Creating Location Records

Because a customer may have several locations, Service Management enables you to keep multiple location records for each customer. Each customer site can be assigned its own service call records, equipment records, and maintenance contract records.

On the Location window, you keep track of the location name, address, phone number, contacts, salesperson, preferred technicians, and default labor and pricing rates. Many fields on this window are integrated with Microsoft Dynamics GP Receivables Management; changing information in Service Management changes the corresponding fields in GP, and vice versa.

1. Select Cards > Service Management > Service Manager, and select a customer.

2. Zoom on the Location Address ID field, and select Add.

3. Complete the Customer Address Maintenance window. See the Microsoft Dynamics GP Receivables Management Manual for more information. Select Save to return to the Location window. 

   If you are using global filtering, the branch you selected for the customer defaults to the new customer location record. Select the Branch indicator on the Location window to select a different branch.

4. Complete the following fields, as necessary.Address ID, Location Name, Address fieldsEnter the location and address information. To ensure that a search by address will be successful, we recommend you enter the customer's street address in the Address 1 field and the suite or apartment number in the Address 2 field. Microsoft Dynamics GP does not support the use of an apostrophe (') in the address ID.

5. Select Save.

Other features of the location window

• If you are using global filtering, the Branch indicator appears in the Location window. You can select the indicator to open the Global Filter window where you can view the branch information or make changes. See Using global filtering.

• If there is overdue scheduled preventive maintenance, the Overdue indicator displays in the Location window. You can zoom on the indicator to open the Overdue PMs window and view the list of overdue preventive maintenance service calls. You can double-click a call to open the Service Call window with the selected call displayed.

• You are also able to create service calls, equipment records, and maintenance contracts from the Location window by choosing the appropriate button.

• You can select the Closed Contracts button to view contracts for this location that have been closed.

Set up sublocations for barcoding

You can set up equipment sublocations for a customer location, and you can assign equipment to those sublocations. By validating the sublocation of each equipment record, you can ensure that they are the same throughout your organization.

Step 1: Mark the setup option

1. Select Microsoft Dynamics GP > Tools > Setup > Service Management > Module Setup > Service Options.

2. Mark the Use Validation for Sublocations checkbox. This activates the Sublocations button in the Location window, as well as the lookup window and zoom feature in the Sublocation ID field. If the checkbox is not marked, you can still enter information in the Sublocation ID field in the Equipment and Multi-Add Equipment windows, but the lookup window and zoom features will be disabled. In addition, the Sublocations button in the Location window will be disabled.

Step 2:  Complete the sublocation maintenance window

1. Select Cards > Service Management > Service Manager.

2. Select a customer and zoom on the Location Address ID field.

3. Select the Sublocations button.

4. Enter a Sublocation ID and Description.

5. Enter a Bar Code ID for the sublocation, if applicable. This may be used, for example, if a barcode is installed in the door jamb of the sublocation for equipment that is physically attached to walls.

6. Select Save when finished entering information. This sublocation can be assigned to additional equipment records by using the Sublocation ID lookup button on either the Equipment or the Multi-Add Equipment window. You can print the Sublocation List by choosing File > Print on the Sublocation Maintenance window. This report contains a list of all the sublocations that have been set up for the associated location ID and customer ID.

About autopopulating fields

The Address ID field in the Location window auto-populates. That is, if there is only one address ID in the lookup data for a customer, the address information automatically fills in when the user opens the Location window. The Division and Contract Number fields in the Service Call and Maintenance Contract windows also auto-populate. The contract number auto-populates in the Service Call window when the call type is MC.