User`s Manual
Contents
1. own form on QX Mobile Read the next section on how to set up this feature Click Next Each screen will be correlated to a specific area of QXpress For example Customer Information containing Routing amp Invoicing or Act Material Usage for a particular service You can set up the display order caption of the service and if the field should be displayed added or edited If the checkbox for the field is disabled then you will not be allowed to change the value New tabs added for Version 2 are Payment Method and Subcontractors Once you ve gone through each screen click Finish The profile will be created and listed now under the Select Create Profile option To setup the Custom Entry Screen you can follow this tutorial http www qxpress com movietutorials QXMobileCustomDataEntry html or proceed through these steps ON AP 9 Click Select Create Profile option A list box will appear listing all your profiles To begin the creation of a new profile click Add The Profile Wizard will appear Click on the tab that says Custom Entry Screen Page Layout Section Here you can enter the name of the form and the layout you wish to see it on the Pocket PC To change the name from Custom Entry Screen to a customized name enter the value into the Name textbox As you type you will see the tab name change The layout will be either Portrait or Landscape Selected Tab Information This will be the name of the selected tab You ll have2. Modified to any date time You ll have the option to update information for My Calendar Customers Waiting List Employees Charge Description Contact Events and Invoices Just make sure the desired check box is selected If the Auto Find IP is set to Yes under Activities gt Preferences which by default it is set to Yes the IP Address and Port Number is automatically retrieved when the Synchronization call is made You can manually change the IP Address and Port Number just make sure Auto Find IP is set to No or the information will be updated with each synchronization call Click Synchronize gt Send and Receive QX Data Wait while QXpress sends and retrieves data You ll be updated on the progress of the synchronization at the bottom of the screen From My Calendar Screen Go to My Calendar select the synchronization button All QX Mobile information will be sent and process on the server and all updated information related to My Calendar will be sent back to QX Mobile You ll be updated on the progress of the synchronization in the top right of the screen The date range in My Calendar will determine what services will be returned From Customer View Screen A AA a a Go to My Calendar Click Customer gt Customer List Select a customer in the list Click Go to Customer The Customer View screen will appear Click the Synchronization button at the top of the screen Updated information will be received in regards to
3. allow the QX Mobile on your PPC to determine what IP Address and Port Number you are using on QX Mobile Server if the PPC device is away from the office and has Internet access You will not have to update this information To stop the server for incoming wireless synchronization calls perform the following 1 Click Tools gt Close Server To change the Port Number perform the following 1 Click Tools gt Close Server 2 Change the Port Number in the text box 3 Click Tools gt Start Server If the server is listening the Server Activity box will have a Green Yellow color If the server is closed it will be Dark Green You don t need to have the server listening for incoming connections to synchronize information with your PPC if it s in the cradle However if you wish to utilize wireless synchronization then the server must be running Port Forwarding If you re network is behind a firewall you may have to invoke port forwarding We can t provide assistance on how to invoke port forwarding as every router is set up differently If you feel like you have enough networking expertise and feel confident you can program the router for port forwarding we recommend the following web site http www portforward com Find the router type you have on your network and you will be given instructions on how to set up port forwarding In addition to being behind a firewall you may only have the option to start the server with
4. development team Including HP450 and HP350 HP LaserJet Use HP PCL printer selection Set Color Mono to Monochrome if not color HP Deskjet Including HP 995c with Some of HP s newer low priced DeskJet printers Bluetooth Infrared Use HP PCL printer selection are NOT compatible with our HP support If you go to HP s website www hp com and search for a particular printer examine the specifications page for the printer if it says the printer uses HP s PCL printer language it will likely work fine If it only uses LIDIL Lightweight Imaging Device Interface Language it probably will not to work HP PhotoSmart 1000 amp 1100 series printers use a non standard Infrared port which does not work with our printing software Infrared equipped PhotoSmart 12xx and later series work fine Canon PIXMA iP90 180 170 Use Canon BJ 600dpi printer selection Epson Stylus ESC P2 Epson C84 C82 C44 C64 and a few other Epson printers may NOT be supported Canon BJC 80 85 BJC 50 55 most Canon BubbleJet printers Use Canon BJ 360dpi printer selection 29 Tips and Tricks Listing of functionality of QX Mobile that you may not be aware of Service Quick View In My Calendar you will see a black dot at the end of each service record If you tap and hold this black dot with your stylist addition information such as Customer address start and stop time work order number
5. employees listed with the employees assigned to the crew having a checkbox beside it You can change the employees for the crew by checking and un checking the desired employees 11 Click Start and the service will be placed On Route and each employee assigned to the crew will have a start time assigned to it If there are any services that have not been completed yet that have service times started you will be prompted if you would like to place the service to Done and each employee will have a stop time assigned for the previous service Note The service must have employees assigned to the crew If there are no employees assigned to the crew then you will prompted to add employees Follow step 10 to add employees 12 When you wish to stop the service click Stop and the service will be placed to done Each employee assigned to the service that has a checkbox next to him or her will have the service time stopped You may stop employees at different time periods if you wish 13 The Mat button will display the Act Material Usage screen to enter material usage 14 The Signature button will display the Signature screen that allows to capture customer signatures 15 Click Print will allow you to print Estimates Invoices and Work Orders 16 Clicking the Reset button will reset the employees for the crew to the original employee set 14 EE Pocket PC File Zoom Tools Help en x 4 38 EI E E Fig 2 2 The Custom Entry Screen by de
6. the selected customer as well as the customer s history and scheduled services You ll be updated on the progress of the synchronization in the top of the screen 21 2 3 QX Mobile Services Following explains how to work with services How do I view a summary of a particular service Poe ul Go to My Calendar Select a service in My Calendar list with your stylist The service will be highlighted in blue In the menu bar click Scheduled gt Edit Occurrence or Scheduled gt Edit Series The Work Order screen will appear that will list information for this service In the top right will be a drop down button Select Summary Your service summary will appear Information will appear based on what was selected in the QX Mobile Server when setting up your profile default profile will be used if none was selected How do I edit a particular service i e General Job Items etc SI Go to My Calendar Select a service in the My Calendar list with your stylist The service will be highlighted in blue In the menu bar select Scheduled gt Edit Occurrence or Scheduled gt Edit Series Depending on the type of service you have selected or if it is an occurrence or a series you are editing you will have a number of options to edit the service In the top right you will have a drop down that you can select what section of the service to edit Section are General Job Items Custom Fields etc The following are actions you would perf
7. the service name Select the service you wish to enter the service times Fill in the information you wish to enter for the customer If you wish to enter the same start and stop times for each crew member then select CREW in the Employee drop down You can also have the option of setting the service to done by changing the Service is Done to Yes Once the information is filled out click Save If you wish to edit a specific service time selected the Service Time in the list below for the employee Make necessary changes Click Save Note QX Mobile will know to update the service time if it is highlighted and to add a new service time if no employee service time is selected How do I view invoices E PrO Go to My Calendar Click Invoice button In the top drop down button select Search By Customer and Search By Invoice Number If you select Search By Customer a drop down below will appear with all active customers Select the customer and all synchronized invoices for the customer will appear If you select Search By Invoice Number If the invoice number was synchronized it will appear below How do I view the Charge Description List DP SNS Go to My Calendar Select Charge Description List button You ll see a listing of all your Charge Descriptions To filter the charge description lists enter the name of the charge description into the text box Click Filter Charge descriptions that match your filter criteria will
8. AX Vobile HANDHELD SOFTWARE Version 2 0 User s Manual Alocet 57 Spadina Avenue Phone 1 877 529 6659 Suite 210 Fax 1 416 640 6027 Toronto Ontario Canada E mail info alocet com M5JV 2J2 Web site www QXpress com QXpress Copyright 1998 2006 Alocet Incorporated This documentation cannot be reproduced in full or in part by any means without the prior written consent of Alocet Incorporated Alocet provides this documentation as is without warranty of any kind express or implied including but not limited to implied warranties of appropriateness for specific purposes or merchantability In no event or under any circumstances shall Alocet or its suppliers or distributors be liable for any damages whatsoever including and without limitation damages resulting from business loss which may arise from the use or inability to use this documentation even if Alocet its suppliers or distributors have been previously advised of the possibility of such damages Since some states do not allow the exclusion or limitation of liability for consequential or incidental damages the above limitation may not apply to you Alocet QXpress and their logos are trademarks of Alocet Incorporated Other brand and product names are trademarks or the registered trademarks of their respective corporations Chapter 1 1 1 QX Mobile Server Welcome to QX Mobile At this point you should have downloaded and installed QX Mobile from our web site If no
9. Again this will most likely not be all your customer s history If you have an Internet connection you ll have the option to synchronize information for this customer s service history Synchronize information by click 2 button in the top of the Customer View screen To edit a service in the history list select it from the list Click Edit option in the menu bar How do I view add edit a customer s equipment information Ne NO a Select Equipment from the drop down box in the top right of the screen The middle portion provides input for entering in a new equipment for the customer Fill in all desired information Click Save in the menu tool bar to add the new equipment for the customer Listed at the bottom of the screen will be all equipment for this customer To delete equipment select it from the listing Click Delete How do I view add edit a contact event for a customer SO SA 11 Select Contact Events from the drop down box in the top right of the screen The middle portion provides input for entering in a new contact event Fill in all desired information Click Save in the menu tool bar to add the new contact event for the customer Listed at the bottom of the screen will be all contact events for this customer Click on the black dot in the list to view all the Contact Event Notes To delete a contact event select it from the listing Click Delete 27 How do I edit a customer s Routing and Invoic
10. How do I add Project Scheduling 1 Select Project Scheduling from the top right drop down box You will be taken to the Project Scheduling screen Select the Charge Description from the drop down below the service 3 Fill in all the information as desired 4 Click Save How do I edit Project Scheduling 1 Select Project Scheduling from the top right drop down box You will be taken to the Project Scheduling screen You will see a listing of all Job Items for the service in the screen below Select the Charge Description from list you see at the bottom of the screen 3 Once you have highlighted the service the information for that particular service will be filled in at the controls in the middle of the screen 4 Make necessary changes Make sure record is still highlighted 6 Click Save A How do I delete a Project Scheduling 24 Select Project Scheduling from the top right drop down box You will be taken to the Project Scheduling screen You will see a listing of all Job Items for the service in the screen below Select the Charge Description from list you see at the bottom of the screen 3 Click Delete N How do I add a subcontractor Select Subcontractor from the top right drop down box Select the Vendor Make necessary changes in the input boxes Click Save oN How do I delete a subcontractor 1 Select Subcontractor from the top right drop down box 2 Select the subcontractor from the ones lis
11. ame to determine what material to add Materials that are contained in the job items list are displayed first after the will contain material that are not already added to the job items list but can be selected and will be added to the material usage you enter If you have drill down option selected for Charge Description Filter set under preferences you won t have any items appear other than the ones selected for the material To view more materials select it from the details button 4 Enter information into input boxes 5 Click Save Note Act Material Usage will only appear if the Edit Occurrence is selected and service type is not Billing Installment How do I delete a material usage 1 Select Act Material Usage from the top right drop down box 2 Select the material usage you wish to edit from the ones listed just above the bottom menu Once you select the material the record will highlight in blue 3 Click Delete How do I edit custom fields 1 Select Custom Fields from the top right drop down box 2 Make any changes to the values in the custom fields 3 Click Save How do I accept a signature 1 Select Signature from the top right drop down box Write your signature 3 Below the signature you can enter the individual under this service You can change this name and record the person who provides the signature 4 Click Save Note Signature will only appear if the Edit Occurrence services
12. and invoice type will pop up Any area where you see this black dot you can tap and hold to see the rest of the information that could not be shown In the Customer List Customer View Summary Work Order Screen Summary if you double click tap with your stylist a particular section you will be taken to that area For the customer list you will be taken to the Customer View screen for the Customer you double clicked If you have a keyboard on your PPC you can you use it to maneuver around QX Mobile e Tabbing will go through each visible control To find how much free memory you have on your Pocket PC Version of QXpress and name of the database you are using currently go to My Calendar in QX Mobile and click Activities gt About You ll see a listing of the above mention information 30
13. ature on Work Order Select to print the customer s signature on the work order W O as Invoice Use the Work Order Number as the Invoice number for the invoice Reason you may to do this is Invoice numbers are only generated from QXpress and therefore QX Mobile cannot show an Invoice Number For reference however a Work Order number can be used e Show Sales Rep Option to show sales rep on invoices 18 7 e Custom Fields 1 6 You will have an option to show up to 6 custom fields on an invoice The drop down will list all your custom fields available and allow you to place the order in which to view the custom fields Click Save to save any changes you ve made or Back to close the screen without saving changes How do I add edit Service Times in the Job Cost Timesheet 1 ie 10 11 12 Go to My Calendar In the bottom menu click Activities gt Job Cost Timesheet The top drop down control will list all customers that have services with the status of OnRoute for the date range selected in My Calendar Depending on what preference you set up in the Preferences screen under My Calendar Order you will also see the Sort Code or Start Stop Time of the service for the customer Select the Customer you wish to fill out the service times Once the customer is selected all the services for the customer will be listed in the drop down below the customer drop down You will see the W O work order before
14. be listed How do I add a New Charge Description 1 2 Go to My Calendar Select Charge Description List button 19 Dy ee You ll see a listing of all your Charge Descriptions In the bottom menu bar click New You ll have a number of options to enter information Required fields are Charge Description and Item Click Save How do I view Contact Manager Events SO 90 SON Gta Go to My Calendar Click Contact Manager button The first drop down button will have the option Search by Customer or Search by Date If you select Search by Customer the drop down below will appear with all active customers Select the customer you wish to see all Contact Events that was synchronized All contact events will be listed for the customer If you Search by Date a Date picker will appear below Select the date you wish to see all Contact Events that was synchronized All contact events will be listed for the date How do I add a Contact Manager Event ue hoe Go to My Calendar Click Contact Manager button In the bottom menu bar click New The Contact Event screen will appear Enter the desired information Required fields are Status Type and Customer Name Reminder date when you wish to have the contact event appear is in the format year month dayThour minute second Click Save How do I delete a Contact Manager Event Re oO oO Go to My Calendar Click the Contact Manager button Filter the contact events
15. d not be successfully passed from the QX Mobile to QXpress If any action fails it will be recorded in this list To view information about the action trying to be performed select the record in the list Click Details and a pop up will appear giving details of what the event was trying to perform for what customer and if applicable what service 1 2 Other Actions 1 Start Server Tools gt Start Server 2 Close Server Tools gt Close Server 3 Email Log Tools gt Email Log 4 Install Re install QX Mobile on PPC Tools gt Install QX Mobile on PPC 5 Install printing software Tools gt Install Printing Software 6 Find Pocket PC version Tools gt Find Pocket PC version Chapter 2 QX Mobile This section explains how to use QX Mobile on your Pocket PC Once QX Mobile is installed go to Start gt Programs gt QX Mobile If its not listed then its most likely not installed Place your PPC in the cradle and start QX Mobile Server desktop application The application should detect QX Mobile is not installed so you will receive a prompt to install If no prompt appears go to Tools gt Install QX Mobile on PPC The status bar in the bottom should indicate the progress of the installation Once the installation is complete select your database and click Synchronize The follow sections are broken up explaining the main areas of QX Mobile My Calendar Wireless Synchronization Services Customer 2 1 My Calendar Th
16. date range will be saved the next time you start up QX Mobile Server For example if the date range to is set to 5 days in the future the next time you start QX Mobile Server the date range to will still remain 5 days from the current day Please note the bigger the date range the large the database As the Pocket PC usually has limited space for files its advised to keep the date range as small as needed Advanced tabs The Advanced section you can specify date ranges to upload contact events and invoices monitor server activities select template designer for invoices work orders and reports re process data synchronized from QX Mobile and view unresolved items Server Activity 1 Server activity when synchronizing data and wireless communication In the list you ll see activity as it relates to wireless connections and synchronization Any interaction that involves passing data from QX Mobile to QXpress and from your Pocket PC to your desktop will appear here 2 Choose your IP Address and Port Number The IP Address will be assigned automatically when the server starts and can be retrieved by QX Mobile by going to Activities gt Synchronize and click Synchronize gt Get IP Address and Port Number in the toolbar at the top The port number here must be the same port number entered on the PPC 3 QX User Name this is your QX User Name and should be automatically fetched by QX Mobile server when selecting your database This is used to
17. dit the Recurring series 1 Select Recurring from the top right drop down box 2 Make necessary changes 3 Click Save How do I print You have the option to print out Estimates Work Orders and Invoices To view the print screen follow these steps 1 Select Print from the top right drop down box 25 2 You will be taken to the print screen You can select the Billing Message you wish to use in the combo box Whatever you select you re billing message will be saved Select if you wish to print an Invoice Estimate or Work Order Invoices will show the sub total taxes and total before you print the invoice 3 When ready to print click Print Note if you click Schedule gt Edit Series only the Estimate option is displayed as this is not an active onroute done service Please select the template you wish to use in QX Mobile Server under Advanced gt Template Designer 2 4 Customer View This section explains options you have when you have selected to view add edit information about a particular customer Once in the customer view you will be able to edit a customer add delete property size of a customer view equipment information scheduled and history of services and view add delete contact information How do go to the Customer View screen You have two options From My Calendar 1 Select the service of a customer you wish to view information 2 Click Customer gt Go to this Customer From Customer List screen 1 S
18. e In the bottom menu bar select Activities gt Reschedule Postpone A pop up will appear that allows you to select the new date as well as a save or cancel the reschedule action Select the reschedule date for the selected service Click Save floppy disk If you wish to cancel the rescheduling postpone date then click Cancel X This will not delete the service It will only hide the Reschedule Postpone pop up screen How do I set my preferences See PN Go to My Calendar On the bottom menu bar go to Activities gt Preferences The Preferences screen will appear You can set General and Printer settings Under General you can set the following e My Calendar Show Displays what is seen in My Calendar You have the option of Customer Name Service and Job Site The first drop down will be what will readily shown in My Calendar So if you wish to see the service easily select Service from the drop down My Calendar Order list by time or by sort code Font Size font size used in the application Can range from 6 9 Font Style style of the font used in the application Customer Selection whenever you have to select a customer you ll have to option to select if from a drop down list or from a filter For large customer lists it s recommended to use the filter option e Charge Descrip Selection whenever you have to select a charge description you ll have to option to select if from a drop down list or f
19. e bottom of the screen The service will appear in blue when it is selected Once you ve highlighted the service default information for that particular service will be filled for the controls in the middle of the screen 22 5 6 7 Make necessary changes in the controls in the middle Make sure your service is still highlighted in blue Click Save How do I delete a Job Item 1 Select Job Items from the top right drop down box You will be taken to the Job Items screen You will see a listing of all Job Item s for the service in the screen just above the bottom menu Select the Charge Description from list you see at the bottom of the screen The service will appear in blue when it is selected Make sure your service is still highlighted in blue Click Delete Note You cannot delete the main service To delete a service go to My Calendar and set the service status to Cancel How do I add a service time 4 Select Act Service Time from the top right drop down box You will be taken to the Act Service Time screen Select the service in the drop down below the customer name to determine what service times to add Services that are contained in the job items list are displayed first after the will contain services that are not already added to the job items list but can be selected and will be added to the service time you enter If you have drill down option selected for Charge Description Filter set in
20. elect the customer from the Customer List screen 26 2 Click Go to Customer in the menu bar How do I view a summary of the customer 1 2 Select Summary from the drop down box in the top right of the screen You ll see a listing of all information selected as viewable for the customer How do I edit Contact Information for a customer 1 Select Contact Information from the drop down box in the top right of the screen All information pertaining to contact information will be listed here This information is also synchronized with QuickBooks Any information updated here will also be reflected in QuickBooks once synchronized with QX Mobile Server Change desired information and click Save How do I view edit scheduled services 1 3 4 Select Schedule in the top right drop down box You ll see a listing of scheduled services This will most likely not be all scheduled services If you have Internet connection you have the option to synchronize information for this customer and all services scheduled and the customer s history will be synchronized wirelessly Synchronize information by click 9 button in the Customer View screen To edit a scheduled service select the service from the list Click Edit option in the menu bar How do I view edit a service in the customer s history 1 Select History from the drop down box in the top right of the screen You ll see a listing of the customer s history
21. ember 7 2006 gt 3 Synchronize only On Route services No gt PocketPC na 5 Force transferring of latest QXMobile exe temp 29Aug2006 29Aug 2007 WM_JSO_4 29 Aug 2006 29 Aug 2007 Yes 6 Refresh Uploading of IP Address Every 30 minutes v Completed Synchronization CILLLIL LL LL IIIT iii iii iii iii iii Synchronize Close Minimize Fig 1 3 Set amount of invoice history and future contacts for your crew Template Designer You may use Template Designer Invoices Estimates and Work Orders Route Lists with QX Mobile if you have one of the printers listed at the end of this manual Simply select which template you would like to use for each of Invoice Estimate and Work Order The selected Template will be used when generating the appropriate print out on QX Mobile Database Repository For each synchronization you do when the PPC is in the cradle there will be a database repository of the last 4 days If you wish to re process a database go through all the events from a particular Pocket PC s database in the past all you have to do is select it from the list Each will end in sdf but have a unique name in the format day_month_year_hour_minute_second_AmorPM sdf Once you have selected the database click Re Process and the information entered in for that database will be processed Fig 1 5 Re process old information Unresolved Items Occasionally there are instances where information coul
22. fault will show the Time Entry Screen but can be customized to your liking by arranging and adding a number of controls How do I view information about a specific customer mm Go to My Calendar Click Customer gt Customer List Select the Customer you wish to view information Click Go to Customer In the top right you ll see a drop down box You ll have the option to view summary information Edit contact routing and invoicing and customer custom fields Can view scheduled services and history Add and delete Contact Events and Property Size How do I edit a customer From My Calendar 1 2 ala oo a OS Go to My Calendar Select a service in My Calendar that belongs to the customer you wish to edit You ll know a service is selected as the record will turn blue In the bottom menu bar click Customer gt Go to this Customer The Customer View Screen will appear In the top right you ll see a drop down box You can edit Contact Routing and Invoicing and Custom Fields and add delete Customer Variable and Contact Event information Contact information displayed entered in QuickBooks and QXpress Routing and Invoicing information displayed entered in QXpress only Custom Fields information displayed entered only in QXpress only Property Size Add and delete property size information This is used in determining the property size of the customer as well 10 Contact Events Add and delete contact e
23. he information you wish to add is entered click Save How do I call a customer only for Pocket PC Phones From My Calendar 1 Go to My Calendar screen 2 Select a service in My Calendar 3 In the bottom menu bar click Customer gt Call phone number 4 If the phone number appears to be a proper phone number your phone will attempt to dial the number How do I change the status of a service Se OS Go to My Calendar Select the service you wish to change the status with your stylist To change the status to Pending in the bottom menu bar click Schedule gt Status to Pending To change the status to OnRoute in the bottom menu bar click Schedule gt Status to On Route To change the status to Done in the bottom menu bar click Schedule gt Status to Done To change the status to Cancel in the bottom menu bar Schedule gt Status to Cancel The service will no longer be seen My Calendar Note You ll know the status of the service by the icon in the right of My Calendar The icons correlate to the ones found in Qxpress 16 E Pocket PC File Zoom Tools Help 4 g 4x 5 02 D T Teee ee R75 165 00000 Castuciano James Custom Entry Screen New Edit Occurrence Edit Series Status To Pending Status To On Route Status To Done Status To Cancel Waiting List Schedule Customer Activities E Fig 2 3 The Custom Entry Screen takes the place of the Time Material Screen wh
24. ice Custom Fields add and or delete Job Items Service Times and Material Usage and accept customer signatures Noe Easiest way to explain the difference between Occurrence and Series is that Occurrence is information that is relevant for a service for a specific day Series information for a service will be relevant for each and every service that will be performed for a particular service You can only add edit delete service times and material usage for services that are an occurrence On the other hand recurring dates can only be edited in the Series One Time and Project service will only be allowed to edit an occurrence Recurring Services and Billing Installments will have both options to edit a Series or Occurrence depending on the Status of the service From Customer View screen Go to My Calendar Click Customer gt Customer List Select the Customer you wish to add a service Click Go to Customer In the drop down box located in the top right select Schedule or History Select the service you wish to edit Click Edit on the menu bar at the bottom The Work Order Screen will be displayed for the service BOON OV NES How do I start a service and add start service times quickly From My Calendar 8 Click Schedule gt Time Materials 9 The Time Material screen will appear showing W O crew assigned for the service crew instructions customer name and job site 10 Click the Crew button and you will see all
25. ich gives a great deal more flexibility and options for the user How do I view the waiting list 1 3 4 Go to My Calendar In the menu bar go to Schedule gt Waiting List The Waiting List will appear with Zone services not fetched yet and One time appointment services that are on the waiting list In the top of the screen you can filter by the Job Kind and the number of days since the last service How do I fetch a service in the waiting list STAMP YN Go to My Calendar In the menu bar go to Schedule gt Waiting List Select the service you wish to fetch Service selected will appear in blue Select the day you wish to fetch the service the Fetch Date Select the scheduled start and stop time of the service In the bottom menu bar click Fetch Zone services that are fetched automatically have the status to On Route One time appointment services will have the status of Pending The service will be visible now on the date you fetched it in My Calendar How do I edit a service in the waiting list l 2 Go to My Calendar In the menu bar go to Schedule gt Waiting List 17 3 4 Sa Select the service you wish to fetch Service selected will appear in blue In the bottom menu bar click Edit The Work Order screen will appear You can edit the service before its is fetch How do I reschedule postpone a service DD boia Go to My Calendar Select the service you wish to reschedul
26. ing information 1 Select Routing and Invoicing from the drop down box in the top right of the screen 2 Edit the information listed This will all be related to routing and invoicing for the customer 3 Once all changes have been made click Save on the menu bar How do I edit a customer s Property Size Select Property Size from the drop down box in the top right of the screen Enter the Variable Name and Quantity into the appropriate text boxes Click Save at the bottom of the screen All Variable Names added to the customer will be listed below Note the Variable Class for each variable name added will be listed on the right of the listing Only Variable Names with the Variable Class Property Size will be added to the Property Size of the customer For more information about how property size is assigned consult the QXpress manual Property size can be view in the Summary section of the Customer View Do delete a Variable Name select it from the list 6 Click Delete from the menu bar 7 Listing will refresh without the deleted item tn on How do I edit a customer s Custom Fields 1 Select Custom Fields from the drop down box in the top right of the screen 2 Change enter the desired information about the customer 3 Click Save on the menu bar 28 Listing of Printers Supported Printer Name Specifications Notes HP Mobile Printers with Infrared and Bluetooth Hp deskjet 450 was used by
27. is section explains options you have when in My Calendar and related sections We will look how to view a service view add or edit your customer information updated preferences for QX Mobile Time Material screen reschedule services change status of service in My Calendar and how to use the Job Cost Timesheet EE Pocket_PC SEE File Zoom Tools Help QX Mobile E dx aaa O 2 e ss m 165 cra James i da 166 00000 Dino DeGuzman i 167 00000 andervelde Peter Schedule Customer Activities E Fig 2 1 View services to perform on any day of the week How do I add a service From My Calendar 1 Click Schedule gt New 2 Add Service screen will appear 12 3 Select the Type of service in the drop down box This will be One Time appointment Recurring service Zone based service Project or Billing Installment 4 Select the Charge Description you wish to add as the parent service This will only list items that have a QB Item Type of Service Select the Customer from the drop down list All active customers will be listed Click Save 7 Once the service is added you ll be prompted if you wish to edit the service now If you don t wish to edit the service now you can edit it later and will be returned to My Calendar Nn To add a service from the Customer View Screen Go to My Calendar Click Customer gt Customer List Select the Customer you wish to add a service Click Go to Customer In the drop d
28. it takes to synchronize with the PPC To make sure a database is created with a fresh list of customer select Create New Database 3 Synchronize only On Route services e You may only need to upload services that are On Route If you select Yes in the drop down then only service that have the status of On Route will be synchronized If No is selected then all services will be uploaded if they fall under the crew profile selected 4 Password List e List all the passwords for QX Mobile you are entitled to You ll see the Purchase ID and either the Pocket PC Name or Pocket PC Device ID You ll also see the expiry date If you are trying to synchronize with a Pocket PC that is not on the list then you will receive a warning message 5 Force transfer of latest QX Mobile exe e This will force the transferring of the latest QXMobile exe to your pocket pc 6 Refresh Uploading of IP Address Every e This will upload your IP Address in the number of minutes indicated This is used for scenarios where your IP Address will change and QX Mobile needs to determine what the new IP Address is to synchronize x OX Mobile Server File Tools Help General Advanced Server Activity Settings Template Designer Database Repository Unresolved Items 1 Choose Invoices and Contact Events Date Range 2 QX Mobile Database Generation Sync Invoices From December 5 2006 v Create New Database gt Sync Contact Events Toj Dec
29. orm when you re in this Work Order screen How do I edit General information NS Select General from the top right drop down box You will be taken to the General screen Edit desired information Click Save Note One Time services will have the option to Place on Waiting List drop down but only One Time Services How do I add a Job Items 1 Select Job Items from the top right drop down box You will be taken to the Job Items screen 3 Select the Charge Description from the drop down below the customer name If you have drill down selected click on the details button and select the service All top level services will be listed first when a service is select all child services will be displayed If no child services exist the drill down screen will disappear and place the selected parent service into the Charge Description input box 4 Once your service is selected default rates long description instructions etc will be added automatically 5 Fill in all the information as you wish 6 Click Save Note If you ve selected to show Charge Type FL Flat Rate QY By Quantity of Material Usage Service Time NC Non Chargeable How do I edit a Job Item 1 Select Job Items from the top right drop down box You will be taken to the Job Items screen You will see a listing of all Job Items for the service in the screen just above the bottom menu Select the Charge Description from list you see at th
30. own box located in the top right select Schedule Click New on the menu bar at the bottom Add Service screen will appear Select the Type of service in the drop down box This will be One Time appointment Recurring service Zone based service Project or Billing Installment 9 Select the Charge Description you wish to add as the parent service This will only list items that have a QB Item Type of Service 10 Select the Customer from the drop down list All active customers will be listed 11 Click Save 12 Once the service is added you ll be prompted if you wish to edit the service now If you don t wish to edit the service now you can edit it later and you will be returned to the Customer View screen E Pocket_PC E mf Fie Zoom Tools Help E qx4 36 D ei Fa i ad dl n i 4 e James Franchisee Consulting 12 Van Horne Cres Toronto ON MSL 2c Schedule Customer Activities Ej Fig 2 1 To view quickly information about a customer select the dot located on the right of the service listed in My Calendar How do I edit a service From My Calendar 13 Go to My Calendar In My Calendar select the service you wish to edit with your stylist You will know the service is selected as it will be highlighted in blue 3 In the bottom menu bar select Schedule gt Edit Occurrence or Schedule gt Edit Series 4 You ll be taken to the Work Order screen where you can edit General Job Items Service Times Serv
31. rom a drill down For large charge description lists you may find it advantageous to use the drill down as it breaks the charge description list into levels analogous to QuickBooks e Show Work Order e File Storage Location Will list all storage card locations If you leave this option blank or set it back to blank you ll be using the default database location at Program Files QX Mobile QXMobileDB directory e Backg d Color RGB Allows you to set the color scheme of the background of QX Mobile This is based on the Red Green Blue color system e Time Mat Language Option to show the buttons under the Time Material screen in either Spanish or English e Purge history From Anywhere from 2 weeks to 6 months you can purge old history data that has been entered by the user only on the Pocket PC e Auto Find IP If this is set to Yes QX Mobile will automatically find the IP Address and Port Number of the main computer that host QX Mobile Server so you can easily retrieve information 6 Under Printing you can set the following e Invoice Header Set the header you wish to appear for an invoice Estimate Header Set the header you wish to appear for an estimate Work Order Header Set the header you wish to appear for a work order Signature on Invoice Select to print the customer s signature on the invoice Signature on Estimate Select to print the customer s signature on the estimate Sign
32. s and or Crew Groups Here you ll have 2 options Option 1 Select a crew or crew group If you don t select any crews crew groups all crews will be synchronized Option 2 Select a profile Profiles allow you to control what information is displayed added and edit on QX Mobile As well profiles allow you to create specific captions for desired terms allows you to group crews and crew groups under a specific profile and setup your Custom Entry Screen If you have Login Permissions enabled in QXpress you ll need to login first and then you can see your crews and crew groups Profile You can select what information to view add edit and customize the order and caption names of most fields that are synchronize with QX Mobile This allows you to create multi language support limit information on what employees can view only display fields that need information entered and define your own form to enter view information To setup a profile proceed through these steps PUP ea a Click Select Create Profile option A list box will appear listing all the profiles you have added To begin the creation of a new profile click Add The Profile Wizard will appear The first screen asks you for basic information such as the name of the profile you are about to create and the crew crew groups you wish to include in the profile The second tab will appear that will be initially called Custom Entry Screen Here is where you can create your
33. t please download and install the application from http www alocet com downloads qxmobile exe Once you get QX Mobile Server installed on your desktop click Start gt All Programs gt QXpress gt QX Mobile Server gt QX Mobile Server If you get an error message most likely you don t have ActiveSync installed To install ActiveSync go to Start gt All Programs gt QXpress gt QX Mobile Server gt Install ActiveSync Here is a listing of what happens when you start QX Mobile Server e Starts the server to listen for incoming wireless QX Mobile connections from a Pocket PC PPC The first time you start up QX Mobile you may be prompted by your firewall software to allow QX Mobile access to wait for incoming connections Make sure you click Unblock e Uploads current IP Address and Port Number of your system so QX Mobile on the Pocket PC can communicate with your desktop and synchronize information e If your PPC is in the cradle it will detective if QX Mobile is installed If it is not installed you will be prompted to install QXMobile e The first time you Synchronize the data you will be prompted to allow access to QX Mobile to access data Click Yes Always With minimal amount of effort you ll be able to synchronize QXpress with QX Mobile on your Pocket PC QX Mobile Server is separated into two parts One is the General tab where the basic information you need to synchronize and use QX Mobile The other portion is the Advanced
34. tab where you can fine tune what is synchronized and displayed on QX Mobile on your PPC Every time you wish to synchronize data from QXpress to QX Mobile and vice versa just place your PPC in your cradle and click Synchronize General tab The General section has 3 parts x OX Mobile Server File Tools Help General Advanced 1 Choose your database CA DATA Databases OXpressDB OXpressbackup07 23 06 mde C DATA Databases OXpressDB OXMobileAlpha3 mde C DATA Databases OXpressDB QXMobileTestAlpha mde C A DATA Databases QXpressDB QXMobileTest mde CADATA Databases OXpressDB QXMobileTestAlpha2 mde 2 Choose the Crew s and or Crew Groups From List Below Select Create Profile 001 Truck 1 All Trucks 002 Truck 2 nia Not Assigned 3 Choose My Calendar Date Range of Services December 3 2006 7 December 9 2006 gt Minimize Fig 1 1 The General screen shows the minimum requirements you need to synchronize with QX Mobile 1 Choose Your Database e This section will list your last 5 databases opened Note these are only databases opened by QX6 or Later Automatically your most recent database will be selected If you have Login Permission enabled in QXpress then the Login and Password text boxes will appear not shown above Enter your Login and Password and click Login You ll need to enter your Login and Password for QX Mobile Server to retrieve and enter information when synchronizing 2 Choose the Crew
35. ted in the grid Once you select the subcontractor the record will highlight in blue 3 Click Delete How do I add a Payment 1 Select Payment from the top right drop down box 2 Enter information Amount Payment Method and QB Account all must have a value entered 3 Click Save How do I Create a Bill P O for materials purchased in the field Select Act Material Usage from the top right drop down box Click Create Bill P O for materials purchased in field Make sure Vendor Bill or P O Number is selected Fill out information below such as Vendor Terms etc Click Tools gt Add Job Item A new screen will appear Select the Charge Description The default information for the selected Charge Description will be populated Click Add in the toolbar Repeat steps 6 and 7 for each item you wish to add 9 Click Back 10 You ll see the items listed 11 Click Save Options gt Save 12 If P O Number is selected you ll have the option to Save Options gt Save amp Sync This will send the information back to QX Mobile Server and add the information into QuickBooks returning the P O Number generated by QuickBooks ANRWNE gear How do I modify the recurring service of a recurring service or billing installment If the service in My Calendar and you have the option to edit the occurrence or series then you know it is a Recurring or Billing Installment If you select Edit Series then you will have the option to e
36. the internal IP Address and not the external IP Address listed If your network is set up for port forwarding to a specific computer you may only have to start QX Mobile Server with the internal IP Address Check the option Use Internal IP Address Upload External IP Address to make sure your external IP Address is uploaded to Alocet s server so your PPC can automatically determine what IP Address to use to connect to QX Mobile Server and not use the internal IP Address 4 QX Mobile Server Fie Tools Help General Advanced Server Activity Settings Template Designer Database Repository Unresolved Items 1 Server activity when synchronizing data and wireless communication lt 2 Choose your IP Address and Port 3 Enter your QX User Name IP Address 169 254 2 2 gt QX UserName Servicelndustry Port OO 9999 Connections fi Use Internal IP Address Upload External IP Address Synchronize Close Minimize Settings 1 Choose Invoice and Contact Events Date Range e This allows you to select how far back you wish synchronized Invoice information and how far in the future you wish to synchronize Contact Events with QX Mobile 2 QX Mobile Database Generation e For extremely large customer lists gt 1000 you may want to use the Use Previous Database option What this will do is use a previously generated database for the customer list but all remaining information will be refreshed This can decrease the time
37. three tabs that you can name and place controls on To add controls to the form perform the following steps 1 Click Add 2 Select the type of control to add Items beginning with Standard will be a textbox datetime picker or dropdown List will show a grid Special controls will add either a button or job item that will add service times or material usage Time Material will add the controls for recording services times for crews identical to the Time Material screen in QX Mobile Version 1 0 In this example let s select Customer Custom Field 3 A frame will appear with more options Here you can add the specific control From the selection in the previous step we will see a list of all the viewable customer custom fields in the Control drop down Select one When it is select the Label for the control will appear you can use this label or enter a label of your choice Also you may set the width and height of the control 4 Once the information is set properly Click Add You ll see the control added to the tab You may move each of the controls anywhere you d like on the tab Once you ve set up the tabs as you d like click Finish The next time you synchronize the information will be available to see use in QX Mobile under Schedule gt Dynamic Control Name 3 Choose My Calendar Date Range of Services This is the date range of services you can synchronize You can upload just one day a week a month or even a year The
38. under preferences you won t have any items appear other than the ones selected for the service To view more services select it from the details button Select the start and stop times notice you will have a CREW option under the Employee control If you select CREW when adding a new service then each crew member for this service will receive the same information Crew members are listed under CREW in the drop down Click Save Note Act Service Times will only appear if the Edit Occurrence is selected and service type is not Billing Installment How do I edit a service time 1 3 4 5 Select Act Service Time from the top right drop down box Select the service time you wish to edit from the ones listed Once you select the service time the record will highlight in blue and the values will populate in the controls Make necessary changes in the input boxes Make sure your service is still highlighted in blue Click Save How do I delete a service time 1 2 Select Act Service Time from the top right drop down box Select the service time you wish to edit from the ones listed Once you select the service time the record will highlight in blue and the values will populate in the boxes Click Delete 23 How do I add material usage 1 Select Act Material Usage from the top right drop down box You will be taken to the Act Material Usage screen 3 Select the material in the drop down below the customer n
39. until the desired contact event can be seen Select the contact event you wish to delete Click Delete How do I view only services for only one crew in My Calendar 1 2 Go to My Calendar On the top left there is a drop down box To view all crews select ALL To view a particular crew selects the crew number Crews will be limited to the ones you have selected when synchronize on the QX Mobile Server 20 2 2 QX Mobile Wireless Synchronization How do I wirelessly synchronize information There are 3 screens where you can synchronize data Depending on what screen you are on it will synchronize different information For each of these situations you must be connected to the Internet and QX Mobile Server must be listening for incoming connections on your desktop computer Note Any synchronization call you make will also send information you have entered into QX Mobile to QX Mobile Server for entry into QXpress From Synchronize Screen Pee Go to My Calendar Click Activities gt Synchronize The Synchronization screen will appear At the top you ll see the time modified option When the Synchronization request is sent it will use the Time Modified value to request information only from the time modified to the current time This allows for much smaller and quicker data transfer Once the Synchronization process completes the Time Modified value will update to the current date and time You have the option to set the Time
40. vents for the selected customer 15 From Customer List Recetas SOV ne In the bottom menu bar click Go to Customer The Customer View Screen will appear In the top right you ll see a drop down box You can edit Contact Routing and Invoicing and Custom Fields and add delete Customer Variable and Contact Event information Contact information displayed entered in QuickBooks and QXpress Routing and Invoicing information displayed entered in QXpress only Custom Fields information displayed entered in QXpress only Property Size Add and delete property size information This is used in determining the property size of the customer as well Contact Events Add and delete contact events for the selected customer How do I add a customer From My Calendar 1 Go to My Calendar screen 2 Inthe bottom menu bar click Customer gt New QuickBooks Customer 3 The Add Customer screen will appear 4 A minimum requirement to add a customer is the Name field If you enter the first and last name fields then the Name NN field will automatically be entered Once all the information you wish to add is entered Click Save From Customer List 1 2 3 4 In the bottom of the screen click the menu bar click New The Add Customer screen will appear A minimum requirement to add a customer is the Name field If you enter the first and last name fields then the Name field will automatically be entered Once all t
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