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

Address Settings

This is where you enter all the information about 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 pre populate on the Order Estimate page where you price out the client. Just follow the format defaulted in your account 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 commissioned and are using gross margins to calculate the price. (Meaning items that 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  make sure that if you pay task pay or piece 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 right of th new tax rate.You will have the option of adding a zip code, so when you add a client in this zip code the tax will default to this 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 documentation, and change country. To see full instructions for setup 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 integration 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 minutes 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 notify you when job should begin that you didn't assign it yet.

CC Unassigned Job Notifications = if a job has not been assigned 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 changed 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 zip codes they service and it will recommend to the call center another company to service the client. If they recommended 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)

1. Description "12+ opp Service"
2. Distance "60"
3. Restrict Skills "Yes"
4. Add Condition: "Category" and "HVAC" (third box over) Click +Add
5. Add Condition: "Department" and "Service" (third box over) Click +Add
6. Add Condition: "Job Type" and "12+opp (third box over) Click +Add
7. KPI Measurements: 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 = 12 months

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

These are all the tabs within the 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

-- Out of Order ---

 

Discounts & Fees

Edit

+ Add Discount Or Fee

Name = This will be the name sale and field 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 Catalog

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

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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 every time you go to the map it will have a geo locate 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

Call Resolutions

Tech Skills

 

By editing this you will be able to add different types of skills required to perform certain jobs.

It will default with:

Call Back
Repair Mini-split
Install Furnace
Install AC
Install HP
Install Boiler
Install Geo
Install IAQ
Sales IAQ
Repair Geo
Repair Boiler
Tune Up AC
Tune Up HP
Tune Up Furnace
Tune Up Boiler
Tune Up Geo
Repair AC
Repair HP
Repair Furnace
Sales Replacement

Just click edit and + Add to add new ones.

Click the trash can to delete 

 

These can be added to each user under Manage User Accounts.

These can be added to a job.

Unit Types

By editing this you will be able to add different types of units your company provides service for or sells.

It will default with:

Air Conditioner
Water Heater
EAC
Package Unit
Filter
Humidifier
Furnace
Heat Pump
Mini Split
HRV
Water Heater
Boiler
Geothermal

Just cklick edit and + Add to add new ones.

Click the trash can to delete.

This will give you the option to add these types of units when adding equipment to the order and allow you to select these types of units when creating a club membership. (Service Agreement or PM)

Unit Extras

By editing this you will be able to add different types of items your company provides as part of maintenance. (UV Lights, Filters, Belts Etc.)

Just click edit and + Add to add new ones.

Click the trash can to delete.

Once a "Unit" (Furnace, AC, Heat Pump, Water Heater, Ect.) is added in on the Call, Order, or Client section then you can add the extras. **Must save the unit first.

This allows you to add the extras to the units and see what the client needs before going out or even report on all of them from the Membership Report.

 

 

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Unit Warranty Types

 

By editing this you will be able to add different types of warranties your company provides.

 

It will default with:

1. Manufacturer
2. In House
3. 3rd Party

Just cklick edit and + Add to add new ones.

Click the trash can to delete 

Manage Job Documents

Manage Communications

- Manage Email Templates

- Manage Text Templates

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

 

 

Communication Integration

 

VoIP

 

 

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 "POST INVENTORY: 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.

 

Inventory Reports

 

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 - Roles
• 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

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