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User Manual For - Productive Computing

1. TIPS The QuickBooks integration actions are available via custom menus found at the top menu bar of your Windows machine If you are on a Mac these custom menu options will not be visible as the QuickBooks integration is currently only available on Windows The currently opened QuickBooks file will be the file used to exchange data with the FM Work Orders solution Before we begin to utilize the QuickBooks integration please note that you must open and log into your QuickBooks file in order to successfully exchange data between FM Work Orders and QuickBooks Customers You can now Pull Customers from QuickBooks into FM Work Orders Pull Customer Balances from QuickBooks into FM Work Orders Push a Customer from FM Work Orders to QuickBooks and View a Customer in QuickBooks from FM Work Orders This is possible by navigating to the Contacts tab and selecting the QB drop down options from the top menu bar as shown in Figure 10 2 Let s explore the functionality of these options Figure 10 2 Contacts QB Drop down Menu Insert Format Contacts QB Tools Window Help y FM Work Orders FMSDE V ew in QuickBooks Pull Customers zi Pull Customer Balances Push Customer New Contact Preview Technicians Items Prefe Contacts Contact ID 1 Pull Customers from QuickBooks into FM Work Orders When you select the Pull Customers option all active customers from your currently opened Quic
2. customer does not exist in QuickBooks then a new customer will be created If the customer exists in QuickBooks then the customer information will be updated View a Customer from FM Work Orders in QuickBooks When you select the View in QuickBooks option then the corresponding customer in QuickBooks will be brought to the forefront saving you valuable time from having to search QuickBooks for the desired customer Items You can now Pull Items from QuickBooks into FM Work Orders and View an item from FM Work Orders in QuickBooks This is possible by navigating to the Items tab and selecting the QB gt Pull Items or QB gt View in QuickBooks options from the top menu bar as shown in Figure 10 4 below Let s explore the functionality of these options Figure 10 4 Items QB Drop down Menu Insert Format Items QB Tools Window Help FM WO rd View in QuickBooks Pull Items XT Total Wnsorte i New Item Delete Item Preview Items Preferences Items Pull Items from QuickBooks into FM Work Orders When you select the Pull Items option then all inventory non inventory and service items are pulled from QuickBooks into the FM Work Orders solution Items should always be added and edited in QuickBooks as out of the box you do not have the ability to push items from FM Work Orders to QuickBooks Once you pull items into FM Work Orders then the Exists in QB check box will be checked ind
3. e A a e Sort Quick Find Duplicate Manage Save as Excel im Lf A Y a 4 Tay i Save as POF Save as Snapshot Link Import Export Print Page Setup lt gt a Gi ws i A 9 Send Mail Omit Record Show Omitted New Window Debugger Data Viewer BCI Sows Y Saved Finds New Layout Report Flexible Space Separator Space or drag the default set into the toolbar 306 O 4 gt 7 i pe di i sa Qu NY Total Unsorted AS _ ER Dr Y Q Records Show All New Record Delete Record Find Sort Show icon and Text Use small size Done The Status Toolbar on both platforms allows you to add remove and re arrange the items based on your needs and also adjust the icon and text size You may want to explore the various items in the Status Toolbar in order to work more productively and have a pleasurable FM Work Orders experience TIP When starting out we recommend at least having the Record Total Show All New Record Delete Record Find and Sort items on the Status Toolbar as shown in Figure 2 2 above After you become more acquainted with all the functionalities of FileMaker then you may add or remove more items from your Status Toolbar based on your work flow and preferences User Manual FM Work Orders Page 9 of 36 Finding FileMaker s Find Mode is a useful and powerful tool As outlined above in Figure 2 0 above there are various ways to enter Find Mode Once in find mode yo
4. Page 20 of 36 Chapter 6 Contacts Area Overview The main Contacts tab is where all your contact detail information is stored A contact is a customer or prospect that is stored in the system and can be used to relate to an order This section outlines the basic functionality Form View Figure 6 0 Contacts Tab Form View Exists in QB QB ID QB Balance 600 FM Work Orders J 2908 aaa lt i gt o Total Unsorted ea Records Show All New Contact Delete Contact Find Sort Layout Contacts zj View As LO fad Preview B Aa Edit Layout Contacts Orders Technicians Items Preferences Di Contacts New order Contact ID 3 Contact Picture P O Company Larsen s Pet Shop e View related Name Jeff Larsen orders y n QB Cust Name Larsen s Pet Shop Get Map Address Street Winston St Street 2 O O s Zip Millbrae CA 94030 Phone 650 555 2934 Emaii jlarsen myemail com Lg O Website http www myemall com Notes a Insert Export Clear 100 E Browse 1 Status Toolbar where you can create a new record delete a record perform finds sorts and more Please see Chapter 2 Status Toolbar Setup for full functionality 2 Switch between Form and List views with these buttons Click the Preview button to preview and print the information of all contacts 4 Unique Contact ID number automatically assigned to each contact record Enter company name and contact name in this area The QB Cu
5. ens COT preven E Edit Layout S Orders Technicians Items Preferences A Steve Carr 19348 Festing Lane Millbrae CA 94030 650 555 8298 scarr myemail com O Ecker 95 Amber St Bayshore CA 94326 415 555 6687 decker samplename com Jeff Larsen Winston St Millbrae CA 94030 650 555 2934 jlarsen myemail com Mike Jordan 345 Some Street Suite 2 San Marcos CA 92078 760 555 4444 mike myemail com Tom Jones 567 Some Court Chicago IL 56789 560 123 4578 tom jones test com kim Doe 123 Chicago Street Chicago IL 45678 619 123 4567 kim abc sample com John Smith 123 Some Street Los Angeles CA 12345 909 123 4567 jonn abc sample com Marc Larochelle 950 Boardwalk Suite 205 San Marcos CA 92078 760 510 1200 x109 info productivecomputing com O Sally Schoonover 950 Boardwalk Sulte 205 San Marcos CA 92078 760 510 1200 x110 sales productivecomputing com 1 Status Toolbar where you can create a new record delete a record perform finds sorts and more Please see Chapter 2 Status Toolbar Setup for full functionality 2 Switch between Form and List views with these buttons 3 Click the Preview button to preview and print the information of all contacts 4 Contact information area displays basic information about the contact Click the blue arrow button to view more details on that related contact in list view 5 Sort contacts by their name address phone number or email address by clicking th
6. maintenance observed U S holidays or for other business reasons Support services will be provided to You only Support Topic Limitations FREE Support is limited to the following plug in areas installation upgrade assistance basic usability and basic functionality as described in our plug in documentation Productive Computing Inc shall not be required to provide any support relating to problems arising out of your use of the software in a manner for which it was not designed or your negligence misuse or modification of the niiin inc Optional Notes SIGNED COPY OF PROPOSAL AND DIAGRAM MUST BE RECEIVED INORDER TO PROCEED 4 WITH SCHEME TING OF INSTA 1 ATTAN v Disclaimer Please review the proposal and attached diagram for accuracy Notify your sales consultant of 4 F any changes prior to signing By signing this document you have read and acknowledge the attached diagram and General Terms amp Conditions Payment is COD unless otherwise arranged prior to returning this proposal Please sign date and circle method of payment and return to our office by mail or fax with 10 deposit 1 Terms amp Conditions Specify the Terms amp Conditions to be linked to a work order 2 Optional Notes Specify optional notes that will appear on the order print layouts 3 Disclaimer Specify disclaimer text that will appear on the order print layouts User Manual FM Work Orders Page 13 of 36 Company Info The Company Info
7. the lower left hand corner of a work order 5 Reset to factory settings Reset FM Work Orders back to factory settings with sample data Use with caution 6 Clear all data Clear out all records in FM Work Orders to begin a fresh copy Use with caution Users The Users tab allows you to manage login credentials to gain FM Work Orders access This tab allows you to add an unlimited number of users ONLY for login purposes Here you may also register iPad devices thus allowing technicians easy access into the system Please be aware that these user credentials are different from the user SaaS Licenses purchased from Productive Computing Your number of purchased SaaS Licenses reflects how many people may concurrently utilize FM Work Orders at a time For instance if you purchased 4 SaaS licenses then you may have 4 users at most simultaneously log into the FM Work Orders system Figure 3 1 Preferences gt Users Tab l 1 y XR t Q g w Total Unsorted El at aL Records Show All New Record Delete Record Find Sort Layout Preferences z View As i BH Preview Aa Edit Layout Contacts Orders Technicians Items Preferences General Users Terms Notes Disdaimer Company Info FM Books Connector Taxes Account Name Registered Device ID Account Type Active Admin User x a ES 2 Dan Miller 629C6CD890FA24B1765F9 User x ES Elizabeth Mason User x ES John Griffin User x ES Kevin Clemons User x ES Keith Larochelle User X
8. you can re open the QuickBooks file in multi user mode as any desired QuickBooks user 2 Navigate to the Preferences gt FM Books Connector tab and select the Initial QuickBooks Connection button as shown in Figure 10 0 above 3 QuickBooks will then be flashing with a screen shown in Figure 10 1 Please select the fourth radio button down to always allow access even if QuickBooks is not running and select the admin user if a drop down list appears with user names Then select the check box below to allow the plug in full access and select the Continue button Figure 10 1 QuickBooks Application Certificate 4n application is requesting access to the Following QuickBooks company File Larry s Landscaping amp Garden Supply Access may include reading and modifying QuickBooks data as well as enhancing the QuickBooks user interface The Application Calls Itself FMBooks Connector Certificate Information Description Developer FileMaker Inc Developer identity has been verified by YeriSign Class 3 Code Signing 2004 CA QuickBooks Solutions Marketplace Search For information about this application at the QuickBooks Solutions Marketplace Do you want to allow this application to read and modify this company file C Po Ne O Yes prompt each time Yes whenever this QuickBooks company file is open Yes always allow access even if QuickBooks is not running Allow this application to access personal dat
9. Productive Computing User Manual For Revised January 2 2013 950 Boardwalk Suite 205 San Marcos CA 92078 760 510 1200 e www productivecomputing com Copyright 2013 Productive Computing Inc END USER LICENSE AGREEMENT EULA This software product is protected by copyright laws and international copyright treaties as well as other intellectual property laws and treaties This software product is licensed not sold LICENSE AGREEMENT AND DISCLAIMER PLEASE READ ALL TERMS AND CONDITIONS OF THE LICENSE AGREEMENT BEFORE CONTINUING USING OUR SOFTWARE INDICATES YOUR ACCEPTANCE OF THIS AGREEMENT IF YOU DO NOT AGREE TO THE TERMS AND CONDITIONS YOU MAY NOT INSTALL OR USE THE SOFTWARE PRODUCT PRODUCTIVE COMPUTING MAKES NO OTHER WARRANTY EXPRESS OR IMPLIED INCLUDING WITHOUT LIMITATION ANY IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE Disclaimer of Damages Productive Computing has made every effort possible to ensure that the FM Work Orders is free of any bugs or errors however in no way is the FM Work Orders to be considered error or bug free You assume all responsibility for any damages or lost data that may result from any errors or bugs in the FM Work Orders IN NO EVENT WILL PRODUCTIVE COMPUTING BE LIABLE TO YOU FOR ANY GENERAL SPECIAL INDIRECT CONSEQUENTIAL INCIDENTAL OR OTHER DAMAGES ARISING OUT OF THIS LICENSE In no case shall Productive Computing s liability exceed the purchase pr
10. Tax 159 60 Total 2 743 95 100 E Browse 1 Status ToolBar Use to navigate through found set of records add delete find and sort records plus much more Please see Chapter 2 regarding the FileMaker Basics on how to set up and use the Status ToolBar 2 Main Tabs Specifies the main area of FM Work Orders These areas are Contacts Orders Technicians Items and Preferences 3 Area Tabs Specifies the individual section within the main area In the example above the Orders section has two tabs which are Order and Additional Information 4 Action Items Actions include Send Order Print File and Get Map User Manual FM Work Orders Page 6 of 36 Chapter 2 FileMaker Basics Since FileMaker is the application on which the FM Work Orders was built it would be wise to first understand some basic FileMaker functionality to allow you to work more efficiently You may also want to come back and reference this chapter after you have the FM Work Orders open Modes FileMaker has four different modes which are Browse Mode Find Mode Layout Mode and Preview Mode Select your mode depending on what work needs to be done You can switch modes from the View option at the top from the pop up menu in the lower left corner or by using keyboard shortcuts as shown in Figure 2 0 below Figure 2 0 FileMaker Modes JOE Insert Format Orders QB Window Help Bro
11. a such as Social Security Numbers and information Tell me more 4 Select Yes and or Done if prompted to allow and finish the access confirmation Please note that while this screen appears if you should click on FileMaker FileMaker may stop responding This is caused when the plug in is waiting for user input from the QuickBooks connection dialog box This isolated situation is due to a FileMaker limitation when a plug in waits for user input from a 3rd party application If this occurs force quit FileMaker and repeat the steps above This connection and access authentication must be done one time per QuickBooks file In QuickBooks you can always navigate to Edit gt Preferences gt Integrated Applications gt Company Preferences to change the plug in access properties or check to see if the connection has already been established We are now ready to begin exchanging data with QuickBooks II N A l Mai NA SS j f User M anual FNA WT kK yroeare Imma 99 KAT 2A j IVYO TUQ INV VYOIK VWIOCETS rage 7 OI JO UU General The possibilities of QuickBooks integration are endless We have included the basic functionality as a solid starting point for you to begin integrating the FM Work Orders solution with QuickBooks You can also customize the FM Work Orders solution to include additional functionality with QuickBooks First let s explore the out of box QuickBooks integration functionality available in t
12. be linked to the existing QuickBooks customer The following should be noted about this push routine If the invoice does not exist in QuickBooks then a new invoice will be created If the invoice exists in QuickBooks then the invoice information will be updated Line items in the order will be converted to line items in the invoice so please ensure that all items always come from QuickBooks Only one invoice can be created from a single order We do not support multiple invoices for the same order Payments are not supported out of the box and may be customized and added to your FM Work Orders solution Deleting during the QuickBooks integration process either in FM Work Orders or QuickBooks is not supported in any capacity In order to delete an invoice it will have to be done manually in both QuickBooks and in FM Work Orders In order to push an invoice into QuickBooks then the invoice must be associated with an existing QuickBooks customer If the customer does not exist in QuickBooks then the customer will be added to QuickBooks The order number in FM Work Orders solution will be pushed as the invoice number in QuickBooks View an Invoice from FM Work Orders in QuickBooks When you select the View in QuickBooks option then the corresponding invoice in QuickBooks will be brought to the forefront saving you valuable time from having to search QuickBooks for the desired invoice Taxes You can now Pull Taxe
13. ber and Status of the work order Select the technician for the work order The technician phone number will be pre filled based on the contact information Technicians may enter information in the Technician Notes area while onsite The Technician Notes field is not modifiable by a dispatcher Enter the Description of Work in this section Dispatchers may enter notes here intended for the technician This area is not modifiable by a technician Choose the item under the item column and enter the quantity and taxable information for that item You can always edit the line item values as needed however the item name description unit price extended price and taxable status will be pre filled based on the item chosen and quantity specified Click on the red X button to delete a line item Subtotal Tax and Total below are calculated based on the item information Check the Taxable box to apply tax to the invoice and select the tax rate you would like to apply Tax rates are managed in the Preferences area Please note only one tax rate can be applied to one invoice at a time Subtotal Tax and Total are automatically calculated based on the line items and taxable status Send Order Print File or Get a Map of the location using these buttons Additional Information tab contains QuickBooks and Signature details for the work order This area is for use with QuickBooks integration The Exists in QB checkbox functions as an indicator
14. ckBooks areas out of the box e Contacts e Invoices Items Sales Taxes Please read this entire chapter for a detailed description of the exact out of box functionality pertaining to oe oe gt e e each QuickBooks area FM Books Connector Installation and Registration 1 Open FM Work Orders and navigate to Preferences gt FM Books Connector tab Enter your License ID which is provided by Productive Computing and select the Register button 2 Once successfully registered you will be running in LIVE mode as shown in Figure 10 0 If running in LIVE mode then you will not need to register again Figure 10 0 FM Books Connector Registration Contacts Orders Technicians Items General Terms Notes Disclaimer Company Info FM Books Connector Taxes FM Books Connector Plugin Install FM Books Connector Install Register FM Books Connector Register DEMO FMBC4 License ID Initial QuickBooks Connection Connect QuickBooks program must be opened prior to initial connection First Time Connection to the QuickBooks File Once you have successfully installed and registered the plug in then you are ready to make the Initial Connection to the QuickBooks file This connection only needs to be made one time per QuickBooks file and can be made by following these steps 1 Open your QuickBooks file in single user mode as the ADMIN After you successfully make this first time connection then
15. commend customizing your Status Toolbar In order to customize your Status Toolbar please select View gt Customize Status Toolbar from the menu bar at the top as shown in Figure 2 1 You can also right click on the actual Status Toolbar and select the Customize or Customize Toolbar depending on your operating system as shown in Figure 2 2 Figure 2 1 Accessing Status Toolbar from menu bar at the top FileMaker Pro Advanced File Edit Insert Format Orders Tools Window Help e600 Y Browse Mode 388 Work Orders DE 1 3 Find Mode 36 F Q a Tl OS Found Unsorted Layout Mode 3L y da Records Preview Mode U Find Sort Layout orders fv ASE Go to Layout Contacts PR technicians v View as Form View as List po Py Order Add Info m Send Onder _ Status Toolbar Xs id Customize Status Toolbar Danse sp Carr s Pie Shop Steve Carr Formatting Bar 04 14 Print File 19348 Festing Lane p Millbrae CA 94030 Ruler Appointn lt A 1 01 Get Map Email Zoom In Technicia scarr myemail com Zoom Out Dan Mille Figure 2 2 Accessing the Status Toolbar by right clicking on a Windows or Mac machine Windows Status Toolbar A 1 a 172 p gt T 0 Total Unsorted El Records Show All ES Contact TE Contact p 3 Sort ayout Contacts y vewa E J Preview aa EditLe METETE os tectncins ems Preferences Mac Status Toolbar a a lt gt Y Total Unsorte
16. d As Y mm and Text Records Show All New Contact Delete Contact Find Sort icon Only EA Layout Contacts vewa PE Text Only Hide Toolbar MAS oies Technicians Items Preferences y Contacts Blew arrimar Use Small Size Customize Toolbar This will open up the customize window to provide you with various options to add a command to your Status Toolbar Although the Status Toolbar and the customize window look a little bit different on a Windows and Mac machine the functionality of just dragging what you want from the customize window onto the Status Toolbar or what you do not want off the Status Toolbar is similar on both platforms The customize window on both platforms is shown in Figure 2 3 and in Figure 2 4 User Manual FM Work Orders Page 8 of 36 Figure 2 3 Customize Window on a Windows machine Customize Toolbars Commands To add a command to a toolbar select a category and drag the command out of this dialog box to a toolbar Categories Commands Customizable Standard Records Show All New Record Delete Record Find Sort Quick Find Figure 2 4 Customize Window on a Mac machine 306 E gt 2 g s Total Unsorted ia pS By ay amp Q Records Show All New Record Delete Record Find Sort Drag your favorite items into the toolbar 306 t dr e gt Y I Gm ig Total Unsorted ca e E br Records Show All New Record Delete Record Find
17. d to QuickBooks as an invoice This is possible by navigating to the Contacts tab and selecting QB gt Pull Invoice Balances QB gt Push Invoice or QB gt View in QuickBooks options from the top menu bar as shown in Figure 10 6 below Let s explore the functionality of these options Figure 10 6 Pull Invoice Balances Push Invoice and View in QuickBooks menu bar options Insert Format Orders Tools Window Help View in QuickBooks Pull Invoice Balances Ed New Order View As E Preview Push Invoice Contacts Technicians Items Prefe Pull Invoice Balances from QuickBooks into FM Work Orders When you select the Pull Invoice Balances option then you will be presented with a dialog to update the balance information for the single invoice record or for all invoices in the found set This routine obtains the current invoice balance from QuickBooks places the balance in the QB Balance field on the the invoice record and enters the data time stamp of the last invoice balance update as shown in Figure 10 7 Figure 10 7 QuickBooks information related to the invoice record Exists in QB X QB List ID i sFos 1481820365 QB Balance 268 75 pon ina QB Invoice Balance Updated as of 5 22 2012 9 46 08 AM Push an Invoice from FM Work Orders to QuickBooks When you select the Push Invoice option then the current order will be pushed to QuickBooks as an invoice and will
18. e Appointment Date Order doc Poe 50 Computing 01 29 2013 1 Contacts Report Xo Ange Appointment Time Status Contact Sen Marcos 1 00 PM Pending Mis QU 0 Cae Company Carr s Pie Shop Address ME ah sors a 19348 Festing Lane Email sales Pproductivecomping com Customer Name Steve Carr Millbrae CA 94030 Carr s Pie Shop Steve Carr 650 555 8298 P 19348 Festing Lane ew Millbrae CA 94030 scarr myemail com Description of Work 650 555 8298 http vevew myemail com Contact Technician ATER EE E Dan Miller Company Ecker Designs Address can Enter notes here Name Deanna Ecker Bayshore CA 94326 Technician Phone 415 555 6687 650 555 2601 decker samplename com Item Description Quantity Unit Price Extended Price Tax http wvew samplename com FMBooks Connector 3 199 95 59 85 B e cA int 4 199 95 79 20 amp Contact Reader FM Credit Card 8 149 95 1 199 60 EJ Company Larsen s Pet Shop Address de a File Manipulator 1 59 95 59 95 B Name Jeff Larsen Millbrae CA 94030 SIGNED COPY OF PROPOSAL AND DIAGRAM MUST BE RECEIVED IN ORDER TO 650 555 2934 PROCEED WITH SCHEDULING OF INSTALLATION Subtotal 2 659 20 A Please review the proposal and attached diagram for accuracy Notify your sales aia http vewew myemail com consultant of any perla prior to signing By signing this document you have read Total 2 813 80 and ack the attached diagram and General Terms amp Conditions Payment is COD unless otherwise ar
19. e label above each section User Manual FM Work Orders Page 22 of 36 Chapter 7 Orders Area Overview The main Orders tab is where all your work order detail information is stored An Order is a generic record that can be used to provide a quote to a customer or can be used as a work order for a customer request or appointment Within the order you associate a given Contact Technician Appointment Date Appointment Time Description of Work Technician Notes Status as well as the order details Work Orders are automatically updated when modified on iPads by technicians onsite This section outlines the basic functionality of the Orders tab in form and list view Form View Figure 7 0 Orders Tab a Show All O ew As CAES E 20 New Order Delete Order q Find Contacts Orders Technicians Items Preferences gi ag CYoracr Add Info Send Order Contact scarr myemail com Dan Miller Contact Phone 650 555 8298 650 555 2601 Item Description Labor Biometric Fingerprint Reader FM Credit Card File Manipulstor Contract signed on 5 21 2012 12 51 25 PM 10 Tax Rate A f carr s Pie Shop Steve Carr 04 14 2011 Print File a 9348 Festing Lane i 5 Jee CA 94030 Appointment Time JA Get Map Email Technician Phone Appointment Date Proposal Date Order 05 18 2012 Quantity 3 4 8 1 Taxable x 775 Ge
20. eb Currently supported internet browsers include e Internet Explorer on Windows e Safari on Macintosh After making your FM Work Orders purchase Productive Computing will provide you with the following e Link to your database e Username amp password specific to your organization Initial username password credentials are assigned Productive Computing s Software as a Service SaaS subscription plan for FM Work Orders allows one user for 25 per month For example one user is one dispatcher Additional users such as technicians may be added for their appropriate fees FileMaker Pro Software Required FileMaker Pro 12 is required in order to gain access to FM Work Orders on Mac or PC If you need FileMaker Pro 12 please explore the following options e Download a trial version e Purchase FileMaker Pro through Productive Computing at regular price e Subscribe to FileMaker Pro for 15 month user requires at least 1 year of Software as a Service commitment For all FileMaker Pro inquiries please contact sales productivecomputing com for pricing and options The FileMaker Go app is required on all technicians iPads and is available in the Tunes App Store An internet connection is also needed in order to successfully connect to the remote file II Basic Features and Functions Use of the FM Work Orders assumes basic knowledge of FileMaker Pro for which there are countless resources on the web www filemaker com How
21. ector O Description This plug in connects FileMaker and QuickBooks to eliminate double entry y SKU PCQB Unit Price 199 95 Taxable x oO in QB QB List ID 1 Status Toolbar where you can create a new record delete a record perform finds sorts and more Please see Chapter 2 Status Toolbar Setup for full functionality 2 Switch between Form and List views with these buttons 3 Click the Preview button to preview and print the information of all items 4 This area contains the item information such as Item ID a unique number automatically assigned to each item record Name Description SKU Unit Price and a check box to indicate if the item is taxable or not 5 The item picture will appear here when inserted 6 Insert Export or Clear the item photo by using these buttons 7 This area is for use with QuickBooks integration The Exists in QB checkbox functions as an indicator that the item came from and exists in QuickBooks The QB List ID field displays the corresponding QuickBooks list ID If integrating with QuickBooks then please create and edit all items in QuickBooks and simply pull the items from QuickBooks into the FM Work Orders solution List View All items can be displayed in list view as shown below Figure 4 1 Items Tab List View a 1 ce gt 24 la T Total Unsorted 0 y EN Ey oF Qr Records a Show All New Item Delete Item Find Sort Layout Ite
22. ever we have built the FM Work Orders with a user friendly interface allowing new users to quickly understand how to use this product after only a few minutes of review Chapter 1 Overview Most areas in FM Work Orders have the sections outlined below For clarity each section has been outlined tagged with a numbered star and explained in Figure 1 0 below These sections are important for understanding the basic layout and functionality when working in FM Work Orders Figure 1 0 Overview of Basic FM Work Orders Sections 600 FM Work Orders iv a Q Sii Unsorted A ES EN Qis Records Show All New Order Delete Order Find Contacts Orders Technicians Items Preferences C y Order Add Info 6 Send Order Contact Appointment Date Proposal Date Order Description of Work p Carr s Pie Shop Steve Carr 04 14 2011 05 17 2012 1 Enter description here a Print File 19348 Festing Lane z Millbrae CA 94030 Appointment Time Status A 1 00 PM Pending v Get Map Email Technician Technician Notes E scarr myemail com Dan Miller Enter notes here a Contact Phone Technician Phone 650 555 8298 650 555 2601 gt Item Description Quantity Unit Price Extended Price Tax Labor 3 175 00 525 00 x A Biometric Fingerprint Reader 4 199 95 799 80 x 3 FM Credit Card 8 149 95 1199 60 x amp File Manipulator 1 59 95 59 95 x X v Taxable x 7 75 Subtotal 2 504 25 Contract signed on Tax Rate General Tax
23. he FM Work Orders solution FM Work Orders has the following out of box functionality Pull Customers from QuickBooks into FM Work Orders Pull Customer Balances from QuickBooks into FM Work Orders Push a Customer from FM Work Orders to QuickBooks View a Customer from FM Work Orders in QuickBooks Pull Items from QuickBooks into FM Work Orders View an Item from FM Work Orders in QuickBooks Pull Invoice Balances from QuickBooks into FM Work Orders Push an Invoice from FM Work Orders to QuickBooks View an Invoice from FM Work Orders in QuickBooks Pull Taxes from QuickBooks to FM Work Orders Please note that we are not deleting anything from either QuickBooks or FileMaker Functionality NOT included in the out of the box feature set includes pushing items from FileMaker into QuickBooks pulling invoices from QuickBooks into FileMaker accepting payments pushing payments pulling payments or anything related to payments Certain aspects such as taxes are unidirectional This means that information is ONLY pulled from QuickBooks into FM Work Orders Therefore it is recommended to not have taxes in your FM Work Orders solution that do not exist in QuickBooks Additional functionality may be customized in your FM Work Orders solution Please fill out a customization request at www ProductiveComputing com rfq We look forward to hearing from you to create the perfect QuickBooks integration to accommodate your needs
24. icating that this item came from QuickBooks and the QB List ID will be automatically populated as shown in Figure 10 5 These two fields are read only for your protection Figure 10 5 QuickBooks information related to an Item Exists in QB x QB List ID E0000 933272656 PP PLA Please note that in order to add invoices to QuickBooks EACH line item must be an official QuickBooks item Therefore it is necessary to pull ALL items from QuickBooks into the FM Work Orders and always maintain your items in QuickBooks Deleting during the QuickBooks integration process either in FM Work Orders or QuickBooks is not supported in any capacity In order to delete an item it will have to be done manually in both QuickBooks and in FM Work Orders View an item from FM Work Orders in QuickBooks When you select the View in QuickBooks option then the corresponding item in QuickBooks will be brought to the forefront saving you valuable time from having to search QuickBooks for the desired item Additional functionality with various item types and pushing can always be customized and added to the FM Work Orders solution Please contact our sales team for further information at sales productivecomputing com Invoices You can now Pull Invoice Balances from QuickBooks into FM Work Orders Push an Invoice from FM Work Orders to QuickBooks and View an Invoice from FM Work Orders in QuickBooks Please note that orders in FM Work Orders are pushe
25. ice for the software or services Data Loss Backup Responsibility Release of Liability It is understood that during the normal course of software usage computer systems can crash remote connections can be disconnected data database systems can be corrupted and data loss can occur It is also understood that the best way to fully or partially recover from such a data loss event is to setup and maintain regular backups of all data database systems As the user of the FM Work Orders you are responsible for setting up and maintaining regular backups of your data database systems Should you experience a data loss you shall in no way hold Productive Computing Inc monetarily or otherwise liable for lost data the cost of any data recovery services or for the future losses in revenue the data loss event may cause you We advise that at a minimum you perform daily backups and conduct weekly monitoring of your data backups It is your responsibility to ensure that the consistency and quality of the backups is being maintained throughout the life history of the data database system Trademark Notices FileMaker is a registered trademark of FileMaker Inc registered in the U S and other countries The file folder logo is a trademark of FileMaker Inc Mac and the Mac logo are trademarks of Apple Inc registered in the U S and other countries Microsoft Windows and the Windows Vista logo are registered trademarks of the Microsoft Group of Companies i
26. kBooks file will be brought into the FM Work Orders solution The QuickBooks customer name will be stored in a separate QB Cust Name field on the contact record in the FM Work Orders Jobs are pulled in as a separate contact record and the job name is stored in the QB Cust Name field Multiple pulls are supported by overwriting existing contacts in FM Work Orders and adding new customers Deleting during the QuickBooks integration process either in FM Work Orders or QuickBooks is not supported in any capacity In order to delete a customer it will have to be done manually in both QuickBooks and in FM Work Orders Pull Customer Balances from QuickBooks into FM Work Orders When you select the Pull Customer Balances option you will be presented with a dialog to update the balance information for the single contact record and or for all contacts in the found set This routine obtains the current customer balance from QuickBooks places the balance in the QB Balance field on the the customer record and enters the date time stamp of the last customer balance update as shown in Figure 10 3 Figure 10 3 QuickBooks information related to a Customer Exists in QB X QB List ID 18F03 1481818455 QB Balance 2 743 95 OB Invoice Balance Updated as of 5 21 2012 9 15 04 AM Push a Customer from FM Work Orders to QuickBooks When you select the Push Customer option then the current customer will be pushed to QuickBooks If the
27. ms_List View As mF a Preview 3 aa Edit Layout Contacts Technicians Preferences Orders SKU Item O Unit Price Taxable PCFP Biometric Fingerprint Reader 199 95 pccc FM Credit Card 149 95 PCM File Manipulator 59 95 PCEM Manipulator 99 95 Outlook lat pocos O FMBooks Connector 199 95 PCPF PDF Manipulator 74 95 lato PCAB Address Book Manipulator 74 95 dd k lat PCCP Printer 74 95 Change Core Core2 CRM 499 95 Core3 Core3 CRM and so much more 2500 00 pcx eMail Marketing Connector 199 95 Pces eSign Signature Capture 129 95 Pcem Exchange Manipulator 1599 95 pcim iCal Manipulator 59 95 ITAM IT Assist Inventory Manager 249 95 pcmm Mail Manipulator 74 95 op OrgPlanner 149 95 PCEM SM Outlook SendMail 34 95 b Labor 175 00 1 Status Toolbar where you can create a new record delete a record perform finds sorts and more Please see Chapter 2 Status Toolbar Setup for full functionality 2 Switch between Form and List views with these buttons 3 Click the Preview button to preview and print the information of all items 4 Item information area displays basic information about the item Click the blue arrow button to view more details on those related items 5 Sort items by their SKU Item name Unit Price or Taxable status by clicking the label title above each section User Manual FM Work Orders Page 18 of 36 Chapter 5 Technicians A
28. n the U S and other countries All other trademarks are the property of their respective owners Description of Other Rights and Limitations Restrictions You may not reverse engineer decompile modify or disassemble this software product This software product is licensed as a single product Its component parts may not be separated for use You may not sell distribute rent lease or lend this software product to any other party Software Transfer You may permanently transfer all of your rights under this EULA as long as you no longer have any copies transfer all of this software product components media documentation printed or otherwise and the recipient agrees to all terms of this EULA Table of Contents INTRODUCTION os 5 PADOS E ii a a 5 FM WOK Orders ACCESS dado idolo cicidds 5 FileMaker Pro software REQUIFEG ii oneal 5 Il BASIC FEATURES ANDFUNCTON Sian auiae nce tauid odadeddau bounties enedeatdewbundeddedeseaneavenwtcatdendedidlaaes 6 Ghapter 1 OV CLV Wii iaa 6 Ghabter 2 FileMaker BASICS ae 7 MOGE S acasnscneensasbosence A A sueeaeasn nluaenonuionateananeisneenuaresuaenNiL 7 Status MOONS AN Se CO aos 8 FAN CUA A fetches Pell sana a Gandy alautaade Test tune es onsnaheudt casi Daca wilesut ru a a a aa 10 Chapters Preferences ani a 11 A O A IS 11 SSS ui a 12 Er msS Notes Disclaimer assesses areca td dd e gla eta cast cd 13 E A toate cates uation steten tide pnneaeenctnctaianceesa date taaaMitentaeautamuaese
29. nces tab These Preferences apply to FM Work Orders as a whole and are not user specific Please note before you begin working on FM Work Orders you should set up these Preferences General The General tab provides you with the general area to specify miscellaneous information as shown below Figure 3 0 Preferences gt General Tab 1 u A o A O i Total Unsorted EJ a Records Sh OW All N ew Re cord Delete Reco rd Find Sort Layout Preferences vj View As En s Preview Contacts Orders Technicians Items General Users Terms Notes Disclaimer Company Info FM Books Connector Taxes Dispatcher s Email sales productivecomputing com O Tax x Default Layout Contacts Orders Technicians Items Require Technician Signature Reset to factory settings O Clear all data O 1 Dispatcher s Email This is the email address of the dispatcher This email address will be used when the dispatcher sends orders to technicians and when technicians send files back 2 Tax Select this checkbox in order to always apply tax on the entire order Changing this checkbox will not affect orders already created it will only affect new orders created after the change has been made 3 Default Layout Select which default layout to open by default when the solution first opens 4 Require Technician Signature Select the box to require a technician signature If this box is checked then a place for the technician signature will appear in
30. nd request check Omit enter RI in the state field and then click Find FileMaker finds can be quite detailed and elaborate as you can typically find anything you desire The time will come when you will want to expand and learn more about the secret life of find mode There are many great tutorials available online and we hope this just gets you started with the possibilities TIP The found set of records can be identified in the upper left hand corner of the Status Toolbar as shown in Figure 2 5 Let s explore this a little further in Figure 2 5 Figure 2 5 Records Displayed on Status Toolbar I 2 42 gt a 34 1 306 Found Unsorted e Records Go to the next or previous record Type a number to go to a different record Slide forward or backward to go to a different record ee mN m Displays the total number in the found set In the example above there are 34 records in the found set out of a total of 306 records 5 Click to show only those records that are not in the current found set Chapter 3 Preferences Area Now that you are more familiar with working in FileMaker let s explore these different types of preferences in FM Work Orders which are General Terms Notes Disclaimers Company Info FM Books Connector and Taxes These Preferences store system wide preferences and options for emailing the field technicians These Preferences can be found by selecting the Prefere
31. neral Tax 1 Enter notes here Unit Price Extended Price Tax 175 00 525 00 199 95 799 80 149 95 1199 60 59 95 59 95 ree 2 584 35 Tax 159 60 Total 2 743 95 Description of Work Enter description here 100 B Browse 4 Contacts Orders Technicians Items Preferences Order Add l Info 43 Exists in QB X QB List ID 18F03 1481818455 QB Invoice Balance Updated as of 5 21 2012 9 15 04 AM QB Balance 2 743 95 Contract Signatures 5 21 2012 12 51 08 PM TECHNICIAN SIGNATURE DATE 5 21 2012 12 51 25 PM CUSTOMER SIGNATURE DATE User Manual FM Work Orders Page 23 of 36 10 LL 12 13 14 15 Status Toolbar where you can create a new record delete a record perform finds sorts and more Please see Chapter 2 Status Toolbar Setup for full functionality Switch between Form and List views with these buttons Click the Preview button to preview and print the order information Order tab contains information about the work order Select the contact in this area via a drop down list The address email and contact phone number will be pre filled based on the contact information Click on the blue arrow button to go to the related contact Select the appointment date and appointment time in this area This also contains information about the Proposal Date Order num
32. ng ANd SUpport sesasine A A E EA E N a 35 Troubleshooting TPS ii os 35 Re open the Current Window ccccssccssecceeeteseceseetseeeeneceeeseeseueeeuecseeeaeeeeaeeseesaeeeeeeeeaeenaeeeaeeesaeenseesagss 35 Restart FileMaker and Re open the FM Work Orders ccooccoocncoccccocccccnocccccnccononononnnnnononnonannonnnnnnonnanenans 35 ReStart your COM ptr tadas 35 MEG ear e E a E E E ii 36 I Introduction Purpose The FM Work Orders solution allows technicians and dispatchers to easily exchange electronic work orders using the FileMaker Go app for Apple iPad The dispatcher s FM Work Orders system will automatically update as the technician adds information onsite thus keeping orders up to date and accurate This paperless solution eliminates illegible hand writing data entry mistakes and missing paperwork thus increasing productivity and performance in your business The purpose of the User Manual is to provide you with the out of the box set up and features of the FM Work Orders solution FM Work Orders can be used as is or can be customized to fit your specific needs Productive Computing provides customization services for a fee If you would like to inquire about these services please contact our Sales Department at sales productivecomputing com FM Work Orders Access The FM Work Orders database is hosted on a centralized server in the cloud Users are able to remotely access their database through the w
33. ormation Click Sign Here next to the technician or customer signature and select Signature to capture a digital signature on iPad Technician signature option will not appear when the Require Technician Signature is unchecked in the Preferences This preference should be configured by the dispatcher BEFORE sending file to the technician Please be aware of the options in Preferences that affect iPad signature input such as Require Technician Signature and Terms Notes Disclaimer Get a Map of the contact location or e mail a receipt to the customer with these buttons Subtotal Tax and Total are calculated based on the item information Chapter 9 Workflow Now that you understand the basic functionality of the various layouts tabs buttons and fields let s have a closer look at the anticipated work flow in FM Work Orders aad aa a O Set up Preferences Next enter your Technicians and Items Afterwards enter your Contacts Now you can enter an Order any order details add items to the order and associate the order with a contact and technician Click the Send Order button which will send the file to the technician via e mail and flag the order with a date and time that it was sent The technician will receive the file as an attachment in his her e mail The file will open on his her iPad in the FileMaker Go app The technician can get a map fill out the order capt
34. r came from QuickBooks then this box will be checked 6 Select one tax rate to be the default rate used on all invoices 7 Select the red X button to delete a tax rate from FM Work Orders lear KAAI a Ch A AJar CY rAlAee DIANA iicer MOr LV ENA VWVork e Jar ZANNA IN IVINAI WA I i J k f ATC T na RA A 2A VUIR WERK ADS lo 1 AAGO YST UI YO Chapter 11 Troubleshooting and Support Troubleshooting Tips There may be situations where the FM Work Orders FileMaker Pro FileMaker Go or your computer experience a disruption in normal operation If FM Work Orders does not appear to be functioning normally especially if you are performing an operation that has previously succeeded then you can try the following steps to resolve the problem Re open the Current Window 1 If the window in which the problem occurred is other than the main window then close that window and re open it There may occasions when the window has not refreshed properly and is not displaying the up to date data If the problem persists or you cannot close the window then continue with the following procedures Restart FileMaker and Re open the FM Work Orders 2 Close FM Work Orders and FileMaker completely 3 Re open FM Work Orders the way you normally do on your computer and login normally This will automatically re start the FileMaker Pro application If the problem persists or you cannot re open FM Work Orders then try the next proced
35. ranged prior to returning this proposal Please sign date and circle method of payment and return to our office by mail or fax with 10 deposit TECHNICIAN SIGNATURE DATE CUSTOMER SIGNATURE DATE Printed on 5 23 2012 at 9 49 53 AM Page 1 of 1 Printed on 5 23 2012 at 9 51 40 AM Page 1 of 1 1 Company logo set on Preferences tab 2 Company information set on Preferences tab 3 License information set on Preferences tab 4 Optional Notes set on Preferences tab 5 Disclaimer set on Preferences tab User Manual FM Work Orders Page 16 of 36 Chapter 4 Items Area Overview The main Items tab is where all your item detail information is kept Here you store the items used on the order line items Items can represent just about anything but the intent is for them to represent parts products labor or services Here you have the option to store the Item Number Name Unit Price or Taxable status When these items are used on an order the information is automatically looked up and entered for you on the order line item This section outlines the basic functionality of the Items tab in Form and List view Form View Figure 4 0 Items Tab Form View 5 am 20 S s lt gt i Y Total Unsorted 7 1 Fj By 4 7 Qr Records New Item Delete Item Find Sort Layout Items view as Ca Preven C Aa Edit Layout Contacts Orders Technicians MTS Preferences Items Item ID 5 Item Picture O Name FMBooks Conn
36. rea Overview The main Technicians tab is where all your technician detail information is stored A technician is anyone out in the field that will be filling in an order sent by a dispatcher This section outlines the basic functionality of the Technicians tab in form and list view Form View Figure 5 0 Technicians Tab Form View v o 7 gt 1 O 2 4 i y Total Unsorted EN oO EN gt S Qr Records 2 show Al New Technician Delete Technician Find Sort Layout Technicians View As ES S Preview Aa Edit Layout Contacts Orders Items Preferences Technicians V ew related orders Technician ID 1 Technician Picture O O Name ps Dan Miller O Address Seet 195 Sprice Ave O 202 CSZip Bayshore CA 94326 Phone 650 555 2601 Email dan miller myemail com Insert Export Clear Q 1 Status Toolbar where you can create a new record delete a record perform finds sorts and more Please see Chapter 2 Status Toolbar Setup for full functionality 2 Switch between Form and List views with these buttons 3 Click the Preview button to preview and print the information of all technicians 4 Unique Technician ID number assigned to each technician record Enter technician name in this area 5 Enter technician address phone number and email The system uses this technician email address when you click the Send Order button on the Orders tab 6 The technician picture will appear here when inse
37. rted 7 Insert Export or Clear the technician photo using these buttons 8 View this technician s related orders User Manual FM Work Orders Page 19 of 36 List View All technicians can be displayed in list view as shown below Figure 5 1 Technicians Tab List View lb 2 Qiu Gil AOT a z Qu Show All New Technician Delete Technician Find Sort Records a Show Layout Technicians_List y View As mS Ha Preview Aa Edit Layout Contacts Orders Items Preferences Contact Address O Phone Email Dan Miller 195 Sprice Ave 202 Bayshore CA 34326 650 555 2601 dan miller myemail com Elizabeth Mason O 29 Cedar Strest Middlefield CA 93210 650 457 8965 elizabeth mason myemail com Bradley Griffin 900 A Street Suite 103 San Diego CA 92115 619 555 9000 b griffin myemail com 1 Status Toolbar where you can create a new record delete a record perform finds sorts and more Please see Chapter 2 Status Toolbar Setup for full functionality 2 Switch between Form and List views with these buttons 3 Click the Preview button to preview and print the information of all technicians 4 Technician information area displays basic information about the contact Click the blue arrow button to view more details on that related technician 5 Sort technicians by name address phone number or email address by clicking the label above each section User Manual FM Work Orders
38. s from QuickBooks into FM Work Orders This is possible by navigating to the Preferences gt Taxes tab and selecting the QB gt Pull Taxes from the top QB drop down menu as shown in Figure 10 8 below Figure 10 8 Pull Taxes File Edit Format Tools Help x FM Work Orders 1 f 1 Y Total Unsorted Records Layout Preferences ViewAs EN Preview Contacts Orders Technicians Items General Terms Notes Disclaimer Company Info FM Books Connector Taxes O Tax Name Description Rate General Tax General tax on all items 7 75 When integrating with QuickBooks then taxes MUST be maintained in QuickBooks and pulled into FM Work Orders Let s explore the functionality of these options in Figure 10 9 Figure 10 9 Taxes tab Contacts Orders Technicians Items o General Terms Notes Disclaimer Company Info FM Books Connector Taxes A gt Tax Name Description Rate Exists in QB Default General Tax General tax on all items 7 75 x x a East Bayshore City Sales Tax 0 3 x t3 Out of State Out of state sale exempt from sales tax 0 x x oO San Domingo CA sales tax San Domingo County 7 5 x x San Tomas CA sales tax San Tomas County 7 75 x x E Bayshore County Sales Tax 8 05 x 3 1 Click green plus button to add a new tax rate Do NOT use this option if integrating with QuickBooks 2 Name of tax rate 3 Description of tax rate 4 Tax rate percentage 5 If tax rate exists o
39. st Name is only required if integrating with QuickBooks Enter contact address phone number email and website in this area 6 When an email address is entered a mail icon will pop up beside the field Clicking that icon will open up a blank email document to be completed and sent to that contact Similarly a globe will pop up beside the website field Clicking the globe icon will redirect the user to that website through a default web browser 7 Enter extra notes for a contact in this area Insert Export or Clear the contact photo using these buttons Llenar NA a CANA WMiarl Oralar AAA O11 Af User Manual FM Wo rk Orders Page 21 ol 9 Create a New Order View Related Orders or Get a Map for this contact using these buttons 10 This area is for use with QuickBooks integration The Exists in QB checkbox functions as an indicator to let you know that the contact exists in QuickBooks The QB List ID field displays the corresponding QuickBooks list ID The QB Balance displays the customer balance from QuickBooks If integrating with QuickBooks then you can create and edit customers in either QuickBooks or the FM Work Orders solution List View All contacts can be displayed in list view as shown below Figure 6 1 Contacts Tab List View 600 FM Work Orders Om are lt i gt Total Unsorted caj By or vr Q Records Show All New Contact Delete Contact Find Sort Layout Contacts List y
40. tab provides you with an area to specify company information which will be displayed throughout FM Work Orders Figure 3 3 Preferences gt Company Info Tab x l E c uF af Q7 a Total Unsorted BJ wee Records Show All New Record Delete Record Find Sort Layout Preferences X View As J EE Preview Contacts Orders Technicians Items Preferences General Users Terms Notes Disdaimer Company Info FM Books Connector Taxes 1 Company Logo Productive Computing Insert 2 Export Clear License 12345678 Information 950 Boardwalk Suite 205 San Marcos CA 92078 Fax 760 510 1991 O Main Phone 760 510 1200 Email sales productivecomputing com 1 Company Logo Displays the current company logo that will be displayed on the top right corner of every layout in the dispatcher file and print layouts 2 Buttons used to Insert Export or Clear the company logo 3 Specify the License for the company The License label can also be changed to display anything else the company wishes it to be For example Contractor License 12345678 4 Information Specify the company information such as address phone number fax number email etc User Manual FM Work Orders Page 14 of 36 FM Books Connector The FM Books Connector tab is only used if integrating with QuickBooks using the FM Books Connector plug in This tab allows you to install and regis
41. ter the FM Books Connector as well as make your initial QuickBooks connection Figure 3 4 Preferences gt FM Books Connector Tab Contacts Orders Technicians Items General Users Terms Notes Disclaimer Company Info FM Books Connector Taxes FM Books Connector Plugin Install FM Books Connector Install Register FM Books Connector Register License ID DEMO FMBC4 FM Books Connector 4 0 0 3 installed This plug in is running in LIVE Mode Initial QuickBooks Connection Connect O QuickBooks program must be opened prior to initial connection 1 Install Installs the FM Books Connector plug in into FileMaker As shown you may view the version of the plug in installed and the operating mode it is running in 2 Register Registers FM Books Connector according to the License ID entered Once successfully registered you will be running in LIVE mode If running in LIVE mode then you do not need to register again 3 License ID Enter your License ID provided by Productive Computing A demo license is entered here by default 4 Connect Performs the initial connection to QuickBooks Ensure you have a QuickBooks file open prior to connecting Refer to Chapter 10 QuickBooks Integration for further details Print Layouts These are sample print layouts of how a printed work order and contacts report will appear Figure 3 4 Work Order Left and Contacts Report Right A p d ti De Productive 9 roauctiv
42. that the invoice exists in QuickBooks The QB List ID field displays the corresponding QuickBooks list ID The QB Balance displays the customer balance from QuickBooks If integrating with QuickBooks then you can create and edit customers in either QuickBooks or the FM Work Orders solution This area contains Contract Signatures by the Technician and Customer as well as date time stamps reflecting when it was signed Chapter 8 Technician File used on your iPad Overview The technician file allows technicians to fill out a work order form using FileMaker Go on iPad The order is e mailed to the technician as a fmpsl file FileMaker Pro 12 snapshot link Once the technician opens the work order then he she can easily fill out the necessary fields onsite which will simultaneously update the dispatcher s FM Work Orders system Note Although fmpsl files may be opened using various mobile devices Productive Computing highly recommends only iPad use with FM Work Orders as layouts and functionality were specifically designed for iPad Figure 8 0 Technician File on iPad Contact Appointment Date Proposal Date Order Carr s Pie Shop Steve Carr 06 17 2012 2 05 21 2012 1 19348 Festing Lane Appointment Time Status a brae CA 94030 1 00 PM Pendine Email Technician scarr myemail com Dan Miller Contact Phone Technician Phone 650 555 8298 Description of Work Technician Notes Enter descrip
43. tion here Enter notes here Quantity Unit Price Extended Pr Field Labor 175 00 525 00 Biometric Software Plug in for FileMaker Fingerprint 199 95 799 80 Dasdar FM Credit Card Software Plug in for FileMaker 149 95 1199 60 4 Subtotal Se Sign Here K s Subtotal 2 584 35 O Tax 159 60 2 743 95 Sign Here 1 Status Toolbar The El button on the top left will show you the open files in FileMaker Go and give you the option of closing all or some of those files The button on the top right will open up FileMaker Go options 2 Contact s company name address email phone number and Description of Work fields are be pre filled from the dispatcher file The appointment date and appointment time is pre filled from the dispatcher file This also contains information about the proposal date order number and the status of the work order This area cannot be edited The technician name and phone number is pre filled from the dispatcher file Technician Notes may be added the by technician while onsite Choose the item under the item column and enter the quantity and taxable information for that item You can always edit the line item values as needed however the item name description unit price extended price and taxable status will be pre filled based on the item chosen and quantity specified Click on the red X button to delete a line item Subtotal Tax and Total below are calculated based on the item inf
44. u can find based off of ANY search criteria known as the found set of records There are many finds available and here we will show a few For a complete list please reference FileMaker s help menu or visit www filemaker com 1 For searching text fields FileMaker looks for any word that begins with or matches the word entered For example a find on the name Chris would also find the name Christopher For searching exact text use an equals sign followed by the text Example Chris would only return those with the name Chris it would not return Christopher For searching text fields if you enter more than one word FileMaker finds both words in any order 2 Search for all records that have an empty field by entering an equals sign in the appropriate field This is one of our favorites especially for clean up 3 To specify a range type in three periods Example to find all records created between 12 1 2012 and 12 15 2012 type in 12 1 2012 12 15 2012 in the creation date field In addition to find all records where the last name begins with the letters A through C type in A C in the last name field 4 To find items greater than or less than a certain value use the lt and gt signs 5 Omitting records check the box labeled Omit under the Book icon and then type in the criteria that you want to omit in the appropriate field For example to omit records belonging to those living in Rhode Island enter a fi
45. uate 14 FIV BOOKS COMER i n 15 PPI Ay OU SG eeveneeancedactsaitogectsenesaatenieas ola lero ee oca mec taaetaamesseceuas 15 naper ASNES Are Aarona A T 17 OVA nda sae cotsas ss onan onus aes dea ae uate mena Danaea ee ld eee ne 17 POMO MS O ae Cana gee ea Lea Sena e 17 ISE VIEW AAA AA AAA AAA AA 18 Ghapter o TECHNICIANS AO E ia 19 OVEN aae E E ta seeae aun comes neue waneune Gop peae roan cGeue naan cosine saumeueaagiaeneeee 19 FOM IS Wei AA ARES AAA AAA leanne 19 STA Wa ee ee Oo eee a ra ee ee 20 Ghapter G CONA Cts ATCA tt dr a iio AEAEE O EA 21 COW SIV WO A A AA AA AA A AR 21 FONTE Wi ii 21 o A e OP BETO O PE CRE O arate at eesectnatidian 22 Chapter 7 OLGerS ATA AA A A A a ae oes 23 ONCE WN o 23 FORT VIS Wet id taba 23 Chapter 8 Technician File used ON your iPad cooccccccnccccnncccnnoccnnononnononnonnnnononnnnnnnnnnnnnonnnnonnnnonnnnenannenanannns 25 STW rd sa 25 Chapter Os VWVORKIOW casita lic O EEES 27 Chapter 10 QUickBooks Integrati ita AAA 28 ONIS Wa A E N T T A a 28 FM Books Connector Installation and Registration occccoccccconncconnccnnnoconnncnnnncnnnnonnnnononnonannonannonannnnnnos 28 First Time Connection to the QUICKBOOKS Filenin a a a 29 A a a aa Na 30 CUSTO e os Sica ee aes II eases soe she cere Sg oa RA 31 VOC SS Nas 33 PPP roaeeoce at eae secaa tied eae ncaa eau ke ce peau sacs aan Geshe pone ane oa Guanes i Gee eG a bam cm naan pan Ccnan a maaTeaan Tatian caapiaaalceat 34 Chapter 11 Troubleshooti
46. ure Restart your Computer 4 Close all applications and restart your computer 5 Re open FM Work Orders the way you normally do on your computer and login normally This will automatically re start the FileMaker Pro application If the problem persists and FM Work Orders is not operating normally then please contact us If we can determine that you have encountered a bug in the program then you will not be charged for the technical support contact We are interested in maintaining the highest possible quality and reliability for FM Work Orders and therefore we encourage you to let us know when you encounter unexplained problems III Contact Us If you would like additional support with FM Work Orders then please explore the avenues listed below or contact us directly Phone 760 510 1200 Email support productivecomputing com Forum www productivecomputing com forum Videos www productivecomputing com video Customization Requests sales productivecomputing com Please note that if you would like assistance with adding customizations to FM Work Orders then the set up is billable at our standard hourly rate We bill on a time and materials basis billing only for the time in minutes it takes to assist you However we will be happy to provide you with a free estimate if you fill out a Request For Quote RFQ at www productivecomputing com rfg We are ready to assist and look forward to hearing from you
47. ure signatures and e mail a receipt to the customer The dispatcher s FM Work Orders system will automatically update as the technician adds information onsite thus keeping orders up to date and accurate There are many other options not mentioned here such as integration with QuickBooks that can be done at any time during this workflow Please make sure you download a demo and review all video tutorials so you can experience the full functionality of the FM Work Orders solution Chapter 10 QuickBooks Integration Overview If using Intuit QuickBooks for Windows then you may want to strongly consider using the QuickBooks integration features Integration with QuickBooks can be extremely powerful as one of the primary goals is to avoid double entry and increase accuracy between FileMaker and QuickBooks Increasing accuracy and efficiency by avoiding double data entry is what most organizations strive for and is the purpose for creating QuickBooks integration QuickBooks integration requires installing and registering the FM Books Connector which is a complimentary plug in with FM Work Orders The plug in is licensed installed and registered on each client machine You do not need to learn how to program in order to use the out of box features discussed in this chapter rather you simply need to install and register the FM Books Connector and read the usage instructions below FM Work Orders communicates with the following Qui
48. wse Mode a4 Find Mode Ctrl F Q El Q Layout Mode Ctrl L New Order Delete Order Find Sort Preview Mode Ctrl U P Preview aa Edit Layout Conta tad Items Preferences le View as F aris Keyboard Shortcuts View as List Send Order a IV Status Toolbar Ctrl Alt S Mac Windows mn k A Customize Status Toolbar Browse Mode 8 Browse Mode ve 4 rint Fi Formatting Bar Find Mode 36 F Find Mode ad Layout Mode L Layout Mode Ruler Get Map Preview Mode U Preview Mode Zoom In F3 a Zoom Out Shift F3 Technician Phone 650 555 8298 650 555 2601 v Item Description Quantity Unit Price Extended Price Tax Labor 7 175 00 525 00 x Biometric Fingerprint Reader 4 199 95 799 80 x X FM Credit Card 5 5149 95 1199 60 X x File Manipulator 1 59 95 59 95 x Yy Taxable x 7 75 Subtotal 2 584 35 Tax Rate General Tax Tax 159 60 Total 2 743 95 e Browse Mode Most of your work will be done here i e data entry add edit delete sort omit etc e Find Mode Search for ANY records that match your criteria known as the found set of records e Layout Mode Design and edit layouts Typically used by a developer rather than a user and not available in this locked solution e Preview Mode View data before you print User Manual FM Work Orders Page 7 of 36 Status Toolbar Setup The Status Toolbar plays a vital role in using FM Work Orders In order to optimize your FM Work Orders experience we re
49. x ES Jerel Malong User x ES Andre Young User x ES v a a 5 O Cr A Register Device Unregister Device J 1 Add Account Add an additional user account for login purposes 2 Active Check Box Specify if the user account is active 3 Register Device Once logged into FM Work Orders on an iPad then you may register a device with this button A registered iPad will not require login credentials to access the system The Registered Device ID field will populate with a unique ID 4 Unregister Device Unregister an iPad Unregistered iPads will require login credentials to access the FM Work Orders system Terms Notes Disclaimer The Terms Notes Disclaimer tab provides you with an area to specify text that will be shown on print layouts and the terms and conditions that will be displayed on the technician file Figure 3 2 Preferences gt Terms Notes Disclaimer Tab Terms and Conditions a Terms 4 Conditions These terms and conditions as amended from time to time govern the use of our plug ins by the individual designated as the Customer contact on the sales order You Technical Support Productive Computing Inc reserves the right to limit each FREE per incident telephone call to one hour and per incident to be defined as a single support issue or question Support availability may occasionally deviate from stated hours due to downtime for systems and server

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