Intuit Field Service Management QuickStart Setup Guide

Transcription

1 Intuit Field Service Management QuickStart Setup Guide Intuit Field Service Management QuickStart Setup Guide 1

2 This documentation and related computer software program (hereinafter referred to as the Documentation ) is for the end user's informational purposes only and is subject to change or withdrawal by Corrigo Incorporated at any time. THIS DOCUMENTATION MAY NOT BE COPIED, TRANSFERRED, REPRODUCED, DISCLOSED OR DUPLICATED, IN WHOLE OR IN PART, WITHOUT THE PRIOR WRITTEN CONSENT OF CORRIGO. THIS DOCUMENTATION IS PROPRIETARY INFORMATION OF CORRIGO AND PROTECTED BY THE COPYRIGHT LAWS OF THE UNITED STATES AND INTERNATIONAL TREATIES. TO THE EXTENT PERMITTED BY APPLICABLE LAW, CORRIGO PROVIDES THIS DOCUMENTATION AS IS WITHOUT WARRANTY OF ANY KIND, INCLUDING WITHOUT LIMITATION, ANY IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE OR NONINFRINGEMENT. IN NO EVENT WILL CORRIGO BE LIABLE TO THE END USER OR ANY THIRD PARTY FOR ANY LOSS OR DAMAGE, DIRECT OR INDIRECT, FROM THE USE OF THIS DOCUMENTATION, INCLUDING WITHOUT LIMITATION, LOST PROFITS, BUSINESS INTERRUPTION, GOODWILL OR LOST DATA, EVEN IF CORRIGO IS EXPRESSLY ADVISED OF SUCH LOSS OR DAMAGE. THE USE OF ANY PRODUCT REFERENCED IN THIS DOCUMENTATION AND THIS DOCUMENTATION IS GOVERNED BY THE APPLICABLE END USER'S LICENSE AGREEMENT. The manufacturer of this documentation is Corrigo Incorporated. Provided with Restricted Rights as set forth in 48 C.F.R. Section , 48 C.F.R. Sections (c)(1) and (2) or DFARS Section (c)(1)(ii) or applicable successor provisions Corrigo Incorporated. All rights reserved. Corrigo Incorporated, 1101 Central Expressway S, Suite 200, Allen, TX All rights reserved. All product names referenced herein belong to their respective companies. Updated Jan 2019 by CM and MS Intuit Field Service Management QuickStart Setup Guide 2

3 Contents Contents Before You Begin... 4 Using This Guide... 4 Service Management Onscreen Conventions... 5 Field Service Management Technical Support... 6 Basic Settings... 6 Terminology... 6 Time Zone... 7 Service Package... 8 Upload Company Logo... 9 Subscription Details Basic Financial Configurations Basic Invoice Settings Posting Invoices QuickBooks Integration Set Up Users and Non-Login Licenses Add Users (Technicians, Dispatchers, Managers) Configure Users Non-login Employees or Vendors Procure and Set Up Mobile Devices Optional Set Up Time Card Module (optional add-on) Service Agreements (optional add-on) QuickBooks Merchant Services Integration Starting the Integration Process... Error! Bookmark not defined. Corrigo Technical Support Intuit Field Service Management QuickStart Setup Guide 3

4 Intuit Field Service Management QuickStart Setup Guide Before You Begin Use this guide to setup your subscription to Intuit Field Service Management, powered by Corrigo. Purchase a subscription to Intuit Field Service Management (IFSM). To place an order, contact your local QuickBooks Solution Provider or ProAdvisor, or call IFSM Sales at , Option 1. When your account has been activated, you will receive a confirmation containing login instructions and credentials. Once you have successfully logged in, please proceed with the following setup guide. You will use a PC and browser to log into IFSM, access the Settings tab, and configure your hours of operation, company logo, teams, equipment and attributes, people, and more. Using This Guide Appearance: Path Reference: Conventions: Mobile Device: Since your company can configure Field Service Management software by changing the screen appearance, words, and phrases used in the application, some images used in this guide may not exactly match those that appear on your screens. Path references will be used in this guide to direct you to the appropriate screen within your application. For example, to configure GPS settings from the web application, the path is Settings > Mobile Settings > Device Settings. This means that, within your web application, you select the Settings page, select the Mobile Settings tab on that page, then select the Device Settings option from the Mobile Settings menu. The Field Service Management product you use will often be referred to as the web application, or application, within this guide. Within this guide, the term Mobile Device will refer to any Android or Apple device supported by Field Service Management (see System Requirements in this section). System Administrator: This is the person at your company who manages your Field Service Management web application. The term System Administrator is used in this guide. Dispatcher: Person who operates the Field Service Management Dispatch Board. Tech/Field Tech Person who uses Field Service Management on a mobile device and services customers in the field. Intuit Field Service Management QuickStart Setup Guide 4

5 Service Management Onscreen Conventions How Do I? Is an on-demand context-sensitive help system that can guide you through configuration and application use. To access the help system, click the How Do I? link in the upper right corner of each Field Service Management screen. There is also an icon of a question mark and a link to the Learning Center in the top right corner. Click on either to bring up a Learning Center where you can find guides, videos, and information on how to get additional support. Intuit Field Service Management QuickStart Setup Guide 5

6 Field Service Management Technical Support Field Service Management technical support: (toll-free) Open a Support Ticket via support@corrigo.com Personalized setup assistance and FSM training is available for an additional fee Training videos and more: Supported Operating Systems: Field Service Management office interface can be used with the following Microsoft Windows operating system versions: Microsoft Internet Explorer 9 or higher, Firefox 12 or higher, Google Chrome by 768 Screen Resolution At least 2 GHZ processor 1 GB RAM 1 GB available hard-disk space Mobile hardware requirements: Mobile Devices: Field Service Management can be used with Apple devices ios 5.11 or later or Android devices 2.2 or later. Smartphones, tablets, and ipads are all compatible with Field Service Management. Basic Settings To get started there are a few settings to adjust that will make Field Service Management specific to your business. This section will cover the items you need to configure to begin using the system. We ll be starting in the settings activity center. Login into FSM and click on the Settings tab. Terminology The first step is to set the terminology so that it is consistent with the way that you talk about your business. Navigate to Settings>Company>Terminology. Verify that the terminology is right for you or update as needed. Intuit Field Service Management QuickStart Setup Guide 6

7 Time Zone Since Field Service Management is a real time system, it is important that the application knows what time zone you are in. Navigate to Settings>Work Zone>Work Zones. Click the edit link on the right. On the Edit Work Zone page scroll to step 6 and select your time zone from the drop down and click OK. Don t worry about anything else on the screen for right now. Intuit Field Service Management QuickStart Setup Guide 7

8 Service Package The service package provides you with the list of things that customers call about when requesting service. Later you can extend this to include skill requirements, estimated durations and priorities. For right now you just need a reasonable list to pick from. Navigate to Settings>Model Your Business>Service Packages and click in the Set Categories & Services link. There are two parts that are important for the service package. The categories and the services. Categories & Services Think of the categories as generic buckets of the services you provide. For example, you might have a Problem category and an Installation category. Under each category you will need to add the type of service provided. For example, under the Problem category you might have a service you offer called Change Filter or under the Installation category a service offered called A/C Installation. You can change this later, so it does not have to be perfect now. Start small with two or three categories and five or six services per category. Do not add more than nine categories or nine services per category. Intuit Field Service Management QuickStart Setup Guide 8

9 Upload Company Logo You ll want to upload your logo so that it appears on any print-outs you make from the application. This step is optional. To upload your logo, you will need an image of your logo. If you don t have one already you may be able to pull it from your website by right-clicking on the part of the page with your logo on it and choosing Save from the menu on the screen. Here is an example from the Intuit site where I right-clicked on the Intuit logo. Then save it to a place where it will be easy for you to find, like your desktop: With that, you are ready to update your logo. Intuit Field Service Management QuickStart Setup Guide 9

10 Navigate to Settings>Company>Upload Logo and click Edit. Then browse to the file you want to use and upload it and click the Save link. The update is immediate. Subscription Details Like your company logo, you ll want to make sure that your company profile is correct. The address on your company profile is the one that will appear on any printed files that you make from within the application. You can also verify the number of FSM licenses purchased. Navigate to Settings>Company>Subscription Details Intuit Field Service Management QuickStart Setup Guide 10

11 Basic Financial Configurations These basic configurations will help ensure that your first synchronization between Field Service Management and QuickBooks goes smoothly. Basic Invoice Settings Navigate to Settings>Financial>Basic Invoice Settings. You have two important things to do on this page. First, if you offer discounts on invoices you will want to set this to yes. Otherwise there will be no place on the invoice to place the discount. Secondly, you ll want to indicate whether you charge sales tax or not. If you do, indicate yes, but don t worry about the sales tax items at this time. All your sales tax items and groups will come from QuickBooks when the first synchronization with FSM is run. Mapping will be completed when you set up and install the QuickBooks integration client. Intuit Field Service Management QuickStart Setup Guide 11

12 Posting Invoices The default setting is to post invoices on sites, which corresponds to customer jobs in QuickBooks. If you currently create invoices against jobs in QuickBooks you don t need to do anything here. If you prefer, to post invoices against customers, even when they are done at a site (customer job) then you should change this setting. Navigate to Settings>Financial>Posting Invoices and update the setting to On Customers. If you sometimes post to one and sometimes to another, simply pick the most common case here. You will be able to change where the invoice is posted in QuickBooks manually after running the sync. You may also adjust this setting later if you change your mind. QuickBooks Integration This is the important step where you will enable integration. If integrating with QB desktop Pro, Premier, or Enterprise you will need to install a piece of software and set it up on your machine. The Corrigo QuickBooks Integration Setup Guide is a separate document available for your reference. Please access it online here: It is a good idea to go save it on your computer for reference during the initial sync between QB and IFSM. There are two parts to the set-up. First you will configure Field Service Management to integrate to QuickBooks desktop software, then you will install, configure, and run the sync. Note: The desktop integration client is typically installed on only one machine in your office. If you desire to be able to perform the FSM Sync from more than one PC in the office, or if you want to move the FSM Sync to a different computer, or if you wish change the file path referenced by the FSM Sync, please contact FSM Technical Support prior to making these changes. The instructions for installing the integration client are included in the Corrigo QuickBooks Integration Setup Guide. Intuit Field Service Management QuickStart Setup Guide 12

13 Set Up Users and Non-Login Licenses Within Field Service Management you will need to configure your users and add any non-login licenses that you will use to track employees or vendors that will not have access to the system. Add Users (Technicians, Dispatchers, Managers) In Field Service Management, click on the People tab. Click New Person and complete the profile. Under General Information, check Yes if the person being added will need access to login through the web browser or mobile application. Select the Field Service Management role of the person being added. See above for permissions by role. Mobile User Yes or No - Choosing Yes will allow a user to login to the application via a mobile device and will use up one FSM license. Login Information You will need to create a user id and password for the person being added. Class Select a class if you would like this user to be associated with a class other than the default class. Intuit Field Service Management QuickStart Setup Guide 13

14 Configure Users In Field Service Management, click on the People tab. Go to View and click the drop-down arrow box and select All Users. Click on the tech s name to open their details page. Click the edit link on the profile panel. On the profile page, complete any information that is missing. To log in on a mobile device a tech will need three pieces of information from this screen: Login name, Password (created here) and Company Name (at the bottom of the general information section). Be sure to select Mobile User Yes if the user will need to login through the mobile device application. Intuit Field Service Management QuickStart Setup Guide 14

15 Click OK to return to the profile. The next thing you will want to do is set up alerts for this user. On the profile page, click the edit link on the Alerts panel. We recommend that all technicians using mobile devices or receive alerts pertaining to the work orders that are assigned to them. Simply select where you d like the alerts to go at the top of the page. There are two primary considerations in which alerts should be set up. Remember you can always change this later as you become familiar with the system. 1. If work orders are created and assigned as service requests are coming in, then all they need is the Assigned/Re-assigned alert. The alerts page should look like this: 2. If you schedule work orders out into the future for your techs, it is usually a little simpler for them if you only have them receive the Appointment Reminder/Changes alert. Otherwise they could get an alert today for a work order that is a couple of days out. For this scenario the alerts page should look like this: The last thing you will need to do is assign your people to Service Teams or Dispatch Centers. Service Teams: Every person that you will assign work orders to must be a member of a Service team. Your system should have one service team that came preconfigured. For each employee simply open the Service Team panel by clicking the edit link, add the user to a Service Team, and click OK. In most cases, this will be the Default Service Team. Intuit Field Service Management QuickStart Setup Guide 15

16 Dispatch Centers: Users with a dispatcher role should be members of a dispatch center. This will give them the ability to see all the teams that service the Work Zone which that Dispatch Center covers. All your dispatchers should be members of the Dispatch Center that came configured in your system. Managers do not need to be members of a Dispatch Center as they have access to the entire system. Non-login Employees or Vendors In addition to the login users you have purchased you will also receive three non-login users for each login user purchased. Non-login users can be used for people or vendors that will not access the system. You can set these people up by clicking the New User button on the people page and completing the form. This will enable you to track what you have assigned to these people, but they will not have any system access. When asked if the person can login to the system you will need to select No. They will not need a user id or password. Procure and Set Up Mobile Devices If you are not using mobile devices you can skip this section. If you are, you will need to have a device that is compatible with Field Service Management. You can use Apple or Android devices. Your devices will need to have a data plan active to run the application on the phone. Once you have the mobile devices for your technicians, you will need to download the mobile application to each device. To download the app, go to the Apple App Store or the Google Play Store and search for Intuit Field Service Management. The app will have an blue background with a white wrench. Click on the app and download it to the device. Mobile users will be able to log into their mobile device by using the user id, password, and company name on their user profile page as you saw above. Intuit Field Service Management QuickStart Setup Guide 16

17 Optional Set Up Time Card Module (optional add-on) There are four steps to configure the Time Card Module. 1. Navigate to Settings>Time Card>Work Flow Settings and follow the instructions on the page. 2. Next Navigate to Settings>Time Card> Time Card Period to set the period and first day of the week for approval purposes. Intuit Field Service Management QuickStart Setup Guide 17

18 3. Then you will configure your system to programmatically apply your overtime rules. Navigate to Settings>Time Card> Over Time Rules and follow the instructions on the page. 4. Finally, you ll set the rules for rounding the time card hours. Navigate to Settings>Time Card>Rounding Rules and follow the instructions on the page. Service Agreements (optional add-on) Service Agreements are set up for each customer individually, so you do not need to do any configuration before you start using the system. To Add a Service Agreement to a Customer: 1. Go to the Details page of the Customer. 2. Click the Add Service Agreement button. 3. You are now in the Service Agreement Wizard. Click below to find out how to: a. Enter Service Agreement information Intuit Field Service Management QuickStart Setup Guide 18

19 b. Enter equipment to be serviced under the Service Agreement c. Schedule Service Agreement visits and Add Checklists d. Set Invoicing details e. Optional: Attach Service Agreement documents to a Customer Note: Go to Settings > Service Agreements to configure the dates on which seasons begin and the time-in-advance that Service Agreement Work Orders are generated. QuickBooks Merchant Services Integration Field Service Management allows techs using mobile devices to process credit card payments in the field. Credit card payments are processed through Field Service Management and, with the QuickBooks integration, payments can be updated in your QuickBooks accounting system. For credit card processing to work, you must integrate Field Service Management with QuickBooks Merchant Services (QBMS). To Integrate Field Service Management with QuickBooks Merchant Services: 1. Log into the IFSM web application. 2. Within the web application, go to Settings > Financial > QBMS Integration. 3. Click the Connect to QBMS button. 4. Intuit will need to provide you with a connection ticket so IFSM has authorization to integrate with your QBMS. To get your QuickBooks Merchant Services Web Store and your Connection Ticket, call Intuit QBMS at Log into your Intuit Payment Solutions to enable the connection ticket integration. Note: There are two ways to take payment in the field: Fully-integrated, and Partial Integration. Please note: the integrated invoice + payment occurs only with the IFSM and QuickBooks Merchant Services + Web Store. Fully Integrated Payment Option means: Your tech uses the IFSM mobile app to prepare the invoice and to process the payment, and The IFSM invoice synchronizes into QuickBooks with the Paid Stamp. Fully Integrated credit card payments are accepted by direct manual entry inside the IFSM mobile app. If the payment was not taken in the field, then your office will process the payment. Your office users can type in the credit card information through the IFSM web interface, process the payment, and the Invoice will sync into QB with the Paid Stamp. Intuit Field Service Management QuickStart Setup Guide 19

20 Partial Integration Option means: Keep in mind that Intuit also offers a different mobile payment system called GoPayment (GoPay). GoPay (as well as Square) are applications that run separately from the IFSM mobile app. Payments by credit card swiper (GoPayment, Square, etc.) are examples of partially-integrated payment. Partial Integrated credit card payments are accepted by chip reader and card swipe and are taken outside of the IFSM mobile app. If you use partially-integrated payment systems: GoPayment and Square solutions integrate with QuickBooks directly, but their chip-readers and swipers will not receive data from Corrigo s IFSM app. If you make an invoice using IFSM and you are not using the correct QBMS+Web Store system, but instead you take a payment via GoPayment/Square then the approved invoice will later sync from IFSM into QB as an account receivable and you ll need to manually apply the GoPayment/Square payment with the invoice inside QB. IFSM customers using partially-integrated payment systems (GoPayment, Square, etc.) will benefit from a lower transaction fee (as compared to the manually-entered rate) and won t need to manually enter credit cards in the field. The trade-off is the invoice in QB must be manually associated with the payment in order to get the Paid Stamp to appear on each invoice. Intuit Field Service Management QuickStart Setup Guide 20

21 Troubleshooting Corrigo Technical Support Corrigo Support is included with your software. Support is provided Monday through Friday, 8:00 am 8:00 pm CST. Phone: Website: Intuit Field Service Management QuickStart Setup Guide 21