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.

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).
  
  

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.

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)