Company Settings

From the home page select “Administration”
Select “Company Settings” (top row, left)
Select the Edit icon on the top right of the screen
You can edit/adjust any of the information you have entered
Save the information

Address Settings

This is where you enter all the information abour your company. This is what will show up on you invoices for your clients.

There is also a section here to type in your terms and conditions.

Contact Information Settings

This information will be displayed on the company invoice.

The email listed here will be CC'd on invoice sent to clients and will also show up on the message to clients to respond to this email.

Commissions and Order Settings

Order Options - Here you can rename, add, remove options that prepopulate on the Order Estimate page where you price out the client. Just follow the format defaulted in your acount to edit these options.

Profit Margin - Here you can change your gross profit or profit margin. This must be put in as a decimal (.55). This will change everything in your service catalog ( price book ) that does not have a retail override or a custom gross margin on the item itself.

Max Commission - This is the percentage that will be used to calculate a true gross margin on items in the service catalog that are commissionable and are using gross margins to calculate the price. (Meaning items trhat you did not make a retail override price for)

Typical Hot Day - Whatever temperature you select here will change the formulas used to calculate the cooling size of system needed on the Engineering Analysis page of an order.

Typical Cold Day - Whatever temperature you select here will change the formulas used to calculate the heating size of system needed on the Engineering Analysis page of an order.

Payroll Settings

Overtime paid after - You can choose if you need to pay overtime after 8 hours in a day or 40 hours in a week here. this will be different state to state, please ask your accountant.

Work week begins on - You will also be able to pick the day your payroll begins for a pay period.

Minimum wage - Put in your local minimum wage here, this will ensure that if you pay task pay or peice rate to any employees you remain legal. This will be calculated based on clocked in hours and show you the difference between their task pay and minimum wage, then it will bonus them so you remain legal.

Time Off Event Color - When an employee requests time off on the calendar, PTO or not it will use this color so you can quickly identify those that are off.

Tax Settings

Here you can add multiple tax rates. Once you add a new tax rate a cogwheel (gear symbol) will appear to the righ of th new tax rate.You will hav the optnof adding a zipcode, s when yo add a clientin this zipcode thei tax will defat to his rate. This will also let you chose the QuickBooks mapping, In QuickBooks click taxes, Add/edit tax rates and agencies... This will give you the info needed to be added into ThermoGRID.

QuickBooks Settings

Here you will be able to connect to QuickBooks, see a log of all syncs done or find errors, see all documentaion, and change contry. To see full instructions for seup go to QuickBooks page.

QuickBooks Desktop

This is the version that has an app on your computer that you click to login. This you can usually purchase and not have to pay again until you update.

To see full instructions for seup go to QuickBooks page.

QuickBooks Online

This is the version that you open a browser and search for QuickBooks to login. QuickBooks Online has more integrateable features but has a monthly fee.

To see full instructions for seup go to QuickBooks page.

Customer Notification Settings (about upcoming jobs)

This is where you can change the settings of your text messages and emails for upcoming jobs and appointments for clients. You can choose to send email, text, or both and you can add the times in which you wish the messages to be sent. For more information on how to setup your text messages and emails go to the Message Center.

Inventory Management Settings

Inventory Tracking - Enable will make an inventory button appear under the Administration Tab. Disable will cause the button to be hidden.

Acceptable Quantity Variance - This will show yo on the inventory variance page how far off each tech is based on the quantity they should have on their truck.

Acceptable Value Variance - This will show yo on the inventory variance page how far off each tech is based on the cost of each part and total value of wha they should have on their truck.

To learn more go to the Inventory Page.

Dispatch Settings

CC Dispatch Notifications = Anytime a job is dispatched it will CC any email listed here.

Notify Before Unassigned Job Ends = Put in mintes you would want to be notified before a job ends. If a job is set for 2 hours and you put 120 min in there it will nitify you when job should begin that you didnt assign it yet.

CC Unassigned Job Notifications = if a job has not been assingned you can CC other emails that it still needs to be dispatched.

Calendar Settings

Default Job Duration = 120 min = a job showing up on the calendar for 2 hours long.

Means any primary job type you create or any that are in there using the default can be changged here to any timeframe.

Manage Drop Downs Here you can edit each job type times.

Timezone

Business Hours

Business Days

Service Area Settings

Here you can put all the zipcodes that you service. If an address it put in that does not match any of these it will inform call center that the job is outside yor service area.

Manage Affiliates

Lets you put other businesses in with the zipcodes they service and it will recommend to the call center another company to service the client. If they recommmend the client to another company they can click a button that will pass the client info automatically to the affiliate and send the client the affiliates information. This can be used for other industry referrals as well.

Dispatch Settings

These items must be setup prior in the Daily Management Report:

Category
Department
Job Type

Once the DMR is setup you can setup dispatching settings that will dispatch by a few areas.

Role
Skill
Distance
Performance or KPIs

Example:

Lets say you want to dispatch:

A service job for HVAC
Do not want them to drive over 60 miles
Want to make sure the tech has the skills
And will make you the most revenue
And it is a 12+ opp (old system)

Description "12+ opp Service"
Distance "60"
Restrit Skills "Yes"
Add Condition: "Catagory" and "HVAC" (third box over) Click +Add
Add Condition: "Department" and "Service" (third box over) Click +Add
Add Condition: "Job Type" and "12+opp (third box over) Click +Add
KPI Measurments: Edit -Indicator = "12+ closing rate" Weight = "Very High" (or low if you are lining up other types of jobs more important) Time period: this month or this and last (time period it is pulling numbers for)

Example:

Lets say you want to dispatch:

Any HVAC Service job to anyone

Add Condition: "Category" and "Service" (third box over) Click +Add

Club Memberships

Administration

Club Memberships

Step 1: Build the plan

Click edit in the top right.

Membership Name - each need to be unique so you know which one to choose when adding to a clients account.

Description - This is internal information to know what all is included.

Duration - If a client bought the agreement (1) in full, how long would they be protected under this membership.

Auto Renew - If yes it will automatically add a new membership to the clients account when one expires.

Price - How much are you charging monthly or yearly (make sure Billing option matches)

Billing Option - Charge client Monthly or Yearly

Click "Done"

Step 2: Add Visits and Units to each agreement

To the left of the membership click the pencil icon

There are two sections, the top section is the visits and the bottom section is the units.

Click "Edit" on the top section

+ Add Row

Example of a club membership that has 2 visits per year.

Visit = Visit 1 Maintenance

Description = Clean full system and safety inspection

Due After = 6 months

+ Add Row

Visit = Visit 2 Maintenance

Description = Clean full system and safety inspection

Due After = 12months

Done

Click Edit on the bottom section.

+ Add Unit

Unit = select what can be covered under this membership

No. of Units = 1 means only one of each Unit... 2 means 2 of each unit. So if this membership covers 3 systems you would put 3 in.

Comments = any notes you want

Add as many units as you want, just because you add 8 units it does not mean this covers 8 units...It means this club can cover one or more of these types of units you added.

Financial Settings

Commission Scale

Here you can set up a commission scale.

If you want to give 10% commission on everything sold no matter what.

Discount Percentage = 1

Sales Only % = .1

If you want to give 10% if the sales rep discounts less than 10% and 5% if they discount 20% and nothing above that.

Discount Percentage = .1

Sales Only % = .1

Discount Percentage = .2

Sales Only % = .05

If you want to give 10% if the sales rep discounts less than 10% and 5% if they discount 20% and nothing above that and if it's a tech lead the tech gets 2% and it goes against the sales rep.

Discount Percentage = .1

Sales Only % = .1

Sales w/ Tech % = .08

Tech % = .02

Discount Percentage = .2

Sales Only % = .05

Sales w/ Tech % = .03

Tech % = .02

Bonus Scale

If you want to pay on Gross Margin or bonus on it you can do it here.

If you want to pay sales rep 2% if GM is over 55%

Gross Margin Percentage = 0.57

Sales Only % = 0.00

Sales w/ Tech % = 0.00

Tech % = 0.00

Gross Margin Percentage = 1.00

Sales Only % = 0.02

Sales w/ Tech % = 0.00

Tech % = 0.00

Example

If you want to pay sales rep 2% if GM is over 55% only if it is a tech lead.

Gross Margin Percentage = 0.57

Sales Only % = 0.00

Sales w/ Tech % = 0.00

Tech % = 0.00

Gross Margin Percentage = 1.00

Sales Only % = 0.00

Sales w/ Tech % = 0.02

Tech % = 0.00

Payment Methods

How to Add or Modify Payment - Financing Options

From the home screen select “Administration”
Select “Financial Settings” (top row, right)
Then select “Financing plans” (middle)
Select the edit icon (top, right of the screen)
You can edit any of the terms that you have entered
To add a new plan select “+Add Row” (top, left)
Type in the company name
Type a description of the finance plan
Enter the deal fee (the cost to you to use this plan)
Enter the interest rate
The payment factor calculates what the home owners payments would be
Save the plan
You can now select this plan on any purchase order

City Permits

Discounts & Fees

Edit

+ Add Discount Or Fee

Name = This will be the name sale and feild reps see on the Order Estimate page under "Discounts and Fees"

Discount / Fee = Here you choose if this item you are setting up a discount or a fee

Percent / Amount = Percentage if adding a certain percent or discounting a certain percent. Amount would be a dollar amount discount such as $200

Value = Put percents in like 10.00 = 10%, Amount = 200.00 = $200

Payment Integrations

We will do this for you, send us the application.

Application

Once set up you can take a payment in TG. Document

Manage Service Catalog

In ThermoGRID

How to Tag an Item / One Component Tag

Select the “Administrative” section
Select “Manage Service Catalog” (located on the bottom left)
Select the icon next to the item you want to tag
Scroll to the bottom of the page, to the left there is a section you will see “Tags” with text following
The tag is the main component of the text
Go to the item you want tagged to that item
Scroll down to the same location of the page
Type or paste the tag from your pervious item in the “Parent Tag” section below the “Tags” section.
Change “Auto Add with Parent” to “Yes” (located to the right of the tags section)
Click Save

Now anytime you create a purchase order with your original item you selected (the parent tag), your tagged item will appear below it in somewhere your purchase order automatically.

Export Catelog

https://www.youtube.com/watch?v=lOg2OExt9uw

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

Manage Suppliers

If you have suppliers added you must have an address for them if you are using the map feature. If no address is in everytime you go to the map it will have a gealocate error for each supplier with no address.

How to Add a Supplier

From the home screen select “Administration”
Select “Manage Supplier” (bottom row, middle)
Select “+ Add Supplier” at the top right of the page
Enter all the necessary information that appears
You will enter the supplier name and address information and the suppliers contact information
The e-mail is important for when you create the purchase order
Save all information

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Manage Drop Downs

Manage Job Documents

Manage Communications

1. To create as many email/text templates you want follow these steps.

Administration
Manage communications
Manage email templates
Either click pencil to edit or add new
Make sure the category is correct

Customer Email Notification (About Upcoming Jobs)

Client Job Communications

Membership Communications

Equipment Communications

"Customer Notifications of upcoming jobs"

2. To set your reminder notification time frames follow these steps.

Administration
Company Settings
Edit
Customer Notifications of upcoming calls
Here you can choose time frame and type.

3. To choose different notifications for different job types follow these steps.

Administration
Manage drop downs
Primary job types
Edit
Here you can choose message by job type

Manage Email Templates

Manage Text Templates

Communication Integration

Inventory Management

Objective

The purpose of this policy is to establish procedures for the management and accountability of Company owned and controlled inventory and equipment to include: receipt and tagging of equipment, completion of a physical inventory count/reconciliation, removal of equipment and inventory, acceptance of inventory and equipment, and disposal of inventory and equipment that is no longer needed. A deviation from the policy and procedures may result in the loss of income to the Company and income to employees. Therefore, it is very important for employees to adhere to these procedures.

Scope of Policy

All employees are required to follow this policy. Inventory will be counted at a minimum of 4 times per year. Quarter counts will be done on all non-truck and truck inventory. Truck inventory will be done monthly with the possibility of counting quarterly based on deviations.

Basic functions are:

Identify and tag all inventory and equipment.
Provide annual physical inventory of all inventory and equipment.
Know the location of all inventory and equipment and ensure that equipment is adequately safeguarded and secured from possible theft and other hazards.
Assure that assigned inventory and equipment is being used for business only.
Exercise reasonable custodial care over the safeguarding

Receiving of items for Inventory

Upon receipt of items, all will be inspected to determine if the equipment is in an acceptable condition and in the correct quantity ordered.

Completion of Physical Inventory

A physical inventory of inventory and equipment is performed at a minimum once a year with trucks more frequently. The inventory is conducted by Purchasing Coordinator with the assistance of others.

Physical Inventory Guidelines:

Establish a master schedule that sets the beginning and completion dates for both the counting process and the inventory reconciliation.
For ease of reconciliation, consider scheduling the completion of the physical inventory count to coincide with the last working day of a period.
Suspend all transaction activities such as receiving and sales during the count process to make the process more efficient.
Notify affected parties providing adequate lead time to plan appropriately.
If not already available, prepare inventory tags to be used to identify items that have been counted and how many times they have been counted. Consider preprinted tags, if available from your inventory tracking system, containing all of the information except the actual counts, to reduce the effort on the day(s) of the count.
Prepare the storage area for the inventory count. (If the warehouse is clean and organized throughout the year, additional efforts before the count should be minimal.).
Make sure like items are grouped together. Arrange items so they can be easily counted (i.e., in "batches").
Make sure all items are identified with a part number, bar code, or other identification.
Update storage area floor plans to reflect current stock locations and identify count areas.

Establish clear cutoff guidelines, identifying which items to include or exclude from the inventory count.

1. If possible, complete all handling and recording of inventory products before the physical inventory count begins. This includes receipts, returns, consolidation between stocking locations, etc.

2. No movement of any inventory should be permitted during the physical count. Any items that are delivered during the count should be physically separated and labeled "POSTINVENTORY: DO NOT COUNT".

If movement is required, backup documentation should be maintained and the quantity reflected in the count or subsequent discrepancy reconciliation. A good practice is to attach a count tag to copies of the documentation.

Conduct the Physical Count

Reconciling the Physical Inventory

Reconciliation is defined as the process of identifying, explaining, and correcting the differences between the physical count and the asset balance in the General Ledger

A. Determine the amount per physical count.

1. Enter the physical count into an inventory control system, if there is one, or into ThermoGRID listing all items in the inventory.

2. Significant discrepancies between the records and the count should be investigated and explained.

3. ThermoGRID will Calculate the total inventory cost by multiplying units per count by unit cost. The total will be the impact to the General Ledger.

4. Enter the final count numbers into the system.

**Technicians will maintain Accurate Inventory with no more than 10% inventory variance during counts.

Variances per warehouse/truck will be tracked and communicated to technicians and management.

Manage Locations

Stock Levels

Inventory Reports

inventory Orders

Manage Users

Manage User Accounts

How to Add a New User to ThermoGRID

From the home screen select “Administration”
Select “Manage Users” (top row, center)
Select the “+Add User” icon that appears at the top right of the page
Type in all the necessary information that appears
The authorization level gives them different rights, so select accordingly
Create a username/password
Select “Add User” at the bottom of the page
If you want to remove a person select their name and click the remove ____(their name) button on the screen that appears and then select remove on the pop-up

Manage Time Off Requests

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NavBar - Administration

Contents

Company Settings

Address Settings

Contact Information Settings

Commissions and Order Settings

Payroll Settings

Tax Settings

QuickBooks Settings

QuickBooks Desktop

QuickBooks Online

Customer Notification Settings (about upcoming jobs)

Inventory Management Settings

Dispatch Settings

Calendar Settings

Service Area Settings

Dispatch Settings

Club Memberships

Financial Settings

Commission Scale

Bonus Scale

Payment Methods

City Permits

Discounts & Fees

Payment Integrations

Manage Service Catalog

Tags

Manage Suppliers

Manage Drop Downs

Manage Job Documents

Manage Communications

Manage Email Templates

Manage Text Templates

Communication Integration

Inventory Management

Manage Locations

Stock Levels

Inventory Reports

inventory Orders

Manage Users

Manage User Accounts

Manage Time Off Requests

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