Service Catalog
Contents
Example Price Books You Can Use For HVAC
Standard Operating Procedure
ThermoGRID_-_Administration_-_Set-Up_9_-_Manage_Service_catalog_in_ThermoGRID.docx
Here you can choose brands of your choice to use in ThermoGrid. Once you download the files you can update the equipment cost column and supplier name or send them to your supplier to update.
Repairs
Equipment
Install Add-on Flat Rate
In ThermoGRID - Change Price or Add/ Delete Items
Add Items to the Price Book
How to Add a Single Item to the Catalog - add
- Select the “Administrative” section
- Select “Manage Service Category” located at the bottom left
- Select “ + New Item”
- All required information will appear
- First select the type of unit you’re working with (anything can go under tools and equipment)
- Type the Department
- Type Department Number
- Type a Description of the item (this will appear on the customers invoice, as well as what the sales reps will be looking up)
- Type the Brand
- Type the Product Number (this is the number that supply companies use to look up the item, some use model numbers)
- Type Model Number
- Select Supplier name from the drop-down list
- You can type an expiration date if you’d like this to be a only available for a limited time, but the date is automatically set to 19999, so your item will always remain in your category (if you choose an expiration date, the item will be removed from the reps catalog on designated date, but will remain in the companies catalog, so it can be reactivated at any time)
- Type the Material Cost
- Type the Labor Cost (Techs pay rate multiplied or divided by the Labor hours)
- Type the Labor Hours
- Recommended to select “Yes” to the “Auto Add with Parent”
- Make sure everything on the page is correct (such as all the yes/no questions)
- Save the page
Note: If you want an item to always be a certain price, no matter what the costs are, type the predetermined price in the “Retail override Amt” section under “Prices”. Then make sure you change the “Allot retail override” to “Yes” and the “Calculate retail using gross margins” to “No”.
Auto Add With Main Component
Yes - Means this item will be brought in to the Order Estimate page when the main component is seletced.
Can Remove From Main Component
If yes you can remove it off the Order Estime, if no you will not be able to remove this item no matter what.
Can Add Without Main Component
If yes then the item will be part of your price book and can add on any job, if no then the item will not appear in the price book when you are looking for items.
Applies to Commision Basis
If yes Reps with a commision scale will get commission on this item. If no no commission will be calculated in the retail price or giver to a Rep.
Allow Retail Override
If yes a rep can change the retail of this item anytime and this would act as full price for itrem as commssions are concerned or client invoivce. If no the rep can change selling price at the top of the order estimate page but it will show client received a discount and if it is commissionable it will reflect commission based on the discount given.
Allow Description Override
If yes a Rep can change the name of this item on the order estimate page to anything, anytime. This is good to have an item like this to cover items not in the pricebook.
Gross Margin Override
"0.650" - What you set this number to be will be the gross margin for this item. If you change the company settings default gross margin it will only change itemss you did not override at this location.
Calculate Retail Using Gross Margin
If yes it takes into account all cost: equipment, material, labor, fees, commission, tax, etc. to acheive the gross marging set forth. If no then it will populate the amount typed in in the middle of the page "Retail Override Amt"
Explain each field in the service catalog
How to add an item to the Service Catalog (price book)
Tag Items
How to Tag an Item / One Component Tag
- Select the “Administrative” section
- Select “Manage Service Catalog” (located on the bottom left)
- Select the pencil icon next to the item you want to be the Main Component Tag
- Scroll to the bottom of the page, to the left there is a section you will see “Tags and Flags"
- The main component will be the item you will go to select in the price book on the Order Estimate page.
- When you are addding Tags in ThermoGRID from the Service Catalog you do not need the "#" in front of the tag name, you only need this on the export function.
- After adding your tag click save.
- Then go to the item you want tagged to that item as an accessory item and click the pencil icon. (Accessory Item meaning it appears on the Order Estimate automatically because you chose the Main Component.
- Scroll down to the same location of the page where the "Tags and Flags" are.
- Type, paste, or click the tag icon to add in the tag for the Accessory Tag from your pervious item.
- Change “Auto Add with Main Component” to “Yes” (located to the right of the tags section)
- Click Save
- You can use the tag for as many main components as you wans and as many accessory companents as you want, just note that any time you select a main component with a tag example "AC" all accessory components with matching Accessory Component Tag "AC" will be pulled in.
Generic Tag Example:
2 ton ac needs a lineset but you dont want to be specific.
2 Ton AC (Main Component Tag "AC")
3 Ton AC (Main Component Tag "AC")
Lineset (Accessory Component Tag "AC")
Specific Tag Example:
AC needs a a specific size lineset.
3 Ton AC (Main Component Tag "3/4")
4 Ton AC (Main Component Tag "7/8")
3/4 " Lineset (Accessory Component Tag "3/4")
7/8 " Lineset (Accessory Component Tag "7/8")
This way any time you select the 3 ton AC on the Order Estimate page when pricing options the 3/4" lineset will automatically come in.
* Make sure you do not have one item where the Main Component Tag and the Accessory Component are the same... this will cause a loop and add thousands of items to you order estimate.
Do not do this:
This is how it should look:
Air Conditioner
Thermostat or other accessory:
Now anytime you create a purchase order with your original item you selected (the Accessory Component Tag), your tagged item will appear below it in somewhere your purchase order automatically.
Create Category
Click
- Administration
- Manage Drop Downs
- Service Categories
- Edit
+ Add to add a new one, put in description and use the "hamburger" on the right to reorder the list.
Trash can to delete... once you delete it is gone mage sure item is not in use by referring to "In Use Count" to see how many items are in this category in the service catalog.
- Done
Change Type
You may want to get support on this. [email protected]
Flat Rate
Technically flat reate means you give a penny to the price before you do the work. When you use Gross Margins to calculate and use a retail override they both can technically be flat rate.
Most think of having an item you sell for (X) amount no matter what the cost or anything as flat rate so to do this make sure the item has a $ amount in for "Retail Override Amt" and "Calculate Retail Using Gross Margin" set to "no" in the Service Catalog.
If you have your own Flat Rate you wish to import you can do here Add Items to the Price Book just make sure you keep our format.
Time and Material
2 opition to do this.
Click
- Administration
- Manage Drop Downs
- Service Categories
- Edit
+ Add to add a new one, put in description (Time and Material) and use the "hamburger" on the right to reorder the list.
- Done
Option 1: Add any amount you want as a cost to client on Order Estimate page.
Click
- Administration
- Manage Service Catalog
- + New Item
- Select Type " Tasks and Equipment" * unless you changed the name of this type from the default.
- Seletct Category "Time and Material"
- Description "T&M Parts"
- Retail Override Amt "150" any number youll be able to override
- Allow Retail Override "Y"
- Allow Description Override "Y"
- Calculate Retail Using Gross Margin "N"
- Main Component Tag "TandM"
- Save
Full instructions to add a part Add Items to the Price Book
Now Tag Labor:
- + New Item
- Select Type " Tasks and Equipment" * unless you changed the name of this type from the default.
- Seletct Category "Time and Material"
- Description "T&M Labor"
- Retail Override Amt "150" what ever yor labor rate is that you charge.
- Allow Retail Override "Y"
- Allow Description Override "Y"
- Calculate Retail Using Gross Margin "N"
- Accessory Component Tag "TandM"
- Save
Option 2:
Click
- Administration
- Manage Service Catalog
- + New Item
- Select Type " Tasks and Equipment" * unless you changed the name of this type from the default.
- Seletct Category "Time and Material"
- Description "T&M Parts"
- Allow Retail Override "N"
- Allow Description Override "Y"
- Calculate Retail Using Gross Margin "Y"
- Main Component Tag "TandM"
- Save
- When you add this item to the Order Estimate page you will be able to put you cost of materials into the quantity when you click edit. This will cause it to mark up the cost to acheive the gross margin it is set at. Must be a whole number... no change.
Now Tag Labor:
- + New Item
- Select Type " Tasks and Equipment" * unless you changed the name of this type from the default.
- Seletct Category "Time and Material"
- Description "T&M Labor"
- Retail Override Amt "150" what ever yor labor rate is that you charge.
- Allow Retail Override "Y"
- Allow Description Override "Y"
- Calculate Retail Using Gross Margin "N"
- Accessory Component Tag "TandM"
- Save
Export to Excel - Change Prices or Add/Delete Items
Explanation of all the columns in the Service Catalog when exporting to excel
Basic Excel Training to be able to edit the price bookAdd Items to the Service Catalog (Price Book) with excel
Supplier catalog converted to TG Catalog
How to add multiple items quickly by exporting to Excel
- Select “Administration”
- Select “Manage Service Catalog”
- Click the Setting Drop-down list
- Select “Export Catalog”
- A pop up will appear select “Open” and Excel will launch
- Select “Enable Editing”
- Located at the bottom of the page in a row, select the unit you are working with
- Go to the other Excel window of the sheet you’ll be adding in from
- Copy the Model Numbers (drag down to select multiple)
- Paste under the Model Number category, at the bottom of the page following the current text
- Copy and Paste the Cost, just as you did the Model Number
- Copy and Paste the tonnage
- Type the type of unit and drag that down to all of the cells of your new item
- Copy and Paste the Supplier and drag that down the cells
- Copy and Paste the dates of expiration from another component you have and bring that down the cells
- Type the Brand and copy and drag that down to the remaining cells
- Copy the three “Y” (Add auto with parent, Can remove from parent, and Can add without parent) and bring them down and paste and drag them in to each of your new cells
- Copy the Type of Equipment (first category) and bring that down and paste it and drag it down in to the new cells
- Type your down Description (second category) and copy and drag it down – but you will need to edit the tonnage
- Put the Labor Hours and Labor Costs, copy and drag it down ( you can copy previous items if it matches)
- Copy the “ Y, Y, and N” (the Apply gross margin, Applies to commission, and allow retail override settings questions) and paste and drag those down
- Save As
- Go back to ThermoGRID
- Click the Setting Drop-down list
- Select “Import Catalog”
- Add file, and select the file and open it
- Start upload
- Validate file (checks for errors and will tell you exactly where to fix them if needed, if you need to do this you will have to click “Add fixed file” after correcting your errors”
- Import file
Errors When Importing
How to understand the errors and how to resolve them.
Tag Items
How to tag multiple items by exporting it to Excel
- Select “Administration”
- Select “Manage Service Catalog”
- In the right corner of the page locate the Setting Drop-down list, it will be an icon, below your user name and above the “ Next and Last”
- Select “Export Catalog”
- Click open on the pop up and Excel will launch
- Enable editing
- Select the item you want to be working with from the row at the bottom of your sheet
- Widen the “Tag” category
- You will be able to see the items with no tags
- In the Tag category type #(the name of the tag)
- Right click and select “Copy”
- Hold down your curser and drag it down all the categories you want the tag in
- With the categories still selected right click and select “Paste”
- To add multiple tags, type a comma followed by #(name of the tag) you can add as many tags as you’d like
- Save
- Go back to Thermogrid
- Select the Setting Drop-down list
- Select “Import Catalog”
- Search and select document
- Validate
- Import File
Create Category
Flat Rate
Gross Margin Calculate
Time and Material
Warnings <> Dos and Dont's
When Exporting
Save a Backup: Always.. if you overwrite your price book you may have to start over. Save one copy when exporting then do a save as.
Unique ID, Every item in the catalog needs a unique ID in Column A. ThermoGRID will create this when you import the items, not you. So if you add a new item in Column A should be blank.
Changing IDs in your service catalog will cause issues in many areas. Do no create, move, erase IDs in column A of the service catalog export.
Changing these IDs can cause you to need to re add items to the to the order estimate, change accounts on the job costing, change QuickBooks setup for the items, re-do the inventory for these items, Etc.
Delete Items: If you are using QB and syncing make sure there are no orders needing to be synced to QuickBooks with the item you want to delete out of the Service Catalog. Even some editing can break the link to QuickBooks. You can do a couple different things to remove from pricebook but not break a link until all ordeers are completed. Put expiration date on the item or change can add without Main Component to no.
Change names of colums or Tabs/Pages. If you want to change these items you must do it in ThermoGRID.
Fill it out: All cells should be filled out, even brand name, if there is no brand put an x in the cell.
