NetServiceBooks Service Software - Recently Updated Pages

Updates

cassyjb — Thu, 06 Nov 2008 12:46:35 CST

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Repairs/Maintenance Report

cassyjb — Thu, 02 Oct 2008 14:08:46 CDT

How to get to this screen: Click on Vehicles Equip/Tools, then Repairs/Maint Report.

This report provides a list of vehicles along with the date, description, and amount of maintenance done along with mileage and vendor information.

Select the options by which to pull up the report and click the Run Report button.

Fuel Report

cassyjb — Thu, 02 Oct 2008 14:08:30 CDT

How to get to this screen: Click on Vehicles Equip/Tools, then Fuel Report. The Fuel Report provides a list of vehicles along with the date, dollar amount, gallons, price per gallon, miles, miles per gallon and vendor ID.

Choose options to print and click the Run Report button.

Tools Report

cassyjb — Thu, 02 Oct 2008 14:08:15 CDT

How to get to this screen: Click on Vehicles Equip/Tools, then Tools Report.

Select a Listing Type from the scroll down menu.
If Emp-Code was selected from the Listing Type, enter the Emp-Code.
Enter a Beginning and Ending Date.
Click on Run Report.

Click the blue Tool ID # link to see the tool in Maintain Tools.

Equipment Report

cassyjb — Thu, 02 Oct 2008 14:07:58 CDT

How to get to this screen: Click on Vehicles Equip/Tools, then Equipment Report.

Click on Run Report.

Click on the blue Equip # link to go to Maintain Equipment.

Vehicle Report

cassyjb — Thu, 02 Oct 2008 14:07:40 CDT

How to get to this screen: Click on Vehicles Equip/Tools, then Vehicle Report.

Click Run Report.

The blue Vehicle # link will take you to the selected vehicle report in Maintain Vehicles.

Vehicle Costs Report

cassyjb — Thu, 02 Oct 2008 14:07:26 CDT

How to get to this screen: Click on Vehicles Equip/Tools, then Vehicle Costs. The Vehicle Costs Report provides a lists of costs accumulated by vehicle number.

Enter the dates to generate costs and click Run Report.

The blue Vehicle # link will take you to the Maintain Vehicles screen for that vehicle number.

Repairs/Gas/Tools

cassyjb — Thu, 02 Oct 2008 14:07:09 CDT

How to get to this screen: Click on Vehicles Equip/Tools, then Repairs/Gas/Tools.
This screen is used to add additional information for each vehicle.

Enter a Vehicle ID or use the lookup button to search.
Each tab contains an Add Lines button to enter information for this vehicle.
Click the Done button when complete.

Back to Vehicles/Equipment/Tools

Tools File

cassyjb — Thu, 02 Oct 2008 14:06:33 CDT

How to get to this screen: Click on Vehicles Equip/Tools, then Tools File.
This screen is a log of company tools.

Enter a Tool ID up to 6 characters long.
Enter the Emp-Code of the employee who is currently in possession of this tool.
A Vendor Code for the supplier of this tool can be included here. Use the lookup button to search.
The PO# related to this tool can also be entered here.
Type any Comments in the text box and click the Save button to submit.

Back to Vehicles/Equipment/Tools

Equipment File

cassyjb — Thu, 02 Oct 2008 14:06:03 CDT

How to get to this screen: Click on Vehicles Equip/Tools, then Equipment File.

The Equipment File is used to follow company equipment assets.

Enter an Equipment ID up to 6 characters long.
The General Info tab contains all equipment details.
The Cust # should be entered when this equipment is being used for a customer at their location.
Enter the Vendor code of the vendor this equipment was purchased from.
The Job Number field reflects the current job this piece of equipment is currently being used for.
Click the Save button to submit.

Type all Comments in the text box.

Back to Vehicles/Equipment/Tools

Vehicle File

cassyjb — Thu, 02 Oct 2008 14:05:26 CDT

How to get to this screen: Click on Vehicles Equip/Tools, then Vehicle File.
This screen is used to keep track of company vehicles.

Enter a Vehicle ID up to 6 characters long.
Enter all the vehicle specifics under the General Info tab.
Enter an employee code in the Driver field. This will link that employee to this vehicle.
When all information has been entered, click the Save button to submit.

Type any Comments in the text box.

Back to Vehicles/Equipment/Tools

Vehicles/Equipment/Tools

cassyjb — Thu, 02 Oct 2008 14:05:07 CDT

This page is a guide on using the Vehicles Equip/Tools module . All the links on this page are contained in the Vehicles Equip/Tools Course over to the left side of your screen. To get back to this page, click on the User's Guide link at the bottom of each page.

1. Complete the Vehicle File, Equipment File, and Tools File for everything to be kept in this module.

2. Enter Repairs/Gas/Tools events when they occur.The reports in this module will track vehicle costs and equipment and tools that are associated with the vehicles.

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Import Callahan Roach

cassyjb — Thu, 02 Oct 2008 14:04:54 CDT

Recover Payroll

cassyjb — Thu, 02 Oct 2008 14:04:38 CDT

How to get to this screen: Click on Utilities, then Recover Payroll. The Recover Payroll tool is used when switching years in the Payroll System File.

Select your company's Weeks In Pay Period from the drop down menu.
Click Run Recover.
Your screen will look like the one below when the recover is complete.

Recover Inventory/Total

cassyjb — Thu, 02 Oct 2008 14:04:14 CDT

How to get to this screen: Click on Utilities; then Recover Inventory/Total
Recover Inventory/Total recalculates Inventory totals based on transaction history from the beginning of Inventory creation. Recover Inventory/Total can be processed at any time to ensure accuracy.

Choose from the Scan Type drop down menu to display Recover/Totals or Just Totals. The Inventory will be processed the same; the report generated will be different.
Click Run Recover/Totals.

Equipment Form Builder

cassyjb — Thu, 02 Oct 2008 14:03:37 CDT

How to get to this screen: Click on Utilities; then Equipment Form Builder. The Equipment Form Builder is used to create and edit custom forms for equipment to use under the customer file. A template is provided for your use to help you create a form of any kind from scratch or edit an existing form.

Enter a Form ID or use the look up button to search for an existing form.
When creating a new form, enter the Name. When the form is marked Active, it can be pulled in and used under the customer file in Billing.

The Form Fields tab is used to create fields for use in the creation of the form. Click the Add Field button to create all the fields needed for the form.
After all fields have been created, go back to the Form Info tab and click on the Edit Template button.

Above is a form in the Edit Template screen. The template allows you to enter the fields you created in the Form Fields tab. Use the editing tools provided to create a form.

Once the form is created and is marked Active it will appear in the customer screen under the Custom Forms tab. Forms that are filled out here are saved to that customer's file.
Shown below is the actual form created from the example above.

Users

cassyjb — Thu, 02 Oct 2008 14:03:16 CDT

How to get to this screen: Click on Utilities, then Users.
This screen is used to create and edit NSB user names, passwords and delegate permissions in the system.

Create a User Name limit 6 characters. This will be the same User Name you will enter from the login screen at https://online.netservicebooks.com.
Enter this persons' First Name and Last Name. the Username will be the same as the User Name created above.
Enter the Password and Re-Enter Password.
Select up to 3 Group Memberships. The example above details exactly how a Field Technician would be set up to view the Field Technician Menu upon Login with special permissions. Use the drop down menu to select a permission. More permissions can be added in the Privileges tab.
Enter the Payroll Emp-Code for this user. If this user is a customer you do not have to enter this field.
X-Fer Hrs From Inv. To P/R, when checked, will move the hours from this user's invoices to their Time Card in Payroll automatically.
The This User Can Make New PO, This User Can Price Invoices, Remove Schedule Records and Show Full Schedule Board check boxes will allow this user permissions for those actions.
Customer/Billcode- This field is used to specify a Customer login. Select Customer or Billcode from the drop down menu and enter the actual code in the Customer/Billcode field.
The Status for this user can be changed from Active to Inactive. An Inactive user will not be able to login to the system but can be made active again with the same permissions if need be.
After creating or editing this user, click the Save button at the top of the screen.

The Login History tab shows the dates and times this user has used the system.

Utilities System File

cassyjb — Thu, 02 Oct 2008 14:02:36 CDT

How to get to this screen: Click on Utilities, then System File.
The System File is used to set program defaults for your company.

The Reg, O/T Hourly Rate and the Sales Tax #1, #2 % fields are the default amounts used in Billing.
The Area Code and Zip Code are used as defaults throughout the system.
Enter the Federal ID # for your company. The Service Type will be the default in the system.
The Current Billing Month works with Billing. When Close Billing is run at the end of each month, the month will be updated here in the system file.
The Auto Page On Schedule Board, when turned on, can send out a page when a work order is saved.
The JPG File For Company Header field is the place to enter the JPEG file for your company logo. This will appear as the heading of your proposals.
Covered On Invoices: default the material and labor on invoices to covered under a contract or quote.
Print Materials On Inv, Tax Labor, Tax Contracts: These options will default on the invoice.
Update Job Cost From PO: Defaults the system to use purchase orders to update job cost.
Use Service Type On Work Order: Defaults the system to use the default Service Type on all work orders.
Print Labor On Invoices, Tax Materials, Tax Trv Time: These options will default on the invoice.
Post to General Ledger: Integrates all modules into the General Ledger. This option must be selected to use the General Ledger properly.

Under the Form Headers enter the headers and footers to appear on company forms printed throughout the system.

Enter Company information under the Defaults 2 tab.
The Billing Department used for invoicing is entered here.
Enter your company website address in the Company Domain Name field.
Inventory Markup Level 1,2 and 3 are markups used on the Quick Invoice in Billing.
If you are accepting credit cards, enter the Merchant User Name, Merchant Password, Merchant Number, Merchant Client Number and Merchant Terminal Number.
The SMTP Server number is used for sending e-mails. NetServiceBooks will set this up for you.
The Late Charge % is used to generate late charges automatically for customers.
The G/L Department is used for the invoice.
Select your company's Business Type from the scroll down menu.
The E-Mail Addr Fax Server is set up by NetServiceBooks.
For the Schedule Board: Show Address, Show Time Promised, Show Future Calls On Schedule Board, Force Time In-Route and Arrived and X-Ref Work Order To PO On Schedule will set defaults on the Schedule Board.
Force Time In-Route, when checked, will not allow your technicians to invoice a customer if the Time In-Route and Time Arrived fields are empty.
X-Ref Work Order To PO On Schedule, when checked, will not allow the status of parts on a schedule record to be changed; instead the schedule records will be cross referenced to the Purchase Order only.

The Defaults 3 tab is where default General Ledger accounts are entered and user access is defined.
Enter General Ledger account numbers for each account field.
Travel/Truck Charges Descript default is found in Billing and is used to describe the fee charged to the customer on the invoice for travel and/or truck charges.
The Database Type is used by NetServiceBooks to manage files.
A/R Journal #(1-6): The default for this field is 1. This has been set and should not be changed.
1st Calendar Period(1-12): This is used for the Edit List Comparison Report and specifies the beginning month of your fiscal period (the example above begins in January).
CC Po Received Pager Email(s): When parts are received on the purchase order and the email option has been selected a page and/or email will be sent out to the users specified here.
CC New Job Email(s): Users entered here will be notified by e-mail when a new job is created.
A/R - G/L Users: Enter the users that need access to Accounts Receivable and the General Ledger here.
Email Users For Cust Menu: Enter the e-mail addresses for additional users other than the Dispatcher who need to receive e-mails from the Customer Menu.
Dispatchers Email: Enter the Dispatcher's e-mail address here for the Dispatcher to receive e-mails sent from the Customer Menu.

The Job Numbers tab is used to better organize Jobs, Estimates and Proposals created under Job Cost. The Letter corresponds with the Year the job is created; so a job created in 2006 will start with the Letter A.

`Back to NetServiceBooks Web Based Service Software Documentation

Back to General Ledger

Utilities

cassyjb — Thu, 02 Oct 2008 13:53:13 CDT

Utilities is where you can manage Users, the Accounts Receivable System File, build forms for customers, import Callahan Roach files and recover Inventory and/or Payroll.

Visit us at netservicebooks.com!

Maintain Work Orders

cassyjb — Thu, 02 Oct 2008 13:52:54 CDT

How to get to this screen: From the Main Menu, click on Maintain Work Orders; you can also reach the work order through the Schedule Board.

A work order record is created and edited here. If you need to create a new work order, type N for next work order number.
When a new work order is created and saved, a new schedule record appears on the Schedule Board.

Customer # - The customer number from the customer file(mandatory).
Dispatcher - The employee code of the person entering a new work order(mandatory).
WO Date - Work order date.
Time Called - Time called in(auto filled).
Job # - Job number from job cost(optional).
Caller - The person that placed the call.
Serv. Cont. # - The service contract number from the service contract file. This contract number is filled in automatically when service contract PM calls are generated for the month.
Customer Name - Customer name from the customer file in billing.
Date Promised - The date promised is used on the schedule board when displaying schedule dates.
Emp-Code - The technician's employee code from payroll. If an employee code is not filled in, the work order is shown as Pending on the schedule board.
Job Phone - The job phone from the job cost file.
Contact - The contact person at the customer's site. The caller is copied to the contact by default.
Customer PO - The customer purchase order number (optional).
Internal Comments - Any notes for internal use the customer will never see. These notes are copied to the invoice.

The last five work orders for this customer are shown at the bottom of the screen.
Once a new work order is saved a schedule record is auto created. Clicking on the Schedule button opens a new window that displays the schedule record assigned to this work order number. Keep in mind there can be more than one schedule record per work order.
Clicking on Edit Customer opens a new window that brings up the customer file for this customer.
The Pager button pages out this call to the technician's pager. This selection is normally used by the dispatcher.
Create Parts Request is normally used by a sales person.

Material Template - Used for construction jobs only.
Line - The auto assigned line number that can be changed in order to alter the sequence of the listing.
PO # - The purchase order number assigned to the work order number if one exists.
Item # - The inventory item number(optional).
Loc - The inventory location(optional).
Description - The item name of the part.
Qty - The quantity needed.
Rec - The quantity received on a purchase order if any.

New material items can be manually added by clicking on the Add Lines button.

Back to Technician Menu