What s New in e-automate Version 8.5

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1 What s New in e-automate Version 8.5 e-automate 8.5 boasts several updates and new additions* including: Most up-to-date technology platform for windows software development Cutting edge functionality and usability enhancements for.net Higher security and more stability than older.net technologies Easier deployment 100% managed code, registry-free, and xcopy ready Updated Crystal Reports including new run times and exporting to XLS files *For a high-level look at specific components that have been updated or added to this release, please see the Table of Contents on the following page. For a sample screen shot and brief description of each component, follow to the corresponding page numbers. Revised: 04/04/ ECi e-automate - All Rights Reserved Page 1

2 Table of Contents Accounting... 4 Display Affected GL Period when Voiding or Editing... 4 Invoice Credit Message... 5 Recognizing Unearned Balances on Deposit-based Contracts... 5 Accounts Receivable... 6 Run the Customer Trial Balance Report from the AR Console... 6 Cashbook... 6 Cashbook Security Rights for Cashbook Transactions... 6 Inventory... 7 Disallow Inactivation of Bins and Warehouses in Active Areas... 7 Inventory Core Returns... 8 Reopen a Physical Inventory List... 9 Purchasing... 9 Purchase Order Quantity Reversed... 9 Sales Pricing Expiration Sales Invoice Quantity Reversed Flag Duplicate Sales Order within Specific Period of Time Fulfill Multiple Sales Orders on a Single Invoice Multiple Equipment Distribution Ordered By Field on Sales Orders and Sales Invoices Sales Order List Entered By Column Sales Item Detail Credit Hold Alert User Alert Invoices Associated with RMA Item Yield Displayed on Sales Order Detail Service Contracts Billing Cycle on Deposit Based Contracts Percent Based Miscellaneous Charges Contract Count Filter/Under Contract Filter Multiple Contract Overage Cycles Service Contract Messaging Contract Proration Options Amortization Schedule for Equipment Leases Contract Distribution Code Lease Principal/Receivable Sales Code Type Sales Orders Sublease Accrual Adjustments Vendor Invoices Contract Principle Reconciliation Report Service Dispatch New Columns to the Dispatch Console Aggregate Labor Record Service Calls Prior to Assigning Billing Rules Bypass Meter Reading Requirement Service Equipment Revised: 04/04/ ECi e-automate - All Rights Reserved Page 2

3 Marking Meters as Billable and Valid People PO Field Length Exempt Codes System Filtering on Lists and Codes Streamlined Installation Import Packages Secondary List Sorting License Key Expiration Warning Admin Merge Utility Enhancements Attachment Access in View Mode Reports Contract Lease Revenue Report Service Call Ticket Report to Include Sales Rep Business Status Report Enhancement e-admin Field Level Security e-agent Bulk Meter Estimation (Auto Invoice Contracts Task) Auto Ship Sales Order Task Linked Parts Removed from Service Calls Auto Terminate Contracts e-views Interface Update New Views, Links, and Columns Utilities Sales Tax Utility* Budget Utility* User Management Utility Meter Import Spreadsheet Transfer Accessories to Assembled Bin AR Post Payments Spreadsheet Utility Inventory Devaluation Utility Revised: 04/04/ ECi e-automate - All Rights Reserved Page 3

4 Accounting Display Affected GL Period when Voiding or Editing Currently, users cannot see the current GL period and the original transaction period simultaneously when editing or voiding transactions. In 8.5, users will now see both GL periods displayed while processing edit or void transactions. Users also have the option to change the period impacted, if enabled. Revised: 04/04/ ECi e-automate - All Rights Reserved Page 4

5 Invoice Credit Message Currently, invoices do not show if a credit card or ACH is the intended payment method if a Single use account was selected and no charge account is preauthorized. Invoices now include the following message indicating that the intended payment method is a credit card or ACH if a single use account was selected and no charge account is preauthorized, This invoice will be paid by Credit Card/ACH. Recognizing Unearned Balances on Deposit-based Contracts In previous versions of e-automate, remaining balances on deposit-based contracts had to be recognized using the non-stock item and the sales order and fulfillment. In version 8.5, when a deposit-based contract has an unearned balance and has been terminated, the accrue contracts process will automatically include these contracts for final revenue recognition. Revised: 04/04/ ECi e-automate - All Rights Reserved Page 5

6 Accounts Receivable Run the Customer Trial Balance Report from the AR Console There is now the option of running the Customer Trial Balance Report by right-clicking directly in the AR Console, in addition to running it from the Reports Console. Cashbook Cashbook Security Rights for Cashbook Transactions Currently, all cashbook transactions such as cashbook deposits, cashbook receipts, cashbook transfers, etc. share the same security object. In 8.5 the following transactions have their own security object: Cashbook Deposits Cashbook Receipts Cashbook Payments Cashbook Instant Check Cashbook Transfers Cashbook Charges Cashbook Interest Cashbook Withdrawals In addition, the following transactions have new GL transaction types in e-automate: Cashbook Payments Cashbook Transfers Cashbook Charges Cashbook Interest Cashbook Withdrawals Revised: 04/04/ ECi e-automate - All Rights Reserved Page 6

7 Inventory Disallow Inactivation of Bins and Warehouses in Active Areas Currently a warehouse or bin can be inactivated even if it contains current stock or is referenced by an active area in e-automate. This can result in errors if there are transactions in progress that are associated with a warehouse/bin that is suddenly inactive. In 8.5, when a user unchecks the Active checkbox on either a warehouse or bin form and inactivation fails, e-automate displays the Issues Preventing Inactivation window. This window displays the records in the database that are preventing inactivation. The Active checkbox is rechecked after OK is selected. Not only does this feature prevent errors with current transactions, it also prevents the issue of stock being lost in a warehouse/bin that is no longer tracked or used. Revised: 04/04/ ECi e-automate - All Rights Reserved Page 7

8 Inventory Core Returns Users can now add a core charge fee line item on sales orders. A core charge functions much like a deposit; for example, when a user sells a new item to a customer they can add a core charge which is then returned to the customer once the customer brings in the old item. This is utilized for users that have customers who want to do their own repair work. Revised: 04/04/ ECi e-automate - All Rights Reserved Page 8

9 Reopen a Physical Inventory List If you have completed a physical inventory count list and find you want to reopen it you may now do so as long as the count list has items that have not been posted. The option to reopen the count lists is found on the line item right-click menu. Purchasing Purchase Order Quantity Reversed A column has been added to the Order Receipt Reversal window labeled Quantity reversed. You use this to identify any items on that purchase order that have been returned through an RTV or return (negative receipt). Revised: 04/04/ ECi e-automate - All Rights Reserved Page 9

10 Sales Pricing Expiration In prior versions of e-automate, if a dealer had a promotion for a specific item at a special price for a particular time period, or had special pricing for certain customers, they had to manually apply item-specific pricing at the start of the promotion and then remove it at the end of the promotion. Now the user can set item and customer pricing for specific date ranges. This optional start and end date can be entered in the Customer Prices Window, which will reflect in the Item Prices window with the effective date range for the pricing. When looking up special customer or item pricing in e-automate, the effective date range is considered when retrieving the applicable price for the transaction s date. Customer and item specific prices with date ranges assigned override price records without date ranges. Start and end dates are also included on the inventory item spreadsheet utility. Sales Invoice Quantity Reversed A column has been added to the Sales Invoice list labeled Quantity reversed. You use this to identify any items on that invoice that have been returned through an RMA, or items on a purchase order that have been linked to an RTV. Revised: 04/04/ ECi e-automate - All Rights Reserved Page 10

11 Flag Duplicate Sales Order within Specific Period of Time Currently, a user has to manually look up sales orders and sales invoices to see if it was created with a recently ordered item for the same equipment and/or contract on a recent sales order/invoice. Duplicate orders are often missed because users must manually look through the order history to see if duplication has taken place. A system setting has now been added to the Sales Options window which allows the user to turn order duplication tracking on or off, as well as specify the number of days that e-automate should look back to see if duplicated orders occurred. When items are added to a sales order or invoice and they are found to be duplicates, a warning window alerts the user of the duplication and lists the orders and/or invoices within that time period that are duplicated. The user can click on the order or invoice from this list. This functionality applies to sales orders, invoices, invoiced service calls, and open service calls. It also takes into consideration the pooling concept set on contracts. Revised: 04/04/ ECi e-automate - All Rights Reserved Page 11

12 Fulfill Multiple Sales Orders on a Single Invoice Traditionally, sales order fulfillment supports line items from only one sales order. If a dealer has multiple sales orders for a specific customer with multiple shipping addresses, that dealer must create multiple sales invoices, one for each sales order. In 8.5, line items from multiple sales orders can be added to a single sales invoice, even with different branches, ship-to s and tax codes, as long as the sales orders have the same bill-to information. Because sales invoices can now have more than one ship-to, these multiple ship-to s will come over from the sales orders upon fulfillment, or if a user is creating a sales invoice without fulfilling a sales order, they can add multiple ship-to records to the sales invoice, and assign each line item to one of the ship-to records. Revised: 04/04/ ECi e-automate - All Rights Reserved Page 12

13 Multiple Equipment Distribution New in version 8.5 is automated support for distributing costs across multiple equipment on a service contract that shares a common supply. For example, when you have a service contract with multiple equipment that all use the same supply you can now leave the equipment field blank when entering a supply order and simply enter the contract, supply item, and quantity you want to provide to the customer. When you click [QuickAdd] e-automate recognizes the configuration and displays the Item Distribution window where you can see the automated distribution of the quantity of supplies identified to the equipment on the contracts. This window also displays the last ordered date and quantity as well as the average monthly volume for the default meter for each equipment. Revised: 04/04/ ECi e-automate - All Rights Reserved Page 13

14 Ordered By Field on Sales Orders and Sales Invoices Currently, Sales Orders and Sales Invoices printed reports do not show the person from which the order was received. The report in version 8.5 now includes an Ordered By column on the sales invoice and sales order. Sales Order List Entered By Column Currently the Sales Order list view does not show who entered a sales order. An extra column has now been added to the Sales Order list view. This column shows the username of the user who entered the sales order. Revised: 04/04/ ECi e-automate - All Rights Reserved Page 14

15 Sales Item Detail Credit Hold Alert Currently, a user creates a sales order or invoice and uses the detail screen to add items. As items are added, the customer eventually exceeds their credit limit without a warning or notification to the user from within the Add Sales Order Item window. In 8.5, as items are added to the sales order/sales invoice detail window, when quantities, prices, and discounts are changed, the credit limit is evaluated and if the credit limit is exceeded, a warning displays on the detail screen. User Alert Invoices Associated with RMA Currently, when a user voids an invoice associated with a sales order or RMA order, they are prompted to confirm if they want to reopen the voided items on the order for future fulfillment. Only if the user recognized the displayed order number as an RMA number, would the user know that the invoice is tied to an RMA. Now when a user voids an invoice that is tied to a sales order or RMA order e-automate displays the Void Invoice Confirmation window stating that at least one order is an RMA. Users can then choose from the following two options: Re-open the voided items on the order for future fulfillment. Reverse the order shipments. Revised: 04/04/ ECi e-automate - All Rights Reserved Page 15

16 Item Yield Displayed on Sales Order Detail On the Edit Sales Order Item window you now see the copy yield assigned to the supply item that is being added to the sales order. If you are not using equipment supply order entry, it pulls the yield from the Copy yield field on the inventory item record. If you are using equipment supply order entry and you have designated a yield override when a related item is designated on the host equipment s base item, then the value in the Yield override is displayed in the Edit Sales Order Item window. Revised: 04/04/ ECi e-automate - All Rights Reserved Page 16

17 Service Contracts Billing Cycle on Deposit Based Contracts In prior versions of e-automate, a deposit based contract had to be depleted to either a specified balance or below zero for it to show up in the contract billing queue for rebilling. New in version 8.5 is the ability to put a billing cycle on a deposit based contract so that the contract can repetitively bill a deposit amount or time. This new functionality automatically recognizes any unused or remaining balance on the deposit based contract as revenue when the contract invoices for the subsequent billing cycle. Percent Based Miscellaneous Charges When entering miscellaneous charges on Installment based contracts you now have the ability to select whether you want to enter a miscellaneous charge as an absolute amount or as a percentage of the base, overage or lease amount charged. You can estimate your miscellaneous charge on just the base, overage or lease, or on the sum of the specified areas. Whether the system calculates based on the base, overage, or lease depends on what you select in the Bill with: region located on the right side of the Add Miscellaneous Charge window. Prior to version 8.5, you could only enter miscellaneous charges as absolute amounts. Revised: 04/04/ ECi e-automate - All Rights Reserved Page 17

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19 Contract Count Filter/Under Contract Filter There have been two new filter options added in the Equipment console in e-automate: Under contract and Contract count. You can now sort your equipment by those equipment that are under contract and by the number of contracts to which the equipment has been assigned. Multiple Contract Overage Cycles Currently, e-automate allows only one overage cycle per contract. In 8.5, customers can select a distinct billing cycle per meter group on a contract. Instead of setting up multiple contracts for the same piece of equipment to bill meters on different cycles, you can now bill meters from any cycle on the same contract. You can also specify the most frequent cycle at the contract header level on the meter group tab and exceptions for longer periods at the meter group level. Revised: 04/04/ ECi e-automate - All Rights Reserved Page 19

20 Service Contract Messaging Service Contracts now contain a messaging alerts system similar to the meter warnings for billing messages. These are Billing Queue Messages which can repeat and require acknowledgement. If the Require acknowledgement checkbox is checked, the contract cannot be auto-invoiced using the Auto Invoice Contracts task in e-agent. The Require acknowledgement checkbox is checked by default. The messages/alerts appear in the billing queue list and you can right-click on View Message to read and acknowledge the message to allow you to move the contract through the billing queue. Contract Proration Options Version 8.5 contains an Administrative Contract option that allows users to turn on or off the ability to allow base rate proration when adding and removing equipment on contracts. Revised: 04/04/ ECi e-automate - All Rights Reserved Page 20

21 Amortization Schedule for Equipment Leases A new amortization schedule is a new feature for 8.5. It displays interest charged per period as well as the principle per period. It also includes a pay down schedule for the duration of the lease. Contract Distribution Code Lease New in version 8.5 is the new Contract Distribution Code Lease. You use this new code to control the financial distribution of deferred and recognized revenue on contract leases. With this new code you can control the general ledger posting of pre-term lease revenue, post-term lease revenue, interest, and lease principal. Principal Balance: Maps to the asset account Lease Principal on the balance sheet. Revised: 04/04/ ECi e-automate - All Rights Reserved Page 21

22 Lease/Pre-term: Direct to automatically post pre-term interim rent to a specified account. This option is deferred-capable for cycles longer than a month, or to match your system settings. Post-term Lease: Direct to automatically post post-term rent to a specified account. This option is deferred-capable for cycles longer than a month or to match your system settings. Revised: 04/04/ ECi e-automate - All Rights Reserved Page 22

23 Interest: Direct to automatically post interest to a specified account. This option is deferredcapable for cycles longer than a month or to match your system settings. Principal/Receivable Sales Code Type Version 8.5 has added a new sales code type, Principal/Receivable, that is used in association with a non-stock inventory item to add or remove lease principle to subleases on service contracts. Revised: 04/04/ ECi e-automate - All Rights Reserved Page 23

24 Sales Orders Sublease The Sales Orders Sublease allows you to move equipment out of stock and transfer the principle balance of the equipment to the contract to be paid on the sublease. Accrual Adjustments An Accrual Adjustment is the conversion method for getting sublease principal balances onto existing contracts, or if you are keeping equipment in your inventory as a Fixed Asset and do not want a Sales Order removing the equipment from the contract. Revised: 04/04/ ECi e-automate - All Rights Reserved Page 24

25 Vendor Invoices Vendor Invoices are used to transfer an expense that a third-party leasing company is charging to you, but that you want to charge to your customer who has a contract with you. Revised: 04/04/ ECi e-automate - All Rights Reserved Page 25

26 Contract Principle Reconciliation Report The Contract Principle Reconciliation Report is used to reconcile your principle sub-ledger with your Balance Sheet. It is similar to the existing functionality of the Contract Deferred Revenue Reconciliation for accruals, but is reconciled by period and includes interest. Revised: 04/04/ ECi e-automate - All Rights Reserved Page 26

27 Service Dispatch New Columns to the Dispatch Console The Tech. number and Technician columns have been added to the Service calls for: area of the Dispatch Console. Adding these fields allows you to see which technicians are assigned to the calls without having to open each individual service call. Aggregate Labor Record Service Calls Prior to Assigning Billing Rules In prior versions of e-automate, if there were multiple labor records on a service call with the same activity code, e-automate applied the billing increment rules specified on the billing labor code to each labor record on the service call independently. Version 8.5 offers a new Service Calls option to enable the ability to aggregate labor records before applying the billing increment rules. Once the option is enabled, users can check the Aggregate labor records before applying billing increments checkbox on the Billing Labor Code to direct e-automate to sum the labor records by either activity code and rate or just the rate prior to applying the billing increment rules. Revised: 04/04/ ECi e-automate - All Rights Reserved Page 27

28 Bypass Meter Reading Requirement Currently a meter reading must be entered if the equipment is set up to require it on service calls in order to invoice the call. In 8.5, a user can now invoice a service call without entering a meter reading, even if it is required, using the new checkbox on Problem Codes, Bypass meter reading requirement. In addition, administrators can also configure activity codes to bypass the meter requirement on appropriate activity codes. Service Equipment Marking Meters as Billable and Valid Users now have the option to Mark meter reading as billable by right-clicking directly in the Meter Readings Region of the Meter Reading Console if the previously entered meter reading is a service call reading and is not billable. If the meter reading is not valid, users can chose to Validate meter readings to change the attributes of the meter reading making it valid. You use this functionality to make quick modifications to meter readings without having to open the Edit Meter Reading window. Revised: 04/04/ ECi e-automate - All Rights Reserved Page 28

29 People PO Field Length In previous versions of e-automate, the PO Number field on sales orders and service calls was limited to 15 characters. This field has now been extended to accommodate PO Numbers of up to 32 characters. This applies to PO Number fields as well as any corresponding fields, tables, and reports. In addition, the Blanket PO number field on the customer record has been expanded to accommodate 32 characters as well. Exempt Codes In version 8.5 the ability for customers to override exempt codes on a transaction has been added. When a customer is exempt from paying sales tax you are required to not only identify the customer as non-taxable, but you may also be required to identify the reason why the customer does not have to pay sales tax. To identify the reason you can assign an exempt code to sales tax exempt customers. The taxable status of a customer is initially configured on the customer record and can only be permanently changed from the customer record. The tax status identified on the customer record is inherited on all transactions assigned to the customer such as invoices, sales quotes, sales orders, contracts, service calls et cetera. Revised: 04/04/ ECi e-automate - All Rights Reserved Page 29

30 System Filtering on Lists and Codes There is now a QuickSearch filtering option on the Lists and Codes window. Streamlined Installation Included in version 8.5 is an install package that will apply to future releases of e-automate. When you are ready to upgrade to a future release you will download the package, install the package on the server and when a client connects to the server the client will recognize that it s a new version and will automatically update itself to the latest version. This version also contains one installer that installs e-automate, e-admin, and e-agent simultaneously instead of the two separate installers that you had to run previously. Revised: 04/04/ ECi e-automate - All Rights Reserved Page 30

31 Import Packages Occasionally our development team releases new versions/service packs of the software. You can also now import and install the latest updated builds of e-automate from within e-admin. You do not have to wait until the next big version release to be able to benefit from the latest fixes. Secondary List Sorting Version 8.5 includes a new feature that allows secondary list sorting. For example, you can click on the Amount column and order the list by that column, then click on the Customer Name column and it will order by the customer name but retain the amount column order so that the list is now ordered by the Customer Name column first and then by the Amount column. License Key Expiration Warning When your system license key is getting close to expiring, e-automate displays a notification alerting you that your license will expire in XX days. Revised: 04/04/ ECi e-automate - All Rights Reserved Page 31

32 When your license is going to expire in 30 days or less, your system administrator receives an notification and also encounters a popup window when logging into e-automate indicating the license is about to expire. notifications are sent once each day until the license is renewed or expired. If the license is going to expire in 7 days or less, any user logging into e-automate encounters a popup window indicating the license is about to expire. Admin Merge Utility Enhancements Currently, if an attempt to merge two records fails, the user receives an error message simply stating that the merge failed, but no other information is given. In 8.5, if a merge fails the user is presented with a list of reasons why the records cannot, or possibly should not, be merged. A list is also generated if the merge contains warnings that the user should be aware of. This new feature provides the user with sufficient information to complete the merge or bypass a warning without having to manually identify what issues prevented the merge. Revised: 04/04/ ECi e-automate - All Rights Reserved Page 32

33 Attachment Access in View Mode In prior versions of e-automate, users who had view-only access could not view attachments in view mode. In 8.5, users can now view the attachments in view mode, provided they have rights to do so. Users can add attachments three ways: directly from the screen being viewed, on the menu ribbon, and when right-clicking in the list view. Reports Contract Lease Revenue Report This report displays contract sub leases using filters specified by the user. It displays the subleases grouped and sorted by: Contract Type/Code, Customer, and Contract, in that order. For each equipment sublease the equipment number, model, serial number, lease start/end date, current month principal, current month interest, current month payment, current principal (current being principal for the next 12 months after the specified cutoff date), non-current principal (principal for greater than 12 months), total principal, current deferred interest (current being deferred interest for the next 12 months after the specified cutoff date), non-current deferred interest (deferred interest for greater than 12 months), total deferred interest, total periods for the loan, number of periods remaining for the loan, and the interest rate is displayed. Totals and subtotals are provided for the principal and deferred interest amounts for each customer and for the entire list. Revised: 04/04/ ECi e-automate - All Rights Reserved Page 33

34 Service Call Ticket Report to Include Sales Rep The Sales Rep contact information is now included on the Service Call Ticket Report and in Remote Tech. Business Status Report Enhancement Users can now run the Business Status Report by both date and period, so as to match the financial statements which are also run by date and period. Transactions from the financial statements now match up exactly with the Business Status Report when the report and statements are both run by period. e-admin Field Level Security Field Level Security is a new feature that controls user access to different fields in e-automate. There are three levels of field security from which you can choose. You can allow users to have the ability to edit certain fields, allow your users to only be able to view certain fields, or hide the fields from certain users' view completely. Field Level Security limits field access by security groups rather than by user. Field access is granted to the security group; any users that belong to the security group are subject to the field access configured to that security group. Users can be assigned to as many security groups as you want. The users are subject to all field level access applied to all groups to which the users are assigned. Revised: 04/04/ ECi e-automate - All Rights Reserved Page 34

35 e-agent Bulk Meter Estimation (Auto Invoice Contracts Task) In the Auto Invoice Contracts e-agent task you can now enable meter readings to be bulk estimated for the selected contracts when those contracts are being processed to invoice. Revised: 04/04/ ECi e-automate - All Rights Reserved Page 35

36 Auto Ship Sales Order Task You can now ship sales orders automatically using this new feature in e-agent. This task creates sales order shipments and prints the packing and picking reports to a printer. The warehouse filter allows you to filter by line items on a sales order so only items that ship out of warehouse X will print to printer Y. A separate task can be set up for each distribution center. Benefits of this task include eliminating the need for dealers to create the shipment record, and the ability to print to the appropriate printer. Once the shipment has been created, any FedEx/UPS integration can then write back to the shipment record with tracking information. Linked Parts Removed from Service Calls The notifications e-agent task is a new task that is intended to send s that have been queued by e-automate operations to inform intended recipients of various activities. This task is solely used to alert recipients that a linked item on a purchase order has been canceled. When a technician requests a part on a service call, a purchase order is then created for the requested item, and the item is linked to the service call for which the item was requested. If the technician goes in and cancels the part after the purchase order has been created and the item linked the item is either removed from the purchase order or unlinked from the service call depending on whether or not the item requested is ordered alone or in a group. Revised: 04/04/ ECi e-automate - All Rights Reserved Page 36

37 Auto Terminate Contracts An e-agent task has been added that auto-terminates a contract on its end date if the contract has been renewed. Using an advanced contract filter, users can include both metered and non-metered contracts and expire-by-clicks contracts. This new e-agent task replaces the administrative option available in contract options in prior versions of e-automate. e-views Interface Update Converted the prior version All Views List to System views which are views that are provided by Digital Gateway. These views cannot be modified; however, you can create customized views based on these system views. Added the following views: Revised: 04/04/ ECi e-automate - All Rights Reserved Page 37

38 Corporate: This category is where your admin can place the standard views they want your company to use. These views may be system views or customized views tailored to meet your company's specific needs. The Corporate category requires the correct rights to view and administrative rights to edit. Shared: Users can place views they have customized under this category to make those customized views available to others within their organization. Favorites: Users can place those views they use most often under this category. This category is specific to each user. Revised: 04/04/ ECi e-automate - All Rights Reserved Page 38

39 Added view tagging which provides you with the ability to quickly and easily locate specific views by the tag you assign to those views. The tag can be anything that helps you easily find the views to which you assign the tag. Added view categories which are e-views rights assigned on two levels. The first level is the rights to each view category (Corporate, Favorites, Shared, and System). In order to be able to use the different view categories, your admin must grant the proper e-admin rights for that category to the individual users or group of users. The second level is the rights to each area of e-automate to which the views apply. If a user has rights to a view category, they will only be able to access the views that pertain to the areas of e-automate to which they also have rights. Hides view that users access. These rights must be granted to users in order for those users to be able to have access to the different view categories in e-views. The ability to perform certain tasks for views listed under these categories depends on which rights you assign (View, Edit, Create, and Delete) to the view category. If a user does not have rights to a particular category that category and all views under that category will not be visible to the user. For example, if the user does not have the e-views (System) rights granted, the System category does not display in the e-views side panel toolbar. Revised: 04/04/ ECi e-automate - All Rights Reserved Page 39

40 The e-views filter allows you to search through all views to which you have access using any search criteria you want. Each category has its own filter field that you use to search through all views listed under that view category. You can use any search criteria you like being as vague or specific as you like. The same QuickSearch functionality that exists in e-automate exists within the individual views in e-views. However, the QuickSearch functionality is more robust in e-views. This is because there are significantly more fields available to search and you have the ability to customize which fields you want available in the QuickSearch dropdown menu list. New Views, Links, and Columns The Vendor Invoice Distributions view has been added to e-views, as well as the following columns: Contract Number Equipment number Associated Invoice number Coverage from Date Coverage to date The following links have been added to e-views: Service contracts to vendor invoice distributions Vendor invoice distributions to service contracts Service equipment to vendor invoice distributions Vendor invoice distributions to service equipment Customer invoices to vendor invoice distributions Vendor invoice distributions to customer invoices Revised: 04/04/ ECi e-automate - All Rights Reserved Page 40

41 Utilities Sales Tax Utility* The Sales Tax Utility is a new e-automate add-in product that provides users with the following functions: Calculates sales tax details from invoices in e-automate Determines the tax amount due to tax authority vendors Allows for adjustments Creates vendor invoices to pay sales tax liabilities The Sales Tax Utility is also able to identify exempt codes on tax exempt customers. The Sales Tax Utility offers more advanced reporting than the standard reports provided by e-automate. *This feature is an optional add-on product that must be purchased separately. Budget Utility* The Budget Utility is a new e-automate add-in product that provides users with the following functions: Review, update, and compare budgeted numbers against actuals Import and Export current and past budgets for review and modification Compare budgets from prior years as well as projected years The Budget Utility offers more advanced reporting than the standard reports provided by e- automate. *This feature is an optional add-on product that must be purchased separately. Revised: 04/04/ ECi e-automate - All Rights Reserved Page 41

42 User Management Utility The User Management Utility is an e-automate Add-In Tool that gives you the ability to manage e- automate security from within the e-automate client. When managing security from the client you do not have to remote to the e-automate server or log on directly to your e-automate server. You can use the User Management Utility to create users, groups and system templates. You can also configure permissions associated with users, groups and templates. Revised: 04/04/ ECi e-automate - All Rights Reserved Page 42

43 Meter Import Spreadsheet In version 8.5, the Import Meters spreadsheet has a new tab, in addition to the Meter Import tab, called Meter Import Advanced. The spreadsheet on the Meter Import Advanced tab includes a Group Results column, which is utilized when you want to record several meter readings for one equipment record. The Group Results column will populate with the meter group results of the import, and the Meter Results column will populate with the individual meter reading results within the group. Revised: 04/04/ ECi e-automate - All Rights Reserved Page 43

44 Transfer Accessories to Assembled Bin The Accessory Transfer Utility is a new e-automate add-in product that provides users with the ability to transfer a large number of accessories from the host s bin location to assembled bins at once. If you have the Assembled Bin Tracking functionality enabled in e-automate, all accessories associated with equipment are housed in a virtual bin within each warehouse in e-automate called an assembled bin. If you do not have the Assembled Bin Tracking functionality enabled, when accessories are transferred they are sent to the same warehouse and bin as the host item. If you only just enabled the Assembled Bin Tracking functionality you will have several accessories that need transferred from the host s bin location to assembled bins. You use the Accessory Transfer Utility to automatically transfer several accessories at one time to the assembled bins. AR Post Payments Spreadsheet Utility The AR Post Payments spreadsheet utility is an e-automate tool that provides the user with the ability to import customer payments based on bank-provided information, waive or accept overpayments and underpayments, and deposit the payment into the cashbook based on the batch number. Payments made by check can now be applied to a variety of Bill To customers in the spreadsheet. Revised: 04/04/ ECi e-automate - All Rights Reserved Page 44

45 Inventory Devaluation Utility The Inventory Devaluation Utility spreadsheet is a tool that provides you with a quick and easy way to update different inventory costs in e-automate, to a zero value on specific inventory items using inventory cost adjustments. The items you specify on the Inventory Devaluation spreadsheet will have the following cost information updated when you execute the devaluation: Item Valuation Cost: Updated to $0 for all warehouses. Entry is based on the Adjustment GL Account specified by the inventory code assigned to the Item. Revised: 04/04/ ECi e-automate - All Rights Reserved Page 45

46 Standard Cost: The Item record is updated to $0. Out Cost Group Code: Updated to the out cost group you specified on the Inventory Devaluation Utility spreadsheet. Item Custom Property Field: Updated with the date the Inventory Devaluation utility was processed. Revised: 04/04/ ECi e-automate - All Rights Reserved Page 46