In the Settings tab, you will get an overview of the settings available in iPoint. This is where you start customizing the software to function the way your company does.
Required University Videos
These videos show you how to adjust a number of settings in iPoint. While not every one of these settings is created in the Wizard, it is important for you to be aware of the options available. If you want to adjust settings based on the video you just watched, simply close the Wizard and open the Settings module.
When your software was loaded, many of these settings have defaults set based on industry best practices. However, there are two areas that you must configure iPoint to match your business, 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. This 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 choose 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 bill the customer for. Maybe you track Drive Time by your technicians. If you do not charge your customers for the time they 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, this labor phase will not be included 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, which is the next step in the Wizard. You’ll likely have to come back to this step after you’ve completed the Data integration with QuickBooks.
- Sort Order – the sort order tells iPoint what the display order of labor phases should be. 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.
Labor phases are not deleted in iPoint as they can be tied to historical transactions. 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 3 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:
- RFP – Liability (the recommended accounting method)
- RFP – 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.
- Click the Which Should I Use button to be directed to the manual for a written explanation of the difference. [ Read More ]
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 step until you watch the videos, setup a labor phase or two, and define your accounting method.