Setting up OFS PRO for the First Time

OFS PRO is a comprehensive software solution for the field service enterprise. It combines work order automation, asset maintenance and tracking, customer relationship management, field service, dispatch, and field inventory into one complete service management solution.

New to OFS PRO? The following blog will help you get acquainted with the ins and outs of setting up your new account and configuring the basic features of the system: Business Units, Areas, Items, Assets and Asset Categories, Customers, Employees and Employee Classes, and Service Types. You can also access a more detailed video tutorial to help you get started here.

 

BUSINESS UNITS

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Use Business Units. found in the Setup module of the Configuration tab, to create a Business Unit for each legal entity or business in your enterprise. Press Ctrl+N or right-click anywhere within the Business Unit grid and select New to access the New Business Unit window. All yellow fields in the window must be filled in to save the form, while white fields relate to optional information. Enter the business unit’s Name, Logo Image, and Address. You may also select Allow Work Orders Across Month-End to enable you to extend Work Orders across multiple months. When you are finished making changes, click OK to save.

MASTER DATA

Areas

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Each Business Unit is parent to one or more Areas, which generally relate to facilities such as offices, yards, warehouses, etc, and which can only be allocated to one Business Unit at a time. You’ll find the Areas tab beneath the Business Units main grid. Press Ctrl+N or right-click within the grid and select New in order to create a New Area, then enter its Name, Address, and Accounting code (if you have one). When you are finished making changes, click OK to save.

Items

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Item Master defines the items you sell to your customers, and are shared across all Business Units, Areas, Customers, etc. Open the Item Master window by accessing the Back Office tab, scrolling over Inventory, and then clicking Item Master. Here you can create and maintain the prices of the inventory items used in your database. This information is also used to fill in information in the Field Ticket tab of Work Orders. Click Ctrl+N or right-click within the grid and select New in order to create a New Item, then fill its Item Code, Category, Description, Short Description, Cost, Base Price, Status and Unit of Measure. Also select the box(es) applicable to your Item: Manage Inventory, Taxable, Open Pricing, and Allow Negative Quantity. When you are finished making changes, click OK to save.

SETTING UP ASSETS

Assets

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Assets define the equipment you use on jobs, such as trucks, storage tanks, tools, etc. Open the Assets pane by accessing the Back Office tab, scrolling over Assets, and then clicking Asset Listing. Create a New Asset by clicking Ctrl+N or right-clicking anywhere within the grid and selecting New. On the Properties tab, fill in the Asset’s associated Asset ID, Business Unit, Area, Asset Category, Name, and Status.

You can click OK to save your changes, or select the next tab down (beneath Properties) to access the Asset Kit Template screen, which enables the efficient creation of asset kits. By creating a template, multiple assets of the same type will be grouped consistently, with the same categories within the kits for each asset.

Asset Categories

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Assets can also be classified in a hierarchy of Asset Categories, which provide an easy way to group many different assets together by type. All Assets that fall under a shared category will have the same customizable fields visible on their detail screen, and any Notes or Documents attached to the category will appear within all grouped Assets, as well. This function can likewise be accessed via the Back Office menu, under Assets > Categories. To create a new Category, press Ctrl+N anywhere in the Categories pane or right click anywhere within the grid and selecting New. Categories can be allocated to a specific Business Unit so that the Assets contained within them will only be visible while creating a Work Order using the respective Business Unit, and, if creating a smaller category as a subset of a larger one, you can also select its Parent Category. When you are done making changes, click OK to save.

CUSTOMERS

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Manage Customers by scrolling over the option of the same name in the Front Office menu and clicking Customer List. Create a New Customer by clicking Ctrl+N or right-clicking anywhere within the Customer List grid and selecting New. Enter the Customer Name, Primary Contact, Address(es) and any other optional information, such as Phone Number(s), E-mail(s), and Emergency Contact. When you are finished making changes, click OK to save.

EMPLOYEES & EMPLOYEE CLASSES

Employees

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Employees can be managed by scrolling over the option of the same name in the Back Office menu and clicking Employee List. Create a New Employee by clicking Ctrl+N or right-clicking anywhere within the Employee List grid and selecting New. In the Demographic tab, enter the Employee’s Employee Number, First Name, and Last Name. On the Contact Info tab, enter the Employee’s Home Address. On the Employment Data tab, enter the Employee’s Classification, Associated Business Unit, Area within the latter Business Unit, Employee Type and any other optional information desired. When you are finished making changes, click OK to save.

Employee Classes

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You can also create Employee Classes to designate different bonus rates for Employees per your designation. This function is accessed by scrolling over the Employee tab in the Back Office menu and clicking Employee Classes. Standard Bonus Amount is the amount per Work Order assignment. Additional Bonus Amount is the amount to be paid out if the hours registered on a Work Order exceed the limit established as Additional Bonus Hours. Additional Bonus Hours is the minimum amount of hours the employee needs to work to earn the Additional Bonus amount. Standby Bonus Adjustment is the Bonus reduction percentage for employees on standby.

SERVICE TYPES

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Service Types classify the various lines of service offered by your company and are used for the Job Type drop-down list within the General tab of a Work Order, which lists Job Type, Service Type, and whether or not the Service Type is internal. The Service Types module is located in the Configuration menu, under Setup. Create a New Service Type by clicking Ctrl+N or right-clicking anywhere within the Service Types grid and selecting New. In the Properties Tab, enter the Service Type’s Description, as well as uploading an image if you wish, and select the checkbox(es) appropriate to the Service Type. The Customization tab enables you to choose from a list of enabled tabs and reports, and to add a New Custom Field. The Lookups Template lets you add a new Field Ticket Lookup Template. When you are finished making changes, click OK to save.

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