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Service Options

This Help File Page was last Modified on 04/14/2017

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Service Options

This Help File Page was last Modified on 04/14/2017

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Service Options

This Help File Page was last Modified on 04/14/2017

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Service Options must be defined as the first step in using the Service Tracking System.

Also, before configuring the Service Options, identify the Last Work Order Number on the Company Options - General sub-tab within the Company Options tab on the User Options Form.

Note: For this discussion - and throughout these Help Files - the term Work Order represents the information entered on a Service Request Form for a Subscriber.

 

To access the User Options Form from the MKMS Desktop,

a.Select the Backstage Menu tab and Choose the Maintenance option, then the General option, then Select User Options; or

b.Access the Quick Access Menu and Choose the Maintenance option, then Select User Options

 

On the User Options Form,

Select the Company Options tab

Click the Company Options - General sub-tab within the Company Options tab and assign the Last Work Order Number.

 

HelpFilesUserOptionsCompanyOptionsGeneralTabLastWONumber

User Options Form - Company Options - General tab - Last Work Order Number field

 

Understanding and assigning the Last Work Order Number field:

In the Service Tracking System module, the LAST Work Order Number would be the number most recently assigned to an actual Work Order; OR the number immediately prior to the NEXT Work Order Number that is to be assigned (to the next Work Order that will be created).

Enter the appropriate Work Order Number.

Next, Click the Service Options tab to specify certain options for the Service Tracking System:

 

HelpFilesUserOptionsServiceOptions

User Options - Service Options tab

 

Understanding the Default Print Options - This section is used to configure the printed format of your Work Orders.  

There are 4 basic Work Order formats available (see some Samples at the end of this chapter) when a Service Request is created, based on the Work Order Type that is identified.

These 4 basic Work Order Types are:

1) Standard Work Order

2) Fire Alarm Test

3) Fire Extinguisher Inspection

4) Installation List

You may want to print a sample of each Work Order (see some examples at the end of this chapter) for these configurations to determine the one(s) that best suits the operational needs of your Service Department by simply Checking and/or Un-Checking these various Default Print Options options and then printing a Work Order for each Work Order Type.  

The same Work Order may be re-printed as many times as needed.

 

Default Print Options - These are the Options which will alter the appearance of a Work Order when it is actually printed:

Choosing your Default Print Options:

 

HelpFilesServiceOptionsDefaultPrintOptions

Default Print Options

 

Inc Svc Notes? (Include Service Notes - by default, is Checked) - Check this box if you want to include the Subscriber's System Notes - that were defined on the Service tab within the Subscribers Form - on the Work Order.

Excl Billing Info? - Exclude Billing Information, by default, is Checked.

If you have Checked the Invoice Format on Work Orders? option (see below), Remove the Check Mark from this box to get the Invoice format.

If you have not Checked the Invoice Format on Work Orders? option (see below),and want to exclude all Pricing and/or Payment information from being printed on the Work Order, Check this box to get the Work Order format.

However, if you do want the Technician to be able to Price and Collect for the Service Call when its completed, but do not want to use the Invoice format for the Work Order, Remove the Check Mark from this box to use the Work Order and Billing format.

Show 1st Line As - On either the Invoice format or the Work Order and Billing format, there is a place to assess either a Trip Charge or Site Visit.  Depending on what your business refers to it as, Click the appropriate button.

 

Selecting the Work Order Formatting (Default Print Options) questions:

Pre-Printed Stationery? - Check this box if you are using pre-printed stationery for your Work Orders so MKMS will know not to print your Return Address or your Company's Logo on the Work Orders.

Incl Warranty/Sale Dates? - Check this box if you want the Subscriber's Sale Date and their Warranty Expiration Date included on the Work Order.

Incl CSID? -Check this box if you want the Subscriber's Primary CSID included on the Work Order.

Incl Dialer Info? - Check this box if you want the Subscriber's Dialer Information included on the Work Order.

Incl Password? - Check this box if you want the Subscriber's Password included on the Work Order

Show Balance? - Check this box if you want the Subscriber's Current Balance included on the Work Order

Show 2nd Page on Work Orders? - Check this box if you want a second information page printed for each Work Order

The actual content of the 2nd Page will vary - based on the Service Type of the Work Order that is being printed - and may include:

oInventory Used which lists the Parts that were used to complete this Service Request (typically for an installation or add-on situation).

oMaterials assigned to the Work Order.

oService History for the Subscriber (which is usually included) - the number of past Work Orders that will be listed is based on the available page space that's remaining after listing the Inventory and Material items.

Invoice Format on Work Orders? - Check this box if you want the Invoice Format style of Work Order (see "Choosing your Default Print Options" above).

 

Default Warranty Terms - By default, the Value of the DefaultWarrantyTerms option in the Company Options Form will be set to 12.

This Value represents the number of Months after the Sale Date entered in the Service Info section of the Edit View of the Subscribers Form when the installation's Warranty Ends.

The Value will automatically populate that Warranty Ends field (i.e., Sales Date + Value in months = Warranty Date).

This Value may be changed, based on your individual Company's Warranty Policy.

Warranty Ends - The warranty expiration date may be entered or modified as needed, but will be initially set based on the DefaultWarrantyTerms option's setting.

 

Work Order Completion sub-tab - Set certain procedures for the Service Tracking System to follow:

 

HelpFilesUserOptionsServiceOptionsWorkOrderCompletionTab

 Work Order Completion sub-tab on Service Options tab

 

Auto Bill? - Enable the Request to Bill dialog for Completed Service Requests.

 

HelpFilesCreateInvoiceForThisWorkOrder

This option may only be set or modified by the System Administrator.

 

Default Sales Code - Use the Drop-Down Selection List to Choose the default Sales Category Code for the invoicing of a Service Request.

Alert Late Notice Days - Set the number of days that an outstanding Invoice must be Past Due to display the Past Due Warning when creating a Service Request.

Delete Appointments Upon Completion? - To automatically delete an Appointment on the Technician Scheduling Form when that Service Request (Work Order) has been Completed, Check this box.

Confirm Appointment Deletion? - If you have elected to automatically Delete Appointments Upon Completion, Check this box to require the system asks permission prior to each Appointment deletion.

 

Work Order Phrases tab - Lets you define what "legal" and Warranty related "coverage" language appears on your Work Orders.  

 

HelpFilesUserOptionsServiceOptionsWorkOrderPhrasesTab

Work Order Phrases tab on Service Options

 

Double-Click any phrase and then edit it, as needed, using the text editor that appears.

 

HelpFilesUserOptionsServiceOptionsPhrasesEditor

Work Order Phrases Editor

 

Signature Line - This is the text that is printed directly below the signature line.  

By default: "I acknowledge the satisfactory completion of the work as described above and receipt of an exact and completely filled in copy of this work order repair form."  

You may edit this as desired.

Payment Block When:

Covered By Serv Contr - This is the text that is printed directly below the payment line when a Service Agreement is in place..  

oBy default: "Charges for normal repairs are covered by a comprehensive service agreement."  

oYou may edit this as desired.

NOT Covered By Serv Contr - This is the text that is printed directly below the payment line when there is no Service Agreement in place.  

oBy default: "Charges for normal repairs NOT covered by a comprehensive service agreement."  

oYou may edit this as desired.

Footer When:

NO Serv Contr/Warranty - This is the text that is printed on the bottom of the printed Work Order when the Warranty has expired and no Service Agreement is in force.

oBy default: "Service, repairs and/or additions require payment upon completion. Thank you! Payment upon completion helps to keep our (and your) service costs down."  

oYou may edit this as desired.

Covered By Serv Contr - This is the text that is printed on the bottom of the printed Work Order when a Service Agreement is in place.

oBy default: "System is covered by a Service Agreement. Normal Service provided at no charge except any repairs required due to misuse, abuse or acts of God."  

oYou may edit this as desired.

Covered By Warranty - This is the text that is printed on the bottom of the printed Work Order when it is still under Warranty.  

oBy default: "System is covered by a warranty agreement. Normal Service provided at no charge except any repairs required due to misuse, abuse or acts of God."  

oYou may edit this as desired.

 

HelpFilesUserOptionsServiceOptionsPhrasesEditorSaveOptions

 

Select File > Save and Exit, or Press Ctrl+S to record the edited Work Order Phrase.

 

OK - Click OK to record all of this information in the User Options Form, or Cancel, to exit without posting the changes.

 

There are two Service Option buttons:

1.Appointment Status - Allows you to define various Status Categories of Service Appointments and to Color Code the description of each Appointment Status.

 

HelpFilesServiceOptionsAppointmentStatus

Appointment Status categories

 

2.Appointment Descriptions - Click this button to open the Appointment Description dialog which is used to pre-define the Appointment Description used in the Appointment Editor Form that is accessible through the Technician Scheduling Form.

 

HelpFilesServiceOptionsAppointmentDescription

   Appointment Description dialog

 

What's Next?  

Look at the Work Order samples below for a better understanding of how the Default Print Options effect Work Orders.

Define the Appointment Status by selecting this option on the Service Options tab of the User Options Form

Define the Appointment Descriptions by selecting this option on the Service Options tab of the User Options Form

Go to Service Tracking Maintenance Entries and complete the recommended and required information outlined there.

 

Samples: The examples shown below are all printed using the Standard Work Order type, but each was printed with different Default Print Options chosen on this Service Options Form.

1.Invoice format - Work Order that looks like an Invoice with pre-formatted areas for Parts, Labor, Trip Charge, etc. allowing itemizing of Parts, Labor, Prices and including a Payment posting area.

 

HelpFilesWorkOrderInvoiceFormat

Work Order produced using the Invoice format

 

 

HelpFilesServiceRequestCompletedWorkOrderSigned

Invoice format of Work Order that was Completed and Signed within Web Tech

 

2.Work Order and Billing format - More typical Work Order Form that allows the Part items and Labor time to be entered in a less structured manner, but with a place to calculate the Price and record Payment.

 

HelpFilesWorkOrderBillingFormat

Work Order with basic Billing format

 

3.Work Order format - a Work Order that allows the Part items and Labor time to be entered, but provides no area to include the Price or accept payment.

 

HelpFilesWorkOrderNoBillFormat

Work Order with no Billing, Pricing or Payment information