High5Wiki - User contributions [en]

Search Window - 7.1

2011-06-11T21:26:56Z

Moha: Created page with " <videoflash>IkQ4qW04z9E</videoflash>"

New way to manage columns on grids

2011-06-11T21:25:09Z

Moha: Created page with "Throughout SME you will want to rearrange the order of columns on grids. Previous to SME 7.1, to arrange the order of columns you had to drag and drop the column headers in place..."

Throughout SME you will want to rearrange the order of columns on grids. Previous to SME 7.1, to arrange the order of columns you had to drag and drop the column headers in place. Now in 7.1 you can easily move columns around and remove columns from tabs.

<br>1. Click [[File:clickHereIcon.jpg]] in the upper left corner of the grid.

[[File:clickHere.jpg]]

<br>2. All of the columns on the grid will display.
<br>3. Uncheck any column you don’t want on the tab.
<br>4. Rearrange the order of a column by clicking on the name and dragging it in the order you want.

[[File:ChooseColumns.jpg]]

User Log in/Log out Tracking

2011-06-11T21:22:37Z

Moha: Created page with "In SME 7.1 the user interface in User Groups has been changed. File:UserGroupUI.jpg {| style="border-width: medium; border-style: none; border-color: -moz-use-text-color;..."

In SME 7.1 the user interface in User Groups has been changed.

[[File:UserGroupUI.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: 135.9pt" width="181" valign="top" |
<div style="margin: 0in 0in 0pt">'''User Security Clearances'''</div>
| style="border-width: medium; border-style: none; border-color: rgb(240, 240, 240); padding: 0in 5.4pt; background-color: transparent; width: 342.9pt" width="457" valign="top" |
<div style="margin: 0in 0in 0pt">The same as SME 7.0. Select the module and choose to provide the user group with read, write, or report access.</div><div style="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: 135.9pt" width="181" valign="top" |
<div style="margin: 0in 0in 0pt">'''Administrative Clearances'''</div>
| style="border-width: medium; border-style: none; border-color: rgb(240, 240, 240); padding: 0in 5.4pt; background-color: transparent; width: 342.9pt" width="457" valign="top" |
<div style="margin: 0in 0in 0pt">Same as SME 7.0. Provide the user group with various administrative rights such as editing closed orders, deleting orders, adding to drop down values and creating new search views.</div><div style="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: 135.9pt" width="181" valign="top" |
<div style="margin: 0in 0in 0pt">'''Tab Settings'''</div>
| style="border-width: medium; border-style: none; border-color: rgb(240, 240, 240); padding: 0in 5.4pt; background-color: transparent; width: 342.9pt" width="457" valign="top" |
<div style="margin: 0in 0in 0pt">This is new in SME 7.1. On this tab you can choose a module, choose which tabs are visible for the user group and then arrange the order of the tabs.</div>
|}

Dispatch Window - New features in 7.1

2011-06-11T21:19:38Z

Moha:

The dispatch window in 7.1 allows more flexibility with viewing your open orders and unassigned order that need to be scheduled. You can choose which columns you are viewing in the order grids and setup different layouts. Watch the video below to see the new features or click 7.1 Dispatch Window to read more about the new features.

<videoflash>o5Hq4nAh5RY</videoflash>

Inventory Stock Levels

2011-06-11T21:16:35Z

Moha:

In each inventory item you can track your stock levels and see how many parts are available for orders and how many parts are reserved on orders.<br><br>Circled in the image below, you will see the inventory summary for an inventory item.

[[File:StockSummary.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: 81.9pt" width="109" valign="top" |
<div style="line-height: normal; margin: 0in 0in 0pt">'''On Hand'''</div>
| style="border-width: medium; border-style: none; border-color: rgb(240, 240, 240); padding: 0in 5.4pt; background-color: transparent; width: 396.9pt" width="529" valign="top" |
<div style="line-height: normal; margin: 0in 0in 0pt">The quantity of stock in your warehouses.</div><div style="line-height: normal; margin: 0in 0in 0pt">On Hand increases when stock is added to your warehouses, decreases when stock is delivered to customer (reserved on an order and the order is closed)</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: 81.9pt" width="109" valign="top" |
<div style="line-height: normal; margin: 0in 0in 0pt">'''Allocated'''</div>
| style="border-width: medium; border-style: none; border-color: rgb(240, 240, 240); padding: 0in 5.4pt; background-color: transparent; width: 396.9pt" width="529" valign="top" |
<div style="line-height: normal; margin: 0in 0in 0pt">Number of parts requested to be reserved for a service order, install orders, or itemized invoices.</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: 81.9pt" width="109" valign="top" |
<div style="line-height: normal; margin: 0in 0in 0pt">'''Reserved'''</div>
| style="border-width: medium; border-style: none; border-color: rgb(240, 240, 240); padding: 0in 5.4pt; background-color: transparent; width: 396.9pt" width="529" valign="top" |
<div style="line-height: normal; margin: 0in 0in 0pt">The number of parts applied to service orders, install orders, or itemized invoices.</div>
|-
| style="border-width: medium; border-style: none; border-color: rgb(240, 240, 240); padding: 0in 5.4pt; background-color: transparent; width: 81.9pt" width="109" valign="top" |
<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: 396.9pt" width="529" valign="top" |
<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: 81.9pt" width="109" valign="top" |
<div style="line-height: normal; margin: 0in 0in 0pt">'''Unallocated'''</div>
| style="border-width: medium; border-style: none; border-color: rgb(240, 240, 240); padding: 0in 5.4pt; background-color: transparent; width: 396.9pt" width="529" valign="top" |
<div style="line-height: normal; margin: 0in 0in 0pt">The number of parts that are available to allocate to an order (parts available to request to reserve on an order)</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: 81.9pt" width="109" valign="top" |
<div style="line-height: normal; margin: 0in 0in 0pt">'''Available'''</div>
| style="border-width: medium; border-style: none; border-color: rgb(240, 240, 240); padding: 0in 5.4pt; background-color: transparent; width: 396.9pt" width="529" valign="top" |
<div style="line-height: normal; margin: 0in 0in 0pt">The number of parts in your warehouses that aren’t reserved. (on hand – reserved = available)</div>
|}

File:InvoiceType.jpg

2011-06-11T21:09:08Z

Moha:

File:QuickInvoiceButton.jpg

2011-06-11T21:08:25Z

Moha:

Invoicing an Order

2011-06-11T21:08:06Z

Moha: Created page with "o find the orders that are ready to be invoiced, you will need to search for all closed orders. To find all closed orders: # Select the '''Service''' or '''Install''' mod..."

o find the orders that are ready to be invoiced, you will need to search for all closed orders.

To find all closed orders:

# Select the '''Service''' or '''Install''' module.
# Click '''Search''', select '''Search Closed Orders'''. The Search Closed Orders window will open.
# 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) Click Find Orders for instructions.

<h3>To create an invoice for an order:</h3>

<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:QuickInvoiceButton.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.

<span style="color:orange"> '''**NOTE**''' </span> If you are syncing SME with QuickBooks, the invoice will also be in QuickBooks after your next sync.

<h3>Types of invoices you can generate</h3>

Before you generate the invoice, you can select the invoice type.

[[File:InvoiceType.jpg]]

'''$- Dollar Amount''' - Will allow conversion to multiple orders based on dollar amounts. It will keep track of how much has been converted towards the total.

'''% - % of Total''' - Convert based on percentage of the order.

'''Combined''' - 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.

'''Fixed''' – Fixed Total - The totals will be fixed and will NOT use the itemized details.

'''Full – Itemized''' - Converting an order to an Itemized Invoice will duplicate all the items on the invoice for further editing. This will give more flexibility in changing the invoice after it’s created.

'''Partial''' - This allows selection of individual items for the order or invoice. This is good for converting a proposal to multiple install orders that will be a multiple phase project.

<span style="color:orange"> '''**NOTE**''' </span> For more information on invoicing, refer to the Receivables guide.

File:Taxes Tab.jpg

2011-06-11T20:47:22Z

Moha:

Taxes tab - order

2011-06-11T20:46:30Z

Moha: Created page with "View the tax details on the Taxes tab. The Tax Group/Code is assigned in the customer record. When you create an order for a customer, the TaxGroup/Code will be populated by what..."

View the tax details on the Taxes tab. The Tax Group/Code is assigned in the customer record. When you create an order for a customer, the TaxGroup/Code will be populated by what is assigned in the customer record.

[[File:Taxes_Tab.jpg]]

Customer Information Tab - orders

2011-06-11T19:29:17Z

Moha:

On the Customer Information tab you can access contact information for the company, view customer equipment, view service and install order history for the customer, and view invoices and payments.

[[File:CustomerInformation.jpg]]

<h3>Customer Information, Account and Installation tab</h3>

This tab shows you account information for the customer on the order.

'''Section 1'''

{| class="MsoTableGrid" style="border-collapse: collapse; border: medium none"
|- style="height: 13pt"
| style="width: 81.9pt; padding: 0in 5.4pt; height: 13pt" width="109" valign="top" |
'''Account #'''
| style="width: 612.9pt; padding: 0in 5.4pt; height: 13pt" colspan="2" width="817" valign="top" |
Pulled from Customer > Details and Settings tab.
|-
| style="width: 81.9pt; padding: 0in 5.4pt" width="109" valign="top" |
'''Current Status'''
| style="width: 612.9pt; padding: 0in 5.4pt" colspan="2" width="817" valign="top" |
Pulled from<span> </span>Status field on the Customer > Details and Settings tab.
|-
| style="width: 81.9pt; padding: 0in 5.4pt" width="109" valign="top" |
'''Last Service'''
| style="width: 612.9pt; padding: 0in 5.4pt" colspan="2" width="817" valign="top" |
Pulled from<span> </span>Customer > Accounts tab
|-
| style="width: 81.9pt; padding: 0in 5.4pt" width="109" valign="top" |
'''Sales Person'''
| style="width: 612.9pt; padding: 0in 5.4pt" colspan="2" width="817" valign="top" |
Pulled from Customer > Details and Settings tab.
|-
| style="width: 81.9pt; padding: 0in 5.4pt" width="109" valign="top" |
'''Contact Email'''
| style="width: 612.9pt; padding: 0in 5.4pt" colspan="2" width="817" valign="top" |
Pulled from Customer > Details and Settings > Site tab
|-
| style="width: 81.9pt; padding: 0in 5.4pt" width="109" valign="top" |
'''Business Type'''
| style="width: 612.9pt; padding: 0in 5.4pt" colspan="2" width="817" valign="top" |
Pulled from Customer > Accounts tab
|-
| style="width: 81.9pt; padding: 0in 5.4pt" width="109" valign="top" |
'''Comments'''
| style="width: 612.9pt; padding: 0in 5.4pt" colspan="2" width="817" valign="top" |
Pulled from Printed Comments field on Customer > Accounts tab
|-
| style="width: 95.4pt; padding: 0in 5.4pt" colspan="2" width="127" valign="top" |

| style="width: 599.4pt; padding: 0in 5.4pt" width="799" valign="top" |

|-
| style="width: 9.65in; padding: 0in 5.4pt" colspan="3" width="926" valign="top" |
'''Section 2 – '''Pulled from the Customer > Install Info tab

'''Section3 '''– Pulled from the Customer > Account tab
|}

<h3>Customer Information, Lists tab</h3>

Here you can view all contacts for the customer and view customer equipment, IP addresses, phone lines, and systems. Your SME Administrator may have hidden some of the tabs shown in the screenshot to simply the interface for your needs.

<h3>Customer Information, Activities tab</h3>

Here you can view your customers order history, invoice and payment history, and view your customers deposits and prepaid hours.

Customer Information Tab - orders

2011-06-11T19:28:26Z

Moha: Created page with "On the Customer Information tab you can access contact information for the company, view customer equipment, view service and install order history for the customer, and view inv..."

On the Customer Information tab you can access contact information for the company, view customer equipment, view service and install order history for the customer, and view invoices and payments.

[[File:CustomerInformation.jpg]]

<h3>Customer Information, Account and Installation tab</h3>

This tab shows you account information for the customer on the order.

'''Section 1'''

{| class="MsoTableGrid" style="border-collapse: collapse; border: medium none"
|- style="height: 13pt"
| style="width: 81.9pt; padding: 0in 5.4pt; height: 13pt" width="109" valign="top" |
'''Account #'''
| style="width: 612.9pt; padding: 0in 5.4pt; height: 13pt" colspan="2" width="817" valign="top" |
Pulled from Customer > Details and Settings tab.
|-
| style="width: 81.9pt; padding: 0in 5.4pt" width="109" valign="top" |
'''Current Status'''
| style="width: 612.9pt; padding: 0in 5.4pt" colspan="2" width="817" valign="top" |
Pulled from<span> </span>Status field on the Customer > Details and Settings tab.
|-
| style="width: 81.9pt; padding: 0in 5.4pt" width="109" valign="top" |
'''Last Service'''
| style="width: 612.9pt; padding: 0in 5.4pt" colspan="2" width="817" valign="top" |
Pulled from<span> </span>Customer > Accounts tab
|-
| style="width: 81.9pt; padding: 0in 5.4pt" width="109" valign="top" |
'''Sales Person'''
| style="width: 612.9pt; padding: 0in 5.4pt" colspan="2" width="817" valign="top" |
Pulled from Customer > Details and Settings tab.
|-
| style="width: 81.9pt; padding: 0in 5.4pt" width="109" valign="top" |
'''Contact Email'''
| style="width: 612.9pt; padding: 0in 5.4pt" colspan="2" width="817" valign="top" |
Pulled from Customer > Details and Settings > Site tab
|-
| style="width: 81.9pt; padding: 0in 5.4pt" width="109" valign="top" |
'''Business Type'''
| style="width: 612.9pt; padding: 0in 5.4pt" colspan="2" width="817" valign="top" |
Pulled from Customer > Accounts tab
|-
| style="width: 81.9pt; padding: 0in 5.4pt" width="109" valign="top" |
'''Comments'''
| style="width: 612.9pt; padding: 0in 5.4pt" colspan="2" width="817" valign="top" |
Pulled from Printed Comments field on Customer > Accounts tab
|-
| style="width: 95.4pt; padding: 0in 5.4pt" colspan="2" width="127" valign="top" |

| style="width: 599.4pt; padding: 0in 5.4pt" width="799" valign="top" |

|-
| style="width: 9.65in; padding: 0in 5.4pt" colspan="3" width="926" valign="top" |
'''Section 2 – '''Pulled from the Customer > Install Info tab

'''Section3 '''– Pulled from the Customer > Account tab
|}

'''Section 2''' – Pulled from the Customer > Install Info tab

'''Section3''' – Pulled from the Customer > Account tab

<h3>Customer Information, Lists tab</h3>

Here you can view all contacts for the customer and view customer equipment, IP addresses, phone lines, and systems. Your SME Administrator may have hidden some of the tabs shown in the screenshot to simply the interface for your needs.

<h3>Customer Information, Activities tab</h3>

Here you can view your customers order history, invoice and payment history, and view your customers deposits and prepaid hours.

File:CustomerInformation.jpg

2011-06-11T19:28:00Z

Moha:

Creating Order Templates

2011-06-11T19:17:01Z

Moha: Created page with "If you find that you are creating the same service or install order frequently, you may want to create a template for the order to save time. '''Create the template:''' # ..."

If you find that you are creating the same service or install order frequently, you may want to create a template for the order to save time.

'''Create the template:'''

# Open an existing order or create and save a new order you want to use as a template.
# Click '''Actions''' > '''Save as Template'''.
# Type the template name in the '''Save As Template''' window. Click '''OK'''.

'''The template is created. Now to generate another order with this template:'''

# Go to Service or Install.
# Click '''Actions''' > '''Create From Template'''. (image below)
# Select the template in the '''Select template to apply to order window'''. Click '''OK'''.
# The '''Search''' window will open. Double click on the company you want to create the order for.
# The order is created based on the template selected.

[[File:Template.jpg]]

To edit the template, you must edit the original order you created the template from.

File:Template.jpg

2011-06-11T19:16:44Z

Moha:

Closing an Order

2011-06-11T17:43:25Z

Moha:

When your technicians have completed the work, you will want to update the order with the services performed, make sure the Billable Qty is accurate based on actual hours your technician worked and then close the order.

To update the order, first open the order. You can use the search button to find the order, or you can jump to the order from the Order Dispatch window.

Jump to order from Order Dispatch:

# Open '''Order Dispatch''' and select the '''Day Planner''' tab.
# Select the order on your technician’s schedule that needs to be updated.
# Click '''Jump To''' '''Service''' at the top of Order Dispatch and the order will open.

<span style="color:orange"> '''**NOTE**''' </span> If Jump To Service isn’t available in the Order Dispatch window, click '''Preferences''' and check Show '''Advanced Features in Dispatch Control'''.

[[File:Preferences.jpg]]

<h3>Update Services Performed</h3>

# Select the '''Work Requested''' tab.
# Type the work performed on the '''Services Performed''' side, on the right.

<span style="color:orange"> '''**NOTE**'''</span> You may have common services set up for commonly performed services. Right click in the services performed field, select common services.

<h3>Update Actual Labor Hours on Labor Editor</h3>

# Select the '''Labor''' tab.
# Select the labor item and click '''Edit'''. The Labor Editor will open.
# Update the Billable Qty field with the hours worked, or the amount you want to bill the customer for.
# Confirm the type of service selected in the '''Service Item''' field.
# Click '''OK'''.

<h3>Close the Order</h3>

# Click '''Actions''' and select '''Close Order'''.
# The order is set to Closed and will show at the top of the order.

Closing an Order

2011-06-11T17:41:33Z

Moha: Created page with "When your technicians have completed the work, you will want to update the order with the services performed, make sure the Billable Qty is accurate based on actual hours your te..."

When your technicians have completed the work, you will want to update the order with the services performed, make sure the Billable Qty is accurate based on actual hours your technician worked and then close the order.

To update the order, first open the order. You can use the search button to find the order, or you can jump to the order from the Order Dispatch window.

Jump to order from Order Dispatch:

# Open '''Order Dispatch''' and select the '''Day Planner''' tab.
# Select the order on your technician’s schedule that needs to be updated.
# Click '''Jump To''' '''Service''' at the top of Order Dispatch and the order will open.

<span style="color:orange"> '''**NOTE**''' </span> If Jump To Service isn’t available in the Order Dispatch window, click '''Preferences''' and check Show '''Advanced Features in Dispatch Control'''.

[[File:Preferences.jpg]]

<h3>Update Services Performed</h3>

# Select the '''Work Requested''' tab.
# Type the work performed on the '''Services Performed''' side, on the right.

<span style="color:orange"> '''**NOTE**''' You may have common services set up for commonly performed services. Right click in the services performed field, select common services.

<h3>Update Actual Labor Hours on Labor Editor</h3>

# Select the '''Labor''' tab.
# Select the labor item and click '''Edit'''. The Labor Editor will open.
# Update the Billable Qty field with the hours worked, or the amount you want to bill the customer for.
# Confirm the type of service selected in the '''Service Item''' field.
# Click '''OK'''.

<h3>Close the Order</h3>

# Click '''Actions''' and select '''Close Order'''.
# The order is set to Closed and will show at the top of the order.

Projects

2011-06-11T17:21:04Z

Moha: Created page with "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, cost..."

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.

File:SelectStock.jpg

2011-06-11T17:07:53Z

Moha:

File:SelectSerializedItem.jpg

2011-06-11T17:07:11Z

Moha:

File:POLinkStatus.jpg

2011-06-11T17:06:01Z

Moha:

File:FlatView.jpg

2011-06-11T17:05:26Z

Moha:

Check Available Stock for Material On Orders

2011-06-11T17:04:47Z

Moha:

At a glance, you can tell if you need to place a purchase order (PO) or select stock for material on your order.

# Go to your open order and select the '''Materials''' tab.
# Check '''Flat View'''.
# Locate the '''Link Status''' column (circled below). The values in this field are:

[[File:FlatView.jpg]]

a. '''Reserved''' – this means there was stock in inventory and one was reserved for this order. Non-serialized items only.
<br>b. '''Has JIT''' – this means one of three things (instructions in next section for all three scenarios)

* This material is serialized and you need to select stock for the item.
* There isn’t any stock in the default warehouse and you need to check another warehouse for stock.
* There isn’t any stock in inventory for this material and you need to place a purchase order.

<br>c. '''Has Ordered Items''' – Indicated you’ve placed a PO for the material on this order, waiting to receive the item on PO.

<h3>Has JIT Items - Select Serialized Inventory Item for Material on Order</h3>

# In an open order, select the '''Materials''' tab.
# Double click on the serialized item for which you need to select stock.
# In the '''Add Items to Order''' window, select the '''Details''' tab.
# Click '''Select Stock'''.
# In the '''Select Inventory Items''' window, double click on the serialized part to allocate it to the order. (image below)

[[File:SelectSerializedItem.jpg]]

<span style="color:orange"> **NOTE** </span> You can choose which columns you see in the Select Inventory Items window. Click Views, Add Remove Fields and check the columns you want to view.

<h3>Has JIT Items - Select stock from another warehouse</h3>

When you add material to an order, SME checks availability in the default warehouse set for that material. (The default warehouse that SME checks for availability is set for each material item in Inventory, Default Location field).

If you use multiple warehouses in SME, there is the potential that there isn’t any availability in the default warehouse for the item, but there may be availability in another warehouse. In this case the Link Status would show Has JIT. You must open the material up and select stock manually from the other warehouse.

# In an open order, select the '''Materials''' tab.
# Double click on the Has JIT item.
# In the Add '''Items to Order''' window, select the '''Details''' tab.
# Click '''Select Stock'''. (circled below)

[[File:SelectStock.jpg]]

5. In the '''Select Inventory Items''' window, any available stock from any warehouse will be listed. Double click on the stock to allocate to the order.

<span style="color:orange"> **NOTE** </span> You can choose which columns you see in the Select Inventory Items window. Click '''Views''', '''Add Remove Fields''' and check the columns you want to view.

<h3>Has JIT Items - Create a PO for material on order</h3>

If your material has the link status of '''Has JIT items''' and you’ve checked stock availability, you can quickly create a purchase order.

# Click '''Actions'''.
# Select '''Create PO for JIT-Only Items'''.
# Click '''OK''' on PO Created message.

Notice the Link Status change to '''Has ordered Items''' after the PO was generated (image below)

When items are received on the PO, the Link Status will change again to '''Reserved'''.

To find the PO, go to the '''Inventory''' module, and click '''Purchase Orders'''. Use the Search view to find your open PO by order number or customer name.

[[File:POLinkStatus.jpg]]

<span style="color:orange"> ** NOTE** </span> '''If you selected Create PO for All Items instead of for JIT-Only Items, the materials on the PO are not linked to the order. You will notice the Link Status of the material isn’t changed once the PO is placed. When you receive the items on the PO, you will need to go to the order and manually reserve the material.'''

Check Available Stock for Material On Orders

2011-06-11T16:55:50Z

Moha: Created page with "At a glance, you can tell if you need to place a purchase order (PO) or select stock for material on your order. # Go to your open order and select the '''Materials''' tab..."

At a glance, you can tell if you need to place a purchase order (PO) or select stock for material on your order.

# Go to your open order and select the '''Materials''' tab.
# Check '''Flat View'''.
# Locate the '''Link Status''' column (circled below). The values in this field are:

[[File:FlatView.jpg]]

a. '''Reserved''' – this means there was stock in inventory and one was reserved for this order. Non-serialized items only.
<br>b. '''Has JIT''' – this means one of three things (instructions in next section for all three scenarios)

* This material is serialized and you need to select stock for the item.
* There isn’t any stock in the default warehouse and you need to check another warehouse for stock.
* There isn’t any stock in inventory for this material and you need to place a purchase order.

<br>c. '''Has Ordered Items''' – Indicated you’ve placed a PO for the material on this order, waiting to receive the item on PO.

<h3>Has JIT Items - Select Serialized Inventory Item for Material on Order<h3>

# In an open order, select the '''Materials''' tab.
# Double click on the serialized item for which you need to select stock.
# In the '''Add Items to Order''' window, select the '''Details''' tab.
# Click '''Select Stock'''.
# In the '''Select Inventory Items''' window, double click on the serialized part to allocate it to the order. (image below)

[[File:SelectSerializedItem.jpg]]

<span style="color:orange"> **NOTE** </span> You can choose which columns you see in the Select Inventory Items window. Click Views, Add Remove Fields and check the columns you want to view.

<h3>Has JIT Items - Select stock from another warehouse</h3>

When you add material to an order, SME checks availability in the default warehouse set for that material. (The default warehouse that SME checks for availability is set for each material item in Inventory, Default Location field).

If you use multiple warehouses in SME, there is the potential that there isn’t any availability in the default warehouse for the item, but there may be availability in another warehouse. In this case the Link Status would show Has JIT. You must open the material up and select stock manually from the other warehouse.

# In an open order, select the '''Materials''' tab.
# Double click on the Has JIT item.
# In the Add '''Items to Order''' window, select the '''Details''' tab.
# Click '''Select Stock'''. (circled below)

[[File:SelectStock.jpg]]

5. In the '''Select Inventory Items''' window, any available stock from any warehouse will be listed. Double click on the stock to allocate to the order.

<span style="color:orange"> **NOTE** </span> You can choose which columns you see in the Select Inventory Items window. Click '''Views''', '''Add Remove Fields''' and check the columns you want to view.

<h3>Has JIT Items - Create a PO for material on order</h3>

If your material has the link status of '''Has JIT items''' and you’ve checked stock availability, you can quickly create a purchase order.

# Click '''Actions'''.
# Select '''Create PO for JIT-Only Items'''.
# Click '''OK''' on PO Created message.

Notice the Link Status change to '''Has ordered Items''' after the PO was generated (image below)

When items are received on the PO, the Link Status will change again to '''Reserved'''.

To find the PO, go to the '''Inventory''' module, and click '''Purchase Orders'''. Use the Search view to find your open PO by order number or customer name.

[[File:POLinkStatus.jpg]]

<span style="color:orange"> ** NOTE** </span> '''If you selected Create PO for All Items instead of for JIT-Only Items, the materials on the PO are not linked to the order. You will notice the Link Status of the material isn’t changed once the PO is placed. When you receive the items on the PO, you will need to go to the order and manually reserve the material.'''

Adding Orders to a Project

2011-06-11T02:24:08Z

Moha: Created page with "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''' # ..."

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.
# Save the project.

File:IncludedInstallation.jpg

2011-06-11T02:21:23Z

Moha:

File:Project Details.jpg

2011-06-11T02:20:44Z

Moha:

Project Tab Overview

2011-06-11T02:20:36Z

Moha: Created page with "<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..."

<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]]

File:PrintOrder.jpg

2011-06-11T02:07:10Z

Moha:

Print Service or Install Order

2011-06-11T02:06:12Z

Moha: Created page with "1. In the service or install order, click '''Print/Email'''. <br>2. In the list that displays, everything above the horizontal line are reports you can print. SME has..."

1. In the service or install order, click '''Print/Email'''.

<br>2. In the list that displays, everything above the horizontal line are reports you can print. SME has standard reports you can view.

[[File:PrintOrder.jpg]]

<br>3. Try selecting '''Standard Order Ticket – Order Item'''.

<br>4. The report will open in a new window.

<br>5. Click the printer icon to print the report.

Recurring Order

2011-06-11T02:04:11Z

Moha: Created page with "Recurring orders will generate automatic service orders for labor, material or services. Recurring orders provide flexibility for handling inspection type work or frequent recurr..."

Recurring orders will generate automatic service orders for labor, material or services. Recurring orders provide flexibility for handling inspection type work or frequent recurring work. It automatically generates service for all items based on the recurrence schedule.

When you create a recurring order, you select the frequency of the service and what days of the week your customer is available. SME will calculate the next service date and generate a service order. You set up the frequency in the Labor Editor or Add Items to Order window. Below are the steps to setup and process a recurring order.

Click to the next page to learn how to create a recurring order.

Create a Recurring Order

2011-06-11T01:57:40Z

Moha:

# In the Service & Install module, click Recurring Order.
# Click '''New''' and select the customer the order is for.
# In the '''Order Summary''', type a description of the recurring order.
# '''Details and Settings tab''' - Site information is populated. Select the information that applies and check the days of the week the customer is available. When SME calculates the recurring dates, it will generate the order only on the days selected here.
# '''Work Requested tab''' – Type a description on the services requested side for your techs on the service they are to perform.
# '''Order Items tab''' – You can add labor, materials or services to the recurring order. The frequency set up in the labor item, service item or material is what drives the recurring orders.

In each, you will set up the frequency using the following fields:

* '''Next Date''' – Select the next service date
* '''Frequency''' - Select day, week or month
* '''Duration''' – Based on frequency selected, type the duration

[[File:RecurringOrderRules.jpg]]

'''Examples:'''
*Every 6 weeks: duration=6, frequency= weeks
*Every quarter: duration = 3, frequency = months
*Annually: duration = 1, frequency = Years

<span style="color:#ED872D"> '''**NOTE**''' </span> Items on an order that have the same “Next Date” will all be combined in one order.

File:OnStartup REcurringOrder.jpg

2011-06-11T01:54:40Z

Moha:

File:RecurringOrderRules.jpg

2011-06-11T01:53:51Z

Moha:

Create a Recurring Order

2011-06-11T01:53:27Z

Moha: Created page with "# In the Service & Install module, click Recurring Order. # Click '''New''' and select the customer the order is for. # In the '''Order Summary''', type a descr..."

# In the Service & Install module, click Recurring Order.
# Click '''New''' and select the customer the order is for.
# In the '''Order Summary''', type a description of the recurring order.
# '''Details and Settings tab''' - Site information is populated. Select the information that applies and check the days of the week the customer is available. When SME calculates the recurring dates, it will generate the order only on the days selected here.
# '''Work Requested tab''' – Type a description on the services requested side for your techs on the service they are to perform.
# '''Order Items tab''' – You can add labor, materials or services to the recurring order. The frequency set up in the labor item, service item or material is what drives the recurring orders.

In each, you will set up the frequency using the following fields:

* '''Next Date''' – Select the next service date
* '''Frequency''' - Select day, week or month
* '''Duration''' – Based on frequency selected, type the duration

[[File:RecurringOrderRules.jpg]]

'''Examples:''' Every 6 weeks: duration=6, frequency= weeks

Every quarter: duration = 3, frequency = months

Annually: duration = 1, frequency = Years

<span style="color:#ED872D"> '''**NOTE**''' </span> Items on an order that have the same “Next Date” will all be combined in one order.

File:ProcessREcurringOrder.jpg

2011-06-11T01:47:27Z

Moha:

Processing a Recurring Order

2011-06-11T01:47:14Z

Moha: Created page with "To be prompted to process a recurring order when they are due, you must set up your preferences for “on startup” <br>1. Click '''Preferences'''. <br>2. Select th..."

To be prompted to process a recurring order when they are due, you must set up your preferences for “on startup”

<br>1. Click '''Preferences'''.
<br>2. Select the '''On Startup''' tab.
<br>3. Check '''Generate Recurring Orders'''.
<br>4. Choose how many days in advance you want to be notified.

[[File:OnStartup_REcurringOrder.jpg]]

<br>5. Check if you want to print the service order.

<br>6. Click '''OK'''.

Now that you set up your Startup preferences, when you open SME you will receive a message when recurring orders are ready to be generated.

[[File:ProcessREcurringOrder.jpg]]

Click '''Yes'''. When SME completes generating the service records, go to the Service module to find the orders. Using the Search window, you can sort by order number. All the new orders generated will have the latest order numbers. Schedule your technicians and invoice the order as you would any other service order.

View Recurring Order History

2011-06-11T01:42:25Z

Moha: Created page with "You can view a customer’s recurring order history either from the customer record or from the recurring order record. '''From the Customer Record''' [[File:ViewROHistory_cus..."

You can view a customer’s recurring order history either from the customer record or from the recurring order record.

'''From the Customer Record'''

[[File:ViewROHistory_cust.jpg]]

<br>1. Select the customer record.

<br>2. Click '''Service''' tab to all service orders.

<br>3. Click '''Customer History''' tab.

<br>4. Click '''Recurring Orders''' tab. Listed on this tab you will see all items on the recurring order for this customer. Here you can view the next date. Click '''Edit''' and SME will jump to the Recurring Order module.

'''From the Recurring Order'''

[[File:ViewROHisotry.jpg]]

# In the '''Service & Install''' module, select '''Service Orders'''.
# List on this tab you will find all Service Orders generated by the Recurring Order.
# Double click on an order and SME will jump to the order in the Service module.

File:PrepaidHoursTAb.jpg

2011-06-11T01:41:17Z

Moha:

File:ViewROHisotry.jpg

2011-06-11T01:40:46Z

Moha:

File:PrepaidServiceItems.jpg

2011-06-11T01:39:59Z

Moha:

File:ViewROHistory cust.jpg

2011-06-11T01:39:28Z

Moha:

File:PrepaidServicesWindow.jpg

2011-06-11T01:35:44Z

Moha:

Prepaid Services and Hours

2011-06-11T01:35:32Z

Moha: Created page with "<span style="color:#ED872D"> '''Prepaid Hours''' </span> If a customer prepaid for hours, you will need to enter the amount they prepaid in the customer record. When adding lab..."

<span style="color:#ED872D"> '''Prepaid Hours''' </span>

If a customer prepaid for hours, you will need to enter the amount they prepaid in the customer record. When adding labor to any service or install order, if there is a balance left on the prepaid hours you will be able to reference it.

<br>1. Go to the customer record.

<br>2. Select the '''Customer Activities''' tab.

<br>3. Select '''Prepaid Hours''' tab.

[[File:PrepaidHoursTAb.jpg]]

<br>4. Click '''New'''.

<br>5. Enter the customers prepaid amounts in the Prepaid Hours window.

<br>'''Date and Taken By''' will be auto-populated. Change as necessary.

<br>'''Quantity''' – hours of labor pre-paid for

<br>'''Rate'''- hourly rate

<br>'''Total''' – this field calculates the total amount paid.

<br>6. Click '''OK'''.

If a customer has prepaid hours available, when adding labor to a work order, the prepaid balance will display (circled in the image below). Fill out the Labor Editor as you normally would, but make sure you update the hours used in the circled field. This will reduce the prepaid hours balance.

[[File:PrepaidHours.jpg]]

<span style="color:#ED872D"> '''Prepaid Services''' </span>

<br>1. Go to the customer record.

<br>2. Select the '''Customer Activities''' tab.

<br>3. Select '''Prepaid Services''' tab.

<br>4. Click '''New'''.

<br>5. Enter the customers prepaid amounts in the Prepaid Services window.

[[File:PrepaidServicesWindow.jpg]]

<br>'''Date and Taken By''' will be auto-populated. Change as necessary.

<br>'''Quantity''' – hours of service

<br>'''Rate'''- hourly rate

<br>'''Total''' – this field calculates the total amount paid.

<br>6. Click '''OK'''.

Next time you add a service to an order for this company, there will be an additional field (circled below) showing Prepaid Items in the '''Service Item Editor'''.

[[File:PrepaidServiceItems.jpg]]

Activities tab - orders

2011-06-11T01:24:41Z

Moha:

Throughout SME you can create activities for yourself or other SME users to remind yourself, or others, to take action. In the Activities tab, you can see a list of all activities related to the order. On this tab, you can choose to view all open, closed or all '''activities''' for this customer by selecting the option circled below. You can also access all activities on the activities window.

[[File:ACtivitiesTab.jpg]]

On the Activities tab, you can create a new activity, edit an activity or delete an activity.

<h3>Create a new activity on the Activities tab</h3>

<br>1. Click '''New'''.

<br>2. In the Activity Editor window, fill out the following fields:

* '''Assigned to''' – if you want to assign this activity to someone else, select their name in this field.
* '''Reason''' – type a brief reason for the activity
* '''Date and Time''' – set the due date for the activity
* '''Set Reminder to Activity Date and Time''' – check here if you want a pop up window to open when the activity is due.
* '''Notes''' – type notes in here related to the activity

<br>3. Click '''OK'''.

The activity is saved and can be viewed on the Activity window or in the Activities tab in the order you created the activity for.

[[File:ActivitiesButton.jpg]]

<h3>To edit an activity on the Activities tab</h3>

# Select the activity and click '''Edit'''.
# The '''Activity Editor''' window will open.
# Make changes and click '''OK'''.

When you have completed an activity, you can mark it complete or delete it. To mark it complete, select the activity and click Edit in the Activities tab. In the Activity Editor, check completed and click OK.

<h3>To delete an activity on the Activities tab</h3>

# Select the activity and click '''Delete'''.
# Click '''Yes''' on the confirmation window.

Activities tab - orders

2011-06-11T01:23:20Z

Moha: Created page with "Throughout SME you can create activities for yourself or other SME users to remind yourself, or others, to take action. In the Activities tab, you can see a list of all activitie..."

File:ACtivitiesTab.jpg

2011-06-11T01:19:56Z

Moha:

Stored Documents - orders

2011-06-11T01:13:30Z

Moha: Created page with "On the Stored Documents tab you can link documents related to the order. '''To link a new document''', first make sure the document is saved. Your SME Administrator may have a s..."

On the Stored Documents tab you can link documents related to the order.

'''To link a new document''', first make sure the document is saved. Your SME Administrator may have a specific folder you should save your linked SME documents in.

# Click '''New'''.
# In the Stored '''Documents Options''' window, click [[File:button1.jpg]] in the '''File Name''' field.
# Browse to the saved file. Select the file and click '''Open'''.
# It is optional to enter a description. Entering a description may make it easier to locate a specific file if you have multiple files linked in the Stored Documents tab.
# Only check the Store document in database if your SME Administrator advises you to. If you check '''Store document in database''', your SME database has the potential to get very large. If you do not check '''Store document in database''', if you delete the document on the file server, SME will not be able to open the file anymore.

File:Button1.jpg

2011-06-11T01:13:09Z

Moha:

File:RatesAndAssignments.jpg

2011-06-11T01:01:38Z

Moha: