Letsap LetsInvoice With Job Cards

7/28/2019 Letsap LetsInvoice With Job Cards

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0861 LETSAP [email protected] www.letsap.co.za

Letsap Invoicing with Job Cards

Letsap LetsInvoice integrates seamlessly with Pastel Partner and Xpress.As this is a customized product, some of the security features as set up in Pastel, will not

be available. Should certain of these features be a requirement, please do not hesitate todiscuss this with us, and we will do our best to accommodate your requests. This mayincur additional development charges.Please note that LetsInvoice stores the data captured via the application in its own

database. Sales Orders, Purchase Orders and Quotations, as well as Job Cards, will notbe seen from users in the Pastel application. Once Customer Invoices, Customer CreditNotes, Supplier GRNs, Supplier Invoices and Credit Notes have been updated, they willbe visible in the Pastel database, but any additional columns or calculations that have

been added to LetsInvoice, will not be available when a document is reprinted fromPastel.

You will use LetsInvoice to process all Customer Documents.

If you so wish, you may also process supplier documents from LetsInvoice.

Please refer to the document Summary of LetsInvoice Options for a comprehensive

breakdown of all the features available in LetsInvoice.

Summary of the Job Card componentThe system has the ability to process once off jobs and recurring Jobs.

Once-offJobs are referred to as Adhoc, and recurring Jobs are referred to asMaintenance Jobs.

You can set up: Service Teams, which may be linked to a sales analysis code captured in Pastel.

Service Categories, each with their own sub category.o This is to create a check list for your consultant or technician for each type of

Job. For Example, your main category list could consist of, Weekly Service,Change Filter Sand, etc. You can then add a check list of points connected toWeekly Service and Change Filter Sand, to assist the consultant ensuring thatthe Job is completed correctly.

Job Types, which will refer to Adhoc and Maintenance type activities. Additional Customer information, where you can select to create certain headings for

information that you would like to be able to see, while creating the Job Card, such

as, Type of Pump, Size of Filter, Capacity of Pool, etc, and then capture, perCustomer, the relevant information next to these headings.

You must create Service Teams, Service Categories and Job Types before you canprocess a Job Card.

You can also create various Email groups, which will enable you to send a bulk emailto a specific group customers linked to recurring Job Cards, to inform them of certaininformation, such as bad weather, that prevents you from calling on them that day.

You can automatically create the Invoice from the Job Card (if you have created aJob Card with Products, the products will be moved onto the Invoice) by selectingMenu option Process Job Cards Convert Job Cards to Invoices.

You can also set up items that need to be mandatory on the Job Card, such as hours

and travel. If you add items to this section, the job card cannot be saved until theinformation has been captured for each of the items in this table.


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Setup OptionsSetting up the Database for Invoicing and Job CardsSetup OptionsThese options need to be set up first before Invoicing or Job Card processing cancontinue you will not be able to access the Job Card section until you select the option

in this section.

Some of the other available features that can be used: Check for Duplicate Order Numbers while Processing:

You can check for duplicate Order Numbers used.This feature uses the Order Number Field on the Invoice and Sales Order to check if

an order number has been duplicated. The system will provide a warning if aduplicate is detected.

Show Inventory Quantity on Inventory Item Search:

When you search/zoom for an inventory item, you will see the quantities for Un-posted, on hand, on sales and purchase orders.

Search on Description:The search options/zooms will all default to description sequence you can toggle

this while in the zoom by pressing . View and Edit Other Users Documents:

This will allow all users to edit each others documents. Only Supervisor can Delete Documents:

Will only permit the supervisor to remove documents this applies to all documents. Warn Only when Credit Limit Exceeded:

If you tick the option, the operator/s will not be prevented from processing to acustomer who is over their Credit Limit. If you do NOT tick the option, the systemwill prompt the operator for a supervisor password.

Enter Salesman per line:You can capture a sales code per line, rather than per document

Enter Cost code per line:You can capture a cost code per line, rather than per document

Capture Job Cards:

This enables the Job Card feature and adds it as an option to the Process Menu. Enter Credit Note Reason:

If you turn this option on, you will be able to capture a list of reasons for the creditnote.

Select the Pastel Program folder use the Browse button to search forthe folder. This is the folder whereyour Pastel is installed.

Special FeaturesSelect Normal forstandard invoicingwith Job Cards.

You CAN use theJob Card option inconjunction with any

of the SpecialFeatures.

Select Capture Job Cards ifyou wish to use this feature.


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Print to Multiple Locations at once:When you select to print a document, you can select which printers you wish to printto.

Capture Job Cards:Turn this option on if you wish to process Job Cards.

Include Sales Orders in Credit Limit Check:

This works in conjunction with the option Warn Only when Credit Limit Exceeded.If you wish to include the Sales Orders in the Credit Limit check, tick this option.

Setup Backup Paths

If you wish to use Letsap to perform backups, you can set up various backup paths here.If you use the option - Process Update all Documents - the backup will be automaticallyrun from there. Letsap makes a backup before the documents are updated and

afterwards.Here is an example of a Backup folder.

Setup Job Cards

These options become available once you select to use Job Cards from the Setup Optionsscreen.You must set up Job Service Teams, Categories and Job Types, as the system will notpermit you to complete a Job Card if any of these fields have not been selected on theJob Card. If you do not need this information, you still need to create one record foreach of the Items. You can use the description N/A or whatever else is appropriate.

Job Service Teams Capture the Team Name and search for the Sales Code (this refers to the

data entered in Pastel under Edit Customers Sales Analysis Codes) ofthe representative that is associated with the Team Name. It is not

mandatory to capture Sales Codes on this screen.


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Job Service Categories This section consists of Job Service Categories as well as Sub Job Service

Categories. A Sub Job Service Category will refer to a Job ServiceCategory, where you can enter a check list of items that refer to the JobService Category.

Sub Category Screen:

On this screen you will type in a list of tasks (like a check list) associatedwith the Job Service Category selected.

Click here to access the Sub Categoryscreen for each line.


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Job Types There are 2 available types:

Adhoc this refers to Jobs that are once off Maintenance this refers to Jobs that recur

You can create as many Job Types as you require, but they each need tobe linked to either Adhoc or Maintenance.

Extra Customer Descriptions and Info This information will be able to be accessed via the Job Card. You can capture any type of descriptions here, such as equipment (e.g.

pumps and filters) serial and model numbers. You can then add this list to customer accounts (refer to Setup Extra

Customer Info below) and type in the related details for each description

line, e.g. Size of Sand Filter 5Kg. etc

Setup Extra Customer Info Descriptions


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Setup Extra Customer Info Here, you will select what descriptions you wish to add to the

customer information screen, and type the relevant informationnext to the heading.

Recurring Group Email

The system will allow you to send a once off an email to Maintenancecustomers, e.g. Due to bad weather conditions, we are unable to provideour service on your normal allocated day, etc.

You can set up different groups, each with their individual subject andbody message.You will allocate the Group when you create the Recurring Job Card foreach customer.

Click on the drop down arrow toselect a Description Type


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Items for Total Hours If you wish service items, such as hours and travel, to be mandatory items

on the Job Card, they must be set up under this option. If items have been captured here, the Job Card cannot be saved until

these items have been entered onto the Job Card.

Serial numbers for machinery that requires regular services

ProcessingJob CardsNormal (Adhoc) Job Cards

Normal Job Cards are Job Cards that are created as a once-off, as opposed to RecurringJobs where routine work is carried out every week, fortnightly or monthly.The Description of Work Required section must always be completed.In the Work Carried Out section, you can process on multiple days and allocate differentservice teams on the same job card.View Products - This button will toggle between theWork Carried Out section and theproducts required for the job.You can add inventory items (physical and service) items to the job card, and these can

be transferred onto an invoice when you link the invoice to the specific job card.The job card can be printed, see page 12// CHECK THAT THIS IS CORRECT for details ofvarious layouts.


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Screen functionality: The Job Number is allocated automatically Search for the customer by clicking on the Search button

Select a Service Team. The Sales Code will be displayed automatically if you have linkedthe Service Team to a Sales Code. A Service Team must be selected.

Click on the Information Button to view / capture Extra Customer Info.Information Button:

Main, Service Category and Job Type Tabs

Click on the Information Button todisplay the Extra Customer Info.

Click on the Search button to select acustomer.

Click on the drop down arrow to select a Service Team the Sales Code will be populated automatically if one hasbeen linked to the Service Team.


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o Main will display the main body of the Job Card

o

Service Category will allow you to select which Service Categories to includeon the Job Card at least one Category must be selected.

o Job Type will allow you select which Job Types to include on the Job Card - atleast one Type must be selected.

Document Options: Save will Save the Document Print will Save the Document and offer the option to Print

o Note, that if the customer has an email address set up, the system willprompt the operator to send an email on creation of a new job and each timethe Job Card is updated with new information.

The information captured in Pastel under Setup Company Parameters InformationBox, will be printed in the email.

Delete The Document will be deleted

Note LetsInvoice has its own Note facility which is located under Edit AdditionalDocument Messages. If you capture notes here, they will be available on allDocument Types Select the Note button to display the note.

o Job Cards, however, will alert the operator by displaying a red alert on the

second line of the screen. If you click on the Note button the note will bedisplayed.

New will Save the Document and move to the next available Document Number

Edit will provide a Search screen showing all open Job Cards. You can edit anyDocument on this list.

Done will flag (or mark) the Job as completed. You will not be able to mark theJob as Done if it has not been linked to a customer document. Once marked as

done, you will not be able to edit that Job Card again. The system, however, providesa report for all Done Jobs.

Calendar will provide a view of the Calendar Close will Close the Job Card processing screen and return to the Main Menu.


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View Products screen:

You can print a Calendar from the Job Card Screen by selecting the Calendar option onthe job card screen.You can display this by Date and Service Team.

Closed Jobs will show in blue and open jobs in red.You can drill down from the calendar to the job card.

Recurring (Routine) Job CardsThis section allows you to create Job Cards for customers who require a regular call out,

being weekly, fortnightly or monthly.All routine Job Cards will be captured in this section and the system will automaticallydetect that Job Cards need to be raised for the day, and prompt the operator accordingly,

when the system is opened at the beginning of the day. If you wish to create the jobcards, click Yes, otherwise click No, and create the Recurring job cards manually, whenready to do so, by selecting the Raise Recurring button on the Recurring Job Card

Click here to toggleback to View WorkDone screen

You can also addInventory Items on the flyfrom the zoom screen,should the user rights in

Pastel permit this.


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screen.

The Job Card layout and capturing methods is the same as for Normal Job Cards in thatyou must still capture the Service Categories and Job Types, except there are two

additional Tabs, one for entering the Recurring Parameters, and the other to capturespecial instructions, in the event of the customer being away for a while and perhaps thekey needs to be collected at another location first, and how many times to repeat thismessage on the normal job card.

Recurring Parameters

o Select the Contract Start Date.

o If the Contract expires, tick the box, and enter the Expiry Date.

o Select the Frequency of the call out, i.e. Monthly, Weekly or Fortnightly.

o Select the Day of the call outo Select the Date of the Next Run this date will determine when to raise a

normal job card from this recurring one.

Special Temporary Instructions

Click here to capture theRecurring Parameters

Click here to enter Special TemporaryInstructions.


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o You will use this option if you wish to show certain Special Instructions for afew weeks. You must specify the number of runs that this must be copied.When a normal job card is created, these instructions will appear in theSpecial Instructions section. This will be copied for the number of Runsspecified after each run, the number is reduced.

Convert Job Cards to Invoices

This option will automatically create an invoice for the Job Cards selected. The productsselected on the job card will be transferred to an invoice.If there are no products on the job card, a blank Invoice will be created and you can edit

it later and add the lines.

Setting up the printed Job CardThe application installs with the following job card layout files:


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The application prints, by default, the job card layouts calledJOBCARDWITHLINES.RPTandJOBCARDWITHOUTLINES.RPTand these files MUST reside on the Letsap ProgramFolder (normally Program Files\Letsap).The system uses the JOBCARDWITHOUTLINES layout when you have not captured anyinformation in the Work Carried Out section, and JOBCARDWITHLINES when there ISinformation captured in the Work Carried Out section.

This default layout prints a second page that is exclusive to the pool industry and doesnot suit all types of businesses. If you wish to print only the first page of the job card asshown on page 13 Figure 1, the layout file called JOBCARDWITHOUTLINES &NOFOOTER.RPTandJOBCARDWITHLINES & NOFOOTERmust be renamed to

JOBCARDWITHLINES.RPT and JOBCARDWITHOUTLINES.RPTrespectively.To achieve this:JOBCARDWITHLINES.RPT becomes JOBCARDWITHLINES & FOOTER.RPT

JOBCARDWITHOUTLINES.RPT becomes JOBCARDWITHOUTLINES & FOOTER.RPTAndJOBCARDWITHLINES & NOFOOTER.RPT becomes JOBCARDWITHINES.RPTJOBCARDWITHOUTLINES & NOFOOTER.RPT becomes JOBCARDWITHOUTLINES.RPT

Figure 1 Example of the default printed Job CardPage 1

Page 2


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Figure 2 - Example of Printed Job Card with Products reflected.If you wish to use this example, rename the files as follows:Rename the current JOBCARDWITHLINES and JOBCARDWITHOUTLINES to

JOBCARDWITHLINES & FOOTER and JOBCARDWITHOUTLINES & FOOTER respectively.

Then rename the files JOBCARDWITHLINESPRODUCTS andJOBCARDWITHOUTLINESPRODUCTS to JOBCARDWITHLINES andJOBCARDWITHOUTLINES respectively.So:JOBCARDWITHLINES.RPT becomes JOBCARDWITHLINES & FOOTER.RPTJOBCARDWITHOUTLINES.RPT becomes JOBCARDWIHOUTLINES & FOOTER.RPT

AndJOBCARDWITHLINESPRODUCTS.RPT becomes JOBCARDWITHLINES.RPTJOBCARDWITHOUTLINESPRODUCTS.RPT becomes JOBCARDWITHOUTLINES.RPT


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Figure 3 Example of Printed job card with the category details:This is JOBCARDWITHLINES&CAT and JOBCARDWITHOUTLINES&CAT

To do this:JOBCARDWITHLINES.RPT becomes JOBCARDWITHLINES & FOOTER.RPTJOBCARDWITHOUTLINES.RPT becomes JOBCARDWIHOUTLINES & FOOTER.RPTAnd

JOBCARDWITHLINES&CAT.RPT becomes JOBCARDWITHLINES.RPTJOBCARDWITHOUTLINES&CAT.RPT becomes JOBCARDWITHOUTLINES.RPT


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Figure 4 Example of Printed job card with the category and product details:

This is JOBCARDWITHLINESPRODUCTS&CAT and

JOBCARDWITHOUTLINESPRODUCTS&CATTo do this:JOBCARDWITHLINES.RPT becomes JOBCARDWITHLINES & FOOTER.RPTJOBCARDWITHOUTLINES.RPT becomes JOBCARDWIHOUTLINES & FOOTER.RPTAndJOBCARDWITHLINESPRODUCTS&CAT.RPT becomes JOBCARDWITHLINES.RPT

JOBCARDWITHOUTLINESPRODUCTS&CAT.RPT becomes JOBCARDWITHOUTLINES.RPT

Page 1:


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Processing Customer DocumentsHere is the Invoice processing screen:From the Invoice Process screen, the operator will have the ability to link to the regularcustomer documents, (Quotations, Sales Orders) as well as Job Cards.

You can link the job card to multiple invoices. You are able to transfer the inventoryitems from the job card to the invoice. Once the job card items have been linked to aninvoice, they will no longer be seen on the Job Card, so if you add new ones, you maylink them to another invoice, or the same invoice, if it is still in an open batch.Job Cards cannot be flagged as Done if they have not been linked to an invoice.Job Cards can also be linked to Quotations.

Other customer documents such as Quotations, Sales Orders and Credit Notes can beprocessed and linked.Here is an example of the Linking screen from the Sales Invoice you must select which

document type to link.

You can add customers,sales codes and inventoryitems from the zoomscreen, should the userrights in Pastel permit this.

You can placedocuments On Hold this will prevent thedocument being updatedinto Pastel.


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Other Processing Options

Recurring Invoices if you have the same invoice/s to the same customer/s at regularmonthly intervals (the interval does not have to be 1 month) you can capture theinvoices and copy them to a normal invoice batch when due.Supplier Documents normal supplier processing including Purchase Orders, GRNs,Supplier Invoices and Returns.Block Overdue Customers you can block all customers in a selected period youhave the option of unblocking all customers before running the block option.You can also print a list of Overdue accounts from this option.Delete a Range of Quotations / Sales Orders / Purchase Orders you can select

the Document Type and a date range from and to.Import outstanding Quotations / Sales Orders / Annuity Invoices / PurchaseOrders You can import your existing outstanding Documents from Pastel into Letsaps

data base note, as mentioned on page 1, that you will not see Quotes, Sales Ordersand Purchase Orders that are processed via LetsInvoice in Pastel.Update All Documents instead of having to log into each user separately to updatethe batches, you can update all the documents from this option refer to Setup

Backup Paths, as this process will run a mandatory backup routine.

VERY IMPORTANT NOTE:LetsInvoice also uses the Periods as set up in Pastel, so year end procedures will be run

from Pastel ensure that all the batches are updated in LetsInvoice before running YearEnd in Pastel.


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Job Cards ReportingThe following reports are available for Job Cards:

This options screen is the same for all the following reports: Open Job Cards Listing Job Card Date is the Job Date Closed Job Cards Listing Job Card Date is the Job Date

Deleted Job Cards Listing Job Card Date is the Job Date Recurring Job Cards Listing Job Card Date is the Job Next Run Date Recurring Expired Job Cards Listing Job Card Date is the Contract Expiry Date

Recurring Deleted Job Card Listing Job Card Date is the Job Next Run Date.

Open Job Cards - If Invoices have been linked to the job, they will be displayed here aswell.

You can select the following sequence:


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Here is an example of a list of closed job cards showing the invoices that have beenlinked to it.

Extra Customer Information:o This report shows the information captured under each customers code via

either Setup... Job Cards... Extra Customer Descriptions or while processing aJob Card, by clicking on the Information button (refer to Page 8 for an example ofthis).

Converted Jobs by Technician:o This will list all Jobs that have been converted into Invoices. You can select all

technicians, or just one, and only Jobs have been invoiced with zero values.

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