Working with 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.

Creating a Location Record

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. See Using Global Filters.

4. Complete the following fields, as necessary.

   • Address ID
     Enter the Address ID for the new location. 

     

     Microsoft Dynamics GP does not support the use of an apostrophe (') in the Address ID.

   • Note icon
     Select to open the Service Management Notes window to add or view notes attached to the Address ID.

   • Attachment icon
     Select to open the Document List window to add or view files attached to the Address ID.

   • World icon
     Select to open the Internet Information window to enter internet-related information that you want to track for the Address ID. 

   • Location Name, Address fields
     Enter 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. 

   • Inactive checkbox
     Identifies that a location is inactive. When marked, the current location will not automatically display in the location lookup window from the Service Manager window. Additionally, the Inactive check box displays as marked in the Service Manager and Maintenance Contract windows. When a location has been marked inactive, the following restrictions occur:
     • New service calls (except for MC and MCC calls) cannot be created
     • New contracts cannot be created.
     • New master contracts cannot be created.
     • Contracts cannot be renewed. If the location is associated with a contract linked to a master contract, the linked contract (with the inactive location) will not be renewed but the other contracts linked to the master contract can be renewed.
   • Bill Only checkbox
     Identifies that a location is primarily used for billing. When marked, the current location will not automatically display in the location lookup window from the Service Manager window. The primary purpose of the Inactive and Bill Only checkboxes is to reduce the number of locations displayed in the location lookup window from Service Management. By default, the location lookup window does not display the marked locations. The location lookup window does however contain two checkboxes that allow the Inactive and Bill Only locations to be displayed.
   • Salesperson ID
     Enter a new or select an existing salesperson. If the salesperson for this location is not in the Microsoft Dynamics GP records, you can add the record directly from this window.
   • Master Tax Schedule
     Select an existing schedule from the lookup. Tax schedules are created and maintained in Microsoft Dynamics GP. You can zoom on the Master Tax Schedule field to view tax details.
   • Service Area
     Select the service area, and the first and second technician IDs default from the Service Area Setup window into the Primary Technician and Secondary Technician fields.
   • Primary Technician, Secondary Technician
     These fields default from the service area. Zoom functionality opens the Technician Setup window, where you can set up new technicians or edit existing information. The expansion button in the Primary Technician field opens the Location Technicians window, where you can assign a technician to each skill level at this location. This function is used with the tasking feature in the Maintenance Contract module. When you create a service call for this location, the primary technician defaults to the Service Call window's Technician ID field.
   • Labor Rate Group
     The labor rate establishes the billing amount for your technician's work at the location.
   • Price Matrix
     Pricing matrices are used to calculate the billing amount for inventory, equipment, materials, and all other costs except labor. The Price Matrix field shows the markup charged for the customer location.
   • User-Defined
     The labels for these fields were defined during setup (Labeling user-defined fields). If lookup data was set up for the first and second Location user-defined fields, lookup windows are attached to these fields. Use the lookup to select an existing value. If you enter a new value, you will be prompted to add it to the lookup data. See Choosing Service Options.
   • Contact Person, Phone, Fax
     To specify location contact information, contact information fields must be enabled on the Service Options window. See Choosing Service Options.
   • Local Tax
     Select the Local Tax for this address, if applicable.

   • Division, Service Call Priority
     Enter a division and priority for all service calls at this location. 1 is the highest priority; None, the lowest. These values will default on the Service Call window. 

     

     If MobileTech is registered, the division is required and must be assigned at the customer location level.

   • Purchase Order Required
     Mark this checkbox if a P.O. number is required for service calls at this location. If this checkbox is marked, the Customer P.O. Number field in the Service Call window becomes a required field for all call types other than MC or MCC.
   • Service Level ID
     This default service level will also be used to calculate guaranteed response times for calls that do not have a service level agreement assigned to them through a maintenance contract.
   • Time Zone
     If the Enable Time Zone Views checkbox is marked on the Service Options setup window, the Time Zone field is enabled. Select a time zone. The description defaults.
   • Bill Customer, Bill Address
     If you are using a third-party customer or a different location to bill service work that is performed at this location, select the customer and/or location to bill. This information defaults onto the service call, overwriting the Bill To address defined on the customer record.
   • Write Off Amount Based On
     Select what the write-off amount should be based on, PO Header or PO Line.
   • Write Off Amount/Write Off Percent
     Enter the amount and/or percentage to use for the write-off.
   •  Latitude, Longitude
     Enter the data coordinates the following format: XXX.XXXXX (replacing each X with a numeric digit). You also can enter a negative symbol.
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 Filters.
• 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.

Buttons on This Window

• Save: Select to save the location record.
• Clear: Select to clear the location window without saving. If you've made any changes, you will not be prompted to save.

• Delete: Select to delete the record. 

  

  A location cannot be deleted if the location is on a maintenance contract, maintenance contract quote, service call, and/or service call invoice.

• Add: Select to open the Customer Address Maintenance window to create a new Service Management location.
• New Call: Select to create a new service call if the location or customer is not marked as inactive.
• Contacts: Select to add contacts to the location.