Welcome to ComputerEase 10

[Pages:144]Welcome to ComputerEase 10.0

This manual is designed to walk you through basic functions

by ComputerEase Software, Inc.

This manual will be a useful tool as you explore ComputerEase. If you have upgraded from a previous version of the software, please be sure to reference our "What's New in 10.0 Manual".

ComputerEase Version 10.0

Copyright 2013 ComputerEase Software, Inc. All rights reserved. 3/19/2013

ComputerEase Software, Inc. 6460 Harrison Ave., Suite 200 Cincinnati, OH 45247

The text of this publication, or any part thereof, may not be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, storage in an information retrieval system, or otherwise, without the prior written permission of ComputerEase Software, Inc.

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Publisher ComputerEase Software

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Table of Contents

Part I Service Management

2

1 What is the S.e..r.v..i.c..e...M...a..n..a..g...e..m...e..n..t..M...o..d...u..l.e..?................................................................................... 2

Other Modules..a..n..d...S...e..r.v..i.c..e...M...a..n..a..g...e..m...e..n..t.............................................................................................................. 2 Features in Ser..v..i.c..e...M...a..n..a..g..e..m...e..n..t............................................................................................................................ 2 Reports in Serv..i.c..e...M...a..n...a..g..e..m...e..n..t............................................................................................................................. 3

2 How Do I Set .U...p...S..e..r..v..i.c..e...i.n...C...o..m...p..u..t..e..r.E..a..s..e..?................................................................................. 3

Site Maintenan.c..e....................................................................................................................................................... 3 Customer Main..t.e..n..a..n..c..e............................................................................................................................................. 7 Work on Equi.p..m...e..n...t............................................................................................................................................... 11 Work on Serv.i.c..e...P..e..o...p..l.e......................................................................................................................................... 13 Work on Serv.i.c..e...I.n..s..t.r..u..c..t.i.o..n...s................................................................................................................................ 15 Work on Bill T..y..p..e..s.................................................................................................................................................. 16 Priority Maint.e..n..a..n..c..e............................................................................................................................................... 17 Sales Rep Ma.i.n..t.e..n..a..n...c..e.......................................................................................................................................... 18 Warranty Typ.e..M...a..i.n...t.e..n..a..n..c..e................................................................................................................................... 21 Warranty Main..t..e..n..a..n..c..e............................................................................................................................................ 22 Dispatch Boa.r.d...M...a..i.n..t..e..n..a..n..c..e................................................................................................................................. 23 Off Time Main.t..e..n..a..n..c..e............................................................................................................................................. 24 Order Numbe.r..S..e..q...u..e..n..c..e...M...a..i.n..t.e..n...a..n..c..e................................................................................................................. 25 Map Code Ma.i.n..t.e..n...a..n..c..e.......................................................................................................................................... 26 FieldEase Item...s....................................................................................................................................................... 27

Using Fie.ld..E...a..s..e...W...o..r.k...O...r.d..e..r..D...e..s..c.r..ip..t.i.o..n..s....................................................................................................... 27 Service G.r.o..u..p...M...a..i.n..t.e..n..a..n..c..e............................................................................................................................. 27 Service C.o..d..e...M...a..i.n..t.e..n..a..n..c.e............................................................................................................................... 28 Field Stat.u..s..C...o..d..e...M...a..i.n..t.e..n..a..n..c.e........................................................................................................................ 29

3 How Do I Us.e...W...o...r.k...O...r.d..e..r..s...i.n...C...o..m...p..u..t..e..r.E..a..s..e..?........................................................................... 30

Work Order M..a..n..a..g..e..m...e..n..t...C..e..n..t..e..r.......................................................................................................................... 30 Creating Work...O...r..d..e..r.s............................................................................................................................................. 32

Create a W....o..r.k...O..r..d..e..r....................................................................................................................................... 32 Editing W.o..r.k...O...r.d..e..r.s......................................................................................................................................... 37 Generatin.g...S...c.h..e..d..u..l.e..d...W....o..r.k...O..r..d..e..r.s................................................................................................................ 38 Scheduling W..o..r.k...O...r.d...e..r.s........................................................................................................................................ 38 Using the..S..c..h..e..d..u..l.e...B..o..a..r.d................................................................................................................................ 38 Schedulin.g...W....o..r.k...O..r..d..e..r.s.................................................................................................................................. 43 Reschedu..li.n..g...U...n..f.i.n..is..h..e..d...T..i.c..k..e..t.s..................................................................................................................... 44 Printing a..W...o..r.k...T..i.c..k..e..t..................................................................................................................................... 44 Assigning..E..q..u..i.p..m...e..n..t..t.o...a...W....o..r.k...T..i.c..k..e..t........................................................................................................... 45 Completing W..o..r..k...O..r..d..e..r.s........................................................................................................................................ 46 Entering W...o..r.k...f.r..o..m....a...W...o..r.k...T..i.c..k..e..t.................................................................................................................. 46 Running t.h..e...W...o..r.k...O...r.d..e..r..P...r.o..o..f..L..i.s..t.in..g.............................................................................................................. 52 Create W.o..r.k...O..r..d..e..r..I.n..v..o..ic..e..s............................................................................................................................. 53 Undoing a...W...o..r.k...O...r.d..e..r..I.n..v..o..i.c..e......................................................................................................................... 53 Reprinting...a...W...o..r.k...O...r.d..e..r..I.n..v..o..i.c..e...................................................................................................................... 54

4 How Do I Us.e...C...o..n..t.r..a..c..t.s...i.n...C...o..m...p..u...t.e..r.E...a..s..e..?............................................................................... 54

Creating Cont.r..a..c..t.s.................................................................................................................................................. 54 Running the C..o..n...t.r.a..c..t..B...i.l.l.i.n..g...P...r.o..o...f..L..i.s..t............................................................................................................... 57

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Contents

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Creating Cont.r..a..c..t..I.n..v..o..i.c..e..s..................................................................................................................................... 58

5 How Do I Us.e...R...e..p..o..r..t.s...i.n...S..e..r..v..i.c..e...M...a..n..a..g..e..m...e..n...t.?........................................................................ 58

6 How Do I Us.e...t.h...e...O..t..h..e..r..F..e..a..t..u..r.e..s...i.n...S...e..r.v..i.c..e...M...a..n..a..g...e..m...e..n..t.?...................................................... 59

Changing a W..o..r.k...O...r.d...e..r.'.s...S..t..a..t.u..s........................................................................................................................... 59 Purging Data .......................................................................................................................................................... 60

Delete Co.m...p..l.e..t.e..d...W....o..r.k...O..r..d..e..r.s....................................................................................................................... 60 Remove S..e..r.v..i.c..e...H..i.s..t.o..r.y................................................................................................................................... 60

Part II Equipment Costing

62

1 What is the E...q..u..i.p..m....e..n..t..C...o..s..t.i.n..g...M...o...d..u..l.e..?.................................................................................... 62

Other Module.s...a..n..d...E...q..u..i.p..m....e..n..t..C...o..s..t.i.n..g................................................................................................................ 62 Features in Eq...u..i.p..m...e..n..t...C..o..s..t..i.n..g............................................................................................................................. 62 Reports In Eq.u..i.p..m....e..n..t..C...o..s..t.i.n..g............................................................................................................................... 63

2 Equipment C..o..s..t...S..e..t.u...p.................................................................................................................. 63

How Do I Set .U..p....E..q..u..i.p...m...e..n..t..i.n...C...o..m...p...u..t.e..r.E...a..s..e..?.................................................................................................. 63 Editing Equip.m...e..n..t...C..o..d...e..s...................................................................................................................................... 68 Editing Equip.m...e..n..t...C..o..s..t..s....................................................................................................................................... 68 Billing Rate M..a..i.n..t.e..n..a..n..c..e........................................................................................................................................ 72 Billing Class M...a..i.n...t.e..n..a..n..c..e...................................................................................................................................... 72 Service Type .M...a..i.n..t.e..n..a..n..c..e...................................................................................................................................... 73 Home Locatio.n....M...a..i.n..t.e..n..a..n...c..e................................................................................................................................. 73

3 Editing Equi.p..m...e..n...t..C..o...s..t..D..e..t..a..i.l.................................................................................................... 74

Add Detail .......................................................................................................................................................... 74 Change Detai.l......................................................................................................................................................... 75 Reorganize D.e..t.a..i.l................................................................................................................................................... 76

4 How Do I Us.e...t.h...e...O..t..h..e..r..F..e..a..t..u..r.e..s...I.n...E...q..u..i.p..m....e..n..t..C...o..s..t.i.n..g..?......................................................... 77

Service Order.s......................................................................................................................................................... 77 Enter New...S..e..r..v.i.c..e...O...r.d..e..r................................................................................................................................. 77 Edit a Ser.v..i.c..e...O..r..d..e..r........................................................................................................................................ 78 Edit Sche.d..u..l.e..d...S..e..r.v..i.c..e..s.................................................................................................................................. 78 Create Sc.h..e..d..u..l.e..d...S..e..r..v.i.c..e...O...r.d..e..r.s.................................................................................................................... 79 Print Serv.i.c..e...O...r.d..e..r.s......................................................................................................................................... 80 Update Se..r..v.i.c..e...H..i.s..t.o..r.y..................................................................................................................................... 80 Update Eq..u..i.p..m...e..n..t..M...i.l.e..a..g..e.............................................................................................................................. 81 Posting A.c..c.r..u..e..d...C..o..s..t.s..................................................................................................................................... 82 Equipmen..t..J.o..b...E...n..t.r.y........................................................................................................................................ 83

How Do I Use..R..e..p..o...r.t.s...i.n....C..o..m....p..u..t.e..r.E...a..s..e..?............................................................................................................ 84 Equipmen..t..C..o..s..t..R...e..p..o..r.t................................................................................................................................... 84 Equipmen..t..U..s..a..g..e...R...e..p..o..r.t.s............................................................................................................................... 85 Equipmen..t..L..is..t..R...e..p..o..r.t..................................................................................................................................... 86 Scheduled...S...e..r.v..i.c.e...R...e..p..o..r.t.s.............................................................................................................................. 86 Service H.i.s..t.o..r.y..R...e..p..o..r.t..................................................................................................................................... 87 Open Ser.v..ic..e...O...r.d..e..r..R...e..p..o..r.t............................................................................................................................. 88

Using the Equ..i.p..m...e..n..t...C..e..n..t..e..r................................................................................................................................. 88

Part III Tool & Equipment Tracking Files

91

1 What is the T...o..o..l..&....E..q..u..i.p...m...e..n..t..T...r.a..c..k..i.n..g...M...o...d..u..l.e..?...................................................................... 91

Other Module.s...a..n..d...T..o...o..l..&...E...q..u..i.p..m....e..n..t..T..r..a..c..k..i.n..g.................................................................................................. 91 Features in To..o..l..&....E..q...u..i.p..m...e..n..t...T..r.a..c..k..i.n..g................................................................................................................ 92 Reports in To.o..l..&....E..q..u..i.p...m...e..n..t..T..r..a..c..k..i.n..g................................................................................................................. 93

2 Getting Star.t.e..d............................................................................................................................... 93

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Destination M.a..i.n..t..e..n..a..n..c..e........................................................................................................................................ 93 Minimum Pric.e...C...o..d..e...M...a..i.n...t.e..n..a..n..c..e........................................................................................................................ 94 Price Table M.a..i.n..t.e..n..a..n...c..e........................................................................................................................................ 94 Group Code M..a..i.n...t.e..n..a..n..c..e....................................................................................................................................... 95 Location/Grou..p...A...c..c..o..u..n...t..M...a..i.n..t.e..n..a..n..c..e.................................................................................................................. 96 Miscellaneous...C...h..a..r.g...e...M...a..i.n..t.e..n..a..n...c..e..................................................................................................................... 97 Holiday Maint.e..n..a..n..c..e............................................................................................................................................... 97 Inventory Item..s........................................................................................................................................................ 98 Equipment .......................................................................................................................................................... 99

3 Enter a New....R..e..n..t..a..l...O..r..d..e..r.......................................................................................................... 100

Rental

.......................................................................................................................................................... 102

Return .......................................................................................................................................................... 104

Exchange .......................................................................................................................................................... 105

Sales

.......................................................................................................................................................... 106

Billing

.......................................................................................................................................................... 107

List

.......................................................................................................................................................... 110

4 Equipment..T..r.a..n...s..f.e..r.................................................................................................................... 111

5 Batch Equi.p..m...e..n..t...T..r.a..n..s..f..e..r......................................................................................................... 112

6 Rental Orde..r...L..o..o..k..u...p................................................................................................................... 113

7 Rental Item..I.n...q..u..i.r.y....................................................................................................................... 114

8 Bill Multiple...R...e..n..t.a..l..O...r..d..e..r.s.......................................................................................................... 115

9 Print Multip..l.e...R...e..n..t.a..l..I.n..v..o..i.c..e..s..................................................................................................... 116

10 Post Multip.l.e....R..e..n..t..a..l..I.n..v..o..i.c..e..s..................................................................................................... 117

11 Change Inv.o...i.c..e...T..y..p..e................................................................................................................... 117

12 Equipment..C..h...e..c..k..-.I.n.................................................................................................................... 118

Part IV Additional Features

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1 Excel Temp..l.a..t.e..s........................................................................................................................... 120 2 Word Temp..l.a..t.e..s........................................................................................................................... 128 3 Importing X..M...L...F...i.l.e..s.................................................................................................................... 132 4 Importing F..l.a..t..F..i.l.e..s...................................................................................................................... 133

ComputerEase Software, Inc.

Service Management

Part

I

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1 Service Management

Managing information is key in the Service Management Module. During Work Order entry, information on customer history, including all prior work performed is at your fingertips. This information can then be used for planning for peak periods in your business.

No more missed service calls. Preventative Maintenance can automatically schedule Work Orders for service to be performed on as often as necessary. Once Work Orders have been generated you can schedule them at your convenience.

Service Contract billings can be generated automatically for monthly, quarterly, or yearly invoicing. Service Management will track contract renewals, billings and history. Using a combination of Contracts and Job Cost, profitability by contract can be obtained.

Service Management module is an easy to use, intuitive system designed to be used by contractors with service departments. The Service Management module is fully integrated with Accounts Receivable and optionally with Job Costing and/or Payroll.

1.1 What is the Service Management Module?

1.1.1 Other Modules and Service Management

Service Management is fully integrated with Accounts Receivable. All invoices generated in Service Management are posted to the Accounts Receivable module, including all A/R reports. Service Management can also optionally be integrated with Job Costing, allowing you to track your profitability on service orders in job costing. You also have the option of interfacing Service Management with Payroll, so that hours entered against work orders in Service can be posted directly to payroll, eliminating the need for double-entry of hours.

1.1.2 Features in Service Management

The Service Management module contains a number of tools for you to use to manage your service department. Some of these features include:

? Easy searching for a customer site by Customer, Name, Phone Number, Address or Job Number. ? Each customer may have multiple sites or locations, and each site can have it own labor, material and

sales tax coding.

? The equipment you service can be tracked at each site, storing model numbers, serial numbers, warranty information and service schedules.

? Users can define Priority Codes to assist in scheduling and map codes to assist in route planning. ? Date and time requested and promised can be tracked to assist you with scheduling. ? The schedule Board provides a graphical user definable dispatch grid, and allows different configurations

for unassigned and assigned work orders.

? New Work Orders scheduled at creation or at a later time. ? Work Orders can be reassigned on the schedule board with the click of the mouse.

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