For service calls or jobs you don’t estimate, set every thing in
motion from your work order. (We also give you the option of using a
proposal to create a new work order or a service contract) Select Work Order
Entry from the Bluegrass Main Menu Bar and enter the job address. If you
have worked previously at this location, select it from the displayed list. All
billing information is displayed. This includes: who to bill, contact person at
the job and billing location, and phone and fax numbers. The customer’s balance
is displayed along with any messages from your credit department. Work history
is also displayed. This includes: the last time you were at the location and
the type of work you performed. Further detail about parts used, work
performed, and customer history is available with the touch of a button.
Next, the program automatically sets up a job and prints a work
order. Now you may issue a purchase order or requisition from inventory. The
cost goes directly to job cost and the materials are listed automatically on
the invoice, marked-up based on the mark-up method you chose for the customer.
If you track warranty information, you can maintain service history by individual unit showing the serial number, date of installation, and the length of warranty for parts and labor. In addition, serial number and warranty information per component part can be tracked. Unit also saves detailed description.
Dispatch Features:
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Updates
inventory by stock, job, and truck
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Transfers
material from purchase order to work order
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Creates
new customers automatically
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Creates
new jobs automatically
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Maintains
total equipment and customer history, (including warranty), by job, location,
and equipment.
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Warns
if work order already on file—no duplicate entries
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Provides
numerous work order and invoice formats
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Tracks
serial numbers
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Allows
unlimited descriptions.
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Support
Flat Rate Prices.
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Labor
rates may vary by the skill level attached to the technician.
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Material
mark up vary based on the price of the material and the customer.
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Unlimited
comments on the invoice at both the header and line levels.
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Accepts
most flat rate pricing databases.
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Automatic
billing for service contracts that are pre-billed.
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Laser
invoice option allows printing of user defined number of invoice copies marked
as original, duplicate file, etc. |
Work Order/Dispatch
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Multiple
Dispatch Boards.
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Allows
editing of date and time stamp.
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Update
payroll and billing when a work order is closed.
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Creates
Inventory requisition and prints ticket.
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Assigns
your calls using drag and drop.
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Allows
each dispatcher to view only their service calls.
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Displays
adjustable time slots from 15min to multiple days.
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Provides
scheduling of installation jobs in days instead of minutes.
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Other
interfaces are available.
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Laser
invoice option allows printing of user defined number of invoice copies marked
as original, duplicate file, etc.
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Short
cut menus.
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Indicates
credit problem of AR customers.
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Tracks
requests for quote and prints proposals.
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Allows
scheduling on the spot or automatically updates dispatch.
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Sets
up job automatically.
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"Gross
profitability reports" by tech
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Multiple
pricing rates for labor, material and other charges.
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Default
prices may be adjusted on an item-by-item basis.
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Supports
flat rate pricing.
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Custom-tailored
formatting controls level of detail and information on invoice. |
The Service Management process starts with the recording of the
service call. Work orders can then be printed, scheduled, and dispatched. Once
the call has been completed, invoices can be printed for time and material or a
contract price. These invoices are then posted; updating Job Cost and Accounts
Receivable, keeping track of customer history, and tracking inventory.
Work Order Entry
Work Order Entry has been placed on the Main Menu Bar, making it
available no matter where in Bluegrass you are working. If you are entering AP
invoices and a service call comes in, just click on W/O on the title bar and
enter the work order information. When you are finished you will pick up where
you were in Accounts Payables.
All calls are initiated in Work Order Entry, ensuring that no more
calls "slip through the cracks." The date and time of call was
entered along with the User Code of the person taking the call. Service
history, customer and service location information can be viewed by the touch
of a button—no more searching for folders while the customer holds. These
features are presented in the following sections.
Work orders can be printed in advance or as they are entered and can
be printed on stock paper or custom forms. Bluegrass offers multiple formats,
with customization available. Previously entered work orders are always
available - they can be viewed and reprinted at any time.
As often happens during the process of taking a customer call, you
may need to review historical, financial or other customer information to help
you decide how best to respond to the call. Bluegrass offers a wealth of
such information by simply clicking the mouse button to display the menu shown within
the work order. Viewing any of the items on the menu is a matter of second
mouse click.
From reviewing current credit status to scrolling through Work
Order and Service Invoice histories, Bluegrass offers a complete picture
of service activities for the Location displayed on the Work Order. You also
have the option of reviewing Service Contract and System information from the
same menu.
The System screen shows all systems at a service location,
with details on installation and warranties.
A part list may be entered for each unit. New system information
can be entered from this point and the system can be tied to the work order all
the way through to billing
The Additional Service Information is a user-defined
database used to track information specific to your company’s needs. Answers
may be pre-defined or unique, as required. Items may be printed on work orders.
Service Contracts for the customer may be accessed from the work
order screen when taking the call. If there is already an open work order for
the customer you will be alerted so that calls could be combined
Service History
Another example of the information available during Work Order
entry is the Service History drill-down.
After selecting this option from the Work Order drop-down menu, you
have the option of reporting on a single system at a location or reviewing all
history notes, beginning with a list of Service Invoices in reverse order, as
shown on the first screen.
By clicking on a system, details of the invoice are displayed, below.
You also have the option of seeing the parts/materials used on the job.
While Bluegrass offers you the option of tracking service history
by system, it does not require the entry of Service Location systems if you do
not need that amount of history detail.
For users with password access level to view this much detail, a
drill down to gross profit for this work order is available. This is very
useful to the service manager when dealing with complaints about a bill that is
too high.
Credit Information- The dispatcher is alerted that the customer has
past due invoices by the customer code turning red. Selecting credit
information from the right mouse menu displays the invoices that are past due
and shows balance and last payment amount.
Create Proposals- you can create a proposal from the work order
screen.
Job Item-Gives you immediate access to reports and queries.
Scheduling-Can be done from the work order screen or from the graphical
dispatch board. Scheduling from the work order is handy when you are giving the
customers a promised date. This will flag the work order for this date and
allow assignments to a specific technician who you know is available.
If the call is from a new customer…
From the work order entry screen you can create the work order,
establish the service site and billing customers and set up the job, all from
the same information. Task and general ledger codes are created in the
background with out operator input.
MultiBoard Dispatch
Interface to Proposal…
If you need to quote for a suggested repair, no need to exit
dispatch, just click on the proposal option and you will be transferred to the
proposal form. The software knows what customer and service site you want based
on the work order, so this information is automatically displayed. When the
proposal is accepted, just click on the awarded button and a work order will
automatically be generated.
Interface to Service Contract…
The Bluegrass Service Contract Module automatically generates a
work order for Preventative Maintenance to be done in the time period you
requested, generally a month. These work orders may be placed on a separate
board designated for this purpose so that they can be tracked separately, until
ready to schedule. At a glance, you can see preventative maintenance separated
from service calls.
Equipment…
Keeping track of the equipment you install and service allows you
to better serve your customers and control your costs. Equipment information
such as make, model, serial number, installation date, warranty information and
who did the installation is available with the click of a button.
Purchase Order and Requisitions are tied
to the work order…
After the Service call has been taken and scheduled you may need
parts that are not on the service technician’s trucks. Simply click a button to
create a purchase order or requisition the part from your main warehouse. The
purchase order or requisition will now be linked to the work order so that you
cannot forget to bill for it.
Multiple Day or Multiple Technician Jobs…
If you need schedule one or more technicians to a work order,
Bluegrass provides this capability in the simplest way possible. Just push a
button and select the technicians from the drop down list. Each technician can
then be scheduled for the same or different hours.
If you need to add one or more days to the job, just bring up the
calendar and pick the days you want to schedule. You can add days for all
technicians at the same time or add a day for just one technician.
Closing a Work Order…
When the technicians calls in to say he is complete for the day or
the work order, a push of the button gives you the list of all technicians on
the job for all scheduled days. You may close the day for all Technicians if
they worked the same hours or each technician separately, if they have
different hours on the job and travel times have been recorded based on time
dispatched or on job, depending on how you billed. Hours may be overridden.
Time is passed automatically to billing and payroll. Employee pay rate are
determined by employee master pay rate, prevailing or union requirements. The
billing rate is determined by, the flexible mark-up table for that customer.
Billing for Dispatch…
A work order need not be complete before invoice items are
recorded. Labor is automatically transferred as the day is closed. Any purchase
order marked received or any material requisition marked shipped are
automatically transferred to the invoice. If there is a need to see the cost to
date for an invoice, this is available. The system checks to see if work order
is marked complete or if there are any open purchase orders or inventory
requisition and will prevent an invoice from accidentally being billed.
Accurate and timely invoicing is critical for cash flow. Service
Billing works in conjunction with Service Dispatch to streamline and
expedite the billing process.
A few of the many features of invoice entry include:
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Multiple
labor rates
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Labor
rate and material markup per customer
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Multiple
dates
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Limitless
descriptions
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Flat
rate pricing
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Contract
prices
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Direct
distribution to payroll
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Partial billings, with automatic creation of new
work order |
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Overhead
and profit percent per customer
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Rental
invoices
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Multiple
work order per invoice.
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Flat
Rate or quoted price invoices |
Labor may be automatically entered from the Work
Order or may be entered at the time of invoicing. Both types of entry can be
used on one and notes entered on the Work Order can be transferred, edited and
used as the basis for the Work Performed note and printed on the customer
invoice and stored as history.
For rapid data entry use our unique component problem and
resolution table to select the standard resolution.
Materials and Miscellaneous charges make-up the
final invoicing steps. Materials can be entered directly or via a Purchase
Order. Inventory can be searched by: Item, Assembly or Category. Prices are
determined by Inventory setup to be based on a markup based on varying cost
levels, standard pricing or markups by Customer. Bluegrass also offers links to
pricing services and flat rate databases. Material entered may be in your
database or be a non-stock item. If the item is in your database,
you may view all cost information while entering the invoice. By pressing a
key, you can see last cost or Trade Service cost. In addition, you can see
dates of the last three purchases of the item, the vendor, and the amount you
paid.
Standard invoice formats are numerous, and can be set
based on degree of detail requirements. Customized invoice formats can be
provided to fit your particular needs.
Bluegrass provides the most flexible invoice printing imaginable:
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Print
invoices on letterhead or custom forms.
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Control
what prints on the invoice, for example:
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List
materials and show price.
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List
materials but no price.
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Do
not list materials. |
Reports
But the Bluegrass solution doesn’t stop with invoicing and work
orders, many valuable reports are provided, such as:
Open Work Orders-Shows all un-billed work
orders and dispatched status code. This allows for tracking of all closed work
orders to ensure that invoices do not get skipped because some on forgot to
turn in the paper work.
Recap by Technician-Evaluate your
technicians based on facts. The Recap by Technician reports gives you hours
spent and profits picture by technician. You can even exclude types of service,
such as callbacks, that would distort the profit picture, yet account for all
hours worked. Easily linked to Excel to present information in a chart of graft
format.
Customer History-Prints hours, work
requested and work performed for any time period for any service site. The
option to include or exclude dollars makes this a report that can be given to
your customer.
WIP report-Shows revenue and cost
for jobs in process.
Lead Source-Allows you to see where
your advertising dollars are the most effective.
Recap by Type of Service-Do you know what type of work is making you the most money, or what
type of work you should discontinue? Do you know how much money you have made
this year on a particular customer? Even if the preventative maintenance does
not have as high a margin as you would like, maybe be billable service makes up
for it. The Recap by Type of Service gives you this type of information.
Multiple selection criteria allows for filtering of the information, allowing
you to see all work done ever done for a specific customer, or you can ask for
all work done for all customers for a date range.
Recap by Salesman-Gives you the tools to measure salesman performance. Easily linked
to Excel to produce comparisons in chart and graft format.
Customer History by Unit-Prints hours, work requested and work performed for any time period
for any service site, by piece of equipment. The option to include or exclude
dollars makes this a report that can be given to your customer. Makes a great
sales tool to justify replacing older equipment and is becoming a necessary
value added part of your service to your customer. Information from this report
can be made available to your customer from your web site.
This module provides a number of automated tasks to help insure
that inspections are scheduled, and contract billing is done on a timely basis.
A set of standard inspection codes, tasks and parts lists are the basis for the
module.
These standard items are then used to create contract details with
almost unlimited flexibility.
Creating a contract is a two-step process, beginning with the entry
of the information shown on the first screen. Financial information is used to
generate invoices; with the billing dates being compared to the Expiration Date
for validity and then updated after each invoice is created.
The Details button opens the Service Coverage section of the
contract, which includes the equipment to be covered, inspection codes for each
unit and a list of tasks and parts to complete each inspection code.
Each inspection code is given a Frequency that defines how often
the inspection code is to be performed. There are numerous standard (annual,
semi-annual, monthly, etc.) interval options including a free-form code so that
you can define up to four non-standard times per year to schedule the work.
Time and Costs per task are totaled. The operation side of
Service Contract contains reporting work order management and billing.
Activities. Reports include Contracts Due for Work, Invoicing and Due to
Expire. If parts lists are entered for task, a report listing requirements may
be generated. A date range generates all reports and all provide a preview type
report.
Work Orders can be generated prior
to their due dates so that labor and other resources can be identified.
Scheduling can also be done ahead of time, or work can be assigned as
technicians become available. Work Orders can be generated for each piece of
equipment covered, grouped by Inspection Codes or singly by Service Location.
Work Orders include all tasks and parts in checklist form.
The automatic billing feature operates in much the same way
the report and work order generation functions: a date range is entered for
which invoice should be created. Contract Expiration Date is checked for
validity and the Payment Amount is used as the Invoice Amount. Invoice details
are passed to the Repetitive Billing section of Service Management for optional
printing and posting.
The Bluegrass Service Contract Module helps you manage this
critical and lucrative part of your business. Hundreds of invoices may be generated
with the push of a button. Work orders are generated for preventative
maintenance due for the time period selected. Work Orders may be stored on
separate schedule board to separate scheduling board to separate preventative
maintenance from unscheduled service. Accurate and timely invoicing
is critical for cash flow. Service Billing works in conjunction with Service
Dispatch to streamline and expedite the billing process.
Discover the Bluegrass
Difference…
Bluegrass Technology, Inc.
1-800-784-9669
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