There are admin features inside of FCS that help you control and optimize your Service module. Before you utilize the Service module, it is crucial to set up your Service Dispatch Settings. This article will explain how to navigate to Service Dispatch Settings and what each setting means.
1. Navigate to your "Toolbox" and select "Admin" then select "Service Dispatch Settings"
2. After clicking into Service Dispatch Settings, you will see a list of options beginning with "Service Dispatch and Proposals From". See Below.
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Service Dispatch and Proposals From
Your customers will receive service dispatches and/or proposals from whatever email address is entered in this field. Please note: many companies set up a generic service email such as "service@yourdomainhere.com" for this purpose.
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Priorities
When scheduling an invoice, you will need to choose a priority to dictate the labor rate. You can enter up to three priorities in which your company will offer service within. You will also need to enter in the hourly rate per priority as it will automatically calculate when a technician punches in and our of the ticket. Note: these rates are based on a two man crew. Last, you will also need to enter in a time frame or targeted time of arrival for each priority.
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Invoice Contact
This will pull from a list of all your users and their contact information will appear at the bottom of all invoices.
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BCC Invoices to
Any email address listed here will blind copy on all invoices sent out to customers. For example: If you want your accounting to always receive invoices you can enter their email address here.
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Invoice default email body
Enter in default text you would like to appear in invoices as you send them through the system. This text will show up in the body of the email.
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Require Customer ID
If selected, no invoices are to be generated unless a customer ID number has been added to that company.
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Override Dispatch Date with Resolved Date (PDF)
If selected, the Resolved Date will be displayed on the Invoice “supporting documents” instead of the Dispatch Date. See screen shot below for example.
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No Invoice Backdating
If selected, you will not have the ability to go back and create an invoice from a previous day. This is important for companies that do nightly pushes over to accounting to ensure there are no duplicates.
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Tax Exempt
When editing an invoice you have the ability to add tax. If selected, no one can add tax on an invoice.
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Display Technician Names
If you select this box, all invoices will display the technician's name. See screen shot below for an example.
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Always Show Customer ID
If selected, this will always show the customer ID number on invoices that are sent to clients. This is where it will appear on the invoice:
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Auto Round Labor & Materials
If selected, this will round up labor and materials automatically. Labor will round up to the nearest quarter hour and materials will round up to the nearest whole number.
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Always use Simple Invoice
If selected, all invoices will be generated as simple invoices. A simple invoice will only display the description of work performed vs a normal invoice will display a breakdown of all of the charges by line item.
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Auto Add “Other” line item to all Invoices
If selected, you will have the ability to add an additional line item to future invoices (i.e., trip charge, fuel surcharge, discount, materials). Note: only the billable information will be displayed on the invoices.
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Custom Invoice Field
These are custom fields you can include on each invoice. These fields are exportable and are typically tied to accounting systems or in a manner of what you would like to pull and do specific reporting on. For example, some companies use a custom field for a Van # or Purchase Order #. This is what it will look like on the invoice:
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Dispatch Report Export
This will dictate the format in which work orders are manually exported from the dispatch board. You can choose from the following:Standard, Quickbooks, ComputerEase, Excel 2, Timberline, Foundations, Other TXT. For a more detailed information on exporting please see this article: Choosing the Right Export
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Auto Generate Report
Every night at midnight, an export of your Service Dispatches can be generated in the format selected above. This will allow you to tie your invoices to your accounting system.
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Auto Generate Type
This will only effect standard format export. ComputerEase is always .XML, Excel 2 will always be a .CSV file, and Timberline will always be .TXT file.
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Download Auto File
This is the link where you can retrieve the download file from the previous night based on the format you have selected.
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Email File To
The email address that is entered here is the email address that the auto generate report is sent to.
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This is a conclusion for the Service Dispatch Settings.
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