Set your customer’s equipment up on a maintenance contract and SME will generate a recurring invoice for the contract.

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== Create a Maintenance Contract ==
1. Go to '''Customers''' module > '''Maintenance Contacts'''
<br>2. Click '''New'''.
<br>3. Double click on the customer you need to create a contract for. The new maintenance contract is opened for this customer.

[[File:Steps4_7.jpg]]
<br>4. '''Details and Setting''' tab-

* '''Site''' and '''Billing''' tabs – This is pulled from the customer record for the customer selected.

* '''Contract''' # - This field will be auto-populated with a contract number once the contract is saved. If you would rather manually type in a number, you have to provide the user permission to “initialize numbers” in the user group settings.

* '''Date of Expiration''' – Select the date the contact ends. You can also click + to select the period (e.g. 30 days, 1 year) and SME will update the date.

* '''Salesperson''' – Select the salesperson on this contract.

* '''SLA Category''' – Select the SLA Category that applies to the contract. (see the bottom of this page for how to setup a SLA Category)

* '''Contract Status''' – You can customize this drop down list to reflect the milestone you move your contracts through. You can sort and filter your contracts by this field in the search window. It doesn’t prompt anything, it is simply for reference.

* '''Class''' – select class if applicable.

5. '''Invoicing''' tab- this is where you will set up the recurring invoicing rules for this maintenance contract.

Enter the following information:

* '''Recurring Price''' – this is the amount that will be on each invoice that is sent for this contract.

* '''Terms''' – select the invoice terms

* '''Start Invoice Date''' – this will populate the Next Invoice Date field in the Recurring Invoice.

* '''End Date''' – this date will populate the End Date field in the Recurring Invoice.

* '''Billing Frequency''' – Select how frequently the recurring invoice will generate an invoice for this contract.

[[File:Contract_Invoicing.png]]

<br>'''Bi-Weekly''' - adds 14 days to date
<br>'''Monthly''' - adds 30 days to date
<br>'''Bi-Monthly''' - adds 2 months to date
<br>'''Quarterly''' - adds 90 days to date
<br>'''Semi Annually''' - adds 180 days to date
<br>'''Annually''' - adds 365 days to date

* Check '''Add/Update Recurring Invoice'''. Notice the Number of Occurrences and Recurrence Total at the bottom of the tab. This is the amount calculated based on the rules set on this tab.

6. '''Description tab'''- the text typed here will transfer to the invoice under '''Work Requested > Services Performed'''.

7. '''Equipment tab'''- this is where you can associate the equipment for the customer that is included on the contract.

* Click '''New'''.

* The Search window will open. You will see all of that customer’s equipment.

* Double click on the equipment you want to associate to the contract. Hold down the ctrl key on your keyboard as you click to select multiple items.

* Click '''OK'''.

8. Click '''Save'''[[File:Save.jpg]]. It is very important that you click save after you filled out all of the applicable information on the Details and Settings, Invoicing, Description, and Equipment tabs.

A recurring invoice will be created in the Receivables module. The recurring invoice will generate invoices based on the rules you setup in the contract.

== Review Recurring Invoice for Contract ==

The maintenance contract created for your customer has invoicing settings. Once the maintenance contract is saved, SME will generate a recurring invoice for the customer. This recurring invoice is what generates the invoices throughout the term of the contract based on the rules setup in the contract.

To see the recurring invoice generated by the contract:

<br>1. Go to the '''Receivables''' module > '''Recurring'''.
<br>2. Click '''Search > Search Open Recurring'''.
<br>3. Double click on the customer you created the contract for.
<br>4. The recurring invoice that was generated from the contact will open.
<br>5. On the '''Details and Settings''' tab –

[[File:Recurring_DetailsSettings.jpg]]

'''Next Invoice Date''' – The next invoice date is populated by the date in the Start Invoice Date in the maintenance contract. After you process an invoice, this date field will update to reflect the next invoice date.

'''Billing Frequency'''- The billing frequency setup on the maintenance contract populates here in the recurring invoice.

''' End Date''' – Make sure the end date is filled out. If this is not filled out, SME will continuously generate invoices the next time someone processes the recurring invoices on startup. This date should be populated by the date filled out on the maintenance contact >Invoicing tab> End Date.

'''Contract #''' - Notice the maintenance contract number populated here.

<br>6. On the Work Requested tab you will see the text typed on the Description tab in the Maintenance Contract.

== Processing Recurring Invoice for Contract ==
The recurring invoice rules are setup. SME will generate the invoices based on the rules set. You must select an SME user that will be prompted to generate the invoices. If there are invoices due to be processed, when the user opens SME in the morning they will receive a message that there are invoices ready to be generated. Click Yes and SME will generate the invoices.

'''Set User Preference'''
For the SME user responsible for processing the recurring invoices, follow these steps:

<br>1. Click '''Preferences'''.
<br>2. Select the '''On Startup''' tab.
<br>3. Check '''Generate Recurring Invoices''' and enter the days in advance of the "next invoice date" you want to be notified to generate the invoice. The day you generate the invoice will be the "invoice date" on the invoice.

[[File:OnStartup_RecurringInvoice.jpg]]

<br>4. Click '''OK'''

<h3>Generate the Recurring Invoice On Startup</h3>

Now that the user preferences are setup, that user will be notified when invoices are ready to be generated for the recurring invoices.

[[File:GenerateRecurringInvoice.jpg]]

SME will use the Next Invoice Date on the recurring invoice and the Days in Advances set in preferences to determine which invoices need to be generated.

<h3>View Invoices Generated by Recurring Invoice</h3>

To view the invoices generated:

<br>1. Go to '''Receivables''' module > '''Invoicing'''.
<br>2. Click '''Search''' > '''Search Open Invoices'''.
<br>3. In the Search window you will see all open invoices. Sort by '''Invoice Date''' to find the invoices you generated. Double click on one to open the invoice.

<h3>View Summary of Next Invoice Date and Last Processed Date</h3>

You can setup a Search View in Receivables > Recurring that gives you a high level view of recurring invoices based on next invoice date and last generated date.

[[File:RecurringSearchview.jpg]]

If this is helpful for you, follow these steps:

<br>1. Go to '''Receivables''' module > '''Recurring'''.
<br>2. Click '''Search''' > '''Search Open Recurring'''.
<br>3. Click '''Views''' > '''New View'''.
<br>4. Check the following field names:'''CustName, BillName, EndDate, NextInvoiceDate''' (may have to scroll to the right to see this option), '''LastGenerated, Frequency'''.

[[File:GridColumns.jpg]]

<br>5. Click '''OK'''.
<br>6. Click '''Views''' > '''Save View'''.
<br>7. Enter a name and click '''OK'''.

To use this search view, click '''Search''' > '''Search View''' > Select your new view.

[[File:SearchView_NextInvoiceDate.jpg]]

== Customer Equipment on Contract ==
When viewing your customer equipment, you can see if the equipment is covered on a maintenance contract, see the contract expiration date, and see the SLA category the equipment is assigned to on the contract.

# Go to '''Customers > Customer Equipment'''.
# Click '''Customer/Site''' and double click on the customer record.
# Customer’s equipment list will display.
# Double click, on equipment to view the details.
# Select the '''Maintenance''' tab.
# Review the following fields:

* '''Maintenance Expiration''' – this date is populated from the '''Maintenance Contract''', '''Date of Expiration field'''. If the Date of Expiration is changed on the Maintenance Contract, then the Maintenance Expiration date is changed on the Customer Equipment window to reflect that change.
* '''SLA Category''' – the Service Level Agreement assigned to the equipment in the contract.
* ''' Current Contract #''' - this number is populated from the '''Maintenance Contract''',''' Contract #''' field.

[[File:customerequipment_maintenancetab2.jpg]]

== Setup SLA Category to assign to a Maintenance Contract ==
On a maintenance contract you will have customer equipment that is covered on the contract as described above. When you add any of the equipment covered on a contract to the Item Repair tab for that customer, the SLA Category on the contract drives the pricing on the service order.

<br>How to add the equipment to the Item Repair tab on a service or install order:
<br>- Go to Customer Equipment, right click on Equipment and select '''New Service Order''' or '''New Install Order'''. The order will be created with the equipment on the Item Repair tab and the SLA category associated with the contract the equipment is on populating the order.
<br>- Create a service or install order, click '''Item Repair''' tab, Click '''New''', click '''Search''' next to the Customer EQ Item field and select the equipment.

<br>The SLA Category defines what the customer is getting charged for on the order ''and/or'' drives the due date on the order.
<br>For example, you have a contract for a customer that covers part A and whenever you have to send a tech out to do work on that part, you won't charge for labor, services or material and you need to complete the work within 24 hours.

<br>To setup the SLA Category:
<br>1. Go to '''Setup''' module > '''Company''' > '''Lists'''.
<br>2. Select '''SLA Categories''' and click '''Edit''' in lower right corner.
<br>3. In the editor window, enter a name at the top.
<br>4. In the '''Apply charges for''' section, check labor, material or services if you want to charge for the items, or leave unchecked if you don't want the customer to be charged for those items when working on material covered on a maintenance contract. (image below)
<br>5. In the '''Due date options''' section, you can choose to let the SLA category populate a due date in the order based on settings in this section.

[[File:CreateSLACategory.png]]

<br>You can also manually select an SLA category on any service order and the rules defined in the SLA category will define what items will be charged for on the service or install order and drive the due date as applicable.

<br>Below is a screenshot showing the SLA Category due date rules populating the due date on a service order.
<br>[[File:SLADueDateOptionsSetup.png]]

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File:EmailTemplate.png

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Email Template

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Email template bodies allow you to create preformed and dynamic text from anything in the database record. These can be used to create a consistent email with minimal typing while still being personal for each customer.

== Create Email Template ==
To create an email templates follow these steps:
# Open SME and go to Utilities>Custom>Custom Email Bodies and select Run It. (Note if you do not have access to the utilities module, ask your administrator to provide access).
# Select Add at bottom left to create a new email template
# Select the module for this email template and give a Name
# Select options:
## Use on Module Emails: To use on the module, you most likely want to check this
## Use in Batch Emails: To use with the automatic batch emailing
## Use in Print Packet Emails: To use with module>Actions>Print Packet
## Default in Modules: To make this email template as the default. Be sure to select only one default per module.
## Default on Batch Emails: To make this the default email template for batch emails. Be sure to select only one default per module.
## Default on Print Packets: To make this the default email template for print packets. Be sure to select only one default per module.
# Type in the standard text you want to show in your email.
# Drag and Drop dynamic data into the email template
## Select the type of Dynamic Data to Pull data from the Record:
### Select the type of data you want: Standard, Custom, System, Login, or Company
### Standard: Data from the module selected
### Custom: Data from custom fields from the module selected
### System: System data such as current date and time
### Login: Information from the logged in user such as Name, email address, phone and so on. Great for creating company wide consistent signatures.
### Company: Data from company settings such as company name, address and so on.
# Select "Post" to save your template.
# Example: The following example is one we use at High 5 Software to send out support renewal invoices. Dynamic data is described below:
## %BillContact% is the billing contact name
## %Balance% is the balance remaining on the invoice.
## %Login.Name% is the name of the login user so this template can be used by anyone who has access to the module.
## %Login.EmailAdd% is the email of the logged in user.
## We could also have used %Company.AddressBlock% instead of typing out our company address so we don't have to update the template if our address changes, but we decided to type it in manually.
[[File:EmailTemplate.png]]

== Use Email Template ==
Once your email template is setup, it's easy to use as follows:
# Go to the module you created your template for.
# Select the Email Template (be sure to do this BEFORE you select the email report)
# Select Print/Email and select the report you want to email.
# The email body is automatically filled out with all the info you need!
[[File:EmailTemplateEmail.png]]

== Modify Email Template ==
# To modify an email template, just go back to Utilities>Custom>Custom Email Bodies and select Run It.
# Select the email template you want to modify
# Make changes and select Post when completed.

== ==

Email Template

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SME Online

2017-02-08T17:17:38Z

Marks: Created page with "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 Custo..."

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]] 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 empowering them with Mobile Sales for SME. At $30/user/month it is an affordable path to improving sale performance and your customers' experience with your business.