iPoint User Groups – See what you missed!

iPoint community members have just finished User Groups and the response has been very positive. We wanted to share briefly some of the information shared between iPoint Community Members.

Request for Payment – Discussion on which billing method works best. Learned about the new Liability RFP billing model and talked about how that positively impacts financial statements

Inventory – Talked about the pros and cons of tracking inventory in QuickBooks as well as iPoint. About half of our members are currently using iPoint only to track inventory and are not pushing inventory quantities to QuickBooks. We also talked about who delivers products and when that process takes place in iPoint.

Sales Tax – We discussed a number of tax issues, how to track taxes under special circumstances as well as how to ensure that customers are charged the correct sales tax rate.

Printed Invoices – We shared tricks on how to best present the invoice to the customer for payment. Do you send line item detail or a summary invoice, and why? And how do you send partial billing to customers?

User Groups are designed as a networking opportunity where like sized, non-competing businesses can ask business questions and exchange best practices. These quarterly meetings are generally centered around a primary topic but participants are free to ask questions of one another for other issues as well.
For more information about upcoming User Groups,click here.

Meet Courtney Alderton

Help us welcome our new Marketing / Support Specialist, Courtney Alderton, to the iPoint family! With a variety of experience ranging from the AV industry to event planning to business management and marketing, Courtney has a passion to connect with people to help meet their needs.

Currently in the heart of the Ozarks, Courtney likes to spend time outdoors, exploring the Ozark trails or floating down a river. She enjoys spending time with her firefighting husband, Alex, and their busy toddler, Callie. On the weekends, Courtney is usually busy serving at church or hosting dinner parties with friends.

Hello, it’s me. Calling Clients from the iOS WO Screen

It couldn’t be simpler to get in touch with a client directly from a work order on iOS. Need the gate code? Hit a traffic slow down? Call the client with the touch of a button.

calling from iOS deviceFrom the iPoint dashboard on your iOS device:

  1. Select the work order
  2. Tap the person icon at the bottom of your screen
  3. Tap the phone number you wish to call
  4. Tap OK to dial the number on your device

P-push it Real Good: Push Multiple Receipts per PO

Purchase Orders are often broken into multiple shipments. And when the vendor does this, they will usually send multiple invoices. This trick will help your accounting staff match those invoices to the actual items received, which makes them happy campers.

push item receiptsWhen shipment A arrives, mark the items as received in iPoint and then push the item receipts for those things.
After shipment B arrives, mark the next items received and push a second item receipt to QuickBooks.
Now QuickBooks has two receipts for the two different shipments and all is well in the accounting world when it comes to matching the invoices to the packing slips.
Rinse and repeat until the entire PO has been received.

Keep in mind that QuickBooks can be somewhat fickle on multiple item receipts, so when you run into errors, you might have to manually enter the second receipt (and any subsequent receipts). If you run into trouble pushing the receipts, check the Override Item Receipt Push checkbox in the QuickBooks pop-over on the invoice (this turns the dot green) and manually adds the receipts in QB.

Crush Your Workday: Add Tasks From a Project to an Existing WO

Come on down to the Silverdome for a thrill-show spectacular! Sunday! Sunday! Sund—

Er.. where were we? Right, tasks! Ahem. Increase your productivity and crush your workday with this helpful tip.

new from project

New From Project Button

To add tasks from a project to an existing work order:

  1. Open an existing WO
  2. Click the Tasks/Parts button
  3. Click the New From Project button
  4. This will open the Task Picker window
    1. Anything with a blue “W” along the right edge is already on a work order)
  5. At the top of the Task Picker are several fields to allow you to tailor your choices:
    task picker window

    Add Tasks in the Task Picker Window

    1. Set up to two levels of filters to find tasks by specific location, project phase, task type, etc.
    2. Change the sort order to sort by manufacturer, location, phase, etc.
    3. Use the wild card search
    4. Tick any of four check boxes to see additional information in the list (task completion status, tech assigned, task description, and product manufacturer)
    5. Click the Toggle All button to select or deselect all tasks
  6. Select the tasks you want to add by ticking the check boxes along the right side of the Task Picker
  7. Note the Total Selected Task ETC listed at the bottom of the screen
  8. Click the Add Selected Tasks button

Easy as 123. Click, Drag, and Drop to Add an Event

It’s just as easy to add an event to your calendar as the title makes it sound.

To add an event to a specific day/time or resource:

  1. Open the iPoint Calendar
  2. Click the plus sign button and drag and drop it to add an event for a specific day/time or resource
  3. Input the event information in the Event Details popup window that automatically opens.

That’s it! Easy!


Batteries are Forever. A Battery Backup for Your Server is Essential

You don’t have to be James Bond to secure your business data, though you might feel like a badass when you protect your data from a space laser made out of diamonds controlled by an evil tycoon data corruption.

Installing a battery backup, also known as an uninterruptible power supply (UPS), for your network/server is one of the most important things you can do to protect your data. A UPS provides power to your server in the event of a power outage. It gives you a few crucial extra minutes of server run-time in order to properly shut down all of your equipment and start up an alternate power source, like a backup generator (if you have one). Without a battery backup, you run the risk of corrupted data, as well as lost time and money.

In addition to providing protection in the event of a power outage, most UPS devices also help protect your server against damage and data loss from power surges.

So, get out there and save the world from potential data corruption and loss!

Sign Up for iPoint User Groups — Just Swipe Right

Ok, so technically, you can’t swipe right to sign up for the new iPoint User Groups… but it IS a quick and easy process to register. Furthermore, we guarantee you’ll love our new user groups (sadly, we cannot promise similar results when swiping right IRL).

And now that you’ve so patiently waded through that terrible joke, here’s a quick rundown of iPoint User Groups and their numerous benefits. You’re welcome.

iPoint User Groups Overview

user groups infographicDuring the week of July 16, iPoint will be holding our first round of iPoint User Groups. Our goal with these meetings is to meet with similar sized, non-competing A/V businesses to:

  • Increase business profitability
  • Gain industry insights
  • Share best practices
  • Enrich procedural wisdom
  • Facilitate communication
  • Increase collaboration

Groups are limited to around a dozen companies to facilitate communication and collaboration to enhance your business and increase profitability.

We will do our best to separate competitors in a single market into different user groups (separated by about 100 miles).

Want more details? Download an iPoint User Group Flyer.

Sign Up for an iPoint User Group Today

Sign up below and we will send you a link to the WebEx webinar about a week before your user group starts.

**Be sure to use the email address where you want us to send the webinar registration.**

A PSA for RFP Companies: Don’t Use Non-Billable Change Orders

For those of you who do RFP billing, we strongly recommend that you don’t use the non-billable change order option in iPoint. “Why?”, you ask. Because doing so will make your delivery invoices not match your RFPs—which may cause unnecessary accounting headaches. Fortunately, it’s easy to create zero-balance change orders without using the non-billable change order option.

How to Create a Zero-Balance Change Order Without Using the Non-Billable Change Order Option

First, you’ll want to go into the settings and turn off the non-billable change order option:

  1. Go to the Settings > Module Settings > Proposals tab
  2. Untick the Allow Non-Billable Change Orders checkbox
Add an Adjustment Item with the Appropriate Unit Price

Add an Adjustment Item with the Appropriate Unit Price

Next, you’ll want to go in and create your change order.

    1. In the Sales Order module, open the Change Order tab
    2. Click the New Change Order button
    3. Name your change order
    4. In the Product Designer, remove the unneeded product (or add any new product)
Adjustment Item Zeroing Out the Amount From the Removed Product

Adjustment Item Zeroing Out the Amount From the Removed Product

    1. In order to zero out the removed/added product, you’ll need to make an overage or underage adjustment
      1. We went into the Items module and created an item called “Adjustment” specifically for this purpose
      2. You’ll want to make sure you give your adjustment item an Inventory Type of “Non-Inventory”
    2. In the Add Products popup window, select your adjustment item
Change Order is Approved and Cost is $0.00

Change Order is Approved and Cost is $0.00

  1. Input the Unit Price, the amount you’re offsetting for the removed or added item
    1. In our example, we removed an unneeded power cord that costs $29.95, so we added an adjustment item that costs $29.95 to zero out the amount that would have been credited to the customer’s account in a billed change order
  2. Click Go to Details to return to the Change Order tab
  3. Approve the change order by selecting “Approved” in the Status dropdown list
  4. At the bottom of the section for this change order, you can verify that the Change Order Total and Change Order Cost are “$0.00”