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ServMan is a fully-integrated enterprise management system designed specifically for the service industry. The product integrates a suite of software modules that manage virtually all aspects of a commercial and/or residential service business. ServMan is fully integrated with a robust mobile solution for paperless work order management. ServMan also offers an optional web interface that can further automate business processes as clients place service orders, monitor status, make payments and view service histories over the Internet. These robust solutions for mobile computing, web access and work force automation clearly distinguish ServMan from its competitors.
Most importantly, ServMan includes a proprietary integrated development environment (IDE) that allows the software to incorporate any client’s unique business rules and workflow requirements.
The following is a description of the many modules that comprise the ServMan ERP software system. View the help documentation for each for more specific transaction based detail.
ServMan’s AP Module offers you ease of use and service industry specific functionality including:
• Post cost directly to a work order or Job
• Automatically create AP vouchers from the ServMan Purchase Order module
• Print 1099s for vendors
• Batch Checks with check stub overrun capability
• Write Checks to vendors or customers
• Maintain pricing histories by vendor
• Apply Vendor credits during check runs
• Print blank checks made out to specific vendors that can later have the amounts filled in
• Split checks against invoices or expenses
• Receive inventory directly from an AP voucher
• Establish barter accounts with vendors who are also customers
• Batch checks with multi select filtering options for displaying vouchers to be paid
• Save Payment Batches for approval and later printing of checks
• Purchase Histories by Vendor
• Quick Access to open and closed vouchers by vendor or all by period
• Delete Checks and Vouchers within open periods
• Void checks
• Apply Vendor credit memos against vouchers
• Batch Bills process for rapid entry of vouchers
ServMan’s AR Module offers many short cuts for often time consuming tasks. Here are just a few of our most popular Accounts Receivable features:
• Multiple standard statement formats to choose from and the ability to customize all reports
• Billing Accounts can have unlimited location accounts
• Collections management tools that simplify collections calls and follow-ups
• Single click credit memos
• Post payments directly to orders or invoices, or use Quick or Batch Pay options.
• Batch Management for Cash Reconciliation
• Re-apply misapplied payments
• Change post dates within open periods
• Single Click Debit memos
• Reverse payments
• View complete transaction histories
• Rebuild an account’s AR aging as of any prior date
• View un-posted transactions from the AR Detail screen for “up to the minute” credit decisions
• Support for multiple AR accounts
• Post open payments
• Auto-apply payment procedure with several time saving methods to choose from.
• Batch Write off procedure
• Apply finance charges, which can even be customer specific
• Credit Alerts on Orders, Invoices or Client Record
The ServMan Automated Pre/Post Appointment Assistant (APPAA) provides automatic notifications to ask customers to schedule their maintenance visits, remind them of scheduled appointments, and let them know your technician is on the way to their home. You can even conduct follow-up surveys after your technician leaves the customer’s home.
• APPAA will make outbound calls to your clients that remind them to contact your office and schedule their maintenance appointment. The system can even connect them immediately with your office as an option during the call.
• If the client does not respond after a pre-set number of attempts that you determine, the system can automatically cancel the order until the client contacts you.
• All automated calls are captured in the order notes, so you can always see the history of your contact attempts.
Pre-Appointment Confirmation Calls:
• APPAA can be scripted to call multiple contacts, with multiple numbers each, for all or selected appointments at preset intervals.
• Clients can confirm appointments or request to have appointments rescheduled by choosing from the options provided them during the call!
Post-appointment Surveys:
• Using APPAA, automated survey calls can be made, literally, as your technician is leaving the driveway!
The optional Call Escalation module heightens the attention paid to scheduled and unscheduled orders and quotes based on user-configured call escalation rules. This is accomplished by automated screen flashes on the schedule board and/or email notifications when the handling of an order or quote does not meet established expectations.
Rules can be established to automatically escalate an order or quote based on its status code versus the scheduled time or service window. For example, if an order is scheduled for 10:00 but the service technician is not onsite or enroute by 9:30, the order can be set to flash red on the schedule board (or any other color you decide).
In addition, the system can be set to automatically email a notice to any number of people in your company when the scheduled time or service window is missed. Unscheduled orders and quotes can also be monitored for escalation based on guaranteed response time, created date, required date or preferred date/time.
ServMan gives you access to virtually everything you need directly from the client record. This client-centric approach makes ServMan software intuitive and easy to use.
• Unlimited location accounts with complete retention of service and contact histories
• Customer specific price books for the ultimate in price control
• Unlimited contacts per location with editable contact and address information for each contact
• Flag contacts as Primary Billing or Account Contact for streamlined reporting and automated correspondence
• Configure contacts for electronic billing via email
• Store and process credit cards or ACH bank accounts
• Search client and contact records using any data fields you desire
• Track customer equipment complete with warranty and service histories
• Searchable notes with alarms to any user
• Easy access to AR detail, service contracts, quotes, orders and invoices directly from the client screen
• Add new locations, quotes, orders, invoices, contracts, etc., directly from the client screen
• Add new clients “on the fly” when entering orders
• Require Purchase Orders for accounts
• Optionally have new accounts created on hold. Automatically Email notifications to designated personnel upon the creation of new accounts.
• Track and report marketing sources for new accounts, quotes or orders
• Assign a default Technician to an account
• View accounts by Branch or Department. Optionally limit access to accounts by Branch
• Establish and maintain records for both clients and prospects
ServMan includes a robust contract management module. The module can be used for anything from tracking professional service agreements, time block agreements, equipment maintenance contracts and more. Also included for your contract management needs is ServMan’s PM module which streamlines the management of your maintenance agreements by providing a complete solution, addressing all aspects of the workflow process including sales, visit management, billing and payment processing, and contract renewal. All of these functions are driven by simple batch processes designed to reduce administrative workloads and ensure customer satisfaction. The following are just a few of ServMan’s contract management capabilities:
• Specified beginning and ending dates or perpetual agreements
• Single click view of all quotes, orders, invoices or time logged for a contract
• Any combination of recurring orders or invoices can be created and combined onto a single contract.
• Use set recurrence patterns for work orders and/or invoicing, or manually tweak your recurrence pattern to specific dates and times.
• Build routes by specifying the employee to perform the service or have the orders occur as unscheduled; then use ServMan’s auto-route or auto-schedule modules to automatically schedule them for you
• Link equipment covered to a Maintenance task list. Task can vary with each visit as well as force inventory requirements.
• Print expiring contract labels, letters, or contracts.
• Renewing a contract automatically renews all associated recurring events.
• Budgets on contracts including time based budgeting capability
• Detailed cost/profit analysis by job or contract
• Create standard contacts that can be copied
• Time Block Agreements with time remaining notifications when taking new orders or posting time
• Log time or expenses directly to a contract without creating an invoice
• Link Purchase Orders to contracts
• Assign contract specific pricing to an agreement overriding the customer’s default pricing
• Easily handle new contracts and renewals with batch processes
• Manage amortization schedules for deferred revenue on contracts
ServMan’s multi-threaded Dispatch Board sets the standard for graphical scheduling. This fast and easy-to-learn interface provides numerous tools and views allowing users to “drill down” on filtered views of unscheduled orders by any of the user configurable fields displayed in the unscheduled orders window. Windows can be dynamically resized and placed for viewing on dual screen monitors for expanded work areas. Screen views are saved for each user providing fast screen reconstruction and ease of use. Here are just some of the dispatch features in ServMan:
• Configure the dispatch board view to your personal preference
• Drill down on any field in the Unscheduled Orders window
• Locate orders by any field in the Unscheduled orders window
• View scheduled or unscheduled recurring orders directly from the dispatch board
• Call Escalation supports multi-colored flash codes, pop-up notifications or emails for orders that require attention due to breaches in your customer service rules
• View orders by Branch or Department
• Views include, by Group Daily, Employee weekly and monthly
• Show relative distance of all orders on the board using Proximity View
• View employee zone and skill-set indicators
• Arrange employees by department
• Real-time status changes from ServMan Mobile devices in the field
• Create unscheduled recurring orders “real time” from the dispatch board.
• Drag & Drop scheduling
• Schedule an order to any number of employees or days.
• Un-schedule an order for follow-up while maintaining a graphical schedule of past visits
• Dynamically create new orders from the dispatch board
• User definable areas for custom controls on the Dispatch Board
• Map calls from the dispatch board to Microsoft MapPoint
• Log employees in/out from the Dispatch Board
• Mouse click to set order status
• Auto-Log time to work order with status changes
A strong integrated accounting system is critical to both ease of use and accurate and timely financial reporting. ServMan’s GL module is designed to accommodate even the most complex organizations with multi-branch and departmental reporting requirements. The following are a few of ServMan’s GL features.
• Up to 20 character GL code supporting Alpha Numeric Characters
• GL Masking for simplified multi-branch, departmental sales postings
• Recurring General Journal Entries
• Sub-Accounts up to five levels deep standard, unlimited with custom reporting
• Drill downs on GL account to individual transaction detail level
• User definable account types and formatting for financial reporting
• Non-Posting accounts that can be used as roll-up accounts for condensed financial reporting
• Apply general journal entries into closed periods
• Multiple Open Financial periods
• Cash Reconciliation Module
• Robust and customizable financial reporting
• Simple period closing routines; periods may be reopened
• Split amounts across multiple accounts for departmental reporting
• Save unlimited historical periods
• Budgets on accounts and reporting against budget
• Real time updates from associated modules including AR, AP and Inventory
ServMan provides a powerful and easy-to-use Inventory Management solution that allows you to track multiple warehouses, truck inventories, job-site inventories and more. ServMan’s features include a full range of specializations for the labor-intensive organization including:
• Flat-Rate items including multiple pricing levels and flat-rate recalculation procedures. Pricing can be set for primary, additional or after hours repair types for all pricing levels.
• Labor item types that prompt for and store actual time as well as billable with unlimited descriptions.
• Templates allow you to quickly populate quotes, orders or invoices while allowing you to pick and choose from Template components
• Assemblies for stocking kits or manufactured goods
• Serialized inventory allowing you to capture serial numbers at various stages in the receiving and sales process. View aged inventory and search by serial number. Attach notes to a serialized item and easily track all transactions through the life of the item from receipt to sales and subsequent service.
• Expense type items
• Warehouse Transfers
• Automated Job-Site Warehouse setup for large projects temporary warehousing
• Physical Inventory posting options for rapid entry
• Single click options to view all orders reserving items, warehouse balances, inventory adjustment logs, item cost table, purchase history and more
• Alias items allowing you to sell a stock a item using an alias item code and description
• Unlimited description on items that include the ability to link digital attachments like spec sheets for single click reference or sales documentation
• Unlimited conversation codes and sales units allowing you to purchase, stock or sell by varying units
• Manufacturer codes, lead times, preferred vendors, minimum and maximum stocking levels for items
• Primary and Sub Categories for simplified item classifications
• User definable Cost Codes for enhanced job cost reporting
• Print flags on items for custom print format control
• Vendor Price Books allowing you to maintain vendor specific item information and pricing
• Warranty Codes linked to items
• UPC Code and Full Bar Code Support
• Optional wireless warehouse module
Maintenance Tasking allows you to create task lists that can be linked to equipment that you maintain for yourself or for your clients. Tasks can require inventory items and can be associated with a skill set and monthly schedule. Service orders are then automatically created monthly, detailing the equipment, task and inventory requirements necessary to complete the service.
• Unlimited tasks can be entered into a task library with default inventory requirements, service interval, and skill level.
• Create Task Groups for simplified management and placement on list
• Create Task List that can be linked to equipment
• Auto Create maintenance orders for any given month by department
• View & schedule maintenance orders from the ServMan Dispatch Board
• View and manage tasks using ServMan Mobile. Task can be checked as completed, readings and comments can be posted to each task
ServMan’ Order Management system allows you to track employee-specific statuses for every work order in your system. Graphically schedule orders using ServMan’s drag and drop features or use our exclusive Auto Schedule feature for rapid schedule assignments. The following are just some of our order management features:
• Unlimited user-defined status codes for employee and order status
• Line level control over what prints and what doesn’t on your 100% customizable formats
• Schedule an order across multiple employees and days
• Create POs directly from an order with line level status links
• Add custom fields, screens and tables. Custom fields added to an order detail line will automatically pass to invoices using the same field names without any additional coding
• Post payments to orders, link documents including signatures, pictures etc. for single click viewing
• Manage and view orders by Branch, Department, Tech, or any other user definable criteria
• Paperless Mobile orders with ServMan Mobile
• Unlimited descriptions for all items, notes, etc. on the order
• Add a copy of an existing order. Insert lines, copy and paste items between different orders
• Link items to equipment for repair and warranty tracking
• Page work order details electronically to technicians
• Post expenses directly to an order from Accounts Payable using ServMan’s WIP option
• List and track tasks to be performed
• Create Recurring orders for managing recurring visits using standard recurrence patterns or by specifying specific dates, times and employees to create routes.
• Associate work types with skill levels and time to service factors to aid manual and automatic scheduling
• Guaranteed Response codes for call escalation management
ServMan’s Purchasing Module sets new standards for functionality and ease of use. Designed with the service organization in mind, ServMan offers many breakthrough features targeted towards simplifying workflow and enhancing job cost accounting.
Create POs directly from work orders forming a link on the line detail level. This allows users to view associated POs directly from the order! Optionally force PO reconciliation with orders assuring that your inventory levels will never go below zero again!
• Full Requisition system supporting multi-vendor requisitions
• Fully integrated to Accounts Payable
• Backorder POs with partial receipts
• User defined status codes on POs
• Use vendor item numbers or internal item codes on POs
• Use ServMan’s Auto Create PO module to automatically create PO’s based on your current needs
• Use vendor catalogs to research items to be purchased and maintain vendor specific pricing information
• Populate POs from Orders
• View Invoice Vouchers received against a PO with a single click option
• Optionally receive stock items directly to a job without having to run materials through a warehouse
ServMan’s optional Mobile system provides the competitive advantage of a paperless work order management system that accelerates your revenue cycle, improves billing accuracy and increases field technician efficiency. Whether you want to use Hand-held devices, laptops, tablets, or net books in the field, ServMan Mobile gives you the freedom to choose. The following are a few of ServMan Mobile’s standard features:
• View work orders by date scheduled or work type
• Capture inventory items to work orders using an integrated scanner or from our user friendly drop down list
• Capture electronic signatures to orders
• Wireless support for push/pull updates using ServMan’s Synchronization Server
• View service histories for installed equipment
• View equipment specific task list, log completed task with optional readings and comments
• Process credit cards in the field
• Log payments to orders
• Capture and link digital photo’s to work orders. Images are synchronized back to the office and linked to the client account and service order
• Log time for any number of technicians to a work order
• Flag items as “required” for follow-up visits with automated notifications to purchasing
• Optional interface to GPS Modem for real time tracking of vehicles and personnel
• Customize screens and functionality
• Customer specific pricing on the Mobile Device
• Flat Rate pricing catalogs on the Mobile Device
• Add new orders and quotes from the Mobile Device
• Set order status without opening an order
• Multiple synchronization options for reduced network traffic saving time and money on airtime
• “Real-Time” account status queries for on-call personnel
ServMan’s optional Survey Module allows you to create and administer any number of custom surveys. A survey can have up to 12 questions and include up to ten responses (i.e. Yes, No, satisfied, dislike, etc.) that can apply to the survey questions. Each response carries a weighted value of between -10 thru + 10. This allows you to weight an overall survey based on the average value of the survey responses. Surveys can be linked to a client record or a specific order!
The optional ServMan Synchronization Server allows users to create custom scripts to push/pull data from or to external sources, unattended, using our Server based synchronization service. The server allows users to create custom import/export scripts that automatically monitor for file occurrences from designated directories. Scripts are then launched performing predetermined functions with the data to/from the ServMan application. Common uses of the Synchronization Server would be to manage batch based integration with third party applications including wireless solutions. Here are a few features of the Sync Server:
• Runs as a service on your Windows Server
• Management console for monitoring synchronization activity and status
• Create custom scripts
• Interface with third party data-sets using ODBC connections
• Complete error logging
• Supports FTP and XML industry standards
• Archive synchronized data sets
• View file archives from the management console
The optional Time Clock / Payroll Module is fully integrated with ServMan for job costing, etc. It allows an employee to clock in and out through a card wedge keyboard adapter on a computer in the office, through the dispatch board via remote connection, or through a mobile device (if using ServMan Mobile).
ServMan is not designed to produce net payroll calculations or payroll checks. Producing a net payroll check requires a “full” payroll solution or service that includes tax tables, deduction support as well as contribution and pay type accumulators that ServMan does not currently support. You must use a third party payroll provider or application for payroll if you are using the ServMan application.
What the module will do is allow your organization to produce gross payroll report documents that include commission calculations, spiffs, piece rates and other pay types including vacation, sick time, overtime calculations, and overtime distributions back to job cost.
The Time Clock/Payroll Module also offers an electronic interface option to ADP for transfer of gross payroll data to process your paychecks.
ServMan’s optional Web Portal allows your clients to make service requests, check the status of their orders and even track account service histories over the Internet!
This direct web interface to ServMan virtually eliminates incoming telephone calls from clients placing orders and checking on their status. It also improves the accuracy of the service request on the work order, as it is entered directly by the client. The result is higher productivity and customer satisfaction!
Here are a few of ServMan Web Portal’s features:
• Clients can make service requests, check the status of open orders, make payments and view service history information over the Internet
• Client access to the web module is via a secure link on your website with a unique login in and password for each customer
• Clients can see only their own orders and account information
• The look and feel of the user screens can be customized to mirror your existing web graphics
• Clients can choose the desired service type from a predefined list and/or provide an unlimited text description of the problem which then appears on the technician’s service ticket
• Orders placed by clients go directly to the ServMan dispatch board for assignment
• Repair requests can be linked directly to specific equipment by the client
The optional Wireless Warehouse Module provides for streamlined processing of Purchase Order Receipts, partial and complete shipping of orders (Post Picking), returning items to stock and warehouse transfers of inventory stock items.
The Warehouse Module is designed to run on a hand-held device with an 802.11 WLAN connection. The device logs into a terminal server session that would be set up to start ServMan in Warehouse Module mode. You can also run the Warehouse Module from a desktop when logged into ServMan. Features include:
• Wireless Access
• Bar Code Enabled
• Pick Orders
• Post Orders
• Exception Post
• Return to Stock
• Warehouse Transfers
• Receive POs
• Print Item Labels