User Guide Introduction

TSM 'The Service Manager' version 6.8 is the result of over 21 years experience developing software for Job based Service companies. TSM contains the tools needed to help field service, repair and maintenance companies efficiently manage their day to day operations by assisting in improvements in Profitability, Productivity and Accountability. This is achieved by reducing paperwork and wasted back office time and providing all service related information at your fingertips.

TSM is a service solution designed to help service companies successfully run a busy service business. Time is your most valuable asset. Don’t waste it on administrative tasks or looking up service histories. TSM quickly locates job cards even if you only remember partial information about the job.

TSM has a contact database that allows you to access existing contacts within seconds and with a couple of clicks you can bring up a complete view of the contact’s service history.

In every service business, efficiently managing all aspects of a job or project from the time of receiving the initial call to invoicing is the key to success. TSM empowers your service team to manage information and leverage it to cost effectively deliver more quality service.

TSM stores detailed information on your Contacts, Service Jobs, Spare Parts and Time Sheets providing you with a job tracking, assignment and scheduling, debtor accounting, Maintenance Contracts and a flexible reporting system.

TSM Version 6.8 builds on the foundation of previous versions and adds significant usability, productivity and feature enhancements. The user interface provides a familiar windows theme allowing for multiple windows of any type to be opened at one time allowing you to easily switch from job to customer to product or any other screen at will.

Job Cards have been enhanced in many ways, with the ability to service multiple items of equipment on one job. Maintenance contract Schedules have been completely rewritten for added flexibility to regularly service groups of equipment rather than one or all items.

Stock Control has been substantially improved on, adding automated purchasing & stock takes as well as enhanced Kits and Assemblies with Auto Build functions.

The Job Centre displays lists of jobs based on any criteria you want. By opening more than one Job Centre at a time, each with different colour coded criteria, you can easily monitor all of your jobs in real time. For example, you can monitor open jobs, call backs, high priority jobs, jobs commencing within the next hour and any other criteria all at the same time providing a comprehensive snapshot of all of your jobs. The jobs can even be assigned colours by status making it even easier to visualise what’s going on.

The Visual Assignment Scheduler provides flexibility where it is needed. Assign multiple people to a job over multiple days. Assign jobs to a start date / time without assigning employees or roster your employees on without knowing which jobs they are yet to carry out.

With hundreds of changes both major and minor, TSM 6.8 provides a rich experience for managing your service operation while being even easier to use and providing real productivity improvements.

This user guide aims to provide you with a background of how to use the TSM program, along with a helpful “How Do I” section which takes you through typical scenarios encountered by TSM users.

Visit our web site at www.theservicemanager.com for additional support information or email questions to [email protected]

A typical service department has filing cabinets full of job cards but no way of analysing that valuable data. TSM allows you to log all your service calls, labour and parts used and then report on this information in a variety of ways.

Job information is always available. Instantly find information by customer, job, item serviced or by many other ways. Open more than one job or any other screen at one time and easily switch between them all.

TSM includes many easy to use reports providing detailed management information including, profitability, productivity, operational and analysis reports. These reports are processed via flexible reporting selection screens. TSM has the ability to customise the look and feel of any report.

Management can easily use TSM to see exactly what is happening within the company such as analysing trends and assisting in making informed decisions at any time.

Report criteria can be saved for reuse later and TSM allows reports to be scheduled for automatic printing whenever required.

TSM is very flexible, closely imitating the way a manual system would be run whilst providing all the financial and productivity benefits a computer system can provide.

By using TSM’s Job Cards, Invoices and Statements, TSM can portray a very professional image of your company to your customers. All documents can be modified to include company logos, corporate colours or any other additions required to further enhance your company’s image.

Your customers will be impressed with the improved response time TSM provides you to retrieve accurate up to the minute job information.

TSM provides all the tools needed to keep track of debtors. With TSM, it is impossible to miss invoicing out those occasional jobs that slip through a manual system.

TSM enables you to control all stock on hand and report on how the stock got to the level it is via detailed inventory transfer reports. You can choose to optionally use multi-location stock control to track stock levels in vans or even turn off stock control if you so wish.

New advanced stock control functions provide for automated reordering, stock takes, kits and assembly building.

TSM has been designed from the ground up to be user friendly however as with any comprehensive package, the time spent learning it is well worth it.

TSM new Job Centre and Visual Assignment Scheduler allows you to easily and efficiently manage all your jobs and technician assignments.

• Multi windows interface with screen resizing
• Job Card logging system for fast and easy job entry
  1. Full Job Cards
  2. Lite Job Cards
  3. Single Job Cards
  4. Quick Job Cards
  5. Contract Jobs
  6. POS Invoices
  7. Databases for Contacts/Suppliers, Products and Employees
• Single Location Stock Control and Multi-location Stock Control (van stock)
• Quotations
• Point Of Sales Invoices (cash sales)
• Full debtor accounting including invoices, statements, cash receipts, aged debtors
• Time Sheets
• Warranty Tracking
• Kits (product grouping),Bill of Materials and Assemblies
• Flexible reporting system with report scheduling capabilities
• Job Centre with Escalation (displays due jobs by colour and changes as jobs get nearer to due time)
• Automatic Post Code & ZIP / suburb lookups
• Visual job / Employee assignments
• Single/Multi user capable
• Comprehensive searching facilities
• User-definable fields
• User definable field lookup lists
• Accounting Interfaces
• Maintenance Contracts
• Scheduled Maintenance
• Prepaid Time
• Contract Jobs handling complex staged jobs, variations, retention and progress billings
• Purchase Orders with supplier invoice capture
• Flexible Security
• Email; / SMS jobs to employees
• Email all printed output (Jobs, purchase orders, invoices, reports etc.). as PDF attachments

The following is a typical scenario of a simplified TSM job cycle.

1 Customer Services receives service call

2 New Job Card created

• Customer’s details noted.
• Description of service call noted.

3 Job assigned to service technician

• Technicians ID entered in job card.
• Date / time of call entered in Visual Assignment Scheduler
• Job card printed.
• Job details relayed to technician

4 Job carried out

• Details updated in job card
• Enter parts used
• Enter labour hours
• Enter work performed description

5 Completed job card returns to customer services where invoices can be produced.

• How to choose and schedule a technician
• How job is allocated to service technician.
• How service technician prioritises jobs.
• How details are entered on job cards.
• When do jobs get updated in TSM?.
• What is the billing cycle?.

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