QuickService Software Training. Equipment Tracking

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1 QuickService Software Training Equipment Tracking 1) When first purchasing a new piece of equipment, most companies give each piece of equipment an ID number. QuickService uses the Unit ID for that ID. To set up of the Unit ID numbering, click on Setup Preferences System Numbering Equipment Unit ID. Purchasing & Receiving Equipment Rental Contracts Closing a Rental Contract Selling Equipment Rental Contract Work Tickets and Invoices Equipment & Rental Contract History

2 2) To purchase a new piece of equipment and bring it into inventory, create a new Purchase Order.

3 3) On the PO, add a Vendor and select the correct piece of equipment. Adjust the Unit Amount (purchase price) as needed.

4 4) On the Purchase Order, enter additional information about the equipment in the custom fields. This will be printed as an inspection sheet when the equipment is received. To create custom fields for Purchase Orders, click Setup Preferences System Options Custom Field Setup (shown in the second screenshot below).

5 5) In Field 1, QuickService assigned unit ID T-1005 (see screenshot below). To receive the new equipment, from the PO screen click the Receive button along the right-side of the screen. The PO Receive screen opens. Type the Vendor Invoice ID on the top and click Receive Selected Items.

6 6) Enter any specific Vendor Invoice information and click Save. Click on the Custom Fields box for that piece of equipment and enter specific equipment information like Equipment Type, Serial Number and Meter Hours & Date in the new window that opens.

7 7) Now the Equipment is in the Equipment Warehouse and visible from the QuickService Equipment Tracking screen. Make sure that there are two separate equipment warehouses in QuickService: Equipment Rentals and Equipment Sales. These can be added in the Stock Manager if needed.

8 8) To find equipment for rent, start on the Equipment List tab. Search for equipment in For Rent Warehouse and chose equipment type. To find equipment for sale, start on the Equipment List tab. Search for equipment in For Sale Warehouse and chose equipment type.

9 9) To sell piece of equipment, search for the correct Customer and open them up. Click over to the Sales Order tab. Click Add Sales Order on the right-side of the screen, and then click Add Equipment.

10 10) The Equipment Tracking screen opens, listing all equipment for sale. The list can be searched through and filtered by equipment type.

11 11) Double-click on unit you want to sell and it is added to the sales order. When it is physically removed from the warehouse and delivered to the customer, click Shipment on the right-side of the screen.

12 12) Select the equipment and click Ship Selected Items on the right-side of the Shipment screen. Fill in any invoice details needed and click Save. This removes the equipment out of inventory and adds it to the customer equipment record. Check the custom fields you want to print on the sales order. The sales order and invoice can be printed or ed directly from this screen.

13 13) To edit a rental contract, start in the QuickService Equipment Tracking. Select to Search Rental Contracts, then filter the search by Equipment Type and select the correct search settings.

14 14) Choose to search for active rental contracts to exclude expired contracts. Double-click a listed contract to open it up details of that contract and equipment on the Equipment Tracking Details tab.

15 15) To create a new rental contract, start by searching for the equipment to rent.

16 16) Select equipment you want to rent and double-click it. The Equipment Tracking Details tab opens, displaying details for that piece of equipment. Details about a current rental contract are visible in the center and lower-half of the screen. The equipment below has no active contract.

17 17) Click the New Rental Contract button on the right-side of the screen. Select the customer you re renting the equipment too.

18 18) Fill in other contract information like start and end dates, beginning meter hours, and a contract description.

19 19) The next step is to add a cost code. Cost codes are activities related to the rental contract, like delivering or picking up the equipment, performing PMs, and rental billing periods like weekly or monthly. Cost codes are a way of grouping similar work tickets. Click the Add Cost Code button on the right-side of the screen and select a cost code from the dropdown list. To add or edit cost codes in QuickService, click the Cost Code button on the right-side of the Equipment Tracking List tab (equipment search screen).

20 20) Click the Set up Schedule button on the right-side of the screen to add a schedule for each cost code in the contract. For example, the delivery and pickup cost codes have specific one-time dates, while PMs may include multiple visits over the length of the contract. Components are invoice items (labor hours, parts, etc) included on each visit in a cost code. To add components to each cost code, click the Components button on the right-side of the screen. Include items that are billed to the customer, as well as all costs for a visit.

21 21) QuickService generates a work ticket for each scheduled visit inside of a cost code. The work ticket includes the components added.

22 22) A check list of services for the technician to perform can be added by clicking the Tasks button on the right-side of the equipment screen. To open a specific work ticket and make changes, double-click on the work ticket ID. From the work ticket screen, the task list can be accessed and edited as well.

23 23) Work Tickets can also be manually added and grouped in a variety of ways. When service or maintenance work needs to be performed on rented equipment, an internal work ticket can be created inside the rental contract.

24 24) Click the Billing Options button on the right-side of the equipment contract screen to create a billing schedule for the contract. QuickService will automatically generate the required invoices based on the schedule and amount entered. Billing and cost information, along with future and past invoices for this contract, are available in the bottom section of the equipment screen.

25 25) To generate work tickets and billing invoices, select the Equipment Tracking List tab. Click either the Auto Create Work Tickets button or the Future Billing List button on the right-side of the screen. Search for work tickets or invoices in a specific date range, select the ones to create and click the button to create them. New work tickets can now be found on the schedule board or dispatch list. New invoices are available on the invoice screen for individual or batch processing.

26 26) When rental equipment is returned, manually return it to your warehouse by clicking the Move Equipment button on the right-side of the screen. Change the equipment status from Rented. The Move Equipment feature can be used to move the piece of equipment from a customer location to a warehouse or from one warehouse to another warehouse.

27 27) To print the rental contract and returned equipment intake form, click the Rental Contract Reports button on the right-side of the screen.

28

29 28) To view a list of expiring Rental Contracts, select the correct date range on the Equipment Tracking tab. The search results can be filtered by equipment type.

30 29) To view a cost / revenue contract breakdown for a piece of equipment, search for the piece of equipment on the Equipment List tab. Double-click it to open it in the Equipment Details tab. To view a financial breakdown of previous rental contracts, select the Cost/Revenue tab across the top of the screen.

31 30) To view a history of the equipment s hour meter readings, select the Hour Meter History tab on the top of the Equipment Details tab. Hour meter readings are broken down based on work ticket history. To view a work ticket history for a piece of equipment, select the Work Ticket History tab on the top of the Equipment Details tab. To view a rental contract history for a piece of equipment, select the Rental Contract History tab on the top of the Equipment Details tab.

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