File DRAFT MANUAL FOR DDT98 SOFTWARE VER Page 1

Transcription

1 DDT Pest Control Software DDT Pest Control Software File DRAFT MANUAL FOR DDT98 SOFTWARE VER. 3.0 Page 1

2 DDT Pest Control Software License Agreement License Agreement PLEASE READ THIS DOCUMENT CAREFULLY BEFORE USING THIS SOFTWARE By using the enclosed computer program ("Software"), you agree to become bound by the terms of this license. If you do not agree to the terms of this license, do not use the Software and promptly return the package within 10 days to the place where you obtained it for a refund. This Software is licensed, not sold to you by DVS Systems ("DVS Systems"), owner of the product for use only under the terms of this License, and DVS Systems reserves any right not expressly granted to you. 1. License. This License allows you to: (a). Use the Software only on a single microcomputer at a time, except the Software may be executed from a common disk shared by multiple CPUs provided that one authorized copy of the Software has been licensed from DVS Systems for each CPU executing the Software. DVS Systems does not, however, guarantee that the Software will function properly in your multiple-cpu, multi-user environment. The Software may not be used with any gateways, bridges, modems, and/or network extenders that allow the software to be used on multiple CPUs unless one authorized copy of the Software has been licensed from DVS Systems for each CPU executing the Software. (b). Make one copy of the Software in machine readable form solely for backup purposes. The Software is protected by United States copyright law. You must reproduce on each copy the copyright notice and any other proprietary legends that were on the original copy supplied by DVS Systems. 2. Restrictions Page i

3 DDT Pest Control Software License Agreement You may not distribute copies of the Software to others or electronically transfer the Software from one computer to another over a network and/or zone. The Software contains trade secrets and to protect them you may not decompile, reverse engineer, disassemble, crossassemble or otherwise change and/or reduce the Software to any other form. You may not modify, adapt, translate, rent, lease, loan, resell for profit, distribute, network, or create derivative works based upon the Software or any part thereof. 3. Termination. This License is effective until terminated. This License will terminate immediately without notice from DVS Systems if you fail to comply with any provisions of this License. Upon termination you must destroy the Software and all copies thereof. You may terminate this License at any time by destroying the Software and all copies thereof. 4. Export Law Assurances. You agree that the Software will not be shipped, transferred or exported, directly, into any country prohibited by the United States Export Administration Act and the regulations thereunder nor will be used for any purpose prohibited by the Act. 5. Limited Warranty, Disclaimers, Limitation of Remedies and Damages. DVS SYSTEMS WARRANTY ON THE MEDIA, INCLUDING ANY IMPLIED WARRANTY OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE, IS LIMITED IN DURATION TO THIRTY (30) DAYS FROM THE DATE OF THE ORIGINAL RETAIL PURCHASE OF THIS PRODUCT. AFTER THAT PERIOD, IF A DISK FAILS TO WORK OR IF A DISK BECOMES DAMAGED, YOU MAY OBTAIN A REPLACEMENT DISK BY RETURNING THE ORIGINAL DISK AND A CHECK OR MONEY ORDER FOR $5.00, FOR EACH REPLACEMENT DISK, TOGETHER WITH A BRIEF NOTE OF THE EXPLANATION AND A DATED SALES RECEIPT, TO DVS SYSTEMS Page ii

4 DDT Pest Control Software License Agreement P.O. BOX 2224 PONTE VEDRA BEACH, FL THE REPLACEMENT WARRANTY SET FORTH ABOVE IS THE SOLE AND EXCLUSIVE REMEDY AGAINST DVS SYSTEMS FOR BREACH OF WARRANTY, EXPRESS OR IMPLIED, OR FOR ANY DEFAULT WHATSOEVER RELATING TO THE CONDITION OF THE SOFTWARE. DVS SYSTEMS MAKES NO OTHER WARRANTIES OR REPRESENTATION, EITHER EXPRESSED OR IMPLIED, WITH RESPECT TO THIS SOFTWARE OR DOCUMENTATION, ITS QUALITY, MERCHANTABILITY, PERFORMANCE OR FITNESS FOR A PARTICULAR PURPOSE. AS A RESULT, THIS SOFTWARE IS SOLD WITH ONLY THE LIMITED WARRANTY WITH RESPECT TO DISKETTE REPLACEMENT AS PROVIDED ABOVE, AND YOU, THE OWNER, ARE ASSUMING ALL OTHER RISKS AS TO ITS QUALITY AND PERFORMANCE. IN NO EVENT WILL DVS SYSTEMS OR ITS DEVELOPERS, DIRECTORS, OFFICERS, EMPLOYEES, OR AFFILIATES BE LIABLE FOR DIRECT, INCIDENTAL, INDIRECT, SPECIAL, OR CONSEQUENTIAL DAMAGES (INCLUDING DAMAGES FOR LOSS OF BUSINESS PROFITS, BUSINESS INTERRUPTION, LOSS OF BUSINESS INFORMATION AND THE LIKE) RESULTING FROM ANY DEFECT IN THIS SOFTWARE OR ITS DOCUMENTATION OR ARISING OUT OF THE USE OF OR INABILITY TO USE THE SOFTWARE OF ACCOMPANYING DOCUMENTATION EVEN IF DVS SYSTEMS, AN AUTHORIZED DVS SYSTEMS REPRESENTATIVE, OR A DVS SYSTEMS AFFILIATE HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGE. DVS SYSTEMS MAKES NO REPRESENTATION OF WARRANTY REGARDING THE RESULTS OBTAINABLE THROUGH USE OF THE SOFTWARE. NO ORAL OR WRITTEN INFORMATION OR ADVICE GIVEN BY DVS SYSTEMS, ITS DEALERS, DISTRIBUTORS, AGENTS, AFFILIATES, DEVELOPERS, DIRECTORS, OFFICER, OR EMPLOYEES SHALL CREATE A WARRANTY OR IN ANY WAY INCREASE THE SCOPE OF THIS WARRANTY. SOME STATES DO NOT ALLOW THE EXCLUSION OF LIMITATION OF IMPLIED WARRANTIES OR LIABILITIES FOR INCIDENTAL OR CONSEQUENTIAL DAMAGES, SO THE ABOVE LIMITATION OR EXCLUSION MAY NOT APPLY TO Page iii

5 DDT Pest Control Software License Agreement YOU. THIS WARRANTY GIVES YOU SPECIFIC LEGAL RIGHTS, AND YOU MAY HAVE OTHER RIGHTS WHICH VARY FROM STATE TO STATE. 6. Copyright Notice. THE SOFTWARE AND ACCOMPANYING MANUAL ARE COPYRIGHTED WITH ALL RIGHTS RESERVED BY DVS SYSTEMS. UNDER UNITED STATES COPYRIGHT LAWS, THE SOFTWARE AND ITS ACCOMPANYING DOCUMENTATION MAY NOT BE COPIED, IN WHOLE OR IN PART, EXCEPT IN THE NORMAL USE OF THE SOFTWARE OR TO MAKE A BACKUP COPY FOR ARCHIVAL PURPOSE ONLY. ANY OTHER COPYING, SELLING OR DISTRIBUTING THIS SOFTWARE IS HEREBY EXPRESSLY FORBIDDEN. Page iv

6 DDT Pest Control Software Table of Contents Table of Contents Menu Items Name... 3 Company (Number or Letters)... 3 Street... 3 City... 3 State... 3 Zip... 3 Phone... 3 Access code... 3 Data Path... 4 Password... 4 OK (Push button)... 4 Cancel (Push button)... 4 Open Company... 4 Printer Setup Menu Choice Preferences... 6 Lock data Files... 6 Exit... 7 Editing and Navigation... 8 Next button... 8 Prev button... 8 Edit button... 9 Insert button... 9 Page v

7 DDT Pest Control Software Table of Contents Delete button... 9 Undo button Customer Information ID Sort View by Name Street, City, State, Zip Service Area Home Phone Work Phone Account Status Start Balance Start Date Last Bill, Date On Account, Last Updated Balance Due Aging Memo Canceled, Date Print Statement Icon History push button ReCalc push button ID Name, Street, Local, City, Zip, State, Home and Work Phones Area (Any number or letter combination) Route (Any number or letter combination) Service Month ( OND) Service Weeks (WK 1-5) Page vi

8 DDT Pest Control Software Table of Contents Service Day (Day 1-7) Total Apps (Total Applications) Anniversary Date (Date Format) Cx d, Cx Date (Check Block & Date) SalesMan (Any number or Letter) % Comm (Percent Commission) Total (Total Commission) Expires (Commission expires) Service (Pick List) Chemical (Pick List) SqFt/Units (Number) Unit Cost (Number) Tax Rate (Number) Discount (Number) Last Service (Calculated) Next Service (Calculated) Cost/Application (Cost/App Number) Total (Computed) Billing Information Pay Plan (Pick List) Bill Amount (Calculated) Bill Months ( OND) Service Tickets Auto Edit View By Customer ID Date Show Outstanding Show Completed Page vii

9 DDT Pest Control Software Table of Contents Column titles ID (Any number or Letter) Date Sched (Date) Date Comp (Date) Reference, Chemical, Pay Plan, Technician (Lists) Service Cost + Tax (Number, Pre-filled) Tax (Number) Time In, Time out (Time) Posting Payments View by Customer ID Date Column titles ID Date (Date) Amount Received (Number) AR Amount (Number) Payment Number (Pmt Number - Number) Payment Method Method (Numbers or Letters) Adjustments Calendar Bills ID (Numbers or Letters) Name, Street (Numbers or Letters) Page viii

10 DDT Pest Control Software Table of Contents Area, Route (Numbers or Letters) Service Month, Service Week Service, Chemical (Pick Lists) Process (Button) Accept (Button) Cancel (Button) Lists Service Menu Choice Service Type (Numbers or Letters) Service Code (Numbers or Letters) Unit Cost (Number) Chemicals Menu Choice Chemical (Numbers or Letters) Code (Numbers of Letters) Unit Cost (Number) Payment Plans Menu Choice Pay Plan (Numbers or Letters) Periods/Year (Number) Technicians Menu Choice Technician (Numbers or Letters) Code (Numbers or Letters) Reports Deposit Summary Page ix

11 DDT Pest Control Software Table of Contents Daily Sales New Starts Cancelled Services Mailing Labels Windows Page x

12 DDT Pest Control Software File Menu Items Page 1

13 DDT Pest Control Software File File Company Info Menu Choice Selecting Company Info from the main menu allows you to enter your own company information into the program. The following window will appear. Page 2

14 DDT Pest Control Software File Name Once this form is completed and closed, your company name will appear at the top of the screen above all windows Enter your name here. Company (Number or Letters) Street Enter the name for your company here. Enter your street or Post Office Box Number. City Enter your City. State Enter your State. Zip Enter your Zip code. Phone Enter your phone and Fax numbers. Access code Page 3

15 DDT Pest Control Software File Enter the Access code provided with your program. This code is required after the end of your trial period. Data Path Password The data path is the directory location where all database and report files are located. Each company is required to have a separate data path for its files. If you select password, a password box will appear allowing you to enter your password for access to files. OK (Push button) window and returns to the previous screen Pressing this button accepts the data in the company Information. Cancel (Push button) This button will end editing and close this window. Any changes made will be canceled. Open Company Page 4

16 DDT Pest Control Software File This dialog box allows the user to add an additional company or select an existing one. Pressing OK will close all windows for the existing company and open the highlighted company for use. Pressing ADD will open the Company Information screen with blank fields for entry of a new company. Printer Setup Menu Choice If you select this entry, a dialog box will appear with your current window printer choice, and available options which you can change. Printers which appear in this window are controlled by Windows and not this program. See the Windows Control panel in Program Manager for information on how to add or remove windows printers. Backup Data Menu Choice Page 5

17 DDT Pest Control Software File Selecting this entry will copy all database files for your company to the local backup directory. This directory is located one level below your current company directory. You should use this feature DAILY. Preferences Allows for setting passwords, printer selections, and adding other windows programs to your menu. Lock data Files Page 6

18 DDT Pest Control Software File Selecting this option allows you to lock your previous entries by date. This will prevent inadvertent changes to data and billing information. For example, if payments were locked with a date of 06/15/97, entries made earlier than that date could not be changed. This option is password protected. Exit Select EXIT and the program will terminate. You will return to the Windows Program Manager. Page 7

19 DDT Pest Control Software File Editing and Navigation Records are groups of data which pertain to a specific customer or function. Each customer for example, has a single account record, holding their current balance, aging, opening balance, etc. When you view a customer in a window such as Customer Information, the screen is filled with one record worth of data. Some Windows show your data in lists, where more than one record is visible on screen at once. A good example is the Payments Window. Using the keys on this type of form usually causes the cursor to move up or down the screen to the selected record. You should think of your files as lists of customers. The commands in this section will move you up or down the list, allow you to change data on a line in the list, or forget the changes you have made to a line (record) on the list. Next button Moves you to your next customer or item displayed. If you are at the bottom of your file, the command is ignored. Prev button Moves you to the customer prior to what you are Page 8

20 Records currently viewing. If you are at the top of your file, this command is ignored. Edit button When you first open a data file, it normally is presented in a viewing mode only. This is to prevent inadvertent keystrokes from changing or deleting your data. The program also operates quicker when you only view your data. Selecting Edit Mode allows you to change the data on the screen, but it also "locks" the information so no one else can make changes to the same Customer (record) until you are through with your own changes for the customer. Insert button This selection places a blank record for you to begin entering new information on. It is normally used when you wish to add new customers, new services, tickets, etc. You must be in edit mode to use this feature. Delete button This selection will permanently delete the customer or data record currently in view or highlighted on your list. Use it sparingly, as the only way to recover deleted information is to retype it or copy it from your backup files. You must be in edit mode to use this feature. Page 9

21 Records Undo button If you have not saved your changes to the record you are on (usually by ending edit or moving off the record you are editing), you can return it to its initial values before you started making changes. This feature is available only if you are in edit mode and your changes have not been posted (written) to your permanent data files. Page 10

22 DDT Pest Control Software Activities Activities The activities pull down menu provides access to the most commonly used items in the program. It provides access to customer account histories, contract services, billing, payments and adjustments, and service tickets. Customer Information Page 11

23 DDT Pest Control Software Activities The Customer information screen was designed to allow easy access to all information which applies to a specific customer. From this screen, you have access to the current billing amounts including aging, service, payment and adjustment histories. A memo area allows you to keep a up to date notes for your customers accounts, as well as service agreement information. Page 12

24 DDT Pest Control Software Activities ID Sort 7 digit unique number assigned to each customer. It may consist of letters or numbers. Upper and lowercase letters are considered as different letters. (i.e., case sensitive). Used for creating alphabetical listings of customers. It is recommended that you adopt a standard format suitable for your company, such as last name, first MI. View by Allows you to view your customers in the order specified. This includes by ID, Alphabetical, by street, and by phone number. Name A name you would normally use when mailing information to your customer's billing address. This field is used for all bills and labels. An example would be Mr. John Smith. A first name - last name format is recommended. See SORT field information above for using a last name - first name type of format. Page 13

25 DDT Pest Control Software Activities Street, City, State, Zip Your customer's billing city address, including the 9 digit zip code. Service Area A reference which identifies the physical account or area you are referencing for the bill. Home Phone Your customer's home or primary phone number. Work Phone Your customer's work or secondary number. Account Status Start Balance Start Date This is the customer's beginning balance when you first begin using DDT. For most new customers, this entry is normally zero. If you are transferring records to the program from other sources, such as paper customer files or other pest control programs, entering their existing balance including the total of past due amounts. (aging) This date indicates when a customers account is Page 14

26 DDT Pest Control Software Activities opened in the program. Aging and other account totals will use this date for reference. Last Bill, Date This is the amount of the last bill printed for the customer. On Account, Last Updated The account total for your customer. It includes the Opening balance, payments, credits, adjustments, and services completed (not services scheduled). This total is updated after any account activity is posted. It is designed to show you the actual customer's balance to the date indicated. (Similar to credit balance on your credit card statements). Balance Due Aging Memo This is the total amount that the customer is billed based on services provided and payment plans selected. If the customers service payment plans are all Bal Due, this field should match the ON ACCOUNT amount. Accounts are aged based upon what is billed to the customer, and do not include services which have not been completed. Payments are automatically credited against the oldest aging balance. Page 15

27 DDT Pest Control Software Activities Memo is an area reserved for private notes and information concerning your customer. It is unlimited in length. Unlike service notes (see contracts), the memo notes are not printed on a customer s statement. Canceled, Date This is a check block to indicate when a customer is no longer to be billed or has canceled their account. The date is supplied for your reference only. Customers will not be billed if this block is checked, even if they have an outstanding balance. Please note that you need to also cancel the customers services (See Contracts and Services in the next section) to prevent scheduling services in the future. Please note that canceling or deleting a customer does not remove accounting data from the files. Print Statement Icon Brings up the print statement dialog box with the current customer selected. Use this to print a single statement for the customer in view. If you wish to print a bill even though their is nothing currently due, check the INCLUDE ZERO BALANCES box. Page 16

28 DDT Pest Control Software Activities History push button A listing of services which have been scheduled and/or completed for your customer. A detailed summary of different account credits and charges is listed at the bottom of the window. Click on the print icon and a detailed account summary will be printed for the customer. Page 17

29 DDT Pest Control Software Activities Contracts push button Page 18

30 DDT Pest Control Software Activities This is a summary listing of contracts and services which have been entered into the computer using the Contracts and Services screen. ReCalc push button Although customer accounts are automatically updated when posting information, netw ork file locking can sometimes cause the customer you are viewing to not update. Pressing this button manually recalculates the customer s entire account including aging. Contracts and Services Page 19

31 Contracts and Services Page 20

32 Contracts and Services The Contracts and Services form contains the data that identifies a service address, type of service, chemicals, property descriptions, service and billing schedules, routes, and other information which governs what services and sales a customer is to receive. When you finish entering a customer on this screen, data will be entered into the accounting files for billing to automatically occur. Each individual service a customer receives is reflected on a single Contracts and Services form. If a customer has more than one service, then there will be more than one Contracts and Services form for that customer. ID This is the Customer ID as assigned in the Customer Information Screen. Remember that you can assign multiple contracts and services to the same ID. After you enter and ID on an existing customer in the Customer database, the Billing Add ress and related information is automatically copied into the appropriate service address fields. You may type over this information if the Service Address is different than the Billing Address. Page 21

33 Contracts and Services NName,Name, Street, Local, City, Zip, State, Home anname, Street, Loca Phones Information in these fields relates to the SERVICE ADDRESS, and may not necessarily be the same as the BILLING ADDRESS listed on the Customer Information Window. Area (Any number or letter combination) Customers can be grouped by geographical areas for service scheduling and reporting. Enter a name which is easy to remember or group your customers by. Route (Any number or letter combination) This field allows another grouping by geographical area or route assignment. This field is alphanumeric, which means if you number your routes, "1" is different than "01". You can also put subdivision, street, or other information which can help you organize your customers. Service Month ( OND) This field identifies which months of the year servicing is supposed to occur. The first 9 months are listed as numbers, with October, November, and December listed alphabetically as O, N, and D respectively. For example, if someone was scheduled for quarterly service beginning in Page 22

34 Contracts and Services January, you would enter "147O" for January, April, July, and October. If you wanted to schedule someone for lawn service only during the summer months, you would enter only the months desired for the service. For another example, an annual flea treatment scheduled for March, would be entered as "3". Service Weeks (WK 1-5) This is a number which indicates which week of the month you wish to perform service. It can be any combination of numbers from 1 to 5. Service Day (Day 1-7) This is a number or combination of numbers for which day of the week you wish to schedule service for. It can also be a single number or combination of numbers for service days. It is up to you to decide which day of the week should be day 1, but remember most people think that the first day of any week begins on Sunday. Total Apps (Total Applications) This is the total number of applications or services you expect to apply within the next year. For monthly services, it should be 12. For quarterly, it should be 4. Page 23

35 Contracts and Services Anniversary Date (Date Format) Indicates what date this contract or service was first established with the customer. This date is later used to determine when service contracts need to be renewed. Cx d, Cx Date (Check Block & Date) Check this block and fill in the date when a customer no longer needs this service. This will prevent services from being scheduled in the future. Do not use this block to cancel customers from the system. Use the Cancel block in the Customer Information window instead. SalesMan (Any number or Letter) Utilize this field to indicate who gets credit for this particular sale to the customer. % Comm (Percent Commission) Enter the total commission percentage the salesman is to receive. Total (Total Commission) Enter the total dollar amount of the commission. Expires (Commission expires) Page 24

36 Contracts and Services Enter the date for when the commission period expires. The commission period is based on company policy, but in general, it is a length of time for which the customer must remain with your company. If the customer cancels before the commission period expires, a report is generated. (See commission reports). Service (Pick List) This is a drop down list of your available services. Available services are entered in the Services Window via the LISTS menu choice. You must pick from the list as typing in new entries not on the list will not be accepted by the program. Use Alt-Down Arrow to view all selections available. Chemical (Pick List) This is a drop down list of all chemicals available from your Chemicals List, entered via the LISTS menu choice. It functions in the same manner as the Service Pick List above. SqFt/Units (Number) Enter a reference for the number of square feet for the property or the number of total '"units" you are referring to. For example, if you have 2300 square feet of grass to treat, enter "2300" in this block. As another example, if you are selling 3 bags of fertilizer, enter "3" in this block. Page 25

37 Contracts and Services Unit Cost (Number) This number is used with the SqFt/Units number above and helps determine the final cost of the service. If your grass treatment costs.01 cents/sqft, enter ".01" in this block. If your fertilizer sells for 8.95/bag, enter "8.95" in this block. As a default, the program automatically copies the cost/unit from the Services List (See LISTS). Tax Rate (Number) Enter a decimal number here for sales tax to be automatically computed into the cost of the application. 6% is entered as ".06". Discount (Number) If you wish to give the customer a discount from your regular prices, enter that amount here. 10% is entered as ".10". Last Service (Calculated) This field is automatically updated whenever a scheduled service's completed date is filled in on the Service Ticket Window. Next Service (Calculated) This field is automatically computed based on your service months, weeks, and days. Page 26

38 Contracts and Services Cost/Application (Cost/App Number) This is a calculated field which may be overridden by you. The calculation is normally (SQFT/UNITS * UNIT COST)* (1+ %TAX-%DISC). It is designed to give you an idea of what you should charge your customer for service. It does not take into account other factors which may increase or decrease the total cost of the service, which is why you are allowed to type over the computed amount and enter your own if necessary. Total (Computed) This is the total cost for a service for a years period. It is the calculation of TOTAL APP*COST/APP. Billing Information There are generally two different ways in which to bill you customers. One is Balance due, where a customer pays for services as they occur. The other is CONTRACT billing, where a customer pays over a given period of time for services which may occur as little as once per year. In reality, CONTRACT billing extends credit to your customers. An example of CONTRACT billing is where a customer receives a once a year flea treatment at a cost of $240.00, but pays monthly $20.00 for the next year (12*$20.00=$240.00). Pay Plan (Pick List) Page 27

39 Contracts and Services Select a plan from this list of how you wish to bill your customer. The computer will automatically look up the number of billing periods/year from your BILLING List (See LISTS) and divide your Total (from above) by this number. If your billing plan is "Bal Due" (used for balance due or pay as you go customers), no calculation occurs. Bill Amount (Calculated) If the billing periods/year are not "0", this number is normally the Total for the year divided by the Billing periods/year. If you are billing your customer on a balance due basis, with a period of 0, the Cost/App amount is entered here. Again, you may override these calculations and enter your own amount if you wish. Bill Months ( OND) Enter a month for when you want to have CONTRACT bills automatically sent to your customers. If you want to have your customers billed monthly, enter" ond" to produce a contract bill for each month of the year. For Quarterly billing, enter "147O" or whatever months you wish to bill. Balance Due billing or other billings methods with Periods/year set to "0" ignore this field, and will automatically bill whenever a service requiring payment is performed. PLEASE NOTE THAT THE BILLING PERIODS AFFECT ONLY BILLING, AND HAVE NOTHING TO Page 28

40 Contracts and Services DO WITH SCHEDULING SERVICES! Page 29

41 Service Tickets Service Tickets The Service Ticket entry and editing window is used to enter completion dates for scheduled services. Whenever you schedule a service using the program's automatic scheduling features, basic data for the service is placed in the ticket file. This includes the date scheduled, the customer's ID number, name of the service, and cost. Once a Page 30

42 Service Tickets completion date is entered, the record is posted and the customer's account files are a utomatically updated. If necessary, services can be manually entered on this screen without scheduling them. Service Tickets are presented in list format, with one service ticket per line. Auto Edit View By The top of the screen displays viewing options and contract and services information from which the highlighted ticket refers to. If you find this to be blank for a particular ID, it means there is no related contract to the Service Ticket line you are on. When checked, allows posting of tickets without having to select edit from the navigation menu for each ticket. When this screen first appears, the tickets are presented in viewing format only. (This prevents inadvertent changes and deletions). Customer ID Date This is the default viewing preference. Service tickets are listed and grouped by the customer s ID number. Page 31

43 Service Tickets This option presents service tickets in date order. In addition, when this option is selected, it is possible to filter for outstanding or completed tickets, or both. Show Outstanding If view by date is selected, only tickets with blank date comp entries are shown. Show Completed If view by date is selected, only tickets with date comp filled in are shown. Column titles ID (Any number or Letter) This is the customer's ID number, and it is normally placed in this field whenever the service is automatically scheduled. Date Sched (Date) This is the date when the service was scheduled, and is normally the computer date when the automatic scheduling function was used. Date Comp (Date) When a service is completed, you need to enter the completion date in this field. This date will appear on the customer's invoice when they are billed. Page 32

44 Service Tickets Reference, Chemical, Pay Plan, Technician (Lists) This data is normally copied from the contract and services file. Some of these fields are capable of looking up data from your lists. To perform such a look up, press CTRL -Spacebar while the cursor is in one of these fields. You will be able to pick from a possible list of entries. You will not be able to advance to the next field if the entry does not match what is in the respective List file. The REFERENCE column later appears as a memo in your bills to your customers. Service Cost + Tax (Number, Pre-filled) This is the total cost, including taxes if applicable, for the service. You may type over this number if you wish. Tax (Number) This is the total amount of the taxes included in the previous field. Time In, Time out (Time) Posting These fields are utilized for tracking time in the field if you wish. Tickets are automatically posted at the end of each line when editing, deleting or adding completed Page 33

45 Service Tickets tickets. The date comp column must contain a date. It is also performed when you close the Service Ticket window, just in case you forget. You can also post a ticket without moving to another line by using the accept changes button on the navigation menu. Page 34

46 Payments Payments The Payment entry Window is where you enter check, cash, or credit card payments for your customer. The top of the screen will fill in once the customer's ID number has been entered and you advance to the next field. Like the service ticket Page 35

47 Payments View by window, this screen has one line reserved for each payment received. Customer ID Date Selecting this option lists and groups payments by the customer s ID number. Lists and groups payments by the date received. Column titles ID Enter the customer's ID number. If the customer is on file, the top of the screen will fill with the customer's name, street, and current account information. Date (Date) This is the date which will appear on the customer's statement showing the payment being received. Amount Received (Number) This should be the total amount of the payment. Page 36

48 Payments AR Amount (Number) This is the total amount you want to credit the account for. In almost all cases, it is the same as the Amount received. Payment Number (Pmt Number - Number) Use this for reference. It generally contains the check number. Payment Method Use this for reference. It may be cash, check, or any other method you wish to type in. Method (Numbers or Letters) Enter a description of how they payment was made, usually check or cash. Adjustments Page 37

49 Payments Calendar Bills Page 38

50 Payments Page 39

51 DDT Pest Control Software Scheduling Services Scheduling Services The Schedule Service Window allows you to quickly schedule services for groups of customers or a single customer. When a field in the form is filled out, the Contracts file is searched for matching information, and those customer records that do match are add ed to the Servic e Tic ket f ile for printing and processing. Page 40

52 DDT Pest Control Software Scheduling Services This window is a query form. Query forms accept partial data and search database files for matches to your "Question". For Example, if the only entry you placed in the Schedule Service Window was a "Lawn Spray" service in the Service field area, any Contract which had a service field entry of "Lawn Spray" would be scheduled. If you were to place a customer's ID number in the ID field area along with "Lawn Spray" in the Service field, the Contact file would be searched for records which match the customer's ID field and Service field, thus scheduling "Lawn Spray" for only the specific customer listed in the ID field. As another example, suppose you wanted to schedule all "Household Pest" services for a service route named "01", which needed to be serviced in the 2nd week of August. You would select "Household Pest" for the Service field, enter "01" in the Route field, enter "8" in the Service Month field, and a "2" in the Service Week field. Please note that if no entries are made in the Schedule Service Window that no services will be scheduled for anyone. At a minimum, one field entry is required for a search to be initiated. ID (Numbers or Letters) Enter a valid Customer ID from your contract files Page 41

53 DDT Pest Control Software Scheduling Services Name, Street (Numbers or Letters) Enter matching values you know are in your Contract and Services files. Area, Route (Numbers or Letters) If you wish to schedule a specific Area or Route, enter a matching value from your Contract and Services files for the specific area desired. Service Month, Service Week If you wish to restrict the search to specific service times, enter the appropriate data in these fields. See the Contract and Services Window description for the data formats for Service Months and Weeks. Service, Chemical (Pick Lists) Select the type of service or chemical from these lists you wish to schedule. Chemical Scheduling along with routes can be very advantageous if you use chemical trucks. Process (Button) Selecting this button begins the Query. When the button "pops" out. The appropriate work has been scheduled, and should be visible in the Window. Accept (Button) Page 42

54 DDT Pest Control Software Scheduling Services After selecting your services, they appear as a list in the window for your review. They are not scheduled however until you press this button! Once this button is pressed, service tickets are placed in the Service Ticket File. Cancel (Button) Aborts the scheduling process, discards any pending services not yet accepted, and closes the Schedule Service Window. Page 43

55 Lists Lists The Lists menu contains basic company billing, Chemical, Technicians, and supplied services choices. These list should be initially filled out when you set up your program. All Windows in this section display their data as Page 44

56 Lists lists. That means one record is displayed on each line. Other Windows in the program will have drop down list windows (called Pick Lists) which reference the Service Window. Service Menu Choice When you set up your program, you need to identify those services you wish to offer to your customers. As you enter contracts, services, and schedule services, you will find yourself continually referencing your services list. Selecting Service will display the following : Page 45

57 Lists Service Type (Numbers or Letters) Enter a unique description for the type of service you wish to offer. Service Code (Numbers or Letters) This is a unique code for your service. It is used when you want to refer to the Service type without using the descriptive name. It sometimes will appear on forms where there is insufficient room for the entire name. Unit Cost (Number) Enter the cost/unit of sale for your Service Type. For example, if you charge $75.00 for a termite inspection, its unit cost is $ If you charge $0.02 per sqft to spray a lawn with dursban, the unit cost is $0.02. Unit costs are important because they are used by other parts of the program, such as calculating the total cost of a customer's contract in the Contract and Services Window. Chemicals Menu Choice Page 46

58 Lists Chemical (Numbers or Letters) Enter a unique description for the type of chemical you use Code (Numbers of Letters) This is unique code for your chemical. It is used similarly to the Code field for Services. Unit Cost (Number) See the description for unit cost for the Services List. Chemical Unit costs are not currently used by Page 47

59 Lists the program, but may be in the future when inventory control is introduced. Payment Plans Menu Choice This list allows you to set up your billing options for all of your customers. All customers will use at least one of the billing plans you place on this list. Pay Plan (Numbers or Letters) Enter a description which easily identifies the type of billing plan to your customers. Periods/Year (Number) Enter the number of times you wish to periodically bill your customer. Pay as you go customers generally fall into a balance due category, with no Page 48

60 Lists periodic billing cycle. Enter 0 for this type of customer. All other types of billing plans should have a number greater than or equal to 1. For example, if you have a customer who wishes to be billed 12 times a year for his termite inspection, create a monthly billing plan with 12 periods/year. Be careful though. If you have a customer with Monthly yard service and he pays when the service is completed, assign him to a Bal Due pay plan with 0 periods/year. Under this method he will be billed only when the services are completed. If you assigned him to a Monthly payment plan instead, he would be billed 12 times a year even though the services may not occur (for whatever reason). Technicians Menu Choice Page 49

61 Lists There are Windows in the program which allow you to indicate who has performed a particular service, or give credit for a sale to a customer. This is the list from which you choose. Technician (Numbers or Letters) Enter your employees name. Code (Numbers or Letters) Enter a unique code number for this employee. Reports Page 50

62 Lists Route Summary Page 51

63 Lists Deposit Summary Page 52

64 Lists Daily Sales Commissions Page 53

65 Lists New Starts Cancelled Services Page 54

66 Lists Mailing Labels Page 55

67 Lists Windows Page 56