❑As you step through the start-up procedures for the Service Tracking System, and once you've completed your Maintenance Entries, the next step is to Activate the Service Account for each of your Company's Subscribers.
➢Note: This may be done on an "as needed" basis, or as a start to finish "data entry project".
Either way, eventually the Activation procedure must be completed for all the Accounts that will be accessing the features in the Service Tracking System.
See Entering or Updating Service Information later in this chapter for more detailed information.
•Activating a Service Account: After the Service related Maintenance entries have been completed, complete these three steps for each Account:
1.Enter the data requested in the Service Info section within the Edit View on the Subscribers Form (See Entering or Updating Service Information) including - at a minimum - identification of their Service Contract type (if they have purchased one), the appropriate Technician Group, and their Sale Date and Warranty Expiration Date.
Service Information Section within the Edit View of the Subscribers Form
2.Enter Automatic Recurring Service information, if applicable.
▪The Subscribers Form's Subscriber Options Menu's Recurring Service option provides access to the Recurring Service Form.
Recurring Service Form
3.Enter the Subscriber's system Installed Equipment - at a minimum enter the Control Panel installed at their premises.
▪The Subscribers Form's Subscriber Options Menu's Installed Equipment option provides access to the Installed Equipment Form.
Installed Equipment Form
❑To Access the Service Info Section,
•Select the Receivables Tab on the MKMS Desktop and Click the Subscribers (F3) Icon.
•On the Subscribers Form, Locate the appropriate Subscriber record using the Subscriber Search function.
•Click the Edit View Icon on the Subscribers Form (which changes to Browse View once it's selected)
•Choose the Subscriber tab, then Select the Service option at the top of the Edit View (or Press Shift+F4) to display the Service Info section.
❑Entering or Updating Service Information:
•Service ID - Accepts all alphanumeric characters (a-z, A-Z, 0-9) and regular punctuation marks - up to a total of 15 characters in length.
✓The Service ID is printed on the Service Request Form
✓Many users assign the Subscriber's Primary Telephone Number as the Service Account Number such as "407-870-0040"
✓Their original Sale Date plus their Primary CSID (or visa versa) is another choice such as "2007-09-24/3277".
✓Just be consistent - and most importantly - have the Service ID entry actually mean something to the Technicians.
•Sale Date - Use the Drop-Down Calendar/Date Entry field to enter the Sale Date (or the installation's completion date - if you prefer) on which their Warranty Ends Date.
a)Click on the Date field and type the desired Date using a MM/DD/YYYY format; or
b)Use the Drop-Down Calendar/Date Entry field provided to Choose the desired Date
✓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 in the Company Settings Form.
•Tech Group - Use the Drop-Down Selection List to assign a Technician Group to this Account.
✓Double-Click on the appropriate Technician Group within the Drop-Down Selection List provided.
✓Click the Ellipse Icon to open the Technician Group Maintenance Form. where a Technician Group may be created new or revised (if the appropriate User Access Rights have been granted for the Technician Group Form)
•Contract Type - If - and only if - the Subscriber has a Service Agreement (or any other type of Extended Warranty), use the Drop-Down Selection List to Choose the appropriate Service Contract type. Otherwise, leave this field blank!
✓Double-Click on the appropriate Service Contract within the Drop-Down Selection List provided.
✓Click the Ellipse Icon to open the Service Contract Maintenance Form. where a Service Contract may be created new or revised (if the appropriate User Access Rights have been granted for the Service Contract Form)
➢Important: Setting the DefaultWarrantyWOSettings option to True ("T") in the Company Settings Form will set the Non Billable and Exclude Invoice Labor Check boxes on any new Work Order Form to match the Non Billable and Exclude Invoice Labor Check box settings in the Service Contract record associated with (i.e., assigned to) that Subscriber when and if that Subscriber record indicates that Account is still under Warranty (i.e., Warranty Ends Date > Today).
▪Therefore, when the DefaultWarrantyWOSettings option to True ("T"), and a Service Contract is entered for a Subscriber in this Service Info section of the Subscriber's Edit View,
a)you must know the Term (i.e. length) of that Contract, and
b)you must reset this Warranty Ends Date to match the end of that Term, then
c)the Non Billable and/or Exclude Invoice Labor Check boxes will be properly populated on their Work Orders
▪If the DefaultWarrantyWOSettings option to False ("F"), the Non Billable and Exclude Invoice Labor Check boxes on any new Work Order must be set manually, as appropriate.
•Last Serviced - When first setting up this Service Information record, enter the Date of Completion as the Last Serviced Date using the Drop-Down Calendar/Date Entry field provided.
✓This field may be manually updated later, if needed.
✓Once this field is initially populated, each time a Service Request (Work Order) is Completed, the Last Serviced Date field will automatically be updated with the Serviced On Date of that just Completed Work Order.
•Panel Location - Enter the Control Panel's location (this is printed on each Work Order which makes the task of locating it at the premises so much easier for the Technician).
•Special Tabs within the Service Info section:
✓Directions tab - This is where detailed Directions to the Subscriber's premises may be entered.
▪Double-Click this field to use the Rich Text Editor dialog.
✓System Notes tab - Enter System Notes to briefly describe the installation.
▪Double-Click this field to usethe Rich Text Editor dialog.
✓Service Notes (Internal Use Only) tab - Enter any additional Comments that would be useful to Users interacting with this Subscriber.
▪Double-Click this field to use the Rich Text Editor dialog.
▪These special - internal use only - Service Notes will will be displayed on a special Service Notes (Internal) tab when a Service Request Form is opened.
oPress the Esc button on your keyboard to Close the Internal Service Notes Form.
❑Editing with the Rich Text Editor (see the Rich Text Editor chapter for more information about this feature)
•Text fields - in this case the Directions, System Notes and Service Notes fields listed above - support the Rich Text Editor that allows bold, italics and underlines of text, and the selection of various Font types, it's sizes, with color, and highlighting available, too.
✓Double-Click the text field to see if the Rich Text Editor dialog appears - here it is available in the Directions, System Notes and Service Notes fields
Directions displayed in the Edit Rich Text Form
✓Always 
Click the Save Icon to record any changes made in the Rich Text Editor dialog.
✓Also, be sure to Click the Save Icon on the Subscribers Form's Ribbon Menu to permanently record this information.
✓What is entered in the Rich Text Editor is printed on the Work Order with that special text formatting (except the Service Notes which are not printed on any externally available format).