Function Descriptions

Manage Detail Sheets

Not everything can be covered on a Work Order Screen, this is why we offer detail sheets.  Detail Sheets offer far more in-depth information from our mechanics.  These can be edited/created and then later applied to a work order for easy integration.

With the ability to edit/create a detail sheet we can use either simple text or Web Based Writing (HTML).  This welcomes a far more hands on approach to work orders, allowing assessment of what works best for mechanics and office personnel alike.

Recalibrate Order And Invoice Number Counters

If you get an error indicating that there is a duplicate Order Number, duplicate order 'key', or duplicate Invoice Number, the 'counters' may have to be re-calibrated.  The system stores the 'Next Order Number', 'Next Order Uniquifier (key)', and the 'Next Invoice Number' in a special table in the database.  If there is some conflict or corruption, these numbers can get out of sync, and the program may try to re-create a number that's already used.  (You can view these 'Counters' in the 'Edit System Options (1005)' function.)

To reset these, use the 'Recalibrate Order And Invoice Number Counters (24)' function.  This will update the 'Next' counters based on the highest order number, order key, and invoice number currently in the data.  You should ask everyone to stay out while you recalibrate, just to make sure the function can get an accurate reading.

Critical Dates Report

The Critical Date screen page is where we add all our important notes that are more than likely time sensitive.  There's no set way to use critical dates and needs can range from scheduling installations after receiving items to processing labor back charges.  

When you decide to add a critical date you'll be required to enter just a few fields.  You'll need the Critical Date (the actual day you plan to follow up), Order Number, comments (description of what the critical date is), Responsible (who will be following up) and Assigned by.  Once all these fields have been filled in you can update the critical date where it will now show in a list of all your other critical dates.  Once you have followed up on this simply click resolved and update the critical date to have it removed from future follow ups.  

Query Selector

The query selector is where we input and store queries.  There are several options of with varying levels of importance attached to this page.  "Display Data Definitions" is a list of tables used with in SMCP and all queries.  Private queries is where your individual queries will be saved, by comparison public will contain queries that are saved for all.  

Export to file options lists the different ways to view query results. 

The border options and font options simply affect the display of the query for the user.  

A potential important field to use when dealing with a query that processes currency is "total numeric fields".  This option will include a totaled value at the bottom of the column. 

Manage Orders

The manage orders screen includes numerous options for sales orders.  From here you can create both orders & quotes, edit orders/proposals/change orders and you also have the option to both cancel/uncancel an order. You can also print delivery tickets and view installation work orders.  Lastly, you can jump to the order overview by clicking "View order information". 

The only necessary information is to have an order number which can be searched for in a multitude of ways.  

Manage Assets

Manage Assets is where we'll be adding, editing or deleting our fixed assets. From this screen you will enter all pertinent information based around the asset.  Once all this is entered you can select the type of depreciation (amount of time expensed).  The only items likely to have serial numbers on this screen would be vehicles or lifts, in truth most will not require a serial number. The last 4 options on Manage Assets will have to do strictly with accounting for depreciation and overall costs.   

On this screen we can also note the disposal of a fixed asset.  Entering a date disposed as well as a salvage value will generally be recognition of disposal.  

Period End Processing

At the end of every month we process fixed assets which provides depreciation figures to move in the General Ledger. In doing so we can see how much an asset is depreciating for the month. You can also check the amount of generated depreciated transactions by checking "Provisional posting", this option is more of a test and doesn't actually generate a report into ACCPAC, uncheck when ready to import.