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Opening Letter from the Managing Director

By the time you read this, TSM 6.85 will have been released. 12 months in the making, we hope you enjoy all the new features and performance improvements. If you’re the type of person who wants to know the in’s and out’s of the changes, take a look at the ReadMe.txt file.

As part of our review of how we conduct business, we have decided to make some changes to our support policies.

We will no longer offer prepaid hours and will move to a pay per use model. We found the administrative overhead of managing the scheme too prohibitive.

The new procedures simplify the process significantly. You will be advised at the time if the job is chargeable

    

or not and can then make the decision to proceed and be invoiced afterwards.

We have instigated a new 15 minute rule whereby support tickets that take less than 15 minutes to deal with are not chargeable. There is a reasonable use limit to this rule capping it at about an hour of free support per month.

Of course, issues that are our fault will never be charged for. Don’t worry if you currently have prepaid support hours available as we will be honouring those commitments until they are used up.

We are also still looking for Xero Accounting test sites so if you have any intention of looking at Xero, then we would like to hear from you!

Until Next Time,

David Younger
Managing Director
The Service Manager (TSM)

 

Reporting on Schedule Profitability

This report is available on TSM version 6.85 and above

Reporting on how profitable individual Jobs, Customers, and Types of work is the cornerstone of value TSM adds to business administration. Determining profitability of Maintenance Contracts is also important, but can be difficult as the charging and work are often done completely separately. The following outlines how to generate accurate profitability on Maintenance Contracts.

Unlike the standard job profitability report, which shows profitability for a particular job, this report will show the profitability of all jobs for a particular schedule or set of schedules. The report can be printed by schedule, maintenance customer or maintenance contract and shows the cost and sell price for each scheduled job and a profit or loss figure.

It differs from a standard Job Card report as it shows Maintenance Contract information for each Contract and is designed to be printed only for scheduled jobs. It also considers the Invoice value when calculating the profitability rather than the job total, as it is possible that not all jobs will be invoiced (i.e. in cases where there is a separate schedule for the work being done and the invoicing.)

PRINTING A SCHEDULED PROFITABILITY REPORT

1. Click on Reports -> Maintenance

2. For Report Type, select Jobs

3. For Select Desired Report, select “Maintenance Job Profitability Summary.”

4. Specify some criteria for printing the report using the ‘Field Name’, ‘Operator’ and’ Value’.

Examples are shown below

To print all scheduled jobs for a particular Maintenance contract:

Create the filter with the following criteria:
Contract # is Equal to “(Contract #)”
AND Job: Scheduled Job is True
Add in any additional criteria you’d like to filter on.

To print all scheduled jobs for a particular Maintenance customer:

Create the filter with the following criteria:
Contract Customer is Equal to “(Customer ID)”
AND Job: Scheduled Job is True
Add in any additional criteria you’d like to filter on.

To print all jobs created from a particular schedule:

To print all jobs created from a particular schedule, you will first need to locate the schedule’s sequence number. This can be found in the Maintenance module in the Schedules tab. By default the Sequence number is hidden. To display it, click on the line to the right of “Job #” in the column header and drag it out to the right. Sequence # should now be visible for each schedule. Note down the sequence for the schedule or schedules you’d like to report on.

In the Maintenance reports module, create the filter:

Job: Schedule Sequence is Equal to (“Sequence Number”)
And add in any additional criteria you’d like to filter on.

5. Click Print.

6. Select the Destination for the report.

   

REPORT INFORMATION

The following fields appear on the Profitability Summary Report:

Labour Cost: The labour cost comes from timesheets entered against the job. The cost is calculated from the Employee hourly cost (found on the Employees module) multiplied by the hours worked from the time sheets.

Part Cost: The parts cost comes from the cost of actual parts entered against the job.

Total Cost: The total of the Parts and Labour cost.

Job Price: The job price is the Invoice amount for the job, which can be viewed on the Invoicing tab of the Job Card. If the job is not yet invoiced, the sell price will be shown as $0.

Profit/Loss: The profit or loss is calculated by the Job Price minus the Total Cost.

Total Job Costs: This line shows totals for each column.

In the case that there are separate schedules for the work required and for Invoicing, the jobs for Invoicing will show as profitable and jobs which have work against them but are not invoiced will show as being a loss, as we are comparing costs on each individual job against the Invoice value.

The Total Jobs Cost row should be used to refer to the overall profit of all printed schedules for the maintenance contract.

   

QOUTABLE QUOTES...

"It's not technology that limits us. We’re the limitation. Our technology is an expression of our intelligence and creativity, so the limitations of our technology are a reflection of our own limitations. We can’t fundamentally advance technology until we fundamentally advance ourselves."

- Christian Cantrell

"Don’t be trapped by dogma — which is living with the results of other people’s thinking."

- Steve Jobs

The Importance of Backing Up Your TSM

In the case that there are separate schedules for the work required and for Invoicing, the jobs for Invoicing will show as profitable and jobs which have work against them but are not invoiced will show as being a loss, as we are comparing costs on each individual job against the Invoice value.

Can I create a backup from TSM while users are logged in to TSM?

Tech Support:

In general this is not a good idea since other users could change the TSM data while it is being backed up and this could potentially lead to data issues down the track. However, if this is your only option then yes, you can! Just make sure to have installed the latest version of TSM and have enabled “Backup even if other users are in TSM” located under

Utilities -> Setup -> General Tab -> Page 1 Tab

The TSM online help documentation includes a section clearly explaining how to set up automated TSM backups or send an email to sales@theservicemanager.com

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CONTACT TSM

For any technical support or assistance, please call:

Sydney (02) 8002 2311
Melbourne (03) 9010 9011
Brisbane (07) 3102 7511
Perth (08) 9467 2911

Or send an email to: support@theservicemanager.com

For other inquiries or if you are interested to purchase TSM products or services, please call (02) 9690 3888

Or send an email to: sales@theservicemanager.com

 

TSM USER FORUM

With over 170 members, it is a great place to get support or tips on TSM from colleagues in your industry and others. If you have any features that you would like to see in TSM, please post your idea in New Features Suggestions section of the forum.

www.theservicemanager.com/forum

 

TSM will be releasing a Customer Bulletin every month for you to be updated with the latest news, tips, future trends, promotions and many others so stay tuned!

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