Accounts Payable (6)
You can invoice national accounts to the manufacturer. This will create an invoice to the manufacturer in accounts receivable. They will normally issue a credit to your account which needs to be used in accounts payable. You could also have an invoice in accounts receivable that you trade out with a voucher in accounts payable.
1. Do a cash receipt for the credit in accounts receivable and change the general ledger number to a clearing general ledger account number.
2. Enter a negative voucher to the vendor in accounts payable and use the same clearing general ledger account number.
The invoice will show a zero balance in accounts receivable and you will have a credit voucher in accounts payable to use during the check routines.
A voucher cannot be deleted. However, you can remove the voucher be changing the payable amount to zero. To change the payable amount to zero, edit the general ledger distribution. This can be done by selected a general ledger number and change the amount to the desired amount, or by adding a general ledger (including an existing general ledger number) along with the amount to add or subtract to that distribution.
This is usually caused by a manual check being entered twice and the check register is processed. Both payments will be made to the voucher. This can also be caused if a payment was entered for a voucher that is dated before the voucher date for that voucher.
Accounts Receivable (11)
You can invoice national accounts to the manufacturer. This will create an invoice to the manufacturer in accounts receivable. They will normally issue a credit to your account which needs to be used in accounts payable. You could also have an invoice in accounts receivable that you trade out with a voucher in accounts payable.
1. Do a cash receipt for the credit in accounts receivable and change the general ledger number to a clearing general ledger account number.
2. Enter a negative voucher to the vendor in accounts payable and use the same clearing general ledger account number.
The invoice will show a zero balance in accounts receivable and you will have a credit voucher in accounts payable to use during the check routines.
The following is a list and description of every bookmark that is used in the statement 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 |
| 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 Customer Name |
| shipadd1 | Ship To Customer Address 1 |
| shipadd2 | Ship To Customer Address 2 |
| shipadd3 | Ship To Customer Address 3 |
| shipadd4 | Ship To Customer Address 4 |
| shipadd5 | Ship To Customer Address 5 |
| shipcsz | Ship To Customer City, State, Zip on one line |
| date | Statement Date |
| email address of customer | |
| phone | phone number of customer |
| fax | fax number of customer |
| messages | Statement Messages |
Make sure that the pick ticket program is running. Start the program on the station if it is not running.
Contract Billing (5)
1. Create the contract type.
A. Go to Service/Contracts, select Other, then click on click the “Other” menu and select Contract Types.
B. Select an existing contract type or enter a new contract type in the New Row at the top of the grid.
C. Enter the contract code and the appropriate general ledger numbers.
D. Check the box that says “include supplies”. This indicates that the contract will include supplies.
E. Click the “Coverage” button and set the coverage categories.
2. Set up the supplies that are used for each model machine.
A. Go to Inventory, Other and select Model Supply Cross Reference.
B. Enter each make, model, and supply item. Optionally enter the yield for that supply item. The make is optional. The model MUST be the same as used in the machine master record of service.
C. Each supply item that can be used for that model must be entered. For example, enter the OEM cartridge item number, compatible item number, and remanufactured item number. If the machine is color, you will need to enter each of the color cartridge item numbers.
3. When a customer orders supplies, enter the order as normal using the New Order routines in the Orders/Invoices section of accounts receivable.
A. Select the Contract Supplies tab.
B. Select the machine for which the supply item is to be used. The system will only display the machines with a “supply inclusive” contract. Check the box to select. The screen will display the supply items associated with that model.
C. Select the item desired. The screen will display each time that supply item was invoiced to the customer.
D. Optionally enter the meter reading or page count if you gather meter readings when an order is entered.
E. Enter the quantity to be delivered.
F. The default price is zero. However, you can enter a price.
G. Click Add to Order.
4. Invoice as normal. The cost of the cartridge is added as a cost of the contract when analyzing the contract using the service manager section.
5. Any inventory used in a service call is done with a work order in the service dispatch system. Cartridges that are delivered are entered as a new order. Even if a tech delivers a cartridge during a service call, it is best to enter as a new order in the accounts receivable system.
This is done with the group billing feature.
First enter each machine as a new machine master, using Service/Contracts, Machines, New Machine.
Now enter a group record to combine the machines for billing, using Service/Contracts, Contract Billing, Groups by Customer.
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.
Financial Manager (1)
Go to financial manager, inventory analysis, inventory usage analysis.
Enter the date range desired.
Installation (3)
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.
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.
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.
Purchase Order (2)
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.
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 |
Sales Prospecting (2)
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.
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.
Service (7)
Call backs are determine first by the definition of call back (days and/or clicks) in the models serviced table. If the call is over either the days or clicks, it cannot be a call back.
The following is a list and description of every bookmark that is used in the work order template.
From the customer record
| cust | Customer number |
| custn | Customer name |
| add1 | Address 1 |
| add2 | Address 2 |
| city | City |
| state | State/Province |
| zip | Zip/Postal code |
| custphone | Customer phone number |
| custfax | Cusotmer fax number |
| Customer email | |
| resale | Resale number |
| salesrep | Salesrep of customer |
| creditcode | Credit code of the customer |
| cust2 | Customer number repeat |
| custn2 | Customer name repeat |
From the service call record
| call1 | Call type 1 |
| call2 | Call type 2 |
| call3 | Call type 3 |
| call4 | Call type 4 |
| call5 | Call type 5 |
| logcomments | Log call comments |
| priority | Log call priority |
| po | Purchase order number |
| logdate | Log date |
| logtime | Log time |
| tech | Tech assigned |
| job | Job number |
| logmeter | Reading when call was placed |
| orderby | Person who placed the service call |
| takenby | Employee who logged the service call |
| logdate2 | Log date repeat |
| logtime2 | Log time repeat |
| tech2 | Tech assigned repeat |
| job2 | Job number repeat |
From the service machine record
| model | Model of machine |
| serial | Serial number of machine |
| contract | Contract type |
| taxcode | Tax code from machine master |
| lastpmdate | Last pm date |
| lastpmmeter | Last pm meter reading |
| lastdate | Last service date |
| lastmeter | Last meter reading |
| installdate | Installation date of the machine |
| loc1 | Machine location 1 |
| loc2 | Machine location 2 |
| loc3 | Machine location 3 |
| loc4 | Machine location 4 |
| loc5 | Machine location 5 |
| machphone | Machine phone number |
| machfax | Machine fax number |
| keyop | Key operator |
| terms | Customer terms |
| idnumber | Machine id number |
| ipaddress | IP address of the machine |
| dpcomments | Messages from the machine record |
| idnumber2 | Machine id number repeat |
| expdate | Expiration date of the service contract |
| model2 | Model of machine repeat |
| serial2 | Serial number of machine repeat |
From the service history
| prevjob | Previous job number |
| prevjobcomments | Previous job comments |
| history | Last 5 service calls |
| warranty | warranty parts replacement |
When the call is completed, change the contract type for that service call to a billable contract type. This will only change the contract type for THIS call and will NOT change the service machine master.
The part used should then be added to the invoicing lines. If not, double click the item in the list of inventory used. This will add that item to the invoicing list. Adjust the amount to be invoiced and invoice as normal.
Service Manager (3)
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.
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
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.