Show Me the Money!!! Tracking Expenses in iPoint

Add an Expense From a Desktop Computer

iPoint makes it easy to track expenses incurred while working with customers in the field. You can also quickly and painlessly pass those charges on to the customer when appropriate.

Step 1: Adjusting the Settings

Before adding expenses you’ll need to adjust some settings:

  1. Go to Settings > Module Settings > Projects Tab
  2. Choose a default item from the Default Expenses Item dropdown list
  3. Choose a percent for the default markup in the Default Expenses Markup dropdown list

Step 2: Adding an Expense to a WO (or Project)

Add an Expense From an iOS Device

To add an expense from the Work Orders module, complete the following steps.

  1. On a desktop computer:
    1. From an open work order, go to the Auto/$$ tab
    2. Click the New Expense button
  2. On an iOS device:
    1. From an open work order, scroll down to Other Expenses
    2. Select Expenses
    3. Click the + icon in the top right corner
  3. In the popover window that opens, enter the purchase details
    1. Date of purchase
    2. Technician’s name
    3. Location purchased
    4. Amount of the purchase
    5. Description of purchase
    6. Purpose
    7. If it’s an item that’s in your inventory, choose the item from the Item Name dropdown list
    8. Tick the Reimbursable checkbox if you need to be reimbursed because you paid out of your own pocket
    9. Tick the Not Billable checkbox if this expense is not billable
    10. If you’re on an iOS device, you can take photo of the receipt and store the image here:
      1. Press the Receipt Image box
      2. Select Photos
      3. Choose the photo you want to add from your photo library
  4. Click the Save/Close button

The added expense will now show on the work order, as well as any projects and sales orders for this job. Alternately, you can add expenses in the Projects module under the Expenses tab.

Step 3: Billing

Invoicing an Added Expense from a WO or Project

From the Work Orders module or the Projects module:

  1. In the Details tab, click Invoices button
  2. In the popover window that opens, click the Create Invoice button
  3. A dialog window will open asking if you would like the expenses associated with this WO to be added to the invoice
    1. Click Yes
  4. A second dialog window will open asking if you would like to include any labor time from the WO on the invoice
    1. Choose Yes or No
  5. A third dialog window will open asking if you would like to include any additional parts from the WO on the invoice
    1. Choose Yes or No
  6. On the invoice that opens, you will see the added expense, as well as any additional parts and labor
add selected to change order

Add Selected to Change Order

Adding an Expense to a Change Order

If the expense incurred on a WO that is associated with a sales order, you’ll need to do a change order in order to bill the customer. To add the expense to a change order, complete the following steps:

  1. Open the Sales Order module
  2. Go to the Project tab
  3. Click the View Expenses Button
  4. In the popover window that opens, click the Add to Change Order button
  5. A window will open showing all the expenses
  6. Tick the Select To Add checkbox at far right to select any expenses you’d like to add to the change order
    1. In this window, you can also choose to mark any expenses as not billable by ticking the Not Billable checkbox
  7. Click the Add Selected To Change Order button
  8. In the popover window, choose from the two available buttons:
    1. Cost Only button: will add just the cost of the expense to the change order
    2. Cost & Price Plus Default Markup button: Will add the price and any markups to the change order

For more details, check out this video on tracking expenses: 

Cruise Ctrl+Z

text

Remove Ugly Copy/Paste Formatting With Ctrl+Z

Keyboard shortcuts like copy (ctrl+c) and paste (ctrl+v) can help you turbocharge through document creation and data transfer. Anything that can save hours of time and money gets a big thumbs up from us. However, timesavers like copy/paste sometimes come with unintended consequences. If you’ve ever copied data over from a database or the internet and pasted it into iPoint, you know that the text formatting will come with it and sometimes that formatting is uuuuuuugly. Never fear, another keyboard shortcut, ctrl+z, is here to speedily solve those ugly formatting issues.

How to Remove Formatting Using Ctrl+Z

Remove unsightly, hard-to-read fonts and formatting from pasted-in text by completing the following steps:

  1. Copy the text you want (ctrl+c)
  2. Paste the text into iPoint (ctrl+v)
  3. Type ctrl+z*. The text formatting will be removed, leaving you with iPoint’s default font and formatting.
  4. If you hit ctrl+z a second time, it will “undo” the pasted text (removing your pasted text completely)

Check out the example at top right featuring some Bacon Ipsum text (faux-Latin and meat placeholder text) and some extra ugly fonts. Nothing about those fonts says professional, or easily readable, so the quicker we can get rid of the formatting, the better!

*For all of you Mac users out there: You probably know this by now, as the world is written for Windows users, but you’ll need to use command+z instead of ctrl+z.

Luca Brasi–and His Records–Sleep With the Fishes

Archive from an Open Record

Are you tired of scrolling through giant lists of work orders on your iOS device? Do you find yourself scrolling past tons of old records to get to the one you want? It may be time to do a little spring cleaning and archive those dead proposals, paid invoices, and completed sales orders, work orders, and projects.

Archiving vs. Deleting Records

  • Archiving old work orders means you won’t have to trip over a big list every time (if you’ve ever waded through a giant WO list on your iOS device, you know the pain I’m talking about).
  • Archived records are available any time you need them (unlike deleted records!); they just won’t clog up your lists.

We strongly recommend that you always archive old records instead of deleting them. Deleting means gone forever, Clementine. Archiving, on the other hand, means the records remain available but can be easily removed from your module list when you just want to see active records.

To remove archived records from a module list:

  1. Open the Options menu
  2. Click the Hide Archived button

Click the Show Archived button to view all records again.

How to Archive Records

Archive Work Orders on an iOS Device:

  1. Open the Work Order module from your dashboard
  2. Find and open the Work Order you wish to archive
  3. Click the gears icon at top right
  4. Check the Archive Work Order checkbox

Manually Archiving WO, Invoices, and Projects on a Desktop Computer

Archive from the Module List

There are two ways to archive work orders, invoices, and projects.

  1. From the iPoint dashboard:
    1. Open the desired module
    2. Tick the Archive checkbox at the far right of the module list
  2. From an open work order, invoice, or project:
    1. Click the blue Options button at the top
    2. Tick the Archive checkbox

Auto Archive Work Orders and Invoices

Auto Archive Work Orders

Work Orders

Set work orders to auto archive when billing is complete:

  1. Open the Settings module
  2. Go to Module Settings
  3. Click the Work Orders tab
  4. Tick the Archive Work Order when Billing is Completed checkbox
Invoices

Set invoices to auto archive when the customer has paid in full:

  1. Open the Settings module
  2. Go to Module Settings
  3. Click the Invoices tab
  4. Tick the Auto Archive Invoice when Paid In Full checkbox

Auto Archive Invoices / Show Archived Invoices

You can also set archived invoices to show by default (in module lists, in the CRM module, etc.):

  1. Go to Module Settings > Invoices tab
  2. Tick the checkbox for Show Archived Invoices by Default

Archiving Proposals and Sales Orders

To archive a proposal or sales order*:

  1. Open the desired module
  2. Tick the Archive checkbox at the far right of the module list
  3. When archiving a sales order, you will be prompted to archive any associated projects and work orders, making clean up even easier!

*You can archive records in most modules using these steps.

Throw Those Change Order Accessories Out with the Bathwater

Removing accessories on a Change Order doesn’t have to be complicated. In fact, it’s really easy! Instead of entering a quantity of items to remove, just follow the instructions below.

To remove all accessories when you remove a parent item from a Change Order:

  1. Click on the parent item you would like to remove
  2. In the Options menu that opens, click the Remove this Entire Item button
  3. A popup window will open: “Do you want to remove the accessory items as well?”
  4. Click Yes

Done!

User Groups

During 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).

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.**

Meet Mark Cygan

Help us welcome our new Support / Onboarding Specialist, Mark Cygan, to the iPoint family! Mark has been in the AV industry for 12 years, driving a truck, programming, wiring, and troubleshooting. For the past few years he’s been building and managing the service department for a custom integrator in Kansas.

Outside of work, Mark enjoys spending time with his wife Amy and their kids, Kaleb, a 16-year-old future AV tech, and Olivia, a brilliant 10-year-old. On sunny weekends, you can often find Mark outside landscaping or working on projects around the house, though he’d much rather be out golfing or woodworking! Mark is very passionate about home control and automation and his house is completely voice controlled—from the lights, to the TVs and speakers, and everything in between.

Halt! Device Authorization Required!

Did you know that you can change your settings so that only approved devices are allowed to access iPoint? You can!

To turn on device authorization:

  1. Open the Settings module
  2. Select Company Info
  3. Under the Startup tab, tick the Require Device Authorization checkbox.

Now, any time a new device connects to iPoint, it will require an admin to enter their credentials to allow the device to connect.

Take Me to Your New WO Layouts

New WO layout

If you’re still using the icon dashboard view on your iOS devices, we’ve got an out-of-this-world speed revelation for you this week! iPoint recently added a new list view option which uses new WO layouts.

The new WO layouts are optimized for iOS and run MUCH faster than the standard icon views. We highly recommend switching to the new WO layouts–it will boost your performance on your iOS devices.

Switch to the New WO Layouts

On your iOS device, complete the following steps:

  1. Go to the iPoint dashboard
  2. Click the Gear Icon
  3. Click Use List Dashboard

 

Your dashboard and Work Orders will now be in List View and oh so speedy!

iPoint dashboard in list view

How Do I Turn it Off?? An Auto-Deliver Product Story

The auto-deliver product function is pretty handy for those stand-alone (AKA point of sale) invoices where a customer can walk in off the street and buy products without having them installed.

However, sometimes you might want to turn off this default iPoint functionality. You may like having the option to turn off auto-delivery if:

  • You have a warehouse manager who manages all of your product staging and delivery
  • You want to be able to specify where each item is pulled from (and you don’t want to use the default inventory location)

Turning off auto-deliver will prevent the product from being automatically delivered when you’re tabbing through the invoice or when you click on the Delivered box*.

Note: If you use barcode scanning to add products, iPoint will still auto-deliver products.

Turn Off Auto-Deliver

Complete the following steps to turn off the auto-deliver product function:

  1. Open the Settings module
  2. Go to Module Settings
  3. Click the Invoices tab
  4. Tick the Don’t Auto Deliver Product checkbox

I Came. I Saw. I Printed a Combined SO Report

After completing a change order, you can print a combined sales order report for your client. Combined SO reports are useful because they show the contracted sales order with any change orders you’ve added.

Depending on your preferences (or on what your customer wants to see), you can choose from a detailed or a summary report:

  • detailed report will show all of the individual product additions and subtractions you’ve made on this sales order.
  • A summary report will just show the net amounts of each product. Like in the sample image above, if you had 5 Samsung TVs and you removed 2 via a change order, it would only show 3 Samsung TVs.

Create a Combined Sales Order Report

To create a Combined Sales Order, complete the following steps:

  1. Open the Sales Orders module
  2. Choose a sales order from the list
  3. Click the Reports tab
  4. Click the Client Combined Sales Order button (under Client Reports)
  5. In the popover menu, choose which type of report you would like to view:
    1. Detailed
    2. Summary
  6. If you have any unapproved change orders, a popup window will open asking if you would like to show the unapproved change order(s) in the report:
    1. Click the Show button to show unapproved change orders, OR
    2. Click the Hide button to hide the unapproved change orders