Location Information is a set of configuration options available for each location. Service Managers can configure these options for each location they manage.
The Location Information options are broken down into three tabs:
To edit location information:
- Open a location from the Portal.
- From the menu bar, click Admin.
- From the Administrative Tools list, select Customize Your Database.
- From the Customize Your Database list, select Location Information.
- Select one of the tabs to enter or edit location information for that group of options.
Information entered on the Details tab determines your location’s contact information, language, and time zone information. It also determines what information appears on the case and estimate PDFs generated for each case.
The following information can be edited or populated on the Details tab:
- Location Name
- Postal Code
- Phone Number
- Fax Number
- Email Address
- Time Zone
- Location Logo
NOTE: Be sure that the correct time zone is selected as it is used for recording time stamps on various actions within the platform.
Upload a Location Logo
The location logo appears on printed cases and estimates sent out to your customers.
The max file size is 2 MB. The logo will automatically be resized for you.
To upload a Location Logo:
- Scroll to the bottom of the Details tab.
- Click Choose File and select a saved image of the dealer logo.
- Once the file has been selected, click Upload Logo.
The logo will then appear to confirm the upload.
External Interfaces Tab
Options on this tab allow your location to export data from the platform to their business system. The options vary depending on the business system your location uses.
The Features tab consists of multiple toggle switches, dropdowns, and text fields that allow service managers to customize a wide variety of features for different functions within their location.
They affect things like what features are enabled, how the interface looks, and what data auto-populates.
NOTE: If you enable or disabled an option on the Features tab, it will only go into effect for new cases created after you save your changes. It will not affect cases currently open.
The full set of options on this tab includes:
- Recent Cases Page
The number selected determines the amount of cases displayed by default on a single page of the Cases page.
- Always Show Fleet Notes
When enabled, the fleet notes will always display when a user is viewing a case.
- Change Pricing Source
When enabled, users with Service Advisor permissions can change the assigned pricing source in an estimate.
- Edit Line Items
When enabled, users with Service Advisor permissions can edit operations within a case.
- Check-in Quick Action
When enabled, the Check-In button is added to the top of the Editing Case screen with the rest of the Quick Action Buttons.
- Hours after check-in to schedule follow up
When you use the Check-In Quick Action button, it automatically sets a time for the service location to follow up with the customer. The number entered in this field determines how many hours are added to the check-in time to calculate the Follow-Up time.
- Reset Follow-up Time
When enabled, the follow-up time is automatically reset when users use the Asset Ready and Asset in Service Quick Action Buttons
- Post Estimate with Quick Action Button
When enabled, the most recent estimate version will be sent to the customer when users use the Asset Ready and Asset in Service Quick Action Buttons.
- Require complaint at check-in QAB
When enabled, users are required to enter a complaint description when using the Check-In button.
See also: Require Complaint Description at Check-In
- Case Notes
The notes entered in this field display at the bottom of case generated estimates. It is often used to provide a disclaimer.
- Inspection performed by
When enabled, the Inspector Name or Company Name is displayed on the inspection form.
- Inspection notes
Similar to the Case Notes feature above, the notes entered in this field will display on the inspection form.
- Labor Card Additional Page HTML
The HTML code entered in this field is generated and displays on a separate page when the Print Labor Card function is used.
- Prepopulate Subcase PO Number
When enabled, the subcase PO number to be left blank or to populate based on the main case.
- Only Allow Administrators to Reopen Cases
When enabled, only users with Administrator permissions can reopen cases.
- Automatically Close Parent Case When All Subcases Are Closed
When enabled, the parent case is closed when all related subcases are closed.
- Auto-Populate Billing Transaction Amount:
When enabled, the billing transaction amount is automatically populated.
- Search for Assets By
The dropdown selected determines whether the Serial Number or Unit Number is automatically selected on the Search page in the Asset section.
- Default Tag Number
The text entered populates the Tag Number field in cases.
- Invoice Dialog Behavior
The dropdown selected determines whether the invoice total, invoice line items or both need to be entered.
- Invoice Dialog Permissions
The dropdown selected specifies where users can edit invoice information.
- Enable Product Codes
Use this feature to enable or disable product codes.
- Enable Departments
Use this feature to enable or disable departments.
- Enable Part Salesman
Use this feature to enable or disable Part Salesman.
- Enable Part Quantity Details
Use this feature to enable or disable part quantity details.
- Enable Part Source
Use this feature to enable or disable part source.
- Enable Calculate Charges via Case Export
This feature is not supported by all business systems, but when enabled, charges on the estimate are calculated based off of the DMS setup when a case is exported.
- Enable Additional Charges
When enabled, an Additional Charges section is added the Operations section of a case.
- Enable Line Item Policy Option
When enabled, a Policy option is added to the Set Status dropdown in the Operations section of a case.
- Enable Warranty Claim ID
When enabled, a Warranty Claim ID field is added to cases.
- Display Actual/Quoted Labor Hours and Price
When enabled, the actual and quoted labor hours display in a case.
- Source Data For Sub Vendor Amounts Displayed in Parent Case
The dropdown selected determines whether sub vendor source data is displayed in the estimate or the invoice.
- Include ETR In Versioned Estimate
When enabled, the Estimated Time of Repair will be included in each estimate version of a case.
- Show Estimate's Declined and Deferred Information
When enabled, any estimate posted for a case will include a separate section below the total that lists the operations and parts declined or deferred as part of the case. The section will include the operation and part names, labor and parts prices, and reason the line item was declined or deferred.
- Include Notes in Export Files
When enabled, notes will be included in the files exported to the service location business system.