International Air Conditioning Heating Refrigeration Exposition (AHR)

Jan 31st 2011 - Feb 2nd 2011

Vertical Market Software is pleased to announce attendance of the International Air Conditioning Heating Refrigeration Exposition 2011.  This year's show will take place January 31st through February 2nd, 2011 in Las Vegas, Nevada at the Las Vegas Convention Center.

Visit Ventus Software at Booth # 1674

Exciting New Features Added to Mobile Data

Two new features have recently been added to Mobile Data allowing the “after hours” field technician to create a ticket and a purchase order. 

1. Creating a new ticket “after hours.”

A new field added to the Service Company File places non-completed tickets in the default dispatch board.    

1. The service manager must first enter default dispatcher code.
2. To accomplish this go into ADMINISTRATION, click on “Company Set Up” go to “Existing Company”, and select “Service Management” and click OK.  After screen one appears, enter OK again.
3. On screen 2, enter the dispatcher code in the box after “Default dispatcher mobile data” and select OK.

   As shown in the following screen:

   

4. Now the field technician is ready to log a ticket from the MD laptop.

First click on MENU and select NEW.   “Get New Item” will appear and select “Get New Ticket” from the list as seen in the following screen:



5. The field technician should enter a brief amount of client information to begin the Lookup.   Enter Vendor/Site or Name and click on “Lookup.”  (Enter Name, or Address, or Site.)
6. In our example we entered “CSC” in Vendor/Site then clicked on “Lookup” to begin the client search process.   There will be a brief wait time as the information travels back to the server.
7. When the response returns to the technician’s laptop the following screen will appear, “Request Information Received,”   click OK.  



8. When the main screen appears click MENU and NEW and the “ Request New” screen will appear:



If this is not the correct customer, click “Clear” to go back and re-enter information.  Note:  The fewer characters you enter in the field increases your search results.   “Cancel/Quit” selection returns you to the prior screen without deleting your selection.

Note:  If the customer is on hold an “H” will appear in the Hold box and the field technician will not be allowed to continue.  Customer site comes back on hold when:

1. Customer is on Hold
2. The system checks site to make sure it has a valid customer number
3. Customer has exceeded credit limit
9. If this is the correct customer, highlight the Vendor/Site Name by clicking on the line and click

“Select” located at the bottom right of the screen to continue.

 See below:



10. The “New Ticket” screen will appear and the field technician will select a “Problem Code” and a “Call Type” and click OK.    Note: Credit Memo is not an available function. 



11.  You will experience another wait time as the information is relayed.  When the following screen appears click OK.



12. New ticket will appear on the laptop and the field tech is now ready to continue the process. 



Once the field tech completes the ticket from his laptop the ticket goes to the Completed Ticket File.  The initials in the “Completed ticket entry/editing” will be MD.   See screen below:
NOTE:  The system allows only one after hours service ticket to be created at a time. 
Also, an uncompleted ticket will remain on the dispatch board.

Capability of the field tech to enter a PO from the Mobile Data Laptop

Another after hours feature available to the field tech is the ability to create a PO.  The tech must be set up in the PO code file as a buyer.  After the field tech has created an open ticket he can then enter a PO.
Note: You can attach only one purchase order per ticket.

1. First click on MENU and select NEW.    Request New will appear and  from the “Get New Item” column, select “Get New PO” as seen in the following screen:



2. Enter the Vendor /Site or Name and click “Lookup” Note:  Entering a limited number of characters will increase the search results.   When the following screen appears Click OK.



3. From the main screen click on Menu and select New.  If this is the correct vendor click Select.



Note: If this is not the correct Vendor press Clear to start over or Cancel/Quit to return to previous screen.

4.  When “New PO Received” message appears click OK.



Click to highlight the open ticket line and select MENU and Billing and the following screen will appear.

5. Click on Menu and select Purchase Order.



6. The PO Entry screen appears and information is automatically entered into the PO # and Vendor fields.  The tech must now enter his buyer code from the BUYER drop down menu.

To select a part, click on ADD



7.  The following screen appears:

There are two options for completing the fields.

1.  If the correct part # is available, then enter the number.  

Note:  An incorrect part number will not be accepted in this field.

2.  If the part number is not available then enter SHIFT % for a non-stock item.



See example below:  “SHIFT%” is entered for a non-stock item.  The following fields are completed:  Description, UM (Unit of Measure), Order Qty, Unit Cost
 (Vendor supplies unit cost), and Qty Used.   In our example, notice the order quantity is 12 and qty used is 2.  Since the item is only available in a package of 12, 2 will be used and 10 will later go into inventory.  This is accomplished when technician completes the ticket on the laptop and the data is sent back.  The 2 items used are updated in completed ticket billing. When the technician returns the packing list or receipt from vendor to purchasing; the quantity of 12 will be received so inventory gets updated.  When the invoice gets posted in Service Billing the 2 items used will be reduced from the on-hand quantity in inventory. 

Enter SAVE to continue.



8. The following screen appears.  Select from the Part Category pull down menu and click on OK.  If this is incorrect select CANCEL and you will return to the PO entry screen.



9.  The following screen appears.  Another part can be added by selecting Add and repeating the process.  If a part needs to be deleted, highlight the line and select delete.



10. Click on SAVE to continue and you will return to the main screen.

 

Why More VMS User's Are Adapting Field Mobile Data

Based on the number of requests from our users who want to see the Ventus applications we are scheduling another overview session on this exciting product.  Details of the presentation are as follows:

Date: Wednesday, November 17th, 2010
Session Length: 2 hours
Session Time: 1:00pm Central Time
Location: Internet WebEx (login instructions to be provided upon registration)
Cost: No Charge
Trainer: Tom Collins

This webinar will cover the following items:

- VMS users are adapting Mobile Data to include:

• Technology behind Mobile
• Equipment options
• Pricing structure

- Full demonstration to include:

• Complete processing of work order by field technician
• Processing of mobile work order through completed ticket entry in VMS back office software.

We expect a high number of attendees for of this session and would encourage you to sign up as soon as possible.

To register please call or email Linda Bishop: (800)-476-0094.

A Beginners Guide to ODBC

Beginners Guide To ODBC (Open Data Base Connectivity)

Date: Thursday, November 18th, 2010
Session Length: 1-2 hours
Session Time: 1:00pm Central Time
Location: Internet WebEx (login instructions to be provided upon registration)
Cost: $200
Trainer: Peter Schwier

Database structure and nomenclature: 
    -Going over the VMS files and field names and familiarizing everyone with common reference points throughout the database.
    -Discussing relationships between different VMS files in the database.
    -Familiarizing everyone with best practices for structuring queries, initiating from an understanding of what they need to obtain, and how to best access the information.

Basic ODBC access through Microsoft Excel:
    -Summary of what Microsoft Query is and how it is utilized through Excel.
    -Demonstration of comparing the VMS File/Field view in Query with the contents of the Data Dictionary.
    -Limiting the scope of the query through the application of specific criteria.
    -Linking different database files to produce more expansive reports.
    -Brief discussion of better/worse practices when linking between multiple VMS files.
    -Brief explanation of overlays within fields, and how they can and cannot be used.
    -Saving Queries as editable files which can then be used to run reports quickly and efficiently without rebuilding them from scratch.

At the end of the presentation, Peter will be happy to answer questions. 

We expect a high number of attendees for of this session and would encourage you to sign up as soon as possible.

To register please call or email Linda Bishop: (800)-476-0094.

Taking the Stress Out of Archiving GL Year End Reports

By Martye Beck

Every time year-end rolls around there is the task of printing all the GL reports and copying GL files to a new company before closing the year. This is done to retain the GL detail for the year before initializing the accumulator fields and starting the new-year. Problem is that after several years and multiple operating companies you will eventually run out of data devices in which to copy data to.

To eliminate the hassle of burning paper and killing trees along with doing data copies, try the following:  when you get ready to print your GL reports, instead of printing them to paper or the VMS queue, create them as PDF files. This is easily done by installing any number of free PDF creator programs available on the web. When installed, they will create a new PDF print driver in your printer selections.  Then when you print your GL reports, at printer selection time, select the PDF writer and create your reports as PDF files. This will allow you to provide a descriptive file name and folder location in which to save them. You can then open, view and search your reports using any number of PDF reader programs such as Adobe Reader, Foxit PDF Reader, etc. You can then backup these reports, burn them to DVD's for archiving or even copy them to USB flash drives for portability.

One of the advantages of printing reports using this method is that you can run the GL reports multiple times using different selection criteria such as div/dept, date range, account range, etc. and name the files accordingly for proper archiving and retrieval. By archiving in this manner you can save all your GL information for multiple companies with minimal effort and still have the ability to locate information you need with ease.
Note:  This archival procedure can be applied to any application period closing (month, quarter or year).  PDF files are usually acceptable formats in the event of audits or any type of legal proceedings that might arise. 
If you have questions, please do not hesitate to give us a call at support@vertical-market.com

VMS Referral Program

Please click image to open up pdf document.

Why Microsoft Shouldn't Make Cars

At a recent computer expo, Bill Gates reportedly compared the computer industry with the auto industry and stated: "If GM had kept up with technology like the computer industry has, we would all be driving twenty-five dollar cars that got 1000 miles to the gallon."

In response to Bill's comments/General Motors issued a press release stating the following: "If GM had developed technology like Microsoft, we would be driving cars with the following characteristics:

1. For no reason whatsoever, your car would crash twice a day.

2. Every time they repainted the lines on the road, you would have to buy a new car.

3. Occasionally, your car would die on the freeway for no reason, and you would accept this, restart, and drive on.

4. Occasionally, executing a maneuver such as a left turn would cause your car to shut down and refuse to restart; in which case you would have to reinstall the engine.

5. Only one person at a time could use the car, unless you bought 'Car95' or 'CarNT.' then you would have to buy more seats.