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Because a customer may have several locations, Service Management enables you to keep multiple location records for each customer. Each customer site can be assigned its own service call records, equipment records, and maintenance contract records.

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1. Choose Cards > Service Management > Service Manager, and choose a customer.
2. Zoom on the Location Address ID field, and choose Add.

3. Complete the Customer Address Maintenance window. See the Microsoft Dynamics GP Receivables Management Manual for more information. Choose Save to return to the Location window. 

   Note
   If you are using global filtering, the branch you selected for the customer defaults to the new customer location record. Choose the Branch indicator on the Location window to select a different branch.

   
   

4. Complete the following fields, as necessary.

   • Address ID, Location Name, Address fields: Enter
     Enter location and address information. To ensure that a search by address will be successful, we recommend you enter the customer's street address in the Address 1 field and the suite or apartment number in the Address 2 field. 

     Note
     Microsoft Dynamics GP does not support the use of an apostrophe (') in the address ID.

     
     

• Inactive Check box:
  Identifies that a location is inactive. When marked, the current location will not automatically display in the location lookup window from Service Manager.
• Bill Only Check box: Identifies
  Identifies that a location is primarily used for billing. When marked, the current location will not automatically display in the location lookup window from Service Manager. The primary purpose of the Inactive and Bill Only check boxes checkboxes is to reduce the number of locations displayed in the location lookup window from Service Management. By default, the location lookup window does not display the marked locations. The location lookup window does however contain two check boxes checkboxes that allow the Inactive and Bill Only locations to be displayed.
• Salesperson ID: Enter
  Enter a new or choose an existing salesperson. If the salesperson for this location is not in the Microsoft Dynamics GP records, you can add the record directly from this window.
• Master Tax Schedule: Choose
  Choose an existing schedule from the lookup. Tax schedules are created and maintained in Microsoft Dynamics GP. You can zoom on the Master Tax Schedule field to view tax details.
• Service Area: Choose
  Choose the service area, and the first and second technician IDs default from the Service Area Setup window into the Primary Technician and Secondary Technician fields.
• Primary Technician, Secondary Technician: These
  These fields default from the service area. Zoom functionality opens the Technician Setup window, where you can set up new technicians or edit existing information. The expansion button in the Primary Technician field opens the Location Technicians window, where you can assign a technician to each skill level at this location. This function is used with the tasking feature in the Maintenance Contract module. When you create a service call for this location, the primary technician defaults to the Service Call window's Technician ID field.
• Labor Rate Group: The
  The labor rate establishes the billing amount for your technician's work at the location.
• Price Matrix: Pricing
  Pricing matrices are used to calculate the billing amount for inventory, equipment, materials, and all other costs except labor. The Price Matrix field shows the markup charged for the customer location.
• User-Defined: The
  The labels for these fields were defined during setup (Labeling user-defined fields ). If lookup data was set up for the first and second Location user-defined fields, lookup windows are attached to these fields. Use the lookup to select an existing value. If you enter a new value, you will be prompted to add it to the lookup data. See Choosing service optionsService Options .
• Contact Person, Phone, Fax: To
  To specify location contact information, contact information fields must be enabled on the Service Options window. See Choosing service optionsService Options.
• Local Tax: Choose
  Choose the Local Tax for this address, if applicable.

• Division, Service Call Priority: Enter
  Enter a division and priority for all service calls at this location. 1 is the highest priority; None, the lowest. These values will default on the Service Call window. 

  Note
  If MobileTech is registered, the division is required and must be assigned at the customer location level.

  
  

• Purchase Order Required: Mark this check box
  Mark this checkbox if a P.O. number is required for service calls at this location. If this check box checkbox is marked, the Customer P.O. Number field in the Service Call window becomes a required field for all call types other than MC or MCC.
• Service Level ID: This
  This default service level will also be used to calculate guaranteed response times for calls that do not have a service level agreement assigned to them through a maintenance contract.
• Time Zone: If
  If the Enable Time Zone Views check box checkbox is marked on the Service Options setup window, the Time Zone field is enabled. Choose a time zone. The description defaults.
• Bill Customer, Bill Address: If
  If you are using a third-party customer or a different location to bill service work that is performed at this location, choose the customer and/or location to bill. This information defaults onto the service call, overwriting the Bill To address defined on the customer record.
• Write Off Amount Based On: Choose what the write off amount should be based on, PO Header or PO Line.
•  Latitude, Longitude: Enter
  Enter the data coordinates the following format: XXX.XXXXX (replacing each X with a numeric digit). You also can enter a negative symbol.
5. Choose Save.

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If you are using the Contact Management feature, which is turned on in the Service Options window, the Contacts button appears at the top of the Location window. The Contacts feature is used to track people in addition to, or instead of, Contact Person 1 and Contact Person 2. For example, a company may need to track the building manager, janitor, office manager, and receptionist for each of its customer locations. Each contact person could have unlimited phone numbers attached to their contact record.

You can attach existing agency contacts and add local contacts to the location. Agency contacts are contacts that are common to multiple locations (e.g., fire and police department). Local contacts are contacts specific to one location.

Assigning an agency contact to a location

1. Choose Cards > Service Management > Service Manager.
2. Select a customer and zoom on the Location Address ID field.
3. Choose Contacts.
4. Choose Attach Agency.
5. The postal code defaults from the Location window. To further limit the data in the scrolling window, use the lookup window to select a role type.
6. Double-click an agency contact in the scrolling window to attach it to the location. To detach an agency contact from a location, double-click the contact in the Location Contacts scrolling window. Choose the Detach button in the Contact Agency View window. See Creating agency contacts for instructions on setting up agency contacts.

Assigning a local contact to a location

1. Choose Cards > Service Management > Service Manager.
2. Select a customer and zoom on the Location Address ID field. The Location window opens.
3. Choose the Contacts button. The Location Contacts window opens.
4. Choose Add Local. The Location Contact Setup - Local window opens.
5. Enter the contact's Telephone number. After tabbing off the field, the Contact Phone Setup window opens.
6. In the Contact Phone Setup window, use the lookup to enter a Phone Type.
7. Mark the Primary check box if more than one number exists for the Contact ID and you want this to be the primary number.
8. Add a Description if necessary.
Choose Save to return to the Contact Setup - Local window, and complete the following fields:
9. Contact Name: Enter a Contact Name.
10. Contact Organization, Address: This information defaults from the location window, but can be edited.
11. Roll Type: Use the lookup button to select a Role Type.
12. Email Address: Enter an email address.
13. User-Defined: You may have labeled these fields during setup. See Labeling user-defined fields. If you chose to validate the first and second user-defined fields in the Location window during setup, lookup windows will be attached to the fields and users will be prompted before adding to the lookup data. See Choosing service options.
14. Primary: Mark this check box if you want to allow this contact to create new calls in Customer Portal.
Quick Note: Add a Quick Note, if desired
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15. Choose Save.

To assign a local contact to more than one location

1. Choose the Contacts button in the Location window, then choose Add Local.
2. Enter an existing local contact phone number in the Contact Setup - Local window's Telephone field. Tab off the field. After tabbing off the Telephone field you receive the following message: This phone number has already been used. Do you wish to use current contact, add new, or cancel? If you choose Current, all the information for the existing local contact copies to the current location. If you choose New, you can add new local contact information while keeping the phone number from the existing local contact. Cancel returns you to the Contact Local - Setup window.

To assign numerous telephone numbers to a local contact

1. Choose the Contacts button in the Location window.
2. Double-click an existing contact in the Location Contacts scrolling window.
3. Select and enter a new phone number in the Contact Setup - Local window.
4. When you tab off the Telephone field, the Contact Phone Setup window opens, where you can enter additional information for the phone number.

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Other features of the location window

• If you are using global filtering, the Branch indicator appears in the Location window. You can click the indicator to open the Global Filter window where you can view the branch information or make changes. See Using global filtering.
• If there is overdue scheduled preventive maintenance, the Overdue indicator displays in the Location window. You can zoom on the indicator to open the Overdue PMs window and view the list of overdue preventive maintenance service calls. You can double-click a call to open the Service Call window with the selected call displayed.
• You are also able to create service calls, equipment records, and maintenance contracts from the Location window by choosing the appropriate button.
• You can choose the Closed Contracts button to view contracts for this location that have been closed.

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Set up sublocations for barcoding

You can set up equipment sublocations for a customer location, and you can assign equipment to those sublocations. By validating the sublocation of each equipment record, you can ensure that they are the same throughout your organization.

Step 1: Mark the setup option

1. Choose Microsoft Dynamics GP > Tools > Setup > Service Management > Module Setup > Service Options.
2. Mark the Use Validation for Sublocations check box checkbox. This activates the Sublocations button in the Location window, as well as the lookup window and zoom feature in the Sublocation ID field. If the check box checkbox is not marked, you can still enter information in the Sublocation ID field in the Equipment and Multi-Add Equipment windows, but the lookup window and zoom features will be disabled. In addition, the Sublocations button in the Location window will be disabled.

Step 2:  Complete the sublocation maintenance window

1. Choose Cards > Service Management > Service Manager.
2. Select a customer and zoom on the Location Address ID field.
3. Choose the Sublocations button.
4. Enter a Sublocation ID and Description.
5. Enter a Bar Code ID for the sublocation, if applicable. This may be used, for example, if a barcode is installed in the door jamb of the sub location for equipment that is physically attached to walls.
6. Choose Save when finished entering information. This sublocation can be assigned to additional equipment records by using the Sublocation ID lookup button on either the Equipment or the Multi-Add Equipment window.You can print the Sublocation List by choosing File > Print on the Sublocation Maintenance window. This report contains a list of all the sublocations that have been set up for the associated location ID and customer ID.

About autopopulating fields

The Address ID field in the Location window autopopulatesauto-populates. That is, if there is only one address ID in the lookup data for a customer, the address information automatically fills in when the user opens the Location window. The Division and Contract Number fields in the Service Call and Maintenance Contract windows also autopopulateauto-populate. The contract number autopopulates auto-populates in the Service Call window when the call type is MC.