When you open your software you will see the main form come to life. This is where you will spend most of your time. We have added all the buttons that you will need quick access to while you are working with your software. You may want to spend some time getting to know this main form and what each button can do for you. Here is an overview of the main form.
1. Add New Customer Notice the name in green "Alex Avery", That tells you that you are viewing his record right now. All the information that you see on this form is for "Alex Avery." If you were to click this button it will allow you to enter a new customer. When your done adding a new customer, simply click the save button and now you are looking at your new customers information. Because it is a new customer all of the jobs under the "Job Count:" will be blank. Now you are ready to "Add a New Job"(2) for your new customer.
2. Add New JobIf you click this button now, you will be adding a new job for the customer "Alex Avery." to add a new job for another customer, you will first have to select a new customer using the (23)Box or search buttons (10),(11), Once you select another customer, his or her name will be shown in Green where "Alex Avery" is now. Select any customer and click the "Add New Job"(2) button to start a new job for that customer.
3. View All Job(s)Clicking this button now will open up the job form for "Alex Avery." You can bypass this button by Double Clicking the customers name using the (23)box. When you view all jobs for your customer that you have selected, you will be able to edit all the information on your job form for all of jobs that your customer may have. See "Job Form" for more information about jobs.
4. Active CustomerThis checkbox lets you know if your customer is an active customer or a non-active customer. When you print out your customer list to Excel or to a Text file, this field will also print. This is good for exporting your customer list to Excel and using it for email list or printing letters.
5. Shop ExpensesEvery business has to track where their money is going. By clicking this button, it will bring up a form where you can enter all of your receipts. At the end of the year all you will need to do is print two reports (A/R) What money came in, and what money went out. Using this form is a valuable tool for your business.
6. A-Z First Name & A-Z Last NameWhen you are looking for a customer, you may only know his or her last name or first name. Rathen than looking through all your customers, these two buttons will allow you to sort your customers by their "First Name" or their "Last Name."
7. Receive PartsThe software system will allow you to offer Service items, such as "Deer Mount - Flat Rate" or Products, such as "Back Panel." In your jobs form or your master parts list form, you will be able to add as many products and services as you would like. The "Receive Parts" form will come in handy if you do track your parts. Here is how it works. As you add a part to a customer job, that part will be added to the "Receive Parts" form. When you get ready to place your order, just click on the "Receive Parts" button, the form will open and tell you what you have to order. To remove a part from the form all you need to do is enter a date in the "Date Received" field. By adding a received date in the row of any part, it tells the form that you have the part and you no longer need it to be on the list.
8. Master Parts ListHere is where you will add, edit and delete any parts and services you may have, want or need. Please note that your new database comes with an entire service price list. When you add a new service or part to your job, you can change the price and it will change the price in the database on the fly. So the more you use your database the more it knows what to charge.
9. ReportsThis form is filled with many reports. Go through each report and see what reports you will be needing and using. For more information see the reports section in the Knowledgebase.
10. Job# SearchNeed to find out what customers animal you have in your hand? Get the job number off the tag, click this button and enter the job number... Instantly you are not only taken to the customers profile, but you are taken directly to the customer job.
11. Customer Name SearchI'm sure that you will need this feature. Your database has over a hundred customers in it and John Doe walks in the door. To find that customer with a click... Simply use this feature. You can search by First Name or Last Name. Also you don't need to enter the entire name. For example if I was looking for John Doe, I might search for this customer using the first name and only type in the letter "J". That would pull up every customer that has a name that starts with the letter "J".
12. Add Bulk PaymentsWhat if a customer walked in your door and wanted to give you $500.00 to add to 5 of his job's that he has in your shop? This button will come in handy! Simply select the customer you want to add a bulk payment to, click the Add Bulk Payments Button(12), Select the five jobs that you want to apply a payment to, Enter the dollar ammount, and click "Add". You have just entered payments to 5 jobs without even opening up one of them! How cool is that? To learn more about this form, see the Add Bulk Payments Section in the Knowledgebase.
13. Print/View Bulk InvoiceBefore we go any further, let's understand the word "Bulk!" We use the word bulk to describe "Many, or More than One." Ok, now that we have that out of the way, this button will allow you print or view an invoice with "Many or More than One" job for the customer that you have selected. A.K.A Print or View a Bulk Invoice, where one customer has more than one job. Here is another example: "Alex Avery" has 12 jobs. Let's say that 5 of them he brought in at one time. After a month or so, Alex walked back in your shop and said, I lost my invoice, can you print me another one with the 5 jobs on it? You say sure... Click this button, Select the 5 jobs, and Print him another invoice.
14. Active JobsThis form will tell you what jobs you have in your system that are not finished. This is based off the "Date Finished" field on your job form. If a customer has a job in your system and there is no date in the date finished field, then it will show on this form. The order your customers are listed in from top to bottom is telling you that the top customers need to go out first, based on the Estimated Date of Completion or Estimated D.O.C.
15. Un-Finished JobsThis will be used often. When you get ready to go to work, you need to know what you are going to work on. This is where this button comes in handy! When you click the button a form will come up and ask you how you want to view your un-finished jobs, or (Jobs that do not have a finished date) If there is no finished date on a job then it will be listed on the follwing reports. View Un-Finished Jobs by: "Estimated D.O.C, Select Customer(s) From List, Job Number, or Species."
16. Finished Jobs Not Picked UpThis will give you a report of all your jobs that have a "Date Finished" but don't have a "Date Picked Up." Make sure you put a date on each job so your software will know where it's at in your workflow.
17. Parts/Service Billed to JobNeed a quick overview to see if you added all the parts to a customer or to make sure that a customer was billed for a service. This report will print out every service or part added to every one of your customers jobs.
18. Quick View of This Customers JobThis little Icon will take you straight to the job that is in the quick view section(24). This gives you a way to quickly access a job in a hurry.
19. +PaymentNeed to add a payment to a job but you just don't want to take the time to open his or her job? No problem... Click on this button and add that customer payment to the job selected without having to open the job form. Quick, Simple, and Easy.
20. DeleteThis will delete the customer that is selected and all of the files that go along with that customer, including any payments, jobs, services, etc... Click and comfirm that you want to delete a customer, If yes, the the customer is gone forever.
21. H (or Hide)By default all of your customer notes are in the (Hide) mode. This will allow you to select other customers and not have another customer standing over your back getting to view all your personal notes about him or her and your other customers. To view your customer notes simply click the (S) button(22)
22. S (Show)Works the same way as the hide button above. When you want to see your customers notes, click the (S) button.(22)
23. This is where all your customers are.This is where you will select a customer to add a job to, view jobs, etc.. One click will select the customer and show you his or her information and jobs list. Double click on the customers name and it will take you straight to all of the jobs for that customer.
24. This is a quick view of all the jobs for the customer you have selected.
25. Customer ProfileHere is where you enter all the information about your customer. If you do not add a state then the software will by default put your company state in that field. If you charge tax for your state and do not want to charge this customer tax, simply put (EX) in the state field. This will cause the system to not charge tax if you have it set up to charge sales tax for your state only. To edit your customer information you will need to "Un-Lock" the customer, make your edit and then save your changes. This will lock it back up again.
To learn more about what is behind each button search the Knowledgebase for that form or button. Should you have any questions. Contact us by phone or fill out a support ticket and we will make sure you get the information you need.