMEMobileTech_StopTimer.png]]

== Signature ==
Use the Signature button to collect customer signature. The signature is saved for that order.
<br>[[File:SMEMObile_Signature.png]]

<br>The signature can be found in the Service or Install Order > Work Requested tab. Click the Signature button to view.
<br>[[File:SignatureOnWorkRequested.jpg]]

Accounting and Bookkeeping Role

2025-07-22T16:54:34Z

DavidG:

Accounting and Bookkeeping Role

The accounting or bookkeeping role consists of creating invoices, sending invoices out to customers, entering payments, tracking overdue accounts, and handling the accounting program. SME is not an accounting program since it does not handle accounts payable and general ledger, however it does handle Accounts Receivable functions such as invoicing, payments and recurring invoicing. High 5 Software's SQLink program provides a robust synchronization with QuickBooks (QB).

The following are the tasks performed by the accounting or bookkeeping role:

* Creating Invoices: Orders (service orders and install orders) should be invoiced as soon as possible. The most common procedure is to close and order and then have accounting review the order and convert it to an invoice. However SME6.2 offers additional invoicing methods.
** Converting Closed Orders to Invoices: The technician, dispatcher or project manager should close all completed orders. The accounting should review all closed orders and convert them to invoices.
*** To see a list of closed but not invoiced orders, go to the Service and/or Install module and select Search>Search Closed Orders. Select each closed order, review it and then convert it to an invoice by selecting Actions>Generate Invoice (if the invoice will have multiple invoices with progress invoicing) or Generate Final Invoice (if there will only be one invoice for the order).
*** If the order needs to be edited prior to invoicing, re-open the order by selecting Actions>Reopen Order, make the changes and then generate the Invoice.
*** Pre-SME6.2: If the order needs to be edited after it has already been invoiced, select Actions>Uninvoice for Editing.
*** SME6.2 and Later: If the order needs to be edited after it has already been invoiced, select Edit and make the changes.
*** Pre-SME6.2 version: Once the Invoice is generated, jump to the invoice by selecting Actions>Jump to Invoice
*** SME6.2 and later: Once the Invoice is generated, go to the History tab to see the Invoice and double click to jump to the Invoice.
** Progress Invoice: New for SME6.2! With progress invoicing, you do not have to wait for the order to be completed to invoice. You can generate multiple, "progress" or partial invoices. You can generate progress invoices based on dollar amount, percentage amount, or based on items with a partial invoice. You can also generate a full invoice which copies all the items to the invoice and then allows adding additional items on the invoice.
* Sending Invoices to Customers: Once the invoice is created it should be immediately sent to the customer. Go to the desired invoice and then select to print or email the invoice. You can also use a Fax type printer to automatically fax to the customer, this works just like a printer but instead of printing a copy it sends it as a fax, which saves paper.
* Batch Print Invoices: You can print out all invoices in a batch. Select Utilities>SMP Utilities>System>Batch Print Invoices. This will look through all invoices selected to print and then allow you to clear the batch print flag when completed. Note: You system administrator will have to setup the Invoice Report for batch printing.
* Receiving Payments: You can easily enter payments as they are received. There are a couple ways to enter payments depending on which way you prefer:
** From Invoices: Select the invoice that the payment is for. Then select the Payments tab and select Enter Payment or select Actions>Enter Payment. Then enter the payment information and save. If you double click on the invoice in the payments it will jump back to the invoice where you can print for your records.
** From Payments module: You can select New Payment from the payment module and then select the customer who provided the payment. This will generate a list of open invoices requiring payments. From there you can enter the payment information, select the invoices to pay, and then save to apply the payments. See the Payments section help for details on applying to multiple invoices.
** New for SME6.2: Select the menu New Item and select Payment and follow the method directly above.
* Tracking Overdue Accounts: Sometimes customers don't pay invoices on time and you need to remind them to pay. There are a few ways to find customers behind in their payments. Also for customers consistently late on payments or with a very large balance, you can setup a notification so to notify and warn anyone creating a new order that the customer is behind in the account. See the Notifications section for more information. Here are various ways to see customers behind in payments:
** Look at all open Invoices: Just select F5 to see all open invoices. You can sort by due date to see invoices that are behind in payments.
** Search Customer Balance Information: You can do a search of all customers and sort by balance or aging information to see the customers behind in payments. Go to the Search or View section to see how to find the customer.
** Run a Report: SME has a number of reports to track customers behind in payments. All the following reports can be found in Doc Center>Reports>Customer or Invoice section
*** Standard Aging Report by Date Range: Provides a list of all customers with open invoices or balances and how late the invoices are based on 30, 60, or 90 days beyond the due date.
*** Standard Accursed Balance Report: This is also an aging type report by customer. Used for companies on an Accrual based accounting method.
*** Standard Customer Statement: Creates statements for customers with separate pages per customer so it can be printed and sent to customers.
*** Standard Past Due Notice: Creates separate pages per customer with the past due amounts so these can be sent to customers.
* Managing Recurring Invoices: Recurring invoice are regularly scheduled invoices for ongoing services. For example, a security company would have monthly recurring invoices for the security system monitoring service. Managing recurring invoices involves first creating the recurring invoice, then setting your startup preferences to automatically generate the recurring invoices, and then managing the invoices.
** Creating Recurring Invoices: Go to the recurring invoices module in the Receivables section. Select New Recurring Invoice and select the customer. Then add the services requested and performed. Usually recurring invoices involve only a service item, however you can also add material and labor items to the recurring invoice. Then you select the start date and recurrance frequency and end date. Once you complete all this, the recurring invoice is set to generate on the Next Invoice Date.
** Set your Preferences: If you are managing the recurring invoices, you want these to be automatically generated. To do this, set your startup preferences by selecting the preference icon near the top left. Select the On Startup tab. Select "Generate Recurring Invoices". When you login to SME, it will see if any recurring invoices need to be generated and it will create all the invoices required.
** Manage Invoices: Once the recurring invoice is generated, it creates an open invoice. Once this is created, you can manage it like any other customer invoice by printing, emailing, or faxing to your customer. In addition, if you are using batch printing, these invoices will automatically be flagged to be batch printed.
* Integration with Accounting Systems: SQLink product from High 5 Software provides a synchronization with QuickBooks (QB). This is a very robust and complete two-way sync between SME and QB. See the SQLink help for more information. If you are not using SQLink or have another accounting program besides QB, then you will have to manually enter information into your accounting system. SME also provides exporting utilities to export invoices. Another approach is to create a program the pulls information out of SME for your accounting system. Please contact High 5 Software if you would like to have a synchronization program built for you between SME and your accounting program.
* Sales Tax: You can create sales tax reports to handle the payment of sales taxes to the taxing authorities. These reports are located in Doc Center>Reports>Invoice section. Some typical sales tax reports are as follows:
** Standard Accrued Sales Tax Report: This is for companies using an accrual basis for accounting.
** Standard Cash Sales Tax Report: This is for companies using a cash basis.
** Standard Cash Sales Tax By Codes; A cash report sorted by the tax codes.
** Standard Sales Tax Liability - Cash or Accrual: Reports for either cahs or accrual basis companies.

Accounting and Bookkeeping Role

2025-07-22T16:52:55Z

DavidG: Fixed typo

Accounting and Bookkeeping Role

The accounting or bookkeeping role consists of creating invoices, sending invoices out to customers, entering payments, tracking overdue accounts, and handling the accounting program. SME is not an accounting program since it does not handle accounts payable and general ledger, however it does handle Accounts Receivable functions such as invoicing, payments and recurring invoicing. High 5 Software's SQLink program provides a robust synchronization with QuickBooks (QB).

The following are the tasks performed by the accounting or bookkeeping role:

* Creating Invoices: Orders (service orders and install orders) should be invoiced as soon as possible. The most common procedure is to close and order and then have accounting review the order and convert it to an invoice. However SME6.2 offers additional invoicing methods.
** Converting Closed Orders to Invoices: The technician, dispatcher or project manager should close all completed orders. The accounting should review all closed orders and convert them to invoices.
*** To see a list of closed but not invoiced orders, go to the Service and/or Install module and select Search>Search Closed Orders. Select each closed order, review it and then convert it to an invoice by selecting Actions>Generate Invoice (if the invoice will have multiple invoices with progress invoicing) or Generate Final Invoice (if there will only be one invoice for the order).
*** If the order needs to be edited prior to invoicing, re-open the order by selecting Actions>Reopen Order, make the changes and then generate the Invoice.
*** Pre-SME6.2: If the order needs to be edited after it has already been invoiced, select Actions>Uninvoice for Editing.
*** SME6.2 and Later: If the order needs to be edited after it has already been invoiced, select Edit and make the changes.
*** Pre-SME6.2 version: Once the Invoice is generated, jump to the invoice by selecting Actions>Jump to Invoice
*** SME6.2 and later: Once the Invoice is generated, go to the History tab to see the Invoice and double click to jump to the Invoice.
** Progress Invoice: New for SME6.2! With progress invoicing, you do not have to wait for the order to be completed to invoice. You can generate multiple, "progress" or partial invoices. You can generate progress invoices based on dollar amount, percentage amount, or based on items with a partial invoice. You can also generate a full invoice which copies all the items to the invoice and then allows adding additional items on the invoice.
* Sending Invoices to Customers: Once the invoice is created it should be immediately sent to the customer. Go to the desired invoice and then select to print or email the invoice. You can also use a Fax type printer to automatically fax to the customer, this works just like a printer but instead of printing a copy it sends it as a fax, which saves paper.
* Batch Print Invoices: You can print out all invoices in a batch. Select Utilities>SMP Utilities>System>Batch Print Invoices. This will look through all invoices selected to print and then allow you to clear the batch print flag when completed. Note: You system administrator will have to setup the Invoice Report for batch printing.
* Receiving Payments: You can easily enter payments as they are received. There are a couple ways to enter payments depending on which way you prefer:
** From Invoices: Select the invoice that the payment is for. Then select the Payments tab and select Enter Payment or select Actions>Enter Payment. Then enter the payment information as save. If you double click on the invoice in the payments it will jump back to the invoice where you can print for your records.
** From Payments module: You can select New Payment from the payment module and then select the customer who provided the payment. This will generate a list of open invoices requiring payments. From there you can enter the payment information, select the invoices to pay, and then save to apply the payments. See the Payments section help for details on applying to multiple invoices.
** New for SME6.2: Select the menu New Item and select Payment and follow the method directly above.
* Tracking Overdue Accounts: Sometimes customers don't pay invoices on time and you need to remind them to pay. There are a few ways to find customers behind in their payments. Also for customers consistently late on payments or with a very large balance, you can setup a notification so to notify and warn anyone creating a new order that the customer is behind in the account. See the Notifications section for more information. Here are various ways to see customers behind in payments:
** Look at all open Invoices: Just select F5 to see all open invoices. You can sort by due date to see invoices that are behind in payments.
** Search Customer Balance Information: You can do a search of all customers and sort by balance or aging information to see the customers behind in payments. Go to the Search or View section to see how to find the customer.
** Run a Report: SME has a number of reports to track customers behind in payments. All the following reports can be found in Doc Center>Reports>Customer or Invoice section
*** Standard Aging Report by Date Range: Provides a list of all customers with open invoices or balances and how late the invoices are based on 30, 60, or 90 days beyond the due date.
*** Standard Accursed Balance Report: This is also an aging type report by customer. Used for companies on an Accrual based accounting method.
*** Standard Customer Statement: Creates statements for customers with separate pages per customer so it can be printed and sent to customers.
*** Standard Past Due Notice: Creates separate pages per customer with the past due amounts so these can be sent to customers.
* Managing Recurring Invoices: Recurring invoice are regularly scheduled invoices for ongoing services. For example, a security company would have monthly recurring invoices for the security system monitoring service. Managing recurring invoices involves first creating the recurring invoice, then setting your startup preferences to automatically generate the recurring invoices, and then managing the invoices.
** Creating Recurring Invoices: Go to the recurring invoices module in the Receivables section. Select New Recurring Invoice and select the customer. Then add the services requested and performed. Usually recurring invoices involve only a service item, however you can also add material and labor items to the recurring invoice. Then you select the start date and recurrance frequency and end date. Once you complete all this, the recurring invoice is set to generate on the Next Invoice Date.
** Set your Preferences: If you are managing the recurring invoices, you want these to be automatically generated. To do this, set your startup preferences by selecting the preference icon near the top left. Select the On Startup tab. Select "Generate Recurring Invoices". When you login to SME, it will see if any recurring invoices need to be generated and it will create all the invoices required.
** Manage Invoices: Once the recurring invoice is generated, it creates an open invoice. Once this is created, you can manage it like any other customer invoice by printing, emailing, or faxing to your customer. In addition, if you are using batch printing, these invoices will automatically be flagged to be batch printed.
* Integration with Accounting Systems: SQLink product from High 5 Software provides a synchronization with QuickBooks (QB). This is a very robust and complete two-way sync between SME and QB. See the SQLink help for more information. If you are not using SQLink or have another accounting program besides QB, then you will have to manually enter information into your accounting system. SME also provides exporting utilities to export invoices. Another approach is to create a program the pulls information out of SME for your accounting system. Please contact High 5 Software if you would like to have a synchronization program built for you between SME and your accounting program.
* Sales Tax: You can create sales tax reports to handle the payment of sales taxes to the taxing authorities. These reports are located in Doc Center>Reports>Invoice section. Some typical sales tax reports are as follows:
** Standard Accrued Sales Tax Report: This is for companies using an accrual basis for accounting.
** Standard Cash Sales Tax Report: This is for companies using a cash basis.
** Standard Cash Sales Tax By Codes; A cash report sorted by the tax codes.
** Standard Sales Tax Liability - Cash or Accrual: Reports for either cahs or accrual basis companies.

Support Services

2025-03-10T21:29:38Z

DavidG: changed support email and typos

If you have a question about your SME product, first search through this wiki or go through the menu. If you cannot find the answer, and you have purchased and are enrolled under a support contract, you may contact our Technical Support Department for assistance. If you need training on SME, please contact your sales representative or email support@high5software.com or call 800-585-1696.

'''Contact Technical Support'''

Technical Support is available 7:00am to 4:00 pm (Pacific), Monday thru Friday, by phone at (360) 293-3000, or by email at support@high5software.com .

If you are not enrolled under a support contract, please contact our Sales Department at (360)293-3000 or by email at sales@high5software.com for pricing information.

'''Help Us Help You'''

When contacting Technical Support, please be ready to provide the following
information, which will help us to provide you with more efficient service:

*Your name, your company name and telephone number.
*The exact name and version number of your SME product (Help Menu, About).
*The type of operating system you are using.
*The type of server you are using (if applicable).
*The exact wording of any error or other messages you have received or a screen shot of the issue.
*What happened and what you were doing when the problem occurred.
*How you tried to solve the problem.

'''Browse Wiki for Help'''

Select Search on this wiki to search for help subjects on High 5 Software products.

Short Videos

2024-11-27T14:28:19Z

DavidG: Added more loom videos

== Creating New Work Orders ==
https://www.loom.com/share/5d0645ad0dd3437da883c6dc2e3ebbac?sid=c8ecdaed-2a28-4262-8093-0f7c13fa9899
<br>

== Creating User Activities ==
https://www.loom.com/share/d25199eaa85c437db93c4d46df315b0d?sid=6ec6b168-96fc-4c5b-b7a4-28f718168037
<br>

== Creating Custom Search Views ==
https://www.loom.com/share/11f12b923dfc4b198dbb092476572131?sid=99cdcb4e-617e-44bd-a9f0-f487dfd3bed4
<br>

== Creating Order Templates ==
https://www.loom.com/share/144ccf96fffa49d1a0e5e42bb98cf09d?sid=a1c63864-ca97-4531-9a4a-526559836c0c
<br>

== Create New Recurring Order ==
https://www.loom.com/share/1b3a796a52094ee3b3dec7e64f480d8a?sid=e620d057-262c-42ce-b7dc-5bde7e2d5810
<br>

-------------------------------

== How to copy a standard report ==
{{#ev:youtube| uUNP5VqN2X8 }}
<br>

== How to remove a report from the Print/Email menu ==
{{#ev:youtube| UlhcWT_hl78 }}
<br>

== Basic report formatting in Report Designer ==
(example is on an invoice report)<br>
{{#ev:youtube| A4WDCZNDY48 }}
<br>

== Troubleshooting why orders aren't showing on dispatch calendar ==
{{#ev:youtube| smLzkuMvJcA }}
<br>

== Customizing Search View Basics ==
{{#ev:youtube| O5gbnenlsaw }}
<br>

== Intro to Combined Invoice ==
{{#ev:youtube| kLvSfikaTd4 }}
<br>

== Intro to Partial Invoice ==
{{#ev:youtube| PoiJmQfSVHI }}
<br>

== What is a JIT Count? ==
{{#ev:youtube| FAZIi7C9CZA }}
<br>

== How stock is depleted ==
{{#ev:youtube| 8VQyV5tQTvQ }}
<br>

== Intro to Vendor Items ==
{{#ev:youtube| eizmr30xiHg }}
<br>

== How to reduce inventory quantity using the reconciliation tool ==
<br>- reducing qty in SME using reconciliation does not reduce inventory quantity in QB. You will need to adjust qty in QuickBooks as well.
<br>- reducing qty in SME using reconciliation doesn't send a GL Entry to QuickBooks.
{{#ev:youtube| vCH19lxZFAo }}
<br>

== Intro to returning equipment from a customer back to inventory ==
{{#ev:youtube| plPq-1MCGnc }}
<br>

== Intro to returning stock from inventory to vendor ==
- You can only return available stock to a vendor. Stock that is reserved you cannot return to a vendor. First remove it from the order it is reserved on, then it will become available and you can add it to a vendor return.
{{#ev:youtube| qAwPUVhuEWo }}
<br>

== Creating a PO from a Service Order ==
{{#ev:youtube| aY2kL9vQRCU }}
<br>

== Purchase Orders - Linking items from multiple service orders to one PO ==
{{#ev:youtube| mUiamTbT3EM }}
<br>

== Intro to setting up and using warehouses ==
{{#ev:youtube| HAc4LfTbCtE }}
<br>

== Mobile Tech Preference Group Options ==
{{#ev:youtube| _6-DmMgRyps }}
<br>

== Using Price Books to charge special prices for specific service items ==
{{#ev:youtube| VbLweiuPRL8 }}
<br>

== Using Price Books to markup all inventory by percentage, but not service items ==
{{#ev:youtube| 50kCn6gewn8 }}
<br>

Short Videos

2024-11-27T14:00:42Z

DavidG: Added additional instructional videos - Loom

== Creating User Activities ==
https://www.loom.com/share/d25199eaa85c437db93c4d46df315b0d?sid=6ec6b168-96fc-4c5b-b7a4-28f718168037
<br>

== How to copy a standard report ==
{{#ev:youtube| uUNP5VqN2X8 }}
<br>

== How to remove a report from the Print/Email menu ==
{{#ev:youtube| UlhcWT_hl78 }}
<br>

== Basic report formatting in Report Designer ==
(example is on an invoice report)<br>
{{#ev:youtube| A4WDCZNDY48 }}
<br>

== Troubleshooting why orders aren't showing on dispatch calendar ==
{{#ev:youtube| smLzkuMvJcA }}
<br>

== Customizing Search View Basics ==
{{#ev:youtube| O5gbnenlsaw }}
<br>

== Intro to Combined Invoice ==
{{#ev:youtube| kLvSfikaTd4 }}
<br>

== Intro to Partial Invoice ==
{{#ev:youtube| PoiJmQfSVHI }}
<br>

== What is a JIT Count? ==
{{#ev:youtube| FAZIi7C9CZA }}
<br>

== How stock is depleted ==
{{#ev:youtube| 8VQyV5tQTvQ }}
<br>

== Intro to Vendor Items ==
{{#ev:youtube| eizmr30xiHg }}
<br>

== How to reduce inventory quantity using the reconciliation tool ==
<br>- reducing qty in SME using reconciliation does not reduce inventory quantity in QB. You will need to adjust qty in QuickBooks as well.
<br>- reducing qty in SME using reconciliation doesn't send a GL Entry to QuickBooks.
{{#ev:youtube| vCH19lxZFAo }}
<br>

== Intro to returning equipment from a customer back to inventory ==
{{#ev:youtube| plPq-1MCGnc }}
<br>

== Intro to returning stock from inventory to vendor ==
- You can only return available stock to a vendor. Stock that is reserved you cannot return to a vendor. First remove it from the order it is reserved on, then it will become available and you can add it to a vendor return.
{{#ev:youtube| qAwPUVhuEWo }}
<br>

== Creating a PO from a Service Order ==
{{#ev:youtube| aY2kL9vQRCU }}
<br>

== Purchase Orders - Linking items from multiple service orders to one PO ==
{{#ev:youtube| mUiamTbT3EM }}
<br>

== Intro to setting up and using warehouses ==
{{#ev:youtube| HAc4LfTbCtE }}
<br>

== Mobile Tech Preference Group Options ==
{{#ev:youtube| _6-DmMgRyps }}
<br>

== Using Price Books to charge special prices for specific service items ==
{{#ev:youtube| VbLweiuPRL8 }}
<br>

== Using Price Books to markup all inventory by percentage, but not service items ==
{{#ev:youtube| 50kCn6gewn8 }}
<br>

Email Settings

2024-06-24T20:28:48Z

DavidG:

== SME Settings ==

To setup your email account, click '''Preferences''' at the top of SME. Click the '''Email''' tab.

Note: Administrator (Admin account) requires a working SMTP outgoing email to publish dispatch to tech calendars and for outgoing emails from order status changes (automated outgoing email). It's important to verify that the admin outgoing email is setup properly by logging in as admin and set email to SMTP and test sending out a report (for example email out a service order).

<br>This is a user setting and will be done on each SME users login. Here you can decide if emails sent from SME go out through Outlook or another email client, or if they go out through SME.

[[File:EmailPreferences.jpg]]

# Log into SME as the User you need to setup.
# Click '''Preferences'''.
# In the Current User Preferences, select the '''Email''' tab and fill out the following fields:

<br>Check SMTP if you are sending email directly through SME.
<br>Check MAPI and when sending email from SME your email client such as Outlook will open and the email will be send from there.

<br>If checking SMTP:
* Outgoing Email Server – Type your SMTP server or Exchange Server Name. Gmail is smtp.gmail.com.
* Email login name User Name – Type your email or Exchange User Name
* Proper Name – Type your users full name.
* Email Address
* Password - Your email password, get this from your IT group if you do not know.
* Port – leave blank if the port is standard
** Port 587 used for gmail and Outlook 365
* Encryption - Set the encryption as specified by your email provider
** None: No encryption
** SSL v2, v2.3. v3
** TLS: Used by gmail and outlook 365

Note: Some email servers may block emails coming from SME. Work with your IT group or email provider if emails are not going out through SMTP.

== Gmail settings ==

<br>If you are using '''Gmail''', entering : smtp.gmail.com - In the ‘Host’ field and ‘Tabbing’ out will set the Port & Encryption for Gmail.

'''If you cannot email from SME make sure you have this setting in your Gmail Account set:'''
* Sign into Google Account
* Go to this link: https://myaccount.google.com/security
* Make sure the following is set to on, located near bottom of page:

[[File:lessSecureApps.png]]

'''IF UPDATING SME AND GMAIL IS USED FOLLOW THESE FOLLOWING STEPS:'''
<br>When emailing from SME through Gmail you will need to authorize SME in Gmail. You will also need to be logged into both SME and Gmail before you can email. If you encounter errors with login credentials, you’ll need to log out of both SME, and Gmail and log back in before attempting to email. This is an Admin setting and an individual Gmail account setting.

Gmail – Authorizing less secure apps:
* Log out of SME and Gmail
* Log back into SME
* Make Gmail settings changes
* Log back into Gmail & SME
This is both a user level setting as well as a admin setting.

For users:
https://myaccount.google.com/security?utm_source=OGB&pli=1#activity
<br>Scroll to the bottom and turn on access less secure apps:
<br>
[[File:lessSecureApps.png]]

For the Admin setting:
https://www.google.com/settings/security/lesssecureapps
<br>
[[File:gmailLessSecureApp.png]]

== 2 Step Authentication with Gmail Settings (2FA) ==

If you are using 2 Step Authentication with Gmail, you'll have to create an app password for SME with the steps below:

<br>'''1)''' Log on to Google and open your Account Settings page.
<br> This can be done by visiting: https://myaccount.google.com
<br>'''2)''' Click on: Sign-in & security.
<br>'''3)''' In the “Signing in to Google” section, click on: App passwords
<br>'''4)''' Use the dropdown lists to select: Other
<br>'''5)''' Type: SME.
<br>'''6)''' Click the Generate button.
<br>'''7)''' Copy the obtained password word.
<br>'''8)''' Use obtained password word in SME Email settings ( SME > Preferences > Email and Scanning).

'''Office365 and 2 Step Authentication please refer to the links below:'''

https://support.microsoft.com/en-us/account-billing/how-to-use-two-step-verification-with-your-microsoft-account-c7910146-672f-01e9-50a0-93b4585e7eb4

https://support.microsoft.com/en-us/account-billing/using-app-passwords-with-apps-that-don-t-support-two-step-verification-5896ed9b-4263-e681-128a-a6f2979a7944

== Outlook Settings ==

If you are using Outlook, you can do the following to look up your email account information:
Note: Admin email should use SMTP not MAPI to support publish dispatch and automated outgoing email.

<br>In Outlook, click '''Tools''' > '''Account Settings'''
<br>Choose your account
<br>[[File:EmailAccounts.png]]
<br>You will see your outgoing email server, username
<br>To get your ports click the '''More Settings''' button
<br>[[File:Outlook_InternetEmailSettings.png]]
<br>Match these settings in SME.
<br>[[File:InternetEmailSEttings_AdvancedTab.png]]
<br>
<br>
'''For more information on setting up Office 365:'''
<br>
https://docs.microsoft.com/en-us/exchange/mail-flow-best-practices/how-to-set-up-a-multifunction-device-or-application-to-send-email-using-office-3

Email Settings

2024-06-24T20:27:05Z

DavidG: Updated instructions for 2FA - Two factor authentication for Gmail and Office 365

== SME Settings ==

To setup your email account, click '''Preferences''' at the top of SME. Click the '''Email''' tab.

Note: Administrator (Admin account) requires a working SMTP outgoing email to publish dispatch to tech calendars and for outgoing emails from order status changes (automated outgoing email). It's important to verify that the admin outgoing email is setup properly by logging in as admin and set email to SMTP and test sending out a report (for example email out a service order).

<br>This is a user setting and will be done on each SME users login. Here you can decide if emails sent from SME go out through Outlook or another email client, or if they go out through SME.

[[File:EmailPreferences.jpg]]

# Log into SME as the User you need to setup.
# Click '''Preferences'''.
# In the Current User Preferences, select the '''Email''' tab and fill out the following fields:

<br>Check SMTP if you are sending email directly through SME.
<br>Check MAPI and when sending email from SME your email client such as Outlook will open and the email will be send from there.

<br>If checking SMTP:
* Outgoing Email Server – Type your SMTP server or Exchange Server Name. Gmail is smtp.gmail.com.
* Email login name User Name – Type your email or Exchange User Name
* Proper Name – Type your users full name.
* Email Address
* Password - Your email password, get this from your IT group if you do not know.
* Port – leave blank if the port is standard
** Port 587 used for gmail and Outlook 365
* Encryption - Set the encryption as specified by your email provider
** None: No encryption
** SSL v2, v2.3. v3
** TLS: Used by gmail and outlook 365

Note: Some email servers may block emails coming from SME. Work with your IT group or email provider if emails are not going out through SMTP.

== Gmail settings ==

<br>If you are using '''Gmail''', entering : smtp.gmail.com - In the ‘Host’ field and ‘Tabbing’ out will set the Port & Encryption for Gmail.

'''If you cannot email from SME make sure you have this setting in your Gmail Account set:'''
* Sign into Google Account
* Go to this link: https://myaccount.google.com/security
* Make sure the following is set to on, located near bottom of page:

[[File:lessSecureApps.png]]

'''IF UPDATING SME AND GMAIL IS USED FOLLOW THESE FOLLOWING STEPS:'''
<br>When emailing from SME through Gmail you will need to authorize SME in Gmail. You will also need to be logged into both SME and Gmail before you can email. If you encounter errors with login credentials, you’ll need to log out of both SME, and Gmail and log back in before attempting to email. This is an Admin setting and an individual Gmail account setting.

Gmail – Authorizing less secure apps:
* Log out of SME and Gmail
* Log back into SME
* Make Gmail settings changes
* Log back into Gmail & SME
This is both a user level setting as well as a admin setting.

For users:
https://myaccount.google.com/security?utm_source=OGB&pli=1#activity
<br>Scroll to the bottom and turn on access less secure apps:
<br>
[[File:lessSecureApps.png]]

For the Admin setting:
https://www.google.com/settings/security/lesssecureapps
<br>
[[File:gmailLessSecureApp.png]]

== 2 Step Authentication with Gmail Settings (2FA) ==

If you are using 2 Step Authentication with Gmail, you'll have to create an app password for SME with the steps below:

<br>'''1)''' Log on to Google and open your Account Settings page.
<br> This can be done by visiting: https://myaccount.google.com
<br>'''2)''' Click on: Sign-in & security.
<br>'''3)''' In the “Signing in to Google” section, click on: App passwords
<br>'''4)''' Use the dropdown lists to select: Other
<br>'''5)''' Type: SME.
<br>'''6)''' Click the Generate button.
<br>'''7)''' Copy the obtained password word.
<br>'''8)''' Use obtained password word in SME Email settings ( SME > Preferences > Email and Scanning).

Office365 and 2 Step Authentication please refer to the links below:

https://support.microsoft.com/en-us/account-billing/how-to-use-two-step-verification-with-your-microsoft-account-c7910146-672f-01e9-50a0-93b4585e7eb4

https://support.microsoft.com/en-us/account-billing/using-app-passwords-with-apps-that-don-t-support-two-step-verification-5896ed9b-4263-e681-128a-a6f2979a7944

== Outlook Settings ==

If you are using Outlook, you can do the following to look up your email account information:
Note: Admin email should use SMTP not MAPI to support publish dispatch and automated outgoing email.

<br>In Outlook, click '''Tools''' > '''Account Settings'''
<br>Choose your account
<br>[[File:EmailAccounts.png]]
<br>You will see your outgoing email server, username
<br>To get your ports click the '''More Settings''' button
<br>[[File:Outlook_InternetEmailSettings.png]]
<br>Match these settings in SME.
<br>[[File:InternetEmailSEttings_AdvancedTab.png]]
<br>
<br>
'''For more information on setting up Office 365:'''
<br>
https://docs.microsoft.com/en-us/exchange/mail-flow-best-practices/how-to-set-up-a-multifunction-device-or-application-to-send-email-using-office-3

Short Videos

2024-01-04T19:21:52Z

DavidG: Fixed video player on all videos

== How to copy a standard report ==
{{#ev:youtube| uUNP5VqN2X8 }}
<br>

== How to remove a report from the Print/Email menu ==
{{#ev:youtube| UlhcWT_hl78 }}
<br>

== Basic report formatting in Report Designer ==
(example is on an invoice report)<br>
{{#ev:youtube| A4WDCZNDY48 }}
<br>

== Troubleshooting why orders aren't showing on dispatch calendar ==
{{#ev:youtube| smLzkuMvJcA }}
<br>

== Customizing Search View Basics ==
{{#ev:youtube| O5gbnenlsaw }}
<br>

== Intro to Combined Invoice ==
{{#ev:youtube| kLvSfikaTd4 }}
<br>

== Intro to Partial Invoice ==
{{#ev:youtube| PoiJmQfSVHI }}
<br>

== What is a JIT Count? ==
{{#ev:youtube| FAZIi7C9CZA }}
<br>

== How stock is depleted ==
{{#ev:youtube| 8VQyV5tQTvQ }}
<br>

== Intro to Vendor Items ==
{{#ev:youtube| eizmr30xiHg }}
<br>

== How to reduce inventory quantity using the reconciliation tool ==
<br>- reducing qty in SME using reconciliation does not reduce inventory quantity in QB. You will need to adjust qty in QuickBooks as well.
<br>- reducing qty in SME using reconciliation doesn't send a GL Entry to QuickBooks.
{{#ev:youtube| vCH19lxZFAo }}
<br>

== Intro to returning equipment from a customer back to inventory ==
{{#ev:youtube| plPq-1MCGnc }}
<br>

== Intro to returning stock from inventory to vendor ==
- You can only return available stock to a vendor. Stock that is reserved you cannot return to a vendor. First remove it from the order it is reserved on, then it will become available and you can add it to a vendor return.
{{#ev:youtube| qAwPUVhuEWo }}
<br>

== Creating a PO from a Service Order ==
{{#ev:youtube| aY2kL9vQRCU }}
<br>

== Purchase Orders - Linking items from multiple service orders to one PO ==
{{#ev:youtube| mUiamTbT3EM }}
<br>

== Intro to setting up and using warehouses ==
{{#ev:youtube| HAc4LfTbCtE }}
<br>

== Mobile Tech Preference Group Options ==
{{#ev:youtube| _6-DmMgRyps }}
<br>

== Using Price Books to charge special prices for specific service items ==
{{#ev:youtube| VbLweiuPRL8 }}
<br>

== Using Price Books to markup all inventory by percentage, but not service items ==
{{#ev:youtube| 50kCn6gewn8 }}
<br>

Assign User Names

2023-12-20T16:52:29Z

DavidG: Updated mobile URL, fixed typos

High 5 Software will create an Admin User and provide the Username and Password for you.
<br>You will need to login as the Admin User and setup all the users with usernames and passwords in SME Mobile Master

<br> https://mobile.h5sw.com//SMEMaster

<br>Click '''Login''' in upper right corner
<br>Enter the Admin Username and Password provided by High 5 Software and click '''Log in'''

<br>[[File:LoginSMEMobileAsAdmin.png]]

<br> When you log in, you will see all of your SME Users listed. Move the users that will need a SME Mobile login over to the blue box on the right.

<br>Click the '''+''' sign to the left of the tech’s name and enter a user name in the '''User Name''' field. Click '''Save'''.

<br>[[File:MoveNameAssigneUN.png]]

<br>Once SME Mobile User Names are assigned to each tech that needs one, the users can now log into SME Mobile at https://mobile.h5sw.com/tech.
<br>Each tech will have the same password as the Admin Users password.

<br>To change each users password, click '''Log off''' in upper right corner of SME Master

<br>'''Log in''' as the tech, using the User Name you assigned to the tech and the same password that was assigned to the Admin User.

<br>[[File:LogInAsTech.png]]

<br> Scroll down to the '''Change Password''' section. Enter the current password and the new password.
<br>The password needs to be a minimum of 6 characters

<br>[[File:ChangeSMEMobilePassword.png]]

Time Tracker for SME

2023-12-20T16:51:35Z

DavidG: Updated mobile URL, fixed typos

Assign User Names

2023-12-20T16:50:38Z

DavidG: Updated mobile URL, fixed typos

High 5 Software will create an Admin User and provide the Username and Password for you.
<br>You will need to login as the Admin User and setup all the users with usernames and passwords in SME Mobile Master

<br> https://mobile.h5sw.com//SMEMaster

<br>Click '''Login''' in upper right corner
<br>Enter the Admin Username and Password provided by High 5 Software and click '''Log in'''

<br>[[File:LoginSMEMobileAsAdmin.png]]

<br> When you log in, you will see all of your SME Users listed. Move the users that will need a SME Mobile login over to the blue box on the right.

<br>Click the '''+''' sign to the left of the tech’s name and enter a user name in the '''User Name''' field. Click '''Save'''.

<br>[[File:MoveNameAssigneUN.png]]

<br>Once SME Mobile User Names are assigned to each tech that needs one, the users can now log into SME Mobile at m.high5software.com/tech.
<br>Each tech will have the same password as the Admin Users password.

<br>To change each users password, click '''Log off''' in upper right corner of SME Master

<br>'''Log in''' as the tech, using the User Name you assigned to the tech and the same password that was assigned to the Admin User.

<br>[[File:LogInAsTech.png]]

<br> Scroll down to the '''Change Password''' section. Enter the current password and the new password.
<br>The password needs to be a minimum of 6 characters

<br>[[File:ChangeSMEMobilePassword.png]]

POS with SME Mobile

2023-12-20T16:45:49Z

DavidG: Updated mobile URL, fixed typos

POS (Point of Sale) with SME Mobile:
SME mobile can be used as a point of sale system achieving most of the functionality of a standalone application but with the advantage of being integrated with our service management solution (SME), handling inventory, and syncing with QuickBooks.
Any device can be used for POS including PC, Tablet, or SmartPhone. Just any device with a browser.
The following is the process to use SME mobile as a POS:
# Login to SME mobile by going to https://mobile.h5sw.com/ login and then click SME Mobile or Mobile Tech for SME or Mobile Beta under applications.
# For a new sale select "Create New" button
# Select Cash Customer for an unknown customer or select a customer from the list if they are in the system. SME will typically have a customer called POS Cash Customer or Cash Customer, however if not, you should create ".Cash Customer" in SME. Note that the . at the beginning helps so this customer shows at the top of the list.
# Optional: Add details about the order such as Summary, Service request, service performed. For a quick point of sale, these should be skipped. However, for a POS with services, these descriptions should be added.
# Select Items/Equipment tab
# Add Items to the order. These can be materials, service and labor (tech names) items.
## You can use any barcode device that is connected to your computer such as a BlueTooth or USB connected barcode. This will allow rapid adding of items with the barcode gun. Note: We do not support the camera on smartphone or tablet as a barcode because it's too slow for retail or industrial applications, we suggest a real barcode device.
# Optional: Customer Signature and total. Once you have all the items on the order, you can get a customer signature by selecting the signature button, handing the device to the customer, and let them sign with their finger on the touch screen. This is where a tablet or smartphone works great.
# Invoice: Select the Complete Button and press Invoice. This will process the invoice.
# Payment: After the order is invoiced, an "Add Payment?" screen will appear.
## Click yes to enter the payment information.
## Enter the order total in your payment processing device.
## Note: SME Mobile currently does not directly process credit card payments so you need to enter this into a separate device.
## Record the transaction number from the payment device into SME Mobile with the amount and select the payment type. Select save.
## Select Receipt to print the receipt, here is an example: https://mobile.h5sw.com/ReceiptTemplate.html?CID=1&OUID=SO201405304B86BD0BE1
## Select Save to save payment info.

Warehouse Manager for SME

2023-12-20T16:43:37Z

DavidG: Updated mobile URL, fixed typos

Notice: Warehouse Manager for SME mentioned here has replaced "Barcode for SME" is changing to a browser based application along with a usb or bluetooth barcode device called "Warehouse Manager for SME". The old Barcode for SME using the MT2000 is discontinued as of October 2013. Note that there are many different types of barcode styles. If your barcode scanner isn't working, ensure it is set to be able to read barcode type of "Code 39".

==Warehouse Manager for SME ==
The Warehouse Manager for SME utilizes a browser device along with any usb or bluetooth barcode.
<br>Website for the lastest version of this product is located at https://mobile.h5sw.com//Tech/Barcode.html
Previous version is located here: https://mobile.h5sw.com//barcode.html
You will need to establish an account and login through SME Master at https://mobile.h5sw.com/SMEMaster, then select applications
Warehouse Manager for SME is compatible with SME7.2 or SME8 although we recommend SME8 for best performance.
===Barcode Device for Warehouse Manager for SME===
Warehouse Manager for SME will technically work with any USB or bluetooth connected barcode. However, it's not possible for High 5 Software to test every device so we recommend you select a barcode that is compatible with your browser device (smartphone, tablet, laptop, or PC).
High5 has tested with the following devices:
* Socket mobile: http://ww1.socketmobile.com/products/bluetooth-scanners/how-to-buy/details.aspx?sku=CX2864-1336
* Motorola: http://www.motorolasolutions.com/US-EN/Product+Lines/Symbol/Symbol+Bar+Code+Scanners/Motorola+CS3000+Series_US-EN

Note: Although some consumer applications are able to use a smartphone camera as a barcode device, we believe that the camera is not fast enough for industrial applications. Therefore, you need a separate barcode dedicated barcode device for scanning. These devices are tuned for speed and use fast laser or image scanning.
Note: RFID devices should also work, however have not yet been tested.
If you acquire a barcode or RFID device that is able to connect to your browser device (smartphone) but is not working properly with Warehouse Manager for SME, please contact support@h5sw.com and we will investigate.
===Browser Device for Barcode===
Warehouse Manager for SME will work with any modern browser except that we do NOT support IE-Internet Explorer because Microsoft does not follow standard internet protocols and constantly changes the browser making it not work properly. Instead we recommend Chrome, Firefox or Safari on IOS devices.
This means that the Warehouse Manager will work on a SmartPhone, Tablet, Laptop or PC. It's VERY flexible.
The browser device is used as the screen and the connected barcode device is used for the scanning of the barcodes or RFIDs.

==Licensing and Pricing==
Pricing of Warehouse Manager for SME is $40 per named user per month or $995 plus $199 per year support.
This does not include the barcode nor the browser device as you would acquire that separately based on your needs.
Contact sales@high5software.com to activate your licenses.
==Functions==
===Receive PO's===
To receive purchase orders click the drop down menu at the top of the bar code application and click "Receive Mode". Now you're ready to scan in items that were purchased and shipped to the warehouse to replenish your inventory. The workflow, starting from generating a purchase order, might look something like the following:

====Create A Purchase Order====
Note: For a comprehensive guide to purchase orders in SME please see [[Purchase Orders]]

You noticed you're running low on some items so you go into SME to create a purchase order to replenish your stock and buy some new items from your supplier.

<br>1. Go to '''Purchase Orders''' in Inventory Module.
<br>2. Click '''New''' and select the '''vendor'''. The vendor information will populate the Vendor tab on Details and Settings.
<br>3. Fill out the rest of the fields on Details and Settings tab.

[[File:PO_DetailsAndSettings.png|right]]

* ''' PO #''' - This number will be auto-populated by SME.
* '''Reference #''' - this field will be populated with the PO#. You can edit this field as necessary.
* '''Date''' – Date you created the PO
* '''Due Date''' – Select the date the parts are due in. You can sort by this field in the search window to manage your purchase orders.
* '''Customer''' – Click Customer to add the customer name to the PO. You can sort by this field in the search window.
* '''Taken By''' – The SME user that created the PO.
* '''Requested By''' – You can select the SME user that requested the PO.
* '''Approved By''' – Select the SME user that approved the PO.
* ''' PO Status''' – You can customize this field to reflect the milestones each PO goes through (e.g. ready for approval, approved, sent to vendor, received). You can sort by this field in the search window.

<br>4. Click '''Actions''' and select '''Add Items from Service, Add Items from Install or Add Items from Invoice'''.
<br>5. The Search window will open with all Service, Install or Invoices.
<br>6. Double click on an order and the materials on the order will display.

[[File:ViewItemsOnOrder.png]]

<br>7. Double click on the material you want to add to the purchase order.
<br>8. Select the '''PO Items''' tab. Notice the material selected listed here.
<br>9. Repeat steps 4-7 to add additional materials on order to the PO.
<br>10. Click '''Shipping Notes''' to add shipping notes to the PO.
<br>11. Click '''Save'''.

====Find the PO in the Bar Code Application====
The next step is to find the PO that was just created in SME in the bar code application. Let's say we purchased a "Telecare Package" consisting of a few different items for one of our technicians and had the items shipped to "Bob's Van". Bob needs to use the bar code application to scan these items into the system and verify that he has received them.

#Start at the home page for the bar code application https://mobile.h5sw.com//Tech/Barcode.html
#Choose "Receive Mode" from the drop down menu at the top of the page
#Choose the location where the PO items are being shipped to.
#A list of all of the purchase orders for that location will be shown. Select the PO you want to receive. There it is! PO number 104 from our favorite vendor, Dave's Dainty Dress Shop.
[[File:Receive Mode PO List.png|center]]

====Receive PO====
Now let's scan the items associated with the purchase order into SME's inventory system.

1. Click on your PO to view the items that were shipped to that location
*Each item on the list will display the quantity remaining to be scanned (e.g. 0 of 1.0000 means that you've already scanned the single item of that type that was included in the PO. 1.0000 of 3.0000 means there is one item that still needs to be scanned, out of the three items of that type that were shipped)

[[File:Receive Mode Item List.png|center]]

2. Scan the bar code of the item you want to identify as received (or type the Item Number into the text field and press Enter)
*If the item is not a serial part then it will immediately be received
*If the item IS a serial part you will type the item number, press enter, then type a unique serial number and press enter again

3. Continue scanning until all of the items are received and the quantities remaining are all zero

====Confirm PO Actions in SME====
Now go back to SME into the Inventory module, to the Purchase Order category. Find the purchase order you just received and confirm that it is marked as received.

[[File:SME Receive Mode Confirmation.png|center]]

===Pick Parts for Orders===
The "Pick Mode" in the Warehouse Manager bar code application allows the user to pick and reserve parts for specific customer orders, and then move those selected parts to another location if necessary.
# Select Pick Mode in the top drop down
# Select the warehouse location where you want to Pick From and Pick To.
## If you are just reserving parts for an order, select the current or main warehouse where the parts are and the picking will reserve those parts for the order selected.
## If you want to reserve AND move, select the warehouse you want to move to for example to a tech warehouse.
# Select the order you are picking for. You can use barcode to select the order if you have a barcode for the order number
# Barcode the part or serial number.
## The application will look for barcode in the part number, manufacturing part number, or any of the vendor part numbers for associated vendor parts for a specific part (alternate parts in SME>Inventory>Vendors tab).
## If the part is serialized, barcode the serial number next.
## If the part is not serialized it will pick the part for this order.
# Pick Messages:
## "No Stock Available" If SME does not have any stock, you will get "No Stock Available" and will need to resolve the stock quantities in SME for example maybe the part has not been received or was already selected for another order.
## "Fully Picked" If all the parts are already picked for that part a message will show "Fully Picked".
## "Did not receive" Error code -8. Was unable to select the part for various reasons. Check in SME to determine why that part is not selectable.

===Transfer Parts between Warehouses===
Transfer mode is intended to be used when moving inventory between warehouses. For example, Bob the technician notices that he is running low on the stock of routers that he keeps in his van and gets some more. To keep track of where the company's assets are Bob would scan those items using Transfer Mode when he takes them from the warehouse and puts them in his van. Let's go through the steps he would follow:

# Select "Transfer Mode" at the top of the bar code application
# Select the location that you are transferring inventory FROM in the large "Location" drop down menu
# Choose the location that you are transferring inventory TO in the smaller "To" drop down menu
# Enter the quantity of a specific type of item you'd like to transfer
# Scan the bar code (or type in the Item Number and press Enter)
# A confirmation message is displayed and you can verify that those items were transferred to the new location

== OLD Barcode for SME ==
THIS PRODUCT IS DISCONTINUED AS OF OCTOBER 2013!
Old Barcode for SME is using the Motorola MT2000 with built-in software. This product is being discontinued as of October 2013 and will no longer be sold.

== Device Recommendations ==
The Motorola/Symbol MT2000 series is the only device that works with Barcode for SME. You will need the WiFi capability rather than just BlueTooth for greater range throughout the warehouse, so we recommend the MT2090 version. Most barcodes are 1D so you could go with the SR Laser which only supports 1D barcodes, however the trend is towards 2D barcodes and to future-proof your device, we recommend a 2D imager rather than just the 1D laser.

Specific Device Recommendation for barcode with 2D imager and WiFi, these are kits that include the charger:
* For 2D standard image recognition (this will work for most applications)
** US: [http://www.barcodesinc.com/motorola/part-kt-2090-sl2000c1us.htm?aff-isv-HIG001 MT2090 SR Imager 2D US Kit]
** Worldwide: [http://www.barcodesinc.com/motorola/part-kt-2090-sd2000c1ww.htm?aff-isv-HIG001 MT2090 SR Imager 2D WW Kit]
* For High Density image recognition (this will give greatest flexibility for label scanning, usually slightly higher price):
** US: [http://www.barcodesinc.com/motorola/part-kt-2090-hd2000c1us.htm?aff-isv-HIG001 MT2090 HD Imager 2D US Kit]
**Worldwide: [http://www.barcodesinc.com/motorola/part-kt-2090-hd2000c1ww.htm?aff-isv-HIG001 MT2090 HD Imager 2D WW Kit]

== Login ==
In order to use the device a user must login. These credentials will be used to access the SME database, and for settings in various other functions. A “live” connection does not need to be present in order to login. However the device requires login to operate.

<h3>User Login</h3>
Upon each use of the SME Barcode the device will require the user to login. It will attempt to check the credentials through SME and return whether they were valid. If they are not valid, OR a disconnected state is desired select OK. Otherwise Select Retry to re-enter user credentials.

<br>When the user is ready to close the application Selecting Close instead of log-out will allow the application to be ran again using the same user Login Credentials as previous. A Logout would allow a new user to login.

== Initial Setup ==

There are two main portions to setup the device, both will be automatically presented upon initial use, and can be accessed later through the menu. First is obtaining the web service url for use on the device. The other is choosing the default location of the device. [Print Setup will be covered in a different section]

<h3>Obtaining the Web Service URL</h3>
* The Web service Setup screen will be the first screen presented upon initial use.
* This requires a “Live” connection, but can be bypassed by pressing the Menu button and selecting Home. This will bypass login and run in a disconnected state.
* Enter the correct information and press Login. The URL will be obtained and stored within the device.
* Should the URL need to be changed for any reason, press the Menu button from the Login Screen and select Setup.

<h3>Choosing a Location for the device</h3>
* The device location will be the second screen that appears upon initial use.
* This requires a Live Connection; if a live connection doesn’t exist this function is not available. However once it has been set it will remain in the device.

== Receiving Purchase Order Items ==

PO Receive is a “Live Only” feature, meaning there must be any active internet connection, allowing the device to update the SME database in “real-time”. PO Receive will allow the user to navigate through a listing of Open Purchase Orders selecting the desired PO by keypad or by scanning a barcode associated with the PO Number.

<h3>Selecting a Purchase Order</h3>

From the main menu, scroll using the direction pad until PO Receive is highlighted. Select using either ENT or the OK Button.

A purchase order can be selected by one of the following ways:
<br>* Scroll to the Order desired; press ENT or the right menu button.
<br>* Type in the Order Number in the box; press ENT or the right menu button.
<br>* Scanning a barcode relating to the Order Number

<h3>Receiving Items on a Purchase Order</h3>

Listed next are all the material items for the Order. Once an item is selected or scanned (same as above) a screen will appear based on whether the item is serialized or non-serialized

'''For serialized items:'''
<br>* This screen will allow serial numbers to be entered by keypad or scanning the S/N barcode.
<br>* Multiple S/N can be scanned per item until need is met, the user presses the save button or scans another Order Item Barcode.
<br>* If an incorrect barcode is scanned into the S/N screen press the edit button and choose delete.

'''For non-serialized items:'''
<br>* This screen will allow the user to enter the total quantity to be received or scan barcodes until all items have been entered.

<br>Once all items have been received the order will be closed unless it contains un-received service or package items. If so a message will display indicating this to be true and a count of each.

<h3>Adding New Manufacture/Vendor Part Numbers</h3>
Should a vendor change the barcode for an item, the device will allow adding a new barcode associated with the item.

When you scan an item if the device does not recognize the item, it will prompt whether you would like to add the barcode to an item on the order. Pressing yes will bring up a list of items on the order. Simply choose the correct item and press ENT. The new association will be added to SME and receiving can continue as before.

== Reserving Items for a Customer Order ==

Reserve Items is a “Live Only” feature, meaning there must be any active internet connection, allowing the device to update the SME database in “real-time”. Reserve Items will allow the user to navigate through a listing of Open Customer Orders selecting the desired Customer Order by keypad or by scanning a barcode associated with the Order Number.

<h3>Selecting a Customer Order</h3>
From the main menu scroll up or down using the direction pad until '''Reserve Items''' is highlighted selecting it using either the '''ENT''' key or the '''Ok''' button.
Listed in ascending order are all the open Customer orders.

<br>A Customer order can be selected by one of the following ways:
<br>* Scroll to the Order desired; press ENT or the right menu button.
<br>* Type in the Order Number in the box; press ENT or the right menu button.
<br>* Scanning a barcode relating to the Order Number

<h3>Reserving Items on an Order</h3>
Listed next is all the material items for the Order
Once an item is selected or scanned (same as above) a screen will appear based on whether the item is serialized or non-serialized

<br>'''For serialized items:'''
<br>* This screen will allow serial numbers to be entered by keypad or scanning the S/N barcode.
<br>* Multiple S/N can be scanned per item until need is met, the user presses the save button or scans another Item Barcode.
<br>* If the item is reserved for another order a window will appear indicating this item cannot be used and another must be chosen.

<br>'''For non-serialized items:'''
<br>* This screen will allow the user to enter the total quantity to be reserved or scan barcodes until the total needed or available has been reached

<h3>Transferring a Customer Order</h3>
Once items for an order have been reserved, they can be transferred from one location to another. Note that only reserved items can be transferred and all items get transferred at once. The items will remain reserved but will be listed in the new location. Should you like to transfer available items please see Inventory Transfer
<br>* From the order items screen press the '''MENU''' button, highlight '''Transfer''' and press '''ENT'''.
<br>* Highlight the location you would like to transfer to and press '''ENT'''

== Auditing Customer Equipment ==
Audit Customer Equipment is a function that will work regardless of connection status. However various features will be unavailable when there isn’t a “Live” connection. Audit Customer Equipment will allow equipment to be scanned and either a count (non-serialized) or serial number to be assigned.

<br>An Audit file is automatically stored under \Applications\SME Barcode\Equipment and can be retrieved by plugging the device into a Windows PC and navigating the folders on the device.

<br>1. From the main menu scroll up or down using the direction pad until Audit Equipment is highlighted. Select it using either the ENT key or the OK Button.
<br>2. A screen well appear with the default filename use to store the Audit information. Default file is: TechID_Date_’incremental counter’ e.g. 6443_05_01_2011_003
<br>3. Pressing Begin will advance you to the next screen allowing Audit to begin.
<br>4. Pressing the ENT key will display a Save AS… screen allowing a custom file name to be created.
<br>5. The Location Screen appears allowing a new Location to be Entered, Scanned, or Chosen.
<br> * To find a location to choose press Find button
<br> * Highlight the desired location and press ENT
<br> * Press NEXT to continue to the Audit Screen
<br>6. The Audit screen appears to begin scanning barcodes
<br>7. Once a barcode has been scanned a new screen will appear allowing a quantity to be entered or a serial number to be assigned.
<br>8. The screen will Display the location at the top with a listing of Item Scanned and either the qty or the S/N associated.
<br>9. Pressing NEXT will allow a new Location to be selected. NOTE: Only items after a location change will reflect the change.

<br>'''Non-Serialized:'''
<br>* Enter a quantity using the keypad.
<br>* Continue scanning equipment with the same barcode or the same barcode until the desired count is met.
<br>* Press Save button to add this information to the audit.
<br>'''NOTE''': DO NOT SCAN A DIFFERENT BARCODE- this will enter that barcode as the associated S/N for that item.

<br>'''Serialized:'''
<br>* Scan a S/N
<br>* This will return the application back to the Main Audit screen.
<br>* Should an incorrect item and/or S/N be scanned, the item can be deleted by pressing the ENT key and then OK to confirm.

<h3>Sending, Printing, Saving</h3>
Send to SME and Print are “Live Connection” only functions. They will not work if there is not a live connection. However the audit file will be saved regardless of the connection status.
<br>
'''Save'''
<br>Save is an Automatic function that happens whether you select '''Back''' or '''Menu-Close'''.Menu-Save can also be selected which will save the audit and remain on this screen.

<br>'''Print'''
<br>Print will print the audit to any printer connected to the network the web service is on. To print press the '''Menu''' button, navigate to''' Print''' and press the '''ENT''' key
<br>* This function requires setup. Please see the Setting up a Printer section.

<br>'''Send'''
<br>Send will insert the audit information into SME for later processing. To send the audit to SME, press the '''Menu''' button, navigate to '''Send,''' and press the '''ENT''' key.

== Inventory Material Stock ==
Inventory Stock is a function that will work regardless of connection status. However various features will be unavailable when there isn’t a “Live” connection. Inventory Stock will allow material items to be scanned and either a count (non-serialized) or serial number to be assigned.
<br><br>An inventory file is automatically stored under \Applications\SME Barcode\Inventory and can be retrieved by plugging the device into a Windows PC and navigating the folders on the device.

<h3>Inventory Material Stock</h3>
#From the main menu scroll up or down using the direction pad until Inventory Stock is highlighted. Select it using either the ENT key or the OK Button.
#A screen well appear with the default filename use to store the Inventory information. Default file is: TechID_Date_’incremental counter’ e.g. 6443_05_01_2011_003
#Pressing Begin will advance you to the next screen allowing Inventory to begin.
#Pressing the ENT key will display a Save AS… screen allowing a custom file name to be created.

<br>The Inventory screen appears to begin scanning barcodes
<br>Once a barcode has been scanned a new screen will appear allowing a quantity to be entered or a serial number to be assigned.
<br>The screen will display the '''location''', '''shelf''', and '''bin''', at the top along with a listing of item scanned and either the qty or the S/N associated.
<br>Pressing NEXT will allow a new Location/shelf/bin to be selected. NOTE: Only items after a this change will reflect the change.

<br>'''Non-Serialized:'''
<br>*Enter a quantity using the keypad.
<br>*Continue scanning items with the same barcode or the same barcode until the desired count is met.
<br>*Press Save button to add this information to the Inventory.
<br>'''NOTE:''' DO NOT SCAN A DIFFERENT BARCODE- this will enter that barcode as the associated S/N for that item.

<br>'''Serialized:'''
<br>*Scan a S/N
<br>*This will return the application back to the Main Inventory screen.
<br><br>Should an incorrect item and/or S/N be scanned, the item can be deleted by pressing the ENT key and then OK to confirm.

<h3>Sending, Printing, Saving</h3>

Send to SME, and Print, are “Live Connection” only functions. They will not work if there is not a live connection. However the audit file will be saved regardless of the connection status.

<br>'''Save'''
<br> Save is an Automatic function that happens whether you select Menu-Done.

<br>'''Print'''
<br> Print will print the audit to any printer connected to the network the web service is on.
<br>To print press the Menu button, navigate to Print and press the ENT key
<br>* This function requires setup. Please see the Setting up a Printer section.

<br>'''Send'''
<br> Send will insert the audit information into SME for later processing.
<br>To send the audit to SME, press the menu button, navigate to Send, and press the ENT key.

== Inventory Transfer ==
Transfer Inventory is a “Live Only” feature, meaning there must be any active internet connection, allowing the device to update the SME database in “real-time”. Transfer Inventory will allow the user to select from a listing of open transfer orders or create a new one.

<h3>Initializing a transfer</h3>
From the main transfer screen a new transfer order can be created or an existing open transfer order can be enacted.
<br>'''For a new Transfer Order'''
<br>*The device automatically Selects From as the location the device is in
<br>*Highlight To and press ENT, highlight the desired location and press ENT
<br>*Select whether to Deplete stock or not
<br>* Press Begin

<br>'''For an existing Transfer order'''
* Highlight Transfer Order # and press ENT, highlight the order desired and press ENT
<br>* Press Begin

<h3>Adding Items</h3>
Scan any item to add it to the transfer; however only available items at the correct location can be added to a transfer order.

Once an item has been scanned one of the following will happen based on inventory type.

'''For serialized''':
<br>* This screen will allow serial numbers to be entered by keypad or scanning the S/N barcode.
<br>* Multiple S/N can be scanned per item until need is met, the user presses the save button or scans another Order Item Barcode.
<br>* If an incorrect barcode is scanned into the S/N screen press the edit button and choose delete.
<br>'''For non-Serialized''':
<br>* This screen will allow the user to enter the total quantity to be received or scan barcodes until all items have been entered.

<h3>Switching Views</h3>
This function is really only applicable for transfers which began in SME. This allows you to view the items that have been placed on a transfer but don’t have items selected yet. Requested quantities will deplete as items are scanned for transfer.
<br>Press MENU highlight Switch View and press ENT

<h3>Closing a Transfer</h3>
Once all items desired have been added to a transfer order the order can be closed
<br>Press MENU highlight Close Transfer and press ENT

== Print Setup ==
Print is a function that will allow the user to print certain things from the Hand-held terminal. However setup must be performed prior to use from a Windows PC with the device connected and active Sync installed.

In order to setup print, several pre-conditions must be met first:
<br>*A printer must be connected to the same network as the web service
<br>*The web service server must have the printer installed (Drivers etc)
<br>*The user of the device must have an account on the server with which to print from,
<br>*A “print” account should be set-up on the server granting restricted print access. (Recommended)

<br>Once the pre-conditions have been met, Follow the following steps as directed.
<br>1. Connect the device to a Windows PC with Active sync installed
<br>2. Open the device through Windows Explorer and navigate to ‘\Applications\SME Barcode’
<br>3. Copy the file Settings.XML to your desktop
<br>4. Right-Click the file on your desktop and select Edit
<br>5. Edit the following lines:
<add key="PrinterPath" value=""/>
<add key="Domain" value=""/>
The form should look something like this:
<add key="PrinterPath" value="\\BUFFETT\HP Photosmart D5100 series"/>
<add key="Domain" value="HIGH5SOFTWARE"/>
<br>6. Save the file
<br>7. Move the File back to the device ‘\Applications\SME Barcode’ selecting Move Replace.

SME Online

2023-12-20T16:37:54Z

DavidG: Adjusted SMEO from $30/user/month to $40

Your laptops, smartphones, and tablets just got more powerful — so did your salespeople!

Announcing Mobile Sales for SME for Preview Release
Building on success of [[Customer Cloud for SME]] and [[Mobile Tech for SME]], now we’ve added Mobile Sales for SME. This is all a part of our continuing mission to empower you to “Run a Better Service Business.”

To try a demo follow these simple steps:
* Open browser on any device and go to https://cloud.h5sw.com/2.0
* Select "Try a Demo" button

Using Mobile Sales for SME:
* If showing the home page, select Modules>Sales
* Select various modules on the left to go to customers, Leads, Proposals, Service Orders, Install Orders, Invoices, or Contacts. On a mobile device this is an icon second from the top left.
* Search for the record you want using the powerful search capability.
* Filter records with the powerful filtering tool by selecting the filter icon in the search window
* Select a record or select the square icon in the top right
* To go back to the list, select the list icon.
* Actions can be found in the top actions icon to do any action from anywhere.
* Actions for a specific record can be found in the action icon at the top of the record.

Please send all feedback and suggestions to sales@h5sw.com

Mobile Sales for SME is a cloud-based solution that works for salespeople across the entire sales cycle, from initial prospecting to creating proposals, work orders, invoices, and contacts. Salespeople access Mobile Sales for SME wherever they are and from any web-accessible device.

Mobile Sales for SME - Empowering Salespeople
* Integrated with SME
** Salespeople can track customer information and interactions from initial prospect to closed customer
** Salespeople can make more insightful decisions to heighten service levels and close more deals
** Salespeople can manage Work Orders for both Service and Install Orders
** Salespeople can invoice customers to accelerate cash flow and commissions
* Subcontractor Feature
** View service order locations and those subcontractors located nearby
* Fully responsive web-based application
** Salespeople securely access the application on any web-accessible device and anywhere they have an internet connection
** Salespeople can use whatever screen they choose or even move between screens - mobile smartphones, tablets, and laptop PCs
If you have salespeople working remotely empower them with Mobile Sales for SME. At $40/user/month it is an affordable path to improving sales performance and your customers' experience with your business.

Location Settings

2023-12-20T16:33:18Z

DavidG:

== Firefox Browser ==
* Firefox browser sometimes will not allow users to always share location so the location prompt appears every time. To resolve this, you must set Firefox to always share location for the page or application as follows:
# Go to the application such as Time Tracker https://mobile.h5sw.com/Timesheet.html or Mobile Tech https://mobile.h5sw.com/Timesheet.html
# Right click on the browser page and select View Page Info
# Select Permissions Tab
## Under Access Your Location uncheck "Use Default" and Select "Allow"
## [[File:FirefoxLocation.jpg]]
# Exit the View Page Info screen and now your location will always allow for all pages under https://mobile.h5sw.com/

Location Settings

2023-12-20T16:32:44Z

DavidG: Updated mobile URL, fixed typos

== Firefox Browser ==
* Firefox browser sometimes will not allow users to always share location so the location prompt appears every time. To resolve this, you must set Firefox to always share location for the page or application as follows:
# Go to the application such as Time Tracker https://mobile.h5sw.com/Timesheet.html or Mobile Tech http://m.high5software.com/Timesheet.html
# Right click on the browser page and select View Page Info
# Select Permissions Tab
## Under Access Your Location uncheck "Use Default" and Select "Allow"
## [[File:FirefoxLocation.jpg]]
# Exit the View Page Info screen and now your location will always allow for all pages under https://mobile.h5sw.com/

SME Mobile - Change User Password

2023-12-20T16:31:27Z

DavidG: Updated mobile URL, fixed typos

Your techs are assigned the password "changeme" by default. You can go into SME Master and change their Passwords.
<br>You will need to log in at this link: https://mobile.h5sw.com/SMEMaster

<br>Then once logged in, click the hyperlink with their username in the upper right corner, right next to the logoff link (image below)

<br>[[File:MobileMaster_ChangePassword.png]]

<br>Scroll down to the "change password" section. Enter the current password then new password and confirm. password must be 6+ characters.

SME Mobile Master - Assign User Names

2023-12-20T16:16:36Z

DavidG: Updated mobile URL, fixed typos

== Set Technicians in SME Users ==
'''Technicians are automatically added to the users list in SME Mobile when they are set as technicians in SME.'''

[[File:IsTechnician.png]]

<br>
<br>

== Assign user names and passwords ==
'''To get started using SME Mobile, the first thing you need to do is assign your users with a username and password.'''

<br>{{#ev:youtube|E1QO7oEyZ_0}}
<br>
<br>
<br>Open a internet browser and go to https://mobile.h5sw.com/ (Firefox or Chrome recommended)
<br>Log in using the Admin credentials provided to you by High 5 Software.
<br>Click the '''Home''' link in the upper right corner
<br>[[File:SMEMobile_HomeLink.png]]

<br>Click '''Logged in as an Admin - click here to manage Users'''.
<br>[[File:SMEMobile_LoggedInAsAdminManageUsers.png]]

<br>You will see a list of all your SME Users listed. It might take a minute for all the users to list. Notice to the right of the users they are '''Not Registered'''. Any tech that will need to log into SME Mobile Tech will need to be assigned a Username and they will be registered.
<br>[[File:SMEMobile_UsersNotRegistered.png]]

<br>When a tech logs into SME Mobile, they will enter a username and password. Their username will be what you assign them PLUS the extension assigned by High 5 Software. For example Tony@AbcInc would be the username, but the part of the username you enter is only the part that comes before the @ sign. SME Mobile will automatically assign the @Companyname.

<br>To register CindyM, enter a username and click '''Save'''.
<br>[[File:SMEMobile_enterusername.png]]

<br>The user will be registered.
<br>[[File:SMEMobile_RegisteredUser.png]]
<br>

== Enable users for Apps and Charges from High5 ==
'''Technicians are enabled and disabled in SME Mobile by the options outlined below. Technicians showing in SME mobile will ''NOT'' be billed if the options to access SME Mobile modules are not checked.'''
<br>
<br>'''Note: Mobile billing is based on the following settings being checked. (If these options are checked at any time in a month you will be billed for a full month).'''
<br>Choose which mobile applications they will be using.
<br>'''Tech''' - check if your users will log into SME Mobile Tech
<br>'''BC'''- check if your user will log into barcode app for mobile warehouse management (receiving items on POs, transferring stock between warehouses)
<br>'''Time''' - check if your user will be using Time Tracker for SME
<br>'''Disp'''.- check if your user will be using SME Mobile Dispatch for a browser based dispatch board.
<br> Note: Admin users can have ALL applications unchecked and still manage users and preferences. You will not be charged for any admin-only users. Charging is only for the users with the applications checked.

<br>[[File:SMEMobile_AssignProducts.png]]

== Set Admin Users ==
<br>Choose if the user is an '''Admin''' or not. If Admin is set to '''+''' then the user will be able to log into SME Mobile Master and manage user and set preferences. If it is set to '''-''' then no ability to manage users or preferences.

<br>The user is now registered with a username. The default password assigned to each new user is changeme. You can enter in a different username for your users
<br>[[File:SMEMobile_ChangePasswordAsAdmin.png]]

<br>Or your user can change their own password when they log in.
<br>- Go to https://mobile.h5sw.com/.
<br>- Click your username in upper right corner (image below).
<br>[[File:SMEMobile_ChangePWAsUser.png]]
<br>- On the '''Manage''' '''Account''' page, change your password.

== User Group Preferences ==
<br>To setup and change User Group Preferences, go to [[SME Mobile - Preference Groups]]

POS with SME Mobile

2023-12-20T16:13:02Z

DavidG: Updated mobile URL, fixed typos

POS (Point of Sale) with SME Mobile:
SME mobile can be used as a point of sale system achieving most of the functionality of a standalone application, but with the advantage of being integrated with our service management solution (SME), handling inventory, and syncing with QuickBooks.
Any device can be used for POS including PC, Tablet, or SmartPhone. Just any device with a browser.
The following is the process to use SME mobile as a POS:
# Login to SME mobile by going to https://mobile.h5sw.com/ login and then click SME Mobile or Mobile Tech for SME or Mobile Beta under applications.
# For a new sale select "Create New" button
# Select Cash Customer for an unknown customer or select a customer from the list if they are in the system. SME will typically have a customer called POS Cash Customer or Cash Customer, however if not, you should create ".Cash Customer" in SME. Note that the . at the beginning helps so this customer shows at the top of the list.
# Optional: Add details about the order such as Summary, Service request, service performed. For a quick point of sale, these should be skipped. However, for a POS with services, these descriptions should be added.
# Select Items/Equipment tab
# Add Items to the order. These can be materials, service and labor (tech names) items.
## You can use any barcode device that is connected to your computer such as a BlueTooth or USB connected barcode. This will allow rapid adding of items with the barcode gun. Note: We do not support the camera on smartphone or tablet as a barcode because it's too slow for retail or industrial applications, we suggest a real barcode device.
# Optional: Customer Signature and total. Once you have all the items on the order, you can get a customer signature by selecting the signature button, hand the device to the customer, and let them sign with their finger on the touch screen. This is where a tablet or smartphone works great.
# Invoice: Select the Complete Button and press Invoice. This will process the invoice.
# Payment: After the order is invoiced, an "Add Payment?" screen will appear.
## Click yes to enter the payment information.
## Enter the order total in your payment processing device.
## Note: SME Mobile currently does not directly process credit card payments so you need to enter this into a separate device.
## Record the transaction number from the payment device into SME Mobile with the amount and select the payment type. Select save.
## Select Receipt to print the receipt, here is an example: http://m.high5software.com/ReceiptTemplate.html?CID=1&OUID=SO201405304B86BD0BE1
## Select Save to save payment info.

SME Add-On Guides

2023-12-20T16:08:05Z

DavidG: Fixed typos

[[Mobile Tech for SME]]<br>
* [[SME Mobile Prerequisites]]<br>
* [[SME Mobile Master - Assign User Names]] - Assigning User Names and Passwords to Techs for access to SME Mobile<br>
* [[SME Mobile - Preference Groups]]
* [[SME Mobile - Limit Order Status]]
* [[SME Mobile]]<br>
* [[SME Mobile - Change User Password]]<br>
* [[Mobile Tech - Time In/Out]]
* [[Location Settings]]

[[Mobile Sales for SME]] Provides a web-based tool that can be used with any internet-connected device including smartphone, tablet, Mac, and PC.
*[[Time Tracker for SME]]<br>

* [[Customer Cloud for SME]]: Latest customer access for SME8 and above.
* [[CustomerPortal for SME]]: This is the older customer portal. Suggest to move to the [[Customer Cloud for SME]] instead.
* [[CustomerPortal Settings]]: This is the older customer portal. Suggest to move to the [[Customer Cloud for SME]] instead.
* [[Warehouse Manager for SME]]<br>


* [[Automated Email for SME]]<br>
* [[Auditing for SME Setup]]<br>
* Third Party Applications and Solutions
** [[TAPI]]

* [[POS with SME Mobile]]
<br>

Invoice Numbers in SME and QuickBooks

2023-12-13T20:38:53Z

DavidG: minor typo

When setting up SME to sync with QuickBooks, you have to decide how you want invoice numbers to sync.

# Open '''SQLink'''.
# Click '''File''' > '''Setup'''.
# Locate '''Don't update next invoice number''' on the Import/Export Options tab. This setting determines how invoice numbers sync between SME and QuickBooks.

<h3>Don't update next invoice number - unchecked (recommended)</h3>

[[File:DontUpdateNextInvoiceNumber.jpg]]

'''If unchecked''', SME will generate its own invoice numbers based on the last invoice number in QuickBooks (recommended)
This is how it works:

# Invoice generated in SME and SME assigns an invoice number.
# Sync invoice over to QuickBooks.
# Invoice in QuickBooks retains the invoice number from the SME invoice.
# If you create a new invoice in QuickBooks, QuickBooks will use this invoice number to calculate the next available invoice number.

After syncing with QuickBooks, SME updates the '''Next Invoice #''' based on the Next Available Invoice Number in QuickBooks.

[[File:OrderDefaults_NextInvoiceNumber.jpg]]

'''Avoiding Duplicate Invoice Numbers'''

In QuickBooks, duplicate invoice numbers can occur if you sync SME invoices over to QuickBooks and then enter a new invoice in QuickBooks. QuickBooks will generate the invoice number for the new invoice based on the last SME invoice number synced. Then if you create a new invoice in SME, SME will assign a new invoice number based off the last invoice number in SME (the same number for the QB generated invoice).
To keep from having an issue with duplicate invoice numbers, follow these steps before you enter invoices directly in QuickBooks:

'''Initial Setup''' - In SQLink, go to '''File'''> '''Setup'''. Click '''Edit''' at the bottom. Uncheck the '''Don’t update next invoice number''' option. Click '''Save''' at the bottom.

<br>1. Run a sync between SME and QuickBooks to export any invoices from SME and update QuickBooks last invoice #.
<br>· Open SME, SQLink, and QuickBooks.
<br>· In SME, click '''Tools''' > '''Sync QuickBooks'''.
<br>· In SQLink, click '''Processes''' > '''Start Processes'''.
<br>2. Enter the invoices in QuickBooks as needed.
<br>3. Run another sync to import the last QuickBooks invoice number into SME.

<h3>Don't update next invoice number - checked</h3>

[[File:DontUpdateNextInvoicenumberChecked.jpg]]

If checked, SME will generate an invoice number separate from the invoice numbers in QuickBooks. SME will not look to the next available invoice number in QuickBooks to update SME's Next Invoice #. However, if you send an invoice from SME over to QuickBooks with the invoice number 10, when you generate a new invoice in QuickBooks, QuickBooks will increment off the last invoice number so the invoice number would be 11.

Decimal Spaces

2023-12-05T17:14:16Z

DavidG: minor typo

You can increase the number of digits after the decimal place in SME for '''Non-Currency''' fields up to 6 digits by going to Setup module > Company > Systems. Locate the '''Number of digits after the decimal for Non-Currency''' field and enter the number. Currency decimal places are handled by the Windows operating system and are set as outlined below. (Note: Decimals are rounded based on Banker/Math rules and will round up for fields requiring two decimal places and for QuickBooks).

SME is programed to use the SQL money datatype for all currency fields. This datatype is limited to four(4) places after the decimal. In calculations that exceed the 4th place, and use the 5th place, the 5th place value is not used. E.G. .34175 – would be stored as .3417. (Note that the 5th place, is not rounded, it’s not used by SQL). This may result in a difference if your division of the cost exceeds 4 places. The functionality behind this is due to syncing with QB as QB sums the total and then rounds, as does SME, and Excel, calculators, etc., round each value individually and then sum. The result is that there may be cases where the calculated cost will be a penny off. We’ve investigated modifying the data type however we have not due to the issues that raises with QB.

<br>[[File:DecimalPlaces.png]]

<br>If the currency decimals don't change in SME, you need to change your settings in Windows.
<br>1) In Windows, open the Control Panel
<br>2) Double click on '''Regional and Language Options'''
<br>3) On the '''format''' tab, click '''Customize this format'''
<br>4) In the '''customize Regional Options''' window, click the '''Currency''' tab and set the number of decimal spaces in the '''No. of digits after decimal''' field.
<br>5) Click '''Apply''' and '''Ok'''

The items are summed and then rounded. A calculator does rounding by first rounding the individual amounts and then totals the sum. Ex:

Excel Rounding:
At 2 places:
<br>[[File:Decimal1.png]]

Note that the total = 19.25
Expanded to 3 places:
<br>[[File:Decimal2.png]]

SME/QB rounding: 6.416 + 6.416 + 6.416 = 19.25
<br>[[File:Decimal3.png]]<br>
Totaled price first: 6.146 * 3 = 19.248 – or 19.25
<br>
QuickBooks Total at 3 places: 6.416 = 19.25
<br>[[File:Decimal4.png]]

MS Calculator rounding at 3 places: 6.416 (rounded = 6.42) * 3 = 19.26
<br>[[File:Decimal5.png]]

Invoicing

2023-10-26T19:13:29Z

DavidG: Fixed video player

The invoice will show the billing address, the balance due, the type of invoice, the orders associated with the invoice, the due date and more.

== Invoice Orientation ==
Below are the different sections of an invoice. Depending on the permissions your SME Administrator created, you may not have access to all the areas described below.

[[File:InvoiceOverview.jpg]]

{| style="border-width: medium; border-style: none; border-color: -moz-use-text-color; border-collapse: collapse"
| style="border-width: medium; border-style: none; border-color: rgb(240, 240, 240); padding: 0in 5.4pt; background-color: transparent; width: 27.9pt" width="37" valign="top" |
<div style="line-height: normal; margin: 0in 0in 0pt">'''<font size="16pt">1</font>'''</div><div style="line-height: normal; margin: 0in 0in 0pt">''' '''</div>
| style="border-width: medium; border-style: none; border-color: rgb(240, 240, 240); padding: 0in 5.4pt; background-color: transparent; width: 630.9pt" width="841" valign="top" |
<div style="line-height: normal; margin: 0in 0in 0pt">'''New '''– create new combined or itemized invoice.</div><div style="line-height: normal; margin: 0in 0in 0pt">'''Search''' – search open, invoiced or all invoices.</div><div style="line-height: normal; margin: 0in 0in 0pt">'''Navigate '''– jump to invoice by invoice number or recently viewed invoices.</div><div style="line-height: normal; margin: 0in 0in 0pt">'''First, Prior, Next, Last''' – tab through invoices.</div><div style="line-height: normal; margin: 0in 0in 0pt">'''Refresh '''– refresh window to see calculated fields update.</div><div style="line-height: normal; margin: 0in 0in 0pt">'''Edit '''– click to make changes to an invoice.</div><div style="line-height: normal; margin: 0in 0in 0pt">'''Delete''' – click to delete the invoice (permissions needed)</div><div style="line-height: normal; margin: 0in 0in 0pt">'''Print/Email''' – print or email the invoice. The printed invoices can be customized in the Reports module.</div>
|-
| style="border-width: medium; border-style: none; border-color: rgb(240, 240, 240); padding: 0in 5.4pt; background-color: transparent; width: 27.9pt" width="37" valign="top" |
<div style="line-height: normal; margin: 0in 0in 0pt">''' '''</div><div style="line-height: normal; margin: 0in 0in 0pt">'''<font size="16pt">2</font>'''</div>
| style="border-width: medium; border-style: none; border-color: rgb(240, 240, 240); padding: 0in 5.4pt; background-color: transparent; width: 630.9pt" width="841" valign="top" |
<div style="line-height: normal; margin: 0in 0in 0pt">''' '''</div><div style="line-height: normal; margin: 0in 0in 0pt">'''Invoice Status – '''Open or Closed.</div>
|-
| style="border-width: medium; border-style: none; border-color: rgb(240, 240, 240); padding: 0in 5.4pt; background-color: transparent; width: 27.9pt" width="37" valign="top" |
<div style="line-height: normal; margin: 0in 0in 0pt">''' '''</div><div style="line-height: normal; margin: 0in 0in 0pt">'''<font size="16pt">3</font>'''</div><div style="line-height: normal; margin: 0in 0in 0pt">''' '''</div>
| style="border-width: medium; border-style: none; border-color: rgb(240, 240, 240); padding: 0in 5.4pt; background-color: transparent; width: 630.9pt" width="841" valign="top" |
<div style="line-height: normal; margin: 0in 0in 0pt">''' '''</div><div style="line-height: normal; margin: 0in 0in 0pt">'''Actions – '''Rollback invoice, apply deposit, post credit and more.</div><div style="line-height: normal; margin: 0in 0in 0pt">'''Activities – '''set activities for the invoice (remind yourself or others to take action on the invoice)</div>
|-
| style="border-width: medium; border-style: none; border-color: rgb(240, 240, 240); padding: 0in 5.4pt; background-color: transparent; width: 27.9pt" width="37" valign="top" |
<div style="line-height: normal; margin: 0in 0in 0pt">''' '''</div><div style="line-height: normal; margin: 0in 0in 0pt">'''<font size="16pt">4</font>'''</div><div style="line-height: normal; margin: 0in 0in 0pt">''' '''</div>
| style="border-width: medium; border-style: none; border-color: rgb(240, 240, 240); padding: 0in 5.4pt; background-color: transparent; width: 630.9pt" width="841" valign="top" |
<div style="line-height: normal; margin: 0in 0in 0pt">''' '''</div><div style="line-height: normal; margin: 0in 0in 0pt">'''To be printed '''– if checked the invoice is added to batch print. After the batch print is processed, you have the option to clear out all the “to be printed” flags.</div><div style="line-height: normal; margin: 0in 0in 0pt">''' '''</div><div style="line-height: normal; margin: 0in 0in 0pt">If syncing SME with QuickBooks, you will setup what will sync by default. Based on those settings, these check boxes will be automatically checked.</div><div style="line-height: normal; margin: 0in 0in 0pt">'''Export to QuickBooks''' – If checked, the invoice hasn’t synced with QuickBooks yet. It will transfer on the next sync and the checkbox will be unchecked once synced.</div><div style="line-height: normal; margin: 0in 0in 0pt">'''Export Bill to QuickBooks – '''If checked, the bill for the subcontractor on the invoice hasn’t synced with QuickBooks yet. On the next sync, the bill for the subcontractor will be added to QuickBooks.</div><div style="line-height: normal; margin: 0in 0in 0pt">'''Export PO to QuickBooks - '''If checked, the purchase order for the subcontractor on the invoice hasn’t synced with QuickBooks yet. On the next sync, the PO for the subcontractor will be added to QuickBooks.</div><div style="line-height: normal; margin: 0in 0in 0pt">''' '''</div>
|-
| style="border-width: medium; border-style: none; border-color: rgb(240, 240, 240); padding: 0in 5.4pt; background-color: transparent; width: 27.9pt" width="37" valign="top" |
<div style="line-height: normal; margin: 0in 0in 0pt">''' '''</div><div style="line-height: normal; margin: 0in 0in 0pt">'''<font size="16pt">5</font>'''</div><div style="line-height: normal; margin: 0in 0in 0pt">''' '''</div>
| style="border-width: medium; border-style: none; border-color: rgb(240, 240, 240); padding: 0in 5.4pt; background-color: transparent; width: 630.9pt" width="841" valign="top" |
<div style="line-height: normal; margin: 0in 0in 0pt">''' '''</div><div style="line-height: normal; margin: 0in 0in 0pt">Select a filter to view Open, Closed or All invoices then use the navigation to tab through the filtered view.</div>
|}
== Details and Settings Tab ==

[[File:invoice_DetailsSettings.jpg]]

'''Invoice #''' - invoice number is generated based on the Next Invoice # in the Setup module.
<br>'''Reference #''' - The order number the invoice was generated for.
<br>'''Balance due'''- Calculated field showing the balance due on the invoice.
<br>'''Invoice Date''' – Automatically populated based on the date the invoice was generated.
<br>'''Terms''' – Invoice terms for that customer.
<br>'''Due Date''' – Due date based on the invoice date and the terms.
<br>'''PO#''' - If the order being invoiced has a PO number, the PO number will carry over to this field.
<br>'''Billing Status'''– If you are syncing SME with QuickBooks, the billing status will be imported from QuickBooks. You can use this field to void an invoice, or click Actions > Void Invoice. Make sure you uncheck Export to QuickBooks so SQLink doesn’t try to sync the voided invoice.
<br>'''Invoice Type''' – This field is not editable and shows the type of invoice (combined, itemized, partial, fixed, dollar amount, percent)

== Types of Invoices ==

When creating a service or install order, select the '''Invoice Type'''. The type you select will change how the order is invoiced. Watch the video or read the description below.

{{#ev:youtube| b4ETBOoSBkU }}

<h3>Combined</h3>

This converts the entire order to a combined invoice. This is a good option for good tracking because all the details are in the order rather than replicated on the invoice. Below is a screenshot of a combined invoice. When you create a combined invoice, you cannot edit the individual items on the invoice. You can combine multiple closed orders into one combined invoice.

[[File:CombinedInvoice.jpg]]

'''To add additional service and install orders to a combined invoice:'''

<br>1. Select the '''Service Orders''' or '''Install Orders''' tab.
<br>2. Click Add '''Service to Invoice''' or Add '''Install to Invoice'''.

[[File:AddServiceToCombinedInvoice.jpg]]

<br>3.The window that opens will display all of the open and closed orders with the invoice type of combined for that billing company. Double click on the order you want to add to the invoice.
<br>4. You will receive this message: “The order has been fully invoiced. Close it?” Click '''Yes''' to close the order.
<br>5. The order will be listed on the Service Orders or Install Orders tab.

<h3>Itemized</h3>

Converting an order to an Itemized Invoice will duplicate all the items on the invoice for further editing, providing more flexibility in changing the invoice after it’s created. Below is a screenshot of an itemized invoice. Notice all the tabs from the order are available in the invoice.

[[File:ItemizedInvoice.jpg]]

<h3>Partial</h3>

Selecting the invoice type of Partial allows you to select individual items on the order to include on the invoice. Generate multiple invoices for the order until all items on the order are invoiced.

When generating a partial invoice for an order, the Invoice Order window will open (image below). Here you can select which items you want to include in the invoice. At the bottom of the window, you will see remaining total to be invoiced.

[[File:PartialInvoice.jpg]]

# Click '''Clear All'''.
# For Service and Labor Items, check in the '''Include''' column to include the item on the invoice.

If you are select material to include on the partial invoice, you will need to expand the material line to select which material you want to include on the invoice.

# Click on the material line you want to include on the invoice (1 in image below).
# Check in the '''Include''' column ('''2''').
# Make sure the '''Inc Count''' column has the right quantity you want to include on the invoice (3).
# Click '''OK'''.
<br>[[File:PartialInvoiceMaterials.png]]

<h3>Fixed Total</h3>
If you choose the invoice type of Fixed Total on an order, you can enter a fixed amount for material, labor and services.
When you choose Fixed Total invoice type, SME adds an additional tab on the order called Fixed Rates shown in the image below. You enter in the fixed rates for labor, materials and services and the invoice generated will use this amount, not the itemized amount based on the labor, materials and services added to the order.

<br>1. Create an order and on the '''Details and Settings''' tab select '''Invoice Type – Fixed Total'''.
<br>2. Save the order and notice the '''Fixed Rates''' tab appears (image below).
<br>3. Enter the '''fixed amount''' for labor, materials and services in the Fixed Amount column.
<br>4. Choose a bucket to pass the income through in the Item column (for example if you don't tax labor, choose a service item that is set as non-taxable such as your SMP_Item).
<br>5. Add labor and materials to the order as you normally would. The Fixed Rates tab will show you your cost in the '''Item Cost''' column. Compare costs to your fixed rates by viewing the Item Profit column.
<br>6. When you are ready to invoice the order, your customer will receive an invoice for the fixed amount set on the Fixed Rates tab.

[[File:FixedRates.jpg]]

<h3>Percent of Total</h3>
When generating an invoice for an order with % of Total Invoice Type, you will be prompted to enter the percent of the balance you want to convert.

[[File:PercentOfTotalInvoice.jpg]]

<h3>Dollar Amount</h3>
When generating an invoice for an order with $-Dollar Amount invoice type, you will be prompted to enter the dollar amount you want to convert to an invoice. SME will allow generation of multiple invoices based on the dollar amounts. It will keep track of how much has been converted towards the total.

[[File:DollarAmountInvoice.jpg]]

<h3>Invoice a Percent of a Fixed Invoice</h3>
If you setup a fixed invoice and you are ready to invoice the order, a fixed invoice will invoice the total order. If you need to invoice a percentage of a fixed amount, you will need to change the type of invoice to a percent or partial invoice and change the way you enter the items on the order.

<br>1. Create a service item in SME called Service fixed total
<br>2. Create a material item in SME called Material fixed total
<br>3. Create a technician in SME called Labor fixed total

Now start adding the fixed total amounts to the order on the Order Items tab:

<br>4. Select the '''Order Items''' tab on the service or install order.
<br>5. Click '''New Service''' and select the Service fixed total item. Enter the fixed service total in the Price field. Enter 0 in the '''Cost''' field. Click '''OK'''.
<br>6. Click '''New Material''' and select the Material fixed total item. Enter the fixed material total in the Price field. Enter 0 in the Cost field. Click '''OK'''.

[[File:FixedTotalPlaceholder.jpg]]

<br>7. Click '''New Labor''' and select the Labor fixed total technician. Enter the fixed labor total in the '''Unit Price''' field and make sure '''Billable Qty''' is '''1'''. Enter '''0''' in the '''Scheduled Qty''' and Unit Cost fields. Click '''OK'''.

'''When you add labor, materials and services to the order, make sure you do not fill out the price field. Only fill out the cost field for these items'''. The only items on the order that should have prices in them are the three fixed total placeholder items you added. The partial or percent of total invoices generated will be based on the total of the three.

[[File:PercentOfFixedtotal.jpg]]

== Invoice an Order ==
To find the orders that are ready to be invoiced, you will need to search for all closed orders.

'''To find all closed orders:'''
<br>1. Select the Service or Install module.
<br>2. Click Search, select Search Closed Orders.
[[File:SearchClosedOrders.jpg]]

<br>3. The Search Closed Orders window will open.
<br>4. Double click on an order to open.
You can then use the same tools for searching closed orders as you can with searching open orders. (e.g. adding columns, adding filters)

<u>'''Quick Invoice'''</u>
For orders with the invoice type of Full-Itemized or Combined, you can click '''Quick Invoice''' and an invoice is generated and the order status moves to “invoiced”. To see the invoice, go to '''Invoicing''' in the '''Receivables''' module.

[[File:QuickInvoice.jpg]]

<u>'''Actions > Generate Invoice'''</u>
For any invoice type you can click '''Actions''' and select '''Generate Invoice'''. To see the invoice, go to Invoicing in the Receivables module.

<u>'''Actions> Generate Final Invoice'''</u>
Use Generate Final invoice if you are doing a Dollar Amount, % of total, or partial invoice and you want to make sure the rest of the invoice is generated without having to get it exact. For example, if you did 33.3%, then 33.3%, then you would want to just generate final rather than figure out that you need to invoice 33.34% for the final.

'''**NOTE**''' If you are syncing SME with QuickBooks, the invoice will also be in QuickBooks after your next sync.

== Video Showing Invoices Syncing to QuickBooks ==
If you are syncing SME with QuickBooks, watch the video below to see how the invoices created in SME sync to QuickBooks and how income is passed.

{{#ev:youtube| LWcmKN2GbnE }}

You will also want to understand how to setup the [[Default Export to QuickBooks Settings]] and review the [[SQLink]] section of the wiki.

== Email or Print Invoice ==
Once the invoice is created it should be immediately sent to the customer.

# Go to the invoice.
# Click '''Print/Email'''.
# In the menu, everything above the horizontal line is a report you can print. Select anything below the horizontal line to email the report to your customer.

[[File:PrintInvoice.jpg]]

A common invoiced used is the Standard Invoice – Order Items report.

'''To remove some of the reports from the Print/Email menu:'''
# To to '''Reports''' module > '''Customize Reports'''.
# Click '''Search > Search Standard'''.
# Double click on the report you want to remove from the menu.
# Select the '''Availability''' tab.
# Uncheck '''Invoicing''' (circled below).
# Click '''Save'''.

[[File:ReportAvailability.jpg]]

== Rollback Invoice and make changes to the order ==

<br>'''DELETE PAYMENT'''
<br>If you have a payment applied on the invoice you are trying to edit, delete the payment first.
<br>
<br>'''ROLLBACK INVOICE'''
<br>1. Go to the invoice.
<br>2. Click '''Actions''' > '''Rollback Invoice'''.
<br>3. Click '''Yes''' to confirmation window. The order associated with the invoice will change from the status of 'Invoiced' back to 'Closed'.
<br>'''NOTE:''' if you are syncing with QB and the invoice is in QB, make sure you go to QB and delete the invoice. Rolling it back in SME doesn't delete it out of QB.
<br>
<br>'''EDIT ORDER'''
<br>Locate the service or install order and make the changes to the order. If you don't have permission to edit a closed order, have someone with permissions reopen the order or make the changes to the closed order for you.
<br>
<br>'''RE-INVOICE THE ORDER'''
<br>'''NOTE:''' If you want to use a different invoice number, before you invoice the order, go to the Totals tab and click '''Reset''' next to the invoice number. Otherwise the invoice number will be the same as the original invoice number.
<br>[[File:ResetNextInvoiceNumber.png]]
<br>1. In the order, click '''Actions''' > '''Generate Invoice'''.
<br>2. The order status will change to 'Invoiced' and an invoice is created.

== Batch Print or Batch Email Invoices ==

<videoflash>puXESXZPvYE</videoflash><br>

If you want to use the Batch Print/Batch Email feature, you will want to set SME to set new invoices you create in either the Batch Print or Batch Email queue.
# Go to the '''Setup''' module > '''Company''' > '''Order''' section
# Click '''Edit'''
# Check either '''Set To Be Printed flag on New Invoices''' or '''Set To Be Emailed flag on New Invoices'''
# Click '''Save'''

Once you have your default options set, when you create a new invoice, the '''To Be Printed/ To Be Emailed''' flags will be checked and set up in your queue (shown below)<br>
[[File:ToBePrintedFlag.png]]<br>

'''Note''' - If you are syncing SME with QuickBooks and you checked the option to '''Set To Be Emailed''' by default, if the Billing
Customer doesn't have a matching email address with QuickBooks, the invoice won't be able to sync over.
<br>
'''Error:'''
<br><u>
810: There was an error when saving a Invoice. QuickBooks error message: The email address specified for this customer is invalid, and the transaction is marked 'To be e-mailed'.
</u><br>
'''Solution:''' Apply correct email to Billing Customer or uncheck '''To Be Emailed'''.
<br>
<br>
'''Void Invoice'''
Click '''Action''' > '''Void Invoice''' to void the invoice. The billing status on the invoice changes to Voided. The invoice is closed and moves the order from invoiced to closed.

If you are syncing with QuickBooks, a voided invoice will not '''export to QuickBooks'''. Uncheck Export to QuickBooks (circled in image below) so SQLink won’t try to export the voided invoice and generate an error.

[[File:VoidedInvoice_Uncheck.jpg]]

'''If you want the voided invoice in QuickBooks:'''
# Sync the invoice to QuickBooks.
# Void the invoice in QuickBooks.
# Void the invoice in SME.

== Calculate Finance Charge ==
In order to apply a finance charge on an invoice, you need to enter a finance charge % on the customer record. When you enter a new customer in SME, you can either enter the finance charge rate or if you are using the default charge, the default finance charge rate will be entered for you.

[[File:Customer_FinanceCharge.jpg]]

You can apply finance charges to invoices for the customer individually, or have SME apply finance charges to all overdue invoices in SME.

'''Setup days past due to calculate chare'''
<br>1. Go to Setup > Company > Order.
<br>2. Click '''Edit'''
<br>3. Locate the setting for '''Calculate finance charges when invoice is ___ days past due'''. Enter the number of days.
<br>4. Click '''Save'''.
<br>[[File:DaysPastDue.png]]

'''Set the Default Finance Charge'''

You can setup the default finance charge for customers. Whenever a new customer is created, the default late fee will be set for the new customer. You can always change the late fee on a customer by customer basis, but it's best to setup your standard or default late fee up front. To setup the default late fee follow these steps:

<br>1. Go to '''Setup''' > Company (<span style="color:red"> 1 </span>).
<br>2. Click '''Customer Defaults''' (<span style="color:red"> 2 </span>).
<br>3. Click select '''Edit''' (<span style="color:red"> 3 </span>).

[[File:SetDefaultFinanceCharge.jpg]]

<br>4. Locate the''' Finance Chg''' % field. Enter your finance charge in terms of monthly finance charge amount. For example, enter 1.0 if you want 12% finance charge per year or 1% per month.
<br>5. Select '''Save'''.

'''Edit Customer Finance Charge %'''

When a new customer is created, the default Finance Chg % will apply. However, if you have an existing customer or want a special finance charge for a customer, you can change this on a customer by customer basis. Note that every customer site in SME can have a default late fee.

To edit the customer/site late fee:

# Go to the Customer or site.
# Click '''Edit'''.
# Click the '''Accounts Tab''' and enter the annual finance charge. For example, enter 12.0 if you want 12% finance charge per year or 1% per month.
# Click '''Save'''.

'''Apply Finance Charge on Individual Invoices'''

You can apply late fees to customer invoices. SME will determine if any late fees are due based upon the invoice due date. Late fee amounts are saved in the Late Fees tab to allow you to Deleted Selected late fees or clear all late fees.

# Go to the invoice you want to apply finance charges to.
# Click '''Actions''' > '''Calculate''' '''Finance Charges'''.
# SME will determine the amount of time beyond the due date and generate a late fee based on the Finance Charge % and amount of time. For example if the customer is 1 month late and Finance charge is 12.0 for a year which equates to 1% per month, then the late fee on a $1000 amount due would be $10.
# The charge shows in the totals tab in the '''Late Fee''' field.

[[File:LateFeesField.jpg]]

<br>5.To remove the fee, go to the '''Late Fees''' tab, select an individual late fee, and click '''Delete Selected'''. You can also click '''Clear''' '''All''' to delete all late fees for this invoice.

'''Generate Finance Charges for ALL Overdue Invoices'''

SME allows the generation of late fees for all overdue invoices. SME will automatically determine the late fees for all invoices that are late based on the customer/site finance charge amount and the amount of time that the invoice is beyond its due date. It is recommended to be consistent when you run this utility, for example run it at the end or beginning of every month.

# Make sure that all customers have the proper finance charge % set. See the customer setup section above.
# Go to '''Utilities'''>'''System'''.
# Click '''Generate Finance Charges.'''
# Click '''Run It'''.

[[File:utilities_generateFinanceCharge.jpg]]

== Apply Deposit To Invoice ==
If a customer has a deposit on account, you can apply the deposit to an invoice.

[[File:DepositOnAccount.jpg]]

'''Enter a deposit for a customer'''

# Go to the customer.
# Click the '''Customer Activity''' tab.
# Click the '''Deposits''' tab.
# Click '''New''' and enter the deposit.

[[File:EnterDepositForCustomer.jpg]]

'''Apply deposit on an invoice'''

When generating an invoice from an order, if there is a deposit on account for customer, you will be prompted to apply the deposit to the invoice (image below). Enter the amount of the deposit you want to apply. If the full amount of the invoice is entered, the invoice will be closed.

[[File:ApplyPrepayment.jpg]]

If you click Cancel, the invoice will be generated as an open invoice. You can later apply the deposit to the invoice.

# Click '''Actions''' > '''Apply Deposit'''.
# In the '''Apply Prepayment window''' enter the amount of the deposit to apply to the invoice.
# Click '''OK'''.

== Post Credit to Invoice in SME ==
If you are syncing SME with QuickBooks, you will want to enter your credits in QuickBooks. Click [[Credits Entered in QuickBooks]] to see how the QB Credit syncs to SME. If you aren't using QuickBooks, you can apply a credit to an invoice in SME and a credit memo is generated in the Receivables module.

# Go to the invoice you need to apply a credit to.
# Click '''Actions''' > '''Post Credit'''.
# In the Credit window, enter the Credit Amount and type notes if necessary. (image below)
# Click '''OK'''.

[[File:CreditAmount.jpg]]

<u>View the credit on the invoice:</u>
# Select the Totals tab on the invoice.
# Locate the Credits field. The credit posted will be populated here. Notice the Balance Due field.

<u>Review the credit memo in Payments:</u>
# In the Invoice, select the '''Payments''' tab.
# Double click on the credit on the payment tab.

The Credit Memo will open in the Payments section of the Receivables module. (image below)

[[File:AppliedCredit.jpg]]

<h3>Credits Entered in QuickBooks</h3>
In QuickBooks you can enter a Credit Memo.<br>
[[File:QuickBooks_CreditMemo.png]]<br>

* Fill out the Credit Memo<br>
* Click Save and Close. <br>
* In the Available Credit window, choose if you want to apply the credit to an invoice or retain as an available credit. Click OK.<br>

<br>[[File:QuickBooks_AvailableCreditWindow.png]]

<h4>Credit applied to an invoice</h4>
When SME and QuickBooks sync, the credit will be a Distributed Payment in SME.

You can find distributed payment by going to the invoice and select the Payments tab (image 1 below) or by going to Receivables module > Payments > Search Distributed (image 2 below)
<br>[[File:CreditAppliedToAnInvoice.png]]

<h4>Credit Memo retained as an available credit</h4>
<br>When SME and QuickBooks sync, the credit will be in SME as an Open Balance. To find the Open Balance, go to the Receivables module > Payments > Search Open Balances (shown in image 3 below).

NOTE: Applying the credit (open balance) to an invoice will have to be done in QuickBooks.

<br>[[File:RetainedAsACredit.png]]

== Statement ==
To email your customer a statement, click '''Actions''' > '''Statement'''.

Your customer will receive an email from you with an invoice attached summarizing the balance due.

[[File:Statement.jpg]]

To change the report that is emailed:
# Go to '''Setup''' module > '''Company'''.
# Click '''Printing'''.
# Click '''AR Invoice''' in the For This Report list.
# Select the report you want to use in the '''Use This Template''' drop down field.

== Past Due Notice ==
Click '''Actions''' > '''Past Due Notice''' to email your customer a past due notice for an overdue invoice. Before you do this, you need to setup your past due report in the Setup module.

Setup your Past Due Report
# Go to '''Setup''' module > '''Company'''.
# Click '''Printing'''.
# Click '''Edit'''. (<span style="color:orange"> 1 </span>)
# Select '''AR PastDue'''. (<span style="color:orange"> 2 </span>)
# In the '''Use This Template''' field, select the report template you want to be sent for the past due notice. (<span style="color:orange"> 3 </span>)

[[File:PastDueTemplate.jpg]]

<h3>Notifications for Past Due Customers</h3>
For customers consistently late on payments or with a very large balance, you can setup a notification to notify SME Users when creating a new order that the customer is behind in the account.
Click [[Notifications]] to read how to setup a notification on a customer record.

== Update Customer and Billing Address ==
If you change the address on the site tab or billing tab for a customer record, the address on the invoice won’t automatically be updated. To update the customer address (site tab) on the invoice, Click '''Actions''' > '''Refresh From Customer'''. To update the billing address, click '''Actions''' > '''Refresh from Billing'''.

[[File:Actions_RefreshFromCustomer.jpg|left]]<br>

== Change the Invoice Billing Address or Company ==

<h3>Change the billing company on an invoice</h3>
# Go to the Invoice.
# Click '''Actions''' >''' Roll back Invoice'''.
# Go to the order the invoice was generated from.
# On the Details and Settings tab, select the '''Billing''' tab.
# Click '''Change Billing Company'''.
# In the Searching for Billing Company window, double click on the new billing company.
# Click '''Save'''.
# Click '''Actions''' > '''Generate Invoice''' to regenerate the invoice with the correct billing company.

<h3>Change the company billing address on an invoice</h3>
To change the billing address on an invoice, you will need to roll back the invoice, change the billing address in the customer record, and then re-invoice the order.
# Go to the Invoice.
# Click '''Actions''' > '''Roll back Invoice'''.
# Go to the Customer and edit the billing address.
# Go to the order the invoice was generated from. Click '''Actions''' > '''Generate Invoice'''.

<h3>If you need to keep the original invoice number:</h3>
Take a screenshot of the invoice Details and Settings tab so you can reference the invoice number, invoice date, terms etc.
# In the invoice, Click Actions > Roll back Invoice.
# Go to the Customer and edit the billing address.
# Click Actions >New Combined Invoice.
# On the Invoice, Details and Settings tab locate the Invoice # field. Click [[File:browse.jpg]] to enter the invoice number. (If you don’t see this icon, you need to add the permission to initialize numbers to your user group settings)

[[File:InvoiceNumberField.jpg]]

<br>5. Select the '''Service Orders''' or '''Install Orders''' tab to add the service or install orders to the invoice.
<br>6. Click '''Save'''

== Search Invoices ==
The search functionality is the same throughout SME. You can search invoices the same way you can search orders, customers and leads. You can choose which columns you are viewing in your search window, sort/group/filter by the data in each column, and export your data to excel. The different search views you setup can be saved for use later.

In Invoicing, you can click '''Search''' to search open invoices, closed invoices or all invoices.

[[File:SearchOpenInvoices.jpg]]

<h3>Find all open invoices</h3>

<br>'''-''' Go to Receivables module > Invoicing.
<br>'''-''' Click '''Search''' > '''Search Open Invoices'''.
<U>OR</U> simply hit '''F5''' on your keyboard to open the same search window showing all open invoices.

[[File:SearchOpenInvoices_7.1.png]]
<br>'''-''' Double click on the invoice you want to open.
<br>'''-''' Click on the column headers to sort by the data in the column.
<br>'''-''' Add columns to the search window
* Click '''Views''' > '''Add/Remove Fields'''.
* In the Grid Columns window, check the columns you want to add.
* Click '''OK'''.
* To save the new view, click '''Views''' > '''Save View'''.

<h3>Find all overdue invoices</h3>
To setup a search view that will show you all overdue invoices:
<br>1. Go to '''Receivables''' module > '''Invoicing'''. Click '''Search''' > '''Search Open Invoices''' OR hit '''F5''' on your keyboard to open the search open invoice window.
<br>2. In the Search window, click '''Views''' > '''New View'''
<br>3. In the Grid Columns window, check the following fields and any other fields you want to include.

* Billname
* CustName
* InvoiceNumber
* InvoiceDate
* DueDate
* Total
* Payments
* Balance
* LateFees

<br>4. Click '''OK'''.
<br>5. Rearrange the order of the columns by dragging and dropping the column headers where you want them.
<br>6. Set the column width by clicking your mouse between the column headers and dragging them into position.
<br>7. Click [[File:FilterIcon.jpg]] at the bottom of the search window to apply the filter on the due date.

* Click '''Press the button to add a new condition'''.
* Click '''UID''' and select '''Due Date'''.
* Click '''Equals''' and select '''Is Past'''.
* Click '''OK'''.

<br>8. To save the new view, click Views > Save View. Enter a name for your new view and click OK.

SMP Items

2023-06-15T18:51:16Z

DavidG:

== Overview ==

After your initial sync between SME & QuickBooks, you will see some "SMP_" Items in your QuickBooks Item List as shown in the image below.

<br>[[File:SMPItems.png]]

<br>These items are pass through items that will be used when there is not a corresponding QuickBooks item. Any income & expense that encompasses an SMP_<Itemname> for any account came through a SQLink pass through item.

<br>For example, if you have an inventory item in SME but you don’t have it in QuickBooks, then SQLink will pass the income through the SMP_Item when you invoice that inventory item.

== SMP_Labor ==
When scheduling labor in SME, you will usually be selecting a service item and income for that labor will pass through the income on the service item.
<br>SMP_Labor will be used to pass income to your income accounts if:
<br>- You do not select a service item in the Labor Editor in SME.
<br>- The service item you select in the Labor Editor in SME is not in QuickBooks.
<br>- The invoice is a fixed rate type invoice, labor will passed through SMP_Item.
<br>[[File:SMP_LaborExample.png]]

<br>Open the SMP_Labor item in QuickBooks and set the income account you use for labor.

<br>If you schedule subcontractors and you are setting SME up to send bills to QB for your subcontractor cost, then check “This service is used in assemblies or is performed by a subcontractor or partner” and set the Expense account for labor.

<br>[[File:SMP_Labor_Accounts.png]]

<br>'''If you don't charge tax on labor, set non-taxable in SME also.'''
<br>1. Go to SME '''Inventory''' module >''' Services'''
<br>2. Search for the service item called '''SMP_Labor'''
<br>3. Locate the '''Non-taxable''' checkbox. Check if you don't charge tax on labor here too.

== SMP_Service ==
- If you have a service item in SME that isn’t in QuickBooks, the income will be passed through the SMP_Service item.
<br>- If you are using a Fixed Rate service order, the income for the fixed service amount will pass through the SMP_Service item on the invoice.

<br>[[File:SMP_Service.png]]

<br> Open the SMP_Service item in QuickBooks and make sure the income account is set to the income account you use for that type of service.

<br>If you are using subcontractors on services and you are sending bills to QB for what you owe the sub, make sure you check “This service is used in assemblies or is performed by a subcontractor or partner” and set the expense account used for the sub expense account. See [[Default Export to QuickBooks Settings]] for more information.

<br> If you would rather use a different default item, you can set that in SQLink > File > Setup > Invoice/Proposal Options tab.
<br>[[File:ServiceDefaultItem.png]]

<br>'''If you don't charge tax on services, set non-taxable in SME also.'''
<br>1. Go to SME '''Inventory''' module >''' Services'''
<br>2. Search for the service item called '''SMP_Service'''
<br>3. Locate the '''Non-taxable''' checkbox. Check if you don't charge tax on services here too.

== SMP_Item ==
- If you are keeping inventory items in SME only, then income and expenses for inventory items will pass through the SMP_Item.
<br>- If you are using a “fixed rate” type invoice, the total Material charges will pass through the SMP_Item.

<br>- Open SMP_Item in QuickBooks item list and set the income account. If you purchase material, set the Expense account as well.
<br>[[File:SMP_Item_Example.png]]

<br>Open the SMP_Item item in your QuickBooks Item List and set the income account you want to pass income to as shown in the image below.
<br>[[File:SMP_Item_SetAccount.png]]

<br>'''Note''' - If you are keeping inventory items in SME only and not in QuickBooks, please review the '''[[GL Entries for SME Inventory]]''' page.
<br>'''Note''' - Do not change SMP_Item to an Inventory item (instead of non-inventory) if you are keeping your inventory items in SME only.
<br>'''Note''' - If you are syncing your inventory items in SME to QuickBooks (inventory in both), then income will will not need to be passed through the SMP_Item.

<br> If you would rather use a different default item, you can set that in SQLink > File > Setup > Invoice/Proposal Options tab.
<br>[[File:DefaultMaterialItem.png]]

<h3>SMP_ Items on Fixed Rate Invoices</h3>
Below is a screenshot showing how income on a fixed rate invoice is passed through the SMP_Labor, SMP_Item & SMP_Service.
<br>[[File:FixedRateInvoice.png]]

== SMP_Freight ==
If you are charging your customer for freight on a service order, you can either add a service item you have for freight, or if you go to the Totals tab and enter the charge in the Freight field, the income for that field is passed through the SMP_Freight item.
<br>[[File:SMP_Freight.png]]
<br> If you would rather use a different default item, you can set that in SQLink > File > Setup > Payments and Credits tab.
<br>[[File:FreightChargeBucket.png]]

<br>If you tax freight, make sure you check '''Tax Freight Charges''' in SME Setup > Company > Orders (image below)
<br>[[File:TaxFreightCharge.png]]

<br>'''If you don't charge tax on freight, set non-taxable in SME also.'''
<br>1. Go to SME '''Inventory''' module >''' Services'''
<br>2. Search for the service item called '''SMP_Freight'''
<br>3. Locate the '''Non-taxable''' checkbox. Check if you don't charge tax on freight here too.

== SMP_Travel ==
If you need to charge your customer for travel on a service order, you can either create a service item for travel and add the service item to the order, or you can enter a trip charge on the Totals tab as shown in image below. If you add a trip charge, when you invoice the order, the trip charge will be passed through the SMP_Travel item. Make sure the income account is set accurately on the SMP_Travel item and if travel isn’t taxed, then change the tax code on the SMP_Travel item to “non”.

<br>[[File:SMP_Travel_Example.png]]

<br> If you would rather use a different default item for trip charge, you can set that in SQLink > File > Setup > Payments and Credits tab.
<br>[[File:TravelBucketCharges.png]]

<br>If you don't tax trip charge, make sure '''Tax Trip Charge''' is unchecked in SME Setup module > Company > Orders (image below)
<br>[[File:TaxTripCharge.png]]

<br>'''If you don't charge tax on travel, set non-taxable in SME also.'''
<br>1. Go to SME '''Inventory''' module >''' Services'''
<br>2. Search for the service item called '''SMP_Travel'''
<br>3. Locate the '''Non-taxable''' checkbox. Check if you don't charge tax on travel or trip fees here too.

== SMP_Premium ==
If you are entering a premium charge on a service order, the charge will be passed through the “SMP_Premium” item in QuickBooks as shown in the image below.
<br>You will want to go to the SMP_Premium item in the QB item list and set the income account and if it is non-taxable, change the tax code to non.

<br>[[File:SMP_PremiumExample.png]]

<br>If Premium charges are non-taxable, make sure Tax Premium Charges is unchecked in SME Setup module > Company > Orders (image below)
<br>[[File:TaxPremiumChares.png]]

<br>'''If you don't charge tax on premium labor hour, set non-taxable in SME also.'''
<br>1. Go to SME '''Inventory''' module >''' Services'''
<br>2. Search for the service item called '''SMP_Premium'''
<br>3. Locate the '''Non-taxable''' checkbox. Check if you don't charge tax on premium labor here too.

== SMP_Discount ==
If you enter a discount amount on the Totals tab on a service order or install order, the discount will pass through the SMP_Discount item on the invoice as shown in the screenshot below.
<br>[[File:SMP_DiscountExample.png]]

<h3>Set discount to be taken either before or after tax</h3>
To determine if the discounts are taken before or after tax, open the SMP_Discount item and set the tax code:
<br>- If the item is non tax, then the discount is taken after tax.
<br>- If the item is taxable, then the discount is taken before tax.
<br>[[File:SMP_Discount_Tax.png]]

<br> If you would rather use a different default item for discount, you can set that in SQLink > File > Setup > Payments and Credits tab.

<br>[[File:DiscountBucket.png]]

== SMP_Misc ==
If you enter an amount in the “Other Charges” field on the Totals tab on a service order or install order, the charge will pass through the SMP_Misc item on the invoice as shown in the screenshot below.
<br>[[File:SMP_MiscExample.png]]

<br>If you would rather use a different default item for other charges, you can set that in SQLink > File > Setup > Payments and Credits tab and select the item in the '''Other Charges Bucket''' field.

<br>Taxing Other Charges:
<br>If you don't charge taxes on other charges, set the tax code in SMP_Misc as '''Non''' in QuickBooks and in the SME Setup module > Company > Orders make sure '''Tax Other Charges''' isn't checked.
<br>[[File:TaxOtherCharges.png]]

== SMP_Prepaid ==
If you are using prepaid services or prepaid labor on a service order, the SMP_Prepaid item is used as the pass through item as shown in the image below.
<br>[[File:SMP_PrepaidExample.png]]
<br> If you would rather use a different default item for prepaid, you can set that in SQLink > File > Setup > Payments and Credits tab. Select the item you want to use in the '''Prepaid Used Bucket''' field.

== SMP_Tax ==
If you don't have any tax items setup in QuickBooks, the only tax code that will be in SME is SMP_Tax
<br>[[File:SMP_Tax.png]]
<br>You will need to setup your tax codes in QuickBooks and they will sync to SME so you can apply them to orders, invoices, and set as default for customers.

== SMP_LateFees ==
If you are applying Late Fees to invoices in SME, the fee on the invoice passes through SMP_LateFees in QuickBooks.
<br>[[File:LateFeesOnInvoice.png]]
<br>Set the income account and the tax code on SMP_LateFees

Click the '''[[Late Fees / Finance Charges]]''' page to learn more

== SMP_ Credit ==
SMP_Credit will be used to pass credits on SME invoices over to QuickBooks invoices. These credits will be used when you are returning material you sold to a customer ([[Returns]]) and you need to credit the original invoice. Notice on the SMP_Credit item, you need to choose if the discount is to be applied before or after tax by choosing either non or tax in the Tax Code field.
<br>[[File:SMP_Credit_TaxCode.png]]

<br>when the invoice is sent to QuickBooks, notice the Credit line is passing through SMP_Credit (image below)
<br>[[File:CreditedQBInvoice_SMP_CreditItems.png‎]]

== SMP_Refund ==
If you post a credit to a closed/paid invoice in SME, you have the option to create a distributed refund to the invoice. The refund will pass through SMP_Refund on the QB invoice (image below). Visit the '''[[Post Credit to Invoice]]''' page for info on posting a credit.

<br>[[File:RefundLIneItemONQBInvoice.png]]

SMP Items

2023-06-15T18:49:14Z

DavidG: Fixed typo

== Overview ==

After your initial sync between SME & QuickBooks, you will see some "SMP_" Items in your QuickBooks Item List as shown in the image below.

<br>[[File:SMPItems.png]]

<br>These items are pass through items that will be used when there is not a corresponding QuickBooks item. Any income & expense that encompasses an SMP_<Itemname> for any account came through a SQLink pass through item.

<br>For example, if you have an inventory item in SME but you don’t have it in QuickBooks, then SQLink will pass the income through the SMP_Item when you invoice that inventory item.

== SMP_Labor ==
When scheduling labor in SME, you will usually be selecting a service item and income for that labor will pass through the income on the service item.
<br>SMP_Labor will be used to pass income to your income accounts if:
<br>- You do not select a service item in the Labor Editor in SME.
<br>- The service item you select in the Labor Editor in SME is not in QuickBooks.
<br>- The invoice is a fixed rate type invoice, labor will passed through SMP_Item.
<br>[[File:SMP_LaborExample.png]]

<br>Open the SMP_Labor item in QuickBooks and set the income account you use for labor.

<br>If you schedule subcontractors and you are setting SME up to send bills to QB for your subcontractor cost, then check “This service is used in assemblies or is performed by a subcontractor or partner” and set the Expense account for labor.

<br>[[File:SMP_Labor_Accounts.png]]

<br>'''If you don't charge tax on labor, set non-taxable in SME also.'''
<br>1. Go to SME '''Inventory''' module >''' Services'''
<br>2. Search for the service item called '''SMP_Labor'''
<br>3. Locate the '''Non-taxable''' checkbox. Check if you don't charge tax on labor here too.

== SMP_Service ==
- If you have a service item in SME that isn’t in QuickBooks, the income will be passed through the SMP_Service item.
<br>- If you are using a Fixed Rate service order, the income for the fixed service amount will pass through the SMP_Service item on the invoice.

<br>[[File:SMP_Service.png]]

<br> Open the SMP_Service item in QuickBooks and make sure the income account is set to the income account you use for that type of service.

<br>If you are using subcontractors on services and you are sending bills to QB for what you owe the sub, make sure you check “This service is used in assemblies or is performed by a subcontractor or partner” and set the expense account used for the sub expense account. See [[Default Export to QuickBooks Settings]] for more information.

<br> If you would rather use a different default item, you can set that in SQLink > File > Setup > Invoice/Proposal Options tab.
<br>[[File:ServiceDefaultItem.png]]

<br>'''If you don't charge tax on services, set non-taxable in SME also.'''
<br>1. Go to SME '''Inventory''' module >''' Services'''
<br>2. Search for the service item called '''SMP_Service'''
<br>3. Locate the '''Non-taxable''' checkbox. Check if you don't charge tax on services here too.

== SMP_Item ==
- If you are keeping inventory items in SME only, then income and expenses for inventory items will pass through the SMP_Item.
<br>- If you are using a “fixed rate” type invoice, the total Material charges will pass through the SMP_Item.

<br>- Open SMP_Item in QuickBooks item list and set the income account. If you purchase material, set the Expense account as well.
<br>[[File:SMP_Item_Example.png]]

<br>Open the SMP_Item item in your QuickBooks Item List and set the income account you want to pass income to as shown in the image below.
<br>[[File:SMP_Item_SetAccount.png]]

<br>'''Note''' - If you are keeping invenentory items in SME only and not in QuickBooks, please review the '''[[GL Entries for SME Inventory]]''' page.
<br>'''Note''' - Do not change SMP_Item to an Inventory item (instead of non-inventory) if you are keeping your inventory items in SME only.
<br>'''Note''' - If you are syncing your inventory items in SME to QuickBooks (inventory in both), then income will will not need to be passed through the SMP_Item.

<br> If you would rather use a different default item, you can set that in SQLink > File > Setup > Invoice/Proposal Options tab.
<br>[[File:DefaultMaterialItem.png]]

<h3>SMP_ Items on Fixed Rate Invoices</h3>
Below is a screenshot showing how income on a fixed rate invoice is passed through the SMP_Labor, SMP_Item & SMP_Service.
<br>[[File:FixedRateInvoice.png]]

== SMP_Freight ==
If you are charging your customer for freight on a service order, you can either add a service item you have for freight, or if you go to the Totals tab and enter the charge in the Freight field, the income for that field is passed through the SMP_Freight item.
<br>[[File:SMP_Freight.png]]
<br> If you would rather use a different default item, you can set that in SQLink > File > Setup > Payments and Credits tab.
<br>[[File:FreightChargeBucket.png]]

<br>If you tax freight, make sure you check '''Tax Freight Charges''' in SME Setup > Company > Orders (image below)
<br>[[File:TaxFreightCharge.png]]

<br>'''If you don't charge tax on freight, set non-taxable in SME also.'''
<br>1. Go to SME '''Inventory''' module >''' Services'''
<br>2. Search for the service item called '''SMP_Freight'''
<br>3. Locate the '''Non-taxable''' checkbox. Check if you don't charge tax on freight here too.

== SMP_Travel ==
If you need to charge your customer for travel on a service order, you can either create a service item for travel and add the service item to the order, or you can enter a trip charge on the Totals tab as shown in image below. If you add a trip charge, when you invoice the order, the trip charge will be passed through the SMP_Travel item. Make sure the income account is set accurately on the SMP_Travel item and if travel isn’t taxed, then change the tax code on the SMP_Travel item to “non”.

<br>[[File:SMP_Travel_Example.png]]

<br> If you would rather use a different default item for trip charge, you can set that in SQLink > File > Setup > Payments and Credits tab.
<br>[[File:TravelBucketCharges.png]]

<br>If you don't tax trip charge, make sure '''Tax Trip Charge''' is unchecked in SME Setup module > Company > Orders (image below)
<br>[[File:TaxTripCharge.png]]

<br>'''If you don't charge tax on travel, set non-taxable in SME also.'''
<br>1. Go to SME '''Inventory''' module >''' Services'''
<br>2. Search for the service item called '''SMP_Travel'''
<br>3. Locate the '''Non-taxable''' checkbox. Check if you don't charge tax on travel or trip fees here too.

== SMP_Premium ==
If you are entering a premium charge on a service order, the charge will be passed through the “SMP_Premium” item in QuickBooks as shown in the image below.
<br>You will want to go the the SMP_Premium item in the QB item list and set the income account and if it is non-taxable, change the tax code to non.

<br>[[File:SMP_PremiumExample.png]]

<br>If Premium charges are non-taxable, make sure Tax Premium Charges is unchecked in SME Setup module > Company > Orders (image below)
<br>[[File:TaxPremiumChares.png]]

<br>'''If you don't charge tax on premium labor hour, set non-taxable in SME also.'''
<br>1. Go to SME '''Inventory''' module >''' Services'''
<br>2. Search for the service item called '''SMP_Premium'''
<br>3. Locate the '''Non-taxable''' checkbox. Check if you don't charge tax on premium labor here too.

== SMP_Discount ==
If you enter a discount amount on the Totals tab on a service order or install order, the discount will pass through the SMP_Discount item on the invoice as shown in the screenshot below.
<br>[[File:SMP_DiscountExample.png]]

<h3>Set discount to be taken either before or after tax</h3>
To determine if the discounts are taken before or after tax, open the SMP_Discount item and set the tax code:
<br>- If the item is non tax, then the discount is taken after tax.
<br>- If the item is taxable, then the discount is taken before tax.
<br>[[File:SMP_Discount_Tax.png]]

<br> If you would rather use a different default item for discount, you can set that in SQLink > File > Setup > Payments and Credits tab.

<br>[[File:DiscountBucket.png]]

== SMP_Misc ==
If you enter an amount in the “Other Charges” field on the Totals tab on a service order or install order, the charge will pass through the SMP_Misc item on the invoice as shown in the screenshot below.
<br>[[File:SMP_MiscExample.png]]

<br>If you would rather use a different default item for other charges, you can set that in SQLink > File > Setup > Payments and Credits tab and select the item in the '''Other Charges Bucket''' field.

<br>Taxing Other Charges:
<br>If you don't charge taxes on other charges, set the tax code in SMP_Misc as '''Non''' in QuickBooks and in the SME Setup module > Company > Orders make sure '''Tax Other Charges''' isn't checked.
<br>[[File:TaxOtherCharges.png]]

== SMP_Prepaid ==
If you are using prepaid services or prepaid labor on a service order, the SMP_Prepaid item is used as the pass through item as shown in the image below.
<br>[[File:SMP_PrepaidExample.png]]
<br> If you would rather use a different default item for prepaid, you can set that in SQLink > File > Setup > Payments and Credits tab. Select the item you want to use in the '''Prepaid Used Bucket''' field.

== SMP_Tax ==
If you don't have any tax items setup in QuickBooks, the only tax code that will be in SME is SMP_Tax
<br>[[File:SMP_Tax.png]]
<br>You will need to setup your tax codes in QuickBooks and they will sync to SME so you can apply them to orders, invoices, and set as default for customers.

== SMP_LateFees ==
If you are applying Late Fees to invoices in SME, the fee on the invoice passes through SMP_LateFees in QuickBooks.
<br>[[File:LateFeesOnInvoice.png]]
<br>Set the income account and the tax code on SMP_LateFees

Click the '''[[Late Fees / Finance Charges]]''' page to learn more

== SMP_ Credit ==
SMP_Credit will be used to pass credits on SME invoices over to QuickBooks invoices. These credits will be used when you are returning material you sold to a customer ([[Returns]]) and you need to credit the original invoice. Notice on the SMP_Credit item, you need to choose if the discount is to be applied before or after tax by choosing either non or tax in the Tax Code field.
<br>[[File:SMP_Credit_TaxCode.png]]

<br>when the invoice is sent to QuickBooks, notice the Credit line is passing through SMP_Credit (image below)
<br>[[File:CreditedQBInvoice_SMP_CreditItems.png‎]]

== SMP_Refund ==
If you post a credit to a closed/paid invoice in SME, you have the option to create a distributed refund to the invoice. The refund will pass through SMP_Refund on the QB invoice (image below). Visit the '''[[Post Credit to Invoice]]''' page for info on posting a credit.

<br>[[File:RefundLIneItemONQBInvoice.png]]

SQLink - Customers

2023-04-10T16:36:44Z

DavidG: minor typo

'''Customer Sync:'''

'''Definitions:'''
<br>1) QB: QuickBooks® by Intuit®
<br>2) SME: Service Management Professional (version 5) by High 5 Software™
<br>3) SQLink: SME to QB synchronization program by High 5 Software™

'''Customers:'''
<br>Customer syncing is bi-directional when using SQLink. Customer can be modified in either SME or QuickBooks and those changes will update the other application. As is always the case there will be some instances where the update cannot take place as expected. This will only happen when exporting SME changes to QuickBooks. For more information refer to the Customer errors & troubleshooting pages.
<br>'''Note:''' If you are syncing SME with a QuickBooks company file that has the same customer list you will need to contact High5 Software to setup a test sync and address all issues prior to going ‘live’ with the sync.

'''Terms:'''
<br>'''Initial Sync:''' refers to the initial import of QuickBooks lists into SME
<br>'''Routine Sync:''' refers to syncing per the users business requirements and can be performed at any time.
<br>'''Module Sync:''' refers to using the SQLink Data Functions Module sync to move SME information to QuickBooks.
<br>'''Site/Job:''' Sites in SME = Jobs in QuickBooks ‘if’ the location is billing to a different location.
<br>'''Billing Company:''' The location to which you are sending the invoice for payment.

'''Syncing:'''
<br>'''Initial sync:''' The initial sync of SME and QuickBooks will bring all customer records from QuickBooks to SME. You have the option of excluding inactive customers. (It is recommended to bring in inactive customers as SME has provisions for viewing active customers, inactive customers, or all customers.)
Routine Sync: Once a customer is synchronized between SME and QuickBooks, changes can be made in either SME or QuickBooks and the changes will be reflected in the other program. Note: The SME data is exported/synced first, so in the rare case that a record is changed in both SME and QuickBooks, the SME changes will take place and the QuickBooks changes will be overwritten.

'''Guidelines:'''
<br>It is a best practice to enter new customers in one application as this will minimize the chance of duplication.
Do not enter company names in SME in excess of 40 characters. (This is a QuickBooks limit). This shows in SQLink as an error on importing.

To change the Billing customer for a Site/Job in SME you must put QuickBooks in ‘Single User Mode’ and then run the synchronization logged in as Admin. (This is a QuickBooks limitation.) The alternative is to move the Site/Job in QuickBooks and then run a routine sync.

'''Mandatory steps for adding new customers:'''

A best practice is to Always fill out ‘ALL’ information when setting up new records as this will avoid unnecessary errors when syncing invoices.

'''The following Fields will sync:'''

<br>Customer Name - QuickBooks
<br>Account Number – QuickBooks or SME
<br>Company Name – QuickBooks or SME
<br>First Name, Last Name – QuickBooks or SME
<br>Contact – QuickBooks or SME
<br>Phone, Fax – QuickBooks or SME
<br>Email – QuickBooks or SME
<br>Billing Address – QuickBooks or SME (Note: Refer to Billing Address options below for details on Billing address setup.)
<br>Shipping Address – QuickBooks or SME
<br>Taxes – QuickBooks or SME
<br>Terms – QuickBooks or SME
<br>Sales Person – QuickBooks or SME

'''Customer Taxes:'''

Review the customer tax setup after creating the customer regardless of the application. If you create the customer in QuickBooks review the tax and set it to the appropriate taxing authority.
<br>'''Note:''' (QuickBooks uses a dummy tax as the default when syncing with integrated applications.)
<br>'''Note:''' QuickBooks does not provide for setting taxes on Sites/Jobs. The Billing location tax authority is used.
<br>'''Note:''' After initial creation of the customer SME can NOT change the tax code in QUICKBOOKS. So if the tax code for the customer is changed in SME, it is NOT automatically changed in QUICKBOOKS, and must be manually changed in QUICKBOOKS.
Customer tax setting will override all item level settings. If the customer is tax exempt then the entire invoice will be tax exempt.

'''SQLink Billing Options:'''
<br>- Open SQLink and go to File> Setup
<br>- Click Edit
<br>- You will see the following for Billing address export options:
<br>- [[File:Billing.jpg]]
<br>- Option one – Billing Name = Customer Name:
<br>- Billing Name = Customer Name
* The Billing name in SME will be matched to the ‘Customer Name’ from QuickBooks.<br>- Billing Name = Company Name
* The Billing Name will be matched to the ‘Company Name’ from QuickBooks.<br>- Billing Name = First Line of Billing Address
* The Billing Name in SME will be matched to the First Line’ of the Billing Address Block. (This is because QuickBooks does not actually treat this as a company name field. They treat it as list of 5 address fields.)<br>- Use Parent Billing Name for non billable companies.
* A non billable company is one that has the ‘Is Billable’ flag unchecked in SME. If this is unchecked the option that is chosen above will be used for the Billing Address.

Out of Seats when you are not out

2023-03-24T20:45:47Z

DavidG: Removed the Windows XP steps to Wiki. If they need the XP steps they have bigger problems.

If you are getting an '''Out of Seats''' message when logging into SME but you don't have all of your seats logged in, the usual cause is lock files that are not properly closed by Windows when SME closes. This is usually caused when SME is not closed and the connection to the server is interrupted or you are using terminal services and the session is closed while SME is open.

<br>Please do the following:
<br>- Log all users out of SME
<br>- Right click on your SME shortcut
<br>- Select '''Open file location'''
<br>- Scroll up the file list to the Data folder '''high5software\Data\<your company data folder>\Locks'''
<br>- Locate the files labeled '''GEN###.net''' and delete them
<br>- You should be able to log in with all licenses
<br>- If you cannot delete them you may have an open Terminal Server session that is still logged in
<br>- Go to '''Start'''> '''Run'''> and type '''fsmgmt.msc'''
<br>- Look at all open file shares and make sure no users are logged in to other sessions

Any connections using Remote Desktop Services to access the server and SME that are not limited to a single session, or have session timeouts set, may use up seats and have multiple sessions open.

Common SQLink Errors

2023-03-21T17:53:12Z

DavidG: Clearing QB ID for sync

== Best Practices for addressing SQLink Errors ==
* Fix errors as they occur.
* Fix errors in the sequence illustrated in the image below starting with Customer errors and ending with Proposal errors.
[[File:FixSequence.png]]

== SQLink Error 702 ==
702 - 702: The query request has not been fully completed. There was a required element ("800005BC-1267498278") that could not be found in QuickBooks. The element (########-#########) is the QB term for an item; Customer, Vendor, Employee, Inventory, Service, Account, etc...

The string - ("800005BC-1267498278" - is the QB ID for an item in QB) - means that the item, a customer, invoice, account, service, etc... used to be in QB but it now has a new QB ID or has otherwise been modified in QB. Modifications can include setting the item as inactive, deleting or merging it with another item, etc... To resolve look at all items related to the error and make sure they exist in QB.
* - If it's a customer, make sure the customer is active.
* - If it's an invoice it should re-export creating a new QB ID.
* - If it's an inventory/service item review them on the invoice and make sure they are all QB items.
* - Check SQLink defaults and make sure all accounts on the default tabs in SQLink are present and active in QB.
* - Open SQLink> File> Setup> check all tabs and make sure the listed items are active in QB.

== SQLink Error 805 ==
Error adding XYZ Company - 805: The name " XYZ Company " of the list element is already in use

This means that the name - "XYZ Company" - is already in QB on a list. User needs to locate it in QB and add something to the name. QB convention is (V) if on the vendor list, (E), if on the employee list, etc... If it's already on the customer list add (SME) and merge it in QB with the original.

== SQLink Error 899 ==
Error adding XYZ Company - 899: The string "ST. FRANCIS OF ASSISI CATH. CHURCH - VIDEO" in the field "Addr1" is too long.

Need to shorten the address to less than 40 characters. There are tools available online to help you count characters such as http://www.lettercount.com/

== SQLink Error 899 - You cannot pay more than the amount due==
899: The "AppliedToTxnAdd payment amount" field has an invalid value "3353.98". QuickBooks error message: You cannot pay more than the amount due.

This error occurs when QuickBooks cannot mark an invoice as paid because the invoice balance and the applied amount are in conflict.
They payment cannot be applied to the QuickBooks invoice because it has already been paid.

==SQLink Error 808 ==
SQLink Error 808: Error adding Customer XYZ 808: There is an invalid reference to a parent "80000004-1207320348" in the Customers list.

QuickBooks error message: To change parent or type when the element or its descendants has been used in a transaction, you must switch to single-user mode. <- QuickBooks must be in single user mode.
This error happens when the billing address is changed on a site customer record in SME. I do not recommend making these changes in SME. This specifically happens when you click the 'Select Billing Company' button or uncheck the 'Is Billable Flag' on the Billing Address and select a new parent/billing customer. Since QuickBooks has special limitations on moving customers between Parent/Billing companies it is always best to do this in QuickBooks. There are two issue that QuickBooks raises:
- QB must be in Single User mode to make the change
- If the change cannot be done due to QB rules you will be warned
There are a couple of ways to move customers in QB. One is available from the following video link and one is by dragging the customer to a new parent.

Link to the Video:[[Move QB Customers to Job Sites]]

The other is to place the cursor over the customer and drag it to the new parent. If there are payments, etc.. you will not be able to move the customer. This will also return an error in SQLink since if QB cannot move it then SQLink cannot move it.

These issues are why I recommend 'only' reassigning customers in QuickBooks.

This error can also come up on Invoices as: Invoice ######## skipped - Billing Link ID not initialized. The usual cause is either the site/job or the Billing customer has been set to inactive.

== SQLink Error 810 ==

'''Error:''' 810: There was an error when saving a Invoice. QuickBooks error message: The transaction is empty.<br>

'''Solution:''' In this case the invoice was a combined invoice and the order on the invoice was removed or deleted. Go to invoice in SME and either uncheck "export to QB" or delete invoice.<br>

'''May Appear as:''' <u>'The transaction must be positive'</u> or <u>'Invoice ##### skipped - voided invoices cannot be exported'</u><br>

'''Solution:''' For both cases go to invoice in SME and either uncheck "export to QB" or delete invoice.<br>

'''This error can also appear in PO as error:'''
<br>
810: There was an error when saving a Bill. QuickBooks error message: This transaction action is not allowed for this user.

'''Probable causes:''' <br>the user running SQLink does not have permission to modify bills in QuickBooks or the closing date has been set and a QB Admin would need to modify the restriction to export the PO/Bill. <br>

'''Error:''' Error adding (Customer – but can be other types of records as well) 810: There was an error when saving a Customers list, element "Customer Name". QuickBooks error message: This list has been modified by another user.

'''Solution:''' Assure everyone is out of QuickBooks as a record is currently being locked by another user. <br>

'''Note''' - If you are syncing SME with QuickBooks and you checked the option '''To Be Emailed''' by default, if the Billing
Customer doesn't have a matching email address with QuickBooks, the invoice won't be able to sync over.
<br>

'''Error:''' 810: There was an error when saving a Invoice. QuickBooks error message: The email address specified for this customer is invalid, and the transaction is marked 'To be e-mailed'.<br>
'''Solution:''' Apply correct email to Billing Customer or uncheck '''To Be Emailed'''.

== SQLink Error 851 : Unable to find the QuickBooks Request Processor ==
851 : Unable to find the QuickBooks Request Processor on your system. Please make sure that QuickBooks 2002 Pro or higher is installed on your system

Download and run the installer from the following link.
QBFC 11.0: http://high5software.com/downloads/QB/QBFC11_0Installer.exe

== SQLink Error 201 ==

Error adding 201: Required field CustomerName not specified.<br>

Error 201 can pertain to any Customer, Vendor, Inventory, Service Item, etc.. record where the Name field is blank.<br>

To correct:<br>

- Go to the module referenced, Customer in the case above<br>

- Do Search All and click on the Name field<br>

- You will see a blank record<br>

- Select the record<br>

- Check if the record should be tied to a specific customer. If the record has no information you can safely set it as inactive and delete it.<br>

== SQLink Error 819 - Error adding XYZ – The object may not be changed==
This is part of the – ‘Unknown error’ returned from QB – seems sometimes it returns an error # and others it does not.

<br>- If switched to Single user – they may get - XYZ Company – Unknown error returned from QuickBooks… this means QB cannot move the child to a new parent due to history on the child company like payments, invoices, etc.. – (See below)
<br>- Additional info to above… can also be reported as Error 819
<br>- Error adding XYZ 819 – (The object may not be changed). Error adding XYZ 819: There was an error when modifying a Customers list, element "800009F6-1300911661". QuickBooks error message: Unknown Error. The Customer List Element is the QuickBooks UID for the customer you have flagged to move in SME.

<br>- To Resolve: Review QuickBooks for the XYZ company and reset the SME companies to match what they were before the ‘Is Billable’ flag was lifted or the Billing/Parent Company was changed.

== Duplicate Customer ==
If you see the following error in SQLink, there is a duplicate customer in SME.

'''Customer : XYZ is skipped due to duplication'''

You can follow the following steps to resolve the error or watch the video below.

{{#ev:youtube| 5EC0ZdD3I7I }}

<br>'''Find which customer record is the duplicate'''

# Go to '''Customers'''.
# Click '''Search''' >'''Search Active Customers'''.
# Click '''Views''' > '''New View'''.
# In the Grid Column Window, check the following fields: '''Name, BillName, Address 1, Address 2, City, St, CustID, ParentID, QBExport. Click OK.'''
# Arrange the columns the way you want in the search view window.
# Click '''Views''' > '''Save View'''.
# Type a name for the view and click '''OK'''.
# In the search view window, sort by '''Name'''.
# Locate the customer name SQLink said is a duplicate.
# Follow the row to the CustID column. If the column is empty, that is your duplicate customer record. Double click to open the duplicate.
# Click your cursor in the '''Company''' field to edit the customer name. Type ('''DUP''') after the customer name. This makes it unique and easy to identify when reassigning orders and invoices for the duplicate customer.
# Click '''Save'''.

'''Now that you found which customer is the duplicate record, check to see if there is any activity for customer you need to reassign'''

# Click the '''Customer Activity''' tab.
# Click the '''Invoices''' tab.
# If there is an invoice on this tab, double click on it. SME will jump to the invoice.
# Click '''Actions''' > '''Rollback Invoice'''.
# Go back to the duplicate customer.
# Click the '''Customer Activity''' tab > '''Service''' tab to check to see if there is a service order assocaited with the "DUP" customer.
# If there is a serivce order, double click on it. SME will jump to the order.
# Click [[File:Magnify.jpg]] to search for the correct customer. In the search window, select the correct customer record, not the "(DUP)" record.
# Save the service order.
# Click '''Actions''' > '''Generate Invoice''' to re-invoice the order.
# Follow steps 1-9 for install orders and invoices for the install orders.

'''Now the activity associated with the duplicate customer are assigned to the correct customer, delete the duplicate customer'''

# Go to the '''"DUP"''' customer.
# Click '''Delete''' to delete the customer record.

== Customer Link ID not initialized ==
If you receive the following SQLink error, you were trying to sync an invoice to QuickBooks that didn't have a valid customer in QuickBooks.

'''Invoice #XXX skipped - Customer link ID not initialized'''

This is usually caused by duplicate customer records in SME. Click here to watch a video on how to resolve the duplicate customer on an invoice and sync the invoice properly.

{{#ev:youtube| 5EC0ZdD3I7I }}

<br>In the video, when the service order was re-invoiced, we let SME assign a new invoice number. If you need to retain the original invoice number, instead of clicking Action> Generate Invoice on the order, follow these steps:

* Write down the order number that needs to be re-invoices.
* Go to the correct customer record (not the DUP customer).
* Click Actions> New Combined Invoice. SME will jump to the new invoice.
* On the Details and Settings tab, locate the Invoice # field. Click [[File:browse.jpg]] to enter the invoice number you want to use. (If you don’t see this icon, you need to add the permission to initialize numbers to your user group settings)

[[File:InvoiceNumberField.jpg]]

* Select the '''Service Orders''' or '''Install Orders''' tab to select the order you need to invoice (the invoice number you wrote down in the first step above).
* Click '''Save'''.

== Error Connecting to QuickBooks ==
When syncing SME to QuickBooks, if you receive the message "Error Connecting to QuickBooks", you are logging into QuickBooks with a path that is different than that refereced by SQLink. This typically happens if you open QuickBooks on a client and try to sync when the initial sync was established on the server.

To run SQLink on client machines, you will need to do the following:

# From the client computer, browse to the sme5 executable folder and locate the SQLink Documentation folder.
# Run the QBFC7_0Installer.

Also, SQLink and QuickBooks must reference the same path to access the QuickBooks company file. You may see this error on SQLink: "602 Different File Open". To resolve this:

# Open QuickBooks.
# Press '''F2''' to open the Product Information window.
# Locate the '''File Information''' section and make note of the path in the '''Location''' field.
# Launch SQLink.
# Click '''File''' > '''Link Setup'''.
# Locate the '''Quick Books Company File''' field. The path in this field must be the same as the path noted in QuickBooks (step 3 above).

== List Element Error ==

When running SQLink with QuickBooks the following message is returned in the SQLink Log:
Error adding (Item Name*) 819: There was an error when modifying a (can be any type of name) list, element** "3170000-1189020798". QuickBooks error message: Cannot merge list elements.

* An item in QB can be a customer name, vendor name, inventory item, etc…
** Element “#######-#########” is the QuickBooks unique identifier

Basically either the ‘Name’ or the ‘Element’ is on a list in QuickBooks and therefore the item that SME is exporting will be rejected by QuickBooks.

'''For example:'''

Both ListID and the Name are unique keys in QuickBooks. And you modified a customer which prompts to export that Customer with the ListID that matches an existing ListID in QB and the Item Name from another record or the Item Name matches, a more likely scenario, and the ListID is different.

This produces the "Cannot merge list elements" error message back from QuickBooks.<br>

- Customer - CustID<br>
- Invoice - InvoiceID<br>
- Vendor - VendorID<br>
- Inventory - InventoryID<br>
- Service Item - ServiceID<br>
- Employee - EmployeeID<br>
Usually for all SME modules there will be an item/column with <name>ID which holds the QB list UID.<br>

'''To include the QuickBooks ID number in the search window:'''<br>
1. In the search window, click '''Views''' > '''Add remove fields'''<br>
2. In the window that opens, check the QuickBooks ID field for that module (list above)<br>
3. Click '''OK'''.<br>
4. Click '''View''' > '''Save View'''. Name the field and Click '''OK'''.<br>
For more information about search views, go to [[Search Window]]<br><br>

'''Example Error:'''<br>
Error adding Bill10506
807: Object "80000016-308248122" specified in the request cannot be found. QuickBooks error message: Invalid argument. The specified record does not exist in the list.<br>
'''Solution:'''<br>
The numbers “80000016-308248122” are referring to an inventory item that QB says no longer exists in QB. It may be inactive, deleted, or related to the inactive parent. You can research it as noted above and shown below in the screenshot.

[[File:InventoryID_SearchView.png]]

'''To resolve this issue:'''

<br>1. Examine the SQLink log: Look at the error:
* Error adding Customer A 819: There was an error when modifying a Customers list, element "3170000-1189020798". QuickBooks error message: Cannot merge list elements.
<br>2. In QuickBooks, locate and edit the name of the vendor/customer:
* Choose '''Lists''' > '''Customer''': '''Job List''' or '''Lists''' > '''Vendor''' List, or '''Lists'''> '''Item List, etc'''… as needs may require.
* Locate and double-click the name noted in the SQLink Log.
* Place a 1 at the end of the name and click OK. Leave QuickBooks and this list open.
<br>3. In SQLink do '''Data Functions> Export New QuickBooks Data> (List Item)'''. In this case it will be Customers. There should be no error for the specific record and it will export to QuickBooks and sit right next to the QuickBooks Record.
<br>4. In QuickBooks, merge the edited name with the name that has been created by the SQLink:
* In the open list in QuickBooks, double-click the name to which you added a 1.
* Remove the 1 from the name and click '''OK'''.
* When asked if you would like to merge the names, click '''Yes'''.
<br>5. If you cannot find the item in Quickbooks you can clear the Quickbooks ID number from SQLink and sync again.
* From SQLink go to Help>Clear Item. Enter the Quickbooks ID from the error message.
[[File:HelpClearItem.png]]
<br>
[[File:Example.png]]
* Click Ok and you should see the following:
[[File:Cleared.png]]

* Once cleared you can run another sync.

== Error - QBFC Not Found ==

[[File:QBFC_Not_Found.png]]
<br>The QBFC program is local to the logged on user. Download and run the installer from the following link.
<br>QBFC 11.0: http://high5software.com/downloads/QB/QBFC11_0Installer.exe

== SQLink stops processing in the middle of a sync ==
If SQLink stops processing in the middle of your sync, you can look at the log file and find out what item is holding up the sync or if there is an error connecting to QuickBooks.<br>

1. Right click on your SQLink shortcut and select '''open file location'''.<br>
2. Double click on the '''Log''' folder<br>
3. Sort by modified date and locate the file modified last, it will probably be a sqlink file.<br>
4. Right click, not double click, on the file and select '''Edit'''.<br>
5. Scroll to the bottom of the file and you will see the item that is holding up the sync. <br>

==QB Invoice number has changed ==
Processing 10 of 110 Invoices (Ref #405-I)
<br>QB Invoice number has changed : QB = 405-I SMP = 405

<br>Invoice numbers in SME are numeric only. Invoice numbers in QuickBooks are strings so they can have numbers and letters. When the invoice from QB syncs to SME, the letters will be taken out of the invoice number in SME. Your invoice number in QB isn't changed.

== Error adding customer XYZ 810: There was an error when saving a customers list, element ==

Error adding Custer XYZ 810: There was an error when saving a Customers list, element " Custer XYZ". QuickBooks error message: This customer already has job information.
<br>To add a new job, the customer's current job information must be moved into its own job.

== Invoice #12345 skipped - Customer is inactive ==
Adding (X) Invoices
<br>Processing 1 of (X) invoices (#12345)
<br>Invoice #12345 skipped - Customer is inactive

<br>Retrieve the Invoice and get the customer name. Check the name in both SME and QuickBooks and set the customer as active to export an invoice.

== Purchase Order 12345 skipped - no received items to export ==
Adding Purchase Orders to QuickBooks
<br>Processing 1 of (X) Purchase Orders
<br>Purchase Order 12345 skipped - no received items to export

<br>The ‘Export To QuickBooks’ flag is set when there are no received items to export. There are two flags, QB Bill Export and QB PO Export. Uncheck the flag as it will get set if items are received on the PO.

== Payment not distributed ==
Payment not distributed means that there is no invoice associated with the payment. For a payment to export from SME to QB it has to have an invoice attached. I would do the following:<br>

1) Delete the payment from the Payments module<br>
2) Go to Receivables > Invoicing and go to the invoice<br>
3) Go to the '''Payments''' tab and enter the payment<br>

That way you are assured that it is attached to an invoice.

If you have the invoice in QB you can also apply the payment in QB and it will sync back to SME and close the invoice.

== There is no disk in the drive. Please insert a disk into drive E. ==
This happens when USB devises are removed without first ejecting the media. This can happen either from USB or DVD/CD devises. You may also need to put a readable DVD or CD in your removable drives. You can Download the following files for 64 and 32 bit machines:

<br>64 bit:
<br>link: [http://high5software.com\downloads\tools\usbtools\usbdeview-x64.zip 64-bit]

<br>32 bit:
<br>link: [http://high5software.com\downloads\tools\usbtools\usbdeview.zip 32-bit]

<br>'''Prevent the error from happening in the future:'''
<br>1. Download, extract, and right click on USBDeview.exe and click 'Run as Administrator'. If you get the following warning during this procedure you did not do that:
<br> [[File:USBadmin.jpg]] <br>
<br>2. Sort by 'Safe to Unplug' by clicking on the top Header:
<br> [[File:USBunplug.jpg]] <br>
<br>3. then Select all that are safe to unplug and NOT Connected and click on the RED X in the top left corner:
<br> [[File:USBdissconnect.jpg]] <br>
<br>4. This should clear up the issue.

<br>'''Another solution:'''
<br>1. Right click on '''My Computer'''
<br>2. Click on '''Manage'''
<br>3. Click on '''Device Manager'''
<br>4. Click the "+" on the '''Disk Drives'''
<br>5. Count how many "Drives" that your computer is currently using.
<br>6. When the Error message pops up then count how many '''Drives''' it

<br>'''Note:''' On some computers you will see duplicate entries in your device manager. You will need to Disable the duplicates.
<br>[[File:DuplicateDiscs.png]]

<br>'''For more dire cases do the following:'''
<br> 1. In Disk Management, find the drive letter or disk referenced in the error. Note, if the error says HardDisk2 or Harddisk3, find Disk 2 or Disk 3.
<br> 2. Right-click the disk and select “Change Drive Letter and Paths”.
<br> 3. Click the “Change” button in the dialog box
<br> 4. Click on the dropdown and select a new drive letter. We recommend changing this to a letter farther down in the alphabet.
<br> 5. Click OK
<br> 6. Run a sync to check if the error still exist.

== QuickBooks warning 550 ==
999: Unrecognized QuickBooks warning: 550: The Customers object was saved successfully, but its corresponding Notes record could not be saved.

<br>This is a warning / bug from QuickBooks which High5 can't do anything about. The record should be updated with the sync, but to stop getting the error you must go to the record in QuickBooks and enter any character in the Notes.

==SQLink Error 511 - QBRequestID has been used previously for another request ==
This message is from QuickBooks. Usually closing and reopening QB will clear the message and reset the request processor. You may also have to reboot the client computer. We've noticed that the QB ID generator sometimes gets stuck, and when it does, this is the outcome.
<br>[[File:Error511_QBRequestID.png]]

<br>To resolve, close QuickBooks and reopen or reboot the client computer that is experiencing the error. This should reset the QuickBooks ID generation
<br>May have to re-check Export Invoice to QB and Bill or PO

File:Cleared.png

2023-03-21T17:48:37Z

DavidG:

File:Example.png

2023-03-21T17:47:22Z

DavidG:

File:HelpClearItem.png

2023-03-21T17:45:16Z

DavidG:

TechPortal for SME

2023-02-07T23:28:20Z

DavidG: Fixed video player

TechPortal for SME is a web-based application providing your technicians with the ability to access and update their work orders in the field. Technicians can access open orders assigned to them, create new orders, and access unassigned work orders.

'''NOTICE: High 5 Software is no longer supporting Internet Explorer (IE) from Microsoft for Tech Portal, Customer Portal and Subcontractor Portal. Please use FireFox, Chrome, Safari, or browsers on smartphones or tablets. We regret that Microsoft continues to make their browser non-standard and currently does not properly support some standard technologies we use in the portals. Since FireFox and Chrome are available as free downloads, we are not going to fight IE and waste valuable development resources. We are a Microsoft Silver Partner and like Microsoft's other technologies and rely on Microsoft Server and SQL Server, however, IE is junk.'''

To learn about the TechPortal, you can either read this guide or view the video below.

{{#ev:youtube| SPtgr6dP0F8 }}

== Assign User Name and Password for Techs ==

For a tech to sign in to TechPortal, they will need their email address
# Open SME and log in.
# Go to the '''Setup''' module > '''Users'''.
# Click '''Search''' > '''Search Active Users''' and select the technician you want to provide TechPortal access to.
# On the Details and Settings tab, enter your technician’s email address in the '''Email''' field. This is the technicians SME TechPortal Username.
# Enter an''' Employee ID''' for the technician. The Employee ID should be a number. When your technician enters services performed on an order, the note will be time and date stamped. In the time and date stamp line you will also see the Employee ID.
# On the Technician Settings tab, enter a TechPortal password for your tech in the '''Web Access Password''' field.

[[File:WebAccessPass.jpg]]

6. Click '''Save'''

<span style="color: rgb(255, 102, 0);">'''Log In'''</span>

Provide your technician with your TechPortal link, email address and password assigned. The email address is their '''User Name'''. Web Access Password is their '''Password'''.

[[File:Login.jpg]]

<br>Use the format of the link below to get a TechPortal link that will fill in your Company Name and Username for you. Save the link as a favorite on your browser.
<br><nowiki>http://high5.high5software.com/tech/?company=</nowiki>'''COMPANY_NAME_HERE'''&username='''USER_NAME_HERE'''

== TechPortal Setup Options ==
TechPortal for SME has a few setup options that can be configured by High 5 Software to meet your company's needs:
* Show Costs: Show or hide costs for parts and services.
* Show Prices: Show or hide prices for parts and services
* Zero Bill: For labor time, this will either set the billing quantity to zero, or set the billing quantity equal to the scheduled quantity. This option is equivalent to the check box in SME labor called "Equal Billable"<br>
For more information, see [[TechPortal Settings]]

== Orders Page ==

[[File:OrdersPage.jpg]]

<span style="line-height: 115%; font-size: 22pt;">1 </span>
<br>'''Home''' – Click to go back to the Orders tab
<br>'''Clock In/Out''' – Click to clock in and clock out. The tech’s clock in and out time is logged in the '''Setup''' module > '''User''' > '''Log''' tab.
<br>'''Settings''' - Allows user to check if they are a 'dispatcher'. This is used for Automated Workflow emails.
<br>'''Log Out''' – Click to log out of TechPortal.

<span style="line-height: 115%; font-size: 22pt;">2 </span>
<br>'''Orders''' – This tab shows all orders and the user can filter the orders on the tab by My Orders, Unassigned Orders, All Orders, or Closed Orders.
<br>'''Service''' - This tab will only show service orders. Use the same filters available on the Orders tab.
<br>'''Install''' - This tab only shows install orders. Use the same filters available on the Orders tab.
<br>'''Issues''' - This tab lists Issue records from the SME Help Desk module. Filter issues by My Issues, Unassigned Issues, All Issues, or Closed Issues.
<br>'''Parts''' - Use this tab to transfer stock from one warehouse to another. A Transfer record will be created in SME Inventory module to record the transfer.

== Viewing Orders ==

On the '''Orders''' tab, you can filter orders, sort orders, search for keywords, and choose how many orders show on each page.
[[File:TechPortal_Show.png]]

<p><b><span style="font-size: 18pt;">1</span></b> – My Orders –Choose to show orders that are My Orders, Unassigned Orders, All Orders, or Closed Orders. Choose New Orders to create a new order.</p>
<p><b><span style="font-size: 18pt;">2</span></b> – Show – choose how many orders to display per page. It defaults to show 50.</p>

<div style="margin: 0in 0in 0pt;"><b><span style="font-size: 20pt;">3</span></b>– Search – enter a key word and your orders will be filtered</div>

Click on the column headers to sort the orders.

Double click on an order to open.

== Editing Orders ==

Technicians can select an open order to view and edit. Any changes made in the order in the TechPortal automatically update SME back at the office.

[[File:SelectOrder.jpg]]

<h3>Start Timer, Exit, Close buttons</h3>
When you open an order, you will see three buttons at the top - Start Timer, Exit, and Close Order (image below).
<br>[[File:TechPortal_TimerExitClose.png]]

<br>'''Start Timer''' - the timer on the order calculates the time between clicking start and end timer and adds a labor item to the order with the timed amount in the scheduled quantity field, illustrated in the image below.

<br>[[File:TechPortal_OrderTimer.png]]

<br>'''Void''' - Click to void the order
<br>'''Close Order''' - Click to change the order from 'Open' to 'Closed'

<h3>Order Buttons </h3>

[[File:TechPortal_OrderButtons.png]]

'''Messages''' - Click to view and add journal notes to the order.
<br>'''Site Notes''' -Click Site Notes to view notes entered in SME. Site Notes are added to the Customer record in SME under Notes > Site notes. You can add additional Site Notes in TechPortal using this button.
<br>'''Signature''' - Click Signature to collect your customer signature. The signature is saved in SME on the Orders Work Requested Tab. You will see a button appear on that tab once a signature is added. The button will say signature.
<br>[[File:ViewTPSignatureInSME.png]]

<br>'''Email''' -Click Email to email the order summary to your customer or back to the office. There is also a pdf summary of the order attached to the email. The pdf report is a standard report and cannot be edited. The technician's email will need to be setup in SME for this feature to work.

<h3> View and Add Services Requested and Performed </h3>

Locate the Services Requested and Services Performed sections. Read the services requested as shown in the image below. To update Services Performed, type in the box under the Services Performed section and click '''OK'''.

[[File:TechPortal_RequestedPerformed.png]]

<h3>Add Time </h3>
To add labor time to an order, locate the Time section and click '''Add''' shown in image below.

[[File:TechPortal_AddTime.png]]

<br>In the Add Time window, select the service item in the '''Service''' field and enter a Scheduled Quantity in the '''Sch Hours''' field. You can also edit the '''Date''', '''Start Time,''' '''Cost''' (if visible), and''' Price''' (if visible). Cost and Price may be hidden based on your TechPortal settings. Click '''OK''' and labor item will be added to the order in SME.

<h3>Add Parts</h3>

Technicians can add parts (material) to open orders. The material added in TechPortal is added to SME back at the office.

<br>The parts with '''Show on Tech Portal''' checked in SME (image below) are the ones available to add in TechPortal. If there are no parts with''' Show on Tech Portal''' checked in SME yet, TechPortal will hang if you try to add parts.
<br>[[File:ShowOnTechPortal.png]]

<br>1. Click '''Add'''
<br>2. In the Add Parts window type in the item field to select the inventory item you want to add to the order. Enter the quantity.
<br>3. Click OK and the material is added to the order in SME back at the office.
<br>[[File:TechPortal_AddParts.png]]

'''Remove parts from an order'''
<br>Material added to the order in SME can be deleted in TechPortal.
<br>1. Check in the Delete column the material you want to remove from the order. (image below)
<br>2. Click OK in the confirmation window and the material is removed.
[[File:TechPortal_DeleteMaterial.png]]

'''Edit parts on the order'''
<br>You can edit the material on the order to change the quantity, description, price, and cost, or even change the item.
<br>1. Double click on the material.
<br>2. In the Edit Parts window, make changes to the material and click '''OK'''. Changes are saved in SME back at the office.

'''Allocating Stock for material added in TechPortal'''
<br>If you are creating a warehouse in SME for your technician's truck, you can assign that warehouse as your technician's default warehouse. That way, when you tech adds stock from TechPortal, SME will allocate stock from your technician's default warehouse, rather than the item's default warehouse.
<br>To set a default warehouse for your technician:
<br>1. Go to '''Setup''' module > '''Users'''
<br>2. Click '''Search''' > '''Search Active Users''' and select the technician.
<br>3. Click the '''Technician Settings''' tab. Locate the '''Warehouse''' field and select the warehouse you use for your technician's truck. (image below)

<br>[[File:TechPortal_TechWarehouse.png]]

<h3>Add Services</h3>
Technicians can add service items to orders. Service items added in TechPortal immediately update SME at the office.
<br>1. Click '''Add''' under the service section in TechPortal
<br>2. In Services window, type in the name field to select the service item you want to add. Enter a quantity.
<br>Users can edit the description, cost (if visible) and price (if visible) fields. If the cost or price isn't visible, they are hidden based on your TechPortal settings.
<br>[[File:TechPortal_AddServiceITem.png]]

<br>Service items added to the order in SME can be deleted in TechPortal.
<br>1. Check in the Delete column the service item you want to remove from the order. (image below)
<br>2. Click OK in the confirmation window and the service item is removed.
<br>[[File:TechPortal_DeleteServiceItem.png]]

'''Edit service items on the order'''
<br>You can edit the service items on the order to change the quantity, description, price, and cost, or even change the item.
<br>1. Double click on the service item.
<br>2. In the Edit Parts window, make changes to the material and click '''OK'''. Changes are saved in SME back at the office.

<h3>Collecting Signature</h3>
Click Signature and the signature window will open. If you are viewing TechPortal on a laptop, use your mouse to write your signature. If you are using a touch screen device, use your finger to write your signature.
<br>[[File:TEchPortal_SignatureButton.png]]

Click '''Clear''' to clear out the signature and sign again.
Click '''OK''' and the signature is saved in SME.

'''View Signature in SME'''

To see the signature in SME, go to the Work Requested tab and click Signature. (image below)

[[File:signatureOnWorkRequested.jpg]]

<h3>Create a report that shows signature</h3>

If you want to print or email a service order report that shows the signature captured in TechPortal, you can follow these instructions to create the report:

[[File:ServiceOrderWithSign.jpg]]

# Go to '''Reports''' module > '''Customize Reports'''.
# Click '''Search''' > '''Search Standard Reports'''.
# Search for '''Standard Order Ticket''' – '''Order Items''' and select.
# Click '''Duplicate Report'''.
# Enter a new name in the '''Short Name''' and '''Title''' fields.
# Click '''Report Designer'''.
# Click '''Files''' > '''Save As'''.
# In the Save As window, enter a new file name in the File name field. At the end of the name, type .rtm.

[[File:RenameFileName.jpg]]

<br>9. Click '''Save'''.
<br>10. Close the '''Report Builder''' window.
<br>11. Click [[File:BrowseForFile.jpg]] next to the Filename field

[[File:BrowseForSavedFile.jpg]]

<br>12. In the Open window that opens, select the file you saved in step 8 above. Click '''Open'''.

[[File:SelectSavedFile.jpg]]

<br>13. Click '''Save'''.
<br>14. Click '''Report Designer'''.
<br>15. In Report Builder, click the DBImage icon ( [[File:DBImageIcon.jpg]])at the top (circled in image below)

[[File:DBImageIconInToolbar.jpg]]

<br>16. Click your cursor in the report where you want the signature image to be. Expand the box
<br>17. Select the DBImage (as shown in image below)

[[File:DBImage_selected.jpg]]

<br>18. Select PngSignature in the field circled in the image below.

[[File:PngSignature.jpg]]

<br>19. Locate the Data section on the left. (image below)

[[File:GraphicType.jpg]]

<br>20. In the '''GraphicType''' drop down, select '''JPG'''.
<br>21. Uncheck '''ParentDataPipeline'''.
<br>22. Click '''File''' > '''Save'''.
<br>23. Close the Report Designer.

Now you can go to a service order, click Print/Email and print out the customized report.

== Add New Orders ==

TechPortal provides technicians in the field with the ability to add new orders. New orders added here will be saved immediately to SME back at the office.

1. Go to the Home page
<br>2. Click '''New Order'''

[[File:AddOrderbutton.jpg]]

<br>3. Fill out the order information

[[File:OrderSummary.jpg]]

*a. '''Customer:''' use the drop down list to select the customer name.
*b. '''Order Type:''' select if the order is an install order or service order.
*c. '''Ref Number:''' enter a reference number. Not a required field.
*d. '''Due Date:''' select a date and time the order is due. Not a required field.
*e. '''Status:''' select an order status. This drop down list is customized by your SME Administrator in the SME Setup module.
*f. '''Code:''' enter the service code, if applicable
*g. '''SLA:''' type the service level agreement, if applicable.
*h. '''Contact:''' select the contact for the order. The drop down will list all contacts for the company.
*i. '''Summary:''' enter the order summary. Not a required field.
<br>4. Click '''Add Order''' and the order is added to SME back at the office.
<br>5. Continue adding order details as needed by clicking '''Edit''' next to Services Requested, Services Performed, Time, Parts, and Services.

== Issues Tab ==
The Issues tab will show issues in the Help Desk module in SME. Use the drop down in the image below to choose which filtered view you want to see. If you don't see all these options, your administrator reduced down the drop down options.

<br>[[File:IssuesTab_FilterOptions.png]]
<br>'''My Issues''' - Shows the issues assigned to the tech logged in to TechPortal
<br>'''New Issue''' - Brings you to another window to enter a new issue
<br>'''Unassigned Issues''' - Shows all issues with nobody in the "Assigned To" field
<br>'''All Issues''' - This view shows all issues including issues that are assigned, unassigned, closed, and open.
<br>'''Closed Issues''' - This view shows all issues that are closed

<br>You can also click '''New Issue''' to enter a new issue which will be saved in SME and also display in TechPortal.

== Custom Fields ==
If you've created custom fields for service or install orders and you want your techs to have access to see and update those fields, make sure you check "Show in TP" in the Custom Table Designer for those fields. Once checked, the tab the fields are on will show in TechPortal and all the fields with that checked will show on the tab.
<br>[[File:CustomTabsInTP.png]]

<br> If you create a custom tab in service orders called “Tech”, all the fields on that tab with “Show in TP” checked will show on the detail tab circled in image below.
<br>[[File:TechCustomField.png]]

== Timesheet Report ==
[[File:TechPortal_TimesheetReport.png]]
<br>This timesheet report shows you the scheduled labor hours for your tech for a time period. This is not using the clock in/out, but the scheduled labor for that tech.
<br>[[File:TimesheetReport_Sample.png]]

Invoice Type - Combined

2023-01-11T20:49:22Z

DavidG: Fixed video player

This converts the entire order to a combined invoice. This is a good option for good tracking because all the details are in the order rather than replicated on the invoice. Below is a screenshot of a combined invoice. When you create a combined invoice, you cannot edit the individual items on the invoice. You can combine multiple closed orders into one combined invoice.

<br>Intro to Combined Invoice<br>
{{#ev:youtube| kLvSfikaTd4 }}
<br>

'''To add additional service and install orders to a combined invoice:'''
# Select the '''Service Orders''' or '''Install Orders''' tab.
# Click Add '''Service to Invoice''' or Add '''Install to Invoice'''.
## [[File:CombinedInvoice.jpg]]
## [[File:AddServiceToCombinedInvoice.jpg]]
# The window that opens will display all of the open and closed orders with the invoice type of combined for that billing company. Double click on the order you want to add to the invoice.
# You will receive this message: “The order has been fully invoiced. Close it?” Click '''Yes''' to close the order.
# The order will be listed on the Service Orders or Install Orders tab.

SQLink

2022-12-08T19:28:17Z

DavidG: Adjusted setting location and fixed typos.

SME to QuickBooks Link Synchronization Tool
Definitions:

1) QB: QuickBooks® by Intuit®
<br>2) SME: Service Management Enterprise by High 5 Software™
<br>3) SQLink: SME to QB synchronization program by High 5 Software™

SQLink for QuickBooks is a robust syncing engine linking SME and QuickBooks information. The sync process encompasses four programs:

*SME – Service Management Enterprise
*SQLink – SME to QuickBooks Import- Export data engine.
*QuickBooks by Intuit – Service Management Enterprise (SME) is compatible with all released versions of QuickBooks, Pro, Premier, Enterprise, regardless of year. '''Review the following link regarding Intuit Sunset policies:''' '''http://support.quickbooks.intuit.com/support/pages/knowledgebasearticle/1003113'''
*QBFC – QuickBooks File Connector XML parsing engine. Runs behind the scenes.

The following information covers SME to QuickBooks Sync Points, SQLink Initial Setup, and a module list covering setup, optional settings, and troubleshooting common errors.

== Support Versions of QuickBooks ==
Service Management Enterprise (SME) is compatible with all released versions of QuickBooks, Pro, Premier, Enterprise, regardless of year.

Intuit may discontinue support for QuickBooks editions older than three years. SME and SQLink can connect to these unsupported versions of QuickBooks, but if there are issues connecting High 5 will not assist with problem resolution. Click here '''http://support.quickbooks.intuit.com/support/pages/knowledgebasearticle/1003113''' to view the QuickBooks Service Discontinuation Plan.

When upgrading QuickBooks to another supported version listed above, you don't need to do anything with SME and SQLink as long as your QuickBooks company file remains in place on the server/server.

Intuit maintains backward compatibility when upgrading to new versions of QuickBooks. Generally there has not been any issue upgrading. Most of our customers upgrade and then call to see if it’s still compatible. Note: new features added to QB will not be implemented in SQLink until we’ve decided or have a customer request to integrate the updates.

== Sync Points for SME and QuickBooks ==
The following table lists the synchronization points between SME and QuickBooks modules. Refer to the SQLink for QuickBooks wiki pages for detailed syncing information.

{|
| class="xl65" style="width: 98pt; height: 14.3pt" width="130" height="19" | Accounts
| class="xl67" style="width: 401pt" width="534" | Synced for use of assigning accounts for item syncing only.
|- style="height: 14.3pt"
| class="xl65" style="height: 14.3pt" height="19" | Business Types
| class="xl67" style="width: 401pt" width="534" | Full sync - Customer Types in QuickBooks
|- style="height: 14.3pt"
| class="xl65" style="height: 27.2pt" height="36" | Credit Memos
| class="xl67" style="width: 401pt" width="534" | Synced from QuickBooks. (Need to be applied to an invoice.
|- style="height: 27.2pt"
| class="xl65" style="height: 27.2pt" height="36" | Customer Balances
| class="xl67" style="width: 401pt" width="534" | Calculated from QuickBooks invoices. A payment or credit must be associated with an invoice to be considered for a balance in SME.
|- style="height: 14.3pt"
| class="xl65" style="height: 14.3pt" height="19" | Customers
| class="xl67" style="width: 401pt" width="534" | Full two-way sync. Customers can be added or modified in either SME or QuickBooks. Billing/Parent customers for Jobs/Sites should only be updated in QuickBooks due to the possibility of issues with existing history for the job/site.
|- style="height: 14.3pt"
| class="xl65" style="height: 14.3pt" height="19" | Employees
| class="xl67" style="width: 401pt" width="534" | Sync to SME as technicians and users table. Employees are initially setup in QuickBooks due to sensitive information that is only maintained in QuickBooks.
|- style="height: 14.3pt"
| class="xl65" style="height: 14.3pt" height="19" | Inventory Assemblies
| class="xl67" style="width: 401pt" width="534" | Do not sync.
|- style="height: 14.3pt"
| class="xl65" style="height: 14.3pt" height="19" | Inventory Groups
| class="xl67" style="width: 401pt" width="534" | SME Packages = QuickBooks Inventory Groups. Inventory Assemblies do not sync.
|- style="height: 27.2pt"
| class="xl65" style="height: 27.2pt" height="36" | Invoices from SME
| class="xl67" style="width: 401pt" width="534" | Invoices in SME fully transfer to QuickBooks. Invoices from the QB QuickBooks invoice transfer to SME for balance purposes, no detailed items are transferred on QB Invoices. (QuickBooks invoices cannot be edited in SME.) SME invoices should be edited in SME.
|- style="height: 14.3pt"
| class="xl65" style="height: 14.3pt" height="19" | Items in QB
| class="xl67" style="width: 401pt" width="534" | Full sync of inventory, non-inventory, service, wage, and discount items. See the "Export Options for Inventory Items" section of the [[Default Export to QuickBooks Settings]] page for more information syncing inventory items.
|- style="height: 14.3pt"
| class="xl65" style="height: 14.3pt" height="19" | Items in SME
| class="xl67" style="width: 401pt" width="534" | Option to sync with QuickBooks or not. If not synced with QuickBooks inventory will use a generic default item to transfer accounting information for invoicing and purchase orders.
|- style="height: 27.2pt"
| class="xl65" style="height: 27.2pt" height="36" | Payments
| class="xl67" style="width: 401pt" width="534" | Can enter payments in QuickBooks for SME invoices. Payments can also be applied in QuickBooks for SME invoices. QuickBooks invoices can only be paid in QuickBooks.
|- style="height: 14.3pt"
| class="xl65" style="height: 14.3pt" height="19" | PO Bill
| class="xl67" style="width: 401pt" width="534" | Syncs with QuickBooks when items are received. (Partial receipt increments the Bill # in QuickBooks ). Go to the "Export Options for Purchase Orders" section on the [[Default Export to QuickBooks Settings]] page for more information.
|- style="height: 14.3pt"
| class="xl65" style="height: 14.3pt" height="19" | Proposals
| class="xl67" style="width: 401pt" width="534" | Import from QuickBooks and Export from SME. You cannot export a QB proposal back to QB from SME.
|- style="height: 27.2pt"
| class="xl65" style="height: 27.2pt" height="36" | Purchase Orders
| class="xl67" style="width: 401pt" width="534" | Optional sync with QuickBooks. Multiple syncing options.
|- style="height: 14.3pt"
| class="xl65" style="height: 14.3pt" height="19" | Subcontractor Bills
| class="xl67" style="width: 401pt" width="534" | Subcontractors used on orders in SME can create a Bill in QuickBooks. Go to the "Export Options for Subcontractors" section on the [[Default Export to QuickBooks Settings]] page for more information.
|- style="height: 14.3pt"
| class="xl65" style="height: 14.3pt" height="19" | Subcontractor PO
| class="xl67" style="width: 401pt" width="534" | Subcontractors used on orders in SME can create a Purchase Order in QuickBooks.
|- style="height: 14.3pt"
| class="xl65" style="height: 14.3pt" height="19" | Subcontractors
| class="xl67" style="width: 401pt" width="534" | Sync of 1099 vendors as Subcontractors in SME. Vendors that are Subcontractors are initially setup in QuickBooks due to sensitive information that is only maintained in QuickBooks.
|- style="height: 27.2pt"
| class="xl65" style="height: 27.2pt" height="36" | Tax Codes and Groups
| class="xl67" style="width: 401pt" width="534" | Controlled by QuickBooks. Enter new tax codes in QuickBooks.
|- style="height: 27.2pt"
| class="xl65" style="height: 27.2pt" height="36" | Terms
| class="xl67" style="width: 401pt" width="534" | Controlled by QuickBooks. Enter new terms in QuickBooks.
|- style="height: 14.3pt"
| class="xl65" style="height: 14.3pt" height="19" | Vendors
| class="xl67" style="width: 401pt" width="534" | Full sync between SME and QuickBooks.
|- style="height: 14.3pt"
| style="height: 14.3pt" height="19" | Wage Items
| class="xl67" style="width: 401pt" width="534" | Synced from QuickBooks.
|- style="height: 14.3pt"
| class="xl65" style="height: 14.3pt" height="19" | Weekly Timesheet
| class="xl67" style="width: 401pt" width="534" | SME labor item records sync with QuickBooks weekly time sheet. Customer name and job number are transferred. Time sheets must be turned on in QuickBooks to use this feature.
|- style="height: 14.3pt"
| class="xl65" style="height: 14.3pt" height="19" |
| class="xl67" style="width: 401pt" width="534" |
|}

== Initial Setup for SQLink ==

SQLink is an add-on product to SME to synchronize SME and QB databases. For a complete list of the
synchronization points review the Sync Points for SQLink page.

SME handles sales, customers, service orders, and inventory while QuickBooks handles the accounting, payroll, and banking integration. SME and QB together make a very powerful combination for managing your service business.

'''READ OVER THIS DOCUMENT CAREFULLY.'''

It is very critical that the interface between SME and QuickBooks is established properly for your business. The SQLink Wizard will fill in the necessary values as defaults. It is recommended that these values remain in place unless they conflict with your business operations.

Your initial synchronization must take place on the computer hosting the SME database! Please plan for a time when you can complete the process without interruption from other system demands. If on a networked system install the programs on your server. If you do not have a server, designate a system to host the database, and install the programs on that system.

'''SME/SQLink, and QuickBooks''' must already be installed on the computer where you will run SQLink. If either of these programs is NOT installed, you must install the missing programs. SQLink installs with SME in the SME program folder.

'''Important''': QuickBooks must be updated before performing the initial sync! This may mean that you will have to perform the QuickBooks update on all other computers where QuickBooks has been installed.

'''SME and QuickBooks:''' Must have company data filled in. If both SME and QuickBooks are installed and the QuickBooks company file has data, please proceed with these instructions.

'''Suggestion:''' It is recommended to start with copies, (sandbox copies) of SME and QuickBooks, rather than your live data until you get the synchronization settings established the way you need to match your business processes. Once all settings are correct and information is passing between the applications to your satisfaction you can setup a live sync with a fresh empty SME database.

'''Advised:''' To avoid possible data issues it is advised you run the QuickBooks Verify and Backup utility prior to setting up SQLink and SME.

There are two types of initial synchronizations:

#To an SME install with no prior data importing the QuickBooks data. (Referred to as an initial sync.)
#To an SME installation that has been used for running your business and a QuickBooks file that has also been used to run your business without synchronization. (An in place sync.)

If your installation falls under number 2 please contact High5Software prior to performing the initial sync as care must be taken to clean up data that may cause issues when syncing.

===Initial sync to a newly installed SME application:===
SQLink will install with SME in the SME program folder.

#SQLink will locate your open QuickBooks file.
#QuickBooks will open the Access Confirmation dialogue shown below.
#Note: on some versions of QuickBooks this will happen again at a later stage in the setup process.
#You will see the following screen in QuickBooks.
#[[File:QB1.png]]
#Click on ‘Yes’, always allow access even if QuickBooks is not running.
#Login as “Admin” (Note: Admin is the level required for SQLink to accesses QB. It is not the level users of SQLink access QB.)
#Check the “Allow this application to access personal data…” This will allow transfer of technician information to QuickBooks.
#Your settings should be as follows:
[[File:QB2.jpg]]
<br>10. Click “Continue”.
<br>11.You may get a certification warning. Click 'Yes' on this screen.
<br>12.[[File:QB3.jpg]]
<br>13.You will see the following QuickBooks screen:
<br>[[File:QB4.jpg]]
<br>14.Click “Done”.
<br>15.SQLink will now be listed in the Integrated Applications List in QuicBooks.

===Set Up For Initial QuickBooks Company===

#SQLink will open with the Set up for Initial Company window.

<br>2.[[File:SetupForInitialCompany_2.png]]

<br>3.The following set up options require attention:
<br>4.Database name (Select Existing) field. Copy the database name from this field.
<br>5.Company Name (Select Existing or Enter New) field. Paste the database name into this field.
<br>6.QuickBooks Company File Location: Click the ellipse in the QuickBooks Company File location and browse to the location of your company file.
<br>7.Note: You can obtain the QuickBooks Company file location by going to QuickBooks and pressing the ‘F2’ key. This will open the Product Information screen. The company file location is in the File Information block:

<br>8.[[File:QB6.jpg]]

<br>9.The paths must match exactly!
<br>10.'''Note:''' On Vista and Newer operating systems you will be required to close QuickBooks before you can set the path. This is also true of Windows Server 2008.
<br>11.Enter your Area Code
<br>12.Select your Country. (Default is US.)
<br>13.Enter your email address if you want error logs emailed
<br>14.Select your QuickBooks year
<br>15.Click ‘Ok’.
<br>16.'''Note:''' On some operating systems you may need to repeat the above steps 2 times before QuickBooks will register the company file path.

===SQLink - Initial Setup===

Refer to the following steps to set SQLink options and complete the initial sync. Options and settings for the Initial Setup can also be configured after the initial sync. For detailed information on the implications of specific settings refer to the appropriate Wiki page.
'''
On Import:''' On import settings cover SQLink functionality when importing information from QuickBooks for Invoices and Payments, Inactive Customers, Next Invoice Number, and Billing Name Options.

[[File:SQLinkInitialSetup.png]]

# '''Merge unmatched invoices and payments:''' Check this box to match QuickBooks invoices and payments. Leaving it unchecked will not import payment information from QuickBooks. (The usual setting is checked)
# '''Skip inactive customers on import/export:''' Checking this box will keep SQLink from importing or exporting inactive customers. Since both SME and QuickBooks are programmed to work with inactive customers it is recommended that you do not check this option. (Usual status is Unchecked)
# '''Billing Name Options:''' Default setting is Billing Name = Customer Name. For more info on this topic review [[#SQLink Billing Name Options|SQLink Billing Name Options]]
# ''' On Export:''' On Export settings cover Tech Time and Purchase Order options.
# ''' Include SMP items on Purchase Order:''' This option will pass the default SQLink item for that actual item used in QuickBooks if the item does not exist in QuickBooks. (Usual setting is Checked)
# Export all uninitialized customers
# User general ledger entries for Default Material items: If you have SME handling all inventory, set this flag to keep QB inventory accounts up to date with GL or journal entries.
# Transfer Tech Time: Used to transfer time entries from Time Tracker for SME or Time In/Out from Mobile tech.
## Replace Tech time records on change: This will delete and recreate time entries in QB if they change in SME.
## Actual Time Only: Set this to only send time tracking (task detail) records. If unchecked will send scheduled time instead of actual time.
## Required time Sheet Status: Set one of the options on when you want time sheet entries to send to QB, either manually, when submitted in Time Tracker for SME or when approved or when marked as "paid" from the Payroll tab of time tracker, or Alway export will send immediately when entered.
### Recommend to set this to Approved if you are having someone approve time entries or set to "Submitted" if no one will be approving time.
## Update to Payrolled after export: Check if you want the time entries to be marked as paid. Thus, when techs look at Time Tracker they will see the time under paid section in the weekly summary.
# Subcontractor TimeSheets on PO: Send subcontractor time to a PO
# Subcontractor TimeSheets on Bills: Send subcontractor time to a Bill
# ''' Purchase Order Options.'''
# Do Not Export Purchase Orders or Bills
# Export Purchase Orders Only – Bills will not export
# Export Purchase Orders & Bills
# ''' Export Bills Only:''' Since Purchase Orders require further action to tie them to Bills in QuickBooks the Bill is the method of inventory adjustment in QuickBooks. (This is the recommended setting.)
# Initialize PO Bill date from Received item: Set QB bill to the date received rather than date the PO was created in SME. This is recommended to check for proper payment terms with your vendors.
# Initialize by PO Item
#Make your selections based on the above information and click ‘Next’.

#SQLink will import the following QuickBooks items:
# Pay Methods
# Sales Tax Codes
# Terms
# Classes
# Sales Reps
# Tax Code Groups
# Accounts
# Pay Items
# Discount Items
# Wage Items
# Employee List
# Vendor List
# Inventory List
# Non-Inventory List
# Service List
# Other Charges List
# Inventory Groups

===Initial Setup: Invoice/Proposal Options===
Invoice Options: Options on this screen determine how invoices export from SME to QuickBooks. These options can be changed after the initial import.

[[File:SQLinkInitialSetup2.png]]

# Invoice Line Items – determines what shows on the invoice for Labor, Material, and Services. These items are ‘default’ items and will be passed on the invoice should an item that is only in SME, and not in QuickBooks, be used on an invoice. (Default settings are to Show Labor, Materials, and Service.)
# Line Item Order: Determines the order of information as it is exported to QuickBooks. (Usual setting is to keep Detail Order.)
# Other Options:
# Show Services Requested. (Usual option is to Not show Services Requested.)
# Show Services Preformed On Invoice. Usual option is To show Services Preformed.)
# Export Purchase Orders for Subcontractors:
# Use Invoice Reference Number:
# Export Bills for Subcontractors
# Use Invoice Reference Number
# Mark Invoice as ‘To Be Printed’ in QuickBooks
# Use ticket number for QuickBooks P.O. Number
# Show Technician Name in Labor Line Item
# Service Location:
# Show at Top
# Show with Charges
# Show at Bottom
# Service Location:
# Make your selections and press ‘Next’

===Initial Setup - Payment and Charge Buckets===
Options on this screen determine which accounts SQLink will use for the following items. You do not need to select any settings at this time as these will be filled in by the SQLink initial setup wizard.

[[File:InitialSetup_PaymentAndChargeBuckets.png]]

# Charge Buckets
# Travel Charges Bucket
# Premium Charges Bucket
# Other Charges Bucket
# Freight Charges Bucket
# Excise Charges Bucket
# Late Fees Bucket
# Credit Buckets
# Prepaid Used Bucket
# Discount Bucket
# Credit Bucket
# Refunds Bucket
# Click ‘Next’.

===Initial Setup - Classes & Miscellaneous===
Options on this screen determine how default classes, time tracking accounts, wage item, and other accounts will pass information. This information will be filled in automatically when the wizard completes the import process.

[[File:ClassesAndMisc.png]]

# Classes
# Labor Class
# Material Class
# Services Class
# Miscellaneous Accounts
# Time Tracking Service Item
# SMP Tax Code
# Wage Items
# Default Pay Wage Item
# Accounts
# Default Payment Receivable Account
# Default Payment Deposit Account
# Default Inventory Asset Account
# Default COGS Account
# Default Service Expense Account
# Default Sales Income Account
# Click ‘Finish’: SQLink will create SQLink default items named SMP_<Item name> in QuickBooks and then complete the importing process.

NOTE: The time required to process an initial import will depend on 2 factors:

1. Number of items in QuickBooks – Customer List, Item List, & Invoice/Payment list. Company files with a lot of information can take hours to process the initial import. Be prepared for this eventuality when starting the syncing process.
2. System resources available to QuickBooks during the sync. If you are running the sync on a system with marginal memory or one that is short on disk space there will be a significant impact on the time required to process the initial sync.

===SQLink will complete the following tasks:===

# Creating Default Values
# Retrieving Tax Codes
# Creating SMP_tax item
# Retrieving QuickBooks Customers
# Retrieving Invoices and payments
# When the import is complete SQLink will return to the initial Setup tab; Import/Export Options.

===SQLink Setup Screens Post Import:===

Import/Export Options:
<br>[[File:SQLink_Import-ExportOptionsTab.png]]

Invoice Options:
<br>[[File:SQLink_Invoice-ProposalOptions.png]]

Payments and Credits:
<br>[[File:SQLink_PaymentsAndCreditsTab.png]]

Classes and Accounts Options:
<br>[[File:SQLink_ClassesAndAccountsOptions.png]]

The Initial Sync is complete. Close all programs, SME, SQLink, and QuickBooks, and reopen them to process the first regular sync.
Note: This sync can also take a considerable length of time since status flags are initialized on all imported items. QuickBooks is not required to be in ‘Single User’/Admin mode for this sync.

== SQLink - QuickBooks Name Length Limitations ==

The following list outlines QuickBooks field name length limits. In general SME will allow longer names than QuickBooks. If you make a field entry longer than that allowed by QuicBooks SQLink will return an error.

<table border=1>
<tr>
<td>'''Customer'''</td>
<td></td>
<td></td>
</tr>
<tr>
<td>'''Field'''</td>
<td>'''SME'''</td>
<td>'''QuickBooks'''</td>
</tr>
<tr>
<td>Site Name</td>
<td>80</td>
<td>40</td>
</tr>
<tr>
<td>Account Number</td>
<td>20</td>
<td>20</td>
</tr>
<tr>
<td>Site Address 1</td>
<td>40</td>
<td>40</td>
</tr>
<tr>
<td>Site Address 2</td>
<td>40</td>
<td>40</td>
</tr>
<tr>
<td>Site City</td>
<td>20</td>
<td>30</td>
</tr>
<tr>
<td></td>
<td></td>
<td></td>
</tr>
<tr>
<td>Bill Address 1</td>
<td>40</td>
<td>40</td>
</tr>
<tr>
<td>Bill Address 2</td>
<td>40</td>
<td>40</td>
</tr>
<tr>
<td>Bill City</td>
<td>20</td>
<td>30</td>
</tr>
<tr>
<td></td>
<td></td>
<td></td>
</tr>
<tr>
<td>Mail Name</td>
<td></td>
<td></td>
</tr>
<tr>
<td>Mail Address 1</td>
<td>40</td>
<td>40</td>
</tr>
<tr>
<td>Mail Address 2</td>
<td>40</td>
<td>40</td>
</tr>
<tr>
<td>Mail Address 2</td>
<td>20</td>
<td>30</td>
</tr>
<tr>
<td></td>
<td></td>
<td></td>
</tr>
<tr>
<td>'''Invoice'''</td>
<td></td>
<td></td>
</tr>
<tr>
<td>Item Description</td>
<td>4,095</td>
<td>4,095</td>
</tr>
<tr>
<td>Memo</td>
<td>4,095</td>
<td>4,095</td>
</tr>
<tr>
<td>Note Field</td>
<td>4,095</td>
<td>4,095</td>
</tr>
<tr>
<td></td>
<td></td>
<td></td>
</tr>
<tr>
<td>'''Vendor'''</td>
<td></td>
<td></td>
</tr>
<tr>
<td>Name</td>
<td>40</td>
<td>40</td>
</tr>
<tr>
<td>Address 1</td>
<td>60</td>
<td>40</td>
</tr>
<tr>
<td>Address 2</td>
<td>40</td>
<td>40</td>
</tr>
<tr>
<td></td>
<td></td>
<td></td>
</tr>
<tr>
<td>'''Tech'''</td>
<td></td>
<td></td>
</tr>
<tr>
<td>Tech Name</td>
<td>40</td>
<td>40</td>
</tr>
<tr>
<td>Tech Address 1</td>
<td>40</td>
<td>40</td>
</tr>
<tr>
<td>Tech Address 2</td>
<td>40</td>
<td>40</td>
</tr>
<tr>
<td></td>
<td></td>
<td></td>
</tr>
<tr>
<td>'''Inventory'''</td>
<td></td>
<td></td>
</tr>
<tr>
<td>Name</td>
<td>40</td>
<td>30</td>
</tr>
<tr>
<td></td>
<td></td>
<td></td>
</tr>
<tr>
<td>'''Service''' </td>
<td></td>
<td></td>
</tr>
<tr>
<td>Name</td>
<td>40</td>
<td>30</td>
</tr>
<tr>
<td></td>
<td></td>
<td></td>
</tr>
<tr>
<td>'''Tax Code''' </td>
<td></td>
<td></td>
</tr>
<tr>
<td>Name</td>
<td>45</td>
<td>30</td>
</tr>
<tr>
<td></td>
<td></td>
<td></td>
</tr>
<tr>
<td>'''Tax Group'''</td>
<td></td>
<td></td>
</tr>
<tr>
<td>Name</td>
<td>45</td>
<td>30</td>
</tr>
<tr>
<td></td>
<td></td>
<td></td>
</tr>
<tr>
<td>'''Package'''</td>
<td></td>
<td></td>
</tr>
<tr>
<td>Name</td>
<td>40</td>
<td>30</td>
</tr>
</table>

== Syncing SME with a new QuickBooks file ==
See link for creating a company file in Quickbooks Desktop:
https://community.intuit.com/articles/1502302-create-quickbooks-desktop-company-file-overview

A new QuickBooks company file must have the following info before syncing to SME:

<br>'''Edit> Preferences'''
<br>* Accounting preferences
<br>* Inventory – Inventory & Purchase orders are active (Even if SME will hold all inventory)
<br>* Payroll & Employees – If transferring SME labor to Time Sheets in QB
<br>* Sales Tax – Yes – Most Common Sales Tax Item will come from SME after the sync
<br>* Time Tracking

<br>'''Lists> General'''
<br>* Chart of Accounts
<br>* Sales Tax Code list – Enter Tax & Non Tax
<br>* Item Lists
<br>* Tax Codes and Groups set up in Item Lists

<br>'''Lists> Customer & Vendor Profile Lists'''
<br>* Class List
<br>* Terms List
<br>* Payment Method List
<br>* Customer Type list if used

<br>'''Employees'''
<br>* Enter with full addresses
<br>* Payroll and Compensation Info
<br>* Enter Wage items – if using time sheets

== Setting up SQLink on a new computer ==
How many desktops can have SQLink syncing with QuickBooks? As many as you want, but it can only be run on one machine at a time.
<br>You will need to setup SQLink on additional machines by following these steps:

<br>'''Step 1''': Setup the SQLink Shortcut on the additional users desktop
<br>SQLink-QB-FilePath:
<br>-Go to the users desktop and right click on the SME icon
<br>-Select '''Open File Location''' (or you can browse to the SME folder if you know the path)
<br>[[File:OpenFileLocation.png]]
<br>- Locate the '''SQLink''' Application
<br>[[File:Sqlink5.png]]
<br>- Right click on the SQLink Application and select '''Create Shortcut''' or '''Send to Desktop as Shortcut''', depending on what Windows you are on. If you created the shortcut, drag the shortcut to your desktop.
<br>[[File:SQLink_CreateShortcut.png]]

<br>'''Step 2''': Download and run the QBFC Installer
<br>Click this link to download and run the QBFC Installer. You won't be able to open SQLink until you run this.
<br>http://high5software.com/downloads/QB/QBFC11_0Installer.exe

<br>'''Step 3''': Check your QuickBooks Path to make sure it matches what is setup in SQLink
<br>One other item that can prevent a successful sync is that SQLink and QuickBooks must reference the same path to access the QuickBooks company file. It is recommended that you make sure all users that will be running SQLink use the same path in QuickBooks to access the QuickBooks company file. Typically a UNC path is used for QB access to the company file when multiple users will be running the sync. An alternative is to map a drive to the QB company file location, typically ‘Q’, and make sure all QuickBooks users log into the company file with the mapped drive.

<br>To check this:
<br>- Open QuickBooks and press '''F2'''.
<br>- In the window that opens location the File Information section. Note the path in the '''Location''' field (image below)
<br>[[File:QuickBooks_FileInformation_Location.png]]
<br>- Open SQLink and click to '''File'''> '''Link Setup'''
<br>- Look at the Quick Books Company File field (image below)
<br>[[File:QBLink_Companyfile.png]]
<br>- The path in the two field need to be the same in order for the sync to work. If they are the same, you can click Cancel in SQLink. If they are not the same, you will need to either open QuickBooks using the path set up in SQLink, or change the location in SQLink. Note that if you change the path in SQLink, then another user at your company may have to change the path they open QuickBooks with.
<br>The place where this usually goes astray is that on client machines QuickBooks is accessed through a mapped drive and on the server it is accessed through a local drive.

== SQLink Full Sync ==
SQLink is an add-on product to SME5 to synchronize SME and QB databases. SME handles sales, customers, service orders, and inventory while QuickBooks. handles the accounting, payroll, and banking integration. SME and QB together make a very powerful combination for managing your service business.

This Guide explains the regular sync activity between SME and QB. The sync can be done at any time. Most customers run the sync at the beginning or end of the day, however it can be run whenever needed.

For this guide, the initial sync between SME and QB must be completed. If you have not done the initial sync, Please review the SQLink Install and Setup document.

'''Synchronization with SME and QB:'''

1) Synchronizing SME and QB

<br>i. Note: This will perform both an SME export and QB import. Since the SME export is performed first, records that are changed in both SME and QB will only get the SME changes.

<br>ii. Note: QuickBooks will require you to log in to QuickBooks on the computer running SQLink. Log into QuickBooks, SME, and SQLink and then run the sync. The user logging in to QuickBooks must have privileges that allow for the actions to be preformed by SQLink.

'''SME:'''

<br>iii. Within SME, Tools> Sync QuickBooks.
<br>iv. [[File:Sync1(1).jpg]]
<br>v. Answer ‘Ok’ to the prompt.
<br>vi. Note if you do not have the option “Synchronize with QuickBooks. ”, or the menu option “Sync QuickBooks. ” then the initial import with QuickBooks. has not occurred or has failed. Review the SQLink Install and Setup document or call contact High5 Software technical support at support@high5software.com
SQLink:
<br>vii. Next start processing in SQLink by selecting Processing>Start Processes
<br>ix. [[File:sync3(1).jpg]]
<br>x. You will see SQLink starting the sync process.
<br>1. SQLink checks for sync requests about once every few minutes.
<br>2. The Sync is complete when you see the words ‘Payment Processing Complete’
<br>xi. Note:
<br>xii. If you encounter issues at this point it is most likely due to drive mappings that have been changed from the original sync.
<br>xiii. To check:

<br>1. Open SQLink> File> Link Setup
<br>2. Open QuickBooks. > F2
<br>3. The paths for QuickBooks. must match exactly.

== SQLink - Module Sync==
SQLink supports a manual module synchronization through the Data Functions menu item. You can Import QB data into SME or you can Export specific module items from SME to QB.

'''QuickBooks data to SME:'''

* Go to '''File'''> '''Data Functions'''
<br>* To Import QuickBooks Data:
<br>* [[File:sync4(2).jpg]]

<br>1) Import QuickBooks. Data: This will import QB data into SME.
<br>a. Note: if a common record such as Customer is modified in both SME and QB, this function will override the common data in SME with the QB data.
<br>b. This imports all items from QB as mentioned above in the initial synchronization. Only changed items will synchronize so the sync process will be much faster than the initial sync.

'''Note:''' The preferred method of sync is listed in the automatic, or SQLink Full Sync Full Sync pages, synchronization because errors can occur. For example if you try to export an Invoice from SME, but a new customer has not been exported yet, SQLink will retun an error from QuickBooks.

<br>1) Export New QuickBooks. Data: This will export from SME to QB.
<br>a. ''' Note:''' If a common record such as Customer is modified in both SME and QB, this function will override the common data in QB with the SME data.
<br>b. Selections:
i. Export Customers onl<br>ii. Export Vendors only<br>iii. Export Techs as Employee<br>iv. Export Inventory
<br>v. Export Invoices<br>vi. Export Payments<br>vii. Export All of the above items
<br>viii. [[File:sync5(1).jpg]]

Note: When performing a manual sync you must sync in the order listedon the invocie. For exal=mple; you must eexport a customer before you can export an invocie for that customer.

== Customers Module Sync Details ==

Customer syncing is bi-directional when using SQLink. Customer can be modified in either SME or QuickBooks and those changes will update the other application. As is always the case there will be some instances where the update cannot take place as expected. This will only happen when exporting SME changes to QuickBooks. For more information refer to the '''[[Common SQLink Errors]]''' page.
<br>'''Note:''' If you are syncing SME with a QuickBooks company file that has the same customer list you will need to contact High5 Software to setup a test sync and address all issues prior to going ‘live’ with the sync.

'''Terms:'''
<br>'''Initial Sync:''' refers to the initial import of QuickBooks lists into SME
<br>'''Routine Sync:''' refers to syncing per the users business requirements and can be performed at any time.
<br>'''Module Sync:''' refers to using the SQLink Data Functions Module sync to move SME information to QuickBooks.
<br>'''Site/Job:''' Sites in SME = Jobs in QuickBooks ‘if’ the location is billing to a different location.
<br>'''Billing Company:''' The location to which you are sending the invoice for payment.

'''Syncing:'''
<br>'''Initial sync:''' The initial sync of SME and QuickBooks will bring all customer records from QuickBooks to SME. You have the option of excluding inactive customers. (It is recommended to bring in inactive customers as SME has provisions for viewing active customers, inactive customers, or all customers.)
Routine Sync: Once a customer is synchronized between SME and QuickBooks, changes can be made in either SME or QuickBooks and the changes will be reflected in the other program. Note: The SME data is exported/synced first, so in the rare case that a record is changed in both SME and QuickBooks, the SME changes will take place and the QuickBooks changes will be overwritten.

'''Guidelines:'''
<br>It is a best practice to enter new customers in one application as this will minimize the chance of duplication.
Do not enter company names in SME in excess of 40 characters. (This is a QuickBooks limit). This shows in SQLink as an error on importing.

To change the Billing customer for a Site/Job in SME you must put QuickBooks in ‘Single User Mode’ and then run the synchronization logged in as Admin. (This is a QuickBooks limitation.) The alternative is to move the Site/Job in QuickBooks and then run a routine sync.

<h3>Mandatory steps for adding new customers</h3>
A best practice is to Always fill out ‘ALL’ information when setting up new records as this will avoid unnecessary errors when syncing invoices.

<br>'''The following Fields will sync'''
<br>Customer Name - QuickBooks
<br>Account Number – QuickBooks or SME
<br>Company Name – QuickBooks or SME
<br>First Name, Last Name – QuickBooks or SME
<br>Contact – QuickBooks or SME
<br>Phone, Fax – QuickBooks or SME
<br>Email – QuickBooks or SME
<br>Billing Address – QuickBooks or SME (Note: Refer to Billing Address options below for details on Billing address setup.)
<br>Shipping Address – QuickBooks or SME
<br>Taxes – QuickBooks or SME
<br>Terms – QuickBooks or SME
<br>Sales Person – QuickBooks or SME

<h3>Customer Taxes</h3>
Review the customer tax setup after creating the customer regardless of the application. If you create the customer in QuickBooks review the tax and set it to the appropriate taxing authority.
<br>'''Note:''' (QuickBooks uses a dummy tax as the default when syncing with integrated applications.)
<br>'''Note:''' QuickBooks does not provide for setting taxes on Sites/Jobs. The Billing location tax authority is used. SME
<br>'''Note:''' After initial creation of the customer SME can NOT change the tax code in QUICKBOOKS. So if the tax code for the customer is changed in SME, it is NOT automatically changed in QUICKBOOKS, and must be manually changed in QUICKBOOKS.
Customer tax setting will override all item level settings. If the customer is tax exempt then the entire invoice will be tax exempt.

<h3>SQLink Billing Name Options</h3>
- Open SQLink and go to '''File'''> '''Setup'''
<br>- Click '''Edit'''
<br>- You will see the following options for Billing address export:
<br>[[File:Billing.jpg]]

<br>'''Billing Name = Customer Name'''
<br>The Billing name in SME will be matched to the ‘Customer Name’ from QuickBooks.
<br>'''Billing Name = Company Name'''
<br>The Billing Name will be matched to the ‘Company Name’ from QuickBooks.
<br>'''Billing Name = First Line of Billing Address'''
<br>The Billing Name in SME will be matched to the First Line’ of the Billing Address Block. (This is because QuickBooks does not actually treat this as a company name field. They treat it as list of 5 address fields.)
<br>'''Use Parent Billing Name for non billable companies.'''
A non billable company is one that has the ‘Is Billable’ flag unchecked in SME. If this is unchecked the option that is chosen above will be used for the Billing Address.
<br>
[[File:SQLinkSetting_BillNameEqualsCustomer.png]]<br>
[[File:BillNameEqualsCustomerNameIllustration.png]]<br>
[[File:BillNameEqualsCompanySetting.png]]<br>
[[File:BillNameEqualsCompanyIllustration.png]]

<h3>Customer Phone Number Sync</h3>
When entering a new customer in SME, the first and third phone number fields sync to QuickBooks Phone and FAX phone numbers as shown in the image below. Even if you change the phone label in SME, it still will sync the first and third phone number fields.
<br>[[File:CustomerPhoneNumberSync.png]]

== Vendors Module Sync Details ==
Vendor syncing is bi-directional when using SQLink with the exception of the 1099 setting. Vendors can be modified in either SME or QuickBooks and those changes will update the other application. As is always the case there will be some instances where the update cannot take place as expected. This will only happen when exporting SME changes to QuickBooks. For more information refer to the Vendor errors & troubleshooting pages.

'''Note''': If you are syncing SME with a QuickBooks company file that has the same vendor list you will need to contact High5 Software to setup a test sync and address all issues prior to going ‘live’ with the sync.
<br>Initial Sync: refers to the initial import of QuickBooks lists into SME
<br>Routine Sync: refers to syncing per the users business requirements and can be performed at any time.
<br>Module Sync: refers to using the SQLink Data Functions Module sync to move SME information to QuickBooks.

'''Syncing:'''
<br>Initial sync: The initial sync of SME and QuickBooks will bring all vendor records from QuickBooks to SME.
<br>Routine Sync: Once a vendor is synchronized between SME and QuickBooks, changes can be made in either SME or QuickBooks and the changes will be reflected in the other program with the exception of the 1099 setting.
<br>'''Note:''' The SME data is exported/synced first, so in the rare case that a record is changed in both SME and QuickBooks, the SME changes will take place and the QuickBooks changes will be overwritten.

'''Guidelines:'''
<br>It is a best practice to enter new vendors in one application as this will minimize the chance of duplication.
<br>Do not enter Vendor names in SME in excess of '''40 characters'''. (This is a QuickBooks limit). This shows in SQLink as an error on importing.

'''Mandatory steps for adding new Vendors:'''
<br>A best practice is to Always fill out ‘ALL’ information when setting up new records as this will avoid unnecessary errors when syncing invoices.

'''The following Fields will sync:'''
<br>Vendor Name – QuickBooks or SME
<br>Company Name - QuickBooks or SME
<br>Account Number – QuickBooks or SME
<br>Address Information – QuickBooks or SME
<br>First Name, Last Name – QuickBooks or SME
<br>Contact – QuickBooks or SME
<br>Phone, Fax – QuickBooks or SME
<br>Email – QuickBooks or SME
<br>Terms – QuickBooks or SME

<h3>Vendor 1099 or Sub Contractor</h3>
<br> 1099(QB) or Subcontractor(SME) settings are set in QuickBooks and synced to SME. Once the initial setting is synced it is a manual setting in either program should you change the setting.
<br>If you are adding a new subcontractor in SME, before you check "is Sub" in the SME vendor, sync the vendor record to QB first, then you can set "is sub" in SME and setup as eligible for 1099 in QB.
<br>http://support.quickbooks.intuit.com/support/pages/inproducthelp/Core/QB2K8/ContentPackage/Payroll/1099/popup_1099pref_table.html

== Employees and Technicians Sync Details ==

<h3>Employees</h3>
Employees sync to SME from QuickBooks as users. To turn the User record in SME into a Technician, check the '''Is Technician''' field

* All address fields should be completed in QuickBooks since blank fields can cause errors should you edit the employee in SME and the edit attempts to sync back to QuickBooks.
* All employees sync regardless of Active or Inactive status
* Salesperson settings sync with the employee
* Employees can be entered in SME and not reside in QuickBooks '''unless''' they will become technicians and you are syncing TechTime. You must then add them as an employee in QuickBooks and sync them back to SME and check''' Is Technician''' in their user record. You will need to modify the SME name i.e., name-(SME), or something similar since name conflicts can occur.
*<span style="color: rgb(227, 108, 10);">'''NOTE:'''</span> '''You must log in to QuickBooks as the''' <span style="color: rgb(227, 108, 10);">'''Administrator''' </span>in <span style="color: rgb(227, 108, 10);">'''Single User Mode'''</span> '''to export new employee's from QuickBooks to''' . This is a QuickBooks requirement. If a sync has been processed, and QuickBooks is not logged in with a user that has employee editing permissions, you will need to do the following:
<br>1) Log in to QB as Admin or a user with employee editing permissions
<br>2) Edit the employee in QB to reset the ‘is modified’ flag (i.e. add a period to the address)
<br>3) Put QB in Single User mode
<br>4) Run a sync
<br>5) Return QB to multi-user mode

<br>'''Note''' - When filling out a new employee in QuickBooks, make sure you fill out their '''state'''. If you do not, QuickBooks will enter "none" in their state which goes to SME as the state of "no". If the employee is edited in SME, QuickBooks will reject the employee on export because it doesn't recognize the state of "no".

<h3>Technicians</h3>
Technicians are created by checking the Is Technician checkbox on a User in SME.
<br>[[File:IsTechnicianCheckbox.png]]

<br>If the user record isn't entered in SME yet, you can do one of the two options:
<br>1) Enter user as an employee in QuickBooks and sync
<br>2) Enter the user in SME. (check Is Technician AFTER you save the User)

<br>When entering a new User in SME, when you click Save you will be asked if you want Export the user to QuickBooks as an employee. If you are syncing Technician labor time in SME to QuickBooks time sheets, then your tech will need to be in QuickBooks as an employee.
<br>[[File:ExportToQuickBooksMessage.png]]
<br>If you click Yes, the Export to QuickBooks flag will be checked. On the next sync, the user will sync to a QuickBooks employee.
<br>''After'' you save the user, you can check''' Is Technician'''.

<br>click this link to read about syncing time sheets to QuickBooks http://high5software.com/mediawiki/index.php?title=SQLink#Tech_Time_.28syncing_time_sheets_to_QB.29

In order to transfer technician time from SMP labor items in orders to QuickBooks time sheets, the following configuration must be established:
* In SQLink> '''File'''> '''Setup'''> '''Transfer Tech Tim'''e set the check box
* [[File:TechSettings.jpg]]
* And if you want labor edits to overwrite previously existing entries for the order check the 'Replace Tech Time Records on Change'.
#The technician must be synced with SME and appear on the Setup> User List in SME with the Is Technician check box checked.
#[[File:IsTech.jpg]]
#The employee must be enabled for Payroll Info in QuickBooks as follows:
*Edit the Employee
*Change tabs to “Payroll and Compensation Info”
*Under Earnings, setup an item such as Hourly. If no item exists create one.
*Select “Use time data to create paychecks”
*After sync, the each technician’s labor time from the SME order will show in the weekly Timesheet in QuickBooks.

'''Field List:'''
<br>Employees/Technicians - QuickBooks or SME
<br>Name - QuickBooks or SME
<br>Address, City, St, Zip - QuickBooks or SME
<br>Phone - QuickBooks or SME
<br>Email - QuickBooks or SME
<br>Log In Name - QuickBooks or SME
<br>Is Salesperson - QuickBooks or SME
<br>Is Active - QuickBooks or SME

== Invoice Sync Details ==
Invoices that are created in SME will sync to QuickBooks if you have SME to sync invoices by default.
<br>[[File:DefaultExportOnInvoices_setting.png]]
<br>To set the invoices to sync from SME to QuickBooks on the next sync by default:
<br>- Open SME
<br>- Go to '''Setup''' module > '''Company''' > '''Order'''
<br>- Click '''Edit'''
<br>- Check '''Default Export On Invoices''' and click '''Save'''.
<br>With this setting, any new invoices created in SME will have the Export to QuickBooks checkbox checked. After the invoice syncs to QuickBooks, the box will be cleared.

<br>- Click [[Editing a Combined Invoice]] to learn about how edited combined invoices in SME update the invoice in QB.
<br>- If an invoice is deleted in SME, the invoice is not deleted in QuickBooks. You will need to delete the invoice in QuickBooks also.

<h3>SME Invoice Field Syncing</h3>
The chart below shows which SME invoice fields sync to QuickBooks invoice fields.
<br>[[File:InvoiceFieldMapping.png]]

<h3>Invoice Numbers</h3>
Click '''[[Invoice Numbers in SME and QuickBooks]]''' to read about your options on invoice numbers in SME & QuickBooks.

<h3>'''WARNING:''' Fixed Total option on Items and syncing warning to QuickBooks</h3>
If you are using "Fixed Total" on Service, Material, or Labor items you must be aware that the Total Price is what gets fixed in the SME Item. You can change the Unit Price or Quantity and the total price will stay the same in SME for that item. If you invoice the item and the invoice goes to QuickkBooks, the Unit Price and Qty are sent over on the invoice which potentially could be different than the fixed total price if you edited the Unit Price or Qty in SME.

== Purchase Order Sync Details ==
In SQLink on the Import/Export Options tab, you will find the Purchase Order Options section (shown in the image below)
[[File:SQLink_PurchaseORderOptions.png]]<br>

<br>If you are creating Purchase Orders in SME, you need to decide how your SME POs are going to sync with QuickBooks. You have the following options:
<br> - Create PO in SME and SME will send the same PO to QuickBooks on the next sync. You would have to receive stock on both POs.
<br> - Create PO in SME, receive items on the PO in SME, on next sync SME will put a bill in QB for the items received. The bill will increase the stock in QB.
<br> - Create PO in SME and send both the PO and the Bill in QuickBooks.<br>
<br>
'''Click this link for details and video''':<br>
http://high5software.com/mediawiki/index.php?title=Default_Export_to_QuickBooks_Settings#Export_Options_for_Purchase_Orders

<br>'''Initialize PO Bill Date to from Received Item:''' - If checked, the date on the bill that goes to QB will be the date you received the item, not the PO date.
<br>'''Initialize by PO Item''' - Sets the date on the Bill in QB to the line item receipt date from the SME PO

<h3>Purchase Order Field Synced</h3>
Below is a chart showing which SME PO fields sync to the QB Purchase Order or QB Bill fields.
<br>[[File:POSyncMapping.png]]

== Tech Time (syncing time sheets to QB) ==
SME labor item records sync with QuickBooks weekly time sheet. Customer name and job number are transferred. Time sheets must be turned on in QuickBooks to use this feature.<br>
<br>To set up SQLink to transfer tech time, open SQLink. Click '''File''' > '''Setup'''. Check '''Transfer Tech Time''' and '''Replace Tech time Records on Change''' (circled in image below)
<br>[[File:TransferTechTimeSetting.png]]
<br>The image below shows labor items scheduled for a Tech in SME Dispatch and how the tech time transfers to QB Timesheet.
<br>[[File:LaborITemsToTimesheet2.png]]
<br>
<br>[[File:ExportTimesheetCheckBox.png]]
<br>

<br>*'''NOTE'''* If you do not want labor records created in SME to immediately sync to QB on the next sync, go to SME '''Setup''' module > '''Company''' > '''Order''' and check '''Don't default Tech Timesheet Export'''. You will then have to check '''Export Timesheet to Quickbooks''' on each labor item when you are ready for it to sync to QB.
<br>[[File:DontDefaulExportTimesheet.png]]

<br>* We do not ''delete'' time sheet entries in QB. We update existing entries and can reassign entries to another tech.
<br>* If you entered a Labor record for a tech, synced to QB, and later added or removed time the timesheet entry will be updated as opposed to creating a new entry.
<br>* You can reassign a timesheet entry to another tech.
<br>* You cannot delete a labor record in SME and subsequently have the timesheet record deleted in QB.
<br>* If you sync the labor item to QB timesheet and then delete the service order in SME, the tech time is not deleted from QB timesheet.

== Auto Process Timer ==
In SQLink click '''File'''>'''Setup''' and set the '''Auto Process Timer''' to the number of minutes you want to automatically sync.

<br>To run the Auto Process sync, open QuickBooks and then open SQLink and select Processes>Auto Process. This will automatically sync based on the number of minutes set for the Auto Process Timer.

<br>[[File:AutoProcessTimer.png]]
<br>[[File:AutoProcess.jpg]]

<br>Auto Sync depends on a combination of 3 items:
<br>1) QuickBooks has remained open and is allowing connections to the company file
<br>2) The SQL service has not been interrupted breaking the connection to SQLink
<br>3) There have not been any backs that change the state of either QB or SME

== Automating Run of SQLink ==
Companies wanting an automatic sync have taken the following actions.

- Install QB on a server.<br>
- Set up a user account on the server for QB syncing.<br>
- Either purchase ‘WinAutomation’ or use an open source macro tool and program it to do the following:<br>

1) Logon to the server with the QB sync account
<br>
2) Login to QB
<br>
3) Login to SME
<br>
4) Login to SQLink
<br>
5) In SME do Tools> Sync QB
<br>
6) In SQLink do Processes> Start Processes
<br>
7) When SQLink has completed processing the macro closes all apps and logs off of the server user account
<br>
8) Set the macro to process on a schedule with Task Scheduler (Usually in the evening when users are not in the system)
<br>
9) Set SQLink to email the logs to the person assigned to monitor on the SQLink> Link Options menu

Proposals

2022-12-01T17:54:15Z

DavidG: Changed setting location to proposal tab

You can create proposals for leads or for existing customers. When you are ready, you can convert the proposal to a service order, install order, or invoice.

== Creating Proposals ==
Before you create a proposal, you have to either create a lead or a customer.
<br>1. Go to the Sales module > Proposals
<br>2. Click '''New''' and select either From Customer or From Sales

<br>[[File:Proposal_New.png]]

<br>3. The Search window will open. Select the customer or the sales lead you want to create the proposal for. Once the customer or lead is selected, the proposal is created as shown below.
<br>4. Click the '''Services Proposed''' tab. On the left side under '''Service Requested''', type a description of your proposal. This text will show on the Standard Order Item Proposal as shown in the image below. You can always create [[Common Services]] if you type the same text frequently on the Services Requested tab.

<br>[[File:Proposal_ProposedServices.png]]

<br>5. Click the '''Order Items''' tab. This is where you will add material and service items to the proposal. The items will be listed on the proposal as shown in the image below.
<br>[[File:Proposal_ItemsShowingOnProposal.png]]
<br><h3>Adding Services to Proposal</h3>
1. On the Order Items tab, click Add Service.
<br>2. In the search window, double click the service item you want to add to the proposal.
<br>3. The '''Service Name''', '''Invoice Description''', '''Quantity''', and '''Price''' fields will show on the Standard Order Item Proposal report as shown below.
<br>[[File:Proposal_ServiceItemOnReport.png]]
<br>4. Click OK to add the service item to the proposal.
<br>
<br><h3>Adding Material to Proposal</h3>
1. On the Order ITems tab, click Add Material.
<br>2. In the search window, double click on the material you want to add to the proposal.
<br>3. The '''Item Name''', '''Description''', '''Quantity''', and '''Price''' fields will show on the Standard Order Item Proposal repor as shown below.
<br>[[File:Proposal_MAterialOnServiceReport.png]]
<br>4. Click OK to add the material to the proposal.
<br>

<h3>Totals Tab to View Profit</h3>
Click the '''Totals''' tab to view your profit on the proposal. It shows the amount quoted, your cost which comes from the cost field on the items, and the profit.
<br>[[File:Proposal_TotalsTab.png]]

<br><h3>Organizing items using Text Items.</h3>
<br>[[File:TextItemUsedAsParent.png]]
<br>1. Click '''Text'''
<br>2. In the Order Detail Editor window, locate the '''Name''' field and enter a description for the text.
<br>3. Click '''OK'''.

<br>Now when entering items to be grouped under that text line, select the '''Parent Item''' in the Add Item to Order window

<br>You can also add a text line to subtotal the items contained under a parent.
<br>1. Click '''Text'''
<br>2. In the Order Detail Editor window, select '''SubTotal''' at the top
<br>3. Enter a '''Name'''
<br>4. Choose the '''Parent Item''' you want to subtotal
<br>5. Click '''OK'''

[[File:OrderItems_TextGrouping.png]]

== Fixed Rate Proposal ==
You can change your proposal to a Fixed Rate Proposal by selecting '''Fixed - Fixed Total''' in the Convert Type field on the Details and Settings tab.

<br>If you enter a fixed amount for material, labor, or services on the order, then that is the amount that will show on the proposal. It won't matter how many items to add to the proposal or the price on all of the items, SME will use the fixed rate amounts on the proposal. When you convert the proposal to an invoice, it will use the fixed rates on the invoice and not all the prices on the items.

<br>[[File:Proposals_FixedRatesTab.png]]
<br>
<br>The image below shows the tab filled out. The first image shows when you enter a Markup %, the Fixed Amount is calculated. The second image shows that you don't have to enter a markup %, but you can also enter an amount directly into the Fixed Amount column.
<br>[[File:Proposal_FixedRatesTab_FilledOut.png]]
<br>When you view the Standard Order Item Proposal, you will see the totals section pulls the price from the Fixed Rates tab, not from the items on the order as shown on the image below. You may want to remove the '''total''' column from the line item section which was done in the image below.

<br>[[File:Proposal_FixedRateOnProposal.png]]

<br>Pay attention to what items you select in the Item fields because they will drive if the material, labor or service fixed totals are taxed or not.

<br>[[File:FixedAmountItems.png]]

<br>When proposal is converted to an order then to an invoice, the invoice will go to QuickBooks. The income for the fixed Labor, Material and Services amounts will pass through the items selected in the Item field on each fixed amount in QuickBooks.

== Commission on Proposal ==
SME has a couple ways to calculate commission. One way is a straight commission based on the proposal total or the proposal profit. Another way SME can calculate commission is by using Price Books which allows you to assign a different commission percentage for every item in inventory and every item in services.

<h3>Setting up Straight Percent Commission</h3>
1. Go to''' Setup''' module > '''Users'''.
<br>2. Search for salesperson in Users.
<br>3. Make sure '''Is Salesperson''' is checked on the Details and Settings tab.
<br>4. Enter the commission percentage in the '''Commission Rate''' field.
<br>5. Click '''Save'''.
<br>6. You can choose if you want the commission to be calculated based on the proposal total or the proposal profit. To set SME to calculate commission based on the proposal profit, go to '''Setup''' > '''Company''' > ''Proposal''' and check '''Calculate User Commissions Based on Profit'''.

<h3>View Commission on Proposal</h3>
Create a proposal and add items to the proposal. SME will calculate the commission and you can view it on the Details and Settings tab. You will also see the commission on the Totals tab in the '''Sales % Commission''' field.
<br>[[File:Proposal_StraightCommission.png]]

<h3>Commissions based on Price Books</h3>
If the commission rate depends on what your sales team is selling, then you may want to use commission based on Price Books. With this method you can create a Price Book you will assign to the proposal. The price book defines the commission rates which can vary depending on what is on the proposal. Material may receive 10% commission, some service items may receive 8% commission, etc. Click '''[[Commissions by Items]]''' to read more.

== Approving Proposals ==
If you want to require proposals to be approved before it can be closed or converted to an order, do the following:
<br>1. Go to Setup module > Company > System.
<br>2. Check '''Require Proposal Approval to Close or Convert to Order'''.
<br>3. '''Save'''.
<br>
<br>Then you will need to make sure the SME user that will be approving proposals has the permission to approve proposals.
<br>1. In the Setup module, go to the User Group section.
<br>2. Search for the user group the SME user that will be approving is in.
<br>3. Click the Administrative Clearances tab.
<br>4. Check '''Proposal Administrator''' in the Financial Data Access section.
<br>5. '''Save'''.
<br>
<br>'''NOTE''' - After a proposal is approved, the taxes get locked on the proposal and the order that is generated has the taxes locked. If you are going to change the service order items and you need the taxes to be recalculated, make sure you are unchecking the "lock tax" box on the service order taxes tab. '''[[Lock Taxes]]'''
<br>
<br>To approve a proposal, click '''Actions''' > '''Approve Proposal'''.
<br>[[File:Proposal_Approved.png]]

== Searching Proposals ==
Use the Search button to search open, approved, or al proposals.

<br>[[File:Proposals_Search.png]]

<br>In the search window you can choose the columns you are viewing, rearrange the order of the columns, sort the columns, and filter by typing in the filter box under the column header. For more information on the search window, click '''[[Search Window]]'''.

<br>[[File:Proposals_SearchWindow.png]]

== Exporting Proposal List to Excel ==
You can export your proposal search window to Excel. Use the Excel tools to sort, filter, and graph your proposals. In the search window click Export > Export to Excel.
<br>[[File:Proposal_ExportToExcel.png]]

== Converting Proposal to a Service Order, Install Order, or Invoice==
You can convert the proposal to a service order, install order, an invoice, or a recurring order. Once the proposal is converted, the status will change to '''Closed'''.
<br>[[File:Proposals_Convert.png]]

== Default Salesperson ==
In a customer record you can assign a salesperson. When a proposal is created, if the user creating the proposal is a salesperson then their name will be used for the salesperson on the proposal. If the user creating the proposal is not a salesperson, then the salesperson will populate with the salesperson assigned on the customer record.

Dispatch Guide

2022-09-12T16:21:02Z

DavidG: Fixed video player

The Dispatch Window allows you to schedule your technicians for work orders and view your technicians schedule.

Watch the video below or continue reading below to get an orientation of dispatch, learn how to schedule orders on your techs schedule, and how to customize your dispatch layout.

{{#ev:youtube| j546EsXlC2Q }}

== '''Dispatch Window''' ==

The Dispatch window allows you to see your technician's schedule and schedule orders on your tech's calendar. To open the Dispatch window, click Dispatch in the Main Form Elements tab (circled below).

[[File:MainFormElements_Dispatch.jpg]]

The Dispatch window is separated into different sections. See below for an orientation of the sections:

[[File:DispatchSections.jpg]]

{| style="border-width: medium; border-style: none; border-color: -moz-use-text-color; border-collapse: collapse"
| style="border-width: medium; border-style: none; border-color: rgb(240, 240, 240); padding: 0in 5.4pt; background-color: transparent; width: 45.9pt" width="61" valign="top" |
<div style="line-height: normal; margin: 0in 0in 0pt">'''<font size="26pt">1</font>'''</div>
| style="border-width: medium; border-style: none; border-color: rgb(240, 240, 240); padding: 0in 5.4pt; background-color: transparent; width: 432.9pt" width="577" valign="top" |
<div style="line-height: normal; margin: 0in 0in 0pt">'''Calendar '''tab – Select the day of the month you would like to see on the dispatch window.</div><div style="line-height: normal; margin: 0in 0in 0pt">'''Techs '''tab – Shows your technicians. This view is used to drag techs onto the Order Planner tab</div><div style="line-height: normal; margin: 0in 0in 0pt">'''Vehicles '''tab – Use this tab to drag your company’s vehicles onto the Order Planner tab.</div><div style="line-height: normal; margin: 0in 0in 0pt"> </div>
|-
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<div style="line-height: normal; margin: 0in 0in 0pt">'''<font size="26pt">2</font>'''</div>
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<div style="line-height: normal; margin: 0in 0in 0pt">'''Today’s Labor''' tab – A list view of all labor scheduled for the day selected on the calendar.</div><div style="line-height: normal; margin: 0in 0in 0pt">'''Day Planner''' tab – Displays each technician’s schedule for the day selected on the calendar. Move orders between technicians and expand/shrink order’s labor hours.</div><div style="line-height: normal; margin: 0in 0in 0pt">'''Week Planner''' tab – View the orders scheduled for technicians starting with the date selected on the calendar. Drag orders between techs and days.</div><div style="line-height: normal; margin: 0in 0in 0pt">'''Order Planner''' tab – View your open orders and drag technicians onto the orders. View by day, week, 2 weeks and month.</div><div style="line-height: normal; margin: 0in 0in 0pt">'''Tech ToDo List''' tab – Create a list of to do’s for your techs. This is separate from the Activities window in SME.</div><div style="line-height: normal; margin: 0in 0in 0pt">'''Unavailable Time''' tab – Enter unavailable time for your technician. Prevent you from scheduling techs when they aren’t available.</div><div style="line-height: normal; margin: 0in 0in 0pt"> </div>
|-
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<div style="line-height: normal; margin: 0in 0in 0pt">'''<font size="26pt">3</font>'''</div>
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<div style="line-height: normal; margin: 0in 0in 0pt">'''Unscheduled '''tab – Shows all open orders that do not have labor scheduled yet. Drag and drop onto the dispatch calendar.</div><div style="line-height: normal; margin: 0in 0in 0pt">'''Proposals''' tab – Shows all open proposals if Proposals is checked on the Settings tab.</div><div style="line-height: normal; margin: 0in 0in 0pt">'''Services '''tab – Shows all open service orders if Service is checked on the Settings tab.</div><div style="line-height: normal; margin: 0in 0in 0pt">'''Install '''tab – Shows all install orders if Install is checked on the Settings tab.</div><div style="line-height: normal; margin: 0in 0in 0pt">'''Invoices''' tab – Shows all invoices if Invoice is checked on the Settings tab.</div><div style="line-height: normal; margin: 0in 0in 0pt">'''Settings''' tab – Use this tab to select what you are seeing on the Dispatch section. Filter your dispatch calendar by technician workgroups. Filter the orders that display on service, install and unscheduled by Zone If you have both Service and Install checked, the Day Planner tab will show you all service and install work scheduled on your tech’s schedule. If only Service is checked, you will only see service orders on your tech’s schedule.</div><div style="line-height: normal; margin: 0in 0in 0pt"> </div>
|}

== Order Tabs ==
The tabs at the bottom of dipsatch show you open service orders, open install orders, open invoices, open proposals, as well as unscheduled orders (orders that don't have a tech scheduled yet). Drag orders from the tabs on to the dispatch calendar to schedule.

<br>'''Note''' - Orders won't show on these tabs if the order status assigned to the order don't have '''Show On Dispatch''' checked. Go to setup > Company > Lists > Order Statuses. Edit the statuses to uncheck the Show on Dispatch option if you would like to reduce down the orders that show on these tabs.

[[File:OrderTabs.jpg]]

From these tabs, you can sort and filter your orders. Drag and drop the order onto the dispatch calendar to schedule your tech. On the Proposals, Service, Install and Invoices tab you can choose which columns you are viewing. For example, you may want to be able to sort your service orders by order status, due date, or order number.

'''Choose columns'''

The views that you create in the Service & Install module > Services can be applied to the service tab in dispatch.
<br>1. Right click on the column header.
<br>2. Select '''Apply View'''.
<br>3. Select the search view. These search views listed are created in the Service Order Search window.

[[File:ApplyView.jpg]]

'''Rearrange the order of the columns'''

You can drag and drop columns in place:

[[File:DragColumns.jpg]]

You can also click [[File:ColumnMgmt.jpg]] to rearrange columns and remove columns from the grid:
<br>1. Click [[File:ColumnMgmt.jpg]] in the upper left corner of the Service tab.

[[File:ColumnMgmtLarge.jpg]]

<br>2. The columns will display in a list.
<br>3. Click on a column and drag it to the position you want in the list. Green arrows will indicate where you are dropping the column.
<br>4. Uncheck any column to remove it from the grid.

[[File:ColumnMgmtDisplay.jpg]]

To learn more about setting up search views in SME, watch the searching tips video.
'''
Filtering orders on tabs'''

Similar to filtering your search views, click and type what you want to filter for below the column header as shown in the image below.

[[File:FilterGrid.jpg]]

Entering % after the word (e.g. tire%) you type will find everything in the column that begins with the word you typed.
Enter % before the word (e.g. %tire) you type will find the word anywhere in the field.

== Scheduling Orders on Dispatch ==

Drag an order from the tabs at the bottom of dispatch and drop it on the dispatch board.

*NOTE* When you drag an order onto a tech’s schedule, a labor item is added to the order. Go to the service or install order, select the labor tab and notice the new labor item added.
To expand the hours scheduled on your tech’s calendar, click on the order scheduled, click on the bottom of the order (image below) and drag the order down the calendar.

[[File:DragOnDispatch.jpg]]

Drag the order from one technician’s schedule and drop on another tech’s schedule.

'''Rescheduling order on tech’s schedule to another day'''
<br>1. On '''Dispatch''', go to the '''Day Planner''' tab.
<br>2. Select the order on your tech’s schedule.
<br>3. Click '''Reschedule Labor'''.
<br>4. In the window that opens, select the new date and click '''OK'''.
<br>5. Order has been moved to your tech’s schedule on date selected.

[[File:Reschedule.jpg]]

'''Jump to order from dispatch'''

Double click on an order scheduled on your techs calendar and SME will jump to the order. This is an easy way to update all of the orders at the end of the day. From dispatch, jump to the orders that were scheduled for the day, update the order status and make other changes to the order.

== Link between Dispatch and the Labor Editor ==

When you add an order to your technician’s calendar in dispatch, a labor line item is added to the Labor tab on the order. It works the other way as well. In an order, if you go to the Labor tab and add new labor, the order is added to your tech’s calendar on dispatch.

[[File:Link.jpg]]

== Quick Schedule ==

In a service or install order, you can use Quick Schedule to quickly schedule a technician on dispatch.
<br>[[File:QuickScheduleButton.jpg]]
# On the Details and Settings tab, click [[File:Q.jpg]].
# The Labor Editor window will open. The Labor Editor access through the [[File:Q.jpg]] button is a scaled down window and provides basic scheduling fields.

[[File:QuickScheduleLaborEditor.jpg]]
<br>3. Select the '''Technician''', '''Scheduled Date''', '''Start Time''' and '''Scheduled Qty'''.
<br>4. Click '''OK''' and the technician will be scheduled on dispatch.

== Dispatch Layouts ==

In dispatch there may be tabs you don’t use, such as the vehicles tab, technician’s tab, invoices tab and proposals tab. You can setup different layouts in SME showing you the tabs you want to see and switch between the layouts.

<u>First it is a good idea to save the original layout in dispatch:</u>

<br>1. Click [[File:SaveLayout.jpg]] next to the Layout field (image below).

[[File:SaveLayoutLg.jpg]]

<br>2. Click the '''Layouts''' tab.
<br>3. Click '''New'''.
<br>4. In the '''New layout name''' field, enter a name for the new layout. Click '''OK'''.

[[File:SaveLayoutName.jpg]]

Now that the original layout is saved, you can create other layouts and always change back to the original layout using the Layouts dropdown.

[[File:LayoutDropdown.jpg]]

<u>Create another layout:</u>

You can close the tabs you don’t want to see in dispatch and save that view.
<br>1. Click the [[File:x.jpg]] in any of the tabs to remove the tabs from dispatch.
<br>2. Click next to the Layout field.
<br>3. Click the '''Layouts''' tab.
<br>4. Click '''New'''.
<br>5. In the '''New layout name field''', enter a name for the new layout. Click OK.

To switch between saved layouts, use the '''Layout''' field to select the layout you want to use.

<h3>Example of changing a simple part of dispatch layout</h3>
A simple change that helps dispatch usability it to move the unscheduled tab from below the grid to above the grid as shown in the image below.
<br>[[File:UnscheduledTabsOnTop.png]]

<br>1. Right click on the Unscheduled tab and choose Top (image below)
<br>[[File:RightClickOnUnscheduledTab.png]]
<br>2. Now you'll need to save the layout. Click the second button to the right of the layouts drop down.
<br>[[File:AssignNewLayoutName.png]]
<br>3. In the window that opens, click '''New'''
<br>4. Enter a name for your view. Click '''OK'''.
<br>5. Click '''Close''' in Docking Setup window
<br>6. Now it should have that view selected in the '''Layout''' drop down and will be saved.

<h3>How to go back to original layout</h3>
If your Dispatch layout has been altered and you wish to restore to the default layout please do the following:
<br>1. In SME click '''Help''' > '''Tech Support Utilities'''
<br>2. Enter '''833''' and click '''OK'''.
<br>3. Delete the '''Dispatch''' folder.
<br>4. Double click the folder with your user name.
<br>5. Delete the '''Dispatch''' folder in that folder as well.
<br>6. Open the dispatch window in SME to see the original layout restored.

== Adding New Technicians ==
<br>If you ''aren't'' syncing timesheets, then you can simply add a new Technician by adding a user in SME and checking '''Is Technician'''.
<br>1. Go to '''Setup''' > '''Users'''
<br>2. Either search for the user that needs to be a tech or create a new user
<br>3. Check the '''Is Technician''' checkbox. (image below)
<br>[[File:AddANewTech.png]]
<br>4. On the Technician Settings tab, you will probably want to select a '''default service item''' for the technician.
<br>'''Note:''' Entering a new user in SME does not sync over to QuickBooks as an employee.

<br>If you are syncing TechTime (SME Labor to QuickBooks timesheet entry), you must first enter the technician as an employee in QuickBooks and sync them to SME. They will show as an SME User and you will have to check''' Is Technician''' in their user record. ('''Setup''' module > '''Users''')
<br>About TechTime syncing: http://high5software.com/mediawiki/index.php?title=SQLink#Tech_Time_.28syncing_time_sheets_to_QB.29
<br>*<span style="color: rgb(227, 108, 10);">'''NOTE:'''</span> '''You must log in to QuickBooks as the''' <span style="color: rgb(227, 108, 10);">'''Administrator''' </span>in <span style="color: rgb(227, 108, 10);">'''Single User Mode'''</span> '''to export new employee's from QuickBooks to''' . This is a QuickBooks requirement. If a sync has been processed, and QuickBooks is not logged in with a user that has employee editing permissions, you will need to do the following:
* Log in to QB as Admin or a user with employee editing permissions
* Edit the employee in QB to reset the ‘is modified’ flag (i.e. add a period to the address)
* Put QB in Single User mode
* Run a sync
* Return QB to multi-user mode

<br>'''Note''' - When filling out a new employee in QuickBooks, make sure you fill out their '''state'''. If you do not, QuickBooks will enter "none" in their state which goes to SME as the state of "no". If the employee is edited in SME, QuickBooks will reject the employee on export because it doesn't recognize the state of "no".
<br>'''Note:'''
<br>Editing a user in SME doesn't update the employee in QuickBooks
<br>Editing an employee in QuickBooks does update the user in SME.
<br>Entering a new user in SME does not sync over to QuickBooks as an employee.

== Remove Users from Dispatch Window ==
When you open the Dispatch window Order Planner tab and you are seeing employees that shouldn't be there, you can remove them by doing the following:
<br>1. Got to the '''Setup''' module > '''Users'''
<br>2. Click '''Search''' > '''Search Active Users''' and double click on the user you want to remove from dispatch
<br>3. Click the '''Technician Settings''' tab
<br>4. Check '''Hide In Lists''' and click '''Save'''

The SME User will no long show on the Dispatch Calendar or in the Labor Editor technician field.

[[File:HideInLists.png]]

== Adding Subcontractors to Dispatch ==

To add a subcontractor to the Dispatch Calendar and the Labor Editor technician field, go to the subcontractor's vendor record and check '''Use as Tech'''

[[File:UseAsTech.png]]

== Ordering Techs on Dispatch ==

You can arrange the order in which your technicians display along the top of the Day Planner tab.

[[File:DayPlannerOrder.jpg]]

# Go to the '''Setup''' module > '''Users'''.
# Click '''Search''' > '''Search Active Users'''.
# Select a technician in the search window.
# Click the '''Technician Settings''' tab.
# Locate the '''Tech Rating''' field. Techs with the lowest number will be on the left of the Day Planner tab. Techs with the highest number will be on the right.

[[File:TechnianSettings_TechRating.jpg]]

If you are showing subcontractors in the dispatch window, you can arrange their order as well.

# Go to the '''Inventory''' module > '''Vendors'''.
# Click '''Search''' > '''Search Active Vendors'''.
# Select your subcontractor.
# Click the '''SubContractor Settings''' tab.
# Locate the '''Tech Rating'''. Techs/Subs with the lowest number will be on the left of the Day Planner tab. The highest will be on the right.

[[File:SubTechRating.jpg]]

== Scheduling Conflict ==
If you are scheduling a technician using the Labor Editor, you can't see your technicians calendar to see if they are already scheduled for the time you are choosing. To have SME warn you if you are about to double book a technician, make sure you check '''Conflict Message''' on the user record.

[[File:ConflictMessage.png]]

<br>1. Got to the '''Setup''' module > '''Users'''
<br>2. Click '''Search''' > '''Search Active Users''' and select a user
<br>3. Click the '''Technician Settings''' tab
<br>4. Check '''Conflict Message''' and click '''Save'''

== Technician Workgroups ==

A work group is a group of users that can perform a specific function (ie: electricians, welders, repair) or technicians that work in a geographical area. Work groups are used in dispatch and also in the Labor Editor window.
In Dispatch, you can filter the technicians displayed on the Day Planner tab by Work Group.

[[File:FilterByWorkGroup.jpg]]

In the Labor Editor, when you select a specific work group, your technician field will be filtered and only show you technicians in that group.

[[File:LAborEidtorWorkGroup.jpg]]

'''Create new Work Groups and assign techs to groups'''
<br>1. Select '''Utilities''' module.
<br>2. Click '''Utilities''' > '''Work Group Editor'''
<br>3. Click '''Run It''' and the Work Group Editor window opens
<br>[[File:WorkGroupEditor.png]]

<br>4. Click '''New''' and type the name for the new work group in the '''Work Group''' field.
<br>5. Click '''Save''' at the top.
<br>6. Click '''Add From Technicians''' and select the technicians you want to add to the group. Click '''OK'''. (To add multiple technicians, hold down your ctrl key and click on the multiple contacts and click OK.)
<br>7. To add subcontractors to the group, click '''Add From Subcontractors'''.
<br>8. Click '''OK'''.

== Order Chart tab ==

<br>[[File:OrderChartTab.png]]
<br>The Order Chart tab is there so you can choose when you want to work on orders. You can drag orders from the unscheduled, install, or service tab at the bottom of dispatch and drag it to the Order Chart tab. Drag the order across the days you want to work on the order. When you do this, it updates the "Start Date" and "End Date" on the Rates and Assignments tab on the order (image below).

<br>Dragging the order to that tab doesn't schedule any technicians. It is just organizing what jobs you want to work on when.
<br>[[File:StartDate_EndDate_OrderChart.png]]

== Dispatch Refresh ==
When the dispatch window refreshes (updates) you will see the orders scheduled on your calendar blink and update with changes. By default, the dispatch is set to refresh continuous. It's the standard setting for most customers.

<br>If the constant refresh doesn't work for you due to the amount of data, you can change your refresh rate.
<br>- Go to '''Setup''' module > '''Company''' > '''System'''
<br>- Click '''Edit'''
<br>- Locate the '''Dispatch Refresh (in seconds)''' field and enter your refresh rate.
<br>[[File:FieldTechDispatchCalendar_RefreshRate.png]]

== Dispatch FAQ ==
<br>
===<u>Orders aren't showing on dispatch</u>===
<br>
If your orders aren't showing on dispatch there are a couple things to check:
====Check to see if the order status assigned to your orders has "show on dispatch" checked====
<br>Go to '''Setup''' > '''Company''' > '''Lists'''
<br>Select '''Order Statuses'''
<br>Edit a status and make sure '''Show on Dispatch''' is checked. If it isn't, then any order with that status won't show on dispatch.
<br>[[File:ShowOnDispatch.png]]<br><br>

====<u>Check settings on Dispatch > Settings tab</u>====
Open Dispatch
<br>Click the '''Settings''' tab at the bottom
<br>[[File:Dispatch_SettingsTab.png]]
<br>Make sure All zones, All Workgroups, Service and Install are checked. If Don't show completed items is checked, it won't show labor associated with closed orders.

<br>Troubleshooting why orders aren't showing on dispatch calendar<br>
{{#ev:youtube| smLzkuMvJcA }}
<br>
<br>
===<u>Cannot schedule order on multiple technicians</u>===
<br>
If you're not able to schedule an order on multiple technicians please Click '''Settings''' tab at the bottom:
[[File:Dispatch_SettingsTab.png]]
<br>
Verify that the module you're working with is selected.

== Publish Dispatch ==

The Publish Dispatch button will publish updates to the Dispatch board and send the tech’s their updated calendar events. There are two places to check:
- Setup> Company> Order> ‘Auto Publish Dispatch Changes’ – this option will set the flag and immediately send a new or revised calendar event to a tech when they are added or revised on an order

<br>[[File:Dispatchpage1.png‎]]
<br>
For those not wanting to always publish changes we added two other options.
- On the order> Labor Editor> Publish Changes – we added this for those that want to control the events from the editor when the record is saved.
<br>[[File:Dispatchpage2.png‎]]
<br>
- And for those that wanted yet another option… we added the button to the Dispatch page. Which shouldn’t email anything until you click ‘Publish Dispatch which has the same effect as setting the flags on every order on that specific dispatch page.
<br>[[File:Dispatchpage3.png‎]]
<br>
<br>
The update of the calendar event is automatic if you set, or do, any of the options below.
1) If you want a calendar event email fired on every labor task entry – set the System default. The flag on the labor editor will be set when adding new labor tasks.
2) If you want to fire one when you are adding a labor task entry from the order, and not on ‘every new task, do not do #1, and just set the flag on the order.
3) If you only want to control the firing of emails, after all labor edits have been completed for a day, do not do #1 or #2, and just click the ‘Publish Dispatch’ button – this option automatically sets the flags for everything on the day displayed in Dispatch.
<br>

Invoicing

2022-09-08T18:01:31Z

DavidG: fixed video player

The invoice will show the billing address, the balance due, the type of invoice, the orders associated with the invoice, the due date and more.

== Invoice Orientation ==
Below are the different sections of an invoice. Depending on the permissions your SME Administrator created, you may not have access to all the areas described below.

[[File:InvoiceOverview.jpg]]

{| style="border-width: medium; border-style: none; border-color: -moz-use-text-color; border-collapse: collapse"
| style="border-width: medium; border-style: none; border-color: rgb(240, 240, 240); padding: 0in 5.4pt; background-color: transparent; width: 27.9pt" width="37" valign="top" |
<div style="line-height: normal; margin: 0in 0in 0pt">'''<font size="16pt">1</font>'''</div><div style="line-height: normal; margin: 0in 0in 0pt">''' '''</div>
| style="border-width: medium; border-style: none; border-color: rgb(240, 240, 240); padding: 0in 5.4pt; background-color: transparent; width: 630.9pt" width="841" valign="top" |
<div style="line-height: normal; margin: 0in 0in 0pt">'''New '''– create new combined or itemized invoice.</div><div style="line-height: normal; margin: 0in 0in 0pt">'''Search''' – search open, invoiced or all invoices.</div><div style="line-height: normal; margin: 0in 0in 0pt">'''Navigate '''– jump to invoice by invoice number or recently viewed invoices.</div><div style="line-height: normal; margin: 0in 0in 0pt">'''First, Prior, Next, Last''' – tab through invoices.</div><div style="line-height: normal; margin: 0in 0in 0pt">'''Refresh '''– refresh window to see calculated fields update.</div><div style="line-height: normal; margin: 0in 0in 0pt">'''Edit '''– click to make changes to an invoice.</div><div style="line-height: normal; margin: 0in 0in 0pt">'''Delete''' – click to delete the invoice (permissions needed)</div><div style="line-height: normal; margin: 0in 0in 0pt">'''Print/Email''' – print or email the invoice. The printed invoices can be customized in the Reports module.</div>
|-
| style="border-width: medium; border-style: none; border-color: rgb(240, 240, 240); padding: 0in 5.4pt; background-color: transparent; width: 27.9pt" width="37" valign="top" |
<div style="line-height: normal; margin: 0in 0in 0pt">''' '''</div><div style="line-height: normal; margin: 0in 0in 0pt">'''<font size="16pt">2</font>'''</div>
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<div style="line-height: normal; margin: 0in 0in 0pt">''' '''</div><div style="line-height: normal; margin: 0in 0in 0pt">'''Invoice Status – '''Open or Closed.</div>
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<div style="line-height: normal; margin: 0in 0in 0pt">''' '''</div><div style="line-height: normal; margin: 0in 0in 0pt">'''Actions – '''Rollback invoice, apply deposit, post credit and more.</div><div style="line-height: normal; margin: 0in 0in 0pt">'''Activities – '''set activities for the invoice (remind yourself or others to take action on the invoice)</div>
|-
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<div style="line-height: normal; margin: 0in 0in 0pt">''' '''</div><div style="line-height: normal; margin: 0in 0in 0pt">'''<font size="16pt">4</font>'''</div><div style="line-height: normal; margin: 0in 0in 0pt">''' '''</div>
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<div style="line-height: normal; margin: 0in 0in 0pt">''' '''</div><div style="line-height: normal; margin: 0in 0in 0pt">'''To be printed '''– if checked the invoice is added to batch print. After the batch print is processed, you have the option to clear out all the “to be printed” flags.</div><div style="line-height: normal; margin: 0in 0in 0pt">''' '''</div><div style="line-height: normal; margin: 0in 0in 0pt">If syncing SME with QuickBooks, you will setup what will sync by default. Based on those settings, these check boxes will be automatically checked.</div><div style="line-height: normal; margin: 0in 0in 0pt">'''Export to QuickBooks''' – If checked, the invoice hasn’t synced with QuickBooks yet. It will transfer on the next sync and the checkbox will be unchecked once synced.</div><div style="line-height: normal; margin: 0in 0in 0pt">'''Export Bill to QuickBooks – '''If checked, the bill for the subcontractor on the invoice hasn’t synced with QuickBooks yet. On the next sync, the bill for the subcontractor will be added to QuickBooks.</div><div style="line-height: normal; margin: 0in 0in 0pt">'''Export PO to QuickBooks - '''If checked, the purchase order for the subcontractor on the invoice hasn’t synced with QuickBooks yet. On the next sync, the PO for the subcontractor will be added to QuickBooks.</div><div style="line-height: normal; margin: 0in 0in 0pt">''' '''</div>
|-
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<div style="line-height: normal; margin: 0in 0in 0pt">''' '''</div><div style="line-height: normal; margin: 0in 0in 0pt">'''<font size="16pt">5</font>'''</div><div style="line-height: normal; margin: 0in 0in 0pt">''' '''</div>
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<div style="line-height: normal; margin: 0in 0in 0pt">''' '''</div><div style="line-height: normal; margin: 0in 0in 0pt">Select a filter to view Open, Closed or All invoices then use the navigation to tab through the filtered view.</div>
|}
== Details and Settings Tab ==

[[File:invoice_DetailsSettings.jpg]]

'''Invoice #''' - invoice number is generated based on the Next Invoice # in the Setup module.
<br>'''Reference #''' - The order number the invoice was generated for.
<br>'''Balance due'''- Calculated field showing the balance due on the invoice.
<br>'''Invoice Date''' – Automatically populated based on the date the invoice was generated.
<br>'''Terms''' – Invoice terms for that customer.
<br>'''Due Date''' – Due date based on the invoice date and the terms.
<br>'''PO#''' - If the order being invoiced has a PO number, the PO number will carry over to this field.
<br>'''Billing Status'''– If you are syncing SME with QuickBooks, the billing status will be imported from QuickBooks. You can use this field to void an invoice, or click Actions > Void Invoice. Make sure you uncheck Export to QuickBooks so SQLink doesn’t try to sync the voided invoice.
<br>'''Invoice Type''' – This field is not editable and shows the type of invoice (combined, itemized, partial, fixed, dollar amount, percent)

== Types of Invoices ==

When creating a service or install order, select the '''Invoice Type'''. The type you select will change how the order is invoiced. Watch the video or read the description below.

{{#ev:youtube| b4ETBOoSBkU }}

<h3>Combined</h3>

This converts the entire order to a combined invoice. This is a good option for good tracking because all the details are in the order rather than replicated on the invoice. Below is a screenshot of a combined invoice. When you create a combined invoice, you cannot edit the individual items on the invoice. You can combine multiple closed orders into one combined invoice.

[[File:CombinedInvoice.jpg]]

'''To add additional service and install orders to a combined invoice:'''

<br>1. Select the '''Service Orders''' or '''Install Orders''' tab.
<br>2. Click Add '''Service to Invoice''' or Add '''Install to Invoice'''.

[[File:AddServiceToCombinedInvoice.jpg]]

<br>3.The window that opens will display all of the open and closed orders with the invoice type of combined for that billing company. Double click on the order you want to add to the invoice.
<br>4. You will receive this message: “The order has been fully invoiced. Close it?” Click '''Yes''' to close the order.
<br>5. The order will be listed on the Service Orders or Install Orders tab.

<h3>Itemized</h3>

Converting an order to an Itemized Invoice will duplicate all the items on the invoice for further editing, providing more flexibility in changing the invoice after it’s created. Below is a screenshot of an itemized invoice. Notice all the tabs from the order are available in the invoice.

[[File:ItemizedInvoice.jpg]]

<h3>Partial</h3>

Selecting the invoice type of Partial allows you to select individual items on the order to include on the invoice. Generate multiple invoices for the order until all items on the order are invoiced.

When generating a partial invoice for an order, the Invoice Order window will open (image below). Here you can select which items you want to include in the invoice. At the bottom of the window, you will see remaining total to be invoiced.

[[File:PartialInvoice.jpg]]

# Click '''Clear All'''.
# For Service and Labor Items, check in the '''Include''' column to include the item on the invoice.

If you are select material to include on the partial invoice, you will need to expand the material line to select which material you want to include on the invoice.

# Click on the material line you want to include on the invoice (1 in image below).
# Check in the '''Include''' column ('''2''').
# Make sure the '''Inc Count''' column has the right quantity you want to include on the invoice (3).
# Click '''OK'''.
<br>[[File:PartialInvoiceMaterials.png]]

<h3>Fixed Total</h3>
If you choose the invoice type of Fixed Total on an order, you can enter a fixed amount for material, labor and services.
When you choose Fixed Total invoice type, SME adds an additional tab on the order called Fixed Rates shown in the image below. You enter in the fixed rates for labor, materials and services and the invoice generated will use this amount, not the itemized amount based on the labor, materials and services added to the order.

<br>1. Create an order and on the '''Details and Settings''' tab select '''Invoice Type – Fixed Total'''.
<br>2. Save the order and notice the '''Fixed Rates''' tab appears (image below).
<br>3. Enter the '''fixed amount''' for labor, materials and services in the Fixed Amount column.
<br>4. Choose a bucket to pass the income through in the Item column (for example if you don't tax labor, choose a service item that is set as non-taxable such as your SMP_Item).
<br>5. Add labor and materials to the order as you normally would. The Fixed Rates tab will show you your cost in the '''Item Cost''' column. Compare costs to your fixed rates by viewing the Item Profit column.
<br>6. When you are ready to invoice the order, your customer will receive an invoice for the fixed amount set on the Fixed Rates tab.

[[File:FixedRates.jpg]]

<h3>Percent of Total</h3>
When generating an invoice for an order with % of Total Invoice Type, you will be prompted to enter the percent of the balance you want to convert.

[[File:PercentOfTotalInvoice.jpg]]

<h3>Dollar Amount</h3>
When generating an invoice for an order with $-Dollar Amount invoice type, you will be prompted to enter the dollar amount you want to convert to an invoice. SME will allow generation of multiple invoices based on the dollar amounts. It will keep track of how much has been converted towards the total.

[[File:DollarAmountInvoice.jpg]]

<h3>Invoice a Percent of a Fixed Invoice</h3>
If you setup a fixed invoice and you are ready to invoice the order, a fixed invoice will invoice the total order. If you need to invoice a percentage of a fixed amount, you will need to change the type of invoice to a percent or partial invoice and change the way you enter the items on the order.

<br>1. Create a service item in SME called Service fixed total
<br>2. Create a material item in SME called Material fixed total
<br>3. Create a technician in SME called Labor fixed total

Now start adding the fixed total amounts to the order on the Order Items tab:

<br>4. Select the '''Order Items''' tab on the service or install order.
<br>5. Click '''New Service''' and select the Service fixed total item. Enter the fixed service total in the Price field. Enter 0 in the '''Cost''' field. Click '''OK'''.
<br>6. Click '''New Material''' and select the Material fixed total item. Enter the fixed material total in the Price field. Enter 0 in the Cost field. Click '''OK'''.

[[File:FixedTotalPlaceholder.jpg]]

<br>7. Click '''New Labor''' and select the Labor fixed total technician. Enter the fixed labor total in the '''Unit Price''' field and make sure '''Billable Qty''' is '''1'''. Enter '''0''' in the '''Scheduled Qty''' and Unit Cost fields. Click '''OK'''.

'''When you add labor, materials and services to the order, make sure you do not fill out the price field. Only fill out the cost field for these items'''. The only items on the order that should have prices in them are the three fixed total placeholder items you added. The partial or percent of total invoices generated will be based on the total of the three.

[[File:PercentOfFixedtotal.jpg]]

== Invoice an Order ==
To find the orders that are ready to be invoiced, you will need to search for all closed orders.

'''To find all closed orders:'''
<br>1. Select the Service or Install module.
<br>2. Click Search, select Search Closed Orders.
[[File:SearchClosedOrders.jpg]]

<br>3. The Search Closed Orders window will open.
<br>4. Double click on an order to open.
You can then use the same tools for searching closed orders as you can with searching open orders. (e.g. adding columns, adding filters)

<u>'''Quick Invoice'''</u>
For orders with the invoice type of Full-Itemized or Combined, you can click '''Quick Invoice''' and an invoice is generated and the order status moves to “invoiced”. To see the invoice, go to '''Invoicing''' in the '''Receivables''' module.

[[File:QuickInvoice.jpg]]

<u>'''Actions > Generate Invoice'''</u>
For any invoice type you can click '''Actions''' and select '''Generate Invoice'''. To see the invoice, go to Invoicing in the Receivables module.

<u>'''Actions> Generate Final Invoice'''</u>
Use Generate Final invoice if you are doing a Dollar Amount, % of total, or partial invoice and you want to make sure the rest of the invoice is generated without having to get it exact. For example, if you did 33.3%, then 33.3%, then you would want to just generate final rather than figure out that you need to invoice 33.34% for the final.

'''**NOTE**''' If you are syncing SME with QuickBooks, the invoice will also be in QuickBooks after your next sync.

== Video Showing Invoices Syncing to QuickBooks ==
If you are syncing SME with QuickBooks, watch the video below to see how the invoices created in SME sync to QuickBooks and how income is passed.

<videoflash>LWcmKN2GbnE</videoflash><br>

You will also want to understand how to setup the [[Default Export to QuickBooks Settings]] and review the [[SQLink]] section of the wiki.

== Email or Print Invoice ==
Once the invoice is created it should be immediately sent to the customer.

# Go to the invoice.
# Click '''Print/Email'''.
# In the menu, everything above the horizontal line is a report you can print. Select anything below the horizontal line to email the report to your customer.

[[File:PrintInvoice.jpg]]

A common invoiced used is the Standard Invoice – Order Items report.

'''To remove some of the reports from the Print/Email menu:'''
# To to '''Reports''' module > '''Customize Reports'''.
# Click '''Search > Search Standard'''.
# Double click on the report you want to remove from the menu.
# Select the '''Availability''' tab.
# Uncheck '''Invoicing''' (circled below).
# Click '''Save'''.

[[File:ReportAvailability.jpg]]

== Rollback Invoice and make changes to the order ==

<br>'''DELETE PAYMENT'''
<br>If you have a payment applied on the invoice you are trying to edit, delete the payment first.
<br>
<br>'''ROLLBACK INVOICE'''
<br>1. Go to the invoice.
<br>2. Click '''Actions''' > '''Rollback Invoice'''.
<br>3. Click '''Yes''' to confirmation window. The order associated with the invoice will change from the status of 'Invoiced' back to 'Closed'.
<br>'''NOTE:''' if you are syncing with QB and the invoice is in QB, make sure you go to QB and delete the invoice. Rolling it back in SME doesn't delete it out of QB.
<br>
<br>'''EDIT ORDER'''
<br>Locate the service or install order and make the changes to the order. If you don't have permission to edit a closed order, have someone with permissions reopen the order or make the changes to the closed order for you.
<br>
<br>'''RE-INVOICE THE ORDER'''
<br>'''NOTE:''' If you want to use a different invoice number, before you invoice the order, go to the Totals tab and click '''Reset''' next to the invoice number. Otherwise the invoice number will be the same as the original invoice number.
<br>[[File:ResetNextInvoiceNumber.png]]
<br>1. In the order, click '''Actions''' > '''Generate Invoice'''.
<br>2. The order status will change to 'Invoiced' and an invoice is created.

== Batch Print or Batch Email Invoices ==

<videoflash>puXESXZPvYE</videoflash><br>

If you want to use the Batch Print/Batch Email feature, you will want to set SME to set new invoices you create in either the Batch Print or Batch Email queue.
# Go to the '''Setup''' module > '''Company''' > '''Order''' section
# Click '''Edit'''
# Check either '''Set To Be Printed flag on New Invoices''' or '''Set To Be Emailed flag on New Invoices'''
# Click '''Save'''

Once you have your default options set, when you create a new invoice, the '''To Be Printed/ To Be Emailed''' flags will be checked and set up in your queue (shown below)<br>
[[File:ToBePrintedFlag.png]]<br>

'''Note''' - If you are syncing SME with QuickBooks and you checked the option to '''Set To Be Emailed''' by default, if the Billing
Customer doesn't have a matching email address with QuickBooks, the invoice won't be able to sync over.
<br>
'''Error:'''
<br><u>
810: There was an error when saving a Invoice. QuickBooks error message: The email address specified for this customer is invalid, and the transaction is marked 'To be e-mailed'.
</u><br>
'''Solution:''' Apply correct email to Billing Customer or uncheck '''To Be Emailed'''.
<br>
<br>
'''Void Invoice'''
Click '''Action''' > '''Void Invoice''' to void the invoice. The billing status on the invoice changes to Voided. The invoice is closed and moves the order from invoiced to closed.

If you are syncing with QuickBooks, a voided invoice will not '''export to QuickBooks'''. Uncheck Export to QuickBooks (circled in image below) so SQLink won’t try to export the voided invoice and generate an error.

[[File:VoidedInvoice_Uncheck.jpg]]

'''If you want the voided invoice in QuickBooks:'''
# Sync the invoice to QuickBooks.
# Void the invoice in QuickBooks.
# Void the invoice in SME.

== Calculate Finance Charge ==
In order to apply a finance charge on an invoice, you need to enter a finance charge % on the customer record. When you enter a new customer in SME, you can either enter the finance charge rate or if you are using the default charge, the default finance charge rate will be entered for you.

[[File:Customer_FinanceCharge.jpg]]

You can apply finance charges to invoices for the customer individually, or have SME apply finance charges to all overdue invoices in SME.

'''Setup days past due to calculate chare'''
<br>1. Go to Setup > Company > Order.
<br>2. Click '''Edit'''
<br>3. Locate the setting for '''Calculate finance charges when invoice is ___ days past due'''. Enter the number of days.
<br>4. Click '''Save'''.
<br>[[File:DaysPastDue.png]]

'''Set the Default Finance Charge'''

You can setup the default finance charge for customers. Whenever a new customer is created, the default late fee will be set for the new customer. You can always change the late fee on a customer by customer basis, but it's best to setup your standard or default late fee up front. To setup the default late fee follow these steps:

<br>1. Go to '''Setup''' > Company (<span style="color:red"> 1 </span>).
<br>2. Click '''Customer Defaults''' (<span style="color:red"> 2 </span>).
<br>3. Click select '''Edit''' (<span style="color:red"> 3 </span>).

[[File:SetDefaultFinanceCharge.jpg]]

<br>4. Locate the''' Finance Chg''' % field. Enter your finance charge in terms of monthly finance charge amount. For example, enter 1.0 if you want 12% finance charge per year or 1% per month.
<br>5. Select '''Save'''.

'''Edit Customer Finance Charge %'''

When a new customer is created, the default Finance Chg % will apply. However, if you have an existing customer or want a special finance charge for a customer, you can change this on a customer by customer basis. Note that every customer site in SME can have a default late fee.

To edit the customer/site late fee:

# Go to the Customer or site.
# Click '''Edit'''.
# Click the '''Accounts Tab''' and enter the annual finance charge. For example, enter 12.0 if you want 12% finance charge per year or 1% per month.
# Click '''Save'''.

'''Apply Finance Charge on Individual Invoices'''

You can apply late fees to customer invoices. SME will determine if any late fees are due based upon the invoice due date. Late fee amounts are saved in the Late Fees tab to allow you to Deleted Selected late fees or clear all late fees.

# Go to the invoice you want to apply finance charges to.
# Click '''Actions''' > '''Calculate''' '''Finance Charges'''.
# SME will determine the amount of time beyond the due date and generate a late fee based on the Finance Charge % and amount of time. For example if the customer is 1 month late and Finance charge is 12.0 for a year which equates to 1% per month, then the late fee on a $1000 amount due would be $10.
# The charge shows in the totals tab in the '''Late Fee''' field.

[[File:LateFeesField.jpg]]

<br>5.To remove the fee, go to the '''Late Fees''' tab, select an individual late fee, and click '''Delete Selected'''. You can also click '''Clear''' '''All''' to delete all late fees for this invoice.

'''Generate Finance Charges for ALL Overdue Invoices'''

SME allows the generation of late fees for all overdue invoices. SME will automatically determine the late fees for all invoices that are late based on the customer/site finance charge amount and the amount of time that the invoice is beyond its due date. It is recommended to be consistent when you run this utility, for example run it at the end or beginning of every month.

# Make sure that all customers have the proper finance charge % set. See the customer setup section above.
# Go to '''Utilities'''>'''System'''.
# Click '''Generate Finance Charges.'''
# Click '''Run It'''.

[[File:utilities_generateFinanceCharge.jpg]]

== Apply Deposit To Invoice ==
If a customer has a deposit on account, you can apply the deposit to an invoice.

[[File:DepositOnAccount.jpg]]

'''Enter a deposit for a customer'''

# Go to the customer.
# Click the '''Customer Activity''' tab.
# Click the '''Deposits''' tab.
# Click '''New''' and enter the deposit.

[[File:EnterDepositForCustomer.jpg]]

'''Apply deposit on an invoice'''

When generating an invoice from an order, if there is a deposit on account for customer, you will be prompted to apply the deposit to the invoice (image below). Enter the amount of the deposit you want to apply. If the full amount of the invoice is entered, the invoice will be closed.

[[File:ApplyPrepayment.jpg]]

If you click Cancel, the invoice will be generated as an open invoice. You can later apply the deposit to the invoice.

# Click '''Actions''' > '''Apply Deposit'''.
# In the '''Apply Prepayment window''' enter the amount of the deposit to apply to the invoice.
# Click '''OK'''.

== Post Credit to Invoice in SME ==
If you are syncing SME with QuickBooks, you will want to enter your credits in QuickBooks. Click [[Credits Entered in QuickBooks]] to see how the QB Credit syncs to SME. If you aren't using QuickBooks, you can apply a credit to an invoice in SME and a credit memo is generated in the Receivables module.

# Go to the invoice you need to apply a credit to.
# Click '''Actions''' > '''Post Credit'''.
# In the Credit window, enter the Credit Amount and type notes if necessary. (image below)
# Click '''OK'''.

[[File:CreditAmount.jpg]]

<u>View the credit on the invoice:</u>
# Select the Totals tab on the invoice.
# Locate the Credits field. The credit posted will be populated here. Notice the Balance Due field.

<u>Review the credit memo in Payments:</u>
# In the Invoice, select the '''Payments''' tab.
# Double click on the credit on the payment tab.

The Credit Memo will open in the Payments section of the Receivables module. (image below)

[[File:AppliedCredit.jpg]]

<h3>Credits Entered in QuickBooks</h3>
In QuickBooks you can enter a Credit Memo.<br>
[[File:QuickBooks_CreditMemo.png]]<br>

* Fill out the Credit Memo<br>
* Click Save and Close. <br>
* In the Available Credit window, choose if you want to apply the credit to an invoice or retain as an available credit. Click OK.<br>

<br>[[File:QuickBooks_AvailableCreditWindow.png]]

<h4>Credit applied to an invoice</h4>
When SME and QuickBooks sync, the credit will be a Distributed Payment in SME.

You can find distributed payment by going to the invoice and select the Payments tab (image 1 below) or by going to Receivables module > Payments > Search Distributed (image 2 below)
<br>[[File:CreditAppliedToAnInvoice.png]]

<h4>Credit Memo retained as an available credit</h4>
<br>When SME and QuickBooks sync, the credit will be in SME as an Open Balance. To find the Open Balance, go to the Receivables module > Payments > Search Open Balances (shown in image 3 below).

NOTE: Applying the credit (open balance) to an invoice will have to be done in QuickBooks.

<br>[[File:RetainedAsACredit.png]]

== Statement ==
To email your customer a statement, click '''Actions''' > '''Statement'''.

Your customer will receive an email from you with an invoice attached summarizing the balance due.

[[File:Statement.jpg]]

To change the report that is emailed:
# Go to '''Setup''' module > '''Company'''.
# Click '''Printing'''.
# Click '''AR Invoice''' in the For This Report list.
# Select the report you want to use in the '''Use This Template''' drop down field.

== Past Due Notice ==
Click '''Actions''' > '''Past Due Notice''' to email your customer a past due notice for an overdue invoice. Before you do this, you need to setup your past due report in the Setup module.

Setup your Past Due Report
# Go to '''Setup''' module > '''Company'''.
# Click '''Printing'''.
# Click '''Edit'''. (<span style="color:orange"> 1 </span>)
# Select '''AR PastDue'''. (<span style="color:orange"> 2 </span>)
# In the '''Use This Template''' field, select the report template you want to be sent for the past due notice. (<span style="color:orange"> 3 </span>)

[[File:PastDueTemplate.jpg]]

<h3>Notifications for Past Due Customers</h3>
For customers consistently late on payments or with a very large balance, you can setup a notification to notify SME Users when creating a new order that the customer is behind in the account.
Click [[Notifications]] to read how to setup a notification on a customer record.

== Update Customer and Billing Address ==
If you change the address on the site tab or billing tab for a customer record, the address on the invoice won’t automatically be updated. To update the customer address (site tab) on the invoice, Click '''Actions''' > '''Refresh From Customer'''. To update the billing address, click '''Actions''' > '''Refresh from Billing'''.

[[File:Actions_RefreshFromCustomer.jpg|left]]<br>

== Change the Invoice Billing Address or Company ==

<h3>Change the billing company on an invoice</h3>
# Go to the Invoice.
# Click '''Actions''' >''' Roll back Invoice'''.
# Go to the order the invoice was generated from.
# On the Details and Settings tab, select the '''Billing''' tab.
# Click '''Change Billing Company'''.
# In the Searching for Billing Company window, double click on the new billing company.
# Click '''Save'''.
# Click '''Actions''' > '''Generate Invoice''' to regenerate the invoice with the correct billing company.

<h3>Change the company billing address on an invoice</h3>
To change the billing address on an invoice, you will need to roll back the invoice, change the billing address in the customer record, and then re-invoice the order.
# Go to the Invoice.
# Click '''Actions''' > '''Roll back Invoice'''.
# Go to the Customer and edit the billing address.
# Go to the order the invoice was generated from. Click '''Actions''' > '''Generate Invoice'''.

<h3>If you need to keep the original invoice number:</h3>
Take a screenshot of the invoice Details and Settings tab so you can reference the invoice number, invoice date, terms etc.
# In the invoice, Click Actions > Roll back Invoice.
# Go to the Customer and edit the billing address.
# Click Actions >New Combined Invoice.
# On the Invoice, Details and Settings tab locate the Invoice # field. Click [[File:browse.jpg]] to enter the invoice number. (If you don’t see this icon, you need to add the permission to initialize numbers to your user group settings)

[[File:InvoiceNumberField.jpg]]

<br>5. Select the '''Service Orders''' or '''Install Orders''' tab to add the service or install orders to the invoice.
<br>6. Click '''Save'''

== Search Invoices ==
The search functionality is the same throughout SME. You can search invoices the same way you can search orders, customers and leads. You can choose which columns you are viewing in your search window, sort/group/filter by the data in each column, and export your data to excel. The different search views you setup can be saved for use later.

In Invoicing, you can click '''Search''' to search open invoices, closed invoices or all invoices.

[[File:SearchOpenInvoices.jpg]]

<h3>Find all open invoices</h3>

<br>'''-''' Go to Receivables module > Invoicing.
<br>'''-''' Click '''Search''' > '''Search Open Invoices'''.
<U>OR</U> simply hit '''F5''' on your keyboard to open the same search window showing all open invoices.

[[File:SearchOpenInvoices_7.1.png]]
<br>'''-''' Double click on the invoice you want to open.
<br>'''-''' Click on the column headers to sort by the data in the column.
<br>'''-''' Add columns to the search window
* Click '''Views''' > '''Add/Remove Fields'''.
* In the Grid Columns window, check the columns you want to add.
* Click '''OK'''.
* To save the new view, click '''Views''' > '''Save View'''.

<h3>Find all overdue invoices</h3>
To setup a search view that will show you all overdue invoices:
<br>1. Go to '''Receivables''' module > '''Invoicing'''. Click '''Search''' > '''Search Open Invoices''' OR hit '''F5''' on your keyboard to open the search open invoice window.
<br>2. In the Search window, click '''Views''' > '''New View'''
<br>3. In the Grid Columns window, check the following fields and any other fields you want to include.

* Billname
* CustName
* InvoiceNumber
* InvoiceDate
* DueDate
* Total
* Payments
* Balance
* LateFees

<br>4. Click '''OK'''.
<br>5. Rearrange the order of the columns by dragging and dropping the column headers where you want them.
<br>6. Set the column width by clicking your mouse between the column headers and dragging them into position.
<br>7. Click [[File:FilterIcon.jpg]] at the bottom of the search window to apply the filter on the due date.

* Click '''Press the button to add a new condition'''.
* Click '''UID''' and select '''Due Date'''.
* Click '''Equals''' and select '''Is Past'''.
* Click '''OK'''.

<br>8. To save the new view, click Views > Save View. Enter a name for your new view and click OK.

Customers

2022-07-13T15:55:12Z

DavidG: Fixed flash video player

{{#ev:youtube|Ybxk061nD60}}

<br>There are a couple ways to create a new customer.

# Select New > Customer.
# The Customer module will open with an empty customer record.
# Fill out the record and click Save

Another way to create a new customer:

# Select the '''Customer module'''.
# Click '''New'''.

== Details and Settings Tab ==

On this tab, you can track the site, billing and mailing address using the tabs along the left. All of these addresses can be the same or they could all be different.

'''If the site, billing and mailing information is the same:'''

# Fill out the '''Site''' tab with the company and address information.
# Select the '''Billing''' tab.
# Click '''Set From Site''' (arrow in image below)
# The address from the Site tab will populate the Billing tab.
# Select the '''Mailing''' tab.
# Click '''Set From Site'''.
# The address from the Site tab will populate the Mailing tab.
<br>[[File:BillingSetFromSite.png]]

In some cases you may have one customer you are working with and you have multiple job sites for them. You can create a parent child relationship. If you do this, you could look up the parent company and find all of the related “child” companies.

'''To create a parent – child company structure:'''

First, create a company record for the “parent” company. Usually the information on the Site and Billing tab for the parent is going to be the same. When that is created, you can then create the "child".

# Create a company record for the “child” company.
# On the '''Site''' tab, enter the job site information.
# In the “child” record, select the '''Billing''' tab.
# Click '''Select Billing Company'''.
# In the window that displays, select the billing or “parent” company.
# Click S'''ave''' in the "child" company record.
# Notice the '''Full Name''' for the “child” company.

'''To see all “child’ companies for the “parent” company'''

# Select the “parent” company.
# Select the '''Associated Companies''' tab.
# All related “child” companies will be listed.

'''To add a contact to a company record'''

# Click your cursor in the '''Contact''' field.
# Type the contact name.
# Tab to the next field and the '''Contact Editor''' will display. (image below)
# Fill out the contact information.
# Click '''OK'''.
<br>[[File:ContactEditor.png]]

<h3>Syncing Customer to QB</h3>
Review the '''[[SQLink]]''' page to determine the best settings for syncing customer names from SME to QB Company and Customer name fields.
<br>http://high5software.com/mediawiki/index.php?title=SQLink#Billing_Name_Options

<h4>Phone Number syncing to QB Company</h4>
When entering a new customer in SME, the first and third phone number fields sync to QuickBooks Phone and FAX phone numbers as shown in the image below. Even if you change the phone label in SME, it still will sync the first and third phone number fields.
<br>[[File:CustomerPhoneNumberSync.png]]

<h4>Leaving Site Address Blank</h4>
If you leave the Site Address blank in SME, after your sync with QuickBooks, the billing address will populate the site tab. To keep the billing address out of the site tab, put a "." in the address1 field on the site tab.
<br>click here for screenshots: http://high5software.com/mediawiki/index.php?title=SQLink_FAQ#Customer_Site_Address_is_populating_with_Billing_Address_After_Sync

<h4>Edits to SME Customers syncing to QB</h4>
If you edit a customer in SME, the customer will be set to sync to QB on the next sync. You will see the Export to QB flag checked. Once synced, the flag will be cleared.

<h3>Updating Site and Billing Address in SME</h3>
To update existing open orders and open invoices with the new address, all other users must be logged out of SME. Then you can check Propagate and save the customer.
<br>[[File:PropagateToOrders.png]]
<br>If other users aren't logged out of SME, the you will get this message:
<br>[[File:Propagate_SingleUserMode.png]]

<h3>Mailing Tab</h3>
If you fill out an address on the '''Mailing''' tab and check '''Use on Invoices''', then on any invoice created for that customer, the mailing address will populate the Site tab.
<br>[[File:MailingTab_UseOnInvoices.png]]

<br>When a work order is invoiced, the Site tab shows the info from the Mailing tab because '''use on invoice''' is checked.
<br>[[File:MailingTab_showOnInvoiceSiteTab.png]]

<h3>Fields in the Customer Record - Details and Settings tab</h3>

'''Account #''' - Based on the settings your SME Administrator setup, this field is auto populated when you save the company record.

'''Balance''' - Displays the amount due for all open invoices for the customer. This is a calculation and it is not an editable field. If you have parent/child customer structure, the child/site customer balance is added to the parent balance and the child balance is 0.00

'''Salesperson''' - Select from the salesperson in the Salesperson drop down. The names in this drop down are determined by your SME Administrator.

'''Division''' - The drop down can be customized by your SME Administrator. Once you collect this information for your customers, you can sort your customers by division.

'''Status''' - This is a text field to type a quick message that is visible here on the Details and Settings tab.

'''URL''' - Type the customers website address

'''Location''' - Warehouse location for customer equipment in your warehouse.
<br> - Here is information about Customer Warhouses: http://high5software.com/mediawiki/index.php?title=Warehouses#Customer_Warehouses

'''Messages''' - The messages box contains a list of emailed notifications, as well as calculated data based on current information. For example if account is past due, if maintenance/warranty has expired, when the next activity is scheduled for the customer, etc. Clearing the message clears the notification messages, but the calculated messages are always there.

== Account Tab ==

On this tab you will find your customer’s account information. Depending on the permissions set by your SME Administrator, this tab may be hidden from view. At the bottom of the tab, find the customer’s balance due.
<br>[[File:Customer_AccountsTab.png]]

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|- style="mso-yfti-irow: 0; mso-yfti-firstrow: yes"
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'''Terms'''
| style="width: 531.9pt; border: none; border-bottom: solid black 1.0pt; mso-border-bottom-themecolor: text1; mso-border-bottom-alt: solid black .5pt; mso-border-bottom-themecolor: text1; padding: 0in 5.4pt 0in 5.4pt" width="709" valign="top" |
Select the default billing terms for the customer. When creating an invoice, you can always change the terms.
|- style="mso-yfti-irow: 1"
| style="width: 126.9pt; border: none; border-bottom: solid black 1.0pt; mso-border-bottom-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-bottom-alt: solid black .5pt; mso-border-bottom-themecolor: text1; padding: 0in 5.4pt 0in 5.4pt" width="169" valign="top" |
'''Purchase Order Required'''
| style="width: 531.9pt; border: none; border-bottom: solid black 1.0pt; mso-border-bottom-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-bottom-alt: solid black .5pt; mso-border-bottom-themecolor: text1; padding: 0in 5.4pt 0in 5.4pt" width="709" valign="top" |
If checked, any service or install order created for the customer will require a PO# to be entered on the order.
|- style="mso-yfti-irow: 2"
| style="width: 126.9pt; border: none; border-bottom: solid black 1.0pt; mso-border-bottom-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-bottom-alt: solid black .5pt; mso-border-bottom-themecolor: text1; padding: 0in 5.4pt 0in 5.4pt" width="169" valign="top" |
'''Tax ID'''
| style="width: 531.9pt; border: none; border-bottom: solid black 1.0pt; mso-border-bottom-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-bottom-alt: solid black .5pt; mso-border-bottom-themecolor: text1; padding: 0in 5.4pt 0in 5.4pt" width="709" valign="top" |
Type in the customers Tax ID
|- style="mso-yfti-irow: 3"
| style="width: 126.9pt; border: none; border-bottom: solid black 1.0pt; mso-border-bottom-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-bottom-alt: solid black .5pt; mso-border-bottom-themecolor: text1; padding: 0in 5.4pt 0in 5.4pt" width="169" valign="top" |
'''Finance Charge'''
| style="width: 531.9pt; border: none; border-bottom: solid black 1.0pt; mso-border-bottom-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-bottom-alt: solid black .5pt; mso-border-bottom-themecolor: text1; padding: 0in 5.4pt 0in 5.4pt" width="709" valign="top" |
Enter the finance charge. Click''' [[Late Fees / Finance Charges]]''' for more information
|- style="mso-yfti-irow: 4"
| style="width: 126.9pt; border: none; border-bottom: solid black 1.0pt; mso-border-bottom-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-bottom-alt: solid black .5pt; mso-border-bottom-themecolor: text1; padding: 0in 5.4pt 0in 5.4pt" width="169" valign="top" |
'''Source'''
| style="width: 531.9pt; border: none; border-bottom: solid black 1.0pt; mso-border-bottom-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-bottom-alt: solid black .5pt; mso-border-bottom-themecolor: text1; padding: 0in 5.4pt 0in 5.4pt" width="709" valign="top" |
Enter the source of this customer
|- style="mso-yfti-irow: 5"
| style="width: 126.9pt; border: none; border-bottom: solid black 1.0pt; mso-border-bottom-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-bottom-alt: solid black .5pt; mso-border-bottom-themecolor: text1; padding: 0in 5.4pt 0in 5.4pt" width="169" valign="top" |
'''Printed Comments'''
| style="width: 531.9pt; border: none; border-bottom: solid black 1.0pt; mso-border-bottom-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-bottom-alt: solid black .5pt; mso-border-bottom-themecolor: text1; padding: 0in 5.4pt 0in 5.4pt" width="709" valign="top" |
If this field is on a report, the text typed in the field will display on the report (e.g. invoice, orders)
|- style="mso-yfti-irow: 6"
| style="width: 126.9pt; border: none; border-bottom: solid black 1.0pt; mso-border-bottom-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-bottom-alt: solid black .5pt; mso-border-bottom-themecolor: text1; padding: 0in 5.4pt 0in 5.4pt" width="169" valign="top" |
'''Last Service'''
| style="width: 531.9pt; border: none; border-bottom: solid black 1.0pt; mso-border-bottom-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-bottom-alt: solid black .5pt; mso-border-bottom-themecolor: text1; padding: 0in 5.4pt 0in 5.4pt" width="709" valign="top" |
Date populated based on the latest Date Opened field on the companies work orders. The Date Opened field is auto-populated with the date you created the order, but it can be changed.
|- style="mso-yfti-irow: 7"
| style="width: 126.9pt; border: none; border-bottom: solid black 1.0pt; mso-border-bottom-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-bottom-alt: solid black .5pt; mso-border-bottom-themecolor: text1; padding: 0in 5.4pt 0in 5.4pt" width="169" valign="top" |
'''Customer Since'''
| style="width: 531.9pt; border: none; border-bottom: solid black 1.0pt; mso-border-bottom-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-bottom-alt: solid black .5pt; mso-border-bottom-themecolor: text1; padding: 0in 5.4pt 0in 5.4pt" width="709" valign="top" |
The date field is auto-populated with the date you created the company record. You can change the date as necessary.
|- style="mso-yfti-irow: 8"
| style="width: 126.9pt; border: none; border-bottom: solid black 1.0pt; mso-border-bottom-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-bottom-alt: solid black .5pt; mso-border-bottom-themecolor: text1; padding: 0in 5.4pt 0in 5.4pt" width="169" valign="top" |
'''Business Type'''
| style="width: 531.9pt; border: none; border-bottom: solid black 1.0pt; mso-border-bottom-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-bottom-alt: solid black .5pt; mso-border-bottom-themecolor: text1; padding: 0in 5.4pt 0in 5.4pt" width="709" valign="top" |
You can select the type of business. This drop down list can be customized by your SME Administrator.
|- style="mso-yfti-irow: 9; height: .25in"
| style="width: 126.9pt; border: none; border-bottom: solid black 1.0pt; mso-border-bottom-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-bottom-alt: solid black .5pt; mso-border-bottom-themecolor: text1; padding: 0in 5.4pt 0in 5.4pt; height: .25in" width="169" valign="top" |
'''Business Hours'''
| style="width: 531.9pt; border: none; border-bottom: solid black 1.0pt; mso-border-bottom-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-bottom-alt: solid black .5pt; mso-border-bottom-themecolor: text1; padding: 0in 5.4pt 0in 5.4pt; height: .25in" width="709" valign="top" |
As a reference, type the business hours.
|- style="mso-yfti-irow: 10; height: 3.5pt"
| style="width: 126.9pt; border: none; border-bottom: solid black 1.0pt; mso-border-bottom-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-bottom-alt: solid black .5pt; mso-border-bottom-themecolor: text1; padding: 0in 5.4pt 0in 5.4pt; height: 3.5pt" width="169" valign="top" |
'''Primary Technician'''
| style="width: 531.9pt; border: none; border-bottom: solid black 1.0pt; mso-border-bottom-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-bottom-alt: solid black .5pt; mso-border-bottom-themecolor: text1; padding: 0in 5.4pt 0in 5.4pt; height: 3.5pt" width="709" valign="top" |
When you add labor to an order for this company, the primary technician will populate the Technician field on the Labor Editor. You can select another technician in the Labor Editor as needed.
|- style="mso-yfti-irow: 11"
| style="width: 126.9pt; border: none; border-bottom: solid black 1.0pt; mso-border-bottom-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-bottom-alt: solid black .5pt; mso-border-bottom-themecolor: text1; padding: 0in 5.4pt 0in 5.4pt" width="169" valign="top" |
'''Secondary Technician'''
| style="width: 531.9pt; border: none; border-bottom: solid black 1.0pt; mso-border-bottom-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-bottom-alt: solid black .5pt; mso-border-bottom-themecolor: text1; padding: 0in 5.4pt 0in 5.4pt" width="709" valign="top" |
Select a secondary technician. In an order for the customer, you can reference the secondary technician field.
|- style="mso-yfti-irow: 12"
| style="width: 126.9pt; border: none; border-bottom: solid black 1.0pt; mso-border-bottom-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-bottom-alt: solid black .5pt; mso-border-bottom-themecolor: text1; padding: 0in 5.4pt 0in 5.4pt" width="169" valign="top" |
'''Add Customer Message on Past Due'''
| style="width: 531.9pt; border: none; border-bottom: solid black 1.0pt; mso-border-bottom-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-bottom-alt: solid black .5pt; mso-border-bottom-themecolor: text1; padding: 0in 5.4pt 0in 5.4pt" width="709" valign="top" |
The following message will populate the message field on Details and Settings tab: “Account is past due”
|- style="mso-yfti-irow: 13"
| style="width: 126.9pt; border: none; border-bottom: solid black 1.0pt; mso-border-bottom-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-bottom-alt: solid black .5pt; mso-border-bottom-themecolor: text1; padding: 0in 5.4pt 0in 5.4pt" width="169" valign="top" |
'''Class'''
| style="width: 531.9pt; border: none; border-bottom: solid black 1.0pt; mso-border-bottom-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; mso-border-bottom-alt: solid black .5pt; mso-border-bottom-themecolor: text1; padding: 0in 5.4pt 0in 5.4pt" width="709" valign="top" |
If you are syncing SME with QuickBooks, this drop down should match your Class list in QuickBooks.
|- style="mso-yfti-irow: 14; mso-yfti-lastrow: yes"
| style="width: 126.9pt; border: none; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; padding: 0in 5.4pt 0in 5.4pt" width="169" valign="top" |
'''Converted from Sales on'''
| style="width: 531.9pt; border: none; mso-border-top-alt: solid black .5pt; mso-border-top-themecolor: text1; padding: 0in 5.4pt 0in 5.4pt" width="709" valign="top" |
Auto-populated date showing when you converted the company from a Lead to a Customer. No date will display if the company was created directly in the customer module. This date cannot be edited.
|}

<br>At the bottom of the Account tab, you will see balance information. If you don't see this, then it was hidden based on your User Group settings.
<br>[[File:AccountCurrent.png]]

<br>'''Net 30''', '''Net 60''', '''Net 90''' - These field shows balances that are 30, 60 or 90 days past the due date
<br>The due date for account calculations can be based on the Invoice Due Date or on the Invoice Date. This is determined by your setting in '''Setup''' > '''Company''' > '''System'''. The setting is '''Base Past Due on Invoice Date, not Due Date'''.
<br>'''Deposit on Account''' - This shows the total deposits entered for a customer in SME. SME Deposits stay in SME and do not sync to QuickBooks.

== Rates Tab ==

The rates tab is where you can set up special pricing for the customer and tax information.
[[File:Customer_RatesTab.png]]
{|
| style="width: 1.45in; border-width: medium medium 1pt; border-style: none none solid; border-color: -moz-use-text-color -moz-use-text-color black; padding: 0in 5.4pt" width="139" valign="top" |
'''Price Book'''
| style="width: 7.7in; border-width: medium medium 1pt; border-style: none none solid; border-color: -moz-use-text-color -moz-use-text-color black; padding: 0in 5.4pt" width="739" valign="top" |
Select the price book for the customer here and all pricing on orders will be based on the rules set up in the price book.
|-
| style="width: 1.45in; border-width: medium medium 1pt; border-style: none none solid; border-color: -moz-use-text-color -moz-use-text-color black; padding: 0in 5.4pt" width="139" valign="top" |
'''Premium Hour'''
| style="width: 7.7in; border-width: medium medium 1pt; border-style: none none solid; border-color: -moz-use-text-color -moz-use-text-color black; padding: 0in 5.4pt" width="739" valign="top" |
Enter an amount you want to charge the customer for every order.<span> </span>It will show in the''' Premium''' field on the '''Totals''' tab in the order.
|-

| style="width: 1.45in; border-width: medium medium 1pt; border-style: none none solid; border-color: -moz-use-text-color -moz-use-text-color black; padding: 0in 5.4pt" width="139" valign="top" |

'''Trip Charge'''

| style="width: 7.7in; border-width: medium medium 1pt; border-style: none none solid; border-color: -moz-use-text-color -moz-use-text-color black; padding: 0in 5.4pt" width="739" valign="top" |

Enter the trip charge amount you want to populate every order for the customer. It will show in the '''Trip Charge''' field on the '''Totals''' tab in the order.
|-

| style="width: 1.45in; border-width: medium medium 1pt; border-style: none none solid; border-color: -moz-use-text-color -moz-use-text-color black; padding: 0in 5.4pt" width="139" valign="top" |
'''Tax Group/Code'''
| style="width: 7.7in; border-width: medium medium 1pt; border-style: none none solid; border-color: -moz-use-text-color -moz-use-text-color black; padding: 0in 5.4pt" width="739" valign="top" |
Select the appropriate tax group for the customer. Your SME Administrator will set these up based on your needs.
|-
| style="width: 1.45in; border-width: medium medium 1pt; border-style: none none solid; border-color: -moz-use-text-color -moz-use-text-color black; padding: 0in 5.4pt" width="139" valign="top" |
'''Tax Exempt'''
| style="width: 7.7in; border-width: medium medium 1pt; border-style: none none solid; border-color: -moz-use-text-color -moz-use-text-color black; padding: 0in 5.4pt" width="739" valign="top" |
Check for your tax exempt customers.
|-

| style="width: 1.45in; border-width: medium medium 1pt; border-style: none none solid; border-color: -moz-use-text-color -moz-use-text-color black; padding: 0in 5.4pt" width="139" valign="top" |
'''Excise Tax Rate'''
| style="width: 7.7in; border-width: medium medium 1pt; border-style: none none solid; border-color: -moz-use-text-color -moz-use-text-color black; padding: 0in 5.4pt" width="739" valign="top" |
Enter the excise tax rate.

<font color="rgb(227, 108, 10)"><nowiki>**NOTE**</nowiki></font> In order for this tax to be calculated on an order, your SME Administrator must check “Apply Excise Tax” in the Setup module > Company > Order .
|-

| style="width: 1.45in; border: medium none; padding: 0in 5.4pt" width="139" valign="top" |

'''Calculate Excise Tax'''
| style="width: 7.7in; border: medium none; padding: 0in 5.4pt" width="739" valign="top" |
Check here for SME to calculate the Excise Tax on orders
|-

| style="width: 1.45in; border-width: medium medium 1pt; border-style: none none solid; border-color: -moz-use-text-color -moz-use-text-color black; padding: 0in 5.4pt" width="139" valign="top" |

'''SLA Category'''

| style="width: 7.7in; border-width: medium medium 1pt; border-style: none none solid; border-color: -moz-use-text-color -moz-use-text-color black; padding: 0in 5.4pt" width="739" valign="top" |

Set SLA Category for your customer. Any order or itemized invoice you create for the customer will have the SLA category on the record. [[SLA Category]]
|-
|}

== Install Info Tab ==

This tab gives you an overview of the customer site. You may have individual maintenance contracts for the customer as well.

[[Image:InstallInfoTab.png]]

{| class="MsoTableGrid" style="border-collapse: collapse; border: medium none" border="1"
| style="width: 135.9pt; border-width: medium medium 1pt; border-style: none none solid; border-color: -moz-use-text-color -moz-use-text-color black; padding: 0in 5.4pt" width="181" valign="top" |
'''Installer'''
| style="width: 558.9pt; border-width: medium medium 1pt; border-style: none none solid; border-color: -moz-use-text-color -moz-use-text-color black; padding: 0in 5.4pt" width="745" valign="top" |
Technician that did the install
|-
| style="width: 135.9pt; border-width: medium medium 1pt; border-style: none none solid; border-color: -moz-use-text-color -moz-use-text-color black; padding: 0in 5.4pt" width="181" valign="top" |
'''Warranty Exp.'''
| style="width: 558.9pt; border-width: medium medium 1pt; border-style: none none solid; border-color: -moz-use-text-color -moz-use-text-color black; padding: 0in 5.4pt" width="745" valign="top" |
Set the date for warranty expiration. If “Warn on Expiration” is checked and it is past the date, the following message will populate the message field on Details and Settings: “Warranty expired: x/x/20xx”
|-
| style="width: 135.9pt; border-width: medium medium 1pt; border-style: none none solid; border-color: -moz-use-text-color -moz-use-text-color black; padding: 0in 5.4pt" width="181" valign="top" |
'''Maintenance Exp.'''
| style="width: 558.9pt; border-width: medium medium 1pt; border-style: none none solid; border-color: -moz-use-text-color -moz-use-text-color black; padding: 0in 5.4pt" width="745" valign="top" |
Set the date for maintenance expiration. If “Warn on Expiration” is checked and it is past the date, the following message will populate the message field on Details and Settings: “Maintenance expired: x/x/20xx”
|-
| style="width: 135.9pt; border-width: medium medium 1pt; border-style: none none solid; border-color: -moz-use-text-color -moz-use-text-color black; padding: 0in 5.4pt" width="181" valign="top" |
'''Minimum Prepaid Services'''
| style="width: 558.9pt; border-width: medium medium 1pt; border-style: none none solid; border-color: -moz-use-text-color -moz-use-text-color black; padding: 0in 5.4pt" width="745" valign="top" |
Set the minimum prepaid services required for this customer.<span> </span>SME will compare the amount here to the amount entered on '''Customer Activity''' tab > '''Prepaid Services'''. When below the minimum level, the following message will populate the message field on Details and Settings: “Minimum level of prepaid services reached x/x/20xx”
|-
| style="width: 135.9pt; border-width: medium medium 1pt; border-style: none none solid; border-color: -moz-use-text-color -moz-use-text-color black; padding: 0in 5.4pt" width="181" valign="top" |
'''Minimum Prepaid Hours'''
| style="width: 558.9pt; border-width: medium medium 1pt; border-style: none none solid; border-color: -moz-use-text-color -moz-use-text-color black; padding: 0in 5.4pt" width="745" valign="top" |
Set the minimum prepaid hours required for this customer.<span> </span>SME will compare the amount here to the amount entered on '''Customer Activity''' tab > '''Prepaid Hours'''. When below the minimum level, the following message will populate the message field on Details and Settings: “Minimum level of prepaid hours reached x/xx/20xx”
|-
| style="width: 135.9pt; border-width: medium medium 1pt; border-style: none none solid; border-color: -moz-use-text-color -moz-use-text-color black; padding: 0in 5.4pt" width="181" valign="top" |
'''System'''
| style="width: 558.9pt; border-width: medium medium 1pt; border-style: none none solid; border-color: -moz-use-text-color -moz-use-text-color black; padding: 0in 5.4pt" width="745" valign="top" |
Your SME Administrator may have customized this field. Choose the system associated with this customer.
|-
| style="width: 135.9pt; border-width: medium medium 1pt; border-style: none none solid; border-color: -moz-use-text-color -moz-use-text-color black; padding: 0in 5.4pt" width="181" valign="top" |
'''LD Carrier'''
| style="width: 558.9pt; border-width: medium medium 1pt; border-style: none none solid; border-color: -moz-use-text-color -moz-use-text-color black; padding: 0in 5.4pt" width="745" valign="top" |
Long Distance Carrier
|-
| style="width: 135.9pt; border-width: medium medium 1pt; border-style: none none solid; border-color: -moz-use-text-color -moz-use-text-color black; padding: 0in 5.4pt" width="181" valign="top" |
'''Maintenance Costs'''
| style="width: 558.9pt; border-width: medium medium 1pt; border-style: none none solid; border-color: -moz-use-text-color -moz-use-text-color black; padding: 0in 5.4pt" width="745" valign="top" |
Type the maintenance cost for the customer. This is not linked to a maintenance contract.
|}

<div class="clear"></div>

== Customer Lists Tab ==

The Customer Lists tab provides access to more tabs. Here you can access all contacts related to the customer and a list of the customer equipment.
<br> If you aren't seeing all these tabs under Customer Lists, check your User group settings on the Tab Settings tab. (http://high5software.com/mediawiki/index.php?title=User_Groups#Tab_Settings_Tab)

[[File:CustomerListsTAb.jpg]]

§ '''Contacts''' – Add and edit company contacts

§ '''Equipment''' – Access equipment at the customer site (also use the Customer Equipment module for more functionality)

§ '''IP Addresses''' – Hide this tab if it isn’t relevant

§ '''Phone Lines''' – Hide this tab if it isn’t relevant

§ '''Systems''' – Add your customer’s systems. Hide this tab if it isn’t relevant.

§ '''Subcontractors''' – Associate a subcontractor using this tab. It is used as reference.

'''Contacts – Add new contacts'''

# Select the '''Customer''' Lists tab.
# On the '''Contacts''' tab, click '''New'''.
# In the Contact Editor that opens, fill out the contact information.
# Click '''OK'''.

'''Contact Pref''' – select their preferred contact method (list to be customized by your SME Administrator

'''Contact role''' – select the contacts role within their organization (list to be customized by your SME Administrator)

'''Web Access Password''' - If you are using WebConnect with SME, this is where you would assign the contact a login to WebConnect.

== Customer History Tab ==
In the Customer Activity tab, you can access all order history, invoice history, payment history and more. Depending on the permissions set by your SME Administrator, you may not see all the tabs shown in the screenshot below. (Hiding and showing tabs in User Groups: http://high5software.com/mediawiki/index.php?title=User_Groups#Tab_Settings_Tab)
[[File:CustomerHIstoryTab.png]]<br>
<span style="color: rgb(227, 108, 10);">'''Service'''</span>

On the Service tab you can access all service order history for the selected customer.
* Select an order and click '''Quick View''' to open the order in another window.
* Double click on the order to jump to the order in the Service Order module.
* Click on the column headers to sort orders.
* Drag and drop the column headers to change the column order.
* Right click on any order and select '''Export to Excel''' to open the data in Excel.
* Select '''Open''', '''Closed''', '''Invoiced''' or '''All''' to change the orders displayed based on the status selected.

[[File:byStatus.jpg]]

<span style="color: rgb(227, 108, 10);">'''Install'''</span>

The Install tab is similar to the Service tab. The only difference is it lists Install Orders for the company selected. See instructions for Service above.

<span style="color: rgb(227, 108, 10);">'''Recurring Orders'''</span>

View all recurring orders for the customer. Set up new recurring orders in the Recurring Orders module, or by clicking '''New''' on this tab.

<span style="color: rgb(227, 108, 10);">'''Invoices'''</span>

# Access all invoices for the customer.
# Click on the column headers to sort by column.
# Select '''Open''', '''Closed''' or '''All''' to change the invoices displayed based on the status selected.
# Select an invoice and click '''Quick View''' to open the invoice in a new window. This allows you to stay in the Customer module.
# Select an invoice and click '''Edit''' to jump to the invoice in the Invoicing module.
# Right click on any invoice and select '''Export to Excel''' to open data in Excel.

<p class="MsoNormal"><b style=""><span style="color: rgb(227, 108, 10);"><br>*NOTE*</span></b> This tab may be hidden from your view based on permissions.</p> This tab may be hidden from your view based on permissions.

<br>Click '''New Itemized Invoice''' – brings you to the Invoicing module with a new itemized invoice open for the customer. An itemized invoice isn’t linked to an order.

<br>Click '''New Combined Invoice''' – brings you to the Invoicing module with a new combined invoice open for the customer.
Payments

<br>On the Payments tab you can access all customer payment history. This tab may be hidden from your view based on permissions set by your SME Administrator.

# Select a payment and click Quick View to open the payment in another window. This keeps you in the Customer module.
# Click on the column headers to sort orders.
# Double click on the payment to jump to the payment in the Payment module.
# Drag and drop the column headers to change the column order.
# Select Payment, Credit or All to change the payments displayed based on the status selected.
# Right click on any payment, select Export to Excel to open the data in Excel.

<span style="color: rgb(227, 108, 10);">'''Proposals '''</span>

In the Proposals tab, you can access proposal history for your customer.

* Double click on the proposal to jump to the Proposal module.
* Select the proposal and click Quick View to open the proposal in a new window. This keeps you in the Customer module.

<span style="color: rgb(227, 108, 10);">'''contacts '''</span>

Access all maintenance contacts for your customer here. Click New to create a new Maintenance Contract for the customer or select a contract on the tab and click Edit to edit an existing contract.

<span style="color: rgb(227, 108, 10);">'''Recurring'''</span>

Access all recurring invoices for your customer in this tab. Click New to create a new recurring invoice or click Edit to edit an existing contract.

<span style="color: rgb(227, 108, 10);">'''Deposits '''</span>

To record deposits customers made

# Click '''New'''.
# Select how they paid in the '''Pay Type''' section.
# Fill out the '''Payment Amount''' and remaining fields.
# Click '''OK'''.

The deposit is recorded for the customer. You can see the '''Deposit on Account''' on the Account tab.
<br>[[File:DepositOnAccount.jpg]]
<br><br>The deposit can be applied to invoices created for the customer. When creating an invoice for the customer, you will be prompted to type the amount of deposit you want to apply to an invoice (circled in image below)
<br>[[File:DepositApply.jpg]]

<span style="color: rgb(227, 108, 10);">'''Item Repair'''

If a work order was created for the customer to repair some of their equipment, this tab will list the equipment to repair. Double click on the item and you can see what which equipment, the repair requested and repair performed.

<h3>Adding Columns to the tabs</h3>
If you want to add additional columns to the grids on the tabs under Customer History, you can right click in the grid on the tab and select '''Add Columns to Grid'''. In the window that opens, check the fields you want to view and click OK.

<br>[[File:AddColumnsToCustomerHistoryTabGrids.png]]

<br>To go back to the original columns, right click in the grid and select '''Reset Grid'''.
<br>If you select '''Clear Grid''' from the menu, all the columns will be hidden. You can click in the upper left corner of the grid to choose which individual columns to add back in (image below)
<br>[[File:AddColumnsBackIn.png]]

== Associated Companies Tab ==

If you have parent/child relationships set-up between your companies, you can access this tab on the parent company to see all child companies. See the Details and Settings portion of this document to see how to set up parent-child relationship.

[[File:AssociatedCompanies.jpg]]

== Notifications Tab ==

Set email or pop-up notification for your customer in this tab. Your SME Administrator will create the types of notifications that you can set for your customers.

Your administrator can select which modules these notifications are available for and what type of action taken prompts the notification (e.g. Adding, Editing, Deleting, or Closing the record in the customer module.)

<br>1. On the '''Notifications''' tab, click '''New'''.

[[File:Notification.jpg]]

2. Select the '''Notification Type'''. If this drop down field is empty, your SME Administrator hasn’t set up any notifications for this module yet.

3. Check '''Send Email To''' and type the email address for the person that wants to be notified with activity for this customer.

4. Check '''Alert User''' to set a pop-up window to open when user and click '''Message'''. In the window that opens type the message you want your user to see.

<p class="MsoListParagraphCxSpLast" style="margin-left: 0.25in; text-indent: -0.25in;"><b style=""><span style="font-size: 11pt; line-height: 115%; font-family: "Calibri","sans-serif"; color: rgb(227, 108, 10);">**NOTE**</span></b><span style="font-size: 11pt; line-height: 115%; font-family: "Calibri","sans-serif";"> if you don’t see the Notifications tab, then it was hidden from your view based on your user group permissions.</span></p>

== Move existing site to new billing company ==

If you are syncing SME with QuickBooks, see this video to move customers as job sites under another Billable or Parent customer. This would be done in the case that job sites are first imported into QuickBooks and then you need to move them as job sites. '''Do not move customers that have a history of invoices and payments.'''
<br>

{{#ev:youtube| ah7Nn6jUFlw }}
<br>
<br>If you cannot move the site to a new billing customer in QuickBooks because of invoice and payment history, then you will need to create a new customer site and link it to the new billing/parent customer.
<br>
<br>How to manage current orders/info and move to the new management company.
<br>
<br>Company Names:
<br>Old Billing / Management Company = D
<br>New Billing / Management company = E
<br>Old Site/Job/Customer = ABC (Change to ABC – D during the steps below)
<br>New Site/Job/Customer = ABC – E
<br>
<br>Actions:
<br>- In QB
<br>o Locate the ‘Site/Job/Customer’ under the current Management Company – ‘D’ parent
<br>o Add a suffix to the name – ABC Site – D (makes this Site/Job/Customer unique)
<br>o Sync – this will set the name in SME to ABC – D
<br>- Create a new Customer in SME or QB called ‘ABC – E’ for the location – If in SME set the Billing to the ‘E’ parent
<br>
<br>o Locate existing Recurring Orders or Invoices
<br>o Click the Magnify glass next to the Site Name and browse for the new Site/Customer record.
<br>
<br>o You can also move the customer equipment from ABC – D to ABC – E from the Customer Equipment module. (right click on the equipment and select "Move to another site)

== Merge Customers ==
You can merge customer history from one customer into another customer in SME. Once the history is moved, the customer record you moved history ''from'' can be set to inactive.
[[File:StartingcusotmerMerge.png]]

<br>- Go to the customer you want to merge into another customer, click '''Actions''' > '''Merge with'''. (This is the customer you want to get rid of and merge history into another customer, in the image above it is Willows School.)
<br>[[File:Customer_Actions_MergeWith.png]]

<br>- In the search window that opens, select the customer you want to move the history to
<br>[[File:SelectCustomerToMergeInto.png]]

<br>- Your window will stay on the original customer. Check out the history tab and the service & install history should be empty. Set the Customer to inactive by clicking '''Actions''' > '''Set to Inactive''' and make sure '''Export to QuickBooks''' is unchecked. You could also delete the customer.
<br>[[File:CustomerMerge_HistoryMovedAway.png]]

<br>- Go to the other customer you merged history into
<br>- Look at the history tab and you should see the orders from the other customer.

<br>[[File:MergedHistory.png]]

<br>- If you want to update the name and address on the moved service orders that are still '''open''', you can click''' propagate to orders''' from the site and billing tab on the customer you moved history to.
<br>[[File:PropagateAddressToMergedHistory.png]]

=== If Merging Quickbooks Customer ===

''' When merging customers we recommend you do as follows: '''
*Merge the customer in QB – This will move all of the info to the merge customer and will set the merged customer in SME to Inactive. All historical records will remain tied to the inactive customer.
*Sync – this will record the QB action and will set the merged customer in SME to Inactive.
*Merge the customer in SME – This will move all of the historical info to the merge customer and will leave the merged customer as inactive. (You can delete the customer once it has been merged). Note: The only change to historical data in SME is the Billing/Parent UID is replaced on the merged records. All address info, etc. remains as originally entered.

Projects

2022-06-03T15:49:54Z

DavidG: Projects filter by zone when added from project.

Projects are a way to group together service and install orders. When the orders are invoiced, the invoices will also be linked to the project. You can look at all charges, costs and profits based on all orders added to the project.

== Adding Orders to a Project ==

You can either add orders to a project from the project or from the order. First click New to create a new project, and then you can add orders.

'''Add from the order'''

# Go to the order.
# On the '''Details and Settings''' tab, locate the '''Project''' field.
# Select the open project from the drop down.

'''Add from the project'''

# Go to the project.
# Select the '''Included Service Orders''' tab or '''Included Installation Orders''' tab.
# Click '''Add''' and select the order you want to add to the project. Note that the selection is limited by Zone.
# Save the project.

== Project Tab Overview ==

<h3>Details and Settings tab</h3>

Here you can type a name and description for the project and assign a Project Manager.

[[File:Project_Details.jpg]]

<h3>Totals tab</h3>

At a glance you can view the charges, costs and profits based on the orders linked to the project.

<h3>Included Installation Orders tab</h3>

This tab will show you all Install Orders linked to the project.

[[File:IncludedInstallation.jpg]]

{| class="MsoTableGrid" style="border-collapse: collapse; border: medium none"
| style="width: 62.75pt; padding: 0in 5.4pt" width="84" valign="top" |
'''Add'''
| style="width: 245.2pt; padding: 0in 5.4pt" width="327" valign="top" |
Click to select an Install order to add to the project.
|- style="height: 24.75pt"
| style="width: 62.75pt; padding: 0in 5.4pt; height: 24.75pt" width="84" valign="top" |
'''Edit'''
| style="width: 245.2pt; padding: 0in 5.4pt; height: 24.75pt" width="327" valign="top" |
Select an order and click Edit to jump to the order in the Install module.
|-
| style="width: 62.75pt; padding: 0in 5.4pt" width="84" valign="top" |
'''Remove'''
| style="width: 245.2pt; padding: 0in 5.4pt" width="327" valign="top" |
Remove an order from the project.
|-
| style="width: 62.75pt; padding: 0in 5.4pt" width="84" valign="top" |
'''Quick View'''
| style="width: 245.2pt; padding: 0in 5.4pt" width="327" valign="top" |
Select an order and click Quick View to open the order in a new window.
|}

View by status – select Open, Closed, Invoiced or All on the right.

[[File:byStatus.jpg]]

<h3>Included Invoices tab</h3>

This tab will show you all invoices for the linked service or install orders.

{| class="MsoTableGrid" style="border-collapse: collapse; border: medium none"
| style="width: 0.95in; padding: 0in 5.4pt" width="91" valign="top" |
'''Add'''
| style="width: 4.75in; padding: 0in 5.4pt" width="456" valign="top" |
Click to select an invoice to add to the project.
| style="border: medium none; padding: 0in" colspan="2" width="60" |

|-
| style="width: 0.95in; padding: 0in 5.4pt" width="91" valign="top" |
'''Edit'''
| style="width: 373.5pt; padding: 0in 5.4pt" colspan="2" width="498" valign="top" |
Select an invoice and click Edit to jump to the invoice in the Invoicing module.
| style="border: medium none; padding: 0in" width="18" |

|-
| style="width: 0.95in; padding: 0in 5.4pt" width="91" valign="top" |
'''Remove'''
| style="width: 387pt; padding: 0in 5.4pt" colspan="3" width="516" valign="top" |
Remove an invoice from the project.
|-
| style="width: 0.95in; padding: 0in 5.4pt" width="91" valign="top" |
'''Quick View'''
| style="width: 387pt; padding: 0in 5.4pt" colspan="3" width="516" valign="top" |
Select an invoice and click Quick View to open the invoice in a new window.
|-
| style="border: medium none" width="91" |
| style="border: medium none" width="456" |
| style="border: medium none" width="42" |
| style="border: medium none" width="18" |
|}

View by Invoice Status – select Open, Closed or All on the right.

[[File:byStatus.jpg]]

Calculate Finance Charge

2022-05-10T14:26:51Z

DavidG: minor typo

In order to apply a finance charge on an invoice, you need to enter a finance charge % on the customer record. When you enter a new customer in SME, you can enter the finance charge on the Account tab shown below.

[[File:Customer_FinanceCharge.jpg]]

you can also setup SME to enter a default finance charge for all customers you create. Then you can apply finance charges to invoices for the customer individually, or have SME apply finance charges to all overdue invoices in SME.

Set the Default Finance Charge

You can setup the default finance charge for customers. Whenever a new customer is created, the default late fee will be set for the new customer. You can always change the late fee on a customer by customer basis, but it's best to setup your standard or default late fee up front. To setup the default late fee follow these steps:

<br>1. Go to '''Setup''' > Company (<span style="color:red"> 1 </span>).
<br>2. Click '''Customer Defaults''' (<span style="color:red"> 2 </span>).
<br>3. Click select '''Edit''' (<span style="color:red"> 3 </span>).

[[File:SetDefaultFinanceCharge.jpg]]

<br>4. Locate the''' Finance Chg''' % field. Enter your finance charge in terms of yearly finance charge amount. For example, enter 12.0 if you want 12% finance charge per year or 1% per month.
<br>5. Select '''Save'''.

'''Edit Customer Finance Charge %'''

When a new customer is created, the default Finance Chg % will apply. However, if you have an existing customer or want a special finance charge for a customer, you can change this on a customer by customer basis. Note that every customer site in SME can have a default late fee.

To edit the customer/site late fee:

# Go to the Customer or site.
# Click '''Edit'''.
# Click the '''Accounts Tab''' and enter the annual finance charge. For example, enter 12.0 if you want 12% finance charge per year or 1% per month.
# Click '''Save'''.

'''Apply Finance Charge on Individual Invoices'''

You can apply late fees to customer invoices. SME will determine if any late fees are due based upon the invoice due date. Late fee amounts are saved in the Late Fees tab to allow you to Deleted Selected late fees or clear all late fees.

# Go to the invoice you want to apply finance charges to.
# Click '''Actions''' > '''Calculate''' '''Finance Charges'''.
# SME will determine the amount of time beyond the due date and generate a late fee based on the Finance Charge % and amount of time. For example if the customer is 1 month late and Finance charge is 12.0 for a year which equates to 1% per month, then the late fee on a $1000 amount due would be $10.
# The charge shows in the totals tab in the '''Late Fee''' field.

[[File:LateFeesField.jpg]]

<br>5.To remove the fee, go to the '''Late Fees''' tab, select an individual late fee, and click '''Delete Selected'''. You can also click '''Clear''' '''All''' to delete all late fees for this invoice.

'''Generate Finance Charges for ALL Overdue Invoices'''

SME allows the generation of late fees for all overdue invoices. SME will automatically determine the late fees for all invoices that are late based on the customer/site finance charge amount and the amount of time that the invoice is beyond its due date. It is recommended to be consistent when you run this utility, for example run it at the end or beginning of every month.

# Make sure that all customers have the proper finance charge % set. See the customer setup section above.
# Go to '''Utilities'''>'''System'''.
# Click '''Generate Finance Charges.'''
# Click '''Run It'''.

[[File:utilities_generateFinanceCharge.jpg]]

Common Services

2022-05-02T23:38:47Z

DavidG: Fixed video player

Common Services provides a way for you to assign a key word to a block of text. When typing notes or filling out a work order, instead of typing the text you can select the key word you set up in Common Services.

Below is a video to watch how to set up Common Services, or you can read the instructions below.

{{#ev:youtube| lPOXN9trbLs }}

<br><br>'''Setting up Common Services'''

<br><br>When a Common Service is created, everyone on your team will see it. You may want to designate one person on your team to set up the Common Services so the list can stay organized.

# In SME, click the Setup module.
# Click '''Company'''.
# Click '''Common Services'''.
# Click '''Edit''' in the menu on the left.
# Click '''Add'''.
# In the window that opens, type a description for the Common Service. This is the name that will identify the block of text and it will display in the common service list. Click '''OK'''.
# In the window that opens, type the block of text. Use the formatting tools at the top of the window to add bullets, numbering and to change the font color or size.
# Click '''OK'''.
# Click '''Save''' in the Common Services Setup Window (on the left).

The Common Service is now created. Any user can now open up notes or create a work order, right click in the text window and select Common Services to use your template.

Labor Editor Defaults

2022-03-31T20:23:41Z

DavidG: Fixed video player

{{#ev:youtube| BmvGv9jdfP0 }}

<br> When adding Labor to an order or an invoice, you can setup default values for the Unit Cost and Unit Price fields.
<br>[[File:LaborEditor_Cost_Price_Defaults.png]]

== Labor Unit Price Defaults ==
The Service item selected in the Labor Item will drive the Unit Price in the Labor Editor. You can set a default Service Item for your technicians.

<br>[[File:Labor_ServiceItemDrivesPrice.png]]
<br>1. Go to '''Setup''' > '''Users'''
<br>2. Search for your technician
<br>3. Click '''Technician Settings''' tab
<br>4. Select their default service item in the '''Service Item''' field. When you select that tech in a labor item, the service item will default to what is set as their default. You can always change the service item, this is simply their default.
<br>[[File:Technician_DefaultServiceItem.png]]

<br>To edit the service item rate, go to '''Inventory''' module > '''Services'''. Search for the service item. Edit the '''Retail''' field (image below)
<br>[[File:ServiceItemRetailField.png]]

<br> If you enter a Wage Rate value in the Technician Settings tab, that amount will populate the labor editor when the tech is selected. Please note, if you select a service item, the “wage rate” amount will be overwritten.

<br>If no service item is selected on the labor item, the labor line on the invoice that goes to QuickBooks will pass through SMP_Labor or the item you choose in the Default Labor Line Item in SQLink > Invoice/Proposal Options tab (image below).

<br>[[File:SQLink_DefaultLaborLineItemSetting.png]]
<br>[[File:LaborPassingThroughSMP_Labor_QB.png]]

<br> If you do not tax labor, make sure you go into QB and change the SMP_Labor to the tax code of Non. In SME > Inventory module > Services, search for SMP_Labor and make sure non-taxable is checked.

<br>[[File:QB_SMP_Labor_SetToNonTax.png]]
<br>[[File:SME_SMP_Item_setToNonTaxable.png]]

== Labor Unit Cost Defaults ==
<h3>Payroll Item drives Labor Cost</h3>
The '''Payroll Item''' selected in the Labor Editor drives the '''Unit Cost''' as shown in the image below.
<br>[[File:LaborEditor_DrivesUnitCost.png]]

<br>To setup a payroll item for your technician, go to '''Utilities''' > '''Payroll/Wage items'''. Click '''Run It''' to open the '''Wage Item Editor''' window.
<br>Your payroll Items from QuickBooks will be imported into SME
<br>Search for the Payroll Item you want to edit. Add the technicians by clicking '''Add From Techs'''. Enter the '''Wage Amount'''
<br>[[File:WageItemEditor_SetupPayrollItem.png]]

<h3>Option for Service Item to drive Labor Cost</h3>
If you want to overwrite the payroll cost with the cost of the service item selected in the Labor, you need check a setting in the Setup module.
<br>[[File:OverridePayrollCost.png]]
<br>1. Go to '''Setup''' > '''Company''' > '''Orders'''
<br>2. Click '''Edit''' and check '''Override payroll cost from service item on labor records'''.
<br>3. Click '''Save'''.
<br>Now when entering labor, the service item will drive the price and also the cost of the labor.

<h3>Tech Wage Cost field drives Labor Cost</h3>
If you don't want to use Payroll Item, the value in the technicians Wage Cost field populates the Unit Cost field.
<br>Go to '''Setup''' > '''Users''' and search for your tech. Click the '''Technician Settings''' tab. Enter the '''Wage Cost'''. Remember, if there is a Payroll Item selected on the Labor Editor, the Wage Cost will be overwritten by the Payroll Item.

<br>[[File:Technician_WageCostSetting.png]]

== Billing Status field ==
On the labor item, there is a Billing Status field that drives the billing quantity field. The billing status could be one of the following:
<br>- Billing Hours equal to Scheduled Hours
<br>- Billing Hours are fixed (user entered)
<br>- Billing Hours equal actual time tracking hours (hours timed using the time tracker on SME Mobile Tech)

<br>[[File:BillingStatus_EqualScheduled.png]]
<br>
<br> Billing status on labor replaces the checkbox “Equal Billable to make scheduled = billable”
<br>[[File:BillingStatus_LaborEditor.png]]
<br>
<h3>Setup New Billing Status</h3>
<br>Setup your Billing Status drop down values by going to '''Setup''' > '''Company''' > '''Lists'''
<br>Find Billing Status and click '''New''' at the bottom (image below)
<br>[[File:BillingStatus_New.png]]
<br>
<br>In the Code Editor that opens, enter a name and choose one of the three options (image below)
<br>[[File:BillingStatusOptions.png]]

<h3>Assign Billing Status</h3>
<br>Billing status can be set as default in following areas:
<br>- Set a default on any new customer created: '''Setup'''> '''Company''' > '''Customer Defaults'''>''' Rates and Charges Defaults'''. This will allow setting of a default billing status for any newly generated customers.
<br>- Set a default on a customer: '''Customer''' > '''Rates'''. Once set all orders created for this customer will have this default billing status
<br>- Set on an individual order: Service or Install Orders> '''Details and Settings'''. Once billing status is set, all new labor created will use this billing status but it can be changed.
<br>- Set on individual labor items: Service or Install Orders> Order Items> Labor.
<br>

Time Tracker for SME

2022-03-14T17:00:11Z

DavidG: Fix for broken flash video

Back to [[SME Add-On Guides]]

=What is Time Tracker for SME?=
Time Tracker is a cloud based application which is accessible on any device with an internet connection. It allows workers to record their time in the field, the type of time or service they are providing and any extra expenses they might incur. Supervisors use Time Tracker to track their employees’ work, alter time sheet entries, verify completed time sheets and initiate payments for time on the job. All of this information is automatically synced with SME.

=Features=
'''Increase Billable Hours'''
*Captures all chargeable time and related expenses at the point of service when it is most easily remembered.

'''Stay Synchronized'''
*Field data entered is automatically pushed to SME software keeping the field and office operations fully synchronized.

'''Supervisor Friendly'''
*Supervisors can edit and verify time sheets from their own device while in the field or back at the office

'''Connect Anywhere'''
*Time tracker can be accessed on any computer with an internet connection. Log your hours from the field or from the office.

'''DOL and DCAA Compliant'''
*Time Tracker ensures that your time sheets are in compliance with government regulations so you can focus on your business.

'''Time Sheet Automation'''
*Increase the efficiency of your time tracking and payroll operations by 10 times with a simple, highly automated user interface.

'''Track GPS Location of Time In and Out'''
*Verify location when techs time in and out of Time Tracker or Mobile Tech for SME. This promotes honest time in/out or allows auditing of locations. See [[Location Settings]] for information on how to setup location for various browsers.

=Benefits=

Your employees are able to log their time in from the field, giving you more accuracy than post-recorded time entries. You can have all of your employees at the office clock in and out to assist with streamlining the payroll process. GPS tracking can tell you where and when your techs arrived, as well as where and when they time out of a job (Know immediately how much a job is actual costing you). Everything is automatically attached to SME labor items, so the actual time worked on a job can be easily compared against scheduled and billed time for an order.

=System Requirements=

SME web-services installed/running live.

SME version 8.0..41+

Desktop: Firefox, Chrome, or Safari

Mobile: Android and Iphone tested

=Setup=
{{#ev:youtube| kLsPlbeCHUw }}

<h3>Assign User Names</h3>
Each technician that will be entering time will need a username and password. Click here to review how to assign User Names:
<br>'''[[SME Mobile Master - Assign User Names]]'''

<h3>Assign Users to a Supervisor</h3>
<br>A supervisor will have the ability to enter time and approve time for anyone they are supervisor of. They also can approve or enter time for anybody that people they supervise supervise.
<br>
<br>In the example illustrated below, Bob Fieldguys supervises CindyM and Jim Boss. He can enter or approve time for both CindyM and Jim Boss. Jim Boss supervises Abe Tech. Abe Tech Supervises Charlie Engineer. Bob Fieldguys can enter or approve time for Abe Tech and Charlie Engineer as well.

<br>[[File:SupervisorStructure.png]]

<br>How to assign:
<br>- Open SME
<br>- Go to '''Setup''' > '''Users'''
<br>- Search for your tech
<br>- Locate the '''Supervisor''' field and select. (image below)
<br>[[File:SMEUser_SupervisorField.png]]

<h3>Setup Labor Defaults</h3>
<br>Make sure the technician has their default service item and payroll items set. The payroll item is what will drive the actual cost for the time entered.
<br>This page shows how the labor defaults work: '''[[Labor Editor Defaults]]'''

<br>Create payroll items and assign techs:
<br>- '''Utilities''' > '''Utilities'''
<br>- Payroll/Wage Items and click '''Run It'''
<br>- In window that opens, either search for an existing payroll item you want to use or click '''New''' to create a new one
<br>- Make sure your techs are added to the payroll item by clicking '''Add From Techs'''.
<br>- Enter in the cost for the payroll item in the '''Wage Amount''' column (image below)
<br>[[File:Timesheet_SettingPayrollItem.png]]

<br> Assign default payroll item to techs
<br>- Go to '''Setup''' > '''Users'''
<br>- Search for your tech
<br>- Click the '''Technician Settings''' tab
<br>- Choose their '''Default Payroll Item''' (image below).

<br>[[File:AssignDefaultPayrollItemToTech.png]]

<br>When the techs are entering time in Time Tracker, this will be their default cost per hour. They would have the ability to change the time they are entering to any other payroll item that they are added to. For Cindy, she has been added to payroll items of “Regular” and “Overtime”. These are her two options when entering time.

<br>[[File:PayrollItemsAssignedToTech.png]]

<h3>Timesheet Manager in SME User Group</h3>
<br>For any user that will need to approve to pay the approved time and print reports for time, they will need to be set to a user group in SME that has Timesheet Manager checked.
<br>[[File:UserGroup_TimesheetManager.png]]
<br>To edit the user group in SME:
<br>- Open SME
<br>- Go to '''Setup''' > '''Company''' > '''Users Groups'''
<br>- Search for the correct User Group
<br>- Click the''' Administrative Clearances''' tab
<br>- Click '''Edit''' and check '''Timesheet Manager'''

=Entering Time on Service or Install Orders=
{{#ev:youtube| BlDxCgIcUnc }}

<br>Log in to SME Mobile at m.high5software.com
<br>Click the '''Time Tracker''' option

<br>In Time Tracker you will see the “Daily” tab. This is where you will select the day you are entering time for, select the service or install order you are entering time for, and either start the timer or manually add time.

<br>[[File:TimeTracker_DailyTab.png]]

<br> If you choose to use the timer in the '''Start/Add Time''' section, you will need to click '''Start'''. You will see the time tracked. Click '''Stop Order #____'''
<br>[[File:TimeTracker_Timer.png]]

<br> After stopping the clock, you will see the time entry (image below)

<br>[[File:TimeTracker_EntryFromTimer.png]]

<br>If you choose to click '''Add Entry'''

<br>[[File:TimeTracker_AddEntry.png]]

<br>[[File:TimeTracker_AddingTimeDetails.png]]

<br> Click [[File:TimeTracker_Enter.png]] to enter the time

<br>If you enter time on the wrong work order, you can't delete the entry but will need to change the hours to 0.

=Reviewing Time Entered and Submitting Time=

{{#ev:youtube| hPTYmwAvazo }}

<h3>Weekly Tab in Time Tracker</h3>
On the Weekly tab you can review your newly entered time, submitted time, approved time and paid time. Make sure you have the correct week selected and the correct tech at the top.

<br>[[File:TimeTracker_WeeklyTab.png]]

<br> Expand the new section to review and submit for approval. After submittal, the time will move from the New section to the Submitted section.
<br>[[File:TimeTracker_WeeklyTab_NewSection.png]]

<h3>Labor Item in SME - Time Tracker Tab</h3>
The time entered by your tech will also show on the service or install order in SME.

<br>If this time is entered on Order # 1024:
<br>[[File:TimeTracker_Order1024.png]]

<br>When you go to Order # 1024 in SME you will see a Labor Item added to the order

<br>Open the labor item and click the '''Time Tracking''' tab (image below)

<br>[[File:SME_LaborEditor_TimeTrackingTab.png]]

<br> On the Time Tracking tab, you will see the''' Start Time''', '''Stop time''', '''Total Time''' and more. This entry is from the Time tracker entry.

<br>If you want to charge your customer for actual time of labor, choose the Billing Status you have setup for Billing equal Actual.

<br>[[File:SMELaborEditor_SetBillingToActual.png]]

<br>To setup a billing status to set the Billing Qty equal to the actual qty for time:
<br>- Go to '''Setup''' > '''Company'''
<br>- Select '''Lists'''
<br>- Select '''Billing Status'''
<br>- Click '''New''' in lower right corner
<br>- Enter name such as “Billing equals Actual” and check “Set Billable Hours to Actual Hours”

<br>[[File:SetupBillingStatus_BillEqualsActual.png]]

= Approving Time=
A Supervisor can approve time that has been submitted. In this example, Bob Fieldguys is supervisor to CindyM. He can approve her time. Bob Fieldguy’s supervisor Mark can also approve CindyM’s time.
<br>[[File:SupervisorStructure.png]]

<br>If you are a supervisor, when you go to the approve tab select the tech you need to review time for. In this example Bob Fieldguys can review time for several techs.

<br>[[File:TimeTracker_ApproveTab_SelectTch.png]]

<br> Choose the correct date for Week Starting in upper left corner.

<br> Review the time. You can click the '''X''' button on individual time entries to send them back to the tech. The time will appear in the tech’s New list. They would need to resubmit the time.

<br>Click '''Approve''' at the bottom to approve all time. Click '''Refuse''' at the bottom to refuse all time.

<br>[[File:TimeTracker_ApproveTab.png]]

<br>Once time is approved, your tech will see the time in their Approved section on the Weekly tab. You will also see the Approved flag checked in the Time Tracking tab on the Labor Editor in SME.
<br>[[File:LaborEditor_TimeTrackingTab_Approved.png]]

= Payroll Tab =
On the Payroll tab you can move the approved time to paid. Click individually on each line or at the bottom click Refuse All or Pay All
<br>[[File:TimeTracker_PayrollTab.png]]

<br>The buttons at the bottom allow you to launch timesheet reports in another browser to view time entered by technicians.
<br>[[File:TimeTracker_reportButtons.png]]

<br> Here is an example of the Tech Timesheet:

<br>[[File:TimeTracker_TechTimesheet.png]]

<br>
Here is an example of the Weekly Timesheet showing time grouped by work order and daily time.

<br>[[File:TimeTracker_WeeklyTimesheet.png]]

= Syncing Time Entries to QuickBooks Timesheet=
<h3>SQLink Settings</h3>
If you need to sync time entries to QuickBooks timesheets, you need to decide which option works for you.
<br>- To set your option, open '''SQLink'''
<br>- Click '''File''' > '''Setup'''
<br>- Locate the '''Transfer Tech Time''' section (image below)

<br>[[File:TimeTracker_SyncingOptions.png]]

<br> Check '''Actual Time Only'''. Actual time is the time entered through Time Tracker.
<br>Choose if you want to sync time that was '''Submitted''', '''Approved''' or '''Payrolled''' to export to QB. If you are syncing “submitted” time, then you don’t need to go through the process of approving time in Time Tracker.

<br>'''Manual Flag Only''' means you have to check on the labor editor which time entries sync.
<br>'''Always Export''' will always export new time entries regardless of status.

<br>Update to Payrolled after export - the Payrolled check on the Time Tracking tab will get checked once the time is synced to QuickBooks.

<h3>QuickBooks settings</h3>
<br>In QuickBooks preferences, payroll needs to be setup and '''Use Time Data to Create Paychecks''' needs to be check in each employees Payroll Info tab
<br>[[File:TimeTracker_UseTimeDataToCreatePaychecks.png]]

=Actual Costs and Time Tracking Costs=
Using Mobile Tech for SME and Time Tracker will also track the actual costs on the work order. The costs are captured "smartly" based on the settings within SME. Understanding how SME calculated the actual costs with help in the setup of Payroll Wage or Service items.

The order that SME determines the hourly cost for the time tracking entered is as follows in order:
* Initialize with Wage cost of the Tech.
* Override with payroll, if payroll item selected. Note that the payroll item is set based on the tech default payroll item or can be manually set in Time Tracker for SME.
* Override with service if service item selected and (system settings to override, or tech is subcontractor)
** Setup>Company>Order "Override payroll cost from service item on labor records"
*** If this is checked, then cost will come from the Service Item
*** If unchecked cost will come from the Payroll/Wage item first.
*** [[File:OverridePayrollItem.png]]

Example with option for "Override payroll cost from service item on labor records":
* With this option unchecked it will use the tech default payroll item.
** In this example, Bob Fieldguy default payroll item is "Union Time"
** [[File:DefaultPayrollItem.png]]
** The payroll item can have different costs per tech. In this example Bob has a fully loaded cost of $48.00 per hour.
** [[File:WageItemUnionTime.png]]
** When time is added through Mobile Tech it will automatically select the Union payroll item and set cost to $48.00 per hour.
** [[File:ActualTimeLabor.png]]
** Here is the service item for "Hourly"
** [[File:ServiceItemHourly.png]]

* Check "Override payroll cost from service item on labor records"

Time Tracker for SME

2022-03-14T16:58:13Z

DavidG: Fix for broken flash video

Back to [[SME Add-On Guides]]

=What is Time Tracker for SME?=
Time Tracker is a cloud based application which is accessible on any device with an internet connection. It allows workers to record their time in the field, the type of time or service they are providing and any extra expenses they might incur. Supervisors use Time Tracker to track their employees’ work, alter time sheet entries, verify completed time sheets and initiate payments for time on the job. All of this information is automatically synced with SME.

=Features=
'''Increase Billable Hours'''
*Captures all chargeable time and related expenses at the point of service when it is most easily remembered.

'''Stay Synchronized'''
*Field data entered is automatically pushed to SME software keeping the field and office operations fully synchronized.

'''Supervisor Friendly'''
*Supervisors can edit and verify time sheets from their own device while in the field or back at the office

'''Connect Anywhere'''
*Time tracker can be accessed on any computer with an internet connection. Log your hours from the field or from the office.

'''DOL and DCAA Compliant'''
*Time Tracker ensures that your time sheets are in compliance with government regulations so you can focus on your business.

'''Time Sheet Automation'''
*Increase the efficiency of your time tracking and payroll operations by 10 times with a simple, highly automated user interface.

'''Track GPS Location of Time In and Out'''
*Verify location when techs time in and out of Time Tracker or Mobile Tech for SME. This promotes honest time in/out or allows auditing of locations. See [[Location Settings]] for information on how to setup location for various browsers.

=Benefits=

Your employees are able to log their time in from the field, giving you more accuracy than post-recorded time entries. You can have all of your employees at the office clock in and out to assist with streamlining the payroll process. GPS tracking can tell you where and when your techs arrived, as well as where and when they time out of a job (Know immediately how much a job is actual costing you). Everything is automatically attached to SME labor items, so the actual time worked on a job can be easily compared against scheduled and billed time for an order.

=System Requirements=

SME web-services installed/running live.

SME version 8.0..41+

Desktop: Firefox, Chrome, or Safari

Mobile: Android and Iphone tested

=Setup=
{{#ev:youtube| kLsPlbeCHUw }}

<h3>Assign User Names</h3>
Each technician that will be entering time will need a username and password. Click here to review how to assign User Names:
<br>'''[[SME Mobile Master - Assign User Names]]'''

<h3>Assign Users to a Supervisor</h3>
<br>A supervisor will have the ability to enter time and approve time for anyone they are supervisor of. They also can approve or enter time for anybody that people they supervise supervise.
<br>
<br>In the example illustrated below, Bob Fieldguys supervises CindyM and Jim Boss. He can enter or approve time for both CindyM and Jim Boss. Jim Boss supervises Abe Tech. Abe Tech Supervises Charlie Engineer. Bob Fieldguys can enter or approve time for Abe Tech and Charlie Engineer as well.

<br>[[File:SupervisorStructure.png]]

<br>How to assign:
<br>- Open SME
<br>- Go to '''Setup''' > '''Users'''
<br>- Search for your tech
<br>- Locate the '''Supervisor''' field and select. (image below)
<br>[[File:SMEUser_SupervisorField.png]]

<h3>Setup Labor Defaults</h3>
<br>Make sure the technician has their default service item and payroll items set. The payroll item is what will drive the actual cost for the time entered.
<br>This page shows how the labor defaults work: '''[[Labor Editor Defaults]]'''

<br>Create payroll items and assign techs:
<br>- '''Utilities''' > '''Utilities'''
<br>- Payroll/Wage Items and click '''Run It'''
<br>- In window that opens, either search for an existing payroll item you want to use or click '''New''' to create a new one
<br>- Make sure your techs are added to the payroll item by clicking '''Add From Techs'''.
<br>- Enter in the cost for the payroll item in the '''Wage Amount''' column (image below)
<br>[[File:Timesheet_SettingPayrollItem.png]]

<br> Assign default payroll item to techs
<br>- Go to '''Setup''' > '''Users'''
<br>- Search for your tech
<br>- Click the '''Technician Settings''' tab
<br>- Choose their '''Default Payroll Item''' (image below).

<br>[[File:AssignDefaultPayrollItemToTech.png]]

<br>When the techs are entering time in Time Tracker, this will be their default cost per hour. They would have the ability to change the time they are entering to any other payroll item that they are added to. For Cindy, she has been added to payroll items of “Regular” and “Overtime”. These are her two options when entering time.

<br>[[File:PayrollItemsAssignedToTech.png]]

<h3>Timesheet Manager in SME User Group</h3>
<br>For any user that will need to approve to pay the approved time and print reports for time, they will need to be set to a user group in SME that has Timesheet Manager checked.
<br>[[File:UserGroup_TimesheetManager.png]]
<br>To edit the user group in SME:
<br>- Open SME
<br>- Go to '''Setup''' > '''Company''' > '''Users Groups'''
<br>- Search for the correct User Group
<br>- Click the''' Administrative Clearances''' tab
<br>- Click '''Edit''' and check '''Timesheet Manager'''

=Entering Time on Service or Install Orders=
<videoflash>BlDxCgIcUnc</videoflash>

<br>Log in to SME Mobile at m.high5software.com
<br>Click the '''Time Tracker''' option

<br>In Time Tracker you will see the “Daily” tab. This is where you will select the day you are entering time for, select the service or install order you are entering time for, and either start the timer or manually add time.

<br>[[File:TimeTracker_DailyTab.png]]

<br> If you choose to use the timer in the '''Start/Add Time''' section, you will need to click '''Start'''. You will see the time tracked. Click '''Stop Order #____'''
<br>[[File:TimeTracker_Timer.png]]

<br> After stopping the clock, you will see the time entry (image below)

<br>[[File:TimeTracker_EntryFromTimer.png]]

<br>If you choose to click '''Add Entry'''

<br>[[File:TimeTracker_AddEntry.png]]

<br>[[File:TimeTracker_AddingTimeDetails.png]]

<br> Click [[File:TimeTracker_Enter.png]] to enter the time

<br>If you enter time on the wrong work order, you can't delete the entry but will need to change the hours to 0.

=Reviewing Time Entered and Submitting Time=

{{#ev:youtube| hPTYmwAvazo }}

<h3>Weekly Tab in Time Tracker</h3>
On the Weekly tab you can review your newly entered time, submitted time, approved time and paid time. Make sure you have the correct week selected and the correct tech at the top.

<br>[[File:TimeTracker_WeeklyTab.png]]

<br> Expand the new section to review and submit for approval. After submittal, the time will move from the New section to the Submitted section.
<br>[[File:TimeTracker_WeeklyTab_NewSection.png]]

<h3>Labor Item in SME - Time Tracker Tab</h3>
The time entered by your tech will also show on the service or install order in SME.

<br>If this time is entered on Order # 1024:
<br>[[File:TimeTracker_Order1024.png]]

<br>When you go to Order # 1024 in SME you will see a Labor Item added to the order

<br>Open the labor item and click the '''Time Tracking''' tab (image below)

<br>[[File:SME_LaborEditor_TimeTrackingTab.png]]

<br> On the Time Tracking tab, you will see the''' Start Time''', '''Stop time''', '''Total Time''' and more. This entry is from the Time tracker entry.

<br>If you want to charge your customer for actual time of labor, choose the Billing Status you have setup for Billing equal Actual.

<br>[[File:SMELaborEditor_SetBillingToActual.png]]

<br>To setup a billing status to set the Billing Qty equal to the actual qty for time:
<br>- Go to '''Setup''' > '''Company'''
<br>- Select '''Lists'''
<br>- Select '''Billing Status'''
<br>- Click '''New''' in lower right corner
<br>- Enter name such as “Billing equals Actual” and check “Set Billable Hours to Actual Hours”

<br>[[File:SetupBillingStatus_BillEqualsActual.png]]

= Approving Time=
A Supervisor can approve time that has been submitted. In this example, Bob Fieldguys is supervisor to CindyM. He can approve her time. Bob Fieldguy’s supervisor Mark can also approve CindyM’s time.
<br>[[File:SupervisorStructure.png]]

<br>If you are a supervisor, when you go to the approve tab select the tech you need to review time for. In this example Bob Fieldguys can review time for several techs.

<br>[[File:TimeTracker_ApproveTab_SelectTch.png]]

<br> Choose the correct date for Week Starting in upper left corner.

<br> Review the time. You can click the '''X''' button on individual time entries to send them back to the tech. The time will appear in the tech’s New list. They would need to resubmit the time.

<br>Click '''Approve''' at the bottom to approve all time. Click '''Refuse''' at the bottom to refuse all time.

<br>[[File:TimeTracker_ApproveTab.png]]

<br>Once time is approved, your tech will see the time in their Approved section on the Weekly tab. You will also see the Approved flag checked in the Time Tracking tab on the Labor Editor in SME.
<br>[[File:LaborEditor_TimeTrackingTab_Approved.png]]

= Payroll Tab =
On the Payroll tab you can move the approved time to paid. Click individually on each line or at the bottom click Refuse All or Pay All
<br>[[File:TimeTracker_PayrollTab.png]]

<br>The buttons at the bottom allow you to launch timesheet reports in another browser to view time entered by technicians.
<br>[[File:TimeTracker_reportButtons.png]]

<br> Here is an example of the Tech Timesheet:

<br>[[File:TimeTracker_TechTimesheet.png]]

<br>
Here is an example of the Weekly Timesheet showing time grouped by work order and daily time.

<br>[[File:TimeTracker_WeeklyTimesheet.png]]

= Syncing Time Entries to QuickBooks Timesheet=
<h3>SQLink Settings</h3>
If you need to sync time entries to QuickBooks timesheets, you need to decide which option works for you.
<br>- To set your option, open '''SQLink'''
<br>- Click '''File''' > '''Setup'''
<br>- Locate the '''Transfer Tech Time''' section (image below)

<br>[[File:TimeTracker_SyncingOptions.png]]

<br> Check '''Actual Time Only'''. Actual time is the time entered through Time Tracker.
<br>Choose if you want to sync time that was '''Submitted''', '''Approved''' or '''Payrolled''' to export to QB. If you are syncing “submitted” time, then you don’t need to go through the process of approving time in Time Tracker.

<br>'''Manual Flag Only''' means you have to check on the labor editor which time entries sync.
<br>'''Always Export''' will always export new time entries regardless of status.

<br>Update to Payrolled after export - the Payrolled check on the Time Tracking tab will get checked once the time is synced to QuickBooks.

<h3>QuickBooks settings</h3>
<br>In QuickBooks preferences, payroll needs to be setup and '''Use Time Data to Create Paychecks''' needs to be check in each employees Payroll Info tab
<br>[[File:TimeTracker_UseTimeDataToCreatePaychecks.png]]

=Actual Costs and Time Tracking Costs=
Using Mobile Tech for SME and Time Tracker will also track the actual costs on the work order. The costs are captured "smartly" based on the settings within SME. Understanding how SME calculated the actual costs with help in the setup of Payroll Wage or Service items.

The order that SME determines the hourly cost for the time tracking entered is as follows in order:
* Initialize with Wage cost of the Tech.
* Override with payroll, if payroll item selected. Note that the payroll item is set based on the tech default payroll item or can be manually set in Time Tracker for SME.
* Override with service if service item selected and (system settings to override, or tech is subcontractor)
** Setup>Company>Order "Override payroll cost from service item on labor records"
*** If this is checked, then cost will come from the Service Item
*** If unchecked cost will come from the Payroll/Wage item first.
*** [[File:OverridePayrollItem.png]]

Example with option for "Override payroll cost from service item on labor records":
* With this option unchecked it will use the tech default payroll item.
** In this example, Bob Fieldguy default payroll item is "Union Time"
** [[File:DefaultPayrollItem.png]]
** The payroll item can have different costs per tech. In this example Bob has a fully loaded cost of $48.00 per hour.
** [[File:WageItemUnionTime.png]]
** When time is added through Mobile Tech it will automatically select the Union payroll item and set cost to $48.00 per hour.
** [[File:ActualTimeLabor.png]]
** Here is the service item for "Hourly"
** [[File:ServiceItemHourly.png]]

* Check "Override payroll cost from service item on labor records"

Time Tracker for SME

2022-03-14T16:56:47Z

DavidG: Fix for broken flash video

Back to [[SME Add-On Guides]]

=What is Time Tracker for SME?=
Time Tracker is a cloud based application which is accessible on any device with an internet connection. It allows workers to record their time in the field, the type of time or service they are providing and any extra expenses they might incur. Supervisors use Time Tracker to track their employees’ work, alter time sheet entries, verify completed time sheets and initiate payments for time on the job. All of this information is automatically synced with SME.

=Features=
'''Increase Billable Hours'''
*Captures all chargeable time and related expenses at the point of service when it is most easily remembered.

'''Stay Synchronized'''
*Field data entered is automatically pushed to SME software keeping the field and office operations fully synchronized.

'''Supervisor Friendly'''
*Supervisors can edit and verify time sheets from their own device while in the field or back at the office

'''Connect Anywhere'''
*Time tracker can be accessed on any computer with an internet connection. Log your hours from the field or from the office.

'''DOL and DCAA Compliant'''
*Time Tracker ensures that your time sheets are in compliance with government regulations so you can focus on your business.

'''Time Sheet Automation'''
*Increase the efficiency of your time tracking and payroll operations by 10 times with a simple, highly automated user interface.

'''Track GPS Location of Time In and Out'''
*Verify location when techs time in and out of Time Tracker or Mobile Tech for SME. This promotes honest time in/out or allows auditing of locations. See [[Location Settings]] for information on how to setup location for various browsers.

=Benefits=

Your employees are able to log their time in from the field, giving you more accuracy than post-recorded time entries. You can have all of your employees at the office clock in and out to assist with streamlining the payroll process. GPS tracking can tell you where and when your techs arrived, as well as where and when they time out of a job (Know immediately how much a job is actual costing you). Everything is automatically attached to SME labor items, so the actual time worked on a job can be easily compared against scheduled and billed time for an order.

=System Requirements=

SME web-services installed/running live.

SME version 8.0..41+

Desktop: Firefox, Chrome, or Safari

Mobile: Android and Iphone tested

=Setup=
<videoflash>kLsPlbeCHUw</videoflash>

<h3>Assign User Names</h3>
Each technician that will be entering time will need a username and password. Click here to review how to assign User Names:
<br>'''[[SME Mobile Master - Assign User Names]]'''

<h3>Assign Users to a Supervisor</h3>
<br>A supervisor will have the ability to enter time and approve time for anyone they are supervisor of. They also can approve or enter time for anybody that people they supervise supervise.
<br>
<br>In the example illustrated below, Bob Fieldguys supervises CindyM and Jim Boss. He can enter or approve time for both CindyM and Jim Boss. Jim Boss supervises Abe Tech. Abe Tech Supervises Charlie Engineer. Bob Fieldguys can enter or approve time for Abe Tech and Charlie Engineer as well.

<br>[[File:SupervisorStructure.png]]

<br>How to assign:
<br>- Open SME
<br>- Go to '''Setup''' > '''Users'''
<br>- Search for your tech
<br>- Locate the '''Supervisor''' field and select. (image below)
<br>[[File:SMEUser_SupervisorField.png]]

<h3>Setup Labor Defaults</h3>
<br>Make sure the technician has their default service item and payroll items set. The payroll item is what will drive the actual cost for the time entered.
<br>This page shows how the labor defaults work: '''[[Labor Editor Defaults]]'''

<br>Create payroll items and assign techs:
<br>- '''Utilities''' > '''Utilities'''
<br>- Payroll/Wage Items and click '''Run It'''
<br>- In window that opens, either search for an existing payroll item you want to use or click '''New''' to create a new one
<br>- Make sure your techs are added to the payroll item by clicking '''Add From Techs'''.
<br>- Enter in the cost for the payroll item in the '''Wage Amount''' column (image below)
<br>[[File:Timesheet_SettingPayrollItem.png]]

<br> Assign default payroll item to techs
<br>- Go to '''Setup''' > '''Users'''
<br>- Search for your tech
<br>- Click the '''Technician Settings''' tab
<br>- Choose their '''Default Payroll Item''' (image below).

<br>[[File:AssignDefaultPayrollItemToTech.png]]

<br>When the techs are entering time in Time Tracker, this will be their default cost per hour. They would have the ability to change the time they are entering to any other payroll item that they are added to. For Cindy, she has been added to payroll items of “Regular” and “Overtime”. These are her two options when entering time.

<br>[[File:PayrollItemsAssignedToTech.png]]

<h3>Timesheet Manager in SME User Group</h3>
<br>For any user that will need to approve to pay the approved time and print reports for time, they will need to be set to a user group in SME that has Timesheet Manager checked.
<br>[[File:UserGroup_TimesheetManager.png]]
<br>To edit the user group in SME:
<br>- Open SME
<br>- Go to '''Setup''' > '''Company''' > '''Users Groups'''
<br>- Search for the correct User Group
<br>- Click the''' Administrative Clearances''' tab
<br>- Click '''Edit''' and check '''Timesheet Manager'''

=Entering Time on Service or Install Orders=
<videoflash>BlDxCgIcUnc</videoflash>

<br>Log in to SME Mobile at m.high5software.com
<br>Click the '''Time Tracker''' option

<br>In Time Tracker you will see the “Daily” tab. This is where you will select the day you are entering time for, select the service or install order you are entering time for, and either start the timer or manually add time.

<br>[[File:TimeTracker_DailyTab.png]]

<br> If you choose to use the timer in the '''Start/Add Time''' section, you will need to click '''Start'''. You will see the time tracked. Click '''Stop Order #____'''
<br>[[File:TimeTracker_Timer.png]]

<br> After stopping the clock, you will see the time entry (image below)

<br>[[File:TimeTracker_EntryFromTimer.png]]

<br>If you choose to click '''Add Entry'''

<br>[[File:TimeTracker_AddEntry.png]]

<br>[[File:TimeTracker_AddingTimeDetails.png]]

<br> Click [[File:TimeTracker_Enter.png]] to enter the time

<br>If you enter time on the wrong work order, you can't delete the entry but will need to change the hours to 0.

=Reviewing Time Entered and Submitting Time=

{{#ev:youtube| hPTYmwAvazo }}

<h3>Weekly Tab in Time Tracker</h3>
On the Weekly tab you can review your newly entered time, submitted time, approved time and paid time. Make sure you have the correct week selected and the correct tech at the top.

<br>[[File:TimeTracker_WeeklyTab.png]]

<br> Expand the new section to review and submit for approval. After submittal, the time will move from the New section to the Submitted section.
<br>[[File:TimeTracker_WeeklyTab_NewSection.png]]

<h3>Labor Item in SME - Time Tracker Tab</h3>
The time entered by your tech will also show on the service or install order in SME.

<br>If this time is entered on Order # 1024:
<br>[[File:TimeTracker_Order1024.png]]

<br>When you go to Order # 1024 in SME you will see a Labor Item added to the order

<br>Open the labor item and click the '''Time Tracking''' tab (image below)

<br>[[File:SME_LaborEditor_TimeTrackingTab.png]]

<br> On the Time Tracking tab, you will see the''' Start Time''', '''Stop time''', '''Total Time''' and more. This entry is from the Time tracker entry.

<br>If you want to charge your customer for actual time of labor, choose the Billing Status you have setup for Billing equal Actual.

<br>[[File:SMELaborEditor_SetBillingToActual.png]]

<br>To setup a billing status to set the Billing Qty equal to the actual qty for time:
<br>- Go to '''Setup''' > '''Company'''
<br>- Select '''Lists'''
<br>- Select '''Billing Status'''
<br>- Click '''New''' in lower right corner
<br>- Enter name such as “Billing equals Actual” and check “Set Billable Hours to Actual Hours”

<br>[[File:SetupBillingStatus_BillEqualsActual.png]]

= Approving Time=
A Supervisor can approve time that has been submitted. In this example, Bob Fieldguys is supervisor to CindyM. He can approve her time. Bob Fieldguy’s supervisor Mark can also approve CindyM’s time.
<br>[[File:SupervisorStructure.png]]

<br>If you are a supervisor, when you go to the approve tab select the tech you need to review time for. In this example Bob Fieldguys can review time for several techs.

<br>[[File:TimeTracker_ApproveTab_SelectTch.png]]

<br> Choose the correct date for Week Starting in upper left corner.

<br> Review the time. You can click the '''X''' button on individual time entries to send them back to the tech. The time will appear in the tech’s New list. They would need to resubmit the time.

<br>Click '''Approve''' at the bottom to approve all time. Click '''Refuse''' at the bottom to refuse all time.

<br>[[File:TimeTracker_ApproveTab.png]]

<br>Once time is approved, your tech will see the time in their Approved section on the Weekly tab. You will also see the Approved flag checked in the Time Tracking tab on the Labor Editor in SME.
<br>[[File:LaborEditor_TimeTrackingTab_Approved.png]]

= Payroll Tab =
On the Payroll tab you can move the approved time to paid. Click individually on each line or at the bottom click Refuse All or Pay All
<br>[[File:TimeTracker_PayrollTab.png]]

<br>The buttons at the bottom allow you to launch timesheet reports in another browser to view time entered by technicians.
<br>[[File:TimeTracker_reportButtons.png]]

<br> Here is an example of the Tech Timesheet:

<br>[[File:TimeTracker_TechTimesheet.png]]

<br>
Here is an example of the Weekly Timesheet showing time grouped by work order and daily time.

<br>[[File:TimeTracker_WeeklyTimesheet.png]]

= Syncing Time Entries to QuickBooks Timesheet=
<h3>SQLink Settings</h3>
If you need to sync time entries to QuickBooks timesheets, you need to decide which option works for you.
<br>- To set your option, open '''SQLink'''
<br>- Click '''File''' > '''Setup'''
<br>- Locate the '''Transfer Tech Time''' section (image below)

<br>[[File:TimeTracker_SyncingOptions.png]]

<br> Check '''Actual Time Only'''. Actual time is the time entered through Time Tracker.
<br>Choose if you want to sync time that was '''Submitted''', '''Approved''' or '''Payrolled''' to export to QB. If you are syncing “submitted” time, then you don’t need to go through the process of approving time in Time Tracker.

<br>'''Manual Flag Only''' means you have to check on the labor editor which time entries sync.
<br>'''Always Export''' will always export new time entries regardless of status.

<br>Update to Payrolled after export - the Payrolled check on the Time Tracking tab will get checked once the time is synced to QuickBooks.

<h3>QuickBooks settings</h3>
<br>In QuickBooks preferences, payroll needs to be setup and '''Use Time Data to Create Paychecks''' needs to be check in each employees Payroll Info tab
<br>[[File:TimeTracker_UseTimeDataToCreatePaychecks.png]]

=Actual Costs and Time Tracking Costs=
Using Mobile Tech for SME and Time Tracker will also track the actual costs on the work order. The costs are captured "smartly" based on the settings within SME. Understanding how SME calculated the actual costs with help in the setup of Payroll Wage or Service items.

The order that SME determines the hourly cost for the time tracking entered is as follows in order:
* Initialize with Wage cost of the Tech.
* Override with payroll, if payroll item selected. Note that the payroll item is set based on the tech default payroll item or can be manually set in Time Tracker for SME.
* Override with service if service item selected and (system settings to override, or tech is subcontractor)
** Setup>Company>Order "Override payroll cost from service item on labor records"
*** If this is checked, then cost will come from the Service Item
*** If unchecked cost will come from the Payroll/Wage item first.
*** [[File:OverridePayrollItem.png]]

Example with option for "Override payroll cost from service item on labor records":
* With this option unchecked it will use the tech default payroll item.
** In this example, Bob Fieldguy default payroll item is "Union Time"
** [[File:DefaultPayrollItem.png]]
** The payroll item can have different costs per tech. In this example Bob has a fully loaded cost of $48.00 per hour.
** [[File:WageItemUnionTime.png]]
** When time is added through Mobile Tech it will automatically select the Union payroll item and set cost to $48.00 per hour.
** [[File:ActualTimeLabor.png]]
** Here is the service item for "Hourly"
** [[File:ServiceItemHourly.png]]

* Check "Override payroll cost from service item on labor records"

Views

2022-03-07T22:13:58Z

DavidG: Youtube account recovered. Video switched back to original.

SME users can now create multiple search grid views for each module. Search Views can be shared among users or made as private. This views feature will tremendously improve productivity by allowing faster access and more refined search of information. We have also added a View menu item so you can directly get to various views without first going to the module.

<br>Customizing Search View Basics<br>

{{#ev:youtube| O5gbnenlsaw }}
<br>

Steps:

# Create Views
# Use Views
# Modify Views
# Advanced Features

# Create Views:

Creating views is similar to the way you customized search grids in previous SMP and SME versions. For this example, we will create a new customer view showing Customer name and Balance information.

<br>1. Go to the module were you want the new view. In our example, select Customers in the Customers section.<br>2. Select Search All Customers

[[File:030000051.png]]

<br>3. The default grid will show. Let’s customize the grid and view.<br>4. Select Views>New View.

[[File:030000061.png]]

<br>4. Select the fields you want to view. For this example, we select Name and Balance. TIP: type in the characters to find the fields, in this case type in ba and it goes to the Balance field.

[[File:030000071.png]]

<br>5. Now select the customer you want to go to. Since your view has changed, it will ask to Save the new view. Select Yes.

[[File:030000081.png]]

<br>6. Give it a Name. If you use the same name as an existing view, it will ask to replace that view. In this example, we select “Customer Balance” and select ok.

[[File:030000091.png]]

<br>7. You have now created your new view!

<br>2. Using Views

You can use the views from the “Search Views” menu item no matter which module you are in. Or you can use the Search button from within a module to select your views.

# Search Views Menu item:

# Select Search Views, then select the module, then select the view.

# In this example, select Search Views>Customer>Customer Balance
#[[File:0300000A1.png]]
# Note that it doesn’t matter which module you are in, you can go to the customer search view at anytime.

2. Module Search

1. SME still has the searches you are used to within the module, but now we have an additional option to use your views.

[[File:0300000B.png]]

3. Modify Views

You can modify views that you have previously created including applying views, creating vies, deleting views, changing views,
[[File:0300000C.png]]
# Apply View: To change to another available view for this module
# New View: To create a new view. This will open the field selector grid.
# Delete: To delete a view. NOTE: You can note delete the view you are currently using.
# Save View: To save your current view, for example if you made changes or want another copy.
# Options:

#[[File:0300000D.png]]
# Add Field to Grid: To select the fields you want to show from this view
# Private View: To make this view private to your login account only.
# Restricted View: Restrict this view to admin only users.
# Default View: Makes this as the default view. So whenever customers search is called, will use this view as the default.
# Reset layout: This reverts the view to the original view settings. So if you made changes to the view, but don’t want to save this view you can reset back.

Show and hide columns with the left column selector.
# Add the column and click on the icon in the left corner of the field row as new fields are sometimes not checked for display. Note that they will export to Excel regardless of showing in the view. If you are attempting to add one of the address blocks, Bill or address they will not show as they are actually embedded in a field and do not display directly in the view.
# [[File:ViewSelector.png]]

4. Advanced Features

Now that you understand views, let’s go into some advanced features within the search grid. These features actually existed in previous versions of SME and SMP, but with views, it makes these much more useful and reusable.

For our example, we will use the Customer Balance view, but now we will now only show customers with a balance above a certain level.

# Filtering: From within a search view, you can do elaborate filtering of the view.

# Select the Green funnel icon in the lower left
#[[File:0300000E.png]]
# First select the bar that says “press the button to add a new condition”
# Then select the field from your view that you want to filter
#[[File:0300000F.png]]
# Select Balance for our example
# Select the condition. For our example, we select greater than
#[[File:03000010.png]]
# Finally select the condition value. For our example, select 1000
#[[File:03000011.png]]
# Select Ok to save the filter settings
# Now you have your new filtered view
#[[File:03000012.png]]
# Notice the condition in the lower left corner. If you want to remove the filter condition select the X. If you want to change the condition select customize in the lower right corner.
# Select the customer and select Ok
# It will ask to save the new view. This time we create a new view called “Customer Balance more than $1000”
#[[File:03000013.png]]

Default Export to QuickBooks Settings

2022-03-04T17:45:07Z

DavidG: Fixed video player

If you are syncing SME with QuickBooks, choose which forms in SME export to QuickBooks by default.

[[File:DefaultExportToQBSettings.png]]

'''Default Export on Invoices''' – If checked, new invoices in SME will export to QuickBooks. This option is usually checked.

'''Default Export on Payments''' – If checked, payment entered in SME will export to QuickBooks. This option is usually checked.

'''Default Export New Customer''' - If checked, new customers entered in SME will export to QuickBooks. This option is usually checked.

'''Default Export New Vendor''' - If checked, new vendors entered in SME will export to QuickBooks. This options is usually checked.

'''Default Export New Proposals''' - If checked, new proposals entered in SME will export to QuickBooks as an estimate.

'''Don't default Tech Timesheet Export''' - If left unchecked then labor items will automatically be set to sync to a timesheet entry in QB. If checked, you can create the labor on orders and once you check the "Export Timesheet to QB" checkbox on the labor, then the labor will sync to QB timesheet.

'''Tax Premium, Trip, Freight and Other Charges''' - Check these boxes if you want to charge taxes on premium labor, trip charge, freight charge and other charges. These fields are on the Totals tab of a service order (image below). Please visit the '''[[SMP Items]]''' page to read about setting up SMP_Premium, SMP_Travel, SMP_Freight, and SMP_Misc in QuickBooks.
<br>[[File:PremiumTripOtherFrightFields.png]]

== Export Options for Purchase Orders ==

{{#ev:youtube| 9K5J9KmqIUs }}

Check one of the next two options for how SME exports purchase orders to QuickBooks:

[[File:DefaultExportOptions_POs.png]]

<br>'''Default Export for New POs''' – If checked, purchase orders created in SME will export to QuickBooks as a purchase order.

<br>'''-OR-'''

<br>'''Default Export Bills for New POs''' – If checked, when material is received on POs in SME, SME will export a bill to QuickBooks what you owe the vendor for the part received. If the inventory item on the bill is in QuickBooks, the bill will increase the stock in QB. This option is more common than exporting POs.

<h3>Related SQLink Setup</h3>

[[File:SQLink_PO.jpg]]

<br>1. Open SQLink.
<br>2. Click '''File''' > '''Setup'''.
<br>3. Click '''Edit''' at the bottom.
<br>4. Check '''Include SMP Items on Purchase Order'''. If the inventory item on the purchase order is not in QuickBooks, then it uses the SMP Item.
<br>5. Locate the '''Purchase Orders Options''' section.
<br>6. If you checked '''Default Export For New Purchase Orders''' in SME, make sure you have '''Export Purchase Orders Only''' in SQLink.
<br>7. If you '''checked Default Export Bills for New Purchase Order''' in SME, make sure you have '''Export Bills Only''' in SQLink.
<br>8. '''Export Purchase Orders & Bills''' – check here if you chose to default purchase orders and bills for SME purchase orders. This is uncommon.
<br>9. Click '''Save''' at the bottom.

<br>'''NOTE'''- If you put an inventory item on a PO and change the description on the PO Item, the PO Item description will transfer to the QB Bill instead of the Inventory Item description.

== Export Options for Subcontractors ==

When you add a service item to an order and add a subcontractor to the service, SME can either export a bill for the subcontractor in QuickBooks for the cost of the service item, or export a PO in QuickBooks for the subcontractor.

[[File:SubContractorOnServiceItem.jpg]]

<u>Choose one of the following three options :</u>

[[File:SubcontractorCosts_ThreeOptions.png]]

<span style="color:orange">'''1'''</span> - '''Send Bill for Subcontractor Cost when you invoice the order'''
<br>- In SME, check '''Default Export Subcontractor Bills on Invoice'''.
<br>- In SQLink, click '''File''' > '''Setup''' > '''Invoice/Proposal Options tab''', check '''Export Bills for Subcontractor'''
<br>When the order is invoiced and the invoice is synced to QuickBooks, the bill is generated in QuickBooks. A bill will also be generated if you create a new itemized invoice in SME, a bill will be generated in QuickBooks. (image below)

[[File:SubcontractorBill.jpg]]

<span style="color:orange">'''2'''</span> - '''Send PO for Subcontractor Cost when you invoice the order'''
<br>- In SME, check '''Default Export Subcontractor POs on Invoice'''.
<br>- In SQLink, click '''File''' > '''Setup''' > '''Invoice/Proposal Options tab''', check '''Export Purchase Orders for Subcontractor'''
<br>This option is used by companies that have subcontractors on many service orders. Rather than generating separate bills for every order, they export purchase orders to QuickBooks. In QuickBooks, they can then add the purchase orders to one bill to pay subcontractor. The PO will be generated when you sync the ''invoice'' for the service order to QuickBooks.

<span style="color:orange">'''3'''</span> - '''Send Bill for Subcontractor Cost when you close the order'''
If you prefer to send the subcontractor bill to QuickBooks when you ''close'' the order instead of sending over with the invoice, then make sure you check the following:
<br>- In SME, '''Setup''' module > '''Order''', check '''Default Export Bills for Closed'''
<br>- In SQLink, click '''File''' > '''Setup''', check '''Export Bills for Closed Orders''' (circled in image below on the left)
<br>The date on the bill comes from the '''Opened Date''' on the order in SME.

[[File:SQLink_SubcontractorSettings.png]]

<h3>Subcontractors on Labor Items</h3>
If you don't add subcontractors to service items, but instead you schedule your subcontractors using the Labor Editor/Dispatch, you can still send Bills or POs for their cost. Make sure you do the following setup in SQLink.
<br>1. Open SQLink.
<br>2. Click '''File''' > '''Setup'''
<br>3. Click the '''Invoice/Proposal Options''' tab.
<br>4. Click '''Edit''' at the bottom
<br>5. Check '''Include Labor Records on Subcontractor Bills and POs'''
<br>6. Click '''Save'''.

== Export Options for Inventory Items ==
Inventory is managed in one of two ways when SME is syncing with QuickBooks:

<br>· '''As SME Only Inventory''' – Go to the '''[[GL Entries for SME Inventory]]''' page to review the settings required to maintain inventory in SME only.

<br>· '''As SME and QuickBooks Inventory''' – inventory items are synced and are maintained in both applications. Invoicing for material in SME decreases stock in QuickBooks. Creating Purchase Orders for material in SME increase stock in QuickBooks. Manually changing stock numbers will have to be done in both SME using [[Inventory Quantity Reconciliation]] and also in QuickBooks.

<br>[[File:DefaultExportOptions InventoryItems.png]]

'''Default Export for New Inventory''' – Check here if you are tracking inventory items in SME '''and''' QuickBooks. New Inventory items added in SME will be exported to QuickBooks.

'''As Inventory Item''' – Check here if you chose to export new inventory items to QuickBooks. If not checked, the item will export to QuickBooks as a non-inventory item.

<br> The image below shows how the inventory item name and description fields sync to QuickBooks.
<br>[[File:InventoryItemFields SyncToQB.png]]

Individual inventory items can be setup with accounts other than those set as defaults in SQLink.
<br>1. Open SME.
<br>2. Go to the '''Inventory''' module > '''Inventory'''.
<br>3. Click '''Search''' to find the inventory item.
<br>4. Click the '''Link Options''' tab

[[File:Inventory_LinkOptions.jpg]]

<br>5.Select the '''Cost of Goods Account''', '''Inventory Asset Account''', and '''Income Account''' you want this inventory item to sync to in QuickBooks with.
<br>6. Click '''Save'''.

<h3>Related SQLink Setup</h3>

If you checked '''Default Export for New Inventory''', the default inventory Cost of Goods, Inventory Asset, and Sales Income accounts in SQLink are used as the defaults for any new inventory items entered in SME. (circled in image below)

<br>You can choose accounts for individual inventory items on the Link Options tab as shown on the image above.

[[File:SQlink_InventoryItems.jpg]]

If you want to change the defaults, you can follow the steps below.
<br>1. Open SQLink.
<br>2. Click '''File''' > '''Setup'''.
<br>3. Click the '''Classes and Accounts Options''' tab.
<br>4. Click '''Edit''' at the bottom.
<br>5. Locate the Accounts section. (circled above)
<br>6. Select the following '''accounts''' you want inventory to be the default accounts for items exporting to QuickBooks:
* '''Default Inventory Asset Account'''
* '''Default COGS Account'''
* '''Default Sales Income Account'''
<br>7. Click '''Save'''.

Views

2022-01-19T21:51:08Z

DavidG: Commented out previous views video-. Added older views video in meantime.

SME users can now create multiple search grid views for each module. Search Views can be shared among users or made as private. This views feature will tremendously improve productivity by allowing faster access and more refined search of information. We have also added a View menu item so you can directly get to various views without first going to the module.

<br>Customizing Search View Basics<br>
{{#ev:youtube| W-MtmhSa8oE }}


<br>

Steps:

# Create Views
# Use Views
# Modify Views
# Advanced Features

# Create Views:

Creating views is similar to the way you customized search grids in previous SMP and SME versions. For this example, we will create a new customer view showing Customer name and Balance information.

<br>1. Go to the module were you want the new view. In our example, select Customers in the Customers section.<br>2. Select Search All Customers

[[File:030000051.png]]

<br>3. The default grid will show. Let’s customize the grid and view.<br>4. Select Views>New View.

[[File:030000061.png]]

<br>4. Select the fields you want to view. For this example, we select Name and Balance. TIP: type in the characters to find the fields, in this case type in ba and it goes to the Balance field.

[[File:030000071.png]]

<br>5. Now select the customer you want to go to. Since your view has changed, it will ask to Save the new view. Select Yes.

[[File:030000081.png]]

<br>6. Give it a Name. If you use the same name as an existing view, it will ask to replace that view. In this example, we select “Customer Balance” and select ok.

[[File:030000091.png]]

<br>7. You have now created your new view!

<br>2. Using Views

You can use the views from the “Search Views” menu item no matter which module you are in. Or you can use the Search button from within a module to select your views.

# Search Views Menu item:

# Select Search Views, then select the module, then select the view.

# In this example, select Search Views>Customer>Customer Balance
#[[File:0300000A1.png]]
# Note that it doesn’t matter which module you are in, you can go to the customer search view at anytime.

2. Module Search

1. SME still has the searches you are used to within the module, but now we have an additional option to use your views.

[[File:0300000B.png]]

3. Modify Views

You can modify views that you have previously created including applying views, creating vies, deleting views, changing views,
[[File:0300000C.png]]
# Apply View: To change to another available view for this module
# New View: To create a new view. This will open the field selector grid.
# Delete: To delete a view. NOTE: You can note delete the view you are currently using.
# Save View: To save your current view, for example if you made changes or want another copy.
# Options:

#[[File:0300000D.png]]
# Add Field to Grid: To select the fields you want to show from this view
# Private View: To make this view private to your login account only.
# Restricted View: Restrict this view to admin only users.
# Default View: Makes this as the default view. So whenever customers search is called, will use this view as the default.
# Reset layout: This reverts the view to the original view settings. So if you made changes to the view, but don’t want to save this view you can reset back.

Show and hide columns with the left column selector.
# Add the column and click on the icon in the left corner of the field row as new fields are sometimes not checked for display. Note that they will export to Excel regardless of showing in the view. If you are attempting to add one of the address blocks, Bill or address they will not show as they are actually embedded in a field and do not display directly in the view.
# [[File:ViewSelector.png]]

4. Advanced Features

Now that you understand views, let’s go into some advanced features within the search grid. These features actually existed in previous versions of SME and SMP, but with views, it makes these much more useful and reusable.

For our example, we will use the Customer Balance view, but now we will now only show customers with a balance above a certain level.

# Filtering: From within a search view, you can do elaborate filtering of the view.

# Select the Green funnel icon in the lower left
#[[File:0300000E.png]]
# First select the bar that says “press the button to add a new condition”
# Then select the field from your view that you want to filter
#[[File:0300000F.png]]
# Select Balance for our example
# Select the condition. For our example, we select greater than
#[[File:03000010.png]]
# Finally select the condition value. For our example, select 1000
#[[File:03000011.png]]
# Select Ok to save the filter settings
# Now you have your new filtered view
#[[File:03000012.png]]
# Notice the condition in the lower left corner. If you want to remove the filter condition select the X. If you want to change the condition select customize in the lower right corner.
# Select the customer and select Ok
# It will ask to save the new view. This time we create a new view called “Customer Balance more than $1000”
#[[File:03000013.png]]