Work Order Window

Types of Invoices

• There are six different Types of Invoices that you can create: New activation, Upgrade, Sale, Refund, Trouble Call, and Trouble Call (no pay). Once again, you will only need ONE New Activation invoice. WARNING: If you want to create a new invoice for a customer, make sure to select New from the Invoice Number drop down. If you do not select New invoice it will override the old invoice information.

  

  

  If you would like to charge the customer for an equipment sale without counting it as an activation, just select

  • New from the Invoice # dropdown menu in the customer invoice.
  • Sale from the Type dropdown menu.
  • Attach equipment from the Eqpmt button for that customer.

*This payplan will not generate commissions for a technician since a sale invoice does not have an installation.

Once the invoice has been added you will notice an invoice number that will appear on the top left hand corner of the invoice - each new invoice that you add to a customer will generate a different number for tracking purposes.

 At this point blue buttons will appear on the invoice, each of which has a different purpose and are explained below:

Inv

• The first button that you will see on the invoice and this is the buttom that you will use to attach non-serialized peices of equipment to the customer; this button represents the word 'Invoice'. When you click on this button the following screen will pop open for you:

3rd Party

• The blue button that you will use to print off the contract between your company and the customer; in other words, representing the 3rd Party Contract. What you will see when you click on this button will be a similar variation from the screenshot below. (To add/edit information to your 3rd party contract, go to Admin > Preferences > Contract Info or Admin > Preferences > Contracts. You may also add your company logo to the contract with the help of Agemni's CMS support team.) **Note** that the tax column has been removed and added as a summary row on the contract. This adds about 1/4" to the top portion of the contract, so it may cause a few of our clients' contracts to wrap to a 2nd page. Please call us if you need assistance reconfiguring your contract.

L, R, and T

• These buttons allow you to view information pertaining to your Lead Rep, Rep, and Technician i.e. phone number and email stored through HR>Lookup>Employee Page. What you will see when you click on this button will be similar to what you see below:

"+"

• This button is the tool that you will be able to use to attach any and all Upgrades to the invoice for commissions purposes. What you will see when you click on this button is below:

**NOTE** We have added a feature to our DISH qualification tool that will automatically select the CC AutoPay option in Agemni's upgrades when you select the credit card autopay option for your customer while qualifying in DISH's site through Agemni.  Another upgrade that auto populates is Premium Customer.  

Assign

• button will only appear for providers that Agemni has an integration with; DISH Network, DirecTV, Hughesnet and Clearwire. This is the button that you will use to qualify the customer through any one of the previously listed retailer sites and when you click on this button you will be directed to the retailer site specified on the invoice.

Appts

• button allows you to schedule an appointment for installation and represents Appointment. If you schedule by time slot, a calendar will appear showing all available time slots. If you schedule by technician, the scheduler will appear and allow you to select the technician, day, and time of choice. (*See scheduler section below for more information.)**Note**If you have "Email Tech Jobs" selected under Admin > Preferences > Prefs > Account Options, then it will automatically send a notification email to the email address entered for your tech's user profile.

Manual

• button allows you to select the technician, install date, arrival and departure times and create an appointment manually. Once all of these fields have been entered, select the blue Create Appointment button to solidify the appointment. The Manual button also allows you to make changes to future jobs (time, date, or technician). When you click on this button the following screen will pop-up for you:

When scheduling a customer, the first method of choice should be the Appointments button at the bottom of the page. Each time the Manual button is used, Agemni will not check to if any schedule conflicts appear and in turn you may end up with two jobs that conflict time or technician.

**Note** If you have Limit Techs by Zipcode selected for an area under Admin > Areas, you will need to assign zipcodes to a tech on their employee page under Zips in order for their name to be populated in the Tech dropdown menu after clicking on Manual.  Also, if Limit Techs by Zipcode is selected, and the customer has a zipcode that has not been assigned to this tech,that tech will not appear in the dropdown menu.

'H' button

• This small button appears next to the provider account number feild for OE customers. This button connects to the DISH Network retailer site, goes to the financial section, searches for the customer by Account # and retrieves the payments receives for the account inquired.

Delete

• is available on existing invoices, but only if you have rights to delete invoices. This delete button is the only way to delete an invoice WITHOUT deleting the entire customer (make sure if you are deleting an invoice that you delete it when you are in the customer account page and not from the Customer > Lookup page).

Add Invoice

• is available for NEW invoices ONLY if you have rights to add invoices. This is the only way to add a new invoice. 
• Update Invoice will show on existing invoices ONLY if you have rights to update invoices.  Update invoice will have to be pushed if anything on the invoice is changed.   
  

Sale Date

• will automatically populate as the current date, but you may change the date manually if you would like. 

WO#

• usually refers to the Work Order Number of a DISH Network Referral, service job, or to the OMS ID Work Order Number of a DIRECTV Fulfillment job. If this is the case, you may see a blue E*Connect or Referrals button which allows you to see the provider Work Order. This is not a required field, however, and many companies do not use this option. If your company does want to keep track of in-house work order numbers on the system you can enter them in this field. 
  • When a referral is imported from the Referral Import it gets marked on the back end as a referral invoice and the referral button is displayed next to the WO# field. When a referral is manually created into Agemni the referral button will not show up; if the Referral Import is run and the manually created customer is updated, the customer will be marked as a referral on the back end and then the referral button will show up.

Lead Rep and Rep

• allows you to pay two reps for a sale. If you have people who contact customers and then others who close the sale, you may give credit to both people. In order to change the rep information (or even just see the available lead reps, reps, or techs in their respective dropdown menus) you will need rights under HR > Lookup Employee > 'NAME' > Functions > Change Lead Rep/Rep/Tech on Invoice.
  • There is a preference under the invoice preferences that, when selected, will automatically select a rep's manager (as the 'lead rep') when a rep is entered with an active manager.
• **Note** You do need to put at least one employee down for a sale under the Rep dropdown.

Provider

• is a REQUIRED field. We have several providers to select from. You may edit your provider list under Admin > Providers. 

Number of TVs

• allows you to specify the number of TVs the customer would like to hook up. The options for kit configuration will change depending on how many TVs are selected. For example, if the customer is going to be using two TVs, only kits configured for two TVs will show up. 

Promotions (for HughesNet: "Service Plan")

• will vary according to the provider that is choosen. Please note for Hughesnet the promotion drop down is named Service Plan.

Kits (for HughesNet: "Contract Type")

• refers to the type of device that will be installed. Different kits will populate according to the provider, number of TVs, and promotions selected. Select the kit (or the configuration of receivers) that is applicable to the customer. If doing a sales invoice for equipment, select Equipment Purchase as the kit. 

Upgrades 

• allows you to add new features to an invoice. To do so, click on the blue plus sign button next to the upgrade field. A list of available options will appear. Select the needed upgrades, close the menu, and make sure to select'Update Invoice'to save all changes.   

Assign and Reprint Buttons

• will appear next to the account # field. Only one of the two will appear. The Assign button will appear for new customers and allows you to connect to your provider’s website and assign an agreement (DISH Network), an account (DIRECTV), or and order (HughesNet) number to your customer. Only existing customers who already have an agreement number/account number will see the reprint button. Reprint allows you to reprint the provider agreement.
  • DISH Network customers will also see an Update button, which allows you to update changes in DISH Network, from changes made in Agemni on receivers in a customer account, and a Details button that allows you to view all customer details from DISH Network’s records.
  • Additional button(s) may appear next to the account # field depending on the types of customers you work with (HughesNet reprint, etc.).

    • The H button:

    • will only be seen by those who work with DISH and DISH OE. The H button interfaces you with the Retailer site and displays all payments made (based on the Agreement #). If there are no payments associated with the Agreement #, a message will pop up explaining as much.

RSO

•  button will only appear if you work with an RSO. Once all the information needed as been entered on the RSO website, the Agemni RSO button will become inactive to let you know that you have already been to the RSO site. This button serves as a sort of reminder for you to visit the RSO website.

Status

• This field allows you to select different statuses for a customer. Different status options will appear depending on whether or not the customer considered Not Scheduled, Completed, etc. Below are some examples of the statuses we have available to you. 

  • Unscheduled Client 

    • Not Scheduled 
    • Cancelled  

  • Pending Client (after an appointment has been made) 

    • Pending  
    • Completed 
    • Cancelled 

  • Cancelled Client 

    • Not Scheduled 
    • Cancelled
      • When this is selected, a cancelled reason dropdown menu will appear where you may specify the reason for cancelling. This information is compiled and trackable in the Cancelled Reason Report found in Reports > Other.

  • Completed Client 

    • Completed 
    • Chargeback 
    • Churn
      • Chargeback and Churn can be used at your discretion. You can use one or both in determining the status of a client.        

Checkboxes:

• If you click on the 'Checkboxes' tab you will see the following screen:
• 
• This screen allows you to
• If you are actively using the checkboxes on the invoices, you can keep track of which checkboxes were selected for each customer at Reports > Process. For example, to see how many customers have not received a followed-up, go to Process report and select the correct checkboxes (processed, submitted, commissions paid) to view those customers that do not have the follow-up checkbox marked.
• You can also make checkboxes required by going to Admin > Preferences > Payroll and selecting the areas you want required. By making checkboxes a requirement, these boxes MUST be checked before an employee will be paid on an invoice. For example, many companies select the Commissions Paid box under Admin > Preferences > Payroll. Doing so makes it mandatory that the commissions paid box be selected on a customer invoice for the employee to be paid for that customer account.
  • To create your own status checkboxes, go to Admin > Preferences > Fields. Under the Invoices section, you’ll see open text fields that can be personalized. Check the box next to each checkbox to make it appear on your invoices and hit the Update. Make sure to always hit UPDATE to save all changes and updates.

Shipping 

•  This is where you will enter shipping information and allows you to track all inventory and/or paperwork sent to this customer. When the shipping vendor, tracking number, and date the parcel was shipped is entered, the tracking number will become a link to the shipping vendor’s website and will show you the status of the delivery.