[SM] Company Parameters

Use the SM Company Parameters form to set up Service Management companies, along with the various control options applicable to each company before you begin processing in SM. Silvertrek suggests setting up the SM Company Parameter options as there are selected here: 

The following is a list of field descriptions for the SM Company Parameters form.

Agreement Mask- Enter the mask to use for selecting agreements to include when rebuilding the materials list for agreement services. To update a selected agreement, enter the full agreement number (e.g. 21000). To update multiple agreements in the same number range, enter the number of characters to include, followed by the percent sign (%). For example, if you want to update all agreements that start with SM10, enter SM10%. When you click the Rebuild button, the system will update the material lists for agreement services associated with the specified agreement(s) as follows: Updates with the current materials specified for the class maintenance task associated with the serviceable item referenced on the agreement service, Updates with the current parts defined for the serviceable item (in SM Serviceable Items, Parts tab), where the part type matches the part type, Only agreements with a status of Active or Quote will be updated.

Note: You will typically only need to run the Rebuild before you begin using serviceable item parts, class maintenance, and/or PM work order parts syncing.

Auto Generate Agreement Work Order Trips- Auto Generate Agreement Work Order Trips checkbox on the SM Company Parameters form, Info tab. Select this checkbox to automatically set up trips when generating work orders from agreements. The system will set up a single trip for each work order and assign the technician designated as the Primary Tech on the agreement service or the service site (if one is not assigned to the agreement service). No description, details, date, time, or duration will be defined for the trip. Do not select this checkbox if you do not want trips set up automatically for work orders generated from agreements.

Post Anticipated Costs to Job Cost- Post Anticipated Costs to Job Cost field on the SM Company Parameters form, Info tab. This setting applies to work completed labor and purchased material lines on job work orders only. Select this checkbox to post anticipated costs on a job work order to Job Cost. When capturing labor or purchased materials on a work order, the system will update the Proj Cost (anticipated cost) to Job Cost once you enter and save the work completed line. When the Actual Cost is updated for the work completed line from PR (Labor lines) or AP (Purchase lines), the system will then update Job Cost accordingly. Clear this checkbox to post actual costs on a job work order to Job Cost. When capturing labor or purchased materials on a work order, no updates to Job Cost will occur when entering and saving the work completed lines. Instead, the system will update Job Cost once the actual costs are available. For payroll, this will be when payroll is processed. For purchased materials, this will be when the PO is invoiced in Accounts Payable.

Default Companies- Each company number needs to match the SM Company number.

Auto Post New Work Completed- Select this checkbox to have the system automatically create and process a cost posting batch when entering work completed in SM Work Orders (Work Completed tab). When you enter and save a work completed line, the system automatically creates the cost posting batch. Once you click Refresh or move off the work order, it will then automatically post the batch. Do not select this checkbox if you want to manually create and process cost posting batches for new work completed lines. When you enter work completed for a work order, the system saves the work completed lines and sets their status to Provisional. You can then create and process cost posting batches for these lines using the SM Work Order Cost Posting form. When this checkbox is not used:

There are specific circumstances in which the system ignores this checkbox. They are as follows:

Work Completed Labor / Purchase lines - Costs for these lines are posted in other modules; therefore, the system will save the work completed line, but not create and post a batch. For work completed labor lines, costs will be posted when running PR Ledger Update. For work completed purchase lines, costs will be posted when invoicing the purchase orders in AP Transaction Entry.

Imported / Auto-Added Work Completed lines - For imported lines, these will be added to a work order during the upload process in IM Upload. Auto-added lines are those added to a work order from miscellaneous requirements or standard charges (defined for a customer or service site). Imported and auto-added lines are flagged as Provisional and must be manually batched and processed using SM Work Order Cost Posting.

Changing Posted Work Completed lines - If you change work completed lines that have already been batched and posted, the system will automatically create and post a batch for the changes, regardless of how you set this checkbox.

Apply Standard Charges to Agreement Work Orders- Select this checkbox to add standard charges to work orders generated from an agreement (in SM Generate PM Work Orders). If you set up standard charges for customers and/or services sites (in SM Standard Charges), the system will generate a work completed miscellaneous line for each standard charge defined for the service site or customer associated with the agreement. Do not select this checkbox if you do not want standard charges applied to work orders generated from agreements. Standard charges may still be applied manually on the Work Completed tab of SM Work Orders.

Default Agreement Number on Work Order Scopes- Select this checkbox to default the agreement number on manually entered customer work order scopes when the work order service site is included in Spot Coverage for a single active agreement (in SM Agreements, Spot Coverage tab). If the service site is included in Spot Coverage on multiple agreements, no agreement number will default on the work order scope; however, you can manually enter or select the agreement number. Leave this checkbox unselected to have the Agreement field in SM Work Orders always default as blank. Do not select this checkbox if you want the Agreement field in SM Work Orders to always default as blank on manually entered work order scopes, regardless of whether an agreement exists for the customer/service site.

Next Work Order Number-Enter the number with which to begin auto-numbering work orders. The system will automatically update this number each time you add a new work order using auto-numbering. You can change the number in this field at any time. The next time a work order is added, the system will check existing work order numbers, and if the specified number already exists, the system will skip to the next sequential number that is not already in use. Entry in this field is not required. If left blank, the system will automatically assign work order numbers based on the highest existing number in the system.

Use Review Process- Silvertrek suggests clearing this checkbox to the standard billing method of billing all work completed lines when billing a work order.

Show Customer/Site Attachments in Invoicing- Select this checkbox to show customer and service site attachments on Service Management invoices. Once you have processed an invoice (in SM Invoice Review or SM Agreement Invoice Review), any applicable attachments associated with the customer and/or service site will display on the Attachments tab and can be selected for inclusion when delivering the invoice via email. Applicable attachments are those matching the attachment types defined in SM Customer & Site Attch Types. You then add one attachment to the customer record and one to the service site record, both with a Type of AP Invoice. When you generate and process an invoice for the customer, the Attachments list will include the attachment added to the customer record and the attachment added to the service site record. If you had assigned either of the attachments a Type other than AP Invoice, they would not show in the Attachments list for the invoice. If you leave this checkbox unselected, the Attachments tab on invoices will show only those attachments associated with the Deliver To recipient. For example, if the Deliver To option is set to AR Customer, then the Attachments tab on the invoice will only include attachments for the AR Customer.

Note: If the Bill To customer on the work order scope differs from the customer on the work order header, the system includes all applicable attachments from the bill to customer. However, it uses the Include Attachments settings for the work order customer to determine the attachments to include; the Include Attachments settings for the bill to customer are ignored.

Auto Close Work Order on Final Bill- Silvertrek suggests to leave this checkbox unselected, the Prevent Scope Auto Close when Billing checkboxes in both SM Call Types and SM Work Scopes are cleared and disabled.

Auto Delete Open Trips- Silvertrek suggests to uncheck this box.

Use Closest Open Month- Select this checkbox to use the closest open month for closing entries when closing work orders on final billing of from the SM Work Order Close form.

Credit Hold- Silvertrek suggests selecting: S - Soft Credit Hold - (default) Select this option to alert users that they are on credit hold

Recognize Revenue as Costs Incurred- Silvertrek suggests leaving this box unchecked so that work order/agreement revenue will be recognized during the billing process.

Minimum WO Quote ID- Enter the number with which to begin auto-numbering work order quote IDs (e.g. 1000). The system will automatically update this number each time you add a new work order quote. However, if you override a system-generated quote number, it will not update this field. If you leave this field blank, the system will automatically start with '0'. If you do not want to use 0 as a quote ID, make sure you enter a number here.

Note: You can change the starting quote number at any time. The next time you add a work order quote, the system will check existing quote numbers and use the next sequential number that is not already in use.

Default Use Tax on Purchases- This checkbox controls use tax defaulting on material-related miscellaneous and purchase work completed lines once you post an AP invoice or purchase order. Select this checkbox to default use tax on material-related miscellaneous and purchase work completed lines when posting AP invoices or purchase orders. If you post an invoice or purchase order that does not include tax, but the work order scope is set up to allow use tax, use tax will default for the generated work completed miscellaneous or purchase line. If the work order is not set up for use tax, no use tax will default on the work completed line. Clear this checkbox if you do not want to default use tax on material-related miscellaneous and purchase work completed lines when posting AP invoices or purchase orders. Use tax will only default for work completed if you specify Use tax on the invoice or purchase order and you have set up the work completed line to allow use tax.

Default Trip Duration- Enter the number of hours to use as a default when creating trips in SM Dispatch Board using the drag and drop functionality. May be overridden in SM Trips or by grabbing the left or right side of the trip icon on the Dispatch Board and dragging it to the desired time. If you leave this field blank, the default duration will be 1 hour.

Default Receivable Type- Enter the receivable type to use when billing work orders for this SM company. Press F4 for a list of valid receivable types. The system will assign this receivable type to all invoices created via SM Work Orders, SM Agreement Billings Due, or SM Work Order Billing. If you leave this field blank, the system will use the receivable type assigned to the invoice's Bill To customer (in AR Customers) or the receivable type defined in AR Company Parameters (if no receivable type is defined for the Bill To customer).

Default WO Invoice Report- Enter the custom invoice report ID to use when printing work order invoices for this SM company. Press F4 for a list of valid custom invoice report IDs. The system will assign this report ID to all work order invoices created via SM Work Orders or SM Work Order Billing. Leave this field blank to use the standard SM Invoice report.

Note: The system will only use the invoice report specified here if no overrides are defined at the customer or service site levels.

Def. Agreement Inv. Report- Enter the custom invoice report ID to use when printing agreement invoices for this SM company. Press F4 for a list of valid custom invoice report IDs. The system will assign this report ID to all agreement invoices created via SM Agreement Billings Due. You can override this default by specifying a report ID in the Invoice Format field of SM Agreements. Leave this field blank to use the standard SM Agreement Invoice report.

Note: The system will only use the invoice report specified here if no overrides are defined at the agreement level.

Dispatch Board Age Alert- set the default for how many days you want to show open jobs. 

Generate Agreement WO Time- If you want to schedule agreement work order process runs for a specific time (such as outside normal work hours), enter the time (in 24-hour format). For example, to run the work order process at 6:00 p.m., enter 18:00. At the scheduled time, the system checks to see if there are work order process requests in the queue (shown in SM Generate Work Order Summary). If there are, the system begins the process starting with the earliest request and continuing with the remaining requests in the order they were requested (based on the Requested Time). Leave this field blank to have the system process work order runs as soon as they are requested. As with scheduled runs, the system first checks to see if there are requests already in the queue. If not, the system begins the process for the new request one minute after it is requested. If there are requests already in the queue, the system will run the new request as soon as it has completed all previous requests.

Note: You can see the status of work order process requests in the upper grid of the SM Generate Work Order Summary form.

Audit Options- Audit options control updates to the HQ Master Audit (HQMA) file when changes are made in the company and/or account files. The HQMA file stores audit information for all modules on the system. When you elect to track changes to any of the files specified in the company file, HQMA will store updated information, including who made the changes and the date and time that the changes were made. If you want to access any of this information, you can create reports that reference the HQMA file. Silvertrek suggests that all audit options are checked.

Agreement Invoices- This checkbox defaults as selected. Leave this checkbox selected to always default the Print Invoice checkbox in SM Agreement Invoice Review as selected. You will typically use this default setting if you want to automatically print agreement invoices once they are posted. Clear this checkbox to always default the Print Invoice checkbox in SM Agreement Invoice Review as unselected. You will typically use this default setting if you do not want agreement invoices printed automatically once they are posted.

Note: You may override the default in SM Agreement Invoice Review as needed prior to posting an invoice batch.

Agreement Sync Options- The Agreement Sync options are only applicable if you are using the Tasking feature to generate agreement services. They control whether the system automatically updates agreement services and/or preventative maintenance work orders (those generated from agreements) when making changes to serviceable item parts and/or class maintenance tasks. For more information about the Tasking feature, see Equipment Tasking.

Service Item Parts Sync- Select this checkbox to have the system automatically update corresponding material entries for Active or Quote agreement services when changes are made to serviceable item parts in SM Serviceable Items. Update will only occur if the agreement service and serviceable item part types match.

Class Maintenance Sync- Select this checkbox to have the system automatically update Active or Quote agreement services when making additions, deletions, or changes to the tasks, equipment, labor, and/or materials for a class maintenance (in SM Class Maintenance). If you add a labor, equipment, or material requirement, the system will add a corresponding requirement entry to each agreement service associated with the class maintenance. If you add a new task requirement, the system only adds it to the Tasks list in SM Agreement Maintenance. You will need to select the new task in SM Agreement Maintenance to add it to the Tasks tab for the agreement service. If you delete or change an existing class maintenance requirement, the agreement service requirement will only be updated if it matches the requirement being changed or deleted on the class maintenance.

PM Work Order Parts Sync- Select this checkbox to have the system automatically update corresponding material entries for work order scopes when making changes to associated serviceable item parts (in SM Serviceable Items). Do not select this checkbox if you do not want to automatically update related material entries on work order scopes when making changes to related serviceable item parts.

Agreement Mask- You will only need to enter a value in this field if you want to rebuild the material lists for agreement services before you begin using serviceable item parts, class maintenance, and/or PM work order parts syncing. Enter the mask to use for selecting agreements to include when rebuilding the materials list for agreement services. To update a selected agreement, enter the full agreement number (e.g. 21000). To update multiple agreements in the same number range, enter the number of characters to include, followed by the percent sign (%). For example, if you want to update all agreements that start with SM10, enter SM10%. To update all agreements, enter %. To initiate the rebuild process, click the Rebuild button. The system will update the material lists for agreement services on the specified agreement(s) with the current material lists for all associated class maintenance and serviceable item parts. Agreements must have a status of Active or Quote; those with a status of Terminated or Expired will be ignored.

Auto-Number- The Auto-Number options are applicable if you are using the SM Service Sites, SM Serviceable Items, or the SM Serviceable Item Parts forms, and you want the next sequential number auto-generated when you create a new service site, serviceable item, or serviceable item part.

Service Sites- Select this checkbox to have the system generate service site number based on the next sequential number available.

Serviceable Items- Select this checkbox to have the system generate a serviceable item number based on the next sequential number available.

Serviceable Item Parts- Select this checkbox to have the system generate a serviceable item part number based on the next sequential number available.

Email Settings: 

From Address- Enter the from address, up to 60 characters. This would be where you want the email to come from, not person specific email. This will typically be the reply address.

Subject- Enter the text that should appear in the Subject line of the email. Up to 60 characters allowed.

Body- Enter the text that will appear in the body of the email, up to 255 characters, using Ctrl + Enter to move to the next line in your text. To apply carriage returns and formatting to your email text (e.g. bold, italics, etc.), use HTML tags. You have the option to add a company logo to the body of your email.