Accounts Receivable Tutorials

Aaron Miller — Mon, 30 Jun 2008 06:56:00 GMT

Abstract:

Accounts Receiveable is a record of money owed to a business by its clients. ServMan's Accounts Receivable module maintains a complete history of invoices, payments, and other transactions for each client.

Title & Description

Length

Inquiry Detail

Use the Inquiry Detail to view all A/R activity for a client.

2 min 27 sec

Quick Pay

Learn how to post payments to client's account.

2 min 11 sec

Accounts Payable Tutorials

Aaron Miller — Wed, 30 Jan 2008 08:37:00 GMT

Abstract:

Accounts Payable is the record of outstanding bills owed by a business. ServMan's integrated Accounts Payable module allows you to store information on vendors and track bills from receipt to payment. The tutorials below cover the most common functions you will perform in Accounts Payable.

Title & Description

Length

Managing Vendors

This tutorial provides and overview of working with the Vendor Master File.

3 min 25 sec

Entering Bills

Learn how to enter an itemized bill from a single vendor.

ServMan Mobile Tutorials

Aaron Miller — Wed, 14 Nov 2007 05:43:00 GMT

Abstract:

ServMan Mobile extends ServMan's back office power and flexibility right to your customer's door step. Designed to accommodate residential, route based and commercial service providers, ServMan has a solution that's right for you. With ServMan Mobile, when your technician is done, your paper work is done.

6 min 28 sec

Title & Description

Length

ServMan Mobile Overview
This videos provides an overview of the functionality in ServMan Mobile.

7 min 04 sec

How can my technicians read and print their schedule without ServMan Mobile?

Aaron Miller — Wed, 14 Nov 2007 05:42:00 GMT

Abstract:

Without ServMan Mobile, each technician would need to sign into ServMan and print their schedule. You could setup a generic sign-in, with very limited security, specifically for this purpose.

ServMan Mobile Installation Manual

Aaron Miller — Wed, 14 Nov 2007 05:11:00 GMT

Abstract:

In order to use the ServMan Mobile applcation, you must:

Establish a gateway from the mobile device to the ServMan Enterprise database.
Install and configure the ServMan Mobile application on each device.

How do I access the tutorials?

Aaron Miller — Mon, 08 Oct 2007 04:29:00 GMT

Abstract:

Tutorials are available in the Video Tutorial section of this knowledge base. You must register for and log-in to the knowledge base before you can view this section

Can I be notified when new or updated information is added to the knowledge base?

Aaron Miller — Fri, 05 Oct 2007 06:43:00 GMT

Abstract:

ServMan's knowledge base incorporates really simple syndication, or RSS, feeds. RSS makes it possible for you to keep up with new and update content in our knowledge base automatically rather than checking manually.

Using the categories on the left of the screen, browse to the section for which you want to receive updates.
Click the icon. The icon to the left of the Login/Logout tab is contains updates for all categories. The icon below the article list is for the category you are currently viewing.
The RSS information is displayed in a new window. To subscribe, follow the instructions for your browser:

Internet Explorer: Click "Subscribe to this feed"
Firefox: Click the "Subscribe Now" button
Safari: From the Bookmarks menu, select "Add Bookmark..."

Consult your browser's documentation for instructions to set the the frequency and notification method for RSS feeds.

Price Books Tutorials

Aaron Miller — Wed, 22 Aug 2007 06:12:00 GMT

Abstract:

ServMan utilizes Price Books to provide different selling prices to different clients. Price Books allow you to set up pricing rules for items by the item number, manufacturer, primary category, or sub-category.

Title & Description

Length

Price Books Overview
This video teaches you how to create and assign a price book to a client in ServMan.

7 min 06 sec

Order Tutorials

Aaron Miller — Thu, 16 Aug 2007 11:05:00 GMT

Abstract:

Understanding how orders are created and managed is key to fully utilizing ServMan. This section contains tutorials that discuss the different types of orders in ServMan as well as managing order work flow.

Title & Description

Length

Work Order Overview
This video provides an overview of the sales process in ServMan.

5 min 00 sec

New Orders
Learn how to create a new order.

2 min 03 sec

Client Tutorials

Aaron Miller — Fri, 10 Aug 2007 12:49:00 GMT

Abstract:

ServMan is a client-centric solutions. This means that nearly every function that you need to perform that is related to a client can be completed from the client's record. In the tutorials below, you will learn how to add clients and locations to using ServMan to assist and document collctions activities.

Title & Description

Length

How do I access articles in the Customizations category?

Aaron Miller — Fri, 10 Aug 2007 10:26:00 GMT

Abstract:

In order to view the documents in the Customization area you must first register for access to our knowledge base. Then email your name, company name, and ServMan knowledge base user name to ServMan Support indicating that you would like access to the documents in the customization area.

Once approved, you will be notified via email. Please allow 24 business hours for processing.

Does ServMan have an API or data extraction functionality?

Aaron Miller — Thu, 19 Jul 2007 08:53:00 GMT

Abstract:

ServMan data files are fully ODBC compliant and a full data dictionary is available. Additionally, LC, ServMan's embedded scripting language, allows you to build any type of standard data format output directly from within ServMan.

What if I cannot remember my password?

Aaron Miller — Tue, 10 Jul 2007 11:52:00 GMT

Abstract:

Click Retrieve Password in the category list on the Browse tab.

Enter your email address (user name).
Click Retrieve Password. Your password will be emailed to you.

How do I change my password?

Aaron Miller — Tue, 10 Jul 2007 11:51:00 GMT

Abstract:

Click Change Password in the category list on the Browse tab. (Note the Change Password option only appears if you are logged into the knowledge base.)

Enter your email address (user name).
Enter your current password.
Enter your new password.
Click Save Changes.

Video Tutorials

Aaron Miller — Tue, 10 Jul 2007 11:19:00 GMT

Abstract:

Will these tutorials teach me everything about ServMan?

No. They are designed to give you a basic understand of the functionality of ServMan.

What format are the tutorials in?

The turtorials are in two (2) formats: execuatable avi and Flash. A dialog will appear for tutorials in the avi format. Simply click "Run" to view. Flash tutorials will automatically load in a new browser window.

All tutorials are in the process of being updated to Flash format.

Are the tutorials narriated?

Some are narriated. Those that are have the icon to the right of the title.

How do I process a returned check from a customer?

Aaron Miller — Tue, 10 Jul 2007 05:15:00 GMT

Abstract:

When a client's check is returned, you need to:

Show that the client still owes you money.

Open the A/R Inquiry Detail for the client.
Select the Line Item Detail tab.
Right-click on the payment and select "Reverse Payment."
Enter or select the posting date. This should be the date the bank deducted the check from your account.
Enter any reference information you want to keep with the reversed payment, like "NSF."
Click OK.

Charge the client any necessary fees for the returned check.

Open the A/R Inquiry Detail for the client.
Select the Line Item Detail tab.
Right-click on the original invoice and select "Issue Debit Memo for."
Enter NSF, or similar, for the item number on line 1.
Enter "Returned Check Fee - Check #XXXX" in the description.
Enter the General Ledger account you use for bank charges.
Enter a quantity of 1.
Enter the amount of the fee in Price.
Click Save and Close.
Right-click on the transaction in the A/R Inquiry Detail (it will be highlight in orange with other un-posted transactions) and select "Update to A/R."

Record any bank charges you incurred.

From the Modules menu, select General Ledger > General Journal Entry.
Enter the post date. This should be in the same accounting period the bank assessed the charges.
On the first line, select the General Ledger expense account used to record bank charges.
Enter the amount of the charge in the debit column.
On the second line, select the General Ledger account for the cash account.
Enter the amount of the charge in the credit column.
Click Save.

What do I do if I cannot find the information I am looking for?

Administrator — Mon, 09 Jul 2007 21:53:00 GMT

Abstract:

We are adding additional articles to our knowledge base everyday. If you are unable to find the information you are looking for, please let us know by submitting your question.

Click the "Ask a Question!" tab.
Enter your name, email address, and question.
Click "Submit Question...."

We continually monitoring incoming questions and strive to post answers within 24 business hours. You will receive an automated email response once your question has been answered and is available within the knowledge base.

Item Types

Aaron Miller — Fri, 06 Jul 2007 12:23:00 GMT

Abstract:

ServMan support eight (8) different item types. Below is a list of these types and brief description of their function.

Client Overview
This tutorial provides an overview of working with the Client Master Fle. You will learn how to sort, search, and edit existing client accounts.

3 min 18 sec

Adding Residential Clients
This tutorial outlines the process for adding new clients to ServMan, with an emphasis on adding residential accounts.

Stock

By making an item a Stock item, ServMan will track your quantities on hand, quantities reserved by customer orders, and quantities on order from your vendors. When you receive a Stock item into inventory ServMan will update your Inventory General Ledger account and maintain an internal item cost table to allow tracking of FIFO, LIFO or Moving Average cost methods. Be advised that if you enter an item as a Stock item then you must be willing to itemize every purchase of the item, and itemize your orders and invoices EVERY time you use the item. For additional information on Stock items please watch the Stock Items tutorial.

Non-stock

Non-stock items are items that you may use frequently, but don’t want ServMan to track your on hand quantities for. Having a non-stock item in your item file makes it easier for you when you are entering a Quote, Order, Invoice or Purchase Order. All you have to do is enter the item number and ServMan will fill in the rest of the information.

Labor

If an item is a Labor item then you have the option of logging a technician’s time directly against that item on your Order or Invoice to your customer. ServMan will automatically prompt for a technician’s time when you put the item on an Orde

How do I register for access?

Aaron Miller — Fri, 06 Jul 2007 11:45:00 GMT

Abstract:

Go to the knowledge base registration page.
Enter your email address. A valid email address is required to register because a temporary password is emailed to you.
Verify your email address.
Click Submit.

Order Types

Aaron Miller — Fri, 06 Jul 2007 06:38:00 GMT

Abstract:

Different companies in the service industry use different terms to refer to the work document that is used to track their service and sales business. We often hear the terms job order, service order, work ticket, sales order, among others. ServMan has three distinct types of orders.

Work Order	A Work Order is the most commonly used type of order in ServMan. Work Orders allow you to schedule work for a client, track requests for service and record both parts and labor to be charged to a client.
Sales Order	Sales Orders are used to track equipment and parts orders that do not have to be scheduled. A Sales Order may contain labor, but usually doesn’t. If a small percentage of your orders are parts only orders then Sales Orders may be disabled in your system to avoid the confusion caused by your staff accidentally creating a Sales Order instead of a Work Order.
Recurring Order	A Recurring Order is generally linked to a service contract. Recurring Orders are used to process preventative maintenance visits and other recurring events.

How do I transfer all of the inventory in one warehouse to another?

Aaron Miller — Fri, 06 Jul 2007 05:44:00 GMT

Abstract:

From the Modules menu, select Inventory > Stock Transfer.
Complete the requested information at the top of the screen:

Fom warehouse
To warehouse
Inventory account
Comment
Post date and time

Right-click any where in the detail area and select "Do a complete transfer from FROM WAREHOUSE to TO WAREHOUSE."
Click Update.

Virus Scanning Exclusion List

Aaron Miller — Thu, 05 Jul 2007 07:03:00 GMT

Abstract:

If you have antivirus protection running on your workstation, you can speed up access to ServMan by excluding ServMan data, screen, report, and other files from real time scanning. You can do this by add the following file types to your antivirus program's exclusion list:

.cbk
.cdx
.ctl
.dbf
.fpt
.ini
.lok
.rpt
.scb
.sma
.smc
.smm
.smp
.smt
.smv
.sta
.ufa
.wgn
.wrp

We still recommend that your server perform a full virus scan daily.

Scheduling Tutorials

Aaron Miller — Tue, 03 Jul 2007 06:04:00 GMT

Abstract:

A purchase order is a document issued as intent to purchase a list of items or services from a vendor. In ServMan, you have the ability to track what you have ordered and received and view your inventory to reflect the quantity in stock, ordered, and reserved.

Title & Description

Length

Basic Scheduling
This video provides a basic overview of scheduling orders.

2 min 10 sec

Advanced Scheduling
This video provides more in-depth information on scheduling orders.

4 min 48 sec

When should I perform a full synchronization for ServMan Mobile?

Aaron Miller — Thu, 21 Jun 2007 10:44:00 GMT

Abstract:

A full synchronization downloads all critical data needed for operation of ServMan Mobile. Included in the full synchronization are item lists, task lists, system lists, work types, etc.

This synchronization downloads much more data than a standard synchronization, so it is should only be performed when initializing a device or when a refresh of ServMan data is needed.

Add a new company

Aaron Miller — Thu, 21 Jun 2007 10:21:00 GMT

Abstract:

The ServMan directory structure allows the ability to run ServMan for more than one company. When viewing the ServMan login screen you will see a drop down list that lets you select the company that you will log into.

You must have ADMIN rights to access “Company Setup” in the company drop down on the login screen.

Enter your user name and password but do not click OK.
Click on the company drop down list.
Select “Company Setup.”
Click on the “New Company” button.
Enter a unique “Company ID”.

ServMan Mobile User's Guide

Aaron Miller — Tue, 19 Jun 2007 04:40:00 GMT

Abstract:

The ServMan Mobile application allows you to extend the power and flexibility of ServMan to the field.

With ServMan Mobile you can:

Manage and complete work orders
Create orders and quotes in the field
Manage time and materials on orders, including flat-rate items
Manage equipment and maintenance task lists
Collect payments
Capture electronic signatures and images
Synchronize information to the office using wireless technologies
And much more

The attached document contains detailed instructions for using the ServMan Mobile application.

Administrative Tutorials

Aaron Miller — Fri, 15 Jun 2007 05:43:00 GMT

Abstract:

The videos in this section cover the most common administrative functions in ServMan.

Title & Description

Length

Using Navigators
Describes how to use ServMan's navigators and assign a default navigator for a user.

1 min 35 sec

Adding Employees
Demonstrates how to add a new employee to ServMan.

3 min 28 sec

Inventory Tutorials

Aaron Miller — Fri, 15 Jun 2007 05:41:00 GMT

Abstract:

While Items can be keyed on-the-fly to any of your quotes, orders or invoices, doing so does not add them to your Item Master File. In ServMan, anything that could be a line item will most likely be set up as an Item. By adding the item to your Item Master File through the process described below will the item be available for picking on quotes, orders, or invoices.

Title & Description

Length

Stock Items
Learn how to create stock items in ServMan.

6 min 00 sec

Flat Rate Items
Learn how to make General Journal entries.

General Ledger Tutorials

Aaron Miller — Fri, 15 Jun 2007 05:41:00 GMT

Abstract:

The general ledger is the core of your company’s financial records. These constitute the central “books” of your system, and every transaction flows through the general ledger. These records remain as a permanent part of the history of all financial transactions of your company. ServMan offers a robust yet easy to use General Ledger module.

Title & Description

Length

Chart of Accounts Setup
Learn how to add new General Ledger accounts and create budgets.

1 min 38 sec

Mapping Tutorials

Aaron Miller — Fri, 15 Jun 2007 05:40:00 GMT

Abstract:

ServMan's Mapping Interface integrates with Microsoft MapPoint 2001 above to optimize employee schedules and create the most effiicient routes for unscheduled orders that can then be assigned to employees.

Title & Description

Length