FAQ

Accounts Payable (6)

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The is usually caused by requesting a partial payment for the voucher.  The partial payment will create a check request which will be on the next cash requirements report.

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1. Display the voucher. Look at the payments made on this voucher. What is the date of the payment. If after the date of the aging report, it has not been paid yet according to the aging report.

2. This can also be caused by a null in the discount. Display the voucher. Change the discount to zero even though it looks like a zero.

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The last step of the cash requirements report is to not pay a negative check.

If the credits being used are more than the vouchers selected to be paid, this would result in a negative check.

The cash requirements report will not select any vouchers for the vendor in this scenario.

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Accounts Receivable (11)

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1. If the daily report for payments has not been updated

a. Go into the payments screen again if you have closed that screen without updating.
b. Select the bad payment line in the list of payments. Press your delete key on the keyboard.
c. Enter the payment correctly.

2. The daily report for payments has been updated.

a. You can only make an offsetting (negative) cash receipt.
b. During the payment, click the VIEW PAID INVOICES button to display the invoices already paid.
c. Enter a negative payment to undo the original payment.

3. The invoice is not in current invoices for the customer, but is in history invoices (the month has been closed)

a. Enter a new invoice by going to orders/invoices, beginning balances.
b. Enter a positive amount of the incorrect payment in the amount box.
c. Enter the invoice number with a suffix such as 12345A.
d. Make a journal entry debiting accounts receivable and debiting cash.

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The item is not in the look up tables.

Go to Inventory, Other, Model Supply Cross Reference.

The item is not listed for that model. Add any missing supply items.

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That machine in not in the service dispatch system or the machine has the wrong contract type listed. The list of machines with supplies under contract comes from the machines for the customer that have a contract type that includes supplies.

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Contract Billing (5)

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Use the rate tables.

The base or excess invoicing can be split into up to 5 different general ledger numbers.

After the rate table is created, display the machine master or group master and assign the rate table to the meter or group combination.

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Check, are the expiration date of the contract, bill day, frequency, and whether this machine has a meter. All of these also determine when a machine is to print on the meter call sheet.  Is it proper month for the machine or group to be invoiced.

 

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The following is a list and description of every bookmark that is used in the contract billing template.

dname Company Name
dadd1 Company Address 1
dadd2 Company Address 2
dadd3 Company Address 3
dadd4 Company Address 4
dadd5 Company Address 5
dcity Company City
dstate Company State/Province
dzip Company Zip/Postal Code
dcsz Company City, State, Zip on one line
dphone Company Phone
dfax Company Fax
ordernumber Order Number
cust Customer Number
custn Customer Name
add1 Customer Address 1
add2 Customer Address 2
add3 Customer Address 3
add4 Customer Address 4
add5 Customer Address 5
csz Customer City, State, Zip on one line
shipcustn Ship To Name
shipadd1 Ship To Address 1
shipadd2 Ship To Address 2
shipadd3 Ship To Address 3
shipadd4 Ship To Address 4
shipadd5 Ship To Address 5
shipcsz Ship To City, State, Zip on one line
salesrep Sales Rep on the invoice
terms Terms for the invoice
ponumber Purchase Order Number
invn Invoice Number
invdate Invoice Date
duedate Due Date of Invoice
totaldue Total due on invoice
totaldue2 Total due on invoice
totaldue3 Total due on invoice
email email address of customer
phone phone number of customer
fax fax number of customer
resale Resale number of customer
taxcode Tax code of customer
messages Messages of order
custcont Customer contact name from the customer record
tracking Shipment tracking numbers for the order
balancedue The balance of the invoice after payments are printed

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Financial Manager (1)

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Go to financial manager, inventory analysis, inventory usage analysis.

Enter the date range desired.

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Installation (3)

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There are two way to reprint a report.

In the general ledger menu, display the journal entry or transaction.  The report can be reprinted.

Use the reprint reports program from the RCS admin tools program.

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Add the new printer to the windows operating system.

If you cannot add the printer or see it in the list of printers, there is a problem with windows.

Boot to safe mode and see if you can find the printers. Boot normally and see if the printes are there.

If you still cannot find the printers, you may need to reinstall the operating system.

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The main programs have a print screen function under the File menu. To print from other programs do the following.

1. When the screen is displayed, hold the alternate key (ALT) and press the print screen key. This will copy the screen to the windows clipboard.

2. Open word processing or email program. Use the paste button (edit and paste or the ctl-v key) to paste the screen from the clipboard to the document.

3. Print the document from the word processing program or send the email.

This can be done with any screen displayed.

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Purchase Order (2)

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You must receive them in different batches.

Receive the first invoice, run the receive invoice report and update.

Now receive the next invoice for the same purchase order, print the report and update.

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The following is a list and description of every bookmark that is
used in the purchase order template

dname Company Name
dadd1 Company Address 1
dadd2 Company Address 2
dadd3 Company Address 3
dadd4 Company Address 4
dadd5 Company Address 5
dcity Company City
dstate Company state/province
dzip Company zip/postal code
dphone Company Phone
dfax Company Fax
ponumber Purchase order number
vend Vendor number
vendname Vendor name
add1 Vendor Address 1
add2 Vendor Address 2
add3 Vendor Address 3
add4 Vendor Address 4
add5 Vendor Address 5
csz Vendor city, state, and zip on one line
shipname Ship To Name
shipadd1 Ship To Address 1
shipadd2 Ship To Address 2
shipadd3 Ship To Address 3
shipadd4 Ship To Address 4
shipadd5 Ship To Address 5
shipcsz Ship To Address city, state, and zip on one line
orderdate Order Date
shipdate Date Required
shipvia How Shipped
terms Terms on the order
account Your account number with the vendor
vendphone Vendor phone number
vendfax Vendor fax number
messages Messages of order
so Accounts receivable order number if a drop ship
custpo Customer purchase order number if a drop ship
custphone Customer phone number if a drop ship

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Sales Prospecting (2)

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Perform the following steps.

1. Create a template.

Go to Sales Prospecting, Email, Manage Email Templates.

2. Go to Sales Prospecting, Lists, Create List to get the list of prospects to email.

Save the list.

3. Make sure your email settings are set.

Go to Sales Prospecting, Other, Options.  Make sure your email address and authentication is entered correctly.

4. Send the emails.

Go to Sales Prospecting, Lists, Send Email To List.

Select the list and the template.

Click start to send your emails.

 

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Use a prospect task for the sales rep.

Enter the prospect task with the date of the cold call. Use a contact type code to show that this was a cold call.

Check the box to close this call.

Go to Sales Prospecting, Reports, Sales Rep Statistics to print the statistics report.

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Service (7)

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This is correct.

When a new machine is created in dispatch, the system will default to using the customer tax code. However, the tax code can be changed for this machine master.

If a customer tax code is changed and all the machines are to be changed also, you must display each machine and check the tax code.

If the machine is also in contract billing, you must change the tax code there as well.

Each machine can have a different tax code from each other and from the customer tax code.  The same machine can have one tax code for service calls and another tax code for contract billing purposes.  Each meter that is invoiced for contract billing can even have a different tax code.

Always set the tax code on the service tab as well as the contract tab on the display machine screen.

The query library contains a query to update the tax code for all machines for a customer to the tax code which is on the customer record.

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The system uses the pm months and/or clicks from the models serviced table. This can be overridden at the machine level by setting the pm months and/or clicks on the machine master.

When a service call is completed, and the PM service type is used, the system will update the date and reading of the pm call in the service master. You can also display the master and set the date and/or reading of the last pm service call.

Go to Service/Contract Billing, Service Calls, Display/Dispatch PM.  Click the Search for PM Due button at the top of the screen.  The system will then calculate the date of the next PM.  If that date is during the current or next month, an entry will be added to the list for that machine.

The program will not do this is the contract type ends in TM (time and materials).

 

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The contract type is not set up properly.

Display the machine master to find the contract type.

Go to Service/Contract Billing, Other, Contract Types. Double click on the contract type.

Look at the coverage information which is located on the right hand side of the screen.

Verify that the category of the inventory item or labor is covered or not covered for this contract type.

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Service Manager (3)

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In the service manager console, reports, create survey list.

This will create a list for service calls between two dates. An email, fax, or letter can then be sent from the list.

To send an email, create an email template in the sales prospecting system. Any Word document can be printed or faxed.

An alternative is to send a survey directly upon call completion.  Set this up by going to Service/Contracts, Other, Options.  Select the Email Options tab.  Create or edit your call completed template.

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This is usually caused by a bad meter reading.

Print a detail service history report for the tech in the date range being analyzed. Look for a negative CBC.  Display the job and correct the CBC.  You may also need to correct the meter readings and/or CBC for the next job for this machine in the service history.

 

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1. Set the excessive clicks reading in the models serviced table. This will alert the operator when the current click is more than the excessive from the previous click.

2. Set the alerts in the service manager console. This will pop up for the service manage when there is an excessive number of calls (user defined)

3. Print the excessive calls report in the service manager console

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