Tips & Tricks

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!

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”

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.