1 O&I Move Process and Instructions Office and Industrial Move Overview An Office and Industrial Move (O&I Move) may involve any combination of single or multiple origin locations to single or multiple destination locations, each consisting of multiple services that include packing, loading, delivery, unpacking, specialized equipment, storage, etc. To effectively enter and track these components of an O&I Move, MoversSuite suggests defining a primary, or main, order that acts to group any number of sub-orders linked to the one primary order. All the transaction and services processed will be documented under each sub-order. This will allow each of these associated orders to be treated individually for dispatching, revenue generation, and invoicing, i.e. reducing the complexity of the move request to manageable pieces. The primary Order Number is defined with a given Order Number format for a specified branch. All suborders will be based off of the primary order and the user will be required to enter the Order Number for each sub-order manually; to distinguish the primary order and sub-orders from each other, the user will assign a Segment (Partial or P-Seg) value at the time that the Order Number is requested. Figure 1: Sample sub-order in Unique Order Number dialog The example above (Figure 1 ) illustrates the definition of a sub-order as having an Order Number of GJ- 801-8-A, where the primary O&I Move Order Number is GJ-801-8. To differentiate a primary order from its sub-orders, a user will need to define two separate Move Types. One type will be setup to allow the system to automatically generate the Order Number (which is common practice) and another will be used for the sub-orders that will require the user to manually enter the Order Number. The table below provides examples of this relationship. Example Description Sample Use GJ-801-8 Primary (main) Order Number Move Type: O&I Main
2 O&I Move Process and Instructions GJ-801-8-A Sub-Order #1 Move Type: O&I Sub The Order Number is automatically generated and no services or financial transactions will occur under this order. Service from Warehouse A to office #1 GJ-801-8-B Sub-Order #2 Move Type: O&I Sub GJ-801-8-C Sub-Order #3 Move Type: O&I Sub Service from Warehouse B and old office to new offices #2 and #3 Pickup services from old office and all new offices to Warehouse C The following section describes how an administrator can define the two necessary Move Types for the O&I Move. Office and Industrial Move Type Definitions Administrators can establish two Office and Industrial Move Type definitions: One for the main order and a second one for any sub-orders that will be created under the main order. The sub-order Move Type will be defined to allow manual Order Number entry that will prompt the user to input the Order Number once booked. This is to allow the user to reference the same Order Number defined for the main O&I Move order for the sub-orders, as well. The difference between each order will be the assignment of a unique value to the Segment (Partial, Overflow, or Set-Off) field; set when the order is booked. Defining Move Types for an Office & Industrial move 1. In MoversSuite Administration, 2. Open the Move Setup > Move Type setup and the Move Type tab will appear, Figure 2: Move Type setup screen.
3 O&I Move Process and Instructions In the New Move Type section: 3. Enter a Description of O&I Main for the primary O&I Move order, 4. Select a Branch from the available list, 5. Select a Move Type Group from the available list, such as N/A Local, 6. Click on the box under Is Long Distance if this Move Type is to be available in Long Distance Dispatch (optional). Note: Since O&I Moves are normally under Own Authority, then this option is typically not selected, 7. Select an Order Number Style from the available list (optional). This can be set for the main O&I Move order but must not be set for the sub-order Move Type. Leaving the Order Number Style field blank will force the application to prompt the user for an Order Number when booking the sub-orders, 8. Press Save to add the record, 9. Repeat Steps 4 through 9 entering O&I Sub for the Description and leaving the Order Number Style field blank, 10. Repeat Steps 4 through 10 for each Branch of service that will process O&I Move orders. Once completed, there will be two Move Types established on the system, one for the primary move entitled O&I Move and one for all the sub-orders underneath it entitled O&I Sub. Creating Office and Industrial Move Orders A user will need to establish the main order based on the primary location of the O&I Move. This order can originate from within any MoversSuite module, including Order Information, International, or Special Services. Once established, then a user can create sub-orders to record services and record revenue. Creating the primary O&I Move order 1. In MoversSuite, 2. Select an order type from the Contents screen, such as Order Information, and the application will open the Name,Address,Phone tab within the corresponding module, 3. Create a new Order by pressing the New button and selecting Order and the Select a Branch dialog will appear,
4 O&I Move Process and Instructions Figure 3: Select a Branch dialog 4. Select a Branch To Use from the available list, 5. Enter Name, Address, Phone tab data as needed. It is recommended that the primary move locations be entered as the Moving From and Moving To addresses, 6. Open the Move Information tab, 7. Select a Type of Move of O&I Main, 8. Enter other data as needed in all tabs, 9. Press Save to keep the changes and to add the Order to the database, 10. Press Book Order and the Book Order Information confirmation dialog will appear, 11. Press Save and the dialog will close and an Order Number will be listed within the Information Bar. Once the primary order has been established and booked, a user can create any number of duplicate orders underneath it. These duplicate orders will be the sub-orders that a user can add services, post revenue, etc. for the entire O&I Move. Creating an O&I Move sub-order 1. In MoversSuite, 2. With the main O&I Move opened (use Find to located, if necessary), create a duplicate order by pressing the New button and selecting Duplicate Order. The Confirm dialog will appear, Figure 4: Duplicate order confirmation dialog 3. Press Yes to the Do you want to create a new order based on this order s information? prompt and the user will be presented with a filled-in order without a defined Order Number,
5 O&I Move Process and Instructions 4. Open the Move Information tab, 5. Select a Type of Move of O&I Sub from the available list, 6. Update and add data within any tab as needed. Enter Containers, packing and unpacking information through Move Information > CPU Quantities, for example, 7. Press Save to add the record to the database, 8. Press the Book Order button and the Unique Order Number dialog will appear, Figure 5: Unique Order Number dialog 9. Enter the same Order Number as that of the main Order and a Partial, Overflow, or Set-Off segment value as a unique character. The character sequence used can be alpha or numeric or both. It is recommended that it be alpha to accommodate up to 26 characters, Avoid using special characters for the segment, Tip: To see which segment codes are in use, either use Find by searching for the primary Order Number or by executing and viewing the OI Order Inquiry report using the main Order for the Primary Order Number. This report will list all sub-orders currently defined within MoversSuite. 10. Enter data, as needed, in the remaining tabs, such as adding Local Services, Special Instructions, Agents, Directions, etc. Tasks and Notes can be completed for all O&I Move orders and suborders. If a Note applies to all orders, then it will need to be entered on each sub-order, 11. Press Save to keep all changes. Once the O&I Move main and sub-orders have been established, a user can process service requests and post revenue to all the sub-order records. All dispatching functions will apply to only the sub-orders, as well.
6 O&I Move Process and Instructions Processing Revenue for Office and Industrial Moves Revenue for an O&I Move will be processed under each sub-order. As services are processed and work tickets generated under the sub-orders so will be revenue and invoice creation. This section describes a method of entering revenue and generating invoices for a local O&I Move. Reports discussed in the Office & Industrial Move Reporting section will allow a user to track the progress of revenue generation and invoicing. Revenue from a local O&I Move service The process described below illustrates a revenue entry procedure for local services and assumes the user has requested a Local Service, crew assignments, and Work Ticket(s) generated. 1. In MoversSuite, 2. Open the Revenue Entry interface, 3. Use the Find feature to retrieve a sub-order, 4. Access the Order Information tab, 5. Press Edit to make changes, 6. Select data values for required fields, such as Revenue Clerk, Commodity, Authority, Tariff/Rate, etc., 7. Press the Local Service Rating button and the Enter Actuals Select Service dialog will appear. These are the transactions that were generated in Local Dispatch for the sub-order, Figure 6: Enter Actuals - Select Service dialog 8. Select a service to import by clicking on a line within the Select Service grid, 9. Click the OK button and the Release Work Ticket dialog will appear,
7 O&I Move Process and Instructions 10. Press Update Crew and the Update Crew dialog will appear, 11. Set the Start and End time fields and make other changes, as needed, 12. Press Add to make the crew time available in Revenue Entry, 13. Repeat Steps 10 through 12 to update Equipment, if needed, 14. Press Done when data entry is complete. This will close the Release Work Ticket dialog. These transactions will now be available to be imported as Revenue Items, 15. Open the Transactions tab, 16. Press the Import Revenue button and the Import Revenue dialog will appear, Figure 7: Import Revenue dialog 17. Choose Import Local Services from within the Select Import Source section, 18. Press Import and the Import Actuals Select Service dialog will appear, Figure 8: Import Actuals - Select Service dialog 19. Click on any record within the grid,
8 O&I Move Process and Instructions 20. Press OK and the dialog will close and the Transactions grid will display the records imported. Local services items imported into the Transactions grid can be edited or deleted. When these items are ready to be invoiced a user can generate invoices for the transactions, as described in the process below. Items manually entered in Revenue Entry should reference the Work Ticket number assigned to the service. Invoicing for a local O&I Move service A user can follow the procedure below to generate an invoice for transactions generated under a suborder of an O&I Move. 1. In MoversSuite, 2. Open the Revenue Entry interface, 3. Use the Find feature to retrieve a sub-order that has imported revenue items available within the Transactions grid, 4. Open the Summary tab, 5. Click on the Invoice button and the Invoice Management dialog will appear, Figure 9: Invoice Management interface 6. Select New Complete to define an initial invoice or New Supplemental button do define invoice items to be billed incrementally and either the New Complete Invoice interface or the New Supplemental Invoice interface will appear, 7. Select items to be included on the invoice by pressing the button, remove items by pressing Invoice,, make other changes as needed and preview the invoice by pressing Preview 8. Press Generate Invoice to proceed with the invoice creation process. The invoice will be available for viewing and printing through the Invoice Management dialog.
9 O&I Move Process and Instructions A user can repeat this process for other sub-order entries as needed.
10 O&I Move Process and Instructions Office & Industrial Move Reporting Two reports are available to assist users working with O&I Moves. Each of the following Office and Industrial reports is available through the MoversSuite > Reports menu option found on the application main toolbar: OI Master Invoice OI Order Inquiry OI Master Invoice This report lists all invoices generated under a given Primary Order Number for each sub-order for a specified period of time. All invoices generated under a single Primary Order Number are combined into one invoice. Use this report to verify revenue for a given Invoice period and to report detailed activity for the entire move. Use the Invoice Management interface to view and reprint individual invoices. OI Order Inquiry This report requires the Primary Order Number and will list all sub-orders and related service information by Work Ticket. This report provides an overview of all services related to a O&I Move. Figure 10: O&I Order Inquiry report Refer to the Reports for details on each report.