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ID35 & ID47 Process for Maintaining Service Coverage until Contract Set Up - Overview & Sample:

ID35 and ID47 can be used together to ensure you maintain service coverage for new devices until the service contract is set up and don't accidentally bill a new customer for supplies.

Overview | Samples | Variables | Alert Functionality | Best Practices & Tips |  Related Alerts

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Overview

Overview

This is a process to ensure that new equipment delivered to a customer receives the appropriate service and supplies until the contract is set up in eAutomate. This is done by setting a specific Bill Code on the equipment record's Bill Code field that would be a service/supply inclusive code so service and supplies are not billed to the customer before the equipment is added to a contract. When the equipment has been installed for a certain number of days (must have an Install Date set in equipment record), ID35 will tell you if the equipment is still not added onto a contract. ID47 will notify you of equipment that is on an active contract but still has a service/supply inclusive bill code.

 

Run Schedule: Daily Mornings

Type of Output: Email

 

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Sample

Sample

 ID35 Sample

ID35_sample.jpg

ID47 Sample

ID47_sample.jpg

 

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Variables

Variables

ID35 Variables:

ID35_Variables.jpg

Variable W: Bill Code Description String. Enter a string which is contained in the Description of the Bill Code you wish to trigger (for instance 'Warranty Install' and 'Warranty Replacement' both contain the string 'Warranty')

Variable Y: Bill Codes. Enter the bill codes (not descriptions) you want the alert to trigger on. If there are specific bill codes to trigger on, enter them here separated by a comma. Alert requires that either Variable W or Y has a bill code to trigger on.

Variable X: Days past install date. The number of days past the install date on the equipment record to begin triggering the alert. The default value is 5.

ID47 Variables:

ID47_variables.jpg

Variable W: Bill Code Description String. Enter a string which is contained in the Description of the Bill Code you wish to trigger (for instance 'Warranty Install' and 'Warranty Replacement' both contain the string 'Warranty')

Variable Y: Bill Codes. Enter the bill codes (not descriptions) you want the alert to trigger on. If there are specific bill codes to trigger on, enter them here separated by a comma. Alert requires that either Variable W or Y has a bill code to trigger on.

Variable X: Branch Numbers. Branch numbers for alert to trigger on, leave blank for all.

 

 

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Alert Functionality

Alert Functionality

Install date on equipment record is set here:

ID35_install_date_sample.jpg

 

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Best Practices & Tips

Best Practices & Tips

This is a suggested best practice on how new service contracts should be set up:

A typical problem we see is the customer places a supply order before the contract is set up and you upset a brand new customer by charging them for toner. The flip problem is you set a non chargeable code but forget to set it back.

To avoid these errors, the process is as follows:

  1. Upon placement of the equipment, edit equipment record to change bill code to “install” or “demo”  - these two billcodes should be set up to have everything covered (supplies, parts & labor) so newly placed machine doesn’t bill for service or supplies

 

Bill_Code.png

 

  1. When you fulfill/bill sales order, be sure to change the status to “Sold”. (The alert will only notify of equipment sold on a Sales Order.) This should be done by right clicking on equipment record as shown here:

 

Change_Status.png

 

AND then change status to “sold” as shown here:

Status_Sold.png

 

 

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Related Alerts

Related Alerts

ID100 - New Call opened for equipment that has a status of Demo (VariableW), giving the tech and sales a heads up that this demo equipment just had a service call.

 

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