Service CRM Online Software | Poky.com» image loads

Emails Section

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

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

Click To Enlarge
Note: When image loads click to enlarge a 2nd time to reduce blurriness

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

Click To Enlarge
Note: When image loads click to enlarge a 2nd time to reduce blurriness

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.

This page is wiki editable click here to edit this page.

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

Click To Enlarge
Note: When image loads click to enlarge a 2nd time to reduce blurriness

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

Click To Enlarge
Note: When image loads click to enlarge a 2nd time to reduce blurriness

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

Click To Enlarge
Note: When image loads click to enlarge a 2nd time to reduce blurriness

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

Click To Enlarge
Note: When image loads click to enlarge a 2nd time to reduce blurriness

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

Click To Enlarge
Note: When image loads click to enlarge a 2nd time to reduce blurriness

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

Click To Enlarge
Note: When image loads click to enlarge a 2nd time to reduce blurriness

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

Click To Enlarge
Note: When image loads click to enlarge a 2nd time to reduce blurriness

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

Click To Enlarge
Note: When image loads click to enlarge a 2nd time to reduce blurriness

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

Click To Enlarge
Note: When image loads click to enlarge a 2nd time to reduce blurriness

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

Click To Enlarge
Note: When image loads click to enlarge a 2nd time to reduce blurriness

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.

This page is wiki editable click here to edit this page.

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

Click To Enlarge
Note: When image loads click to enlarge a 2nd time to reduce blurriness

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

Click To Enlarge
Note: When image loads click to enlarge a 2nd time to reduce blurriness

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.

This page is wiki editable click here to edit this page.

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

Click To Enlarge
Note: When image loads click to enlarge a 2nd time to reduce blurriness

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

Click To Enlarge
Note: When image loads click to enlarge a 2nd time to reduce blurriness

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

Click To Enlarge
Note: When image loads click to enlarge a 2nd time to reduce blurriness

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

Click To Enlarge
Note: When image loads click to enlarge a 2nd time to reduce blurriness

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

Click To Enlarge
Note: When image loads click to enlarge a 2nd time to reduce blurriness

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

Click To Enlarge
Note: When image loads click to enlarge a 2nd time to reduce blurriness

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

Click To Enlarge
Note: When image loads click to enlarge a 2nd time to reduce blurriness

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.

This page is wiki editable click here to edit this page.

B2B Order Entry Wizard

mike — Mon, 22 Jun 2009 17:34:34 +0000

[ hide ]

1 Client Info
2 Order Details/ Scheduling
3 Search Results
4 Order Confirmation
5 Services
6 Expenses
7 Allocate Fees
8 Email

B2B Order Entry Navigation

The B2B order entry wizard is tailored to businesses that do scheduling with other businesses. Through out the order flow you will find a company, specify the service you are looking for, find a suitable worker, wait for the workers confirmation or denial, and if necessary send an email to the worker with service and expense information.

Client Info

Click To Enlarge
Note: When image loads click to enlarge a 2nd time to reduce blurriness

The Client Info tab allows you to either select an existing customer via the Existing Customer Search or you can add a new client by selecting Create New Client Company in the drop down. If you choose to create a new company you may also want to create a new client to associate to that company. Doing this will automatically assign the newly added client to the new company in Manage-Company Individuals. This is a convenient way to add new company to client relationships without having to visit the Manage page section.
The same situation holds true if you select an existing customer. You can either assign an existing client via the drop down or you can create a new client in which case the client will be saved in the Manage-Company Individuals for future use.

Order Details/ Scheduling

Click To Enlarge
Note: When image loads click to enlarge a 2nd time to reduce blurriness

This tab allows you to select what date, time, duration and services you are searching for. After you have made your selections you can hit next to view the search results.

Search Results

Click To Enlarge
Note: When image loads click to enlarge a 2nd time to reduce blurriness

This tab generates results based on the information provided in the Order Details/ Scheduling tab. You can then send any of your predefined messages to the worker via email or SMS.

Order Confirmation

Click To Enlarge
Note: When image loads click to enlarge a 2nd time to reduce blurriness

This tab allows you to check the status of your order. The Appointment Status will depend on how the worker replies to your email or SMS. You may also want to change the Order Status depending on the stage of the order.

Services

Click To Enlarge
Note: When image loads click to enlarge a 2nd time to reduce blurriness

The Services tab allows you to assign different services to the order via the drop down. You can edit your predefined services in Manage-Services and Fees You will need to make sure you select a Date and Pharmacist/ Technician for each service before proceeding. If you choose you can override your predetermined prices by adding a value to the Override field, also you can add more than 1 of each service by changing the Qty field.

Expenses

Click To Enlarge
Note: When image loads click to enlarge a 2nd time to reduce blurriness

Expenses are similar to services in every way except for the actual fields in the drop down menu. Again you can modify these predefined expenses by navigating to Manage-Services and Fees.

Allocate Fees

Click To Enlarge
Note: When image loads click to enlarge a 2nd time to reduce blurriness

The Allocate Fees tab is generated based on the services and expenses associated with that order. You can choose to pay your worker based on a fixed, hourly or percentage rate. You can also choose to take a deduction from the total amount. When you have finished calculating the fee allocation you will be able to see the original total, deduction total and the workers cut.

Email

Click To Enlarge
Note: When image loads click to enlarge a 2nd time to reduce blurriness

The email tab allows you to specify when and to whom emails are sent. Depending on your order flow you will be given the opportunity to send emails to Customers, Others, Listing Agents, Selling Agents and Referral Agents. If you have not setup your email preferences in Preferences-Edit Email Messages, you will only be able to send emails instantly. Setting up email preferences is beneficial when you want to send emails at a specific time or day.

This page is wiki editable click here to edit this page.

B2C Order Entry Wizard

mike — Mon, 22 Jun 2009 13:49:58 +0000

[ hide ]

1 Client Info
2 Property Info
3 Property Details
4 Referral Source
5 Scheduling Services
6 Allocate Fees
7 Email

Order Flow Navigation

The B2B entry wizard allows you to enter and keep track of information that is important to your business. If you need to make changes as you go the navigation tabs provide access to different areas of the work flow. This documentation shows the work flow for an appraisal business, your industry may require different information, but this should still provide a good reference.

Client Info

Click To Enlarge
Note: When image loads click to enlarge a 2nd time to reduce blurriness

The client info tab allows you to enter information about the customer you are servicing. You can search for previous clients by using the search feature, when a search is complete and a customer is selected the customer details will automatically populate for you. If you are servicing a new customer leave the pull down set to Create New Customer and begin editing the client details.

Property Info

Click To Enlarge
Note: When image loads click to enlarge a 2nd time to reduce blurriness

Here you can add basic details about your property such as the street number and zip code. Begin by searching for your property, if no selection is found you can create a new property by entering the necessary fields.

Property Details

Click To Enlarge
Note: When image loads click to enlarge a 2nd time to reduce blurriness

This part of the work flow expands on your property details. Details such as Property Size, Property Style and Status can be entered here.

Referral Source

Click To Enlarge
Note: When image loads click to enlarge a 2nd time to reduce blurriness

The Referral Source tab allows you to select the selling and listing agents associated with the order.

Scheduling Services

Click To Enlarge
Note: When image loads click to enlarge a 2nd time to reduce blurriness

This is where you can associate your predefined services to your order. Start by clicking a check box under the Available Services/ Expenses heading. This will populate a list of services related to that category, which can be selected by clicking the check box next to the specific service or fee. The Inspector, Date, Time and Duration fields are all required for a service, however a fee does not require these fields.
Note: To setup your predefined fees and services go to Manage-Services and Fees.

Allocate Fees

Click To Enlarge
Note: When image loads click to enlarge a 2nd time to reduce blurriness

After you have included the required services and fees to an order you can begin to allocate that money to your employees. You can choose Hourly, Fixed or Percentage as a means to allocate the money earned from your services and fees. To edit your predefined fee splits go to Manage-Workers-Edit Percentages For Line Items. Alternatively you can edit your fee splits on the fly by clicking “Resolve Now” when a fee split is pending. You can also override your saved fee splits by changing the data in the table.

Click Resolve Now To Save A Fee Split

The above warning will be shown whenever you assign a fee or service to an employee that does not have a predefined payout for that fee or service. Clicking “Resolve Now” will allow you to save a fee split for that employee for future use. This means the next time you associate that fee with that employee the fee split will be generated based on this save. Remember you can always override any predefined fee splits.

Email

Click To Enlarge
Note: When image loads click to enlarge a 2nd time to reduce blurriness

This page is wiki editable click here to edit this page.

Service CRM Online Software | Poky.com» image loads

Emails Section

Contents

Email Outbox Navigation

Worker Confirmation

Edit Email Messages

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

B2B Order Entry Wizard

Contents

Client Info

Order Details/ Scheduling

Search Results

Order Confirmation

Services

Expenses

Allocate Fees

Email

B2C Order Entry Wizard

Contents

Client Info

Property Info

Property Details

Referral Source

Scheduling Services

Allocate Fees

Email