Click To View Calendar
The Calendar Section is linked to your appointments and mail. All of your appointments will be shown here along with your mail.
Archive for June, 2009
Calendar Section
Wednesday, June 24th, 2009The Calendar Section is linked to your appointments and mail. All of your appointments will be shown here along with your mail.
Accounting Section
Wednesday, June 24th, 2009Contents
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Accounting Navigation
The accounting Section provides a place to perform all of your companies accounting tasks. You will be able to post payments to orders, reconcile those payments, view all accounts receivables, view outstanding CODs, perform payroll tasks and more.
Locate Invoice
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The locate invoice area is similar to the search area. You can choose as many search options as needed, the more fields that you search for the more specific your search will be. Once you find the order you are looking for, you can click Post Payment in the drop down under Actions to post a payment to the order and initiate the accounting process.
Post Payment
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Posting a payment starts the accounting process by telling the system that you are ready to make a payment on the order. You can choose to make a payment to as many services and fees associated with the file as necessary. As you click the check boxes the Payment Amount field will auto populate with the total amount. You can then add a transaction number and payment type to complete the payment. When you click Submit Payment the Reconcile Receivables area will contain the details of the newly posted payment.
Post Multiple Payments
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Posting Multiple Payments is similar to posting a single payment with the difference being that you can use one payment method to pay multiple orders. This is often necessary when you are paying for many services and expenses from the same company.
Unallocated Payments
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The Unallocated Payments section gives you three options. Issue Customer Refund, Pay Another Transaction File and View Details. This can be necessary when a file is overpaid and you want to balance the account by allocating the funds.
Upload Reports
When you click the upload reports section you will be able to first search for an order and then upload a report to that order. The Upload Reports area also allows you to make enhancements to the order by changing or adding details such as the order status, weather conditions, attendance and other notes.
To upload a report to the order scroll down to the File Uploads heading and click browse to locate a file on your hard drive. You can choose whether this file will be attached to the email and to whom the email will be sent to. The Files Attached To Order section gives you a break down of what files are currently attached to the email. When you are finished you can choose to simply upload the reports to the file, send out emails and then discard the reports, or both save the reports to the file and send out email notifications.
Accounts Receivables
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The Accounts Receivables section contains all money that has been confirmed received. Any money received can be confirmed or reconciled in the Reconcile Receivables section. Once money is Reconciled it will no longer show up in the Reconcile Receivables section, it will now show in Accounts Receivables.
Reconcile Receivables
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When payments are posted to an order they will be placed in the Reconcile Receivables section. This can be thought of as a checks and balances area to confirm that the money has actually been received. After the receivable has been reconciled it will now show up in the Accounts Receivables section.
Payroll
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The payroll section allows you to post a payment to a worker. Click the “Only List Employees With Payments Owed” button to list employees who are due money, optionally you can also choose a date range to search by. To view all employees regardless of money due click the “Display All Employees” button. Once the desired employee is located click the “List Unpaid Fees” to see details pertaining to the employees services and fees. You can click as many check boxes next to each service that you would like to pay. You can also choose the workers fee split by allocating a percentage, fixed or hourly amount of the total. To begin the process of paying the worker select at least one check box and click the “Post Payment” button. This will bring up a page listing the details of the payment.
Payroll Statements
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After you have posted a payment to a worker you can visit the Payroll Statements section to print a summary of the payment. This is a handy feature will allow you to add a summary of the order along with the check. You can search for a payroll statement by selecting an inspector in the dropdown and optionally choosing a date range of posted payments. If you know the check number that was used to pay the worker you can also search for that. Once the worker is located a list of payments will be displayed in the search results. Click “View Details” under the Actions heading to see a PDF of the payment details.
Outstanding CODs
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The Outstanding CODs section provides a view of all money that has not been received. If you have created an order and it has not yet had a payment posted to it, it will be placed in the outstanding CODs section. In order to remove it from this section use the drop down under the Actions heading to Post Payment. You can browse all outstanding CODs by using the arrows in the heading to sort the results. You can also use the drop down under the Actions heading to navigate to a specific place in the order.
Aged Receivables
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The Aged Receivables area provides a breakdown of all money received. You can click the date range tabs to narrow the results based on a specific date range.
Reports Section
Wednesday, June 24th, 2009
Reports Navigation
The reports section currently allows you to generate referral source and brinks PDF reports based on your selections. You can use the Save Selected Preferences button to save and use the same selections for future use. If your business needs to generate reports based on data that is not currently supported contact support@poky.com to find out more about custom reports.
Brinks Reports
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Brinks reports allow you to select data from the database and create a report based on that data. The only required field is the date range, but you will usually want to include selections from one or more of the other areas. The order contains fields allows you to select what services and workers are associated with the order along with the overall status of the order. You can then select how the PDF will be formatted and to whom the report will be emailed to. If you want to save these selections for future use click the Save Selected Preferences button, this will bring up a dialog asking you to name the preferences. At anytime you can click the Generate Report button to see the created report based on your selections. The brinks report will include data such as the customers information and whether a security system is present and if the customer wanted a security evaluation.
Referral Source Report
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Creating a referral source report will generate a report containing data about the customer, location information and details about the selling, listing and referral agents/ sources involved. This report is similar to the Brinks Report in that you can make selections from the date range, order contains, PDF format and email fields. However with the referral source report you will most likely want to make client company and client individual selections. Doing this will allow you to narrow down the companies that will be returned in the report and you can narrow things down even further by selecting a limited number of employees associated with these companies. To search for company individuals that are associated with the selected companies above click search without entering anything in the search field. Or you can search for specific individuals by name. As with the Brinks report you can select who will receive the email and in what format. You can also save the selections for future use.
Load Saved Preferences To Auto Populate Selections
Save Your Selections For Future Use
Custom PDF Reports
If your company needs to obtain PDF reports on different data that is being stored you can contact support@poky.com to get more information on custom reports. We are here to make managing your business on the web as easy as possible and custom reports are part of that commitment.
Preferences Section
Tuesday, June 23rd, 2009Contents
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The Preferences Section allows you to change company specifics such as your hours of operation, email options, accounting preferences, site navigation and order preferences. Setting up these options will provide defaults for processing your order flow and other tasks associated with the order flow.
Order Details
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Navigating to Order Details will allow you to change and preview the options that are present in the order flow. To add a new option highlight an option on the “Available Options” side and click the green arrow, to remove an option select from the “Selected Options” side and click the red arrow. You can also change the order of options by using the green up and down arrows. To save your changes click update and preview the new list of options below.
Company Details
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The Company Details area allows you to change basic information regarding your business such as Name, Street, City, Phone, Email, Logo and Domain. To update your logo click the browse button to locate a PNG, JPG or GIF file on your hard drive.
Edit Email Preferences
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This is where you will both modify existing email preferences and create new email messages along with the rules associated with them. To edit an existing email message click “Edit” under the options header. This will allow you to change the Title, Status, Subject, Message, Recipients, and Attachments. You can also add filters to your emails to specify when the email will be sent. When creating the body of your message a variety of predefined variables can be used to grab information automatically for you. You can also clone a message by clicking “Clone” under the options header. This is handy if you want to create a new email that is similar to an existing message. Lastly you can delete a message by selecting “Delete” under the options header.
Website Content
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Editing the Website Content area allows you to customize the look of your Poky.com hosted website. You can add a new page to your site by clicking “Add New”. You will want to document the page by giving it a title and then you can use the WYSIWYG editor to customize the look of the page. The page title will also be used as the link from the homepage to that page. You can switch the online/offline status of the page by clicking the gray circle. All pages that are currently online will be automatically linked to one another from the home page.
Website Template
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This is where you will select a template for your website. If you have not updated your template, visiting your site will ask you to do this before it can generate the content for you.
Company Preferences
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This is where you can edit your company specifics such as Hours, Email Options, Accounting, Site Navigation and Order Preferences. Editing Email Options allows you to change defaults such as who is the sender of outgoing emails and whether or not you are sending security evaluations to brinks.
The accounting options allow you to decide whether you are going to reconcile receivables before submitting payroll and how payroll is issued.
This is also the area to formally name the workers that you schedule for. Examples of this include Agents, Inspectors or Pharmacists.
Lastly you can specify your order preferences that are present in the work flow such as the value for time drop downs, the invoice/ file format and the starting number for your invoices.
Edit Permissions
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This page allows you to setup which pages certain users can access. Users are broken down into 4 groups, Admins, Inspectors, Staff and Office Managers. The Admin user will always have the ability to view all pages, however the other 3 users can be given permission to view as many or as few pages as necessary.
