NavBar - Administration

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

Financial Settings

Bonus Scale

Payment Methods

 

How to Add or Modify 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

Payment Integrations

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

 

 

 

 

 

Tags

 

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.

 

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

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

Manage Communications

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:

1. Establish a master schedule that sets the beginning and completion dates for both the counting process and the inventory reconciliation.
2. For ease of reconciliation, consider scheduling the completion of the physical inventory count to coincide with the last working day of a period.
3. Suspend all transaction activities such as receiving and sales during the count process to make the process more efficient.
4. Notify affected parties providing adequate lead time to plan appropriately.
5. 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.
6. 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.).
7. Make sure like items are grouped together. Arrange items so they can be easily counted (i.e., in "batches").
8. Make sure all items are identified with a part number, bar code, or other identification.
9. 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 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