Job & Sales Summary

SuccessWare®21 has two options available when using the Job and Sales Summary (Debrief) forms.

1. Option 1: A tabbed summary where details are arranged across several tabs on the form. By separating the information onto separate tabs, the summary is better organized, you can access what you need to use, and there is more room for the details that are important for you to collect. This is the preferred summary and it includes the fields ‘Reporting Job Class’ and ‘Sales Opportunity’, along with a tab for ‘Tech Credits’.

2. Option 2: A non-tabbed summary where all details for the summary are visible on a single form without tabbing. When fitting all the details on a single page of the form without tabbing, the space is limited and possibly a little less organized. This is the original Job Summary format and is being phased out and will not be available in future releases.

Setup

By default, existing installations of SuccessWare®21 will continue to use the non-tabbed format of the Summary forms. To start using the new tabbed format, you can configure the system in Company Setup à Other à “Enable Tabbed Summaries”.

Tabbed Summaries

Once enabled, Job and Sales Summaries are still accessed from the same places in SuccessWare®21, the Call Center (dispatch), Job Manager, Invoice Manager, Opportunity Manager, Job Form, Call Progress, and A/R Invoice. You can still do everything you used to do in the Job or Sales Summary.

Tabbed Screen Layout for Job Summary

The tabbed screen layout is divided into the following sections noted below. There are a number of key features available to you in the Tabbed layout…

1) The fields have been reorganized onto separate tabs to allow for a more organized approach to the data layout.

2) You can identify a Reporting Job Class. This will allow you a high level option for assigning your jobs to groupings in reports beyond the Job Class.

3) The Total Ticket field, which has been used to identify the dollar value of the job has been expanded to allow for a more accurate breakdown of job elements and a more automatic calculation of Job Value.

4) An area has been added allowing you to classify tech credits for opportunities identified on jobs and the results of that opportunity. These Tech Credits are then available to use in KPI reports.

Job InfoTab

This section includes general information for the Job.

1. Reporting Job Class- Use this dropdown to classify the job for reporting purposes. The default Reporting Job Classes included in the software are intended to match the default grouping options used on Management reports used by trade organizations using SuccessWare®21. As with all reference books, the list is modifiable.

2. General Information

a. No Charge- Mark if the job was no charge to the customer

b. Diagnostic- Mark if a Diagnostic was performed, even if other billable work was performed as well.

c. Warranty Call- Mark if the job was a warranty call

d. Contract Maintenance- Mark if the job included work under a Preventive Maintenance agreement.

e. Non-Contract Maintenance-Mark if preventive maintenance was performed not under am agreement.

3. Callback Information

a. Callback- Mark if the job was workmanship callback

b. Callback Job Number- If the job is a callback, select the job from the list that you are being called back on.

Notes Tab

This section includes note information for the Job.

1. Instructions- This field will display the original job instructions. They can be edited if necessary.

2. Work Done- Identify the work that was performed on the job.

3. Suggested- Identify any work suggestions that were made to the customer.

Invoice Info Tab

This section includes Invoice information for the Job.

1. Invoice Information

a. Invoice Number- If necessary, modify the invoice number

b. Invoice Status- This field displays the current status of the invoice

c. Invoice Total- Enter the total dollar amount of the invoice

d. Agreement Visit Value- This field will automatically display the value of an agreement visit that were associated with the job even if there is no current charge to the client.

e. Override- Use this checkmark to override the automatically entered Agreement Visit Value

f. Service Charged to Agreement- Identify the value of work performed on the job that was charged off to an agreement and not reflected in the Invoice Total.

g. Service Charged to Warranty-Identify the value of work performed that was charged off to a warranty and not reflected in the Invoice Total.

h. Value of Agreements sold and billed- Identify the value of any agreements sold on the job that were billed, but the revenue will be deferred until the performance of the visits. This amount will be subtracted from the current value of the job.

i. Total Job Value- This non-editable field will represent the total value of the job based on the following calculation :

Total Job Value = Invoice Amount + Agreement Visit Value + Service Charged to Agreement +Service Charged to Warranty – Value of Agreement Sold and Billed

2. Performance Information

a. Money Task Count- Enter the number of repairs sold on the job BEYOND the diagnostic

b. Add On Count- Enter the number of items/repairs sold on the job BEYOND the original reason for the job (upsells)

c. Add On (Extra) Amount- Identify the value of Upsells on the job

d. Billable Hours- Enter the Billable Hours associated with the work sold on the job.

e. Amount Collected- Identify the amount collected by the tech on the job

3. Payment Information

a. Payment Method-

b. Payment Reference-

c. Card Name

d. Expiration (m/y)

e. Payment Authorization

Opportunities Tab

This section includes opportunity information for the Job.

1. Agreement Opportunities

a. Agreement Opportunity- This field will be checked by default if the customer does not have an existing agreement.

b. Agreement Sold- Mark if an agreement was sold with the job.

c. Included with Install- Mark if an agreement was included with an installation job.

2. Replacement Opportunities Information

a. Replacement Opportunity- Mark if your company’s guidelines identify the customer/job as an equipment replacement opportunity.

b. Replacement Sold (Amount)- If a replacement was sold, mark and enter the value.

3. Extended Warranty Opportunities Information

a. Extended Warranty Opportunity- Mark if your company’s guidelines identify the customer/job as an extended warranty sale opportunity.

b. Extended Warranty Sold (Years, Amount) If a warranty was sold, mark and enter the value.

4. Opportunities Generated Information

a. Opportunities Generated

b. Lead Job Required

c. Opportunity Code

d. Generated By

e. Follow-up Date

f. Follow-up Notes

g. Notified

Tech Credit

This section of the Job Summary form will allow you to identify sales opportunities that we presented to a customer from a technician. You can identify multiple opportunities and give credit for these to any tech who is assigned to the job, not just the primary tech. This area will allow you to indicate whether or not a quote was given and the result. This information is then available in KPI reports on a per job basis.

1. Can list multiple technicians for opportunity and sale accreditation.

a. Technician- Select the technician who identified the sale opportunity. This is a required field

b. Reporting Sales Source- Choose from the list the specific opportunity type offered. This is a required field

c. Opportunity Quoted- Check to indicate a quote was given. This is a required field.

d. Opportunity Sold- check if the opportunity sold

e. Sale Amount- If sold, identify the amount

Happy Check

This section includes happy check (Follow up call to customer) information for the Job.

1. Did Happy Check

2. Date

3. By

4. Happy Check Notes

Tabbed Screen Layout for Sales (Quote) Summary

The tabbed screen layout for the Sales Summary is divided into the following sections noted below. There are a number of key features available to you in the tabbed layout…

1) The fields have been reorganized onto separate tabs to allow for a more organized approach to the data layout.

2) You can identify a Reporting Sales Source. This field allows you to classify the source of the sales job at a higher level than Job Class or Lead Source. This field is used in KPI reporting.

Quote

This section includes general information for the Quote.

1. Reporting Sales Source- Use this field to classify the source of the sales job for reporting purposes.

2. Estimate Date- This is the date the estimate was given to the client

3. Estimate By- Name of the Salesperson

4. Quote Number- This will autofill from the associated quote

5. Quote Amount- This will autofill from the associated quote

6. Sales Person on Quote

7. Status- Use this dropdown to identify the status of the quote (such as quoted or not)

8. Result- Use this field to identify the result of the sales call

9. Unit/Equipment- Identify the type of equipment offered to the customer

10. Type- Identify any further classification of the equipment offered to the customer.

11. Reason for No Sale- If the job has not yet sold, select the reason

12. Continued- Checkmark if this is an additional visit for an existing Sales job.

13. Count Lead- Mark if this sales job should count in sales reporting numbers.

Job

This section includes job information for the Quote.

1. Sales Information

a. Sold?- Check if the job has sold.

b. Sold Date- Enter the date of sale

c. Sold Amount- Enter the amount the job was sold for

d. Credit Reject ?- Check if the job sold, but customer was not able to get financed.

2. Job Information- If the Estimate has sold, this area will be used to build the installation/replacement job sold via the estimate.

a. Job Number- This will display the job number of job created from the sales job

b. Job Progress- This will display the current progress of job created from the sales job

c. Invoice Amount- This will display the invoice amount of job created from the sales job

d. Job Class- Select the Job Class of the job being created from the Sales Job

e. Job Type- Select the Job Type of the job being created from the Sales job

f. Department- Select the department that will perform the job created from the sales job

Notes

This section includes note information for the Quote.

1. Work Suggested

2. Lead Notes

Follow-up

This section includes follow-up information for the Quote. If you need to follow up with the customer, enter the information on this tab. The Opportunity can be tracked in the Opportunity Manager.