In the Settings tab, you will get an overview of the settings available in iPoint. This tab is where you start customizing the software to function the way your company does.
Required University Videos
These videos show you how to adjust several settings in iPoint. While not every one of these settings is created in the Wizard, you need to be aware of available options. If you want to adjust settings based on the video you just watched, close the Wizard and open the Settings module.
When we loaded your software, we preloaded many of the settings based on industry best practices. You can adjust these at any time.
However, there are two areas that you must configure to make iPoint match your business, and those are Labor Phases and Accounting Methodology.
Labor Phases are a powerful piece of data in iPoint. For a complete description of how Labor Phases are used, go to the Settings > Labor Phases portion of this manual.
Click the New Labor Phase button to open a pop-up window where you will enter details about the labor phases in your company.
- Labor Phase is the name of your phase. For the sales process, this might be Rough In, Trim, or Programming. A service labor phase might be something like Service – Warranty or Service Contract.
- Labor Cost – enter the cost you assign to an hour’s worth of labor. The cost will likely be an average cost of all your technician’s wages and might also include benefits, vehicle charges, insurance, etc. We call this a burdened cost.
- Labor Price – this is the amount you charge a customer for an hour of the particular labor phase.
- Labor Margin – iPoint calculates this rate for you based on the cost and price you entered above.
- Settings – each labor phase may have different requirements. Check the boxes as appropriate:
- Taxable – if labor is taxable in your city, place a check in this box.
- Hide on WO & Project – labor phases are available for technicians to select on their work orders. If this labor phase is particularly a sales labor phase and not something a technician would use, check this box. For example, you might have an Engineering labor phase for your designers. But a technician would not complete that part of a job.
- Hide on Proposal & SO – just like the checkbox above, you might have labor phases that are not completed by sales and engineering. The Trim phase, for example, is not something your engineer would do. So check this box to hide it on the sales order.
- Default Not Billable – sometimes you’ll have a labor phase that you don’t invoice the customer. Maybe you track Drive Time by your technicians. If you do not charge your customers when technicians are driving on a work order, check this box to make it a non-billable labor phase.
- Omit from SO Time Calcs – this option excludes the selected labor phase from being included in sales order project time calculations. Throughout various places in the software, the system calculates how much time was worked on a sales order. If this checkbox is marked, iPoint will not include this labor phase in those calculations.
- QB Wage Item – if you are using QuickBooks Payroll, you will want to tie each labor phase to a QuickBooks Wage Item. These are set up in QuickBooks and Synced to iPoint during the Data phase (the next step in the Wizard.) You’ll likely have to come back to this step after completing the Data integration with QuickBooks.
- Sort Order – the sort order tells iPoint the display order of labor phases. 1 will be the first labor phase, followed by 2, 3, and so on.
Once you have fully setup up the Labor Phase, click the Close Labor Phase button to save it.
Note: You are always able to go back and edit these fields later on by going to Settings > Labor Phases. Or, you can also click on one of the lines here in the Wizard to make changes while you are in the process of onboarding iPoint.
Labor phases are not deleted in iPoint as they can be tied to historical transactions. So even though you are setting up this Labor Phase as a new one, you’ll need to Archive it if you entered it by mistake.
iPoint has three options for processing customer invoices. We call these Accounting Methodology and you need to define how your company intends to process invoices by selecting one of the following choices:
- Deferred Revenue – (the default, best practice accounting method)
- Deferred Revenue – AR
- Line Item/Summary
Not sure which one to choose? There are a couple of explanation tools for you:
- Watch the Accounting Methods video located in the Required University Videos section of the Wizard.
- Click the Which Should I Use button to be directed to the manual for a written explanation of the difference.
Once you’ve completed all the settings, click the Keep On Movin’ button to move to the Data phase of the Wizard.
Note: You won’t be able to advance to the next wizard step until you watch the videos, set up a labor phase or two, and define your accounting method.