Service Writer System


            9.   Maintain Employee Information

            10.  Maintain Customer Information

            11.  Maintain Vendor Information

            12.  Record Help Notes and Things to Do

            13.  Maintain Unit Abbreviations

            14.  Track Tire Information

            15.  Process Preliminary Orders


            16.  Provide Valuable Reports

            17.  Apply Automated Stock Additions

What Features Can Assist in your Daily Operations?

            1.  Control Parts Inventory

     .      2.  Maintain Open Work Orders

            3.  Retain History Work Orders

            4.  Provide a Snapshot of Unit Status

            5.  Process/Retain Purchase Orders

            6.  Maintain Unit (Vehicle) Information

            7.  Track Parts in Use on Units 

            8.  Provide Criteria Tracking - for 

                 any Scheduled Vehicle Maintenance


Service Writer System FEATURES 

1.          Control Parts Inventory -Keep track of part numbers, descriptions, stock on hand, cost, three levels of retail pricing, location, FET and special tax codes on the Parts Master FIle.  When processing work orders, SWS automatically reduces the quantity (stock on hand) for the part being used.  If your current inventory is stored in a computerized worksheet format, we can automatically load it into the SWS for you.  If converting from a hard-copy inventory system, entering the data manually into the SWS will be necessary.  If desired, we can enter it for you for a reasonable fee.

2.          Maintain Open Work Orders -Know the full status of your open work orders at all times.  Parts used on the work order are extracted from the Parts Inventory.  Labor charges are retained on the work order.  When the work is completed, the Open Order is closed, but the information is retained and available on the History Order File.

3.          Retain History Work Orders -If an order needs to be reviewed at a later date, it is available on the history file.  A Browse of all orders is available to review the status of all work orders.

4.          Provide a Snapshot of Unit Status -With one keystroke, check the status of your units - whether they are on the job site or being serviced, and what maintenance is due based on the criteria you have defined.

5.          Process/Retain Purchase Orders -Vendor Orders are entered quickly and easily using pop-up lists extracting information from the Vendor Master and the part numbers to order from the Parts Master.  Completed Orders are maintained on the SWS as historical information. 

6.          Maintain Unit (Vehicle) Information -Information for any item, vehicle, trailer, piece of equipment, etc. is stored in the SWS.  Keep track of unit’s make, model, license, renewal date, etc.  In conjunction with the Parts on Unit and Criteria Tracking even more information can be maintained and utilized. 

7.          Track Parts in Use on Unit -Any additional information you chose to retain for any vehicle, trailer, piece of equipment, etc. is available in the SWS. This can be accessed from the Open Orders, History Orders and Unit Detail.

8.          Provide Criteria Tracking -This feature allows you to define scheduled maintenance criteria using either a time or mileage factor.  For example, state inspections may be required every 365 days (annually) and oil changes may be required every 15,000 miles.  These criteria can be tracked for every unit entered in the SWS.  There is no limit to the number of criteria that may be defined.  This is accessed through the Unit Detail screen.

9.          Maintain Employee Master Information -Store the name, address, position held, Emergency Contact, plus more information for your employees.  Also, their information may be printed as Phone Lists, Information Lists, Emergency Contact Lists and as mailing labels. 

10.     Maintain Customer Master Information -If your company deals with outside customers, their names, addresses, and other pertinent information is immediately available to expedite processing their work orders.  If your company performs maintenance on multiple units for an outside customer, the Unit Abbreviation feature further simplifies retrieving unit information.   Also, customer information may be printed as Phone Lists, Information Lists and as mailing labels. 

11.     Maintain Vendor Master Information -For company’s using the SWS for Purchase Ordering, the vendor names, addresses, and other pertinent information is immediately available to expedite processing.   Also, Vendor information may be printed as Phone Lists, Information Lists and as mailing labels. 

12.     Record Help Notes and Things To Do -Record helpful system notes or any other information for future reference and keep yourself organized by utilizing these automated features.

13.     Maintain Unit Abbreviations -This feature allows you to store all units associated with one company or grouping ( a particular type of units such as trailers, backhoes, etc.) together by prefixing the unit with a common abbreviation. 

14.     Track Tire Information -For every tire in your system, know the unit and location it is installed, the original cost, brand name, whether it’s available or in-use, number of miles on the tire and an audit trail of the tire’s use in the SWS.  The total tire cost per mile can be calculated from this information.  This is accessed through the Unit Detail screen.  The total tire inventory can be calculated from the Tire Master Browse and can be queried to allow selectivity.

15.     Process Preliminary Orders -This powerful feature allows grouping of parts and/or labor charges into one Preliminary Order grouping (“PRE”) and store it in SWS.  Later, when entering a work order, select the PRE from a pop-up list and all detail items will be automatically added - an enormous boost in efficiency and keyboard accuracy.  No longer will you spend time entering the same details over and over.  There is no limit to the number of PREs and number of detail lines defined in each one.  Utilizing this feature allows the possibilities of entering a Preliminary Order:

          A.  as a PACKAGE - to provide special groupings of parts and/or labor to your customers

         without redundant re-entering the information 

 a RESALE - to allow tax exempt sales of parts to other companies for resale, you can       

        easily override the normal tax information stored on the Parts Master by entering the order         

        information here

 an ESTIMATE - to provide customers an estimate or quote of work needed before

        entering the work order and actually removing the stock from the Parts Master

16.     Provide Valuable Reports  -A Report Menu provides the access to the major reports in SWS and also provides a way to maintain notes and comments about each report in the system.  See SWS Reports for more information on the reports.

17.     Apply Automated Stock Additions -This is an optional feature available for an additional charge.  When a shipment of parts is received, using a barcode scanner and the Parts Master Additions to Stock (PMAS) feature, the parts are automatically loaded into the Parts Master.  This eliminates manual entry of the parts additions.