Service CRM Online Software | Poky.com

Permissions

mike — Tue, 25 Aug 2009 19:57:15 +0000

This is a wiki

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Switching Companies

mike — Wed, 24 Jun 2009 16:01:05 +0000

If you operate more than one company switching between them is easy. Just click the switch companies navigation link and you can choose from a list of your companies. Your login details for each account will always be the same however your contacts, orders, emails, and other managerial information will be different between accounts.

Search Section

mike — Wed, 24 Jun 2009 15:58:24 +0000

The search section provides a means to search for your orders. You can choose to search based on three main categories, Order Information, Job Location and Date Range. Choosing to fill in more of the search options will give you a more specific search and will return less results. You can choose to search using as many of the fields as necessary, depending on how narrow you want the search to be.

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Orders Section

mike — Wed, 24 Jun 2009 15:55:58 +0000

Orders Navigation

The Orders Section allows you to view all of your orders, or you can break your view down to just Confirmed, Pending, Completed or Canceled orders. When you narrow your search down from all orders to one of the other selections you will have the ability to search your orders in the same way you would use the search section. This is also the place to visit when you want to start a new order flow. You can do this by clicking “Add New Order”.

Click Here to view more about the B2B order flow

Click Here to learn more about the B2C order flow

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Emails Section

mike — Wed, 24 Jun 2009 15:54:25 +0000

[ hide ]

1 Email Outbox Navigation
2 Worker Confirmation
3 Edit Email Messages

Email Section Navigation

The Email Section displays information about your Sent, Pending and Canceled Emails, while also allowing you to keep up on your worker confirmation emails and custom email messages.

Email Outbox Navigation

Outbox Navigation

You can view your entire outbox by clicking “Email Outbox” or you can view your pending, canceled or sent emails by clicking their respective links in the drop down. Pending emails are emails that are waiting in queue to be sent. This can happen when email filters are being used or while instant emails are waiting to be sent. You can choose to delete, cancel or edit these emails if changes are needed before sending. If you cancel the message it will be placed in the canceled tab where you can resend the email or delete it. Clicking the Sent tab allows you to see which emails have been successfully sent, use the arrows in the table header to customize your view.

Worker Confirmation

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The Worker Confirmation area allows you to view how your workers have responded to your worker confirmation emails. You can view your Accepted, Pending, Confirmed and Declined worker confirmation emails by clicking the appropriate tab. Furthermore you can search by file number or sort by worker type or worker name to find the worker(s) you are looking for.

Edit Email Messages

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The Edit Email Messages area allows you to edit, clone or create new email messages. Create a new email message by clicking “Create New Message” This will allow you to enter the message title, subject and body. You are able to enter predefined variables to draw information automatically into your message. This means you can automatically pass information such as the order status, property number, first and last name into your emails. The Recipient section allows you to specify who will receive your email. The Add Attachment section allows you to choose which files should be attached to your email. Lastly you can choose to add Mail Filters which will allow you to specify when the email is sent. If no filter is chosen the default of instant will be used.

Cloning an Email

Cloning an email message is useful if you need to create an email similar to one you have already created. Clicking “Clone” will ask you to rename the cloned email, this is to keep it separate from the original email. You can then click “Edit” to make any changes necessary to the email message.

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Calendar Section

mike — Wed, 24 Jun 2009 15:53:31 +0000

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.

Accounting Section

mike — Wed, 24 Jun 2009 15:51:31 +0000

[ hide ]

1 Locate Invoice
2 Post Payment
3 Post Multiple Payments
4 Unallocated Payments
5 Upload Reports
6 Accounts Receivables
7 Reconcile Receivables
8 Payroll
9 Payroll Statements
10 Outstanding CODs
11 Aged Receivables

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.

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Reports Section

mike — Wed, 24 Jun 2009 15:49:40 +0000

[ hide ]

1 Brinks Reports
2 Referral Source Report
3 Custom PDF Reports

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.

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Preferences Section

mike — Tue, 23 Jun 2009 19:10:52 +0000

[ hide ]

1 Order Details
2 Company Details
3 Edit Email Preferences
4 Website Content
5 Website Template
6 Company Preferences
7 Edit Permissions

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.

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Manage Section

mike — Mon, 22 Jun 2009 20:17:51 +0000

[ hide ]

1 Workers
1.1 Edit Information
1.2 Edit Percentages For Line Items
2 Companies
3 Company Individuals
3.1 Edit Individual Information
4 Services and Fees
4.1 Editing Services
4.2 Editing Expenses

Manage Section Navigation

The Manage Section allows you to get a birds eye view of your business while allowing you to edit and manage all of your Workers, Companies, Services and Fees. While visiting this section you will be able to decide which company to individual relationships to create. You can also create company to company relationships or child companies.

Workers

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You can search for workers by typing any part of the workers name in the search box and clicking Search Contact Listings. When you find the workers name you can edit their Contact Information and User Preferences by clicking “Edit Information”. Alternatively you may choose to click on “Edit Percentages For Line Items”. This page will allow you to allocate money earned from services and fees.

Edit Information

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When you navigate to Manage-Workers-Edit Information you will have the ability to change the workers Contact Information and User Preferences. Contact information is a list of all of the workers basic information such as Name, City, Phone and Email.
There are 4 options under User Preferences. Workload Report, Map Tracking, Email Options and SMS Text Message Options.

Edit Percentages For Line Items

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Clicking this option allows you to get a break down of all of your Service and Expense Fees and how they are being allocated. To change your allocation rules choose percentage, fixed or hourly, and provide appropriate values. You can also take a deduction directly from the fee and begin calculations from the new price. To create new services and expenses navigate to Manage-Services and Fees.

Companies

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The Companies area allows you to break your company contacts into sub categories such as Inspector, Real Estate or Attorney. You can add new companies by clicking the “Add Company” tab. This will allow you to add Primary Company Details about your company and associate child companies or individuals with this company. Once this information is saved you will then be able to use this company and its associated companies/ workers in your order flow.

Company Individuals

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You can search for a company individual by entering any part of their name into the search field. Once the individual is located you can click Edit Information to edit the workers contact and company details.

Edit Individual Information

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You can assign as many companies as needed to an individual worker but only one primary company is allowed. The primary company is the default company used throughout the order flow. To add a new company to an individual first search for the company and then select it via the drop down. Once the company is selected, clicking update will assign the company to that individual. To assign a new Primary Company to an individual, select the radio button next to the company and click update. You can also completely remove a company to individual relationship by clicking unassign, under the options heading.
You can also edit a company just as if you clicked on Manage-Companies-Edit Information. This area allows you to edit company details, associating companies and individuals, and services and fees. To edit the primary company you can click “view primary” on the main page.

Services and Fees

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This section allows you to perform tasks related to your services and fees such as deleting, cloning or creating new services and fees, and editing the category and associated fees related to your services and fees. To begin working with your services and fees click one of the options on the main page. To clone a service or fee click “clone” and be sure to give the copied service or fee a new name. You may also delete a service or fee by clicking “delete”.

Editing Services

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When you need to update an existing service you can edit both the category and and the associated fees. You must make sure that the Service/ Expense Category is the same as the Service Category you are editing. In other words you can only assign a fee to the category you are currently editing.

Editing Expenses

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When editing expenses you will notice that there area limited number of options under the “Edit Expense Category” tab. If you select yes for “Expense Category Company Specific” you will be presented with a list of companies to associate that expense category with. This means that while working through the order flow the only companies that will be able to access this fee will be the companies you select.
Editing Associated Fees is done in the same manner as editing associated fees for services.

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Service CRM Online Software | Poky.com

Permissions

Contents

Switching Companies

Search Section

Orders Section

Click Here to view more about the B2B order flow

Click Here to learn more about the B2C order flow

Emails Section

Contents

Email Outbox Navigation

Worker Confirmation

Edit Email Messages

Calendar Section

Accounting Section

Contents

Locate Invoice

Post Payment

Post Multiple Payments

Unallocated Payments

Upload Reports

Accounts Receivables

Reconcile Receivables

Payroll

Payroll Statements

Outstanding CODs

Aged Receivables

Reports Section

Contents

Brinks Reports

Referral Source Report

Custom PDF Reports

Preferences Section

Contents

Order Details

Company Details

Edit Email Preferences

Website Content

Website Template

Company Preferences

Edit Permissions

Manage Section

Contents

Workers

Edit Information

Edit Percentages For Line Items

Companies

Company Individuals

Edit Individual Information

Services and Fees

Editing Services

Editing Expenses