Data Entry in

Successware 21
Brittney Dassonville

Table Of Contents

TABLE OF CONTENTS
Table of Contents.............................................................................................ii
Introduction......................................................................................................ii
Adding New Customers....................................................................................2
Answering new customer calls.....................................................................2
Creating of customer Account......................................................................2
Club Memberships...........................................................................................2
Adding new club to an account.....................................................................2
Billing For the club membership...................................................................2
Entering payment for club membership.......................................................2
Adding a new job.............................................................................................2
Opening new job...........................................................................................2
Entering data of work to be preformed.........................................................2
Adding call to technicians schedule..............................................................2
Completion of call check in..............................................................................2
Happy calls...................................................................................................2
Debriefing with technician on the phone......................................................2
Entering information from the debriefing.....................................................2
.....................................................................................................................2
Finalizing the job..............................................................................................2
Entering of each activity done and amount due...........................................2
creating An invoice.......................................................................................2
Entering items on THE INVOICES..................................................................2
Appling to club if customer has one.............................................................2
Appling discounts.........................................................................................2
Appling coupons...........................................................................................2
Entering of PAYMENTS IF received at the job................................................2
posting invoice.............................................................................................2
Printing the bill to send to customer.............................................................2
Entering payment if received after sending bill............................................2

Table Of Contents

Finalizing job.................................................................................................2
Index................................................................................................................2

Introduction

INTRODUCTION
A/C Contractors has been one of the leading air conditioning company in East
Texas for many years. It has been owned and ran by Troy Dassonville for all
the years it has been opened. The company performs yearly maintenances,
services calls when a unit is malfunctioning, and also sells and installs new
systems. One of the main factors of our success is the correct entry of data
from every call performed. This job is completed by receptionist and the data
entry employees. For these jobs one must have prior knowledge of the use of
basic computer functions. All data is entered into a program called
Successware 21. This program has been used for 6 or more years at this
company. To enter the data into A/C Contractors information system you will
need theses certain supplies:

Computer that is connected to the system

Successware 21 installed on the computer
Company phone to contact Technicians for details of their jobs
Printer

This Manual shows instructions for the data entry into Successware 21.
Which include:

Adding new Customers Adding new customers to the system is

important for the growth of the company and to manage marketing
strategies (to see which strategies work to most).
Club memberships- memberships are one of the companys main way
to build a relationship with our customers and gives them access to our
24 hours on call services that are can be performed when the business
is closed after hours.
Adding new Jobs- the company needs computer records of all actions
performed on any system so that we can have history of it if there is
future problems shown with the system.
Completion of call check in- this is the most mandatory group because
it gives the managers knowledge of everything the technician does at
every job they go out to.
Finalizing jobs- this completes the job and closes it completely but one
still can access it to see further information if it is needed.

All steps are absolutely mandatory to complete so that the statistics for the
technicians are completely accurate. A/c Contractors uses these statistics to

Introduction

regulate the technicians and to see if they are on track to the company goals
for each month.

Adding New
Customers

Adding new customers

ADDING NEW CUSTOMERS

ANSWERING NEW CUSTOMER CALLS
1.
2.
3.
4.
5.
6.
7.
8.

Open up call tab

Follow script shown on screen
Select the call reason
Enter details on why customer is calling
Select weather if caller is male or female
Create the new customer account
Select lead source
Schedule call

CREATING OF CUSTOMER ACCOUNT

1.
2.
3.
4.
5.
6.

On call taking tab click new account

Enter name
Enter address, city, state, and zip
Enter phone number
Save
Close

Call
Taking
tab

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Club Memberships

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CLUB MEMBERSHIPS
ADDING NEW CLUB TO AN ACCOUNT
1. Go to the customers page
2. Click the agreement tab
3. Click New agreement at the bottom of page
4. select type which will open a template that fills most of information
5. enter start date
6. Select payment type
7. Enter card or bank account number if needed changing of membership
8. Select visit type
9. Enter a x in the month you wish to perform the maintenance
10.
Push the save button

Agreem
ent tab

Type

Payme
nt info

BILLING FOR THE CLUB MEMBERSHIP

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1.
2.
3.
4.
5.
6.
7.

Open the agreement tab

Right click anywhere on page
Click next periodic billing, which opens up next invoice
save invoice
push post
print copy of invoice to send to customer
close by pushing the exit button

ENTERING PAYMENT FOR CLUB MEMBERSHIP

1. Click twice in the right corner on customers page. Where the balance
is shown
2. Click receipt button on the bottom left corner
3. Enter payment amount
4. Enter type of payment
5. Enter card number if paying by card
6. The click post
7. Right click on the invoice shown
8. Click allocate
9. Select the payment and push enter
10.
Push allocate button

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Adding a New Job

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Adding a new job

11

ADDING A NEW JOB

OPENING NEW JOB
1.
2.
3.
4.
5.

1.search for customer

Open customer file
Click new job
Select service type in class spot
Identify advertising source

New Job

ENTERING DATA OF WORK TO BE PREFORMED

1.
2.
3.
4.
5.
6.
7.
8.
9.

Identify specific equipment

Select warranty if one is available
Click notebook in bottom left
Click job instructions
Identify any instructions for the technicians to follow
Close
Add to schedule
Date and time is now shown
Close

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Adding a new job

13

ADDING CALL TO TECHNICIANS SCHEDULE

1.
2.
3.
4.
5.
6.

Use call center button to open dispatch

Identify technicians that can perform task
Drag name of customer to the technicians row
Identify time that is best for customer
Drag the customer to that time slot under the selected technician
Drag to Technician name Sonja to place on standby if schedule is
busy or full

Time
Slots

Custome
r Name
to drag

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Adding a new job

15

Completion of Call
Check In

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Completion of Call Check in

17

7. COMPLETION OF CALL CHECK IN

8. HAPPY CALLS
9. The happy calls are need to insure that the customer is pleased with
the work done and to figure out if the technician need to improve on
anything.
1.
2.
3.
4.
5.
6.
7.

Get the customers number from the customer information tab

Dial number and call the customer
Greet the customer
Ask the questions listed on the happy call screen
Open job progress
Check the did happy check box
Enter all information in happy call information box, making sure one
does not leave out any details
8. Press save
9. Exit the screen
10.

Happy
Check
Box
Happy call
description
box

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Completion of Call Check in

19

11.
12.

13.

DEBRIEFING WITH TECHNICIAN ON THE PHONE

1. Call each technician after they finish their call

2. Write down on a note pad or in Microsoft Word the description of work
done, amount that they should bill, payment information
3. Ask technician if the job had any problems or difficultys
4. Ask if they wore their shoe covers
5. Get the unit model and serial number if they arent already in the
system
6. Ask for any more information of the job or customer

14.
1.
2.
3.
4.
5.
6.
7.

ENTERING INFORMATION FROM THE DEBRIEFING

Open job progress

Briefly describe what he performed in the job description box
Enter amount that the job cost
Enter amount of payment if one is received
Enter payment type
Press save
Exit

15.

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Completion of Call Check in

16.

Finalizing the Job

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21

Index

17.

23

FINALIZING THE JOB

18.

Chrg A
Item

descriptio
n box
Apply
Payments
Applying
Discounts

19.
ENTERING OF EACH ACTIVITY DONE AND AMOUNT
DUE
1. Open call progress on the job
2. Enter in all work done in the job description box
3. Enter any suggestions in the suggestion box
4. Select
20.

21.

CREATING AN INVOICE

1. Open job with job description already entered

2. Press the F10 key
3. Enter date of the invoice being created

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25

22.

ENTERING ITEMS ON THE INVOICES

1.
2.
3.
4.
5.

Open invoice by pressing F10

Right click the item box
Select new
Enter item type
If item is a part enter part description (part name) in the item
description box
6. Enter amount if the amount is not entered with the item type template

23.
1.
2.
3.
4.
5.

Open invoice
Select item that you want to charge to club membership
Press the chrg A button,
Select the membership you wish to charge too
Press enter

24.
1.
2.
3.
4.
5.
6.
7.
8.

APPLING COUPONS

Open the non-posted invoice for the desired call

Right click in the item box
Select new item
Type into the item type box
Tab to the item description box
Type coupon name
Tab and enter coupon amount with a negative sign in the beginning
Press save button at the bottom

26.
1.
2.
3.
4.

APPLING DISCOUNTS

Open the non-posted invoice for the desired call

Select the desired item to have a discount
Double click item, which will allow you to edit the item
Place a X in the discount box
Press save button located on the bottom middle
Press apply discount button
Select desired discount amount
Save

25.
1.
2.
3.
4.
5.
6.
7.
8.

APPLING TO CLUB IF CUSTOMER HAS ONE

ENTERING OF PAYMENTS IF RECEIVED AT THE JOB

Open the non-posted invoice

Guarantee that the amount due is already inputted into the invoice
Apply any discounts or coupons received
Click apply payment in the bottom left corner

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Index

27

5. Enter correct amount that the customer is paying

6. Select the payment type
7. Enter card number if paying with a credit card
8. Click apply
9. Close window
27.

28.
1.
2.
3.
4.
5.
6.
7.

Create the invoice

Enter all items
Apply any discounts and coupons
Enter payment if one is received
Press save
Press post button located on the bottom row
Select do not print

29.
1.
2.
3.
4.
5.
6.
7.
8.
9.

POSTING INVOICE

PRINTING THE BILL TO SEND TO CUSTOMER

Open posted invoice

Guarantee all information on invoice is complete
Select the print button, print preview will open
Spell check manual the document
Press print, and the print window will open
Print 2 copies of the document
Place one in the invoice bin
Fold the other invoice in thirds
Place in envelope and send to customer

30.
ENTERING PAYMENT IF RECEIVED AFTER SENDING
BILL
1. Double click the account amount located on customer profile
2. Click the receipt button
3. Select payment type
4. Enter credit card number if that is the payment type
5. Enter expiration date for the card
6. Type amount that is being paid
7. Press the post button
8. Right click the invoice amount
9. Press allocate
10.
Select payment that you just posted
11.
Press allocate button

31.

FINALIZING JOB

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Index

29

1. Open job with completed invoice

2. Right click anywhere on the job page
3. Press finalize
4. Check to make sure all boxes have a check mark
32.
*if one is unchecked get with the warehouse manager to get the
part posted*
5. Press finalize key
6. Close job
33.

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34.

INDEX

35........................advertising, 11

44............job description, 16, 19

36......................agreement, 6, 7

45.......................maintenance, 6

37..................................billing, 7

46....................membership, 6, 7

38..........................call, 3, 12, 15

47........................new job, iii, 11

39.........................call center, 12
40...............customer account, 3

48.. payment, iii, iv, 6, 7, 16, 21,

22

41.........................happy call, 15

49.................schedule, iii, 11, 12

42........................happy calls, 15

50....................serial number, 16

43................................invoice, 7

51.............................standby, 12
52...........................warranty, 11

53.