Page Comparison

You can determine how the core Service Management module operates by enabling functions in the Service Options window.

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• Enable Task Based Expense Entry
  Provides the ability to allocate costs to a task within a service call to enable better tracking of your costs. This functionality is for maintenance and standard service calls. If task based expense entry is not enabled, the task code field will not be visible on the various entry windows. For more information see, Setting up Task Based Expense Accounting.

  Note
  If Use SOP Invoicing is marked, Enable Task Based Expense Entry is disabled.

• Lock Time Stamp Entries
  Mark the Lock Time Stamp Entries check box to prohibit users from editing time stamp entries made in any text field with an attached clock button. When a user clicks the time clock, the current date and time are recorded in the attached field. If this check box is marked, the resulting date and time cannot be edited or re-stamped. If this check box is not marked, users can edit or re-stamp time stamp entries. You may want time stamps to be locked to ensure accurate record keeping.
• Use Technician Board
  Mark the Use Technician Board check box to activate the Technician Board – Appointments window, where you can view each technician's service, activity, and job appointments. It also activates the Technicians button on the Dispatch Board, which also opens the Technician Board – Appointments window. Using the Technician Board doesn't impact system performance.
• Use Corporate Customer ID
  Mark this to display the Corporate Customer ID field in the Customer window and Customer Maintenance window. The corporate customer ID can be used to group customers. This field is only used for reporting purposes and has no other impact within Service Management. The corporate customer ID isn't included with any default report formats. You can use Report Writer to add it to a report format (Microsoft Dynamics GP > Tools > Customize > Report Writer). For example, a service organization may have many customers all belonging to the Mobil Corporation. The customer ID and customer name are unique, while the corporate customer ID is Mobil Corporation. When reporting, the Mobil customers could be grouped.
• Use Equipment Tracking (Meter Readings/Hours)
  Mark this check box to activate the Meter Readings/Hours button in the Equipment Master window. The Meters Readings/Hours window contains 25 user-definable fields. The fields are numeric, date, currency, and text fields. Readings can be recorded daily for a piece of equipment. If the check box isn't marked, the Meter Readings/Hours button is disabled.
• Require Same Equipment Type for Groups
  When creating multiple equipment records using the Multi-Add button in the Equipment Master window, you can require the group items to be the same equipment type as the main group record equipment type. When the group items are created, the item's Equipment Type field isn't editable if this option is marked. For more information, see Creating equipment records.
• Require Appointment Completion
  If you mark this check box, you will not be able to change the call status to Complete or Closed until the appointments for the call are marked Complete. You may want to require appointment completion to make sure all costs associated with the call have been recorded before invoicing the call. If the option isn't marked, you can change the call status to Complete or Closed even though it has open appointments.
• Use Contact Management Option
  See Setting up Contact Management for set up information. 

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  Use Stop-and-Go Light with Receivables Status
  The Stop-and-Go Light is a visual indicator of a customer's accounts receivable status. If you are using Microsoft Dynamics GP Receivables Management, this check box is marked and disabled. If you mark this check box, you can see the Stop-and-Go Light indicator even if you have not purchased Receivables Management. You can use the Microsoft Dynamics GP Import Utility or other programs to import data to the table that drives the Stop-and-Go Light indicator. If the Use Stop-and-Go Lights with Receivables Status check box is marked, you can select an action to be performed when the Stop-and-Go Light is red. You can choose to have a warning display when the New Call button is selected in the Service Manager window or you can have the New Call button disabled in the Service Manager window.
  
  Choose one of the following actions:
  • No Warning
    When a user chooses a customer in the Service Manager window whose Stop-and-Go Light is red, there is no change to the New Call button and no warning message is displayed when the New Call button is selected.
  • Display Warning
    When a user chooses the New Call button in the Service Manager window for a customer whose Stop-and-Go Light is red, a warning message displays indicating this. The call can still be created.
  • Disable New Call Button
    When a user chooses a customer in the Service Manager window whose Stop-and-Go Light is red, the New Call button is disabled in the Service Manager window.

  You also have the option of defining an additional color coding procedure to turn the Stop-and-Go Light red. This procedure is performed on all windows that contain the Stop-and-Go Light: Service Manager, Customer, and Customer Maintenance. Contact Key2Act for more information about the Stop-and-Go Light Stored Procedure feature. Signature Technical Consulting is available for assistance with programming this additional procedure, if needed.

• Use Overhead Amounts from Job Cost
  You can use overhead amounts created in Job Cost for Service Management labor transactions. A Job Cost registration key, other than the demo key, must be entered for the check box to be enabled. Changing this option affects future transactions only. Marking this check box gives you access to the Overhead Detail Codes and Overhead Group Setup windows from Job Cost. After marking the check box, you are prompted to print the Invalid Labor Rate Groups report. This lists locations with undefined labor rate groups. You will reassign labor rate groups to location records once the labor rate groups, which reference the Job Cost overhead amounts, are created.
• Use Service Debit Accounts for Microsoft Dynamics GP Costs
  If you mark this check box, you can choose a debit account for cost transactions other than the default debit account from Microsoft Dynamics GP. See Choosing Service Management Debit Accounts for Cost Transactions.
  • Use Service Invoicing or SOP Invoicing
    Once you choose an invoicing option, you cannot change your selection.
    • Choose the Service Invoicing radio button if you want to create invoices using the Service Management Invoicing module.

    • Choose the SOP Invoicing radio button if you want to create invoices using Microsoft Dynamics GP Sales Order Processing (SOP). 

      Note
      When using SOP invoicing, you do not have the option to create COGS distributions for invoices.

  • Allow Editing of the Service Management GL account on PO Line Items
    If you are using service debit accounts, you can allow users to edit the account number on purchase orders. If you are not using service debit accounts, users can already edit the account for non-inventory purchase order line items. This option cannot be checked if you are using COGS distributions. See Choosing Invoice Options for more information.
  • Use Task Based Expense Allocation
    You must enable task based expense allocation in Service Options to view the appropriate fields in Task Code Setup. If the Use Task Based Expense Allocation check box is not marked, the fields related to task based expense accounting will not be visible in any of the windows related to task based expense accounting. This field is enabled if Enable Task Based Expense Entry and Use Service Debit Accounts for Microsoft Dynamics GP Costs are marked. For more information, see Setting up Task Based Expense Accounting.
• Allow Technician Double Booking
  Select to allow technician double booking at a global level. When an appointment conflict occurs, you can resolve that appointment by allowing double booking. For more information, see Setting up Technicians for Double-Booking.

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• Use Temporary Customers
  New customers can be set up as temporary customers in Service Management without permanently adding them to the Receivables Management customer database. For example, you may wish to set up a customer for service pending credit approval. Later, when the credit is approved, the customer ID easily can become part of your permanent customer file. Or perhaps a branch creates a new customer but must wait for a permanent ID from their corporate office. You will be able to enter service calls, equipment IDs, and contracts for temporary customers. However, you will not be able to enter financial-related data, such as invoices in the Service Management or transactions in the Receivables Management Series.
• Use Global Record Identification Filters
  Mark this check box if you want to set up branch locations for your business. Once you have set up branches you can associate locations and all related records to a branch. Users can be limited to seeing records for only one branch or for several branches. Using global filters adds a drop-down list to the Service Manager, Location, Maintenance Tasking, and Maintenance Invoicing windows. The drop-down menus show all existing branches and User Profile. See Using global filters. If you mark the Use Global Record Identification Filters check box, you can mark the Use Postal Code Assignment check box. If you are using the postal code assignment module, new customers will automatically be assigned to a branch based on the customer's postal code.
• Use Validation for Sublocations
  Service Management allows users to set up sublocations at a customer location and assign equipment to those sublocations. Requiring validation ensures that the sublocations assigned to equipment IDs are the same throughout your organization.

• Keep Appointment History
  By choosing to track appointment history, you can see when any changes were made to an appointment.

  Note
  This check box is required if you will be using Advanced Communications

  in Schedule

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• Auto Number
  See Setting Up Auto Numbering.
• Enable Time Zone View
  Mark this check box if you are using the Time Zone feature in Service Management. For more information, see Time Zones.