Service Manager Reports

General Settings 

Navigation: Main Menu > Setup > Settings > General (tab)

These settings are needed for the Customer Heat Map Report:

ℹ️ Navigate to Main Menu > Setup > Transactions. Write down the ID numbers for the following Transaction Types:

 - Customer Invoices

 - Customer Credit Notes

 - Customer Orders (e.g. Sales Orders)

 - Quotations

If multiple Transaction Types are used for any of these transactions, record all the numbers. 

• CRM > Transaction Type ID's for Customer Credit Note (e.g. = 2, in (1,2,3)): Enter the ID for Credit Notes in the Value column. (e.g. if the ID is 9: The entry is: = 9). 

• CRM > Transaction Type ID's for Customer Invoices (e.g. = 2, in (1,2,3)): Enter the ID for Customer Invoices in the Value column. (e.g. if the IDs are 8 and 12: The entry is: = 8,12). 

• CRM > Transaction Type ID's for Customer Customer Orders (e.g. = 2, in (1,2,3)): Enter the ID for Sales Orders in the Value column. (e.g. if the ID is 6: The entry is: = 6). 

• CRM > Transaction Type ID's for Quotations (e.g. = 2, in (1,2,3)): Enter the ID for Quotations in the Value column. (e.g. if the ID is 2: The entry is: = 2). 

Buttons Explained

• View: Generates the report based on the selected filters.

• Edit: Allows the fields to be edited. Only appears for the Project Summary.

• Menu:

  • Reset Data Filters: Resets the data filters for the report.

  • Views: Switches to the selected display.

    • Default

    • Board (Status)

    • Board (Projected)

  • Reports: Switches to the selected report.

    • Component Summary

    • Project Summary

    • Activity

    • Sales Trends

    • Sales Comparison

    • Customer Heat Map

  • Export

    • Export Grid

    • Email Excel

  • Layout & Grid

Component Summary

ℹ️ The Component Summary displays project components with their billable information and levels of completion.

Filters Explained

• Set: A dropdown list of date options including No Date to see all the records.

• Arrows: Adjusts the date forwards or backwards.

• Date: An option to select custom dates.

• Radio Buttons: These buttons determine how the date is filtered.

  • Required: Displays records that are required within the selected date range.

  • Start: Displays records that start within the selected date range.

  • Created: Displays records that were created within the selected date range.

  • Updated: Displays records that were updated within the selected date range.

• Status Checkboxes: Includes all the status that are checked. If no statuses are checked, all the statuses are included.

• Filter: A dropdown list of tags to select all or a specific tag. Only the Tag Codes are displayed on the dropdown list. Tags are created from the menu button on the default view: Menu (button) > Service Manager > Tags (tab).

Fields Explained

• SM No.: The service manager ticket number.

• Status (SM): The Status of the Service Manager entry.

• Company: The name of the Customer or Supplier.

• Project: The name of the project.

• ID: The system-generated number for the entry.

• Order ID: The system-generated number for the order of the entry on the project.

• Group: The name of the group.

• Phase: The name of the phase.

• Component: The name of the component.

• Status (Task): The Status of the Task.

• Next Status: The next Task Status.

• Due Date: The date on which the task is due.

• Total: The total billable amount for the project.

• Comp %: The percentage that the task is complete.

• Invoiced: The percentage of the billable amount that has been invoiced.

• Outstanding: The amount that must still be invoiced.

• Last Inv: The last invoice number.

• Last Inv Date: The date of the last invoice.

• Last Inv Amount: The amount of the last invoice.

• Filters: The allocated filters (Tag Codes).

• Start: The start date of the task.

• Menu (...): A submenu with the following options:

  • Open SM Ticket: Opens the SM Ticket.

  • Open Last Invoice: Opens the last invoice if applicable.

Activity

ℹ️ The Activity report displays the activity from the service manager and transactions. This report helps to track customers' engagements with the organisation in terms of queries, requests, orders, and quotations.

Filters Explained

• Set: A dropdown list of date options including No Date to see all the records.

• Arrows: Adjusts the date forwards or backwards.

• Date: An option to select custom dates.

• Customer:  A dropdown list of customers to select all or a specific customer.

• Class:  A dropdown list of classes to select all or a specific class.

• User:  A dropdown list of users to select all or a specific user. 

• Rep:  A dropdown list of reps to select all or a specific rep.

Fields Explained

• Field Chooser (*): Allows users to add or remove columns.

• ID: The system-generated number allocated to the activity.

• Status: The status of the activity.

• SM No.: The service manager ticket number.

• Class: The class allocated to the activity.

• Date: The date of the activity.

• User: The user who initiated the activity.

• Customer: The name of the customer.

• Category (Cus): The customer's category.

• Region: The customer's region.

• Rep: The rep allocated to the customer.

• Description: The description of the activity.

• Activity: A description of the activity.

• Menu (...): A submenu with the following option: Open SM Ticket.

Sales Trends

ℹ️ The Sales Trend report provides a visual representation and comparison of sales based on Customer Invoices and Credit Notes.

Filters Explained

• Calendar / Financial radio buttons: Switches the display between the calendar or financial year.

• Years: A field to type in the number of years the report must be for.

• Filter: An option to select to show sales by:

  • All

  • Rep

  • Customer

  • Product

• Budget: A dropdown list of budgets to select a specific budget or all the budgets.

• Accruing: A checkbox. If checked the year-to-date sales are displayed. If unchecked, the monthly sales are displayed.

Sales Comparison

ℹ️ The Sales Comparison report summarises the sales for a selected period and for a selected filter (e.g. rep or customer). It provides the actual amounts on the left and a chart on the right.

Filters Explained

• Date: A dropdown list of date options including No Date to see all the records.

• Arrows: Adjusts the date forwards or backwards.

• Date fields: An option to select custom dates.

• Series: A dropdown list to select one of these options:

  • Reps

  • Customers

  • Customer Categories

  • Products Categories

  • Entities

Fields Explained

ℹ️ The fields can be clicked to sort them from highest to lowest, or vice versa.

• Selected Filter: The name of the option selected from the Series filter dropdown list (e.g. Rep, Customer).

• Last: The values for the previous year.

• Selected: The values for the selected period in the current year.

• Variance: The difference between the Last and Selected columns. Values are shown in red if they decreased from the past period compared to the current period (selected period). 

Related Topics

• Reference: Service Manager (settings and information)

• Reference: SM List Views

• Reference: SM Edit Views

• Reference: SM Assets

• Reference: SM Classes

• Reference: SM Notifications

• Reference: SM Projects

• Reference: SM Setups

• Reference: SM Timekeeping