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www.joblogic.com V 7.0.2.3 September 2016 CoreLogic is the foundation of your system. The module that helps you set up and maintain your data, resulting in you working faster and more proactively. Table of Contents o Getting Started o Jobs, Job Types and other options o Using the Miscellaneous Codes section o Creating a parts library and how it helps o Engineers o Customer Records o Site Records o Suppliers o Costing & Invoicing o Equipment o Icons Legend o System Settings
Transcript
Page 1: CoreLogic is the foundation of your system. The module that … · 2017-10-31 · through the CoreLogic menus in the “recommended” way. (Please refer to the “Data Set up Recommendation

www.joblogic.com V 7.0.2.3 – September 2016

CoreLogic is the foundation of your system. The module that helps you set up and maintain

your data, resulting in you working faster and more proactively.

Table of Contents

o Getting Started

o Jobs, Job Types and other options

o Using the Miscellaneous Codes section

o Creating a parts library and how it helps

o Engineers

o Customer Records

o Site Records

o Suppliers

o Costing & Invoicing

o Equipment

o Icons Legend

o System Settings

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Getting Started

CoreLogic is a vitally important part of the Joblogic system. What you put into the data

will determine what comes out, the better information you put in the better

information you get out.

During your training, it will be explained to you how important it is to get the “core

Set up” right and to take your time with it. With that in mind, this user guide is going to take you

through the CoreLogic menus in the “recommended” way.

(Please refer to the “Data Set up Recommendation Sheet” provided in your training

sessions, to help with this user guide).

Remember that CoreLogic is unique to every business that sets it up, so use

teminology you are familiar with and should you have any questions contact our

Training or Support team for answers.

CoreLogic sits around one option inside it’s menu – “Maintain Data”.

Using the CoreLogic menu at the top of your screen and putting your mouse on the

“Maintain Data” option will open the full menu of where your data is “stored”.

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Jobs, Job Types and other options

Job Types are your job “Heading”, the first level of information. It’s the first question asked when

clicking the “Log Job” button (covered in the ServLogic user guide).

JobLogic has one Job Type already entered into the system called “Maintenance”. You

MUST NOT delete this Job Type, it can be renamed, but not deleted as PlanLogic uses it.

Above is an example Job Type entered into the core data. This now becomes a choice when

logging a job. i.e. A call to your office, where the customer has a problem, may be classed

as a “Call Out” or “Reactive Work”. Whichever terminology you use, set that up in

here, using the “Task Types” (explained in the next section) to then show the problem (i.e.

Boiler Leak; AC Leak, No Heating or Hot Water, Alarm Panel Fault etc)

…………continued on the next page

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The screen needs certain information entering, which is explained below:

1. Prefix – Enter a single letter here which will become part of the job number

(Remember to make it relevant to what you are typing in the description)

2. Description – Enter your description of the Job Type here.

3. Nominal Code – Some accounts systems use Nominal Codes for financial reporting.

These can be based on the type of work being carried out. (Before entering anything

here, check with you accounts team or your JobLogic Trainer)

4. Task Type – If you select a task type here, it will always display when logging this type

of work. This is used in rare situations.

5. Colour – Job Types can be given a colour which displays in the diary (DateLogic)

6. Default signature…. – If using PDA Logic, this can be ticked to enforce a signature is

captured on the completion of job (This is not needed with JobLogic Mobile).

7. Deploy Plant…. - If using PDA Logic, when ticked this will ask the user if they want to

deploy the plant information to the engineer, when deploying a job.

(This is not needed with JobLogic Mobile).

8. Cost Headers – These are explained at the start of the CostLogic User Guide, however,

they are auto-populated once you click on save.

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Job Priorities

Job Priorities are also known as Response Times or S.L.A.’s (Service Level Agreements), but

they all mean the same, it’s the time frame agreed you will have an engineer on site from the

moment the job is logged/called in.

In this screen you can set any priorities you have agreed on with your clients.

If, for instance, you had an agreed 24 hour response time, you would enter it as above, using

the “Traffic Lights” colour system, which would display on the Job Desk (SDQ).

The job would have a green background when logged, it would then turn amber to warn

12 hours have passed and finally would turn red when you have reached your agreed time frame.

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Completion Codes

Inside the CoreLogic -> Jobs menu is an area for “Completion Codes”. If you use a library of

completion codes, enter them in here and they are available when completing the job.

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Cancellation Reasons

Cancellation reasons can be used when cancelling a job (If switched on in “System Settings”)

on the Job Desk(SDQ). When clicking “Save”, after selecting the status “Cancelled”,

JobLogic will prompt you to choose a reason from the library set up (as above).

Please refer to the last section in this user guide called System Settings on how to set

this and other options on or off.

Expenses

The last part of the CoreLogic -> Jobs menu is expenses.

The expenses library is used in 2 ways. Firstly the office user can “Insert” an expense cost

into any job whilst costing it. Secondly the engineer can enter an expense to the job from

his mobile, letting you know for instance that he has paid for parking, or toll roads etc.

Enter as many expense options as you wish and remove any of the examples you don’t need.

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Using the Miscellaneous Codes section

The Miscellaneous Codes section will help you search, report and schedule better and

in more detail. This part of the user guide will explain how to do this.

Using the CoreLogic menu, click on the “Misc” option then select “Codes”. This will open

the codes window, with its categories down the right hand side.

The first category is for “Areas”. Every site you put in JobLogic has to belong to an

area. With this armed in the right way you can report on any given area, search by areas and

schedule jobs/visits by using the area more efficiently. How detailed or basic you make it is down

to you, however, remember what you put in is what you get out.

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Engineer Branches are used to group engineers to specific offices/depots or regions.

This will help when scheduling jobs for particular areas and also give you very detailed P&L,

WIP and job reports.

Engineer Classes (below) are used to define the engineer’s employment role, making your

scheduling, of engineers to jobs, more efficient. P&L, WIP and job reports can also be produced

based on the class.

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Engineer Trades are a powerful way to really speed up scheduling as well as reporting on

the different trades/skill sets you may have in your team.

By separating your engineers into different trades, you can easily identify who is required for

a particular job when using DateLogic.

Fault Codes can be used as a “third level” of detail/reporting on a job. Job Type , Task Type

along with Fault Code will give you great searching and reporting facilities.

But they are not needed by everyone, so discuss this with your trainer as they may not be for you.

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Supplier Classes store different types of suppliers into categories. When entering a supplier

into CoreLogic you will be prompted to choose which category it belongs to.

Task Types are a powerful way to detail the different types of works you carry out at a

site. For instance, if you log a “Call Out” job, that’s all it can report to you, yet if you then

add the task type as “No Hot Water” you can now report on all the No Hot Water call outs

you have been to. You can also produce P&L and WIP reports for them.

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Abort Codes are only used by PDA Logic (not the newer JobLogic Mobile). When an engineer

aborts a job, he will be prompted to select a reason from this library.

Creating a parts library and how it helps

The parts library can help with costing and invoicing, purchase orders, asset control and

gives the engineers a huge library to choose from whilst using parts on a job.

When opening the parts library, it first displays the top 100 records, this is for optimisation

purposes. Rather than scrolling down the list you can use the 2 search filters at the top of the

screen. Set the search filter at the bottom of the screen with what you wish to search by.

The screen displays the Part Number, Description, Quantity, Unit of measure, Price and best

price columns.

…….continued on the next page

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Clicking on “Insert” will begin the process of entering a new part into the Library.

(Did you know that engineers can now add parts to you library from their JobLogic

Mobile software?)

1. Part Number – Enter a part number to store the part in the library.

2. Description – Full description of the part.

3. Quantity – Quantity in which the part/s are bought.

4. Measure – The unit of measure in which the part is brought in (i.e. Each, Pack, KG etc)

5. Supplier – Here you can attach the part to a specific supplier if required.

6. Supplier Reference – The suppliers unique reference for the part if required.

7. Part Nominal – If nominals are used, at parts level, by your account team, enter them here.

8. Serial No: - If applicable enter the serial number for the part here.

9. Customer ID – Please ignore this field as it is for JobLogic internal processes.

10. Class – If you use “Classes” to separate Equipment types, this is a shortcut to do this.

11. Category – This allows you to categorise parts into groups/manufacturers etc.

12. Spec – This sets up the Asset with a given number of hours, for servicing, plus any notes.

13. Currency – If different exchange rates are used, enter the correct currency here.

14. Current Cost – The current cost of the part.

15. Selling Price – If a default “sell value” is required enter it here, otherwise it can be left

blank, so that the “uplift” on the agreed contract rate can calculate the price

(see the section, in this user guide, for contract rates which explains this in detail).

16. Sell Tax Code – Choose the applicable Tax Code.

17. VAT Rate – This will be determined by the Tax Code above.

18. Date – The date the part was entered into the library or last edited.

19. Active – Ticked this part will display for all to use, unticked it will be hidden.

20. Asset – This determines whether the part can be used as a recorded asset to a site.

(For example a boiler is a “potential” asset but 2 meters of copper piping isn’t)

21. Show In Buylogic – This ticked will display the part for selection when raising a purchase

order. Unticked, the part won’t be available.

22. Attachments – You can attach multiple attachments to a part record.

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Engineers

The engineer screen has multiple uses, it can be used as a business and personal record, storing

addresses, NI number, telephone numbers, rates** and so on, as well as being able to show their

employment position and trades covered. You can also store electronic files against their record,

such as driving license / work permits / qualifications etc.

To create a new engineer record, click the “Create New Engineer” button and fill out the

information shown in the example below:

**Engineer rates are covered in the CostLogic User Guide.

**Engineer Location is stock monitoring purposes and covered in the Stocklogic User Guide.

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Customer Records

Customer records are your clients “head office or the invoiceable address”. The customer record

should contain the default information required for the system, such as Name, Tax Code, VAT

Rate, Account number and more.

To enter a customer on to JobLogic, you can either use the CoreLogic menu and click on the

customer menu inside or use the “quick launch” icon at the top of your screen which looks like

a person wearing a red tie.

1. ID/Number – The unique code/number to store the customer in the database.

If your accounts package uses upto 6 characters in its account reference/number this

can be entered here as well as the “Account Number” field at the bottom right.

2. Customer Type – This allows you to group you customers into different types, trades

or categories.

3. Tax Code – Select the default Tax Code for your customer, which will then give it

its correct VAT Rate. This is covered further in the “CostLogic User Guide”.

4. Inactive – Tick this box if you stop working with this customer. It will hide the record

but you are still able to refer back to their history.

5. SOR Markup % - If you are using RateLogic, you can default a discount or Mark up/

Uplift for your customer here. Please see RateLogic User Guide for more information.

6. Nominal Code – Please refer to the CostLogic User Guide for more information.

7. VAT Number – Your customers VAT number can be entered in here.

8. Account Number – Enter your customers “Account number/reference” from your

accounts package in this field. This number MUST match what is in your accounts

package for the “LinkLogic” csv export to work.

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Across the top of the customer screen are 4 “Tabs”. The “Options tabs (Pictured below) lets you

set up predetermined information which will affect the way jobs are costed and invoiced for the

customer, as well as how sites are numbered (Unique ID/Number) in the site screen.

Contract Defaults – These are covered in the CostLogic User Guide. When set up, in

the CostLogic menu, select which Rate and Type belong to the customer you have

entered.

Site Numbering – Each site, that belongs to the customer, that you enter into

JobLogic will need an ID or Number. You can do this manually or tick the “Auto

Increment Contracts” tick box, giving it a “Prefix” below, will automatically give

the site an ID each time you enter a new one to that customer.

The “Notes” button, on the right of the screen, allows you to put specific notes against the

customer. This could be additional email addresses, phone numbers or generally information.

The “Mark” button will give you the option of suspending the customer, with their sites, for

non-payment or other reasons. This will prompt you when logging a job, to confirm whether you

want to go ahead as they are suspended for “X” reason.

Finally the “WebLogic Login” button will take you through setting up the customer to enable

them to use the WebLogic Portal, allowing them to see their own jobs, print off information and

even log their own jobs. All permissions are controlled by the JobLogic record you set up.

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The last “Tab” on the right is “Warning Notice”. In here you can set up “pop up” messages

that appear when logging a job.

It can be anything you like, from reminders or a warning about a particular customer.

You can have up to 3 different “sets” of warning notices that will each display in a separate

“Pop-up” when logging the job. To disable them untick the tick box.

The “Attachments” button on the right gives you the option of storing any electronic file

connected with the customer.

Click the button to open the screen below -

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Click the “Insert” button and browse to where the file is stored on your PC/Network.

(Remember, if you are using JobLogic Hosted Version, you will need to copy and paste the file to

your “remote desktop” and then browse to that. Your trainer will take you through this in training

day 1).

Once added to the Joblogic Attachments, hosted users can delete the original file off the desktop,

as the attachments are “Stored” inside the database.

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Sites Records

Sites are records where the work is actually carried out. So not the customers head office, the

place where your engineers will work. (A “private or Domestic” customer can have the

same details in the customer and Site record where the invoiceable address is the same as

the site address).

You can use the CoreLogic menu to enter a new site by clicking on the “Sites” menu and

choosing “Site Details”. (JobLogic refers to Sites as Contracts in older versions of the software).

You can also use the Quick Launch Icon at the top of the screen. It’s the one that looks like 2 dark

figures .

When opening the site screen you will see a “Search Criteria” bar at the top of the

Screen. This is a quick search, governed by the “Search By” filter at the bottom of the screen.

Type which site you are looking for and as you start typing, JobLogic will be removing sites that

don’t match, making your searches faster.

On the right hand side of the screen are 2 buttons that aren’t in the customer screen.

Sites Notes are notes, for the sites, that will appear on every job logged for that site.

Regardless what the job is, the site notes will be added to it automatically when logged.

The “Equip” button is where the “Asset Library”, for that site, is controlled and edited.

Every asset, on the site selected, will be stored in here for Job use, Planned Maintenance(PPM)

use and as a asset register for Mobile and WebLogic.

Continued on next page …….

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To insert a new asset to a site, click on the “Equip” button, with the right site highlighted and

it will open the equipment/asset screen. Once open, click the “Insert” button to enter a new

asset:

There are a number of fields here that can help with reporting/searching and scheduling

maintenance for assets.

1. Plant Number – Unique ID/Number to store asset in the JobLogic Database.

2. Asset Number – Asset “tag” can be used here if you or your client use them.

3. Location – Where the asset is located.

4. Equipment Class – If you have stored the assets using “Classes” you can search by them.

5. Equipment Item – This will allow you to search the whole asset database for an item.

6. Specification Number - This sets up the Asset with a given number of hours, for servicing,

plus any notes.

7. Serial Number – The assets unique serial number.

8. Item Description – The full description of the asset should be entered here.

9. Quantity – The number of assets. If it’s a single asset then use “1”, if multiple enter the

quantity. (i.e. 10 detectors or emergency lights etc).

10. Installation Date – If the installation date is know, enter it here, this will calculate the

warranty dates below also.

11. Warranty Expiry – If no installation date is known, you can manually enter the, for

example, manufacturer’s warranty.

12. Labour Warranty Expiry – You can enter your companies labour warranty here, for the

asset, or if the manufacture covers this enter it here.

13. Notes – Any specific notes on the asset should be entered here.

14. Customer Related – Please ignore this field as it is for JobLogic internal processes.

15. Is Suspended – If the asset is removed/decommissioned, tick here to hide the asset from

your library. It will be kept in the background for historical purposes.

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Suppliers

Suppliers are used for ordering parts and/or stock using BuyLogics Purchase Ordering system,

as well as work orders for Sub Contractors.

Fill in the details as fully as possible. Remembering that the “Account Number” must match your

accounts package (if required) plus the Tax Code, Nominal & VAT Rate are also important for

financial reporting & exporting (If required). *Please note some fields are mandatory.

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Costing & Invoicing

This section of the CoreLogic menu is covered in the CostLogic User Guide.

Equipment Library

This works the same way as adding assets in the parts library (explained in this guide).

This is for clients who don’t use the parts library and for clients using older versions of JobLogic.

Icon Legend

Across the top of your JobLogic screen you have a number of icons that are shortcuts to various

parts of the system.

1. Log A Job – This button will allow you to log a job without the Service Desk open.

2. Service Desk (SDQ) – The shortcut to open your service desk (job desk).

3. Month Maintenance Generation – Opens the planned maintenance generation screen.

4. Purchase Orders – Opens the Purchase Order mains screen, displaying all PO’s raised.

5. Job Costing – Opens a similar screen to the SDQ but when you select a job it takes you

directly to the costing screen, not the job details.

6. Job Invoicing – Opens the Batch Invoicing screen displaying all jobs in a Req. Invoice status.

7. Audit Trail – A shortcut to where all the invoices are held.

8. Customer – Opens your customer screen.

9. Site Details – Opens your site screen.

10. Engineers – Opens your engineers details screen.

11. User Settings – Opens your user profile screen.

System Settings

In the CoreLogic menu there is a “System” area, where functions and defaults are set up.

This area is key to the way the system works and should never be altered without first speaking

to our support team and/or our trainers.

Your trainer will explain a few key functions for set up in here and discuss the way you are going to

use things. They will also help you do this for your “Live” data whilst you are in the process of

preparing to go Live.

Please feel free to contact us should you wish to discuss any element of this menu.

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JobLogic 117-119 Zellig

Custard Factory

Gibb Street

Digbeth

Birmingham

B9 4AA

0845 222 2004

www.joblogic.com


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