The Service modules are used primarily by businesses with a need to track the services performed on specific "units" (such as a car or computer). This is done with the use of additional database files that track units per customer. 


With the correct Keyblock, this module is selected first at installation, but can be loaded later by choosing the option for "Standard Service Business," or "Another Service Module," under Management | Custom System Settings | Business Type Settings.


If you have multiple workstations, it is important to only use one module at a time. If you switch to the Standard Service module on one workstation, make sure to do the same on all of your other workstations too!


Using Units


There is a section on the Front Register, just to the right of the item grid. "Customer / Product" panel, that displays unit information.



Figure 16-2



Once a customer is loaded, the first unit record will be displayed here (see Figure 16-2 above the total, on the right side). You can maintain as many unit records per customer as you would like, and you can switch records by clicking on the Edit/Add button. This will open a window where you can browse and edit or add records.

Most of the fields used to track units are customizable. This means that you can rename them and use them in a way that will suit your needs! The following section will describe each field available as follows:

  • Customizable or non-customizable field.
  • Appears on the Front Register or not.
  • Prints on service invoices or not.
    • Will mention all, none or some invoices. See section on service invoices below to verify if "some" is listed.
  • Updated by "Due Dates" window (see Figure 16-4 below).

  • Cust No. – Non-customizable field, displays the customer number currently selected.
  • Unique Tag – Customizable, displayed on both the Front Register and invoices.
  • ID # – Customizable, displayed on invoices only.
  • Vendor # – Customizable, not displayed.
  • Year – Customizable, displayed on both the Front Register and invoices.
  • Brand – Customizable, displayed on both the Front Register and invoices. 
    • This field is tracked by its own database so that you can manage
      your "brands" used and associate them with "models."

Figure 16-3

  • Model – Customizable, displayed on both the Front Register and invoices. 
    • This field is also tracked by its own database and is associated with your "brands."
  • Misc – Customizable, not displayed.
  • Start – Customizable, displayed on both the Front Register and invoices. 
    • This can be used with the "End" field to track time spent servicing a unit.
    • This field is updated using the "Due Dates" feature.
  • End – Customizable, displayed on both the Front Register and invoices. 
    • This can be used with the "Start" field to track time spent servicing a unit.
    • This field is updated using the "Due Dates" feature.
  • Cross – Customizable, not displayed.
  • Mfg Date – Customizable data field, not displayed.
  • Service note – Customizable, displayed on some service invoices. 
    • When printed, the line "Needs Service:" is displayed before the service notes.
    • This field is updated using the "Due Dates" feature.
  • Service note (2) – Another field, just like above, for entering notes.
  • Special – Customizable, displayed on some service invoices.
  • NOTE – Not customizable, displayed on some service invoices. 
    • This field is updated using the "Due Dates" feature.
  • Service Dates – These date fields are all customizable and will display on some service invoices. 
    • You can use the Service Due reports (found under Reports on the Main Menu) to track units with service due.
    • You can associate a SKU with each of these dates so that the Service Date is updated whenever that SKU is sold. For more information on this, please see the section on "Customize Transaction Settings" under the "Service" tab in Customizing Your Software.
  • Number of Units – Not customizable, not displayed. This displays the total number of unit records entered for this customer. 
    • Click on the browse button to see all saved unit records.
  • Remarks – Not customizable, not displayed.

 


There is a row of buttons at the bottom of the window. Here's what they do:

  • OK – This button is used when browsing (as opposed to editing) a record to load it.
  • Cancel – Used when browsing to close the Unit window without loading.
  • Save – Used when editing a record to save your changes.
  • Undo – Used when editing a record to cancel editing without saving your changes.
  • Next – Used when browsing to view the next unit record for this customer.
  • Prev(ious) – Used when browsing to view the previous unit record for this customer.
  • Delete – Used when browsing to delete the currently selected unit record.



Due Dates/Miscellaneous Info 
This screen appears when you choose F-9 Print from the Front Register. It allows you to enter some unit notes, which will update the currently selected unit record and possible print on your invoice.

All of the fields here have been covered in the Units section above. Note that the "other notes" field is the same as the "NOTES" field listed in the unit record.

Service Invoices 
There are a few invoices that are designed specifically for use with the service modules.

Figure 16-4



Invoice #19 – Standard Blank Service Invoice (80-col dot matrix) 

This is the basic full-page invoice for service module users. For a sample of this invoice, please refer to Chapter 3 - Customizing Your Software. The service data included on this invoice is:

  • Unit record fields:
    • Unique Tag
    • ID Number
    • Unit Year
    • Unit Brand
    • Unit Model
    • Start
    • End
    • Service Notes (both 1&2)
    • Special
  • Waiver
    • This is optional and can be enabled by choosing "Invoice Type" from the Tender screen (after choosing F9 and entering misc. notes) and checking "Print Waivers..."
    • The Waiver can be configured by choosing the Waiver button from the Tender screen.
  • Shop Fee
  • Separated Service/Product sections.
    • Also Separate "Labor"/"Items" subtotals.
  • Next Service date.



Invoice #20 – Yet Another Standard Blank Service Invoice (80-col laser) 

This is the recommended full-page service invoice. For a sample of this invoice, please refer to Chapter 3 - Customizing Your Software. The service data included on this invoice is:

  • Unit record fields:
    • Unique Tag
    • ID Number
    • Year
    • Brand
    • Model
    • Start
    • End
  • Waiver
    • This is optional and can be enabled by choosing "Invoice Type" from the Tender screen (after choosing F9 and entering misc. notes) and checking "Print Waivers..."
    • The Waiver can be configured by choosing the Waiver button from the Tender screen.
  • Shop Fee



Invoice #21 - Standard 40-column Service Invoice 

This is the recommended invoice type for service module users with 40-column printers. For a sample of this invoice, please refer to Chapter 3 - Customizing Your Software. The service data included on this invoice is:

  • Unit record fields:
    • Unique Tag
    • ID Number
    • Year
    • Brand
    • Model
    • Start
    • End
    • Service Notes (both 1&2)
    • Service Dates (1-4)
  • Shop Fee
  • Separated Service/Product sections.
    • Also Separate "Labor"/"Items" subtotals.


Tracking Hours

MicroBiz has the ability to track the hours spent on a job (see section on Technicians' Hours Report Below). To enable this feature:

  1. From the Main Menu, click on Management | Custom System Settings | Transaction Settings | Service tab.
  2. Check the option for "Track Actual Hours Spent on Job."
  3. When loading a service SKU to the Front Register, make sure to enter the Hours along with the Quantity.
    • The Hours field is used for tracking hours spent on the job, but does not affect the price of the service.
    • The Quantity field is used for calculating the price of the service. For example, if a service is priced at $10.00 and a quantity of 3 is entered, the extended price will be $30.00.

Service Reports
The service modules also include a couple of extra reports, which can be found under Reports from the Main Menu.

Service Due Report
Allows you to set a date range and get results on any customers that have units with service due. This report works best when associating services with SKUs from Management | Custom System Settings | Transaction Settings, under the Service tab.

Figure 16-5



Fields included:


    • Name
    • Address
    • Home Phone
    • Work Phone
    • Unique
    • Special
    • Service Needed
    • Service Notes

Technicians' Hours Report
See the section above on tracking hours with MicroBiz. This report will allow you to set a date range and load details on any hours recorded, grouped by technician.

Figure 16-6


This report will give subtotals per invoice per technician, and the grand total and average for all jobs within the date range specified. Fields included:

  • Date
  • Invoice Number
  • Description
  • Revenue
  • Hours
  • Revenue Per Hour
  • Technician
  • Job Code (SKU)