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1. Forecast Type fe M Ticket Date 08 17 03 Julian Day GENERATE FORECAST LIST View Tickets of Type Jal Tickets T PRODUCE TICKETS Customer AcciD Zone TicketiD Prod Last Del Next Del FC Date Fl Sz Proj Qty DD Jul Days Balance Ready p Smith Chass A izme7 ee rucwes zwesosrrie 1s Te ases Te 322022 Iv Schult Richard T10360 1 i2058 Pee oz suw owzweosrrveg e Teo ssexp zzv 000 v over Sook Ter izmes eee puzze uo mwedosrrize 204 2x A 1237 105 8 Iv Denis Peter momoi 120160 Pee ozrozse uzzawesosrrizu 1e Te 4426 TEU 245 65 Iv McDonalds rose ae ep ruses Tz mesosrrie so sx 4m Tar 80 Iv Michael s 2173 rre i2062 Pee oz suw owzweosrrve ss Ss ssexp zov 35500 v Et Balding Tier e Pee ozrsww izweosrres so Bo saex zzv 322858 Iv A Smith Gob E a E Prop A A E Ted Teo E 3000 v Busekrg no pe Prop AA 460 s aeri A 351455 v le CLEAR UN CHECKED CLEAR ALL _ EXT di o g Forecast deliveries allows users to create lists of deliveries based on various filters and forecast methods These lists contain important delivery information that is used by drivers file C terra Vista Graphics Media Manuals Oil Gas manual html This section of the manual will go over the delivery aspect of the system such as forcasting tickets degree day maintenance etc 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manu
2. 1 Total Miles n Filedof TC CALCULATE unos EXIT 7 amp The route profitability report will generate a report showing the projected profitability of a specific route This report is based on information you must provide each time you run the report Zone Select the zone for which you are running this report From Enter in a starting point for the zone report Only use this if you are accurately using the sequence number in your zones otherwise leave this field blank Tank Fill Specify the minimum fill for the customers that will be filled Driver Select the driver that runs the route Product Select the product that will be delivered 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html Enter the remaining information This is not tracked in the system and you must enter the remaining fields each time you run the report Click Calculate to generate the totals on the right hand side Click the Print button amp to print the report Reports Accounts Budget Account p L Order By Accounts 3 v x quss All Accounts Mame C Accounts with Activity Street C ZipCode Starting Term Date Ending Term Date Division Customer Class Budget Usage EXIT This report generates a list of all budget customers Budg
3. AME5ESR h tL LL Y DETTITUENSCO X Stale Sales Tax Federal Lube T a Federal Excise Click on a product that you have to pay taxes on Then click the F5 Tax button and you ll get the Applied Taxes screen Each tax item will be set to No and all you would have to do is click on No to change it to Yes for the tax items that you have to pay during a purchase Jut follow the same steps for each product for each vendor Inventory Product Setup 44 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 45 of 193 Select Product 1 Kersene EN Mfg Part Numf rr Information Taxes ptions Price Classes Quantity Classes Vendors Code fi Name Kerosene Description E _ __ 74 Manufacturer E Mfg Part Number nA Price 123900 GL Account no O Cost 079800 COGS Account I 1 3 Purch Conv Factor 1 00000 Group O g Froduct Type I g Equipment Item E Unit Cost Method Last Purchase _ On Hand 34800 On Order Last Purchased 01 18 00 from Gulf Oil Co This is where you set up any inventory product that you sell or that you will at least want to be able to track in the system Setting up a new product is easy All you have to do is click New and fill out the appropriate fields The only fields that are required in this screen are the Code and Name fields Code
4. Ej Sales And Adjustments E o xl F Account Cnt Nof i 4 gt d Balance Unposted Total Date Ref Num Code Description inv SP Qty Price Sub Total Tax Disc Total F5 TAX F6 DISC F7 PRICE F8 DESCRP F2 CANCEL Th Date RefNum Customer Description Price Qty Total Pos p 087137047788997 Eliot Buldng Gas Reo T 1300 2113 iv 524465 ABC Trucking Propane 1 1930 193500 211e Iv 524464 B4 Lumber Propane 11390 210800 J Boyer Sect Mic DebtAdusn 000 0 000 D 0 Total Debits 816 24 Total Credits Total Batch 816 24 The Sales and Adjustments form is used for posting transactions to customer accounts When creating transactions you ll have the choice of using any of your charge payment reserved transaction or inventory product codes Once you get all of your customers into the database you can use this screen to enter their beginning balances from your old fuel system There are 2 transaction codes that you would use for beginning balances DBF stands for Debit Balance Forwards If the customer owes you money choose DBF CBF stands for Credit Balance Forward If a customer has a credit you would use CBF Keep this in mind and follow the steps below for entering in transactions You only have to worry about the customers with balances You would simply skip customers with zero balances Also if you only use hand written tickets or maybe a hand written ticket was made in the field
5. Service Plan Service Plans Service Plan Service Plan Profiles Service Plan Service Plan Charges Serwrce Calls 22 9 d 09 ce ome A Ln C ele UR DIiSpatCh oandie tus Gt seas X ERU tukhe rele dence Reports How to run reports on billing sales customers routes etc Basic Information cskeeme Re RICE e Lists Condition Agreement List Lists Contract GESE SUB AILGeD Ee Drstsscoll ctror Erst WX ASSI ene Sb ee LrstssCustomet JBrsSt aje Led ewm ERU vt UR istsr Egurpment Listesi ee yx x ee nen Lists Tank LISE uev e NIC 6 Ge sees 8 Lists Tank Saver List i4 ered ES Lists Gas Check List Propane Only Lists Requalification List Inventory Adjustment List Inventory Blend DEST 2 40 ee ee I ventoryi Product bist am eee Inventory Product Reorder Inventory Purchase Transfer Inventory Vendor LES te eme he t nenne Dat ly Darty Delivery i ledecem tee entere tete Daily Daily Transaction xe rw Daily Daily Truck Profit 2 2 gus Service Service Order Service Service Job ees Service Service Plan Profit Service Service Plan List i e Service JOD COStIhQ ls LG were be Sin te re ones
6. 58523 R 31 50 0 00 84 Lumber 53 w Timonium Road 61 90 000 Howard Steve Catonsville MD 21228 Over 30 543 14 410 561 0184 Balance 1 128 43 Billing Info Collections Delivery Evaluation Equipment Service Proposal Division Budget Customer Budget 0 00 Anniversary 08 01 99 Credit Limit 0 00 Tax District Maryland Taxes From To Last Statement 12 31 33 Credit Hold No Stmt Balance 543 14 RefNum Date Code Item Description Qty Amount Tax Balance 08 01 03 1 Kerosene 200 000 253 80 12 88 1128 43 100002 07 30 03 PARTS Service Parts 200 00 855 64 100002 07 30 03 Labor Labor charge 112 50 655 64 amp Years of History 3 EXIT Count 30 e B fae e The View Customer screen is a collection of customer data strictly for VIEWING only You cannot edit or add to any fields while in this screen All information you see in any of these tabs are actually entered elsewhere in the system The Billing Tab Once you bring up a customer in the customer search box this screen will display the current customer history as well as a breakdown of their balance This screen also displays information about the customer division tax district budget information anniversary dates billing dates and credit limits Years of History The system defaults to only show 3 years of history You can change that number if you d like Print Button This button will print t
7. 60 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 61 of 193 3 Our PO Num Enter in your own PO Optional 4 Receipt Type Only for the state of Illinois Tax Schedules 5 Tax Group Only for the state of Illinois Tax Schedules 6 Due Date Enter in the date you wish to have this order by Optional 7 Now click the other New button in the product section 8 Choose the Product you want to purchase If you get an error saying the product is not assigned to the vendor go to the Products section p for instructions on how to do that 9 Choose the Location that this purchase will go into 10 Part Number should come up automatically 11 Ordered Enter in how much of this product you are ordering 12 Received Leave this at zero for now 13 Price Enter in the price unit 14 Discount Enter in the discount if any you are getting off of this product in this field 15 Taxes Taxes should have figured up automatically If they didn t and they should have please see Vendors p and then Products p 16 Hit Save 17 If there are anymore products you want to add to this order you may do so now At this time you can either call this P O into the vendor or print it out for mailing faxing Receiving a Purchase Order Once the order comes in you will have to go back to the purchase order screen find the P O
8. Fuel Size Enter the usable amount of space of this tank Ex 250 If this customer has 2 tanks at this delivery address enter in the total Fuel Size between the 2 tanks Price Class Select a price class for this customer These price classes are setup with the product p in the Inventory module If a class is assigned to certain customers and you change the price of the product in the inventory screen the system automatically updates everyone in that price class to the new price Fuel Price This field is automatically entered if you have selected a price class If you are not using a price class just leave it 0 The system will populate this field with the default price 03 05 13 3 20 PM TerraOILTM TerraGASTM User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html that s set up with the product Est In Tank This field is blank until you click the forecast button 773 The system will then show you the estimated amount of fuel left in the tank Usage Type If you are tracking the usage type for this customer select it from the drop down list State of Illinois Only for Tax Schedules Tax Group Select the appropriate tax group from the drop down list State of Illinois Only for Tax Schedules Auto Adjust If checked the system will automatically adjust the customer s degree day or Julian day if the customer is not being forecasted soon enough or if the customer is being forecasted too
9. Groupings DivisdqOns 2i xu cen Quake Sie nie Groupings Zones lii 9 3 riete piid 3 es 1 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual 2 of 193 Groupings Service Categories file C terra Vista Graphics Media Manuals Oil Gas manual html Next N mbgfS angue e oe ux te ere eR e id Bye Printer Setup sie wie hkeinlemuxee d ees Reports Invoice Statement Messages Beportst InVOlCe i059 06h Re Riera st m hein rene Reports ILIGKSL FOI n4 Mekgasce exams ris vue Messages 24 1 4 9 alate kee wes leant dee Nod m ee ences System Soele a eae p e a R a ea a a e iLa E Inventory Creating inventory locations vendors products and how to track on hand amounts for your products Location AA yo e pnn e my s DR a a der yes VehdOE S S20 ood Raet e IS SR rud a e o ede a a e Products AFA sd a N eder nie ES PURO aS C Seed eto RED T V At Quantity By LhoGatrOn cR ard Slee eh Quantity By Produce 19 x AEN Sens Adjustments xe eR CER ER RR oe Transfer wan wu cede SU se Scie WES auecel ewe Blend sze4eeeas SR edo RU D ce Purchase Orders Purchase Order Purchase Orders Purge Containers Propane Only Container Refill Centers Propane Only Customers How to enter in customers in detai
10. Meter Difference New Meter Reading Previous Meter Reading Then depending what meter type the customer is set to the following mathematics take place e Meter Type C Conversion Meter Difference 36 38 Meter Type E Conversion Meter Difference x 10 36 38 Meter Type H Conversion Meter Difference x 100 3 638 Meter Type M Conversion Meter Difference x 100 32 9 Meter Type T Conversion Meter Difference 10 e Meter Types L P Conversion Meter Difference 4 24 e Meter Types G A B Conversion Meter Difference 1 Total Volume Conversion x Altitude Adjustment Setting up an Altitude Adjustment Code Keep in mind that code will only be able to hold 2 characters Fill in the description Finally enter the Correction Factor This figure represents the volume adjustment based on altitude Setup Codes Charges Jox Hi code Charge Name Amount a SERVTAX PERMITS Poems nol RcF BetmedtheckFee 2500 MicDebr Misc DebitAdustment 000 mW 1 1 99 The first 3 charges in this screen come with the system The bottom 2 are examples of what you could put in You will only enter charges in this screen not inventory products 24 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html Code should only be an abbreviation of the Descript
11. Total gallons consumed for hot water 28 gal Total heating gallons of delivery 175 gal Now the winter K factor can be calculated Total heating gallons of fuel consumed September 1 to October 16 175 gal Number of degree days calculated between September 1 to October 16 406 degree days Divide 175 gal into 406 degree days 2 3 winter K factor Overview Printers file C terra Vista Graphics Media Manuals Oil Gas manual html 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 15 of 193 Choosing a type of Printer First off you need to decide if you are going to print delivery tickets with our system If you intend to you need to purchase an Okidata 321 Turbo That is the only printer right now that will work with our program If you are not going to print tickets out with TerraOIL TerraGAS you may use virtually any type of laser or ink jet printer However the laser printer of choice for this program is the HP Laser Jet 5 SI You can also use both types of printers with this program if you d like Maybe tickets and reports could go to the okidata while statements invoices work orders and purchase orders could be sent to a laser printer Setting Up the Okidata 321 Turbo with TerraOIL TerraGAS First and foremost don t install the manufacture s driver Simply follow these steps to set up the driver in windows and set up the prog
12. amp This is your PRINTER button You can use this button to print out reports work orders invoices etc PJ Every screen you are in will have this button on it There might be times where you might not have this manual handy Simple click this button in the screen that you re in and you ll get a help window about THAT screen Shortcuts TerraOIL TerraGAS has a few shortcuts on the left view Customer side of the screen making it easy to access your daily amp Setup Customer tasks Collections Delivery Tickets The Reload System button will only come in handy once in awhile For instance if you re trying to print amp Sales and Adjustments statements and your printer gets hung up the now B Point of Sale printing window might get stuck on the screen E Cash Receipts Instead of closing the program and starting it up again just hit the Reload System button to clear it Service Calls Modify Degree Days If you ever lose your toolbar please access your TerraOIL TerraGAS CD Go into the Utility Fixes Reload System folder and double click on the Toolbar reg file m B ox Customer Search Box Just about every screen in the program has one of these Account MT Cntl Nof i 4 gt zl d This is the customer search box Some screens such as transactions require you to bring up a customer before a transaction can be made The Cntl No field will fill in automatically o
13. An abbreviated reference to this product Name Enter in the name of this product Description A brief description of the product Manufacturer Enter in the name of the manufacturer Remember not to get this confused with the vendor A vendor is who se s the product The manufacturer is who makes the product Mfg Part Number The manufacturer part number This field can be used for searching for products in addition to Code and Name Price This is the default price of the product No matter what this price field is set to you can always override it in a transaction screen Cost This is what this product costs from the vendor You should initially enter in something here so you would be able to run a cost of goods sold report The system stores the cost at the time of sale If you leave it as zero cost and you sell the product it will look like you made a 100 profit on the report Additionally the cost field will automatically update on its own every time you purchase the product In the purchase screens you will be asked for a unit price The system will then take 03 05 13 3 20 PM TerraOILTM TerraGASTM User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 46 of 193 that unit price and then automatically enter it into this screen If Unit Cost Method is set to Last Purchase this cost field will always show the last cost you purchased this product for If it s set to weighted average
14. User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html Detail Type Choose your detail type This will determine the amount of information the list will produce The following choices are available Detail and Summary View Type Choosing your view type will determine where your list will be produced The following choices are available Preview and Print Date Criteria Enter the Sale From and To Date Enter the Entry From and To Date These dates will limit the report to the date ranges specified Limit Criteria The following criteria will further narrow down the information you want included in the report The following choices are available and all will need to be chosen with the dropdown box with the exception of Customer Job Class Product Division and Salesperson Include Address Have this option checked if you would like the customer s address included in the costing report Unchecked if you do not Reports Efficiency Delivery Efficiency E Efficiency Report Efficiency Report C Eds Zl iaer Forecast Type z M igri irren rt D Product Include Degree Day v Division x Customer Class S x EXECUTE e This option will generate a report to view the efficiency based on forecast and product information Zone Enter a delivery zone in this field using the dropdown box This is to limit the list to only that specific zone Forecast Type
15. delivery dates Setup Messages Tei MessagelD lt gt MessageDate 07 13 03 ShowaAllDay B Showlndefintely T v Shown MessageT ext Call Brian for new LP prices EXIT x NEV 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 39 of 193 The messages form is used to create system reminders These reminders are displayed when a user starts the TerraOIL TerraGAS program MessageID A number that the system automatically assigns to the message You do not enter anything into this field MessageDate Specifies the date to display the message If you set this date to a week from now the message will not show up until then ShowAllDay When checked the specified message is displayed each time the system is run for only that day ShowIndefinitely When checked the message is displayed every time the system is run until you tell it not to Shown When checked this flag tells the system that the message has been shown and that you don t want to see it again The system will automatically check this when the message pops up and you tell it not to display again MessageText The text that is displayed in the message Setup System Path Setup amp D Properties Database Setup Transactions m Mail BORN J KJ E Iv Skip Mail wamina Mail Merge Application Ms Works 2000 Mail Merge Path C Program File
16. 10000 Reorder Amount 300000 Reorder Vendor Amoco Max Stock Level 310000 EPA Message BEEN Allow Discount Even if a customer is assigned a special discount i e Senior Citizen they will not receive a discount on any product that has this box UNCHECKED Default Inv Location If this product will ALWAYS come out of the same location choose that location here that way you will not have to select what inventory location it came out of in the transaction screens If you have more than one location we suggest not to use this option If you forget to choose an inventory location during a transaction the system will remind you to choose one If it automatically defaults to one and you forget to change it it might pull from the wrong inventory Reorder Point Reorder Amount Reorder Vendor Max Stock Level Each of these fields are for a reorder report in this system If a product is at or below it s Reorder Point the report will show you what product needs to be reordered how much to order and what vendor to buy it from Selecting a vendor in this screen DOES NOT assign the product tot he vendor That step is covered at the bottom of this page EPA Message The message that you want to print on tickets when this product is sold Price Classes 47 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html Cod Name Type Adjust Price Ko ES
17. 2001 in this field would start with September 1st 2001 and run through August 31st 2001 You only have to enter each day s heating degree dayvalue the first field to the right of the date It is essential that valid degree day information is entered into the system and that at a minimum of one full year is entered into the system The system forecasts off of your own heating season history which is why this information is so critical for accurate forecasting The more history you have the better you are as averages are built from this information For example building a table from last year only when last year was warm would not be truly accurate as an overall picture of your heating seasons Click Save kd to save the changes you have made Click Clear 7 to wipe the entire year s values and start fresh Be sure this is your intention before doing so See About Degree Days p Delivery Modify Degree Days 91 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 92 of 193 amp Modify Degree Days August 2003 Day 4 gt Month 4 gt Year 4 gt TODAY ADVANCED FEATURES Modify Degree days gives you a visual tool to modify your degree days daily values modify customer degree day totals set your degree day reset month and set your run out percentage The basic screen is split in two halves The left hand side of the screen d
18. Enter a forecast type in this field using the dropdown box This is to limit the list to that specific forecast type Product Enter a product in this field using the dropdown box This is to limit the list to that specific product Division Enter a customer division in this field using the dropdown box This is to limit the list to only those customers in that specific division Customer Class Enter a customer class in this field using the dropdown box This is to limit 161 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 162 of 193 the list to only those customers in that specific class Include Julian Day Have this option checked if you want your report to include Julian days Unchecked if you do not Include Degree Day Have this option checked if you want your report to include degree days Unchecked if you do not Reports Efficiency Route Profit amp Route Profitability xj Raz Zone Ll g Total Stops am From 09 09 03 Total Gallons L 1 Tank Fill Min Total Revenue zz Total Fuel Cost I i Total Driver Cost tj Diver mH Totttuckeor dosis L SENE DES FuelCosuGalon DriverPayRate Driver Overtime GallonsperMile Driver Benefits hr Gallons per Hour ss Truck Cost Mile Gallons perStop Total Hours IE Stops per Hour i Total Overtime eae E Total Capacity
19. Steve Address 53 W Timonium Road Phone fat 0 561 0184 Ext Phone2 Est City Catonsville State MD z Zip 2 228 Fax ae Account Type E Monthly Budget 0 00 Stmt Date 12 31 33 Finance Charge v Finance Terms 30 From To zj Payment Type z Credit Hold T Credit Limit 0 00 Sales Rep ee cd Rental Tax 7 Invoices Service Plan Tax T PE EAR Lu ES Deposit 0 00 Interest Disc Days n This screen shows the customer setup information To edit any of this information you have to be in the Customer Setup screen p Customers View Customer Collections Tab file C terra Vista Graphics Media Manuals Oil Gas manual html 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 65 of 193 Billing Info Collections Delivery Evaluation Equipment Service Proposal Due Date 08 05 03 Amount Due 5543 14 Date Name Description 08 01 03 Rh alled left message 3 59pm 08 05 03 Sally Called accounting dept said check is in the mail If collections have been entered on this account click on the Display History button This will bring up all collection history entered for this account Customers View Customer Delivery Tab Billing Info Collections Delivery Evaluation Equipment Service Proposal Product Propane v Tanks Size 1 540 Anniv Date 08 01 33 Nat Del
20. This would be handled like a pre buy See contracts as well as setting them F State up in this screen Total 600 00 Remaining 600 00 Most other times you would set the customer up for fuel Expires YES assistance and later report to the state what their usages were Then the state would send you a check which you OK would enter into the Cash Receipts screen p to credit the customer s account Use Fuel Assistance JV Use Fuel Assistance Put a check mark here to activate this customer for fuel assistance reporting F A State Choose the state that is assisting the customer Sometimes it may be an organization and not a state If this is the case choose the state that the organization is in Total Enter in the total amount of dollars that the state will assist the customer with Remaining Enter in the same total as above and then the system will start subtracting from amount as the customer gets deliveries Once this reaches 0 the system will tell you the customer has used all of their Fuel Assistance and you will then have the option to continue with or cancel the transaction Expires Enter in the expiration date for this Fuel Assistance plan At this point you have to save the customer by clicking the Save Button kd As long as they only get 1 product delivered to this address you are finished Multiple Products for 1 Delivery Address If this customer gets delivered 2 different products at this s
21. and follow the same steps IF THE CUSTOMER IS AN OPEN ITEM CUSTOMER as soon as you click the Add to Batch button amp you see the following screen E3 Apply Payment s Customer f 10682 Doe Jane Payment 286 70 Used 0 00 Unapplied 286 70 Custome Date Ref Num Description Total Applied FW 110682 06 10703 324324 Propane sro soo F4 DONE REFRESH What you will see is any transaction on their record that hasn t been fully paid The Total field is showing how much the open transaction is and the Applied field shows how much was paid toward the transaction so far ini x Fe AUTO F10 CLOSE Simply click on the transaction that this payment is going to apply to and then click the Close button You will then see the Applied field fill in If this transaction is paid in full the next time this customer puts in a payment this transaction will no longer show up in this window Auto Button Once you put in a payment clicking this button will auto apply the payment from the oldest transaction to the newest Reset Button If you closed a transaction that you didn t mean to close you can click on that transaction and click this button to unapply the payment Done Once you re finished click this button and you ll return to the batch of payments Editing Payments 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas man
22. by using the search arrows down at the bottom right of the screen Hint When you first bring up the P O screen you will be looking at the oldest P O in the system To get to the newest one just hit the Left arrow once and then follow these steps 1 Invoice Num Fill in the vendor s Invoice Number 2 Invoice Date Fill in the date of the invoice 3 Via The method in which the products are being transported optional 4 FOB The Freight On Board This can help you track the liability for shipping optional At this time hit the Fill Order button This will change every item on the P O to fill in the 03 05 13 3 20 PM TerraOILTM TerraGASTM User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html Received column with the same amount as your Ordered Column Without making any adjustments this is simply saying 100 of the order was received If there was a shortage simply select the back ordered product by clicking on it hit the Edit button and change the Received amount to the amount that actually came in Once the Purchase order is closed it will create a new purchase order with the amount that was back ordered Once you re sure the received column totals are correct click the Receive button The status of the P O will then turn to Received You can then return to this P O at a later time to mark it paid by hitting the Pay button That s exactly all this system does This sys
23. gallons of fuel for that customer and will result in a number of days between deliveries also known as the Julian Days period between delivery Example Consumed fuel per day 2 0 gal day A tank has 230 usable gal 130 gal Divide 2 0 gal day into 230 usable fuel 115 Julian Days Combining Degree Days and Julian Days The most accurate procedure of forecasting customers that are consuming fuel for both heating and hot water is to combine the degree day and Julian Day methods of forecasting By first determining the Julian Day gal per day for the customers fuel size a dependable delivery can be forecasted on the hot water consumption throughout the entire year Next a degree day K Factor is calculated on the customers heat gallons consumed during the winter season The first example is for a customer with a 250 gallon tank fuel size set at 230 using a separate hot water heater and received 203 total gallons on the last delivery Example First determine what the customer consumes daily for hot water 2 0 gal day 115 Julian Days 230 Fuel Size Next determine how many days passed between two consecutive deliveries 45 days elapsed between November 1 and December 15 Now multiply the gal day by the 45 day during that Julian Day period 2 0 gal day x 45 days 90 hot water gallons Before determining the winter K factor the hot water gallons must be separated from the total gallons consumed in order to find the
24. just go though the same steps You ll also notice that the newest collection history is on top Using Payment Tracking Payment Tracking is a nice feature Let s say the customer in this example see the above screen shot has paid their amount due As soon as their payment gets posted from one of the transaction screens the collection history will show that there was a payment made as well 03 05 13 3 20 PM TerraOIL TerraGAS User Manual 82 of 193 file C terra Vista Graphics Media Manuals Oil Gas manual html as subtracting from the amount due Customer fi 10300 5mith Bob Entry Date 08 09 03 Payment Tracking JV Due Date 09 30 03 Amount Due 0 00 ame Description eT ment Received 228 44 Deleting Collection History If you only want to delete one of the entries that you entered in for a customer select the entry and click the Delete button 7X at the bottom of the collection screen If you want to wipe out all of the collection history for a customer click the button to the left of the edit button E Customers Caller ID Choosing this option will show you the last number that called in This feature will only work if you have the Pick Ups hardware and software installed Customers Zone Map 83 Zone Mapping E xi Product Propane Zone ccount Zone Code 2 a e 2j This feature will allow you to pull all of your customers in a specific
25. p for instuctions on how to print statements Once your statements have been printed you will then exit the Daily Monthly Statements screen You ll notice you ll be right back to the Close Statements tab You may close the month you just did statements for if you want to however we recommend just closing the screen and leaving the month open until you do the next month s statements Example Let s say you just printed August s statements Ip ly you Just p g If you leave August open you will still be able to edit or delete transactions in the month of August You can also re print August statements with August activity If you close the system to August 31st you will not be able to edit or delete transactions before that last statement date You will also not be able to re print any statements for August If you do you will only get balance forwards and not transaction history 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 178 of 193 Management QuickBooks Export amp Export to QuickBooks d gt Please select which items you would like included in the export file for QuickBooks IV Customers Specific customer leave blank for all M Vendors x E M Tax and Inventory Items M Transactions Starting date 08 01 2003 12 00 amp M Division blank for all x Ending date 08 31 2003 11 59 PM Please select a def
26. terra Vista Graphics Media Manuals Oil Gas manual html Billing Info Collections Delivery Evaluation Equipment Service Proposal OrdeNumber zi Accepted Labor Instructions Architect Order Date a DateOfPlans Job Profile EEUU Jonae l rd Job Location E Jn SewicePeson JobPhone ss Equipment Wide 3 1 LL 3 Payment Instructions ib 7 Pas T m Total If an account has proposals they can be reviewed from this tab If the account has multiple proposals assigned to it you may choose between them by selecting the order number Customers Setup Customer Billing Information x Account 11050 Cnt No 110500 4 gt d 84 Lumber 53 W Timonium Road Howard Steve Catonsville MD 21228 410 551 0184 Billing Information Delivery Information Product Information Billing Z Contact Information Company fea Lumber Ctl No 170500 Contact Last Howard First Steve Address 53 W TmonumRoad Phone 4105610184 Ew Bh gn Ext City Catonsville State MD Zin 21225 Fax Account Type B zi Monthly Budge 0 00 Stmt Date 12 31 58 Finance Charge fw Finance Terms 30 z From To z Payment Type Credit Hold Credit Limit 3000 Sales Rep Statements Iv Rental Tax l Invoices T Service Plan Tax T pesame E
27. you can bypass the post tickets screen all together and post those deliveries in this screen Because the customer would more than likely have the product that you re delivering assigned to them in the Setup Customer screen p as soon as you hit the Add to Batch button you ll get the following screen 94 of 193 03 05 13 3 20 PM TerraOILTM TerraGASTM User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 95 of 193 Delivery Update E xj Do you wish to post a delivery ticket for this sale 39 e If this transaction was in fact DELIVERED to them click YES Clicking yes will make the system track that transaction as a delivery which is important especially for automatic customers Clicking NO will simply treat it as a transaction only it will not update the customer s last delivery date and will not track usage info for the customer Entering in a Transaction Type the account number or last name of the customer you re entering transactions for Enter the Date of the transaction This field is defaulted to the current date Enter the Reference Number optional This field is often used to store hand written ticket numbers check numbers etc PROPANE USERS If you have set up metered customers in the Setup Customer screen p you will use this field to enter in the new meter reading Once you enter the new reading and select the product in this screen the system will figure out th
28. 0 0 0 5050 0 Material Est Material Estimate Labor Estimate Tax Estimate Permits Estimate Total Estimate Task s Labor Est Tax Est Permits Est Instructions ma Instruction To create a Job Profile Click New Create a Code and Description for the Job Inspection 0 00 50 00 0 00 Install Ductwor 500 00 100 00 0 00 0 00 Roughin 200 00 100 00 0 00 0 00 Run Flectic 2f NN KINAN SANAN n nfi EXIT ViewMode Choose the first Task that takes place when doing this job Click the Add Task button If there s more than 1 Task choose the next task click the Add Task button and keep repeating this step until all desired tasks have been assigned to this job You ll notice all of the Task Profiles you assigned to this Job are listed at the bottom of the screen If your Tasks had Material and Labor Estimates each time you add a Task to this screen you ll notice the Estimate fields will keep adding up Add your Instructions for this job These instructions if entered will show up on Proposals p and Jobs p Click Done 113 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual 114 of 193 NOTE Task and Job Profiles are required if you want to be able to use the Proposals p screen If you don t want to have to create service profiles you will have to create at least one Task Profile simply call it Misc create at least one
29. 1200 Accounts Receivable 3000 Deposits 3000 1 Returned Tank 3000 2 Contract Depost e 3000 3 Early Pay Discounts 3000 4 Budget Interest 3000 5 Unaccounted 3000 6 Balance Forwards 2100 Payroll Liabibties 2200 Sales T ax Payable 2200 1 Maryland T axes 2200 2 Pennsylvanea T axes 7000 Opening Bal E quit 1000 Products 1000 1 Fuel Dil 2 1000 2 High Sulpher Diese 1000 3 Propane 4000 Charges 4000 1 Bad Check Fee 4000 2 Rental Charge 4000 3 Finance Charge 4000 4 Service Charge 4000 5 Service Contract 4000 6 Labor Charge 4000 7 Unaccounted 4000 8 Balance Forwards 5560 Payroll Expenses file C terra Vista Graphics Media Manuals Oil Gas manual html ALTRI BU ES 132 632 35 132 632 35 0 00 D 00 Accounts Recenvable 51 678 31 Other Current Asset 0 00 Other Current Asset 0 00 Other Current Asset b 00 Dther Current Asset D 00 Other Current Asset 0 00 Other Current Asset 0 00 Other Curent Asset 000 Other Curreri Liabiity 0 00 Other Current Liability 201 54 Other Current Liabiity 134 36 Other Current Liabal D 00 figure 6a Below is a list of common errors and resolutions This list is not complete as it is Quickbooks getting the errors and not TerraOIL TerraGAS These are the errors we have gotten during our experience If you receive an error not listed check the Quickbooks website and look at their IIF file layout After getting the error i
30. 2400 M Use System Security Default Tia Deny Ticket Control Update last delivery from Delivery Date Show projected gallons in post batch Perform periodic diagnostic scan at startup IV Disable Hom on Startup EXIT Accounting Interface If you will be exporting into Quickbooks you will have to choose an Export Format Choose either QuickBooks2003 or just QuickBooks for all other versions of Quickbooks Then choose if you want to export GL Summery or not If this is checked the system exports general ledger totals only If unchecked the QuickBooks Export generates a line by line invoice format for each general ledger account System Security 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html System security will give you the ability to have different users log into the program and only have access to certain fields Please see Activating Security p Ticket Control Update last delivery from This will determine how the system update the customer s last delivery date Most people use the Delivery Date Option Davis Weather Link If you use Davis Weather Link to import daily degree days simply put a checkmark in Using Davis Weather Station and then choose the Com Port and Baud Rate System Transactions E Path Setup Database Setup Transactions r General
31. 83 Setup Reserved Transaction Codes X Code Name GL At rount onhact Deposts CONTRACT arly Pay Discounts ental Charges inance Charge LATEFEE Late Fee erve Change ude interes erce Contracts 000 5 alance Forward Debit Balance alance Forward Credit Balance Misno Charge em net on file 000 5 Transaction Type Missing Charge figure 3a Shown here Figure 3b is the Tax Setup screen Taxes are assigned GL numbers according to your Sales Tax Payable account in Quickbooks They should either be direct to that account or linked to it through a sub account GL numbers must also be filled in for each tax district E Tax Setup xl Districts Find T ax District wb X Maryland j istnot badate Tax District Name Marland Select tax Tax Item Cost 5 Rate Order GLAecct Comp Rent Max district plstateSalestax ea oeoo A MEM e 000 Enter GL feer rhs omno 1 221 woz r 0 Number s 00500 y 22001 Noy ert 0 00 0 00 0 00 300 Unused Tax 9 Unused T ax EXI x figure 3b Products Figure 4a are assigned GL numbers through the heading Inventory Products You must select each product and assign its number The COGS account is for use with a TerraOIL TerraGAS report No COGS information will transfer into Quickbooks If you have trouble editing the GL number for a product please consult the TerraOIL TerraGAS Quick 03 05 13 3 20 PM TerraOIL
32. Click it 5 The system will tell you that Customerid is a Required Field Just click OK This just means that the system will be generating a new account number for this sub account Even though it will have a different account number it will still be tied into the master account 6 Fill in the delivery information as described above You can use the same contact name on this sub account as the master account but you don t have to 7 When finished hit the save button bel 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 79 of 193 8 You will then click on the Product Information tab 9 You will see product information already entered in but what s showing is the product information of the previous address You will want to click the New button on the left side of the screen 10 Enter in the product information as described above 11 Click Save id Once you have an account in the system with sub accounts you ll notice a couple changes First off if you used the same contact name on the master and sub accounts when you search for the customer by name you ll get the following screen asking you to choose an account E soectacustomer TT ma Address C ity State Zip 64321 Blah Fi Baimee MO 21223 r moz T23Fake St Eatansvile MD z1228 9 times out of 10 the master account will have the lower account number but th
33. Container Maintenance You will find tracking useful for finding the location of a particular container in question or if you need to know when that container is due for testing or servicing Also the container fill status of being empty or filled can be tracked or can be updated within container maintenance 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html Finding a container To locate a container enter the serial number in the Find Container lookup field then press enter You can also cross reference containers by looking up by a customer s account Creating a container To create a container click New and follow the steps below Serial No Enter the Serial Number of the container This can be used for locating the container Type This is the container type size Container types are maintained through Setup Groupings Containers Description Enter a description about the container Information might include where the container was purchased from or if the container is used Status 0 Empty default 1 Filled 2 Delivered Date of Purchase Enter the date the container was purchased or the date the container was received Date of Manufacture Enter the date the container was created Date of Last Qualification Enter the date when the container was last tested Date of Next Qualification Enter the date of when the container is due fo
34. Date Print Detail nd Prices JV Customer Status Filter M Find Service Order x Service Technician Division bd This report allows you to print open service orders and proposals Service orders are generated under Service Service Calls while proposals are generated under Service Proposals Select One This field determines which report will be generated The following choices are available Work Order and Proposal Scheduled Date Enter the date of the scheduled Work Order Proposal that you want generated on the report Order Date Enter the date of the ordered Work Order Proposal that you want generated on the report file C terra Vista Graphics Media Manuals Oil Gas manual html 03 05 13 3 20 PM TerraOILTM TerraGASTM User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 158 of 193 Print Details and Prices Have this option checked if you want your report to include detail and prices Unchecked if you do not Customer This field allows you to limit the list to a specific account Find Service Order Enter a service order in this field using the dropdown box This is to limit the list to a specific service order Service Technician Enter a service technician in this field using the dropdown box This will limit the list to a specific technician Division Enter a customer division in this field using the dropdown box This is to limit
35. Efficiency Delivery Efficiency Efficrencyi Route PrPOf1t ales we eL Accounts B dget ACCOUNT 4 weg e revue Accounts Fuel Assistance Accounts Inactive Account ewm Salest 9alesolnisv GE OE EAE e E RE Sales GE Summary ease rr m er t Sales Tax Liability b ihe Lxx eR ue Stmt Invoice Annual Budget Stmt Stmt Invoice Daily Monthly Stmt Stmt Invoice Daily Invoice 4 207 244 Stmt Invoice Previous Stmt Purchace Order Purchase Orders Purchase Order Order Reports Management Monthly charges close statements 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html Quickbooks export etc ind Of Billing CYCLle 4 375 09 ERG UR OE he ees QurickbooksS BEXDOEL zo B9e c dee d REG TES EG View Vehicle InfO lle RE REO UR EXER wake wl RON ROS Vehicle Maintenance eee Purge Tra ns cttoHsS sii tee See ee OSG LEG vus Quickbooks Export Everything you need to know about the export feature Troubleshooting 442 erdue uaa Ene S RENS PORA GU IMPER n Section 1 Overview Overview Common Knowledge Starting the Program Open Recent Company Files Open an Existing Company Setup a New Company Open Company for Exclusive Use QS OS Open Recent Company will onl
36. Enter the last installed date This field determines the customer s last installation Tank Division Enter a tank division in this field using the dropdown box This is to limit the list to only those tanks in that specific division Use Maintenance Info When this option is checked you will have the following criteria to add to your report Type Enter a type in this field using the dropdown box This is to limit the list to only the selected type First amp Last Date Enter the dates of the maintenance Reports Lists Tank Saver List 149 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 150 of 193 9 Tank Saver Date P From To Division Customer Class q Include Address Iv EXECUTE F This report generates a list of customers that will need to receive a tank saver application the Tank Saver Application Due Dates are entered in the Product Information Tab of the Customers Setup Customers p Tank Saver Date From and To In these two fields you will enter the beginning and ending dates for the customer s tank saver report Division Enter a customer division in this field using the dropdown box This is to limit the list to only those customers in that specific division Customer Class Enter a customer class in this field using the dropdown box This is to limit the list to only those customer
37. Generating a Mass Mailing Single Account Check this box and enter the account number if you want to generate a single letter Division Check this box to activate the division filter Select the division that you are generating letters for Zone Check this box to activate the zone filter Select the zone that you are generating letters for 03 05 13 3 20 PM TerraOIL TerraGAS User Manual 84 of 193 Class Check this box to activate the class filter Select the class that you are generating letters for Budget Accounts Check this box to pull your budget customers Over Credit Limit Check this box to pull your budget customers Balance Check this box and select the aged balance criteria if you want to generate letters for customers with a specific account aging Min Dollar Amount Check this box and enter the minimum account balance that you want to generate letters for Once all of your criteria has been entered you then can click Execute MS Works will start automatically then you ll be able to print your letters out from MS Works Section 5 Delivery Delivery Ticket Control 5 Delivery Ticket Control i xj Forecast Deliveries will Call Tickets Print Tickets Post Tickets Product Forecast Date 08 11 03 DegreeDay M Julian Day Zone Y Forecast D Days 2977 00 Degree Day Heat a Division M Forecast Month and Week Y T Degree Day Heat HW 0
38. If you have a customer brought up in this screen clicking this button will automatically bring up that same customer in the View Customer screen View Contact Button ts If the customer brought up is under contract with the selected product this button will be enabled Clicking it will show you their contract status System Options Button t This will automatically bring up the Transactions tab in the Setup System screen p Find Invoice Button amp This will automatically bring up the Find Invoice Screen p Cancel Invoice Button E Cancels the invoice 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 101 of 193 Transactions Cash Receipts Account CrtiNof i 4 d Balance Unposted Total Description Amount Date 08 13 0 G IE aE jp8713 03 84 Lumber Check Payment aiam Boyer Scot Check Payment Total Payments 1 044 93 x F10 F12 The Cash Receipts screen is where you will enter in your payments You can bypass this screen all together and put your payments in Sales and Adjustments p if you wish However you can utilize this screen if you wish to keep your sales and payments batches separate Entering in Payments Type the account number or last name of the customer you re entering in a payment for Enter the Date of the payment This field is defaulted to the
39. Job Profile simply call it Misc as well and assign that one Task to that one Job You will then use the Misc Job for every Proposal you create Service Proposals Customer 0500 04 Lumber Order Date AC Heat Appliance Service Person Template SSF i Status Job Profile Labor Amen C CL Pat lobNane C O Te Job Location Total Date Df Plans Payment Instructions Job Phone 410 561 0184 withdont HPropsas 1 8 C Order Number 100001 NEW ACCT 2 Accepted O Labor Instructions EXIT ACCEPT The Proposals module allows you to work with a customer proposal from beginning to end Through this screen you can generate and print proposals for customer review After feedback from the customer you can then make changes or start work on that job or installation You must bring up the customer by using the customer lookup box to begin using the Proposals module Once an account is selected you can either start a new proposal or view those previously created If you wish to start a new proposal you can do so by clicking the New button After clicking New the information fields are available for modification Most of these fields are self explanatory You ll notice that they are similar to the fields on your Proposal form The two fields that don t appear on the Proposal form are the Job Profile and Equipment Templa
40. Minimum Charge The minimum charge to be applied This means that any customer that is due a charge will get this charge if the calculated charge is not higher Example A customer has only 5 overdue and a 1 5 rate This yields a 0 08 charge If you have a minimum charge of 1 this customer would be charged 1 not 0 08 Minimum Overdue The minimum amount a customer must have overdue in order to receive a finance charge Example A customer has only 5 overdue if you have a Minimum Overdue amount of 10 this customer will not get a finance charge Minimum Balance The minimum balance a customer must have in order to receive a finance charge This can be confusing in some situations Example A customer had 100 overdue 30 days ago and did not pay within the Payment days 15 but their balance on the date the finance charges was below the 10 minimum they paid later so they will not get any charge Prorate Whether or not to prorate finance charges A prorated finance charge does not use the values Payment Days or Billing Cycle Days It is a strict 30 day prorated charge and will take into account whether or not a customer has been charged a finance charge in the past Compound Whether or not to include past finance charges in the Balance and Overdue Balance when calculating finance charges Example A customer has a balance of 101 50 but 1 50 was a previous finance charge If you select compounding this customer will be
41. Of Dispatching M Enter in the username of the new user in the User Name field The group should already be selected in the Member Of field Setting Permissions Click on the Setup heading at the top of the screen Security and then Permissions You will then get a screen like the following example Permissions lt gt Group Dispatching M Ara Allow Deny Equipment Setup E Ww Equipment Template Iv Service Job Profiles Ci v Proposals 1 Iv Jobs Iv C p Service Plan 3 Iv Service Calls Iv r Dispatch iv r1 x EXIT Choose the Group that you want to set permissions for You can then go though the list of screens and choose whether you Allow or Deny that particular group access Changing Passwords If someone forgets or just simply wants to change ther password log into the system as admin then click on the Setup heading at the top of the screen Security and then 03 05 13 3 20 PM TerraOILTM TerraGASTM User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 21 of 193 Users amp Groups Click on the group that the user is in Click on the User that wants to change their password Click on Clear Password The next time they log in they can specify the new password they would like to use Backing Up Your Database Itis VERY IMPORTANT that you back up your data regularly TerraOIL TerraGAS stores all of it s data in
42. Sales and Adjustments Use Salesperson D Print Batch List on Post Tab Stop at Item Description Iv Ready On Entry Use Transaction T ype Goto Refnum After Entry L Apply Payments To Open Item Collections Activate Discount Terms in POS Invoices Cash Receipts Automatically Print on Post Print Deposit List on Post Print Statement Format M Ready On Entry Activate Invoice Tax Cap IV Default Amount To Balance v Display Discount Terms On POS Invoices Default Payment Check z Cash Acct Point Of Sale Customer Most users of this software use the above configurations Only in rare cases will one activate any of the general settings Section 3 Inventory 41 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html This section of the program will be going over how to set up your inventory Location and Products are a must if you are setting up your database from scratch and have to be completed before you can enter in any customer information If you are not keeping track of inventory you still need to have at least 1 location and the product s entered in that you deliver to your customers Inventory Location E3 Inventory Locations X Inventory Site Bulk Plant z ei Site Name EMUS Contact aum ee Code Phone 410 785 5380 Address 210 Shilling Circle
43. Scheduled Entry Person Service Profile USE PROFILE Dates Entry TIE 8 03 4 39 05 PM Scheduled 03 15 03 Stated 08 18 03 4 39 05 FM Hardware View Hardware View Service Plans Completed pl Serial Number HW Equipment Information Service Pan ICE Hardware 45443543 Instructions Complaining of no heat Requests that we go to the rear entrance Collect check at time of service Exi DONE x amp d SUSPEND CLOSE The Service Calls screens progress similarly to the Jobs screens The steps to begin a service call are creation assignment of technicians completion and invoicing The creation and completion aspects are done within the Work Order tab After the work order is created and saved you can go to the Assign Tech tab to assign technicians to the task After the service has been completed you can go to the Work Order tab and click on the Close button to close the order The Invoice Tab will be brought up automatically in which you will be able to bill the customer for the services and post the invoice to close the work order completely NOTE Service calls need not be invoiced nor do you have to assign technicians The service calls screens can be used as little or as fully as you require Work Order Tab Creating a Work Order Bring up the customer with the customer search box If the customer doesn t exist in the system yet you can click the Call In Button which will bring u
44. Transfers are used to maintain container locations and fill statuses To transfer a container follow the steps below From Account 58 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html Customer If you choose customer enter the customer account number The container s assigned to that customer will display in the box to the right Yard The yard account is used to hold containers that are currently stored at your company awaiting shipment to a customer or to be transferred to a fill center Clicking Yard will show all containers assigned to the yard account Refill Center The Refill Center is the location or place where you may take containers for refilling Once one of your centers are selected all containers currently there for refilling will show up in the box to the right Note If you use this option you must have your refill centers pre defined in Inventory Container Refill p Transfer Options Return Empty From Customer This option moves a container from a customer site to the Yard account Deliver To Customer This option will move a container from the Yard or Refill Center to the selected customer Refilling at Yard This option allows empty containers to be filled To Refill Center Choose the Refill Center desired Transfer Date Enter the date of the transfer Quantity Enter the number of containers Status after tran
45. Under the Tasks section on the left click on the task that you would like to close and create an invoice for 121 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html You will notice that the status of the task will say Incomplete Click the Close button in the Task Information section NOT the Close button at the bottom right of the screen You will notice the status of the task has turned to Closed Now you will have to click on the Invoice Tab Job Information Tasks Parts Invoice Assign Tech Equipment File Invoice Status 100001 Date Code Description Inv Qty Price Tax Disc Total TUT3 E O O l S S TAXES DISCOUNTS PRICES NOTES CANCEL tn Technician Notes Amount Date Item Qty Price Tax PPL 11707 03 Laborchage 000 0 00000 0 00 If you had inventory assigned to the task that you closed you will see those items already listed on the invoice All you would have to do is make sure the quanities and prices are correct Then you can add anything else you would like to bill the customer for Additional Invoicing Notes Invoice Num This is the invoice number which gets automatically assigned Status This will show the status of the invoice Not Posted Posted Enter the Date of the transaction This field is defaulted to the current date Select
46. _ Job Information Tasks Parts Invoice Assign Tech Equipment File Current Equipment ACSenalNumber ACMake ACModel AHMake AHMadel ACInstalled ACWarrantyE SERVICE PLAN VIEW EQUIPMENT Mew Equipment SerialNumber Hw Warranty mT r Equipment Type 1 Template a HH Air Conditioning Serial Number m C Heating System C Appliance Warranty Exp ADD EQUIPMENT ca amp d SUSPEND CLOSE Current Equipment If the customer already had equipment assigned to their record you will see that equipment in this section according to what Equipment Type is set to Template Serial Number Warranty Exp This is where you can choose an Equipment Template p for this job If you already chose a template during a proposal you shouldn t have to select a new one Once you choose a template enter in the serial number and warranty expiration date of the equipment and then click Add Equipment button You will then notice the equipment that you added will now show up in the New Equipment section New Equipment This section will show you the equipment installed during this job Note If you already chose an Equipment Template using the Proposals screen p the equipment will already be listen under the New Equipment field Then all you would have to do is enter in the Serial Number and Warranty date Service Plan Button This will bring up the Service Plans screen p Thi
47. all necessary information before it can export The first step is to select whether you want detail all transactions or summary only totals under Setup System Database Setup The first tab under System will allow you to select your Accounting Path This is the Quickbooks directory The second step is to setup all of your GL numbers in TerraOIL TerraGAS Quickbooks must be set to use numbers General Ledger numbers are assigned to each product tax payment and charge in TerraOIL TerraGAS Most of the GL numbers are setup under the heading Setup Codes Figure 1a Toolbar Heading Select this option ip setup your Quickhooks program path ana export hyne figure la The first subsection is Charges Figure 2a Fill in ALL GL numbers If you are unsure of which GL numbers to input consult your accountant All transactions made with charges should all be positive sales Quickbooks will not allow any types of payments to be made with charges This includes returns and write offs If you are making any charge and typing a negative sign before the total you will not be able to import this transaction into Quickbooks These types of sales are payments not charges Also as charges are non taxable non quantifiable items they will be carried over to Quickbooks as such 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 186 of 193 Enter GL Number amp Setup Ch
48. choose an Order Number from the drop down combo box This drop down is filtered to only show proposals created for the selected customer If you need a more extensive proposal lookup you can click on the binoculars 4 located at the bottom of the screen When an order number is selected you re given the choice to print edit delete X or Accept that proposal Editing is only allowed on proposals that haven t been accepted The edit mode is meant for correcting typos or making modifications from customer feedback Deleting a proposal will remove it from the system completely This could be done if your customer doesn t accept the proposal for example Accepting a proposal indicates that the customer has agreed for you to begin work on this order When the Accept button is clicked the Jobs module p is loaded with the selected proposal You can then begin processing the job Note There is a check box in the Proposals module that indicates if a proposal has been accepted You can use this to identify proposals that have become jobs Service Jobs 115 of 193 03 05 13 3 20 PM TerraOILTM TerraGASTM User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html ro mm ox oT Accountl110601 Cni No 110601 14 lt gt gt I d Ace Used Cars 200 York Road on Keeney Mike Towson MD 21204 Bvers 1 TEE 73 410 321 2300 410 321 2301 Modi Balance 1 156 73
49. click on the printer button amp Only the tickets specified in the criteria above will print Posting Tickets amp 3 Delivery Ticket Control Forecast Deliveries Will Call Tickets Print Tickets Post Tickets Filter Off 1 Customer Starting Ticket IE Customer HIDE C TieketlD Ending Ticket ID Starting Deliv Date Zone x CLEAR FILTER x Starting Ticket No Ending Deliv Date APPLY FILTER Ticket Number Ending Ticket No Product zj REMOVE FILTER Location Name Account id al Tick D Tick Num Entry Product Deliv Driver iInvLoc Fill Qty Unit Pr Total Post E 120168 06711703F 1045735 E i Do 0000 S000 120172 09 T1 08 P 06 2703 ENEZ CC A LC ET ESL 120763 OB TT AGP BIET E UNNCTCC UNES NN 13 C 120170 09 11 11726798 Lai AL som Hs T 120176 08 11 03 LP Bulk 03 05 00 2 i00 ooo 1 2390 0 00 120153 Soe uuu T Im O DOU 1 0290 0 00 The Post Tickets page is where you will edit and then post your tickets All tickets whether they were entered from a forecast list or as a will call will be posted through this screen Sort By Choose whether you want to view tickets in order by Customer Ticket ID or 88 of 193 03 05 13 3 20 PM TerraOILTM TerraGASTM User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html Ticket Number Note Ticket Number is either specified by the system or by you Ticket ID is always specified by the system If you put your
50. file C terra Vista Graphics Media Manuals Oil Gas manual html items Date Criteria Enter the Billing Beginning and Ending date range These dates will limit the report to the date ranges specified Customer This field allows you to limit the list to a specific account Service Plan This dropdown limits the list to show only service plans with the selected name Frequency This dropdown limits the list to show only service plans with the selected billing frequency Equipment Type This dropdown limits the list to show only service plans that cover the selected equipment type Division Enter a customer division in this field using the dropdown box This is to limit the list to only those customers in a specific division Customer Class Enter a customer class in this field using the dropdown box This is to limit the list to only those customers in that specific class Show Equipment Covered When checked a summary of associated equipment is listed beneath each service plan Reports Service Job Costing x este Veste Dine a Detail Preview Sale Date From To C Summary C Print Entry Date From To Job Class 1H Product 8H Division HM Salesperson a Customer Lr wq This report generates an accurate costing sheet of specific jobs Jobs are generated under Service Jobs 160 of 193 03 05 13 3 20 PM TerraOIL TerraGAS
51. fuel in storage tanks can now be safely based on the information You should also be aware that a reserve figure should be established for each size tank This is the quantity of fuel that should remain in the storage tank a safety figure at which point the supply should be replenished The following calculations will give you a safe reserve figure for various size oil storage tanks A 2775 gal Fuel tank should have 0 65 gal in reserve A 550 gal Fuel tank should have 0 150 gal in reserve A 1000 gal Fuel tank should have 0 250 gal in reserve A 1500 gal Fuel tank should have 0 300 gal in reserve Remember to deduct the reserve gallons from the total number of delivered gallons in the fuel storage tank This will give you the actual number of usable gallons This number will then be entered in the customers file as the Fuel Size If you are interested in determining exactly how many usable degree days of fuel the customer has multiply the number of usable gallons times the K factor Example A tank has 230 usable gal The residence s K factor is 2 0 230 X 2 0 460 Usable Degree Days Fuel In actual practice you can make the system useful be projecting future next time deliveries 9 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 10 of 193 of customers in advance As indicated previously not only does this protect the res
52. generating the export file 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 179 of 193 After your criteria is selected click the Export button A new window will appear prompting for the export file name and path x Please enter the name of the export file you wish to ox create OX Cancel NGBOOKSWNWINFUEL IIF The path listed will be the one specified under the Setup System page p with the Filename lIF file listed after it You may change this path and file name to another name provided the directory exists Once you have the path and file name set click OK If you have any items with missing GL numbers you will be asked if you would like to see a report Data Validation p EG You are missing some sale GL numbers Would you like to see a list No Cancel If you click Yes you will get a report of transaction items with missing GL Numbers and the export will be aborted Once you go back and fill in the missing GL numbers simply run the export procedure all over again If you click No the system will go though with the export skipping the transaction items without GL numbers If you go though with the export you will see a progress bar and then a message stating the export was completed successfully will appear See Quickbooks Export Troubleshooting p for more detailed information on the QuickBooks
53. number After you ve done a lookup you may be presented with a screen similar to the one above In the case of our example ABC Trucking has two pieces of equipment covered by a single annual service plan The default view shows Service Plans that are associated with the selected customer Therefore if you select one of these plans it will show the associated equipment In some cases the customer may not have any service plans but does have equipment To make sure that you would see this equipment you can click on the Equipment viewing option Creating Service Plans 03 05 13 3 20 PM TerraOILTM TerraGASTM User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 136 of 193 If you want to add a service plan to a customer you can do so by clicking the New button This will cause a new screen to appear This screen is where you will input the information about the new service plan All fields on this screen are required First you will need to provide the Name that this plan will be identified by Next the Frequency will determine how often the customer receives a service charge for this plan The frequency options include Once Weekly Monthly Bi Monthly Quarterly Semi Annually and Annually The next field is the Bill Date This tells the system when a customer is due for the Service Charge amount listed below it The Coverage option determines what work will be performed at no cost to the customer The optio
54. on the transaction you will be able to view the description On statements and invoices the description you type in here will show up under the transaction item in parentheses Click the Add to Invoice button amp As soon as you hit the Add to Invoice button you ll notice the transaction will show up in the bottom portion of the screen This is first transaction on this customer s invoice To add more transactions to the invoice simply go thought the same procedures above Technician Notes You can enter in technician notes in this field You can later reference this work order and view these notes Anything typed in this field WILL NOT print on the invoice Editing Transactions Click on the navigation arrow to the left of the record in the batch that you want to change Click the Edit button You ll notice that transaction will then show up in the top portion of the screen Make any necessary changes Click the Update Transaction button 2 to commit your changes to the batch Deleting Transactions Click on the transaction that you want to edit and make sure the arrow to the left of the record is pointing to THAT transaction Click on the Delete 7X button 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html Answer YES to the confirmation message box The Parts Tab Occasionally you ll see a Parts tab like the one above This will
55. only 1 single file That file is an Access Database with a wfl extension This is the ONLY file relating to TerraOIL TerraGAS that you would have to back up You do not have to backup the actual program the set up CD is your program backup You only need to worry about the wfl database file By default when you create a company file the system wants to store this wfl file in My Documents Your Company Namel If you do not see your database in this folder it s possible whoever created it may have decided to place it somewhere else on the hard drive or network If this is the case you would have to search your hard drive for all wfl files As for backing up this file we recommend using re writable CD s CD RW Zip Disks Jazz Drive or a USB Flash Drive You should backup your database EVERYDAY You should also have a separate backup for each day of the week that work is entered into it Mon Tue Wed Thu Fri Networking TerraOIL TerraGAS If you have more than 1 computer that needs to access TerraOIL TerraGAS you will need to follow these steps 1 Create a database from the main server computer if you haven t done so already See Starting the Program p 2 By default the database will be created in My Documents Your Company Name You will need to share out the Folder with full access to all of the users on the network 3 Each Computer needs to have TerraOIL TerraGAS installed 4 On each computer you w
56. only show up IF the piece of equipment that you re doing the work order for is 1 Covered Under a Service Plan 2 Assigned to the Work Order and 3 The Service Plan covers Parts Only or Parts and Labor What this allows you to do is list all of the parts that were covered under the service contract The parts listed here will be taken out of inventory but NOT billed to the customer However you can still bill the customer for certain parts that might have not been covered under contract Note Any parts that need to be added to this screen need to be entered BEFORE the invoice is posted After the invoice is posted you will not be about to come back to this screen and add parts Posting the Invoice Once you ve made sure that every transaction on this invoice is correct you can post them to the account by clicking the Post button x Printing the Invoice If you want to print this invoice you will not be able to do so from this screen Hitting the Print button amp will only re print the original work order To print out this invoice you will have to go to Reports Stmt Invoice Daily Invoices p At this time you may exit this screen Note You can always come back to the work order screen to reference old work orders for a specific customer Simply click on the work order to see what the original call was about and you can click on the Invoice Tab to see the technician notes and what was billed for that service
57. only those customers in that specific class Reports Sales Sales amp Sales Report SD X Sales By Product Preview Begin Post Date C Sales By Account C Print End Post Date 09 09 03 Transaction By Code Begin Sales Date C Accounts Receivable r Detail Type End Sales D ate 09 03 03 C Tax Report Detail Cost of Goods C Summary Account Address Order By Customer Class z Include Address f Account Customer Division 8H C Date Sales Rep z C Name Salesperson z Code Sales Division z Inventory Site zi Inventory Group z Product zl Transaction Gade z Tas Exemption z Tax District z EXIT 4 exeure o A This form contains five important reports essential to your business They are Sales By Product Sales By Account Transaction By Code Accounts Receivable and a Tax Report Report Type Choose the type of report that will be generated The following choices are available Sales by Product This report will list sales by products in your inventory Sales by Account This report will list sales by customer account Transaction by Code This report will list transactions by codes Accounts Receivable This report will list accounts receivable Tax Report This report will list taxes Search Date Enter beginning and ending post dates or enter beginning and ending sales dates This field will limit the repo
58. ready for posting If the View All Workstations button is depressed on the Cash Receipts form you will also be given the option to print the batch in order by entry date or user Once you ve made your choices you can generate a preview or printout by pressing the Print button amp at the bottom of the Options form Posting Payments Before a payment can be posted it must contain a checkmark in the Post checkbox To do this simply double click in the box You can set the system to automatically put checkmarks there in the Setup System screen p 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html Once you ve checked all eligible transactions you can post them to their corresponding accounts by clicking the Post button Ex or by pressing the F12 key on the keyboard Additional Features View Customer Button amp If you have a customer brought up in this screen clicking this button will automatically bring up that same customer in the View Customer screen System Options Button t This will automatically bring up the Transactions tab in the Setup System screen p Transactions Find Invoices xi Starting Date PO Number Ending Date Has Item X EN Customer X ES F2 F3 Invoice Num fi 00006 GA d Customer Address Invoice Num PO Num Total Doe Jon i23Fake St 10 4274 EXIT F4 ACCEPT The Fi
59. simple To create a new equipment template click on the tab that matches the desired type and click the New button Enter any information that you d like in the specified fields To save on invoicing time later you can also add a Product Code for your template The Product Code drop down displays inventory items that have the Equipment Item check box selected in the Products screen p To search for an existing template use the Search drop down box at the top of the screen This drop down displays all templates of the selected type that you have entered in If you wish to edit an equipment template you can do so by selecting your template making your changes and it would simply save by selecting another template or hitting the Exit button If you wish to delete an equipment template you can do so by selecting your template and clicking the Delete button X Service Service Job Profiles 110 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual 111 of 193 Ej Task Profiles x Task Profile Job Profile l Task Profile mmm j Inspection M Category Y Code Categoy zl Name Instructions Material E stimate 0 00 Labor Estimate 0 00 Tax Estimate 0 00 Permits E stimate 0 00 Total Estimate 0 00 Subcontracted VIEW HARDWARE EXIT ViewMode ADD SUBTASK Setting up Task and Job Profiles can be a bit complicated at first but could help
60. soon It takes about 2 deliveries before the system will perform this adjustment Having this box checked will get you even closer to having a 100 delivery efficiency for this customer NOTE This will only work on customers that use degree day or Julian day but NOT both at the same time Forecast Type Select the forecast type for this customer A Automatic Delivery for a Heat only customer Customers marked as A will bee going off of the Heating Degree Day Cumulative in the system A means they have 1 burner for heat use only With this option you can also use the Sep H HW Separate Heat amp Hot water option as well See About Degree Days p H Automatic Delivery for a Heat and Hot water Customer Customers marked as H will bee going off of the Hot Water Degree Day Cumulative in the system H means they have 1 burner for both heat AND hot water use See About Degree Days p W Will Call Customer Customers marked as W will only receive a delivery when they call in They will not show up in a forecast list for your automatic customers C Customer Closed this customer account is no longer active N No forecasting Basically the same thing as Will Call S Automatic Delivery for a Scheduled customer If you select this option a Schedule button will appear on the screen and if you click that button you can specify what weeks out of the year they will be due for a delivery This option w
61. speedy up the use of Work Orders Proposals and Installation Jobs There is Job Profiles which are used in the Proposals p and Jobs p screens and Task Profiles which can be used by the Service Calls screen p Job Profiles could be AC Install Heat Install etc When creating a Job Profile you will need to assign the different Tasks that take place on the job Therefore creating Task Profiles would be your first step Task Profiles When it comes to a Job like AC Install you could possibly have Tasks like Inspection Rough In Install Ductwork etc Each task could also have inventory assigned to it When you do a Job p or Service Call p the tasks used will automatically bring over the inventory items with quantities assigned to it onto the invoice Then all you would have to do is make sure the quantities are correct on the invoice Creating a Task Click New Fill in the Code and Description for this task Select a Category that this task would fall in Optional Categories are created under file C terra Vista Graphics Media Manuals Oil Gas manual html 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 112 of 193 Setup Groupings Service Categories p Enter in instructions for this task These instructions will automatically show up on Work Orders p Proposals p and Jobs p if this task is in use
62. terra Vista Graphics Media Manuals Oil Gas manual html on their Product Information Tab in the Setup Customer Screen p If selected the report will print the report in order by stop number StangAccout Filters You can use these filters to narrow down the output Division z ofthe report Leaving these filters blank means that you tadpmer Claes lr z want to include ALL customers In other words if you want Zo to run a Sales report for only your residential customers c MNA of choose Residential in the class field The report will only eer i reflect residential sales Leaving the Class field blank will po TE include all classes Printing Reports Most of the reports in this program are formatted for the Okidata 321 Turbo However you still can use a regular laser or desk jet printer to print the report by following these steps You will not have to follow these steps if you have an Okidata 321 Turbo First you will want to preview the report rptSalesByProduct2000 Report iE XI To enlarge the report on the screen all you have to do is maximize the screen and then click on the report clicking once on the report will zoom in clicking on it again will zoom back out 142 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html If you enlarge the report you will notice the report is getting cut off onto t
63. the Start Work button in the Job Information tab the Dispatch p screen will automatically WO Date Zone pop up You don t have to dispatch the job unless you would Status like to run a Job Costing Report p If you don t want to D 5 dispatch the job now you can always come back later to dispatch the job using the Assign Tech Tab Note See the Dispatch Section for instructions on how to use the Dispatch screen p When dispatching a Job you can schedule each task at different times even different days Simply click on the first task and schedule the technician Work Order 100002 Then you can click on the second task and schedule it at a totally different time inspection 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 118 of 193 i Note If you have several tasks to a job and you are going to get the whole job done in one day you only have to schedule SEES one of the tasks not all of them BUILD DUCTWORK 1 007 i SubT ask 2 Once you re finished with dispatching your technicians you can close the dispatch screen Closing the dispatching screen will bring you right back to the Job screen At this point you would be waiting on the job to be completed before you can go on to any other tabs in this job screen Note If you want to keep track of job costing Before coming back to the j
64. tickets in order by Ticket ID The system will put your tickets in order of as they were created Filter Filters are used on the Post Tickets page to show only those tickets that match the criteria that you enter Enter the criteria in the appropriate fields Example if you only wish to see tickets with the delivery date of 08 19 98 you would enter that date into the Starting Deliv Date field and the Ending Deliv Date field Click on the APPLY FILTER button and only the tickets that meet the criteria entered will be shown Click on the REMOVE FILTER button and all tickets in the batch will be shown again Click on the CLEAR FILTER button and all of the filter fields will be cleared Posting Your Tickets First look for the ticket that you re ready to post and follow the steps below You can edit the Delivery Date Ticket Number Driver Inventory Location Fill Percentage and Quantity in the post tickets table Just highlight the text that you wish to change and then type in the new information If you need to edit taxes or discounts you need to click on the customer that you need to edit and then click on the edit button There will be a window that opens that is similar to Sales and Payments You must click on the TAXES or DISCOUNTS buttons to change either of these items Make sure to click on the ENTER button to save the changes made Make sure all of the tickets that you wish to post have a check mark und
65. time or make sure you re not going out there too much If you have a customer that calls up and says they are completely out of fuel the system will remember that this incident happened If it happens one more time the system will automatically adjust their degree days so they will forecast sooner This will only work if there is a check mark in the auto adjust box on the customer record If not you will have to adjust the degree days on a customer manually Overview Julian Days What is a Julian Day If a customer is consuming fuel for uses other than heat it may be necessary to forecast their deliveries on a Julian Day and gallons per day basis A Julian Day Calendar is a system of 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html numbering days consecutively from a starting date to an ending date instead of cycles by of days i e week month year The number of days in a period between deliveries may be entered in as the customer s Julian Days The gallons per day a customer uses may also be found if the Julian Days are known Example Julian Days in delivery period 115 Julian Days A tank has 230 usable gal 230 gal Divide 115 J D into 230 usable fuel 2 0 gal day If the total gallons of fuel per day a customer consumes is known it should be entered into the Gallons Day field of the customers file This total is then divided into the usable
66. total heating gallons 13 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual 14 of 193 Total number of gallons of fuel consumed November 1 to December 15 203 gal Total gallons consumed for hot water 90 gal Total heating gallons of delivery 113 gal Now the winter K factor can be calculated Total heating gallons of fuel consumed November 1 to December 15 113 gal Number of degree days calculated between November 1 to December 15 406 degree days Divide 113 gal into 406 degree days 3 6 winter K factor This next example is for a customer with a 250 gallon tank fuel size set at 230 using a combined hot air hot water system and received 203 total gallons on the last delivery Example First determine what the customer consumed daily for hot water 2 0 gal day 115 Julian Days 230 Fuel Size Next determine how many days passed between two consecutive deliveries that did not accumulate degree days on these days the daily mean temperature was above 65 F 14 days between September 1 and October 16 did not accumulate degree days Now multiply the gal day by the 14 days that did not accumulate degree days 2 0 gas day X 14 days 28 hot water gallons Before determining the winter K factor the hot water gallons must be separated from the total gallons consumed in order to find the total heating gallons Total number of gallons of fuel consumed September 1 to October 16 203 gal
67. will give you a list of warranties that are going to expire within the amount of days you specify here Division If you only want to run an equipment list for only one division then choose that division here Model This will only be active if the Report Type is set to Recall If you want to choose a specific model for a Recall report then choose that Model here Remember only the models of the selected Equipment Type will show up here First Serno Last Serno This will only be active if the Report Type is set to Recall If you want to run a Recall report for a range of Serial Numbers then specify the start and ending number here Reports Lists Tank List 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html Tankut x ae Account FrstinsaledDate Tank Number ast Installed Date j id Tank Division zz C Name ae 3 Use Maintenance Info Tope Paint x First Date Last Date EXIT EXECUTE FP This report generates a list of your tank inventory Tanks are entered through Service Equipment Setup p Order By This field determines the sort order for the report The following choices are available Account Tank Number Size Zone and Name First Installed Date Enter the first installed date This field determines the customer s first installation Last Installed Date
68. 0 30 Day Non Prorated 30 30 1 50 No 30P 30 Day Prorated 30 30 1 50 Yes Code Description Payment Days Min Charge J Prorate Biling Period Days Min Overdue J Compound Rate Min Balance Exit Save Edit New Delete l You can use this section to set customers to a specific set of terms based on seleceted criteria Make sure you have a Finance Zone 0H Division g Tax District M J Customer Class M J Update 27 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 28 of 193 Finance Terms Explained Finance Terms represent the different Terms or Rules that are applied when you apply finance charges during the End Of Month procedure Code An abbreviated reference to this set of Finance Terms Usually only a few letters numbers this will help you quickly identify the Finance Term when choosing one Description A short description of the Finance Terms Payment Days The number of days the customer has to pay their balance before a charge is applied Billing Cycle Days The number of days in the billing cycle or between statements Usually 30 Rate The percentage of the overdue amount that will be charged the customer This number can be written two ways Either as a Percentage Ex 1 596 or as a multiplier Ex 0 015 Make sure you use the symbol if you are typing in the value as a Percentage
69. 000 Q05000 1 24900 500000 010000 1 18900 100 00 015000 1 14900 If you have selected any quantity based price classes in the previous tab this Select Price Class field will be activated In this screen the adjustment fields work the same the only 48 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html difference is you can set the different quanities with adjustments for each Any customer assigned to this product AND assigned to this class will receive price breaks depending what the quanity purchased was Assigning Vendors Vendor Name AMOCO Oil Company EXON Oil Company Gulf Dil Co Part Number AM55676 Exg45466 G445 Base Cost This tab is used for adding the vendor s that sell this product To assign a vendor click the Vendors button at the screen and then you ll get the following screen E Base Price 0 00 Product 1 Keesene z Cast SE Part Number Product Code Product Description Base Cost Our Cost NEW VIEW Simply click the new button to add a vendor and then fill in criteria Vendor Choose one of the vendors that you buy this product from Product this field should already be chosen for you 49 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 50 of 193 P
70. 13 03 Coverage Labor Only Auto Renew Last Service Next Service Date Installed d Date Installed eel Installed By I Installed By e Waranty Expiration I i Warranty Expiration V Belt Vea O O Filter e Filter I Coolant L 5M Coolant 1 1 The Equipment module contains information related to customer installed Heater Appliance and A C Systems These could be units installed by or maintained by your company This module is also used to associate service contracts with equipment records Equipment is associated with a customer account so the most common way to find equipment records is through the Customer Lookup If you are unsure of the customer but know the equipment serial number you can search for this by using the QuickFind Search located in the right hand corner There is a QuickFind for each type of equipment The drop box will display all serial numbers that exist for that type of equipment If you know the serial number already you can type it in the QuickFind box To display the equipment record for a selected serial number click the binoculars button amp below the QuickFind selection box If you wish to make any changes to assigned equipment you can do so by clicking the Edit button To cancel changes made while in an edit session simply click Cancel To save the changes click Done To add a new piece of equipment you will need to first choose an account throu
71. 5 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html E Setup Discounts x Bijname ype Amount Senior Discount X zf 0 10000 LP puo 1 z OOO a 0000 This is where you can set up various discounts Later you ll be able to select one or more discounts and assign them on a customer record The customer will then ALWAYS receive the discount on EVERYTHING they purchase If you only want the customer to receive the discount on fuel then the discount should be set up as a Price Class see p in the product screen instead and then assigned to the customer Simply give the discount a name Choose whether it s a cents gallon or a percentage discount Fill in the amount Keep in mind even if you choose percentage for the type you would still have to type it in the amount field as a decimal Ex 10 10 and 5 05 Setup Codes Payments Bme Hi code Payment Name GL Account PS PREM Credit CadPayment Check Check Payment Cash_ CashPaymnet MiscCredt Misc Credit Adjustment iii eee ee 26 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual This is where you set up the types of payments that your company accepts just like the above picture Along with payments you can also set up a misc credit adjustment GL Account is only used for exporting to Quickbooks If you re not exporting into file C terra Vista Gra
72. Auto Create v City Hunt Valley State Zip 21030 EXIT amp This screen is where you can set up locations that you physically keep your inventory in ie Bulk Plant Main Warehouse Truck 1 Truck 2 Service Van 1 etc IF you want to keep track of on hand amounts for more than one location just keep clicking new for each location you enter in Also keep in mind that if you have more than one location you will need to keep up with what location sales came out of what locations purchases went into and you will need to keep track of transfers moving product from one location to another If you do not care about keeping track of inventory you will still need to create only one location and just name it after your company The only fields that need to be entered in are Location Code and Name Addresses and phone numbers can be left blank Auto Create Each inventory location can have its own inventory list A service van might only keep service parts in it and a fuel truck might only keep certain fuels in it The auto create function will automatically assign newly entered products to any location that has the auto create box checked If you re not sure what to do simply leave it checked for all locations Inventory Vendors 42 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html H Setup Vendors E xj Select Vendor Amoco lt JAM
73. COM omma 01000 CON Constuction ras 599 This option is for setting up different types of price classes for this product Price classes are used to assign similar groups of customers into a particular price class This makes future price changes easy as you only change the class and that in turn affects all customers with that price class Types of Adjustments Fixed This is a price that does not involve adjustments Set the price that the product is sold for Dollar Amount Price Enter a dollar adjustment amount here and the new price will be calculated off of your customer s price added to the adjustment Percentage Price Enter a percentage adjustment here and the new price will be calculated off of your customer s price added to the percentage adjustment Quantity Selecting quantity based pricing will activate the Quantity Classes tab which allows you to set quantity based pricing for this product Dollar Amount Cost Enter a dollar adjustment amount here and the new price will be calculated off of your cost added to the adjustment Percentage Cost Enter a percentage adjustment amount here and the new price will be calculated off of your cost added to the adjustment Note Unlike the other screens in this program when dealing with percentages with price clssses 20 would be entered in as 20 0 Quanity Classes Select Price Class x jConstruction 7 Type Adjust Price Qty p 300
74. Click Done At this time your task is saved You can now either manually enter in the Labor and Materials estimates by clicking the Edit Button and then clicking Done when finished or you can assign the inventory used for this task by clicking View Hardware The View Hardware button will open up the following screen Task Profile a i Code NES Instructions Mame SubT ask Inspection Ordering e Material Estimate 0 00 Labor Estimate 0 00 Tax Estimate 0 00 Permits Estimate 0 00 Subcontracted m Materials Code Description Qty Price ProductCode Description Quantity Price Assigning Hardware to a Task Click New Choose the Product by selecting either the Code or Description Enter in the Quantity of this product used for this Task Enter in the price per unit that you would be charging the customer this is what updates the Materials Estimate Click the Save Button kd If you need to add more products to this Task simply click New again and follow the above steps 03 05 13 3 20 PM TerraOIL TerraGAS User Manual Job Profiles file C terra Vista Graphics Media Manuals Oil Gas manual html Clicking on the Job Profile tab will take you to the following screen Ej Task Profiles E BE xl Task Profile Job Profile Job Profile o ac INSTALL fac INSTALL Code Name AC INSTALL AC INSTALL 4400 0 650 0 0
75. Date would be left as the default date 3 Amount Due will automatically fill in with only their over due amount but you can change this to the full balance if you wish All you would have to do is erase the total that s showing and manually enter one in 4 Due Date will default to the day you started the collection record but you can change it to whatever date you wish 5 It s recommended that you put a checkmark in Payment Tracking An example of what payment tracking can do is shown below 6 Click the Save bed button Once you complete those steps you ve started a collection record for a customer Every time you come back to the Collections screen and bring up the same customer you ll notice that instead of a New button you ll have an Edit button instead Now you ll be able to take notes of every time you ve tried to collect money 1 Click the Edit button 2 The Date should already be entered in 3 The Name will have a drop down box of your employees You can select the employee that is trying to get into contact with the customer This field is optional and can be left blank 4 Description is where you would enter in what was discussed see the screen shot above The system show the date this description was entered but not a time stamp You would have to manually enter in the time like in the example above 5 Click the Save bel button The next time you have to add collection notes on this customer
76. Dispatch button Scroll to the day it was originally dispatched on by clicking on the arrows next to the Date Field Double click on the beginning time of the dispatch like this file C terra Vista Graphics Media Manuals Oil Gas manual html 03 05 13 3 20 PM TerraOIL TerraGAS User Manual 131 of 193 L Customer 84 Lumber SAVE Employee Dispatch Start Time End Time Rate SCHEDULE 10 00 AM 12 30PM 30 00 At the bottom of the dispatch screen you will have to click the Delete button 7X and answer Yes to the confirmation Now you can scroll to the day that it needs to be rescheduled for and follow the steps above for dispatching a service call Invoicing the Work Order Once the work order is complete you will need to close the work order and invoice it Go back to the Service Calls screen Bring up the customer At the bottom right of the Work Order screen you will have to click the Close button and click Yes to the confirmation screen When you close the work order the invoice tab will automatically pop up file C terra Vista Graphics Media Manuals Oil Gas manual html 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html Work Order Invoice Assign Tech Parts Invoice Status 100003 Date Code 08 27 03 TAXES Description DISCOUNTS PRICES Technician Notes
77. Export Management View Vehicle Info 03 05 13 3 20 PM TerraOIL TerraGAS User Manual 180 of 193 amp Vehicle Display E x Vehicle Setup J Vehicle Number Maa zj Year 97 Description Serial Number A 34823E 939139 Make Ford In Service Since 09 01 97 Capacity 2 Vehicle Information Components Service and Labor Mileage Hours Repairs Preventive Maintenance Mileage Hours Body Total Parts Span 0 0 00 Installed Total Labor Last 0 00 0 00 Avg Miles wk Avg Hours wk Current 134 343 00 Grand Total Nest 0 00 0 00 Hil EXIT Reports Vehicle Maintenance allows you to enter and track mileage and service parts used to maintain your vehicles Adding a Vehicle Click New Vehicle Number The vehicle number field is what you will use to lookup the vehicle Serial number The serial number provided by the manufacture of vehicle In Service since Enter the date of when use of the vehicle began with your company Year Year of vehicle Make Make of vehicle Capacity Enter the maximum amount to haul Description Enter a description about the vehicle Vehicle Information Body The body style of the vehicle file C terra Vista Graphics Media Manuals Oil Gas manual html 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 181
78. Field All customers that have an over 60 day balance will see this message Over 90 Field All customers that have an over 90 day balance will see this message Lease Field Any customer that s set up for a rental charge in the system will receive this message as well 36 of 193 Setup Reports Invoice 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 37 of 193 2 e e C 7 nvoice Stmt Detail C 7 Invoice C Summary 11 Invoice C Tax Show Price Per Unit v Use Product Code Iv CANCEL These are your settings for your invoice layout Invoice Form 7 Invoice Stmt Can only be used with an Okidata 320 321 Turbo 7 Invoice Different layout than the form above but still can only be used with an Okidata 320 321 Turbo 11 Invoice An 8 2 x 11 invoice Depending on your printer settings see p in this program you can either print to an Okidata or a Laser Ink Jet printer all depending if Laser Print is checked or not Type of Report Detail Will show each transaction and the total balance due at the bottom of the invoice Summary Will only show the balance due with no transaction detail Tax Same as Detail except that it will show how much tax was applied to each transaction Additional Settings Show Price Per Unit If checked the price per unit will show up on the invoices U
79. Graphics Media Manuals Oil Gas manual html following choices are available Preview and Print This report displays a list of your customer service plans and a break down of their earnings costs and profitability Often this data is used to calculate if rate increases are necessary Reports Service Service Plan Profit X C m View Type Preview C Print Customer Class Division lI EXIT e amp Customer This field allows you to limit the list to a specific account Division Enter a customer division in this field using the dropdown box This is to limit the list to only those customers in a specific division Customer Class Enter a customer class in this field using the dropdown box This is to limit the list to only those customers in that specific class View Type Choosing your view type will determine where your list will be produced The following choices are available Preview and Print Reports Service Service Plan List Customer Service Plan Frequency Division 159 of 193 Equipment Type M amp Service Plan Report j xj zi poep Begin Date 03 08 03 End Date 03 08 03 Customer Class v EXIT EXECUTE a This report displays a detailed list of your customer service plans and associated equipment M Show Equipment Covered 03 05 13 3 20 PM TerraOILTM TerraGASTM User Manual
80. Job Information Tasks Parts Equipment File 116 of 193 Ereann Job Status Estimate Billing Material Entry Person sd Tax Job Profile Labor Permits Mim Enty Date Start Date Altemate Start Date L3 Estimated Days 9 Estimated Hours START WORK Est Completion Date L EXIT The Job Installations Screen is used to create and track a job in progress Jobs have many levels of completion From a job s inception Proposal to its fruition Completed the Job screen will track its status The simplest way to create a job is to create a proposal that encompasses the full extent of the job at hand After that the proposal is automatically converted to a job with a Proposal status Jobs have several tabs that are stage specific This means that some tabs only appear when a job has one of the statuses listed above For example when a job is billed you will no longer have access to the Invoice Tab Creating a Job The very first step is creating the job in the Job Information Tab NOTE If this job was created from accepting a Proposal p then you will notice the customer is already brought up for you and both Job and Job Profile are already filled in All you might want to do is hit the Edit button and fill in any other fields such as Entry Person and Instructions Once you re done editing make sure you hit the Done button If you are creating this job wi
81. NOTES Date Item 08 27 03 Labor chase Ooo Tax L 08 27 03 16 24 filter 2 000 2 4500 Qty Price 0 00000 0 Now that you are in this screen you can invoice the customer for labor parts or charges Invoice Num This is the invoice number which gets automatically assigned Status This will show the status of the invoice Not Posted Posted Enter the Date of the transaction This field is defaulted to the current date Select the Code for the transaction This code can be chosen by using either the Code or Description combo boxes If the code that you select is an inventory product code you will also need to select the location that the product is being sold from by using the Inv combo box If the customer has the product that you re posting assigned to them in the Setup Customer screen p as soon as you hit the Add to Batch button amp you ll get the following screen Delivery Update 3 9 2d j Do you wish to post a delivery ticket for this sale If this fuel was in fact DELIVERED to them click YES Clicking yes will make the system track that transaction as a delivery which is important especially for automatic customers Clicking NO will simply treat it as a transaction only it will not update the customer s last delivery date and will not track usage info for the customer Enter the number of units being sold in the QTY field If the transactio
82. OCO Oil Company 9i Information Account Products Vendor Name AMOCO Oil Company Country Code Amoco Tax ID 77998 7676 Contact greg Thompson Phone1 410 752 1000 Address 4302 Sanson Lane Phone 2 Fax in 0 752 1005 City Baltimore Licence No 4771394 State MD E Zip 21 201 Setting up your vendors is easy click New and enter in their info The only required fields in this screen are Code and Name Everything in the Account tab is optional Keeping Track of Taxes to the Vendor At this point you are done with vendors for now unless you have to keep track of taxes you have to pay to the vendor with this program If so you have to go to the Account tab and put each vendor into a tax district That s all you d have to do in this screen for now you will then set up your Products p As you put in your products you will assign them to the vendor s that you purchase them from which will be described how to do in the Products Screen p Once you re done with the setting up the products and assigning them to the vendors you purchase them from you will return to this vendors screen and click on the products tab In this screen you ll see the products that you ve assigned to each vendor You will have to do this step for each vendor 43 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html Fait Mumbret
83. Service Charge 160 00 Coverage Labor Ony zf EXIT The Service Plan Profiles module allows for the management of globally selected plans These profiles save time when adding new equipment for customers that don t have a service plan already but whose equipment will be covered under contract These profiles allow for the immediate creation and association between a customer service plan and equipment record Adding a New Profile 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 137 of 193 Click New Name the name this plan will be identified by Frequency Will determine how often the customer receives a service charge for this plan The frequency options include Once Weekly Monthly Bi Monthly Quarterly Semi Annually and Annually Bill Date This tells the system when a customer is due for the Service Charge amount listed below it Coverage Determines what work will be performed at no cost to the customer The options for coverage are Parts Only Labor Only and Parts and Labor This choice will be important later in the system when you are processing a service call for the customer Auto Renew This box determines if the Bill Date is incremented by the selected frequency Click the Save button kd These profiles can be deleted or modified at any time by clicking the Delete or Edit buttons You can scan through the s
84. TCE High Supe 10002 INVORCE 0 Mr Brown Balance Forward OM Seth Bance Forward O Mt Johno Baance Forvard INVTEMT DESC ACCNT PRICE TAXVEND TAXDIST D 0 Maryland Maryland DOIR Maryland Maryland DEN Maryland Maryland O0 Maryland Maryland DIK Pennzyai Pennz yvania DUN Penneywai Penneyanis OOS Penns yai PenneySanie ORK Pennry aiPennryania NAME INVITEMT DESC ACCNT PRICE COST RECROERPOINT o8 1 25 12 0s 9 o 035 TRNSID TRNSTYPIDATE ACCNT AMOUNT DOCNUM NAME TRNSTYPIDATE ACCNT AMOUNT NAME IMVTEM ONTY INVOXCE 11 1400 Accounts 1 26534 58 Totat INVOICE iano 10001 5t75Ermon FOR T INVOKE 117400 Sales Tas 45 18 Maryland Sales Tar Wat 404 4X Exxon SERVICE 2 n 9 I TAMELE UMIT Abingdon 2910 Trelbu Lane Abrgdon 410 515 000 000 0000 Jef Robert Y Abingdon 432 Kung Fu Lane Abrgoon 410 4744 00 000 0000 Ven Scot Y Abingdon 5 amp 3 Latbng Lane Abingdon 410 564 000 000 0000 Mati Sand Y Abingdon GID knol Ap H Cockeystul Abingdon Test Str Esper MC NAME ADORI ADOR2 PHONE PHONE FAXNUOM TAXD LIMT CONT VTYPE Y Y Kem E Tg COMPAN LA Jef Robert Ro Kain Scot Sc Matt Sand Sa Betty Sam S gt Mie Tolar Tol figure 8a 03 05 13 3 20 PM
85. TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 188 of 193 Reference Guide Products are similar to Charges in respect that no sale can be made with a negative price per unit or quantity No refunds can be made with products and have a successful import into Quickbooks All refunds must be made through a Payment code Another option is to ignore the error for the refund line during the import lookup the line number according to the error therefore the transaction and enter it in manually to Quickbooks See the sample IIF file below for instructions E Products xd Select Product F082 fuel 0i 82 Information Taxes Options Price Classes Quantity Classes Vendors Code ros2 Name roe Dil 2 Description Manufacturer Price 69000 GL Account 1000 1 Cost 125000 COGS Account 7 3000 Purch Conv Factor 100000 Group Product T yfe m Equipment Item Unt Cos Method Last Purchate On Hand 700 On Ofd Last Purchased N A Eo LAS s The COGS account is only used for a report built into the system t Enter GL Number does not export figure 4a To begin the export procedure go to the Management heading and click Quickbooks Export Figure 5a Make sure you check all options for the export The Customers and Transactions options are necessary but Vendors and Tax and Inventory Items can solve certain problems Select your starting and ending dates The time is
86. TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html TerraOIL TerraGAS Manual This manual was last updated for v 6 98 Table of Contents Overview Basic information you should know about your software Common Knowledge i i salak oe opo Ron UR Ree Rome De 6 About Degree Days 9 ee o Rhys Abut Julian Dayo iiss ee wba o Gus Pn arene EEE Setting Up Your Okidata 321 Turbo Activating SecuEXLy crores otra ex Df ERG SEES Backing Up Your Database NebWOEFKLHG xx scenes nue bee rcu eT a a E eee a SEATS Technical S ppOoEtbt esx3s ARX n Sex um imm ib ER Setup These steps need to be completed before entering in any customer records Required steps before inputting customers bebMERIITEENNERERRRERCERECERRRRRCCERCERERUEEERET Altitude Adjustments Propane Only Codes Charges cases ous die se roh Rh s Danae Codes Condition Rates i4 15 5 2 9293 Codes Purchase Order Fees Codes DES COUNTS sirere e yo nh Roy m im RU PUR wa Eins s Codes Payments s s ssa massaa tad e RR bs wile Re m erae n im Rr Codes Reserved Transaction Codes Codes Finance Charge Terms Codes Taxes Tr susteni u Pee eR bee Geb tne bad wile Employees a ET ERRERCIEIICERSRERUERREETIS Groupings Classes AA shies tic em aiene ee te ers Groupings Containers Propane Only
87. Vista Graphics Media Manuals Oil Gas manual html 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html then click Done The system will then subtract inventory from the location on the left and then add the inventory to the location on the right The system will also track all transfers made and you may run reports on them at any time Inventory Blend x TicketNum D a Primary Product Pae s d we Unis C wein s Blend Agent Product m s s we uis wein s zl End Product Pee zl w cu Units Co bein of zl The blend module allows you to combine two of your products and create a third Keep in mind that you need to have the 2 products that you are blending already set up in inventory as well as the final blended product 1 Click the NEW button 2 Select a product to blend 3 Select the correct type for the product Illinois Use only for tax schedules 4 Select the number of units for this product 5 Select the location from which you are pulling this product 6 Select the blending agent to blend with the primary product 7 Select the Type of Blend product Alcohol Oil Illinois Use only for tax schedules 55 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Man
88. When unchecked this account is skipped Statements are actually generated in Management End of Billing Cycle p Invoices When checked a daily invoice is generated during the billing procedure if this account did infact have an invoice that day When unchecked this account is skipped Invoices are actually generated in Reports Stmt Invoice Daily Invoice p Interest When checked this account will receive interest on a credit balance Credit Limit The credit limit for this account if applicable If a customer reaches or goes over their limit the system will warn you about it but you can still continune with the transaction Credit Hold When checked if the customer is about to have a transaction that will go over their credit limit the system will not allow the transaction to go though Rental Tax When checked the system will charge tax on the customers rental amount according to their tax profile Deposit If you ve received a deposit from the customer enter it here This amount remains until you return the deposit through sales Statement Date This is defaulted to 01 01 80 It is recommended that this value equal the date you used for closing the rest of your customers at the end of the month If you re not sure what to put here you can leave it at 01 01 80 It will just cause you to do an extra step when you re closing the month p Monthly Budget If the account is to be setup on a monthly budget
89. al html 85 of 193 and dispatchers Projected deliveries are printed as reports and later as delivery tickets for deliveries Forecast Deliveries is the first step in Ticket Control for creating a Forecasted delivery list Delivery Tickets and Later to Post deliveries Forecasting Deliveries Product If you choose a product only customers that have that product assigned to them will be forecasted optional Zone If you choose a zone only customers that have that zone assigned to them will be forecasted optional Division If you choose a division only customers that have that division assigned to them will be forecasted optional Forecast Type Only customer assigned to the selected forecast type will be brought up in the forecast list You would simply have to run separate lists for each type Forecast Date This will be the date that optimal delivery will occur This date will default to the current date If you like to generally forecast a week in advance simply change this date to a week from the current date Simply leaving it as the default date will query the system to show everyone that needs a delivery as of TODAY D Days This value can be changed to forecast by accumulative degree days rather than date This value will update the delivery date to where it predicts when that date will arrive by the projected accumulative degree day value Forecast Month and Week Using S for Forecast Type enables this optio
90. ame address then you will have to 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 78 of 193 do the following steps 1 Make sure you have the customer up in the set up customer screen and also in the Product Information tab 2 Click the first edit button at the bottom of the screen 3 Over to the left side of the screen you will see a New button Click it 4 Enter in all of the product information as described above 5 Hit the Save button bel 6 Repeat these steps for each fuel type that gets delivered to this customer If you successfully added more than one product to the account you would be able to click the pull down menu in the product field and see all the products you assigned andauon Delivery mio Product ropa Last L Group Kerosene Last Fill P Stop No Next Deliv No Tanks Next Der Tank Size 540 SepH Hw M Te I 450 Degree Days ee Multiple Delivery Addresses Some customers may have more than 1 address that you deliver to and they would only want to receive 1 statement To do this simply follow these steps 1 Set up the main account like normal as described above 2 Once the account is saved go back to the Delivery Information Tab in the Set Up Customer screen 3 Click the first edit button E at the bottom of the screen 4 On the left side of the screen you ll see the New button
91. and hold down the left mouse button under the Jim Smith column at the 10 00 A 10 30 A row While still holding the left mouse button drag the mouse pointer down to the 12 00 P 12 30 P row If you properly followed these directions you will get the following screen Dispatch Technician x Dispatch Jim Smith to work order 21 from 10 00 AM to 12 30 PM Lowe __ Click Yes If you haven t set up a pay rate or a charge rate for the technician under Setup Employees p then it will prompt you for those rates now You don t have to specify rates unless you want to run a Job Costing report p If you don t care about a job costing report the rates don t have to be filled in After confirming the dispatch your scheduled time will look like this Time Bill Smith Jim Smith Ken Langford 07 00 07 30 A 07 30 4 08 00 A 08 00 A 08 30 4 08 30 4 09 00 4 09 00 A 09 30 4 03 30 A 10 00 A 10 00 A 10 30 A 10 30 A 11 00 A 11 004 11 304 11 304 12 00 P 12 00 P 12 30 P 12 30 P 01 00 P 01 00 P 01 30 P 01 30 P 02 00 P 02 00 P 02 30 P Inside the highlighted block of time you will see the work order number and the customer name At this time you can exit out of the dispatch screen and wait for that job to be completed Editing a dispatch time for the same day If you are already out of the dispatch screen simply go back into the Dispatch screen and scroll to the day the job was origina
92. ar right of the screen is the tax profile for this customer and product only In other words does this customer have to pay those taxes on THIS product Click on the No to change them to Yes if they apply 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 76 of 193 Delivery Notes Any notes typed here will print on all fuel tickets for this customer Contracts Button If you click this button you will get the screen below This would be good for not only fuel contracts but pre buys and certain budget plans as well If someone pre buys simply fill out the Contract Terms side only and then put their pre buy payment in Sales and Adjustments p or Cash Receipts p amp Contract Based Pricing xi Product MV Use Contract Based Pricing Deposit Status Type Amount Beginning Date Total Ending Date Pro Rated Remaining Units Unit Price Purchased Total Ene Amount EXIT Use Contract Based Pricing Putting a checkmark in this box will activate this contract Contract Terms This part of the contract will lock a customer in to a certain price until they either run out of gallons or they pass their expiration date Status Shows you the status of this contract Beginning Date Enter in when the contract started Ending Date Enter the expiration date of this contract Units Enter in how many gallons this co
93. arge Types fen Charge Name Amount GL Account p BadCheck Bad Check Fee 25 00 4000 1 EJ P8000 figure 2a The next area to setup GL numbers is under Payments Figure 2b Payments are all forms of received funds Also included under Payments are write offs refunds and other miscellaneous credits Rules for using negative symbology are the same as in Charges amp Setup Payment Types of x Payment Name GL Account 3 P Cash Cash Payment ET Check Check Payment 2002 IT9 Enter Gi Charge Charge Payment 20003 piss RT Returned Tork 3000 ver me figure 2b Reserved Transaction Codes Figure 3a are the same as Charges and Payments but are automatically generated by the system These items must still receive a GL number even if you do not use them If you do not use them you may assign the GL number N A All items listed to below with GL numbers starting with 3000 are types of payments 4000 s are types of charges The Balance Forward charges are the beginning balances from conversions to TerraOIL TerraGAS Balance Forwards can either go to one GL account that accepts both Payments and Charges such as GL type Bank or can go to separate GL accounts with their corresponding types All GL numbers used here are samples 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 187 of 193 Enter GL Number
94. art Number Fill in the vendor s part number for this product If you don t know it or you don t care simply enter 0 Base Price This is the absolute base price for the product before taxes freight fees etc You don t have to enter in anything here if you don t want to The first time you buy this product from this vendor this will fill in automatically Cost This is the cost of the product AFTER taxes freight fees etc Once you have entered everything in hit the Done button If you have to add another vendor to this product simply click the new button again and go though the same steps When you re done adding vendors click the exit button and you ll return to the product setup screen and you ll notice that all of the vendors you assigned to this product are now showing up in the vendors screen of the product Notice the base cost As you purchase from a vendor their base cost will automatically update you ll always be able to see what you last paid for this product for each vendor If you are setting up your database from scratch you can skip the rest of inventory section for now and start setting up Customers p Inventory Purchase 03 05 13 3 20 PM TerraOIL TerraGAS User Manual 51 of 193 i mae sz zl P Co M Units Invoice _ k Unit Cost 0 00000 Date 08 01 03 Bibi Purch Cost 000 Freight Cos
95. ass Mail Module p and MS Works 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html Order By This field determines the sorting order for the report The following choices are available Account Name Street Zip Code and Stop Number if delivery is picked Age To This is used when Report type Aging is enabled Age to date allows the user to back age accounts giving the current over 30 over 60 and over 90 balances for the specified date This can be useful when billing is being done after the billing date has past Starting Account Name Street Zip Code and Stop Number This field indicates which record the list is to begin with If you would like your report to contain all customers leave this field blank Division Enter a customer division in this field using the drOopdown box This is used to limit the list to only those customers in that specific division Customer Class Enter a customer class in this field using the dropdown box This is used to limit the list to only those customers in that specific class Zone Enter a delivery zone in this field using the dropdown box This is used to limit the list to only those customers in that specific zone Balance Select the balance option in this field using the dropdown box This is to limit the list to only those customers in that balance category Include Zero Balance Accounts Have this option c
96. ass in this field using the dropdown box This is to limit the list to only those customers in that specific class Due Date The due date will limit the list to only collections due on this date Reports Lists Customer List x Order By Type ager 08 28 03 D C Account Bong i StatingAccout C Name C Mailing Labels Division 1H C Street C Delivery Customer Class B g ZipCode Zone B Stop Number Balance 1H Forecast lype Fe Product Lone IV Include Zero Balance Accounts IV Print Firm Name for business C Specified Accounts Only rite By Firm Name T Punt only Selected Balance z Age Open Item as Balance Forward T Show Account Numbers T Include Address IV Include Budget Accounts EXIT a EXECUTE This report generates lists of customers All customers are entered through Setup Customer Aging Reports Delivery Reports and Mailing Labels may be printed depending on the option chosen Type This field determines the type of list to be generated Choose Aging to generate an aging list showing the customer s current 30 60 and 90 day overdue balances Choose Delivery to generate a delivery list containing delivery information for the customers Choose Mailing Labels to print mailing labels for the customers name and billing address Mailing Labels will only work with an Okidata 321 Turbo If you are not using this printer you can do mailing lables using the M
97. at s not always the case Once you bring a customer up in just about every screen you ll notice an account and cntl control number field Account 11053 Entl No 110522 i 4 E E a Notice in the example above the account number is different from the cntl number The cntl number is always the master account The account number is the delivery account If the numbers are different then you are currently looking at a sub account of the master account If they are the same then you are either looking at the master account or a regular account that does not have any sub accounts If you bring up a master sub account in the view or setup customer screen and go to the Delivery Information tab you would be able to click on the drop down menu of the street address and see all of the delivery addresses of the master account You can also switch back and forth between each address this way too ni Information Delivery Information Product Ine Delve NM NH n E Company Account Tite Contaci Las Doe Firat John 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 80 of 193 Editing a Customer Record Lets say you ve made a mistake entering in a customer or the customer calls to tell you they ve moved and needs their address changed 1 Bring up the account in the set up customer screen 2 Go to one of the 3 tabs that you need to e
98. atch screen you will have to click the Delete button 7X and answer Yes to the confirmation Now you can scroll to the day that it needs to be rescheduled for and follow the steps above for dispatching a service call Section 8 Reports Basic Information for Running Reports Most reports offer special fields where you can specify custom criteria to narrow down report results Starting Date rd Date Fields If you were doing a sales report ora delivery report you might one want to see results for a specific time span If you Ending Date want to see a report that reflects the month of May then the start date would be 05 01 and the end date would be 05 31 If you would like to only see results for the day of May 15th then BOTH the start date and the end date will be 05 15 Order By You can utilize this to specify how you would like your report printed out You would only see this option on reports where customer s Bet information will be printed Account will print the report out in order by Biss customer account number Name will print in order by last name or Street company name Street will print in order by street address Zip Code C ZipCode will print in order by zip code first and then by last name or company name Stop Number Stop Number will only work if each customer has a stop number entered 141 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C
99. ation that is printed on statements Detail Shows the detailed descriptions of any transactions Example 100 2 Fuel Oil 1 089 Summary shows transaction summary descriptions on statements Example The same line above would show simply the word Invoice Tax Identical to the Detail format except that each transaction s tax information is broken down in detail Print Control Account Checking this box will allow only one statement to print for the control and the entire sub accounts combined Leaving this box empty will print a statement for each site with that site s individual sales Show Price per Unit Shows the price per unit when checked Use Product Code Replaces the product s description with your code for that product Print Bar Code Prints the bar code for the customer s account Only needed if you have a bar code reader Print Post net prints the Post net bar code for post office sorting and delivery Some post offices give discounts if this prints Print to Preview or printer Note preview is only available when printing single accounts The Message button will bring up your pre defined messages and will allow you to change 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 171 of 193 them now See Setup Reports Invoice Statement Messages p If everything is OK then click the Print button Reports Stmt Inv
100. ault vendor and tax No additional items will be assigned these are merely placeholders that QuickBooks requires Default Tax Item State Sales Tax Default Vendor emoco Dil Company EXECUTE Note You should make a data backup before running any end of month billing procedures If there are any problems encountered during billing you can use your backup to revert to and correct the problems Exporting to QuickBooks allows you to quickly transfer your customer vendor tax inventory and transaction information to the QuickBooks Accounting system Customers If checked the system will export your customer information You may select an individual account by typing it in the box to the right Vendors If checked the system will export your vendor information Tax and Inventory Items If checked the system will export your taxes and inventory items Transactions If checked sales and payments will be exported to QuickBooks Starting Date and Ending Date Specifies the time period in which to export Division Specifies that only transactions for the selected customer division be exported If no division is selected all transactions in the specified date range are exported Default Tax Item Select a tax from the list This has no effect on the data exported but is required for generating the export file Default Vendor Select a vendor from the list This has no effect on the data exported but is required for
101. button the system will update all of your customers to be assigned to the selected finance term You can even use the filters above the update button to only update a specific zone division tax district or class Setup Codes Taxes amp j Tax Setup EE xi Districts Rate Order GLAcct Comp Max Rent aes p stateSalesTax ooo 1 nof Nof PedeslubeTa z Ui 2 0 Nor Cony seta Jef O1700 3 nderground T ax ederal Excise tax e AY ox LE ES E LY AL aa LV AV OV E ES ES ES ES E Tax 09 r r p Z 4 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 30 of 193 This is a required step prior to setting up your customers Any taxes that you ll be charging through this system must be setup through this module Once they ve been configured in this section they ll become available in other tax setup grids Taxes are setup in districts In most cases districts represent the counties you operate in The first step to setting up a tax is to create a district To create a District click the New button and enter a Code and Name for your district Once you ve done that you can enter up to 20 taxes for that district Setting Up Your Taxes 1 Simply erase Unused Taxes and type the tax name under the Tax Item heading 2 Select percentage or cents for the method t
102. c customer Simply go to the Job screen bring up the customer select the Job in the Job Information tab and then you can click on the Invoice Tab to see what the technician notes were and what was billed for that job The Parts Tab This tab is used to track inventory for parts that are not being charged to the customer Any part added in this screen will be pulled out of inventory but not charged to the customer A good example of using this screen would be for customers that have a service plan and parts are covered under that plan You might bill them for labor under the Invoice Tab but all parts that are covered under the service plan will be entered under this tab for inventory tracking 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 125 of 193 If you don t want to track inventory then you do not have to use this screen Service Service Calls E Service Orders Acl x Account 110500 Cnt No 110500 i 4 E b 7 Current 350 68 Q 31 60 0 00 84 Lumber 53 W Timonium Road E Howard Steve Catonsville MD 21228 5 XE A Category Daily Sai 410 561 0184 baies Balance 1 243 82 CALLIN Work Order Invoice Assign Tech Parts P General Irvomation Services Equipment Type fal Work Order Scheduled gt Work Order Date Started Completed Status Bling Time amp Materals IE pls osteo 0871870
103. call Service Service Plan Plans 134 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 135 of 193 TET Lookup Option Customer 110560 ABC Trucking Customer Equipment Type y Cait FM Serial Number Serial Sumber v View By Service Plans C Service Plan Freq Bil Date Charge Coverage Plan2 05 25 04 250 00 Parts Only Yes Equipment Both Assign Serial Number Contract Trane 773683 A 76567 No t Carrier 5 Ton Roof 5 097 Yes EXIT amp ie The Service Plans module allows you to view modify and delete service plans Through this Screen you are given a view of the relationship between a customer s equipment and any service plans that those pieces of equipment are covered by You are also able to search for these relationships by account or equipment serial numbers When entering the form the default lookup is set to Customer Simply type the account number or name in the customer lookup box and the related service plans and or equipment can be viewed If you are searching for the coverage on a specific piece of equipment and don t know which customer it is assigned to you may search by serial number To do this you will need to click on the Serial Number button After clicking on this button you ll need to choose the Equipment Type and then input or choose the appropriate serial
104. cation p Order By This field determines the sort order for the report The following choices are available Location Product and Group View Type Choosing your view type will determine where your list will be produced The following choices are available Printer and Preview Starting Loc Code Product Code or Analysis Group Enter information in this field using the dropdown box This is to limit the list to only the information entered Reports Inventory Product Reorder 3 Product Reorder Report E xi Product Re Order 35 Product M Starting Date Ending Date EXIT EXECUTE a 153 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 154 of 193 This report is to help insure you do not run out of your products All reordering levels for each product is setup in Inventory Products p Product Enter the product in this field using the dropdown box This is to limit the list to only that product entered Starting Date Enter the starting date This date will limit the list to the earliest date ordered Ending Date Enter the ending date This date will limit the list to the latest date ordered Reports Inventory Purchase Transfer Purchase Products Vendor z Invoice Dae 00709 BilOfLading 0 0 0 1 Caen SY Purch Type Location C A 0 TaxType D
105. charged for a balance of 101 50 resulting in a charge of 1 52 If you do not select compounding this customer will be charged for a balance of 100 resulting in a finance charge of 1 50 Managing Finance Terms 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 29 of 193 To add a Finance Term 1 Click on the New button The input boxes will be blank 2 Enter the proper information in all of the fields All fields are required but you may enter O s for fields you do not wish to use Minimum balance Minimum Charge etc 3 When you are finished you may click Save You may also click Cancel if you change you mind nothing will be changed To edit a Finance Term 1 Click on the entry in the List and click Edit You may also Double Click on an entry 2 Make any necessary changes 3 When you have altered the Finance Terms to you satisfaction click Save You may also click Cancel if you change you mind nothing will be changed To Delete a Finance Term 1 Follow the steps to edit a payment Select and item and click Edit or double click and item 2 Click on the Delete button 3 Answer Yes to the confirmation message box or No if you change your mind Using the Update Button The only time you want to use this button is after you have your customers in If you select a term on the left side by clicking on it once and then click the update
106. chnician Notes You can enter in technician notes in this field You can later reference this work order and view these notes Anything typed in this field WILL NOT print on the invoice Editing Transactions 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 124 of 193 Click on the navigation arrow to the left of the record in the batch that you want to change Click the Edit button You ll notice that transaction will then show up in the top portion of the screen Make any necessary changes Click the Update Transaction button to commit your changes to the batch Deleting Transactions Click on the transaction that you want to edit and make sure the arrow to the left of the record is pointing to THAT transaction Click on the Delete 7X button Answer YES to the confirmation message box Posting the Invoice Once you ve made sure that every transaction on this invoice is correct you can post them to the account by clicking the Post button x Printing the Invoice If you want to print this invoice you will not be able to do so from this screen Hitting the Print button amp will only print the Job Order To print out this invoice you will have to go to Reports Stmt Invoice Daily Invoices p Note After Posting an invoice for a job you can always come back to the job screen at a later time to reference old jobs for a specifi
107. creen p Transactions Point of Sale Invoices 97 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 98 of 193 cc MM 0 Accoun 110360 Cnt No 110360 I 4 E gt 4 Balance 0 00 42 Gorsuch Road Unposted 87 89 Hicks Albert R Cockeysville MD Total 87 89 410 252 1417 WALK m Date PO Num Invoice Num 08 13 03 100006 Code Description Inv Qty Price Disc Total F5 TAX F6 DISC FF PRICE F8 DESCRP I F2 CANCEL UL Price Tax ja Smas 20x20 Filter 3 10000 Mea ka 12 50000 2 HP 1 2 HP Fan Motor Tn oo us Total 87 83 The Point of Sale Invoices screen can be used for recording the sale of products when a receipt is needed It also has a provision for making a sale to a walk in customer one who will not be added to the database of accounts this screen works very much like the Sales amp Adjustments module except that this only handles one customer at a time Creating an Invoice Type the account number or last name of the customer you re entering transactions for unless this is a Walk in customer in which you would just click the Walk Button Yu can also click the New button if the customer does not exist in the database and you would like to add them Enter the Date of the transaction This field is defaulted to the current date PO Num You can enter in a purchase order number in this field which yo
108. crosoft Excel It is an ASCH file and may be opened in any program that can read text The numbers in the far left row heading indicate the line any Quickbooks Import error Use these number to look up rows associated with errors Items in the first column that start with indicate a new section Ex Customers Vendors Items Transactions For looking up transactions there well be a TRANS line SPL line s and an ENDTRANS line The line error will refer to the ENDTRANS line When looking up a transaction line refer to the TRANS and SPL lines above the line it points to 192 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual 193 of 193 3 Fa em BADOR BADOR BADDR3 SADUR SADDR2 SADDRS PHONE PHONE FAXNUM CONT file C terra Vista Graphics Media Manuals Oil Gas manual html i j i Jef Robert Kevin Scot Matt Sand Betty Sen Mike Tolar Mu RR RU RS Esson amp 12 Cromw Cockeyswlis MD 21030 Amoco 5233 BndgEsses MO 21271 Shell 21 Fest St Maddis Fer MD 21220 NAME VTYPE Maryland Tax Authonty Pennsyha Ta Authonty KANE State Sale COMPTAX State Sale Sales Tar Fed Ee TeCOMPTANFed Ex TeSales Tar ObTas COMPTAXO4 Tae Sales Tar Diesel Tae COMPTAX Diese Tar Sales Tae State Sale COMPTAX State Sale Salep Tar Fed Er TiCOMPTAX Fed E Tz Sales Tar Otter COMPTAXO Tae Sales Tas Crore Tar COMPTAY Diese Tax Sales Tar Fo INVENTOR Fusi Ong 1000 1 i INVENTOR Propane 1900 3 SD INVEN
109. current date Enter the Reference Number optional This field is often used to store the ticket number this payment is for check numbers etc Select the Code of the payment This code can be chosen by using either the Code or Description combo boxes If you don t see your payment codes you must set them up in the Setup Codes Payments screen p Enter the Amount of the payment 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 102 of 193 F8 DESCRP This button will pop up a text window where you can enter in a description for this payment The description will show up in 2 places In the View Customer screen p any payment with a description will show up with an asterisk to the left of it If you double click on the payment you will be able to view the description On statements and invoices the description you type in here will show up under the payment item in parentheses Click the Add to Batch button amp As soon as you hit the Add to Batch button you ll notice the payment will show up in the bottom portion of the screen This is your Batch You can exit this screen shut your computer down bring everything back up and all of your payments in the batch will still be there Keep in mind these payments will not reflect on the customer record until they are POSTED To add more payments to the batch simply bring up the next customer
110. d division Setup Groupings Zones Ej Setup Delivery Zones Em X Delivery Zone Setup Lutherville 4 Cockeysville 5 Towson Zone Code Zone Name City State ZipCode Area Code tC im S9 9 EB EXIT This is a required step prior to setting up your customers Zones are another way that you can group your customers They provide a facility for choosing customers by geographical location Zones can be ANYTHING you want them to be A zone can be a county city route name etc Just remember a customer can only be in 1 zone at a time unless the customer has 2 or more delivery addresses City State Zip and Area Code are optional because you may possibly have a zone big enough to have 2 or more of those fields Therefore the only fields that are required are zone code and zone name Note The system won t allow you to delete a Zone that s in use The system determines this by verifying that no accounts are part of the specified zone Setup Groupings Service Categories 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 34 of 193 83 Setup Service Categories 1 EN xi Service Categories uw fe Description EXIT Service Categories are used to group Task Profiles Your Categories are set up here and then assigned through the Service Job Profiles module p Because it s possible to ha
111. date 4 Enter in the adjustment If you need to add 10 to inventory simply type 10 in this field If you need to subtract from inventory simply type 10 5 Enter a Cost Change if any This will change your cost per unit for this product This is usually not necessary and is left blank 03 05 13 3 20 PM TerraOIL TerraGAS User Manual 54 of 193 6 click Done You ll notice that the system saves each adjustment in the lower part of the screen and you can run a report on these later on in the reports section Note You will also be using this screen to put in your beginning inventory levels When you add a product to inventory the inventory level for that product is 0 If you sell that product before adjusting the level to what it should be you will end up with a negative amount on hand If this is the case you can still just adjust it to what it should be Inventory Transfer E Transfer Inventory Transfer From Product f Product Date 08 04 03 This screen will only be used if you need to transfer inventory from one location to another On the left side of the screen 1 Choose the product you are transferring 2 Enter in the date that this transfer took place 3 Enter in the amount of units that you are transferring 4 Choose the location that you re transferring FROM Then on the right hand side of the screen choose the location that you re transferring TO and file C terra
112. ddibonal tems will be assigned these are merely placeholders that QuickBooks requires Defaut Tax Item State Sales Tax Defauk Vendor Testing Select default tax and vendors figure 5a PART 2 QuickBooks Import The second half of the transfer process is done in Quickbooks In Quickbooks 99 the Import utility is under the heading File In Quickbooks 2000 the Import utility is under File Utilities Upon entering the Import utility it will bring a file open screen You must select the IIF file that was generated by the TerraOIL TerraGAS Export The default path is the Quickbooks directory and this will be the path that the IIF file is in if it was setup in TerraOIL TerraGAS as described above and the path was not changed during the time of export If you chose another path select this now After selecting the file and clicking open it will begin the import process At this time if everything is set up correctly there will be no errors and a message will appear stating that the import was completed successfully If you have errors please re read this document and if you still have errors read the Troubleshooting section below PART 3 Trouble Shooting Most errors during the Quickbooks Import process can be prevented by the above setup However some errors cannot be found by normal means This section covers the most common errors but is not complete 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graph
113. default You can change the tax settings for just this transaction only If you want to fix the default settings you either need to change the settings in the Inventory Products screen p or in the Setup Customer screen p and DISCOUNTS This button will give you the option of choosing a discount for this transaction that was set up in the Setup Discounts screen p You could also just enter in a discount by typing in the dollar amount in the Disc field manually PRICES This button will give you the option of choosing a Price Class that was originally set up in the Inventory Products screen p Choosing the price class will change the price per unit field NOTES This button will pop up a text window where you can enter in a description for this transaction The description will show up in 2 places In the View Customer screen p any transaction with a description will show up with an asterisk to the left of it If you double click on the transaction you will be able to view the description On statements and invoices the description you type in here will show up under the transaction item in parentheses Click the Add to Invoice button As soon as you hit the Add to Invoice button you ll notice the transaction will show up in the bottom portion of the screen This is first transaction on this customer s invoice To add more transactions to the invoice simply go thought the same procedures above Te
114. der M Large Large Cylinder 100 Description Regular Cylinder Si Size pr For Propane Use Only Containers represent cylinders bottles etc This form facilitates the definition of container types and sizes for use in Container Maintenance p Note The Size field can contain any measurement gallons pounds etc Note The system won t allow you to delete a Container that s in use The system determines this by verifying that no accounts are assigned to the specified container Setup Groupings Divisions amp Customer Division iE xf Customer Division c Budget Customer Code 4 Regular Customer Inactive Description Budget Customer 32 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 33 of 193 This is a required step prior to setting up your customers Customer Divisions serve the same purpose as Customer Classes In fact divisions are often used as a secondary sort on classes If you have budget customers you must use the examples above in order to print your statements correctly If you don t have budget customers you can use divisions for whatever you want Just keep in mind that a customer can only be in ONE division at a time Note The system won t allow you to delete a Customer Division that s in use The system determines this by verifying that no accounts are part of the specifie
115. dify Degree Days Click the Advanced button Click Average Degree Days FIRST Then Click Update Customer Degree Days SECOND How TerraOIL TerraGAS Uses Degree Days The system tracks 2 types of degree days heating and hot water You only have to enter in heating degree days The system will do the mathematics for the hot water degree days on its own As you enter in your daily degree days the system will have a running total of cumulative degree days for each day You ll also notice that the hot water degree days will cumulate faster than the heating This is because hot water customers use hot water year around In the summer when heating degree days virtually stop cumulating hot water degree days are still on the rise On a customer record you can set up a customer to use degree days as a way to automatically know when they are due for a delivery First you would have to make sure their tank size fuel size and last delivery date are correct Then their forecast type should also be 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 12 of 193 set A Heat only customer H Heat and hot water customer You then need to have SOMETHING 1n the degree day field The degree day field represents how many degree days transpire between each delivery If it s new customer you re entering in it s going to be hard to tell what to put in that field unti
116. dit Billing Delivery or Product 3 Click the first edit button E at the bottom of the screen 4 Over to the left of the screen another edit button will light up Click that one as well 5 Make the necessary changes 6 Click the Save button be 7 Click the Done button Keep in mind if you make changes to the billing address and the delivery address is supposed to be the same you will also have to go into the Delivery Information tab and make the same changes as well Customers Collections amp Setup Customer Collection 1 Bt 21 xl Customer fi 10300 Smith Bob Entry Date 08 09 03 Payment Tracking v Due Date 09 30 03 Amount Due 228 44 amp amp y mI Date Name Description 08 07 03 aan Bob Smith called and said someone will be coming in and dropping off cash 1 56pm cain Sending out a Certified Letter 9 45am 08 02 03 RE Called left message again 9 20am Called left message 3 15pm What is the collections screen all about This screen is used for entering in notes for every time you have tried to collect money from a non paying customer At any time you would be able to print these notes out p which would be useful if you decide to take legal action 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 81 of 193 Starting a collection record for a customer 1 Click New 2 Entry
117. e amount of gallons that used from inventory automatically Select the Code for the transaction This code can be chosen by using either the Code or Description combo boxes If the code that you select is an inventory product code you will also need to select the location that the product is being sold from by using the Inv combo box Enter the Type optional A user defined field This field can be used for filtering sales reports To enable this field it must be turned on in the Setup System screen p Enter the corresponding salesman for this transaction in the SP field This is used for reporting purposes You would have to make sure the salesperson set up in Setup Employees p To enable this field it must be turned on in the Setup System screen p Enter the number of units being sold in the QTY field If the transaction is not for an inventory item you will not be able to type in this field Enter the Price per unit This is defaulted to the price entered for this code through inventory If the transaction is not for an inventory item you will not be able to type in this field F5 TAX Use this button if the taxes are not configuring out properly by default You can change the tax settings for just this transaction only If you want to fix the default settings you either need to change the settings in the Inventory Products screen p or in the Setup Customer screen p and F6 DISC This button will
118. e criteria you would choose Fixed for this field and enter in the new charge amount in the Amount field Note A percentage should be entered in as a decimal ex 10 10 Service Dispatch amp Service Dispatch Date 08718703 _4 gt Jim Smith Ken Langford View Service Calls Let WO Date Zone P Status nh Dt 17 00 01 17 00 01 17 00 01 17 00 lp 1 17 00 E 08 18 03 1 08 08 03 Cestom LL sparc Employee Dispatch Start Time End Time Rate S EXIT E SUSPEND comptere CLOSE x d Using this screen you will be able to see what times each technician is scheduled for along with what customer sites they will be at during those times You can also reschedule times delete times and schedule new times while in this screen as well Scheduling a time for an open Work Order You will see all of your OPEN work orders labeled Work Order on the left side of the screen First click on the Work Order that you want to dispatch then scroll to the date that you want to dispatch this service call for by clicking the left or right arrow by the Date field at the top left of the screen Let s say we want to schedule our technician Jim Smith to this work order from 10 00am 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 139 of 193 12 30pm You will have to click
119. e invoices from this number and above If you enter an ending number the system will stop at this invoice Minimum Invoice Amount Enter the minimum amount for an invoice to print for This helps keep you from printing invoices for amounts that are simply too low to bill out Invoice Type Choose All POS or Service Division If you are printing for multiple accounts you can print for a specific division by selecting it from the drop down list Click the Print button amp You may click the Invoice Setup option p to verify and if necessary change any settings that you may need to Reports Stmt Invoice Previous Stmts x eo NOTE This screen only prints statements in balance forward Q Closing Date M format sao T Single Account End Acct ID F C Multiple Accounts Division a RD Print Price Per Unit Use Product Code gt Account Min Bal 5 00 Print Barcode LM LM EX C Name Include Zero Balance 5 d C Zip Code Print Control Account Iv fabis DesenptionFomat Poj Short Forms f Detail Panter Long Forms 4 Summary C Preview C Mailers C Tax EXIT g MESSAGES This module allows you to print previous months statements All statements are printed in balance forward format This means that if you are using open item you will still receive balance forward statements This scr
120. e start with and end with fields is controlled by your Order by selection Division Selecting a division from the list will only print the customers in this division that also meet the rest of the criteria you have selected Balance From this drop down list you select which statements print based off of their balance You may select from the following Balance Allows you to specify the minimum balance for an account to print Current All customers with a balance print 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 170 of 193 31 to 60 Only print customers with a 30 day balance 61 to 90 Only print customers with a 60 day balance Over 90 Only print customers with over a 90 day balance Credit Balance Only print customers with a credit balance Zero Balance Only print customers with a zero balance Minimum Balance With the balance option selected you can specify the minimum balance of a customer s account that should receive a statement Include Zero Balance lif checked zero balance accounts will print regardless of the other selections Account Type Balance Forward Open Item or Both Which ever is selected will only print that type of customers Show Payment Received for Open Items If you have Open Items printing checking this box will show any payments made on the outstanding invoices Format Controls the type of inform
121. e two figures are now added together and the total divided in half The result is the day s mean temperature reading The mean temperature reading is subtracted from 65 F which is our constant degree day starting point The result will be the day s degree days 65 High Low 2 Today s Degree Day Example High Temperature Reading for day 60 F Low Temperature Reading for day 40 F Total of both temperature readings 100 F Divide total by 2 Mean daily temperature 50 F Established degree day starting point 65 F Subtract day s mean temperature example 50 F Total degree days for this day 15 BE CAREFUL Don t accidentally take 65 from the mean this will be INCORRECT It s always 65 mean If you come up with a negative number this is a cooling degree day in which this system does not support No negative numbers should be entered in as a degree day If you get a negative number simply enter in 0 for today s heating degree day Each degree day calculated on a daily basis is now logged The procedure is repeated on a daily basis throughout the heating season September 1 trough August 31 Each day s total is added to the proceeding one The totals will be the cumulative degree days for the year These are the degree day values that will be entered into the system on a daily basis both when the system is first turned on and in the degree day file When the above information is established the goal is to find ou
122. eady have a Service Plan p assigned to them The Service Plan drop down menu will display any service plans that are assigned to the selected customer Therefore Service Plans p or Service Plan Profiles p should be setup prior to creating an equipment record If the equipment record isn t covered by a service contract or if you don t have a service plan already created simply leave this section blank The ONLY required field for an equipment record is the Serial Number and the System Type under the Heat System tab Once all of the desired information has been entered click the Done button NOTE Only the propane version of this program will have the Gas Check tab in this screen Service Equipment Template file C terra Vista Graphics Media Manuals Oil Gas manual html 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html LITT ix Search A C M D Ait Conditioning Heating System Appliance Make Model BTU Rating BTU Rating j Volts 20 Volts 220 V Belt ss Bet Filter o Fiter L S Coolant Coolant Product Code The Equipment Template module is used to create predefined equipment profiles These profiles allow you to quickly add equipment to a customer The profiles generated through this screen are available in the Proposals p and Installation Jobs p modules This module is rather
123. ear Start Montk J an Fuel Size 450 C Heating Year End Month Dec Julian Days 28 Degree Days 600 Current Year Last Year Prior Year Dollars 0 00 0 00 0 00 Ballons 0 00 0 00 0 00 Margin 0 00 0 00 0 00 Avg Margin 0 00 0 00 0 00 Ava Delivery 0 00 0 00 0 00 Efficiency 0 00 0 00 0 00 No Deliveries 0 00 0 00 0 00 In this area you can get yearly totals for fuel sales and profit margins Each product is selected from the drop down list and will automatically refresh the information shown below Selecting Julian Year or Heating Year will show profit margins based on either calendar or heating season periods You can also determine the start and end months The information shown is calculated for a 3 year period Current Last and Prior All of the calculated fields are updated automatically Below is a definition of each field Dollars Total Sales in Dollars Gallons Total Sales in Gallons Margin Total Profit in Dollars Avg Margin Average Margin per Delivery Avg Delivery Average Gallons per Delivery Efficiency Show efficiency of the deliveries No of Deliveries Total Number of Deliveries Customers View Customer Equipment Tab 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html Billing Info Collections Delivery Evaluation Equipment Service Proposal AirCondi
124. een is somewhat like the Monthly Statements screen p except for the Closing Date field Select the previous billing cycle s date from the drop down list Once you are ready to print these previous statements click the Print button amp 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html Reports Purchase Order Purchase Orders Purchase Date zs Purchase Order No 1 C Printer Preview Your PO Number as FOB QurPONumber Ship la EXIT 2 amp This form will let you print any purchase orders generated under Inventory Purchase Orders Purchase Date Enter the date of purchase in this field Purchase Order No Enter the purchase order number in this field Your PO Number Enter the purchase order number specified in this field Our PO Number Enter the system purchase order number in this field FOB Enter the Freight on Board information here if applicable Ship VIA Enter the means of shipping chosen for the purchase order Reports Purchase Order Purchase Order Reports x Product HH Vendor s Starting Date L J PO Status LU g Ending Date I 1 pene Teper Typ a Tax District LU g Purchase Orders C Purchase Order Taxes EXIT EXECUTE e Iu This form will generate a list of purchase orders that were entered under Inventory Purchase 173 o
125. eleted Transactions contained within a closed billing period can t be accessed through Repair Transactions In other words if your last statement date is 6 30 03 only transactions from 7 1 03 to present will be able to be edited or deleted Editing Transactions Find the transaction you want to edit by entering your search criteria and clicking the Search button 4 A list of matches will then be displayed Click on the transaction so the arrow to the left is pointing to the record that you want to change Click the Edit button Make any necessary changes 03 05 13 3 20 PM TerraOILTM TerraGASTM User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html Click the Enter button to commit your changes Deleting Transactions Find the transaction you want to edit by entering your search criteria and clicking the Search button amp amp A list of matches will be displayed Click on the transaction so the arrow to the left is pointing to the record that you want to delete Click the Delete button X Answer Yes to the confirmation message box Transactions View A R amp Total AR X Over 90 0 00 B1 to 90 0 00 31 to 50 0 00 Current 0 00 Balance 0 00 EXIT The View A R form displays the results of your Accounts Receivable for the current day When this form is selected from the Transactions menu the system runs a scan of all customer transaction history When the analy
126. enter the amount of the monthly payment a d select the starting and ending months Discount Section this discount section is for setting up an Early Pay Discount for this customer Ex If a customer pays within 15 days they may receive a discount of 05 Gallon To set this up fill in the discount amount select whether the discount is a percentage or cents gallon and finally enter in how many days they have to put in a payment to receive the discount Sales Rep If you track sales representatives you can select the salesperson from the drop down list This drop down displays Employees p that are setup as type Salesperson Click the Save button ld and you will automatically be moved to the Delivery section of Customer Setup YOU MUST REMEMBER TO HIT THIS SAVE BUTTON bed If you don t hit the save button and manually click on the Delivery tab this account will not be saved 03 05 13 3 20 PM TerraOIL TerraGAS User Manual 71 of 193 Customers Setup Customer Delivery Information Billing Information Delivery Information Product Information Delivery 7 Contact Information Tax Item Company 84Lumber z Account 110500 7 State Sales Tax Contact Last Howard First Steve Federal Lube Tax Eid County Use Tax 2nd Contact Steve Howard Underground Tax Address 53 W Timonium Road z Federal Excise tax Phone Eg 561 0184 Ex Catonsville Phone2 E
127. eports to print on a Laser or Ink jet printer and you can reference that under Reports Basic Information p Activating Security By default anyone who wants to see any information in the TerraOIL TerraGAS system can simply start the program and have access and the ablility to change information in every screen To prevent this you have the option to turn the security feature on With security you can create Groups each with their own set of permissions You can then create and assign users to each group Turning the Security Feature On Security The first thing you will have to do is turn the security v Use System Security option on in the System Setup screen in the Default To mm A Database tab see p by placing a checkmark in the Use System Security option Default To When creating Groups this will be the default permission for every screen that a user tries to access Once you make these changes to the system set up screen make sure you hit the Apply button to save these changes Logging Into the System for the First Time 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 18 of 193 Close out of the program completely Now go back into the program access your database and you will then get the following screen SSS i Enter a user name and password to log in to the company OK Username admin Ca
128. er the Post column If you need to print a batch list click on the printer button amp You must print your batch list BEFORE YOU POST IT After you print your list when you click on the POST button Ex all tickets with a check mark will be posted to the proper accounts Delivery Adjust Forecasting 89 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html E3 Adjust Customer Forcasting Em xl Enter customer qualifying conditions then beginning and ending calendar delivery dates The delivered fuel quantities from this range will be used to compute a new seasonal K factor This factor will then be used to compute a new customer Degree Day or Julian Day runout estimate for each customer selected Adjust How Product 8H Max Decrease ooo By Pet Zone zx Max Increase sooo Total Change Division g Customer Class Y 8m Begin Date BEET Customer ID m End Date 8 11 2003 EXECUTE The Adjust Customer Forecasting module allows you to update your customers k factors based off their past deliveries This can be very useful if you want to keep a current and accurate k factor in the system without having to manually go to each account and recalculate their k factor Product Enter the product you will be adjusting the k factors for Leaving this blank will adjust k factors for all the custome
129. ervice plan profiles by clicking on the forward and backward navigation buttons Service Service Plans Charges amp Modify Service Plan Charges E X m Service Plan Criteria Customer es Service Plan Plan 1 zj Bill Date Frequency E i Begin Date Division End Date Customer Class m Modify Charges Type Amount 10 00 EXIT This screen will allow you to globally change the charge amount for a service plan or plans Service Plan Criteria In the example above we re updating only the customers that have Plan1 assigned to them If we would have left the service plan filter blank it would change ALL service plans Also we specified that we re only going to change the Annual Plan 1 customers by specifying the Frequency Again by leaving a filter like frequency blank the system will update ALL 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 138 of 193 frequencies Modify Charges In the same example above we re adding 10 to all service plan charges in the system that meet the criteria above If we wanted to subtract 10 instead we would type 10 in the Amount field You also have the option to choose more than just dollar adjustments in the Type field You can increase or decrease charges by a percentage or if you want to specify a whole new rate for everyone that meets th
130. es If you want to automatically charge Rental Charges make sure this option is checked You will then need to select the Rental Code that you need to charge Example If you want to charge all of your August customers choose 8 from the code list Next verify and set your minimum days apart from your charge This is defaulted to 30 days which means that a rental can not be applied to the same account twice within 30 days Note Rental Codes and Charges are set up on each customer record in the Customers Setup Customer screen p Finance Charges If you want to charge delinquent customers a late fee make sure this option is checked You will also have to checkmark one or more of the Finance Charge Terms that will be applied Finance Charge Terms should have been set up in Setup Codes Finance Charges p Enabling of Finance Charges and the selection of Finance Charge Terms are set up on each customer record in the Customers Setup Customer p screen Once you have all of your charge criteria entered in you will have to hit the Apply Charges button The system will then go though each customer and apply charges accordingly All charges will be dated on the last day of the statement month Step 3 Print Statements Your very next step will be printing statements by clicking the Print Statements button We ve already covered this screen in the reports section Please see Reports Stmt Invoice Daily Monthly Stmt
131. et Accounts are setup under Setup Customer p Accounts This field determines which report will be generated The following choices are available All Accounts and Accounts with Activity Starting Term Date Enter the starting date This date will limit the list to the earliest date entered Ending Term Date Enter the ending date This date will limit the list to the latest date entered Division Enter a customer division in this field using the dropdown box This is to limit the list to only those customers in that specific division Customer Class Enter a customer class in this field using the dropdown box This is to limit the list to only those customers in that specific class Reports Accounts Fuel Assistance 163 of 193 03 05 13 3 20 PM TerraOILTM TerraGASTM User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 164 of 193 5 Fuel Assistance Report P x V Fuel Assistance Report o F State M Starting Transaction D ate Division Y Ending Transaction Date Customer Class M Print Transaction History EXIT This report generates a list of all fuel assistance customers Fuel Assistance Accounts are setup under Setup Customer p FA State Enter the FA state in this field using the dropdown box This is to limit the list to only those customers in that specific FA state Division Enter a customer division in this field using the dropdown box T
132. ext Delivery Date This field is blank until you click the forecast button E73 When that button is clicked the system will calculate the next delivery date for the customer if they re set up as an automatic customer Next Degree Day This field is blank until you click the forecast button 77 This field will show you the forecasted degree day value for next delivery Tank Sav Appl Enter in the date you last applied an additive to this customer s tank such as Octane Boost or Hot Shot You can run a Tank Saver List p at any time Altitude Adjustment Propane Use Only This field is used for a conversion factor based upon the altitude the fuel is being used in Your Altitude Adjustments would have already been set up in Setup Altitude Adjustments p Metered Propane Use Only This will activate the meter reading fields When you re entering in meter sales in Sales and Adjustments p all you would have to do is enter in their new meter reading in the Reference Number field choose their product code and then the quanity will figure up automatically Meter Type Propane Use Only Select the customer s meter type Meter Reading Propane Use Only If you are entering in a new customer enter in their initial meter reading Every time you put in a new sale and new meter reading for this customer the system will automatically update this field to their last reading Taxes The tax table located on the f
133. f vehicle maintenance Management End of Billing Cycle 174 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 175 of 193 E3 End Of Billing Cycle 1 E xi Monthly Charges Close Statement ue Close Statement Option New Statement Date This option will enter the statement date and statement balance to the customer s account In addition it will update the transaction Last Statement D ate pointer which is displayed in System Information Ei After You Perform This Task YOU WILL NOT BE ABLE TO RE RUN YOUR CURRENT STATEMENT Close Statements Make sure you do not need to reprint any statement before you perform this task EXIT Print Statements Q Note You should make a data backup before running any end of month billing procedures If there are any problems encountered during billing you can use your backup to revert to and correct the problems Step 1 Close Statement When you first go into the End of Billing Cycle screen you will be at the Monthly Charges screen BEFORE you run charges you should first go to the Close Statement tab to make sure you are closed up to the correct month Last Statement Date Select the date from the drop down list Ideally there is only one date If you have multiple dates then not all of your customers are on the same billing cycle It is highly recommended to keep all your cus
134. f 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html Orders section p Product If you only want to see a list of P O s that have a certian product then choose that product here Otherwise leave it blank Vendor If you only want to see a list of P O s from a certian vendor then choose that vendor here Otherwise leave it blank PO Status If you only want to see a list of P O s with a certain status such as Received Void Paid then choose that status here Otherwise leave it blank Tax District If you only want to see a list of P O s from vendors in a certain tax district then choose that district here Otherwise leave it blank Purchase Dates Enter in the starting and ending dates for this report If you only want to see a list of purchase orders for the month of march then starting would be 03 01 year and ending would be 03 31 year Purchase Type Purchase Orders If this is selected you will be able to run a list of purchase orders according to the selected criteria Purchase Order Taxes If this is selected you will be able to run a report on the taxes that were charged to YOU by your vendor Once you have all the criteria filled in you can click the EXECUTE button to generate the report Section 9 Management In this section you will be able to close the month print statements export to QuickBooks and keep track o
135. f you click OK it will tell you the Line error Write down all line errors then restore a backup and fix the errors Then run the TerraOIL TerraGAS Export again ERROR RESOLUTION Error on Line Can t record invalid transaction Generic error relating to a transaction line The Line number corresponds to the IIF file See Figure 2 Below Cannot use more than one A R or A P account in the same transaction One of your items in is set to export to either the Accounts Receivable or Accounts Payable account Change the account type Error on Line You can t change the type of a name or add a duplicate name A customer in is set up as another type of name in Quickbooks Ex Vendor Employee Other Name Change the name in either or Quickbooks to create two accounts for the same customer You must specify a name for the sales tax account The Sales Tax Payable account is set to default Turn off use sales tax under preferences You will need to rename the account create a new Sales Tax Payable account then merge the old account with 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html the new one Once finished turn use sales tax back on Another solution is to create a sub account of Sales Tax Payable and import into it The transaction is not in balance Make sure the amounts in the detail area on the form for this tra
136. f you need to change it you should only change it in the billing screen Don t attempt to change it in this screen Rental Code If you charge rental charges enter the code here It is essential you remain file C terra Vista Graphics Media Manuals Oil Gas manual html 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html consistent with these codes throughout the system The codes are user defined and case sensitive If you charge yearly according to the month that a customer started renting the equipment you may want to use numbers i e 1 January 6 June 9 September etc At the end of a billing cycle if it s time to charge all of your October rentals you would choose 10 as the rental code The system will then go though the system and look for all customers that have 10 entered into this field and then the system will charge them whatever their Rental Charge is Rental Charge The amount to charge for the rental code Card Key No If you are using the card key system enter the customer key number here Discounts If the customer is eligible for special discounts 1 e Senior Citizen select that discount from the drop down list Keep in mind if you select a discount here this customer will receive this discount on EVERY transaction Taxes The tax grid is located at the top right of this tab The taxes listed in this grid represent the taxes inc
137. f you would like customer information included in the delivery report Unchecked if you do not Reports Daily Truck Profit E Daily Truck Profit Report KJ Driver Date 09 04 03 C Truck Diver 1H Total Miles Total Delivery Time Daily Cost of Driver 0 00 Humbert Hen r Daily Cost of Truck Fue 3000 e bins Daily Cost of Insurance 0 00 Beanie Daily Cost of Maintenance 0 00 ITA TIAS Cie Daily Cost of Depreciation 0 00 Daily Indirect Expenses 0 00 EXIT EXECUTE a e ce e T This will generate a report of truck profit Report By This field determines the type of report The following choices are available Driver and Truck Date Enter the date desired for the profit report Drivers Enter the driver in this field using the dropdown box This is to limit the list to only the driver selected 03 05 13 3 20 PM TerraOIL TerraGAS User Manual 157 of 193 The following costs and expenses will need to be filled out Daily Cost of Driver Daily Cost of Truck Fuel Daily Cost of Insurance Daily Cost of Maintenance Daily Cost of Depreciation Daily Indirect Expenses Other Information Enter the following information Total Miles Total Delivery Time Number of Refills Time Refilling Down Time Normal Route Time Reports Service Service Order E Print Service Order E xj 9 C Work Order Scheduled Date hc Proposal Order
138. g date for the report Preview Summery before Printing Have this option checked if you would like to include a preview before printing Unchecked if you do not Reports Sales Tax Liability amp Tax Liability B xl Tax Liability Report Start date End date Preview report before printing v EXIT EXECUTE n This report will generate a list of all open tax liabilities Start Date Enter the starting date This field determines the beginning date for the report End Date Enter the end date This field determines the ending date for the report Preview Summery before Printing Have this option checked if you would like to include a preview before printing Unchecked if you do not Reports Stmt Invoice Annual Budget Stmt 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html E3 Annual Budget Statement xi Annual Budget Statement o Start Account Mo oo End Account No 1 Start Date End Date L g amp The annual budget statements are your way of generating statements for your budget customers so they can see how the budget works out on a yearly basis The statement shows the budgeted sales and payments over the time period specified To run the statements Enter the Starting Account No This is required to start the statements Enter the Ending Account No Enter the Start and End dates Thi
139. g done to the vehicle These repairs and services could include oil changes tire repair transmission repairs tune ups etc Codes for parts can also be created to track specific parts replaced in the vehicle for example filters spark plugs bulbs etc To create codes first choose the type of code from the drop box located above the description window Repairs and Service or Labor Once this is done then click New Code In the code field enter a short description of the part or labor task Price Enter the price of the part or labor charge if not known just leave blank Description Enter a description of the code that you have entered 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 183 of 193 Vehicle Information Components Service and Labor Mileage Hours Repairs Date Category P L Code Description Gty Hrs Price Rate NetAmt Category Date Description Quantity Hours Part Labor Price Rate Code Net Amount EXIT Reports Mileage Hours Repairs From this tab you can enter service parts amp labor to your selected vehicle To create entries click the New button Category From the list box select the area of vehicle to be serviced Part Labor Choose Parts or Labor this will change isolate codes in code box Code Select your Service or Labor Code the list box will display only what wa
140. g the dropdown box This is to limit the list to a specific product from inventory Tax Type Enter a tax type in this field using the dropdown box This is to limit the list to a specific tax type Tax Exemption Enter a tax exemption in this field using the dropdown box This is to limit the list to a specific tax exemption Tax District Enter a tax district in this field using the dropdown box This is to limit the list to a specific tax district Tax Criteria Choose what tax information will be included The following choices are available Include Exemptions Exclude Exemptions and Only Exemptions Include Address Have this option checked if you would like to include the address in your report Unchecked if you do not Detail Type Choosing your detail type will determine the amount of information the list will produce The following choices are available Detail and Summary Print Choose the type of output for the report 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 167 of 193 Reports Sales GL Summary E GL Summary G Start date End date Preview summary before printing JV EXIT EXECUTE ep This report will generate a list of all General Ledger accounts Start Date Enter the starting date This field determines the beginning date for the report End Date Enter the end date This field determines the endin
141. gh the customer lookup After an account has been chosen you will click the New button to begin adding an equipment record When clicking the New button a message box appears asking if you would like to use a Service Plan Profile to associate a Service Plan with this piece of equipment If you wish to do this click Yes If not click No If you click Yes you will be presented with the following screen 03 05 13 3 20 PM TerraOIL TerraGAS User Manual 109 of 193 TET Filter By F3 Name bd d Frequency X F2 Coverage 7 Bill Date Name Freq Charge Coverage EXIT FA ACCEPT Service Plan Profiles p MUST be setup previous to using this search To search for a profile simply choose your criteria in the Name Frequency or Coverage drop downs Once your criteria is selected click the binoculars amp The screen will then display a choice of Service Plan Profiles which meet your criteria To choose one to associate with your customer equipment record click on the name of the service plan be sure to enter in a Bill Date which is the next time the customer will be billed for the service plan and then click the Accept button If a Service Plan Profile is selected the Service Plan information fields in the Equipment Setup screen will be filled in If you didn t select a Service Plan Profile you can select a Service Plan from the drop down on the Equipment form IF they alr
142. give you the option of choosing a discount for this transaction that 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 96 of 193 was set up in the Setup Discounts screen p You could also just enter in a discount by typing in the dollar amount in the Disc field manually F7 PRICE This button will give you the option of choosing a Price Class that was originally set up in the Inventory Products screen p Choosing the price class will change the price per unit field F8 DESCRP This button will pop up a text window where you can enter in a description for this transaction The description will show up in 2 places In the View Customer screen p any transaction with a description will show up with an asterisk to the left of it If you double click on the transaction you will be able to view the description On statements and invoices the description you type in here will show up under the transaction item in parentheses Click the Add to Batch button amp As soon as you hit the Add to Batch button you ll notice the transaction will show up in the bottom portion of the screen This is your Batch You can exit this screen shut your computer down bring everything back up and all of your transactions in the batch will still be there Keep in mind these transactions will not reflect on the customer record until they are POSTED To add m
143. hat the tax is calculated 3 Enter the amount of the tax 0 05 means 5 cents and also 5 percent 4 Enter the order value The order column indicates the order that taxes are calculated This is vital if you are using compound taxes 5 Enter the GL Account that represents the use of this code This is required if you re planning to export to QuickBooks 6 Select if this tax compounds on another tax 7 Select if this tax can be applied to rentals 8 Select if this tax can be applied to service plan charges 9 Enter the maximum tax amount if there is a maximum amount that can be charged This maximum is per transaction Setup Employees 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html amp j Employees 3 E xj Employee 9i Code Type Dive Default Location 5b f Name fomJones Hourly Pay 1200 Street 1324 W Coldspring Lane Hourly Charge 1000 City Baimre CS Overtime Pay 1800 State MD j zip 21205 Total Hours Day 80 Phone 410 323 1234 Max Overtime Hours 40 Social Sec 213450812 Commision Rate 0o05 YTD Sales Eamed Commision EXIT This form maintains information about your employees Most of the fields are self explanatory The others are defined below Code An abbreviated reference to this employee Could be a first name initials employee number etc Type Defines the functi
144. he TerraOIL TerraGAS directory under c Program Files there is a Printer folder Inside that folder you will want to extract the 320wn95 exe file It will extract the driver within the same folder Next go into your Pinters folder in the Control Panel right click on the Okidata printer then left click on Properties 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 17 of 193 Left click on the Details tab and click New Driver Windows will then warn you about changing the driver but go though with it anyway When you get to the list of printers to choose from this time click Have Disk and browse to c Program Files 7erraOIL TerraGAS Printer and install that driver Once the printer is installed the printer should be named Okidata ML 321 if you installed it right At this time the printer must be renamed to Okidata ML321 Microline Also make sure you set the paper size to US SF and set the print quality to High Speed Draft Lastly inside of TerraOIL TerraGAS go into Setup Printer Setup and make sure you select ML320 321Turbo as your printer If you put a check mark in the Laser Printer block all 11 statements 11 invoices workorders and purchace orders will go to the laser jet and everything else will go to the Okidata If laser printer is unchecked ALL will print to the Okidata It is explained how to force your r
145. he customer s billing history to the screen as a print preview and then you can print it on paper if you d like by clicking on File Print Caller ID Button If you have the PICKUPS software installed clicking this button will bring up the last customer that called in Mapping Button SB If you have Delorme Street Atlas 2002 or 2003 you can locate the customer you re viewing by clicking this button 03 05 13 3 20 PM TerraOIL TerraGAS User Manual 64 of 193 Sales and Adjustments Button amp Use this button to quickly open up the Sales and Adjustments screen to enter in sales or payments for this customer See Transactions Sales and Adjustments p Tip You may see an to the left of the reference number If so that transaction has a description To view the description double click on that line Tip Payment transactions to Open Item accounts Open Item accounts are explained in Setup Customer p have remittance history To view the transactions paid by these credits double click on that line Note If there is a description AND remittance on the same line double clicking will display both Customers View Customer Info Tab Billing Info Collections Delivery Evaluation Equipment Service Proposal Billing Information Delivery Information Product Information Company EE Ent No 110500 Contact Last Howard First
146. he next page Click on File Report Options and then Page Setup In the Page Setup screen you will have to click on the Page Tab Set the Orientation to Landscape Set the Paper Size to Legal Click OK You will notice the preview will change to the new setting i rptSalesByProduct2000 Report a Then you will need to make sure you have Legal paper loaded into your printer click on File and then Print Reports Lists Condition Agreement List This feature is not quite finished Coming soon Reports Lists Contract List 143 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html amp 3 Contract Report 3 xj CONTRACT REPORT D Order By 1 Starting Account I ul Account Division ud C Name Customer Class zd C Contract Contract Start Date I 1 Contract End Date L JJ EXIT EXECUTE Ga This report gives a list of customer contracts Customer contracts are entered through Setup Customer p Order By This field determines the sorting order for the report The following choices are available Account Name or Contract Starting Account This field indicates which record the list is to begin with If you would like your report to contain all customers leave this field blank Division Enter a customer division in this field using the dropdown box This is used to limit the li
147. hecked if you would like to include all zero balance accounts Unchecked if you do not Print Firm Name for Business Have this option checked if you would like to include the company name in your report Unchecked if you do not Print only Selected Balance Have this option checked if you would like include only the balance selected Unchecked if you do not Include Address Have this option checked if you would like to include the customer addresses in your report Unchecked if you do not Include Budget Accounts Have this option checked if you would like to include all budget accounts in your report Unchecked if you do not Age Open Item as Balance Forward Have this option checked if you would like your aging report to age as balance forward type Unchecked if you do not Reports Lists Equipment List 146 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 147 of 193 x Equipment Next Service vision O A C System Begin Date 08 29 03 Customer Class C Heat System End Date 08 29 03 Frequency uH C Appliance Service Plan gg IL l Service Zone I 1 1 Feste Maintenance M odel C Warranty Exp arst Sero C Recall First Sema z Last Sermo Output Order By Account Start Acct 43 C Name C Serial No C Zone d Fy avs ta Exp 60 EXIT This repo
148. his is to limit the list to only those customers in that specific division Customer Class Enter a customer class in this field using the dropdown box This is to limit the list to only those customers in that specific class Starting Transaction Date Enter the starting date This date will limit the list to the earliest date entered Ending Transaction Date Enter the ending date This date will limit the list to the latest date entered Print Transaction History Have this option checked if you want your report to include Starting and Ending Transaction Dates If checked you must fill out the Start and End Date fields Unchecked if you do not Reports Accounts Inactive Account e This report will generate a list of all inactive customers First Date Enter the starting date This date will limit the list to the earliest date entered Last Date Enter the ending date This date will limit the list to the latest date entered Zone Enter a delivery zone in this field using the dropdown box This is to limit the list to only that specific zone Division Enter a customer division in this field using the dropdown box This is to limit the list to only those customers in that specific division 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html Customer Class Enter a customer class in this field using the dropdown box This is to limit the list to
149. ia Manuals Oil Gas manual html 23 of 193 amp Company Addresses x Code 1234 Company ACME FUEL amp PROPANE Address 123 Fake St Ciy Sae oz Phone EXIT 23 In this screen enter in YOUR company s name and address Don t worry about CODE You will not need to know or remember it ever You will have to hit the edit button E before you can add your information Don t forget to hit save bel before you exit Setup Altitude Adjustment ei Setup Alitude Adjustment ES Altitude Adjustment Code Ea Description EE Correction Factor Imi EXIT For Propane Use Only What are Altitude Adjustments Altitude Adjustments are used to compensate for differences in the expansion of gas at higher altitudes These adjustments will help in determining accurate usage levels for your metered customers On each customer record you can specify if they re a metered customer what meter type they are gallons cu ft pound etc and select the altitude adjustment for that customer Then all the user of this program has to do is enter in the new meter reading for the sale and the system will handle the rest 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html This screen is where you define what the altitude adjustments actually are The Mathematics Involved This section just goes over what goes on in the system behind the scenes
150. ics Media Manuals Oil Gas manual html 190 of 193 Items to note Sales can only go into Income type accounts Ex Income Other Current Liability Bank Payments and any type of negative transactions Ex Returns Write Offs can only go into Checking type accounts Ex Bank Other Current Assets Type Bank accounts can receive any type of transaction You cannot assign any item the GL account associated with your Accounts Receivable or Accounts Payable accounts Duplicate invoice check and memo number warnings can be turned off under preferences Quickbooks cannot have the same name under the name listings Customers Jobs Vendors Employees Other Names Ex John Smith cannot be an Employee and a Customer Purchases in TerraOIL TerraGAS will not be imported COGS information in TerraOIL TerraGAS will not be imported Here is a sample Chart of Accounts Figure 6a Notice that all payments are going to a type Bank account Other deposits are listed as other current assets Other current assets listed here include miscellaneous payments refunds and discounts All products and charges are listed as type Income Sales tax imported from TerraOIL TerraGAS was broken down by state and made into sub accounts of the original Sales Tax Payable created by Quickbooks 03 05 13 3 20 PM TerraOIL TerraGAS User Manual 191 of 193 2000 Essex Bank 2000 1 Cash Payments 2000 2 Check Payments 2000 3 Charge Payments
151. idata You will then go into your Printers and Faxes under the Control Panel and install a new printer MAKE SURE YOU DON T LET WINDOWS AUTOMATICALLY DETECT THE PRINTER When you get to the list of printers to choose from click Have Disk and browse to c Program Files Okidata and install that driver Once the printer is installed the printer should be named Okidata ML321 Microline if you installed it right DO NOT set this printer as the default printer Change the paper size to US Std Fanfold Lastly inside of TerraOIL TerraGAS go into Setup Printer Setup and make sure you select ML 321 2000 XP as your printer If you put a check mark in the Laser Printer block all 11 statements 11 invoices workorders and purchace orders will go to the laser jet and everything else will go to the Okidata If laser printer is unchecked ALL will print to the Okidata It is explained how to force your reports to print on a Laser or Ink jet printer and you can reference that under Reports Basic Information p For Windows 98 and ME ONLY First you have to have your Windows 98 or ME CD ready Put the CD in the CDROM drive and if the windows installer comes up by itself simply close it Go to the Printers folder inside the Control Panel Double click Add Printer When you get to the list of printers choose Okidata on the left side and ML 321 Not IBM on the right side Continue to install the driver In t
152. ide the highlighted block of time you will see the work order number and the customer name At this time you can exit out of the dispatch screen exit out of the work order screen and wait for that job to be completed Editing a dispatch time for the same day If you are already out of the dispatch screen simply go back into the Work Order screen bring up the customer go to the Assign Tech tab click on the Dispatch button and scroll to the day it was originally dispatched for by clicking on the arrows next to the Date Field Then you will have to click on the beginning time of the dispatch like this file C terra Vista Graphics Media Manuals Oil Gas manual html 03 05 13 3 20 PM TerraOIL TerraGAS User Manual 130 of 193 C Customer 34 Lumber save Employee Dispatch Start Time End Time Rate 1 49 PM 10 00 AM 1230PM 30 00 SCHEDULE Notice the Dispatching heading at the bottom of the screen The customer name start time end time among other fields tied in to that work order will be filled in Simply change the Start Time and End Time fields and click Save As soon as you click the Save button you will see the highlighted block of time jump to the new specified time Changing the dispatch time to another day If you are already out of the dispatch screen simply go back into the Work Order screen bring up the customer go to the Assign Tech tab and then click on the
153. idence against running out of fuel at an inconvenient time bit also permits you to plan routes schedule labor and keep the company operation far better organized Here is how the degree day system is put into actual practice 1 Each residence has an established K factor This factor is setup in the customer files and is used to develop the degree days of usable fuel available to each residence on the system 2 Each day of the heating season degree days are accumulated and logged into the computers degree day file These degree days are then added to the degree days of usable fuel of the individual residence in the customer files 3 The resulting figure will be the degree day next delivery Example Degree days of usage fuel individual residence 460 Accumulated degree days to date 556 Degree days next delivery individual residence 1016 When degree day 1016 rolls around it is time to roll out the fuel truck and dispatch it to the individual residence The system automatically estimates the date and estimated year to date degree day of the next delivery which will allow you to print tickets schedule deliveries and plan routes days in advance Getting Started with Degree Days First off you will need to have 2 full years of degree day history for your area You have to have degree day history for EACH INDIVIDUAL DAY not an average for the year You can usually get degree days from local libraries airports or
154. ill need to start TerraOIL TerraGAS Click on Open an Existing Company browse over the network to the computer that is sharing out the data and then double click on the wfl database file From this point on clicking on Open Recent Company will go directly into the database 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html Additional Networking Notes Wi Fi Wireless Networks are NOT recommended Wireless connections are common for dropping packets of data when swapping information back and forth between computers This could cause corruption of the database 10 Base T Connection or better is REQUIRED Overview Technical Support National Software Systems Inc has been contracted by Carosella Software Inc to support the TerraOIL TerraGAS software package Please feel free to contact them for the following Data Conversions e Support Problems Training Upgrades Hours of operation 8 00AM EST 6 00PM EST Phone 1 800 999 9737 Email support a nationalsoftware net Forms can be ordered from American Business Forms 1 800 519 3691 Section 2 Setting Up Your Database This part of the program should be completed BEFORE you start entering in customers Also see the Inventory section before entering customers as well Setup Address 22 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Med
155. ion Description will show up on statements and invoices You can put a default amount in the Amount field or leave it at 0 00 Either way you would be able to over ride the charge amount at any of the transaction screens GL Account is only used for exporting to Quickbooks If you re not exporting into Quickbooks you may leave this blank If you do plan to export to Quickbooks You may leave it blank temporarily until you re ready See Quickbooks Export Troubleshooting p for more information on Exporting to Quickbooks NOTE All of these charges are flat charges and CANNOT be taxed If you must set up a taxable charge that charge has to be setup as a product in inventory because inventory products CAN be taxed Setup Codes Conditions This feature is not quite finished Coming soon Setup Codes Purchase Order Fees H Setup P O Fees 25 00 Cross State Lines Fee 30 00 re Above are examples of P O Fees This is not a very popular screen Not too many companies get stuck with additional fees on purchase orders P O Fees are used to represent miscellaneous charges paid to the vendor on Purchase Orders When creating a Purchase Order you ll have the ability to select these charges and modify their charge amounts The total of these charges will then be added to your Purchase Order total and represented by a description line for each fee charged on the printed P O Setup Codes Discounts 25 of 193 03 0
156. irect Ship to Customer Units Unit Cost 0 00000 Purch Cost 0 00 Freight Cost 000 Total Cost 0 00 CANCEL DONE This report will generate a list of inventory purchases or transfers Both Purchases p and Transfers p can be found under the Inventory section Inventory Type This field determines the type of list to be generated The following choices are available Purchase or Transfer Order By This field determines the sort order for the report The following choices are available Date and Product Starting Date Enter the starting date This date will limit the list to the earliest date entered 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html Ending Date Enter the ending date This date will limit the list to the latest date entered Product Enter a product in this field using the dropdown box This is to limit the list to only that product Vendor Enter a vendor in this field using the dropdown box This is to limit the list to only that vendor View Type Choosing your view type will determine where your list will be produced The following choices are available Printer and Preview Reports Inventory Vendors e This report will generate a list of product vendors Vendors are entered through the Inventory Vendors module p View Type Choosing your view type will dete
157. isplays a full calendar month and the right hand side of the screen shows each of the calendar s degree day values Below the calendar are arrow buttons used to help you navigate between days months and years The Today Button when clicked will jump the cursor to the current date s field To update a day s degree day value 1 Double click the calendar day that you are adjusting and you will get the following screen 08 05 03 E NENNEN 4963 6303 Ci 2 Enter the daily values the system will readjust the cumulative totals for you 3 Click Save bed Before clicking the save button you will notice a scroll button with an exclamation point next to it This button will update all dates between the selected date and the current date from the forecast table This utility should not be run without consulting a Support technician first as it is rarely needed 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html The Advanced Features button gives you access to several utilities and settings as shown in the screen shot below amp Advanced Degree Day Features i x UPDATE CUSTOMER DEGREE DAYS AVERAGE DEGREE DAYS Adjust Forecast Pet 00 00 Season Reset Month Update Customer Degree Days This feature goes back into history and will adjust a customer s last delivery degree day value to the actual value from the degree day tab
158. it the one product to the group it s supposed to be in Unit Cost Method See Cost above On Order Used for information purposes only Product Type These are commonly used groups built into the system Once you re done entering in all the information into this screen click the save button Product Tax In this screen you will see a grid with all the tax items that you Tax item have created m thg set up section p All of them should be defaulted to yes If there is any tax item that will NEVER be applied to anyone when they purchase the product just flip the Underground Tz Yes to No by clicking your mouse on it Just keep in mind that this screen overrides every other tax setting in the system Looking at the example to the left if County Use Tax is set to No and then you have a customer that is set to Yes they will NOT be charged tax because this screen is set to 03 05 13 3 20 PM TerraOILTM TerraGASTM User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html n No Along with Yes and No you ll also notice that you have the option for Ex Exempt You would never select Ex in this product setup screen The reason why it shows up here is because the system has the same tax grid in the customer record You would then use the Ex option on a tax exempt customer Product Options Allow Discount JV Default Inv Location E o Reorder Point
159. iy D Days 10 po Feast Type J Fuel Size 450 Last Deliv Date 09 15 99 Nxt Deliv J Days 30 Zone Timonium DegDays 600 Next Deliv Date AE Elapsed D Days 29376 Jul Days 28 Elapsed J Days 1420 EstIn Tank 0 Product Date Units Unit Price Total H Unit HW Unit D Days J Days K Fact aii Propane 11 08 99 475 1 089 517 28 1174 247 Propane 03 15 33 440 1 089 479 16 2352 5 33 Propane 07 10 33 430 1 089 468 27 1033 2 40 120066 Propane 05 01 99 450 1 089 490 05 n 0 00 In this area you can see each product s specific delivery information If there are multiple products setup on account you can select the appropriate product from the combo box To see the forecasted next delivery date click the Forecast button Tickets posted from Ticket Control are always displayed on this form If a delivery ticket is entered through Sales and Adjustments you will be asked if this transaction is a delivery Answering Yes will create an entry in the delivery history Answering No will cause the system to omit creation of a delivery entry If you select No the customer s forecasting may be miscalculated Customers View Customer Evaluation Tab 03 05 13 3 20 PM TerraOIL TerraGAS User Manual 66 of 193 file C terra Vista Graphics Media Manuals Oil Gas manual html Billing Info Collections Delivery Evaluation Equipment Service Proposal Product mmm j Julian Y
160. l billing and delivery info product info will call and automatic info View Customnef i RE RR e RES Se t p GUS Ole Ere ers ae edn ee ada sip ate ne E hr Collections sic eu ce e RU eI Dx God b er LBu sluecxu eek mi asus s ertt usas Wot Zone Map osos Be ated acere RR aie ets prs ume c ae Mass Mail to MS Works Delivery How to forcast automatic customers create print post tickets Trcket CONtrzol du gel pH vn Adjust Forecasting i e 0 e Ree y ee Degree Day cRNA EGY a eue e 6x Siete ves Shes Modify Degree Days eee Transactions How to input and edit sales charges and payments Sales and Adjustments Point of Sale Invoices cee Cash RECT DUS 224134 ee als Rm Med roe Pond INVOICES iex eR RC MRUE ES Open PESMS i wes a eee ieee area gene Bees a unn Repair Transactions hoide n e Be wes Mew A R dues Beare Wie aeos Bibi 6 slew Bees a win bows 03 05 13 3 20 PM TerraOIL TerraGAS User Manual 3 of 193 Service Customer equipment service plans workorders installations and dispatching Equipment S6tu p 2 3 ete elt Sine arta tee file C terra Vista Graphics Media Manuals Oil Gas manual html Equipment Template vice eben cite e nee Service Job Profiles e Proposals xu eere m Ive Sees keene Seeds eee Ni Wr ere
161. l they have at least 2 deliveries Once they have 2 deliveries you can simply look at the cumulative for each of those days in the Delivery Degree Day Entry screen make sure you re looking at the right cumulative If they re a hot water customer you must use the hot water cumulative subtract them to find the difference and then enter in that value In other words let s say they were delivered on Jan 4th and then again on Feb 1st Looking at the Degree Day Entry screen you might see the following cumulative for each of those days Jan 4th 1810 Feb Ist 2655 The difference is 845 This means 845 degree days transpired between the 2 deliveries for THAT customer You can then put the number 845 in the degree day field on the customer record and then the customer will be forecasted for a delivery every 845 degree days If it gets colder the degree days will cumulate faster making the next delivery date for that customer sooner If it stays warm they cumulate slower pushing off the next delivery date to a later date To see what the system is coming up with as a next delivery date you can click the Forecast button which looks like a picture of a sun and clouds If the next delivery date is way off base there may be a problem somewhere with your degree days and you may need to get a hold of our Technical Support team p Auto Adjust You can use the auto adjust function to make sure you are getting out to the customer on
162. le This gives the customer an accurate last delivery date value for future forecasting This should not be run without first consulting a Support technician Average Degree days This feature will rebuild your Average degree day table from the actual table This will ensure that future forecasting is accurate providing your historical degree day information is complete and accurate This should not be run without first consulting a Support technician Adjust Forecast Pct This feature will allow you add a safety margin into your forecasting The default value is 100 which means that forecasting is based strictly off of a customer s k factor and fuel size However setting this number to 80 for example will forecast a customer with 80 of their actual fuel size essentially creating deliveries earlier then they would normally be delivered This is helpful should a cold spell take place and you want to be sure that a run out does not occur Season Reset Month This will display the month that your fuel season starts This Month will be set as September Currently this can only be set to September See About Degree Days p Section 6 Transactions This section of the program will allow you to post payments credit debit adjustments charge special fees etc Transactions Sales and Adjustments 93 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html
163. lly dispatched for by clicking on the arrows next to the Date Field 03 05 13 3 20 PM TerraOIL TerraGAS User Manual 140 of 193 Then you will have to click on the beginning time of the dispatch like this Bunte Employee Dispatch Start Time End Time Rate 1 49 PM 10 00 AM 1230PM 30 00 SAVE SCHEDULE Notice the Dispatching heading at the bottom of the screen The customer name start time end time among other fields tied in to that work order will be filled in Simply change the Start Time and End Time fields and click Save As soon as you click the Save button you will see the highlighted block of time jump to the new specified time Changing the dispatch time to another day If you are already out of the dispatch screen simply go back into the Work Order screen bring up the customer go to the Assign Tech tab and then click on the Dispatch button Scroll to the day it was originally dispatched on by clicking on the arrows next to the Date Field Double click on the beginning time of the dispatch like this file C terra Vista Graphics Media Manuals Oil Gas manual html 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html Customer 84 Lumber SAVE Employee Dispatch Start Time End Time Rate 1 49 PM 10 00 AM 12 30 PM 30 00 SCHEDULE At the bottom of the disp
164. luded in the selected tax district This tax profile is for general sales In other words not based on the fuel that they get delivered would this customer EVER have to pay these taxes 9 times out of 10 the answer would be yes unless they are exempt or the specific tax item does not apply to their tax district To change the setting from Yes to No or Exempt simply click on the yes to switch the tax eligibility to yes no or exempt Office Notes Private interoffice notes that the customer won t see These notes do not print out anywhere The Service Button If you click this button a small screen will pop up where you can enter in driver instructions Anything typed into this box will print on every single WORKORDER for this customer You can enter in any general instructions directions etc Conditions COMING SOON Once you re sure all information is correct in the Delivery Information Tab click the Save button bed and you will be automatically moved to the Product section of the Customer Setup Customers Setup Customer Product Information 72 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual 73 of 193 file C terra Vista Graphics Media Manuals Oil Gas manual html Billing Information Delivery Information Product Information Product Propar Group zi Stop No 12345 No Tanks n TankSie 540 Fuel Size 45 Price Class Comme Fuel Price 1 0000 Est in Tank mz U
165. n zi Deposit 0 00 Interest Disc Days 0 m i Setup customer screen will allow you to create a brand new account or edit an existing 68 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 69 of 193 account in the system Setting Up a New Customer The Billing Information tab dictates the customers billing information and options used throughout the system The way that the name and address appear on this form reflects the way that it is printed on invoices statements etc To create a new account click New The system automatically assigns the next unique account number Cntl No You can override this account number and enter your own AT THE TIME OF ENTERY but it is not recommended You will not be able to change the account number once the account has been saved Company The company name of the customer If the account is residential leave this information blank Contact Last The last name of the customer This is a required field First The first name of the customer Address The address information The first line of the address can be used as an Attn line Ex Attention Accounting department This is a required field Zip The zip code of the customer The City and State information are filled in automatically when a zip code is selected This is a required field Phonel The prima
166. n Simply choose the month and week that you re forecasting for Ticket Date The Ticket date is the date that can be later used to show the date the delivery ticket was generated View Tickets of Type Use this option to filter any tickets in the ticket list by forecast type These tickets will be tickets that have already been generated to the ticket list form at the bottom of the screen Generate Forecast List Button Click this button to generate a forecast list according to the criteria you specified Once you have the list up on the screen it will look just like the example screen shot above Each customer will have a checkmark showing under the Ready column If there is any customer in that list that you do not want to create a ticket for simply uncheck them If you have any customers that show up unchecked already that means they are past their Credit Limit which is specified on their Customer Record p When you re ready to create tickets for all of the customers with checkmarks click the Produce Tickets button You will notice all the customers with checkmarks will disappear and the customers without checkmarks will still be remaining in the forecast screen To clear those customers out simply click Clear All 03 05 13 3 20 PM TerraOIL TerraGAS User Manual 86 of 193 All the customers who had checkmarks are now residing in the Post Tickets tab p waiting to be delivered and posted To print all
167. n a technician first Editing the Work Order screen If you ever need to make a change to anything in this screen like the instructions service dates etc simply click the Edit button make the desired changes and click the Done button Assign Tech Tab Work Order Invoice Assign Tech Parts aE Employee Dispatch Start Time End Time Rate 4 b DISPATCH SUSPEND You do not need to assign a technician to a work order However if you do you will be able to track where your technicians are at any time To assign a tech click on the Dispatch button You will then get the following screen file C terra Vista Graphics Media Manuals Oil Gas manual html 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html amp Service Dispatch Date 08 8 03 4 gt Tui View Service Calls Q B WO Date Zone F3 Status nh 0117 00 01 17 00 01 17 00 4 Dt 17 00 e n 17 00 08 18 03 08 08 03 custome 1 5 5 0 oerte Employee Dispatch Start Time End Time Rate SS TS S EXIT E SUSPEND comptere CLOSE x d In this screen you will see all of your OPEN work orders on the left side of the screen the work order number that is selected for dispatching at the bottom left and then all of your technicians and times in the main section of the screen You can scr
168. n is not for an inventory item you will not be able to type in this field Enter the Price per unit This is defaulted to the price entered for this code through inventory If the transaction is not for an inventory item you will not be able to type in this field 132 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 133 of 193 TAXES Use this button if the taxes are not configuring out properly by default You can change the tax settings for just this transaction only If you want to fix the default settings you either need to change the settings in the Inventory Products screen p or in the Setup Customer screen p and DISCOUNTS This button will give you the option of choosing a discount for this transaction that was set up in the Setup Discounts screen p You could also just enter in a discount by typing in the dollar amount in the Dise field manually PRICES This button will give you the option of choosing a Price Class that was originally set up in the Inventory Products screen p Choosing the price class will change the price per unit field NOTES This button will pop up a text window where you can enter in a description for this transaction The description will show up in 2 places In the View Customer screen p any transaction with a description will show up with an asterisk to the left of it If you double click
169. n the amount per gallon or by the each depending on the product Unit Cost Enter in the price unit This will update the cost fields in the Products screen p Purch Cost This field will calculate automatically Freight Cost Enter in total freight cost if it applies Total Cost This field will calculate automatically Once you have the criteria above filled in click the Done button the system will then update the inventory location with the quantity that you specified You ll also see the system store the purchase info in the lower portion of the screen If you ever need to delete a purchase simply click on the purchase you need to delete and click the red X button When you delete a purchase it will take that amount of units out of inventory Inventory Quantity By Location e This section of the program has 2 functions 1 You can select the location that you would like to view and look at all of the inventory levels for each product 2 Each location can have it s own set of products In other words Main Warehouse might carry all inventory Service Van might carry most service parts and Fuel Truck might only carry fuel If you want to unassign a product from a particular inventory location simply choose the location click on the product and click the Delete button the red X If you want to assign a certain product to a location click the New button choose the product and hit the Add but
170. nce the account is brought up the Cntl No is helpful when dealing with master and sub accounts The Cntl No is always the master account See Sub Accounts p In the yellow account field you can look up a customer by last name company name or account number Let s say you look up Smith Obviously with a name like Smith you may have more than one customer with that name If so you will get a listing of all customers with that contact name Here s an example of what you will see 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 7 of 193 Account smil Cnt No i E b n d Current n Pn Ej Select a Customer ma Address City State Zip PET 32 York Road Towson Mo ztz04 mus T7 wildereld Ct Timonum MD 21083 Billing inf _ 10320 Chas J 45 Belfast load 21093 110340 Smith Frank E 11 Sandspring Ct Cockeysville 21030 i E 110280 Smith Robert 17 Ridgefield Road Lutherville 21093 Tax District C 110310 Smith Sr Charles A 10607 8 Virginia Ave Cockeysville MD 21030 CANCEL LIST SELECT ponen pes sem s All you would have to do is click on the account you want and then click Select Or you can simply double click on the name to select them With TerraOIL TerraGAS you can also search for a customer with other criteria If you click the binoculars button 4 you will ge
171. nce number for it If you put in a check payment for one of your customers you can put the check number in as the reference number If you might have posted that check to the wrong account typing in the check number in the reference number field will show you all customers that have had that reference number posted to their record To use this screen all you have to do is put a checkmark next to the field you want to search by type in your search criteria and then click the binoculars button 4 You will then get a list of customers that match that criteria like the screen shot above At this time you will be able to click on the customer you want and then click Accept Or you can simply double click on the customer you want 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 8 of 193 Overview Degree Days What is a Degree Day A degree day is the measurement of the daily outdoor mean temperatures and their relationship to the homeowner s daily fuel consumption The starting point of all calculations is a 65 F outdoor temperature The system is simple First we determine the known outdoor high temperature reading for the day This can be obtained from a standard high low outdoor thermometer an automatic temperature recorder or the area weather bureau Next we repeat the process and determine the known outdoor low temperature reading for the day Thes
172. ncel F Password E 2 The first time you log in you will have to log in as admin Username admin Password Whatever you want it to be Make sure you remember this password The next time you log in as the admin user you will have to supply the same password When you click OK the system will ask you to varify the password you entered in if this is the first time you re logging in with a new username Creating Groups amp Users Once looging in as admin click on the Setup heading at the top of the screen Security and then Users amp Groups You will then get the following screen 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html DITICCONEEENEEEAAAAAM o Users amp Groups Members Adding Groups Under the Groups section click the New Button p fs add Group Group Name f Cancel Description A Enter in the Group Name and Description and click OK The new group will then appear in the Users amp Groups screen Adding Users Under the Groups section click on the group that the new user will be added to Then under the Members section click New 19 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 20 of 193 DICDCENENESSSS xi User Name o BOB Cancel Member
173. nd Invoice form is used for finding and displaying invoices created through the Point Of Sale Invoices form To find an invoice simply enter your search criteria and click the Search button amp or press the F9 key on your keyboard A list of matches will be displayed below To display an invoice click on the navigation arrow to the left of the record you want to view and click the Accept button Once the invoice is displayed you would then have the options to print it or add to it first and then print it Transactions Open Items 104 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 105 of 193 x Customer 110682 Doe Jane cp BF Balance 313 57 DI Balance 313 57 Difference 0 00 Unapplied 0 00 Customer Date Ref Num Description Total Apphed 110682 06 10 03 324324 286 70 110682 07 05 03 336765 240 04 110682 08 13 03 337447 273 53 gt F4 DONE REFRESH FeAUTO FS PEN FI APPLY The Open Items form is used for the display and maintenance of transactions for Open Item accounts BF Balance The balance of the account if all debit transactions were paid from newest to oldest using all available remittance OI Balance The sum of all unapplied amounts Difference The difference if any between the BF and OI balance totals Unapplied The sum of credits that have not been applied to any tra
174. not necessary Select a default tax and vendor These will not affect anything and are simply placeholders in the IF file If you want to import a specific division select it now After all options have been chosen click Execute The path listed will be the one specified under the Setup System page with the TerraOIL TerraGAS IIF file listed after it You may change this path and file name to another name provided the directory exists If you have any item with missing GL numbers you will be asked if you would like to see a report This is instrumental for if you import without GL numbers you will receive errors If all items are associated with GL numbers a message stating the export was completed successfully will appear To list what was exported you may run the Sales Report labeled Accounts Receivable for the same date range of the export If you are running a summary export choose the summary option 03 05 13 3 20 PM TerraOILTM TerraGASTM User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 189 of 193 Select your lect your starting Select division export options and ending dates leave Blank for all Export to QuickBooks d tke included in the export file for QuickBooks ET z IV Customers DECI CUR M Vendors v Tax and Inventory Items IV Transactions Stating date V 02 15 2000 12 25 PM Division blank for all Ending date j 11 14 2000 10 58 AM Please select a default vendor and tax No a
175. ns for coverage are Parts Only Labor Only and Parts and Labor This choice will be important later in the system when you are processing a service call for the customer The last option on this screen is the Auto Renew checkbox This box determines if the Bill Date is incremented by the selected frequency Finally click the save button bed Editing and Deleting Service Plans This is also the same screen that will appear if you choose to modify an existing service plan To modify an existing service plan you would select the service plan and click the Edit button To save your changes click the Save button bel To cancel at any time click the Cancel button If you need to delete a Service Plan you can do so by selecting the service plan and then clicking the Delete button 7X When clicking this button a confirmation will appear to make sure this is what you want to do However it s important to note that the system will not allow you to delete a service plan that is associated with a piece of equipment If this is the case you will first have to go to the Service Equipment Setup p bring up the customer choose the equipment that the plan is assigned to edit the equipment screen erase the plan name click Done and return to this screen You should then be able to delete the service plan Service Service Plans Profiles REE Flan Profile Plan Name lani Frequency Annually 1
176. nsaction equal the amount at the top of the form The sum of the detail totals in the IIF file does not equal the total for the A R Find the line error determine the transaction and remove the transaction from and re enter it There is already an invoice or credit memo number THHHHEHE Continue Just a warning for duplicate reference numbers Transaction will import Turn off duplicate check and invoice number warning under sales or checking Both listed in preferences You can only deposit to check or other current assets accounts Payments and any type of negative transactions Ex Returns Write Offs can only go into Checking type accounts Ex Bank Other Current Assets Quickbooks has detected that you have no items or that one or more of your accounts 1s not associated with an item Enter an item or go to the Item List to make sure all the items are associated with accounts Charge in Quickbooks is set to not allow taxes Only Inventory Parts will allow taxes Change the type of the item in Quickbooks Transaction split lines to accounts receivable must include a customer on that split line A customer in is set up as another type of name in Quickbooks Ex Vendor Employee Other Name Change the name is either or Quickbooks to create two accounts for the same customer Also make sure you check include customers during the Export Below Figure 8a is an example of the IIF file open in Mi
177. nsactions To maintenance an open item account type the account number or last name of the customer you want to work with To close that account s open transactions from oldest to newest using all available remittance click the Auto button or press the F8 key on the keyboard Closing Transactions Click on the arrow to the left of the transaction that you want to close Click the Apply button or press the F10 key on the keyboard If there are not enough funds available to close this transaction the system will apply as much as possible Opening Transactions Click on the arrow to the left of the transaction that you want to open 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 106 of 193 Click the Open button or press the F9 key on the keyboard Transactions Repair Transaction E Repair Transaction O O O Customer 110682 Doe Jane Start Date End Date Ref Num Code z Customer Ref Num Description Total 08 13 03 Doe Jane 337447 273 5 07705703Doe Jane check Payer 2000 3 i G 7 s 07706 7t3 Doe Jane es Poe 1 24094 ume Jane jen 1 m ADe Jae ea Propos EXIT x ER The Repair Transactions form is used for editing and removing wrongly entered transactions after they ve been posted to an account Note Only transactions entered during the current period can be modified or d
178. ntract is good for Unit Price At what unit price will they be locked into while this contract is active Total This will calculate Automatically Deposit This section would be used if the customer paid a deposit of some sort toward the total amount of the contract i e 10 down or 05 on every gallon Once they get a delivery they will get a portion of their deposit back toward their delivery Type Choose either Cents or Percent Amount Enter in the amount of the deposit If they paid 2096 down then choose percent for type and enter it in as 20 If they paid 20 cents gallon down then choose cents for type and it would be entered in as 20 as well 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 77 of 193 Total This field will calculate automatically Pro Rated This field will calculate automatically Not fully implemented yet Remaining This field will show you how much of their deposit is remaining Purchased This section will show you how many gallons and the total dollar amount that was purchased on this contract so far To save the contract simply hit the exit button Fuel Assistance Button click this button if this customer is on fuel assistance xj Many states have their own way of dealing with fuel Product assistance In some cases the state will send the fuel dealer a check before any deliveries have been made
179. o the day you are entering in the will call ticket You would usually leave this field alone Delivery Date Enter in the date you will deliver this fuel ticket file C terra Vista Graphics Media Manuals Oil Gas manual html 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 87 of 193 Fill Pct Fill percentage You may not know this as of yet so just leave it at 100 00 for now FA Left The remaining fuel assistance on the account Will Call Delivery Notes This field will allow you to enter additional notes about the delivery This could be a one time message Delivery Notes This information pertains to the customer s delivery notes that is setup in the Customer Setup Screen p This would typically be directions that would appear on printed delivery tickets Once all the necessary fields are filled in click Post Ticket and then this ticket will be residing in the Post Tickets tab p along with your forecasted tickets If you would like you can hit the print button amp to print this ticket At this time if you would like to enter in another will call ticket simply follow these same steps again Printing Tickets Ticketing Report WewTwe DderBy fime C Account Zone C Preview C Prod Code C Ticket No Start Date Sj Zones 1 End Date P Min Ticket ID 5 Max TicketID gt Divisi
180. ob As soon as you click the Close button and confirm that you do want to close this job the Invoice Tab will pop up automatically 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html Invoice Status Type 100000 Date Code Description LE zb TS TAXES DISCOUNTS PRICES NOTES CANCEL Th Technician Notes Date item Qty Price Tax Amount amp 10 31 03 Rheem abc123 AC system 1 000 500 00000 175 00 10 3i 03Laborchage Oooo 0 00000 Q 00 If you had inventory assigned to the task that you closed you will see those items already listed on the invoice All you would have to do is make sure the quanities and prices are correct Then you can add anything else you would like to bill the customer for 2 Closing one task at a time and creating an invoice for each task Phase Billing This method is commonly referred to as Phase Billing The only way you would be able to use this method is if you have more than one Task assigned to your Job Profile Your first step is to go to the Tasks Tab Job Information Tasks Parts Invoice Assign Tech Equipment File Tasks Task Information build ductwork Task inspection Task Name inspection Estimate Actual Instructions Materials Labor Charge Permits Start Date SubT asks Completion Date inspection 1 Subcontracted Status CLOSE
181. ob screen when a job gets completed you will have to go to the Service Dispatch Screen p and adjust the times that the technicians actually worked on the job You will want to do this step BEFORE you close the job You can t change dispatch times after a job is closed Adding Equipment to the Customer s Account Equipment File Tab First off this screen is optional You can manually enter in equipment info under the Service Equipment Setup screen p However this screen allows you to assign equipment to the customer without having to go back to the Service Equipment Setup screen p later If you properly set up all of your Equipment Templates p you can choose one of those profiles in this screen and add it to the customer record without leaving this screen Not only will it add the equipment information to the customer s equipment file but if the Equipment Template chosen has a product from inventory assigned to it such as an A C or Heating unit it will automatically put that product on the invoice when this job is closed Note If you already chose an Equipment Template using the Proposals screen p the equipment will already be listen under the New Equipment field Then all you would have to do is enter in the Serial Number and Warranty date More about the Equipment File Tab 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html
182. of 193 Installed Date of installation Avg Miles Wk Average miles per week Avg Hours Wk Enter the average hours per week for the vehicle Total Parts This is a calculated from the service codes you have entered through the Mileage Hours Repairs module Total Labor This is a calculated from the labor codes you have entered through the Mileage Hours Repairs module Grand Total This is the total of Parts Labor Click Done to save Vehicle Information ee Service and Labor Mileage Hours Repais _ Vehicle Components EXIT Reports Components Components are used to group the repairs and service into areas of the vehicle These codes will be used later when entering service amp labor history To create a component click the Add button 4 Category Area of Vehicle to be serviced ex Engine Transmission Hydraulics etc Enter a description in the field Make Manufacture of parts ex Ford Cummins Description Description of category Ex Ford truck engines 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 182 of 193 Vehicle Information Components Service and Labor Mileage Hours Repairs Gu J Pes Desin EXIT Reports Service and Labor Service Labor and Repair codes are used to specify the type of work bein
183. of those forecasted tickets all at once you will have to go to the Print Tickets tab p NOTE You do not need to put checkmarks in degree day and Julian day prior to forecasting The system no longer requres this Entering in Will Call Tickets Delivery Ticket Control E xj Forecast Deliveries Will Call Tickets Print Tickets Post Tickets Account 110310 Cn lNo 110310 i 4 gt n d Current 0 00 31 60 0 00 y 10607 B Virginia Ave aun SUO Smith Sr Charles A Cockeysville MD A inr 410 666 3704 ver 90 I Balance 0 00 Product Propane z FA Left Ticket No Product Date Units Delivered Unit Price No of Units 250 00 Will Call Delivery Notes Unit Price 1 0230 Total 257 25 7 Ticket No 0 TicketDate 08 11 03 Delivery Date 08 11 03 Delivery Notes 4 Beware of Doug make sure Fil Pet 100 00 o close the fence when ADD TO DELIVERY LIST TC EXIT POST TICKET TICKET PRINT SETUP Bring up the customer that s calling in for fuel in the customer search box No of Units Enter the amount delivered optional Unit Price Enter the price per gallon This value can be defaulted if account is using price classes optional Ticket No Enter the ticket number if ticket has already been printed or written Not specifying a number will result in the system assigning one for you optional Ticket Date This will default t
184. oice Daily Invoice Print Daily Service Invoice i xj Today s Date LJ SingleAcct C Multiple Accts Invoice Date ux Invoice Number Format uncheck Daily Format Print Statement Format Account No x Starting Invoice No E o O Invoice Type Ending Invoice No E Division C z Min Invoice Amt Print Control Accounts v Printer C Preview EXIT e E INVOICE SETUP Daily invoices are generated here Today s Date The date that prints on the invoices Invoice Date Enter the date of the day s transactions that you want an invoice printed for Invoice Number Format Checking this box will only print transactions entered through the Point of Sale module Leaving the box unchecked will print an invoice for that day s transactions Print Statement Format Prints the daily invoice but includes the current balance and payments as well Select Single or Multiple Accounts Print Control Accounts Checking this box causes the system to only print one statement for the control account and includes all the sub accounts activity Select Printer or Preview Account Number If you selected single invoice enter the account number here 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 172 of 193 Starting and Ending Invoice Number You can enter an invoice number here and the system will start printing th
185. oll to the date that you want to dispatch this service call for by clicking the left or right arrow by the Date field at the top left of the screen Let s say we want to schedule our technician Jim Smith to this work order from 10 00am 12 30pm You will have to click and hold down the left mouse button under the Jim Smith column at the 10 00 A 10 30 A row While still holding the left mouse button drag the mouse pointer down to the 12 00 P 12 30 P row If you properly followed these directions you will get the following screen Dispatch Technician ES Dispatch Jim Smith to work order 21 from 10 00 AM to 12 30 PM 57 Click Yes If you haven t set up a pay rate or a charge rate for the technician under Setup Employees p then it will prompt you for those rates now You don t have to specify rates unless you want to run a Job Costing report p If you don t care about a job costing 128 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual 129 of 193 report the rates don t have to be filled in After confirming this dispatch your scheduled time will look like this Time Bill Smith Jim Smith Ken Langford 07 00 07 30 A 07 30 A 08 00 A 08 00 A 08 30 A 08 30 4 09 00 amp 09 00 A 08 30 4 09 30 A 10 00 A 10 00 A 10 30 A 10 30 A 11 00 A 11 004 11 304 11 30 A 12 00 P 12 00 P 12 30 P 12 30P 01 00 P 01 00 P 01 30 P 01 30 P 02 00 P 02 00 P 02 30 P Ins
186. on zf Print Date 08 11 03 Note TICKET SETUP amp The Print Tickets page is used to print a batch of tickets Click on the Print Tickets tab to open the Print Tickets page For View Type Select Printer to print directly to the printer or Preview to print the screen first Order By Select how you want the tickets ordered when they will print Account Zone Prod Code or Ticket No HINT If you entered in Stop Numbers on everyone s account 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html printing in order by zone will print customers tickets in Stop Number Order Enter the delivery date in the Print Date field At this point if you click on the printer button it will print every ticket in the batch If you need to print only a selected number of tickets from the batch you must go to the Post Tickets tab p to get the starting ticket ID and the ending ticket ID of the group of tickets that you wish to print Enter the starting ticket ID number in the Min Ticket ID field and the ending ticket ID number in the Max Ticket ID field If you would like a note to print on each of these tickets you should enter that note in the Note field If you need to change the ticket setup click on the TICKET SETUP button which will take you to the same screen as Setup Reports Ticket Form p After all fields are set
187. on that the employee serves for the company Default Location This is the location that the employee operates from If this doesn t apply you can leave it blank Note Employees shouldn t be deleted once they re used in the system Doing this could cause inaccurate reporting Also if you have an employee that is a sales person AND a technician they must be set up twice Setup Groupings Classes Ej Setup Customer Class EN xil Customer Class Residential Code Rs Com Commercial Exin faim Description Residential Gov Government This is a required step prior to setting up your customers Customer Classes identify different types of customers This enables the system to produce 31 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html concise reports and efficient functionality For Example Many users find it useful to separate their residential and commercial accounts By creating customer classes they can do just that They ll simply choose the Customer Class they wish to work with and the system will ignore the rest Note The system won t allow you to delete a Customer Class that s in use The system determines this by verifying that no accounts are part of the specified class Setup Groupings Containers E3 Setup Container Types E xj Container Type Regular Regular Cylinder Size 75 Code Reg Small Cylin
188. ore transaction to the batch simply bring up the next customer and follow the same steps Editing Transactions Click on the navigation arrow to the left of the record in the batch that you want to change Click the Edit button or press the F10 key on the keyboard You ll notice that transaction will then show up in the top portion of the screen Make any necessary changes Click the Update Transaction button to commit your changes to the batch Deleting Transactions Click on the transaction that you want to edit and make sure the arrow to the left of the record is pointing to THAT transaction Click on the Delete 7X button Answer YES to the confirmation message box 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html Viewing Other Batches In a multi computer environment you may want to view other users batch entries This can be done by simply clicking the View All Workstations button amp 3 located at the bottom of the Sales and Adjustments form When this button is depressed your batch list will show entries made by all users To return to a single user view click the View All Workstations button 4 again Note The multi computer view is intended for viewing purposes only Editing and deleting other users transactions isn t recommended The system will not allow you to post other users batch entries Printing Batches If you want a
189. orks great for customers that may occupy a house certain months out of the year Separate H HW If this box is checked it will enable separate heat and hot water tracking 74 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 75 of 193 You can only successfully use this function if your customer is set to A This would mean that the customer has 2 burners One for heat and one for hot water See About Degree Days p Degree days Julian days Winter K Gallons Per Day and Summer K Are all fields which help you setup forecasting for the customers These values vary for each customer If you enter in degree days for the customer the winter k factor will fill in automatically and vise versa If you fill in the Julian days the summer k and gallons day fill in automatically and vise versa See About Degree Days p See About Julian Days p Last Delivery Date This information is automatically updated when a delivery is completed through the ticket control module If you re setting up an exiting automatic customer you should enter in their last delivery date Part of the forecasting mathematics include their last delivery date Last Fill Percentage This is the fill percentage of the last drop delivered to the customer This information is automatically updated when a delivery is completed through the ticket control module N
190. p a separate window in which you ll be able to enter in just enough information to get them in the system Click New 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 126 of 193 Work Order This is the Work Order Number that is specified automatically by the system However you can change this number at will you will not hurt the system if you have duplicate numbers over time Status This field isn t marked as such but it s located to the right of the work order number It will show the status of the work order The system will automatically change this field Billing This is currently set to Time and Materials So far this is the only option you ll have Entry Person Select the employee that is creating this Work Order Service Profile Select one of the Profiles that you that you created in Service Job Profiles p If you don t want to select a profile click the Use Profile to the right of this field The Use Profile button will always be pushed down by default whenever you create a work order Dates Entry This will default to the same day that that you created the work order Scheduled Change this date to the day that you need to go out and do this job You can later print out your work orders by scheduled date under Reports Service Service Orders p Started This date will also default to the day that you created the
191. p to revert to and correct the problems This is only used if you would like to purge old transactions out of the system Keep in mind once transactions have been deleted you will no longer be able to run reports on transactions beyond the Purge Date How to Purge Enter in the Purge Date All transaction on and before the purge date will be deleted Include Tickets Check this option if you would like all tickets on and before the purge date to be deleted as well Click OK Section 10 Quickbooks Export Troubleshooting 184 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 185 of 193 WARNING Make a backup of your Quickbooks data before doing an import The Quickbooks import could cause undesired results to your Quickbooks data Overview Please read the entire FAQ before doing any modifications to your TerraOIL TerraGAS or Quickbooks data The Quickbooks transferal is composed of two parts the TerraOIL TerraGAS Export and the Quickbooks Import The first section details the setup of TerraOIL TerraGAS to allow for the proper exportation of your data TerraOIL TerraGAS creates an IIF file that is read by Quickbooks The Quickbooks Import is where your data actually is transferred into the Quickbooks program It reads the IIF file and transforms the data into a format Quickbooks can read PART 1 TerraOIL TerraGAS Export TerraOIL TerraGAS must have
192. phics Media Manuals Oil Gas manual html Quickbooks you may leave this blank If you do plan to export to Quickbooks You may leave it blank temporarily until you re ready See Quickbooks Export Troubleshooting p for more information on Exporting to Quickbooks Setup Codes Reserved Transaction Codes Transaction Type Name Early Pay Discounts DISCOUNT Early Pay Discounts ervice Service Contracts ce ervice Contracts sd alance Forward Debit Balance alance Forward Credit Balance issing Charge issing Payment ervice Parts ervice Tax e ea Item not on file x e e ERVTAX Service Tax Contract Deposits acis Contract Deposit inance Charges enice Charges udget Interes 83 Setup Reserved Transaction Codes xl GL Account pm D MEN C abor Charges Labor Labor charge F Balance Foward J o F Balance Foward J o D D jl MEN ARTS These transaction codes come with the system You cannot add to this list you cannot delete from this list GL Account is only used for exporting to Quickbooks If you re not exporting into Quickbooks you may leave this blank If you do plan to export to Quickbooks You may leave it blank temporarily until you re ready See Quickbooks Export Troubleshooting p for more information on Exporting to Quickbooks Setup Codes Finance Charges amp Finance Charge Terms Finance Terms 3
193. price entered for this code through inventory If the transaction is not for an inventory item you will not be able to type in this field F5 TAX Use this button if the taxes are not configuring out properly by default You can change the tax settings for just this transaction only If you want to fix the default settings you either need to change the settings in the Inventory Products screen p or in the Setup Customer screen p and F6 DISC This button will give you the option of choosing a discount for this transaction that was set up in the Setup Discounts screen p You could also just enter in a discount by typing in the dollar amount in the Disc field manually F7 PRICE This button will give you the option of choosing a Price Class that was originally set up in the Inventory Products screen p Choosing the price class will change the price per unit field F8 DESCRP This button will pop up a text window where you can enter in a description for this transaction The description will show up in 2 places In the View Customer screen p any transaction with a description will show up with an asterisk to the left of it If you double click on the transaction you will be able to view the description On statements and invoices the description you type in here will show up under the transaction item in parentheses Click the Add to Invoice button As soon as you hit the Add to Invoice button z
194. printed copy of the batch you can generate one by clicking the Print button amp located at the bottom of the Sales and Adjustments form After you click the Print button you ll be given the option to show all transactions or only those ready for posting If the View AII Workstations button is depressed on the Sales and Adjustments form you will also be given the option to print the batch in order by entry date or user Once you ve made your choices you can generate a preview or printout by pressing the Print button at the bottom of the Options form Posting Transactions Before a transaction can be posted it must contain a checkmark in the Post checkbox To do this simply double click in the box You can set the system to automatically put checkmarks there in the Setup System screen p Once you ve checked all eligible transactions you can post them to their corresponding accounts by clicking the Post button Ex or by pressing the F12 key on the keyboard Additional Features View Customer Button amp If you have a customer brought up in this screen clicking this button will automatically bring up that same customer in the View Customer screen View Contact Button ts If the customer brought up is under contract with the selected product this button will be enabled Clicking it will show you their contract status System Options Button t This will automatically bring up the Transactions tab in the Setup System s
195. r the next test Date of Last Paint Enter the date the container was last painted If new enter Manufacturer date Recertification Type Enter who certifies the container Then click DONE when finished Once the container is saved it is actually saved to your Yard You can then transfer it from the yard to a customer account at any time Container History 57 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html TRANSFERS Date Transfer 12 04 99 Deliver To Customer YARD 110510 11 11 88 Receive From Fill Center YARD 11 10 38 Send To Fill Center YARD 10 18 99 CARD YARD 10 17 99 110550 YARD YARD 03 24 33 Deliver To Customer From To Quantity History The History tab consists of a particular container s history including transfers fills returns and containers received These events can be performed from the Transfers tab Container Transfers Return Empty From Customer Deliver To Customer fi 10500 Refiling at YARD To Refill Center Serial Number Description Status JA SER RO new container Filed Customer zi 202 Small 50 new container Filled YARD 300 Large 100 new container Filled C Refill Center gdfgdf Regular 75 Filled Transfer Options Status After Transfer Delivered M Transfer Date 08 04 03 Quantity TRANSFER Transfers
196. ram to use the printer properly Failure to do so will cause the printer not to line up correctly with your forms For Windows 2000 and XP ONLY 2000 XP Driver 1 Explore the TerraOIL TerraGAS CD by going into My Computer right clicking on the CD ROM drive and then left clicking on Explore On this CD you will see a folder labeled Xp Printer Drivers Doulble click this folder You will then see only one file labeled 32xtWL6e exe Double click this file It will extract the printer driver to c okiml3201 You will then go into your Printers and Faxes under the Control Panel and install a new printer MAKE SURE YOU DON T LET WINDOWS AUTOMATICALLY DETECT THE PRINTER When you get to the list of printers to choose from click Have Disk and browse to c okiml3201 and install that driver Once the printer is installed the printer should be named Okidata 320 1 Turbo if you installed it right You will want to make this printer driver the default printer in windows Change the paper size to US Std Fanfold 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 16 of 193 2000 XP Driver 2 In the TerraOIL TerraGAS directory under c Program Files there is a Printer folder Doulble click this folder You will then see only one file labeled 321 m6e exe Double click this file It will extract the printer driver to c Program Files Ok
197. ree days in either in the Degree Day Entry p or Modify Degree Days p screen Note Leaving any days blank in the Degree Day Table p could result in errors while trying to forcast customer deliveries For more on degree days read About Degree Days p in this overview Everyday Buttons New Use this button to create a new record Like when creating a new customer or a new work order you would have to click New first EE This is your EDIT button Anytime you need to edit text within a field and the system won t let you more than likely there s one of these buttons hanging around somewhere This is your SAVE button After entering in a new record there is usually a save button that you have to click to save the information that you have entered x This is your DELETE button If there is a record you would like to delete press this button and the system will remove it e This is your REFRESH RELOAD button Once in awhile you may have to use this button to update what s showing on the screen It s kind of like using the refresh button on your internet browser 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 6 of 193 fa Thisis your POST button You will only see this button in your transaction screens Once you put in your sales and payments in for the day you would have to hit this button to post the transactions
198. rmine where your list will be produced The following choices are available Printer and Preview Starting Vendor Enter a starting vendor in this field using the dropdown box This is to limit the list to start at that vendor Reports Daily Delivery x Daily Delivery Report Starting D ate 09 03 03 Ending Date 09 03 03 Include Customer Information JV EXIT EXECUTE ep This report allows a list to be generated of all daily deliveries Starting Date Enter the starting date This date will limit the list to the earliest date entered Ending Date Enter the ending date This date will limit the list to the latest date entered Include Customer Information Have this option checked if you would like customer information included in the delivery report Unchecked if you do not Reports Daily Transaction 155 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 156 of 193 x Daily Transaction Report Starting Date 09 03 03 Ending Date 09 03 03 Include Customer Information JV EXIT EXECUTE e This report allows a list to be generated of all daily deliveries Starting Date Enter the starting date This date will limit the list to the earliest date entered Ending Date Enter the ending date This date will limit the list to the latest date entered Include Customer Information Have this option checked i
199. rs Zone Select the zone of customers you are adjusting Division Select the division of customers you are adjusting Customer Class Select the customer class you are adjusting Customer ID Enter the account numbers you are adjusting leaving this field blank for all Min amp Max Change Pct These fields are designed as protection for over or under adjusting a customer s k factor For example putting 25 in Max Change Pct would keep the customer s k factor from adjusting higher than 25 of it s current value Begin amp End Date Specifies dates for the system to consider when recalculating the k factor For example putting 1 1 98 12 31 98 will only allow the system to look at deliveries made between these two dates and base the k factor from these deliveries Delivery Degree Day Entry 90 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html DITTITETITDONEN Heating Season Degree Day Entry Form Year 2002 Date Today s Degree Days Cumulative Degree Day ES Heat HeatHotWtr Heat HeatHotWtr woo ww 93 mew 93 wowp 3 wp a mm 3 mww wwp wwp wx wu terion 3 5 uum 3 This area is designed to increase the ease of initial setup Type in the year of the heating season you need to work on Entering
200. rt generates lists of equipment at customer sites according to the specified criteria All customer equipment is entered through Service Equipment Setup p Equipment You have to choose the equipment type that you want to run the report for You have the choice of A C System Heat System and Appliance Report Type You have to choose the Report type You have the choice of Maintenance Warranty Expiration and Recall Age To This is used when Report type Aging is enabled Age to date allows the user to back age accounts giving the current over 30 over 60 and over 90 balances for the specified date This can be useful when billing is being done after the billing date has past Output Order By This controls the order this report will be printed You have the choice of Account Name Serial Number and Zone If the Equipment type is set to Appliance Zone will change to Product Next Service Installation Stock Dates This is the date filter If you want to see a list of equipment that have a next service date that falls in the month of August the Begin date would be 08 01 Year and the End date would be 08 01 Year If the Report Type is set to Recall the Next Service field will be renamed to Installation for A C and Heat systems For Appliances it will be renamed to Stock System Type This will only appear if Equipment is set to Heat System Your choices are Forced Hot Water Hot Air or Boiler Include This
201. rt to the dates specified 165 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 166 of 193 Order By This field determines the sort order for the report The following choices are available Account Date and Name Account Enter a customer name or account I D This field will limit the report to one specific customer Customer Class Enter a customer class in this field using the dropdown box This is to limit the list to only those customers in that specific class Customer Division Enter a customer division in this field using the dropdown box This is to limit the list to only those customers in that specific division Sales Rep Enter a sales representative in this field using the dropdown box This is to limit the list to include a specific sales rep Sales Person Enter a sales person in this field using the dropdown box This is to limit the list to include a specific sales person Sales Division Enter a sales division in this field using the dropdown box This is to limit the list to include sales from a specific division Inventory Site Enter an inventory site in this field using the dropdown box This is to limit the list to a specific inventory site Inventory Group Enter an inventory group in this field using the dropdown box This is to limit the list to a specific inventory group Product Enter a product in this field usin
202. ry phone number of the customer Phone2 The secondary phone number of the customer Fax The fax number of the customer Account Type Select the Account Type Balance Forward This type of account automatically applies received payments The assumption is made that the system should close pay invoices from oldest to newest This process continues until the payment is exhausted or there are no more invoices to close This is the default setting Open Item This type of account allows you to specify which invoices are closed by a payment This is often necessary for commercial accounts who pay by invoice and don t necessarily pay chronologically In addition to determining how payments are applied the Account Type setting determines how statements are printed A Balance Forward statement shows the last statement balance and detail about the activity that has occurred since that date An Open Item statement only shows unpaid invoices regardless of date Finance Charge When checked the system can asses finance late charges when the balance is past due 03 05 13 3 20 PM TerraOILTM TerraGASTM User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 70 of 193 Finance Terms Select the Finance Charge Terms for this customer These options were defined in Setup Codes Finance Charge Terms p Statements When checked a statement is generated during the billing procedure is this customer has a balance
203. s S8 amp Microsoft Works Mail Merge Files Path c Program FilesswinFUEL PROPANE m Email v v Activate E mail Help E mail Address support computerhelpinfo com Misc Caller ID Path Accounting Path Map Executable C Documents and Settings dave_j Desktop CANCEL APPLY Mail Merge 1 Make sure Skip Mail Warning is checked 2 Select what version of MS Works you have in the Mail Merge Application field 3 Enter in the path of MS Works in the Mail Merge Path field 4 Enter in the Path to TerraOIL TerraGAS in the Mail Merge Files Path 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 40 of 193 Misc Caller ID Path Fill in the path of the Pick Ups Caller ID software package Accounting Path Fill in the path of where you want your Quickbooks iif file exported to For more info on the Quickbooks Import see Quickbooks Export Troubleshooting p Map Path Enter in the path of the Delorme Street Atlas program it s usually C Program Files Street Atlas USA 2003 SA2003 exe System Database Setup 3 System Properties E xj Path Setup Transactions QI m Accounting Interface m Davis W eatherLink Export file format QuickBooks2C IV Using Davis Weather Station M Use GL summary Com Port 3 bd m Security Baud Rate
204. s in that specific class Include Address Have this option checked if you would like to include the address in your report Unchecked if you do not Reports Lists Gas Check List TT xi GAS CHECK LIST 2 QUIM UR Beh Starting Account tt f Account Division M C Date Service Person x C Service Person Customer Class M EXIT For Propane Use Only This report allows lists to be generated based on information in a customer s gas check All Gas Check Information is entered in Service Equipment Setup p The following criteria applies to this report Output Order By This field determines the sort order for the report The following choices are available Account Date and Service Person 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html Starting Account This field indicates which record the list is to begin with If you would like your report to contain all customers leave this field blank Division Enter a customer division in this field using the dropdown box This is to limit the list to only those customers in that specific division Service Person Enter a service person in this field using the dropdown box This is to limit the list to only those customers serviced by a specific technician Customer Class Enter a customer class in this field using the dropdown box This is to limit the list to onl
205. s is the time period for which the statements will be prepared Click the Print button amp 168 of 193 Reports Stmt Invoice Daily Monthly Stmt 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 169 of 193 pe m 9 Printing Range Start Acct No C Single Account End Acct No Multiple Accounts Start Name Order By End Name Account Division PintContol Acct Iv C Name Balance LO l Show Price Per Unit fv C Zip Code Min Balance 0 00 Use Product Code BH Include Zero Balance Print Barcode 1 Short Form Acct Type BOTH IJ Print Postnet E Long Form Show Pymt Recv for Open Items Print Meter Info C Mailer Postnet Mailer Postcard Detail Printer Postcard Bulk C Summary i Postcard Single C Tax EXIT e MESSAGES This form will allow you to print your end of month or end of period statements Date This defaults to the current date however you may change it to reflect a different date on the statements Printing Range Select single account or multiple accounts Order By Select the sort order for your statements Form Select the appropriate form for printing Starting and Ending Account No This allows you to print a specific range of statements The information that you enter in th
206. s is where you can put the customer on a service contract View Equipment button This will bring up the Equipment Setup screen p If you do not use Equipment Templates you can use this button to access this customer s equipment file and manually enter in the equipment information Managing Tasks 119 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 120 of 193 Job Information Tasks Parts Invoice Assign Tech Equipment File Tasks Task Information build ductwork Task inspection Task Name inspection Estimate Actual Instructions Materials Labor Charge Permits Start Date SubT asks Completion D ate inspection 1 Subcontracted Status CLOSE In this screen view your all of your tasks for this job If you have to add a task on the fly simply click the New button give the task a code and a name and then click the Save button bed You can also use this screen for Phase Billing by closing one task at a time See Phase Billing under the Invoicing the Job Section p Invoicing the Job There are 2 ways of closing and invoicing JOBS 1 Closing the whole job and creating only 1 invoice The very first thing you will have to do is click the Close button at the bottom right of the screen This Close button will close ALL tasks if there is more than one task assigned to this j
207. s previously selected from Part Labor Description Enter or change the description about the service rendered to the vehicle Quantity Hours Enter the quantity of parts used or hours for labor Price Rate Enter the price per unit or the rate per hour for labor Net Amount Calculated field for Quantity Hours x Price Rate Management Vehicle Maintenance amp Vehicle Maintenance Em xl g Vehicle Maintenance cJ Current Hours Vehicle Number Year Description Odometer Added Date uu M L EXIT GA ENTER 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html From this form quick entry of vehicles mileage and hours can be added Simply start by selecting the vehicle number from the list box Continue by entering the following fields Current Odometer Enter the current odometer reading Hours Added Enter the number of hours the vehicle was run Click Enter to save the additions Management Purge Transactions amp Purge Transactions x After You Perform This Task YOU WILL NOT BE ABLE TO RE RUN REPORTS ON THESE TRANSACTIONS Make sure to make a backup of your data so that you can run reports if needed Purge Date Include Tickets ES DK Cancel Note You should make a data backup before running the purge procedure If there are any problems encountered during purging you can use your backu
208. sage Type Tax Group Auto Adjust Forecast Type fA z SepH Hw T Degree Days 800 Julian Days 2 Winter K 1 333333 Gallons Day 16 07143 2678577 Summer K Last Delivery Last Fill Pet Next Delivery Next Deg Days 03 15 33 10 Fill Location Alt Adjust Metered MeterT ype Mtr Reading Tax item State Sales Tax Yes Federal Lube Tax County Use Tax Underground T ax Federal Excise ta Delivery Notes CONTRACTS FUEL ASSIS If this is a Service Only customer and you do not deliver fuel to this customer just hit the Done button at the bottom of the screen and skip this step all together But it is recommended to set up product information to track fuel deliveries for the customer If you would like to forecast deliveries it s extremely important Product Select the product you are setting up from the drop down list You can only set up 1 product at a time At the end of the procedure for setting up this product we will then go over how to do that Group Coming Soon Stop No You can enter the customer stop number when a driver makes a run It is not required and can be left blank No of Tanks Enter the number of tanks this customer has containing this product at this customer site Tank Size Enter the physical amount the tank is capable of holding Ex 275 If this customer has 2 tanks at this delivery address enter in the total amount of gallons between the 2 tanks
209. se Product Code If checked only charge and product codes will list on invoices If unchecked charge and product names will show 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 38 of 193 Setup Reports Ticket Form Ej Ticket Setup NES Cx Ticket Form Setup Ticket Form L Zi cpa HEATING OIL Dyed Diesel Fuel Non Message taxable Use Only Penalty for Taxable Show Ticket No M Use Only Show EPA Message v Comment Show Comment T Show Gallons M J Show Price Per Gallon M Use Balance uncheck Use Credit Limit M Show Discount M Show Remaining Fuel Assistance IV Show Over Credit Message V Show Tank uncheck Show Deliveries T Show Delivery Date Iv CANCEL These are your settings for your delivery ticket layout Most settings are self explanatory except for the following settings Show Over Credit Message If checked the system will display a message on the ticket if they are over their credit limit Credit limits are set up on the Customer Record see p Use Balance Uncheck Use Credit Limit If checked the ticket will display their current balance If unchecked the system will show them what their credit limit is set to Show Tank Uncheck Show Deliveries If checked the system will show the estimated amount of gallons that are left in the tank If unchecked the system will show the past few
210. sfer Select Empty or Filled Delivered Sent to customer site Once you have entered all pertinent information click the Transfer button to complete the transaction Inventory Container Refill Centers 59 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html Container Refill Centers Location 2 Setup Container Refill Centers E xj This form is used for adding and removing Container Refill Centers Refill Centers are the locations suppliers that provide the gas for refilling containers The Refill Centers that you create will show up in the Container Maintenance p NOTE You do not have to create Refill Centers in order to use the container maintenance Screen Inventory Purchase Orders Purchase Order amp Purchase Orders E E x Product Code Ordered Received Price F5 TAX Order Number Status Terms Pay Date Pid Date Discount Date Vendor Ship To Hur PO Num Invaice Num Mia Receipt Type Invoice Date FOE Trav Group Y Due Date Product Code Description P O Totals Part Ordered Received Price Discount Taxes Extended Sub Total Tras Discount Taxes Extended Misc a Freight Tem Disc Total Your Total EXIT FILL ORDER RECEIVE VOGHTD Creating a Purchase Order 1 Click New 2 Vendor Choose the vendor
211. sis is complete the conclusions are presented by aging selection These selections are displayed as Current 31 60 61 to 90 and Over 90 These totals are summed and displayed as your total A R Balance accordingly To get a more detailed analysis or to choose specific Accounts Receivable criteria you can run an aging analysis using the Customer List report p Section 7 Service The service section of the program will allow you to create and invoice work orders and jobs You can also assign service plans to you customers equipment record that will react with the billing for those jobs Note You do not have to enter equipment equipment templates service plans or profiles to create a basic work order although having all of those things set up first will increase the power of the service module 107 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 108 of 193 Service Equipment Setup Account 110500 Enti No 110500 i 4 gt vi d 84 Lumber 53 W Timonium Road Howard Steve Catonsville MD 21228 410 561 0184 A C System Heat System Appliance Tank GasCheck L A C Unit Serial Number 36535tyfhy56 M Serial Number Make Make Service Zone 7 Sequence Model Model Plan Name Plan 1 BTU Rating BTU Rating Frequency 4 Volts Volts Service 160 00 Bill Service 08
212. st City State mA we e Important customer Ta fe Zone 48 Anniversary 08 01 88 Division Budget Custor z StmtDate 12 31 88 Tan District ManlandTax z RentaCode f Customer Class om zl Rental Charge 60 00 Card Key No zz E mami x i4 naonw rn Condition SERVICE e If you correctly saved the Billing information you will notice the name and address information will already be filled in the Delivery screen If the Delivery address is different from the billing address you can erase the address showing and type in the correct delivery address Once you re sure the delivery address is correct Zone The zone that represents this customer required Zones were setup in Setup Groupings Zones p Division The division that represents this customer Divisions were setup in Setup Groupings Divisions p Tax District The tax district that this customer is part of required Tax Districts were setup in Setup Codes Taxes p Class The customer class that represents this customer Classes were setup in Setup Groupings Classes p Tax ID The customers Tax ID if applicable Anniversary Date The customers anniversary start date This field is a visual aid only There is no report that uses the dates entered into this field Stmt Date The statement date or closing date of the customer I
213. st to only those customers in that specific division Customer Class Enter a customer class in this field using the dropdown box This is used to limit the list to only those customers in that specific class Contract Start Date This field indicates the date the list will begin with If a report containing all contracts is desired leave this field blank Contract End Date This field indicates the date the list will end with If a report containing all contracts is desired leave this field blank Reports Lists Collection List Collections List d COLLECTION LIST C Starting Account L j Division Customer Class I gH Due Date 08 23 03 S3 x C Due Date EXECUTE c This report gives a list of collections Collections are generated under Customer Collections p 144 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 145 of 193 Order By This field determines the sorting order for the report The following choices are available Account or Due Date Starting Account This field indicates which record the list is to begin with If you would like your report to contain all customers leave this field blank Division Enter a customer division in this field using the dropdown box This is used to limit the list to only those customers in that specific division Customer Class Enter a customer cl
214. t Purch Type None z Total Cost 0 00 Location i texte O Carrier CANCEL DONE Direct Ship to Customer This screen is where you can put your purchases in If you get charged tax by your vendors and have to keep track of those taxes with this system you must use the Purchase Order screen p This purchase screen will not handle taxes As you put in your purchases you will be increasing your inventory To put in a purchase follow these steps Product Select the product that you are purchasing Vendor Select the vendor that you are purchasing from If you don t have the selected product and selected vendor assigned to one another in the Products screen p you will receive an error message telling you to do so Invoice Enter in the Invoice Number Date Enter the date of the Invoice Bill of Lading Optional carrier Optional Purch Type Purchase Type Only for use in Illinois State For Tax Schedules file C terra Vista Graphics Media Manuals Oil Gas manual html 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 52 of 193 Location Enter in the inventory location that this purchase will be going in to Tax Type Illinois State use only For Tax Schedules Direct ship to Customer Illinois State use only For Tax Schedules For keeping track of where direct shipments were shipped to Units Enter i
215. t don t measure 8 5 x 11in The drop down selection is for setting which emulation those printers will print with If you have a single sheet form that does measure 8 5 x llin then you can use the laser option 35 of 193 Setup Reports Invoice Statement Messages 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html amp Invoice Statement Messages E xi Invoice Statement Messages Message Happy Holidays January special on fills over 200 gallons Call for details Current Thank you for your prompt payments You are truly a valued customer Over 3l Over 60 Over 90 Reminder Your account is now 30 days past due If you have recently sent in a payment please ignore this LLIE duc Reminder Your account is now 60 days past due If you have recently sent in a payment please ignore this LL auc Your account is now seriously past due and has been sent to collections Please send in payment ASAP to avoid a CANCEL bra This is where you can setup custom messages to your customers on statements and invoices You can always update these messages at anytime Message Field All customers that receive a statement or invoice will see this message Current Field All customers that are paid up to date will see this message Over 30 Field All customers that have an over 30 day balance will see this message Over 60
216. t exactly how many degree days each residence can get out of each gallon of fuel purchased This figure is known as the K factor or consumption factor Once it is established for the individual residence it will 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html usually remain fairly constant Each house will have a different K factor depending on such items as inside temperatures number of people in residence position of thermostat or number of windows left open The K factor is determined by establishing the exact number of gallons of fuel that have been consumed between two consecutive deliveries to the residence The gallons used figure is divided into the total number of degree days that have elapsed during the two known dates The resulting K factor is the number of degree days that one gallon of fuel will provide for the residence Example Total number of gallons of fuel consumed November 1 to December 15 203 gal Number of degree days calculated between November 1 to December 15 406 degree days Divide 203 gal into 406 degree days 2 0 K factor You now have a method established for determining the degree days for a particular area of the country and the K factor for and individual residence With this information you will know how much fuel a particular home will consume in a specific period of time Replenishment of
217. t the following screen x Enter a value in one or more fields andpressthe d button Customer ID Street Zone Timonium z iv Company Name LI City RefNo Li Last Name Phone L Zip r Fake fake 2321321321321 Baltimore 410 419 401C Timonium Doe John 123 Fake St Catonsville Timonium abc fdsfsdfds Catonsville 434 243 2424 Timonium Von Paris Moving amp Stor Von Paris Hans 1920 York Road Timonium 410 252 580C Timonium Steak amp Ale Weinstein Fred 60 W Timonium Road Timonium 410 252 680C Timonium Burger King Water Larry 2000 Yiork Road Timonium 410 252 219 Timonium 84 Lumber Howard Steve 53 W Timonium Road Catonsville 410 581 0184 Timonium Elliot Building Elliot Russel 65 W Timonium Road Timonium 410 252 4402 Timonium Michael s 2119 Green Michael 2119 York Road Timonium 410 252 2022 Timonium McDonalds Franks George 2116 York Road Timonium 410 252 2155 Timonium Jenkins Peter 11947 Thurloe Dr Timonium 410 581 141 Timonium Boyer Scott 11712 Mayfair Field Dr Timonium 410 581 0835 Timonium Schultz Richard 11716 Mayfair Field Dr Timonium 410 252 655 Timonium Smith Chas J 45 Belfast Road Timonium 410 252 0474 Timonium ms gt Here you can look up a customer by street city phone zone reference number and zip code The Reference number field has to do with transactions When you put in a transaction for a customer you have the option to enter in a refere
218. te file C terra Vista Graphics Media Manuals Oil Gas manual html 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html The Job Profile drop down displays a list of Job Profiles setup through the Service Job Profiles module THIS IS A REQUIRED FIELD If you don t use Service Profiles you will need to have at least 1 Task and 1 Job A Job Profile is a collection of Tasks p that are necessary to complete a job These tasks may have associated labor parts and permits estimates The collective total of these estimates is used to determine the values displayed in the corresponding fields of this module The sum of these fields is then used to print a dollar amount on the proposal The Template drop down displays a list of equipment templates created through the Equipment Template module p This list is filtered to display your selection of A C Heat or Appliance from the radio buttons located above it You can select an equipment template if you re adding a piece of equipment as part of the job installation This is designed so that you won t have to add this equipment through the Equipment Setup module at a later time Once you ve completed any applicable fields you can save the Proposal by clicking the Save button bed To load a previously entered proposal you ll need to first select an account through the customer lookup box and then you ll be able to
219. tem will not keep track of any accounts payable information All it does is mark your P O paid and keep track of the pay date Inventory Purchase Orders Purge ss Purge Purchase Orders 4 Beginning date for purge Ending date for purae Vendor to purge M Status to purge Both M EXIT REPORT PURGE The Purge Purchase Orders form is used for removing old or wrongly entered Purchase Orders To be removed a Purchase Order must have the status of Void Received or Paid PO s with the status of Open or Backorder can not be removed until they re closed Warning If you don t specify any criteria 1 e starting and ending date you will delete ALL purchase orders in the system Section 4 Customer Maintenance This section will go over the setup editing and deletion of customers This will also go over collections and Mass Mail MSWorks Required Note Before you can enter in any customer information you MUST run though the setup p and inventory p sections of the program There are parts of the customer screen that will require options that had to have been pre defined and will NOT save without them Customers View Customer Billing Tab 62 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 63 of 193 E View Customer Information EE lO x Accoun T10500 Cnt Ne T10500 i 4 gt d Current
220. the list to only those customers in a specific division Reports Service Service Job ITIORU amp KG NN j x Fait Selection Service Jab List ScheduledDate Fom To PO C Technician Assignment List Entry Date From A To I 1 C Unassigned Job List Cini itera I eiTe j ven Job i Detail Preview Technician C Summary C Print Division Customer This option allows you to print service and job reports Jobs are generated under Service Job Report Selection This field determines which report will be generated The following choices are available Service Job List Technician Assignment List and Unassigned Job List Date Criteria Enter the Scheduled From and To Date Enter the Entry From and To Date These dates will limit the report to the date ranges specified Limit Criteria The following criteria will further narrow down the information you want included in the report The following choices are available and all will need to be chosen with the dropdown box with the exception of Customer Job Technician and Division Detail Type Choosing your detail type will determine the amount of information the list will produce The following choices are available Detail and Summary View Type Choosing your view type will determine where your list will be produced The 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista
221. the Code for the transaction This code can be chosen by using either the Code or Description combo boxes If the code that you select is an inventory product code you will also need to select the location that the product is being sold from by using the Inv combo box If the customer has the product that you re posting assigned to them in the Setup Customer screen p as soon as you hit the Add to Batch button you ll get the following screen 122 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 123 of 193 Delivery Update X Do you wish to post a delivery ticket for this sale re If this fuel was in fact DELIVERED to them click YES Clicking yes will make the system track that transaction as a delivery which is important especially for automatic customers Clicking NO will simply treat it as a transaction only it will not update the customer s last delivery date and will not track usage info for the customer Enter the number of units being sold in the QTY field If the transaction is not for an inventory item you will not be able to type in this field Enter the Price per unit This is defaulted to the price entered for this code through inventory If the transaction is not for an inventory item you will not be able to type in this field TAXES Use this button if the taxes are not configuring out properly by
222. this field using the dropdown box This is to limit the list to only that product View Type Choosing your view type will determine where your list will be produced The following choices are available Printer and Preview Reports Inventory Blend List E piens RM x iw is Starting Date MAMME View Type Ending Date 03 03 03 Printer y End Product B Preview EXIT amp This report will generate a list of all blends made in the Inventory Blend screen p Starting Date Enter the starting date This date will limit the list to the earliest blend date Ending Date Enter the ending date This date will limit the list to the latest blend date 152 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html End Product Enter an ending product in this field using the dropdown box This is to limit the list to stop at this product View Type Choosing your view type will determine where your list will be produced The following choices are available Printer and Preview Reports Inventory Product x 2 S8 Location C Printer C Product C Preview C Group Starting Loc Code f z EXIT amp This report will generate a list of products along with their on hand amounts by location All inventory products are entered in Inventory Products All locations are entered in Inventory Lo
223. this field will show you an average cost for this product Purch Conv Factor The number of units that will be added to inventory for the purchase of one unit This can be used to represent things like a cases of items Example If you purchase 1 case of sodas and there are 24 to a case you would put 24 in this field That way when you purchase the 1 case of soda it will add 24 sodas to inventory Then you would be able to sell the soda by the each Equipment Item When checked the item is allowed to be used in the creation of an equipment template p GL Account The GL Account that represents the use of this code This is required if you re planning to export to QuickBooks If you are planning on it and don t know what to put in there now you may always come back later and fill it in Even after it s been used in a sale See more on the Quickbooks Export under Troubleshooting p COGS Account The Cost Of Goods Sold Account number This is currently only used for information purposes and not by the system Group Groups are used to link together similar products for the product report Let s say you want to group all types of valves together Each valve you create in inventory has to share the same group name If you put all of your valves in a group called Valve and then add another valve in a group called Valves it will create a separate group on the report If that happens all you have to do is come back and ed
224. thout accepting a proposal you will have to click the New button Job This number will automatically be assigned Status This will update automatically Billing Time and Materials is your only choice as of now 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 117 of 193 Entry Person Select the Employee who is creating this job Employee names are setup in Setup Employees p Job Profile Select the Job Profile p for this particular job Cost Estimates All estimates will fill in automatically from the Job Profile p Entry Date optional This will default to the day you created this job Start Date optional This will defaut to the day you created this job You can change it to whatever date you wish Alternate Start Date optional You can enter in an alternate date for starting this job Estimated Days optional Fill in how many days you expect this job to take to complete Estimated Hours optional Fill in how many hours you expect this job to take to complete Est Completion Date optional You can enter in the date you estimate this job to be completed Once you have finished editing this job click Done As of now this job is still in proposal status Once you are ready to start working on this job click Start Work Dispatching the Job Date 10 28 03 _ 4 gt ves installs a wl Once you click
225. tioning Heating Appliances Tanks GasCheck Service Zone Serial Number 8H Serial Number L Ji Make Make DL 1 Model l i Moa es BTU Rating BTU Rating o SJ Volts vet 1 Date Installed I Date Installed a Installed By END Installed By 1 Warranty Expiration OoOo 2 Warranty Expiration I V Belt 1 V Belt y Filter i F LL 1 1 T Coolant 1 Coolant D 1 Sequence Plan Name Frequency Last Service Next Service Service Bill Service Coverage WET Auto Renew This screen displays customer assigned equipment Select the appropriate tab for the equipment that the customer has setup You can print the equipment information by clicking the Print button Again you cannot add or edit equipment information in this screen All equipment on this customer record should be entered into the Service Equipment Setup screen p Customers View Customer Service Tab Billing Info Collections Delivery Evaluation Equipment Service Proposal Work Order Date Sched Started Completed Status EstHrs Material Labor oo 000 0 00 0 00 E OO Ine r 0 00 112 50 0 00 If an account has service history it can be reviewed from this tab This screen will give you a summarized view of that customer s service calls Customers View Customer Proposal Tab 67 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C
226. tomers with the same billing dates If you have more then one and want only one run this process for each date in the drop down list using the same new statement date each time New Statement Date Enter the new statement date It is usually the first or last day of the month Remain consistent Once you have the two dates properly set click the Close Statements button Confused Here s an Example Let s say today s date is September 3rd and you want print statements for August activity In this screen you will want to make sure that the system s last statement date is July 31st If it s still set to June 30th then all activity for July and August will print on the statements You will have to select June 30th for the last statement date enter in July 31st for the new 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 176 of 193 statement date and click the Close Statement button in order to print only August activity Simply put all transaction history on and before the last statement date will not show up on statements Only the transactions after the last statement date will show up Step 2 Applying Charges After making sure the system is set to the correct Last Statement Date you will have to click on the Monthly Charges tab End Of Billing Cycle xi Monthly Charges Close Statement Charge Date Budget Interest m Ser
227. ton the yellow Inventory Quantity By Product e This section of the program has 2 functions 1 You can select a product that you would like to view and look at all of the inventory levels 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 53 of 193 for that product in each location 2 Each location can have it s own set of products In other words Main Warehouse might carry all inventory Service Van might carry most service parts and Fuel Truck might only carry fuel If you want to unassign a location from a particular product simply choose the product click on the location and click the Delete button the red X If you want to assign a certain location to a product choose the product click the New button choose the location and hit the Add button the yellow Inventory Adjustments amp Inventory Adjustments EN O N 0 000 Dein Bine ese x 30999 Beuk amp When you make a sale the quantity of the sale subtracts from inventory When you purchase something the quantity of the purchase adds to inventory If you ever need to FORCE an inventory adjustment this is the screen that handles that 1 Choose the product that you need to update 2 Enter in a description as to why you are making this adjustment optional 3 Enter in the inventory location that you need to up
228. u can later use as search criteria when searching for an invoice Invoice Num this is the invoice number which gets automatically assigned However you may override this number and change it to whatever you want Select the Code for the transaction This code can be chosen by using either the Code or Description combo boxes If the code that you select is an inventory product code you will also need to select the location that the product is being sold from by using the Inv combo 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 99 of 193 box If the customer has the product that you re posting assigned to them in the Setup Customer screen p as soon as you hit the Add to Batch button you ll get the following screen Delivery Update X 2 Do you wish to post a delivery ticket for this sale De If this fuel was in fact DELIVERED to them click YES Clicking yes will make the system track that transaction as a delivery which is important especially for automatic customers Clicking NO will simply treat it as a transaction only it will not update the customer s last delivery date and will not track usage info for the customer Enter the number of units being sold in the QTY field If the transaction is not for an inventory item you will not be able to type in this field Enter the Price per unit This is defaulted to the
229. ual file C terra Vista Graphics Media Manuals Oil Gas manual html 56 of 193 8 Select the number of units for this product 9 Select the location from which you are pulling this product 10 Select the final product that will be created 11 Select the Type of End product Gas Oil Illinois Use only for tax schedules 12 Enter the total number of units that will be created 13 Select the location that will be storing the end product 14 Click the Done button Inventory Containers amp Container Maintenance x General Information History Transfers Find Container 201 z Total Number of Containers Account110510 Cnt Nofi 10510 I4 4 b d For This Account Burger King 2000 Yiork Road 1 Water Larry Timonium MD 410 252 2199 Serial No Date Description Capacity 201 03 11 88 new container Small 50 2 Serial Number 201 z Description new container Type Small x 50 Status Delivered Purchase 09 11 99 Last Qualification 11 14 99 Last Paint 01 02 00 Manufacture 10 30 99 Next Qualification 10 23 02 Recertification Type new Note If you want to be able to send your containers to a Refilling Center of some sort using this container module they must first be pre defined in Inventory Container Refill p General Information Containers are used to store fuels such as propane Containers can be created tracked and maintained in
230. ual html 103 of 193 Click on the navigation arrow to the left of the record in the batch that you want to change Click the Edit button or press the F10 key on the keyboard You ll notice that payment will then show up in the top portion of the screen Make any necessary changes Click the Update Transaction button s to commit your changes to the batch Deleting Payments Click on the payment that you want to edit and make sure the arrow to the left of the record is pointing to THAT transaction Click on the Delete 7X button Answer YES to the confirmation message box Viewing Other Batches In a multi computer environment you may want to view other users batch entries This can be done by simply clicking the View All Workstations button amp 4 located at the bottom of the Cash Receipts form When this button is depressed your batch list will show entries made by all users To return to a single user view click the View All Workstations button 4 again Note The multi computer view is intended for viewing purposes only Editing and deleting other users transactions isn t recommended The system will not allow you to post other users batch entries Printing Batches If you want a printed copy of the batch you can generate one by clicking the Print button amp located at the bottom of the Cash Receipts form After you click the Print button you ll be given the option to show all transactions or only those
231. ve hundreds of task profiles you ll be able to use these categories to quickly find a service profile code when creating a Service Call p Setup Next Numbers I ici xi Description Next Number Initial Increment A gt Blend Number 1o09 1000 ST Purchase Order Number 10000 100000 RE The numbers printed on your forms are determined by the settings of this module These numbers are represented by the initial next and incremental values and won t be modified often e Next Number The next number that will be printed e Initial The starting number Increment The number that is added to the last value used Setup Printer Setup 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html x Printer AIS NOTE This printer setup only applies to forms M Laser Print CANCEL Printer Setup determines how the system generates printed forms Printer Sets the emulation that you re printing with e ML 320 321 Turbo Uses the ML Emulation and is for Windows 98 and ME only e ML 321 2000 XP Uses the ML Emulation and is for Windows 2000 and XP only Laser Print Indicates that you wish to print 8 5 x 11in forms to an inkjet or laser printer This printer must be set as the default printer Note The system is only designed to work with Okidata 320 Turbo and 321 Turbo printers for printing forms tha
232. vice Charges Apply Budget Interest Apply Service Charges Interest Hate 0 015 m Rental Charges Apply Rental Charges Rental Code T 30 30 Day Non Prorated 15 15 Day Hon Prorated Minimum Days Apart Before Next 30P 30DayProrated Charge Can Be Applied Is 30 Days Finance Charges Apply Finance Charges f Apply Conditional Transactions Apply Charges EXIT Print Statements 9l Charge Date This needs to be filled in with the date that you are doing statements for If you are doing statements for August this date needs to be August 31st Check off each charge that you want to apply This is done by placing the mouse cursor over the appropriate box and clicking once Budget Interest Do you pay your customers interest on their budget balances If so check this box and change the percentage if you have to Service Charges Only check this option if you have Service Plans p set up in the system that you would want TerraOIL TerraGAS to charge automatically Using the same example as above if you were doing statements for the month of August and you have customers that have service plans with bill dates that fall within the month of August only those customers will receive a charge for their service plan 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 177 of 193 Rental Charg
233. will only appear if Equipment is set to Appliance Your choices are All Sold or Unsold Starting Account Name Serial Number Zone This field will be named depending on what is selected in the Output Order By If you are printing this report in order by Name then 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 148 of 193 if a name is specified here the report will start with that name If left blank the report will start with the very first name in alphabetical order Division If you only want to run an equipment list for only one division choose that division here Customer Class If you only want to run an equipment list for only one Class then choose that Class here Frequency If you only want to run an equipment list for only equipment covered by any service plan that is paid for by a certain frequency then choose that frequency here Service Plan If you only want to run an equipment list for equipment that s covered by only one service plan then choose that plan here Service Zone If you only want to run an equipment list for only one service zone then enter that zone here Remember Service Zones are NOT customer zones but they can be Service Zones are entered at the time of entering in the equipment and are completely optional Days to Expire This will only be active if Warranty is selected as the Report Type This
234. work order You can come back and change this at will Completed This date will fill in automatically once you close the work order Service Plan This field will fill in automatically if you assign a piece of equipment to this work order and only if that equipment is covered under a service plan You can assign a piece of equipment to the work order by double clicking on the serial number under the Hardware section on the right side of this screen Hardware This field will fill in automatically if you assign a piece of equipment to this work order You can assign a piece of equipment to this work order by double clicking on the serial number under the Hardware section of this screen By assigning equipment to this work order the equipment information will print on to the work order Instructions Anything you type in this field will print out on to the work order Once you fill in all of the desired fields click the DONE button and answer YES to the confirmation You will then see the work order added to the Services section of the screen The Services section will show you all of your past work orders The most recently added work order will be listed on top At this time you may print amp this work order now or wait until the day it s scheduled to print it out using Reports Service Service Order p 03 05 13 3 20 PM TerraOIL TerraGAS User Manual 127 of 193 You can either exit this screen now or assig
235. y open up the TerraOIL TerraGAS database that was last opened Open an Existing Company will open up a browse window so you can browse to where the database is located Most people use this function if they have more than one database for more than one company Setup a New Company will create a new TerraOIL TerraGAS database If you re setting up a new company be sure to follow the steps in this guide for proper setup Open Company for Exclusive Use will only be used if you are running TerraOIL TerraGAS on a network and you want to open it up for exclusive use meaning no other user will be able to make changes to the database while you are accessing it Entering the Daily Degree Day 4 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 5 of 193 24 2003 4963 8231 When starting up the system for the first time each day you will get a screen like the example above asking you for today s degree day If you don t use degree days simply hit the save button hel For those who do use drgree days you only have to enter in the Heating Degree Day in the Heat field The Heat Hot Water field will calculate automatically After entering in the heating degree day make sure you hit the save button bed Hitting the Cancel button will not put a degree day entry in to the day and you will always be able to enter in previous deg
236. y those customers in that specific class Reports Lists Requalification List amp 3 Container Requalification List E x ka Show containers due for requalification on or before Preview list before printing JV EXIT aA EXECUTE For Propane Use Only This report will list all containers due for Re qualification All re qualification dates are originally entered in the Inventory Containers p The following criteria applies to this report Show Containers On or Before Enter the date in this field on or before the date of Re qualification Preview Have this option checked if you would like a preview before printing unchecked if you do not Reports Inventory Adjustment List 151 of 193 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html x 3 Starting Date IEEE View Type j Ending Date 03 03 03 Printer Product E C Preview Location This report will generate a list of all inventory product adjustments made in the Inventory Adjustments screen p Starting Date Enter the starting date This date will limit the list to the earliest adjustment date Ending Date Enter the ending date This date will limit the list to the latest adjustment date Product Enter a product in this field using the dropdown box This is to limit the list to only that product Location Enter a product location in
237. you can get them from http www wunderground com Wunderground com is a weather site that has degree day history for most zip codes Once you have all of the degree days together and ready to enter in to the system please get a hold of our Technical Support team p They will have to prep the system before you enter them in Entering in Degree Days After Technical Support has prepared the system for entering degree days go to Delivery Degree Day Entry in the program Enter in the year that you re starting with and click enter on the keyboard You will then see 5 fields 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 11 of 193 Date Heat Hot Water Cumulative Heat Cumulative Hot Water The ONLY field that you type in is the Heat field 2nd field As you enter them in the Hot Water field will calculate automatically See the chart below and the so will the cumulative Hot Water Degree Days Automatically Heating Degree Entered By the Day Range System 0 5 6 6 10 5 11 15 4 16 25 3 26 30 2 31 25 1 36 0 After you finish entering in the degree days for the year make sure you hit the save button To enter in another year you ll have to exit that screen and go back into it Then simply follow the same steps Once you get ALL of your degree days in you ll have to pull up Delivery Mo
238. you ll notice the transaction will show up in the bottom portion of the screen This is first transaction on this customer s invoice To add more transactions to the invoice simply go thought the same procedures above 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 100 of 193 Editing Transactions Click on the navigation arrow to the left of the record in the batch that you want to change Click the Edit button or press the F10 key on the keyboard You ll notice that transaction will then show up in the top portion of the screen Make any necessary changes Click the Update Transaction button s to commit your changes to the batch Deleting Transactions Click on the transaction that you want to edit and make sure the arrow to the left of the record is pointing to THAT transaction Click on the Delete 7X button Answer YES to the confirmation message box Printing Your Invoice You can print out the invoice now by clicking the Print button amp located at the bottom of the screen or you can wait and print out all invoices out for the day under Reports Stmt Invoice Daily Invoice p Posting the Invoice Once you ve made sure that every transaction on this invoice is correct you can post them to the account by clicking the Post button Ex or by pressing the F12 key on the keyboard Additional Features View Customer Button amp
239. zone on to a map so you can set up different routes and print out driving directions To use this option you must have Delorme Street Atlas at least version 2003 1 Choose the Product to be delivered 03 05 13 3 20 PM TerraOIL TerraGAS User Manual file C terra Vista Graphics Media Manuals Oil Gas manual html 83 of 193 2 Zone Account is optional That s only if you want to show 1 customer on the map Leaving it blank will show all customers in the zone 3 Choose the zone in the Zone Code field 4 Finally click the Map button 2 Once the map program comes up simply import the custom txt address book and then you ll be able to display your customers Customers Mass Mail DLTITCICDTMC STE Please select the criteria for the recipients of the mass mail Recipients will be selected who meet all of the following criteria leaving all boxes unchecked will select all customers Single Account LI L 3 V Division R zjResuaCusome Zone BH Class B Budget Accounts Over Credit Limit VV Balance sJs0dys IV Minimum Dollar Amount O Letter Title sa Days Balance CANCEL x Mass mail is designed to interface directly with MS Works The system will export a letter from the drop down list with the customers that have met the selected criteria The first step to successfully completing a mass mail is to verify the MS Works path in system setup

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