Codes Setup

Throughout TSM, system codes are used to categorise Jobs, Contacts, Labour, Status, and many more, for searching and filtering of reports. The Codes Setup module can be brought up by right-clicking on any Code dropdown in TSM and selecting Setup <code name>. For all Code types, click the + button and specify a Code ID to add the Code to the System, click the - button to delete the currently selected Code. Codes which can be utilised are:

The Account Status is set on the Customer's Detail tab, and is used to flag whether there are issues with the Customer. On adding a new Job for a Customer, TSM will check the Customer's Account Status and pop up a warning, or prevent a new Job from being created, depending on the option set here. Common Status Codes are On Hold, Inactive, and Overdue.

Address Type is used where ever addresses are recorded in TSM. Common types are Work, Home, and Branch.

Assignment type is a property of all Assignments, used for reporting and filtering on the Visual Scheduler, and setting of colours in the VAS and Assignment List view.

Cost Centre is used on Parts, Time, and Expenses to categorise records for Costing and Profitability reports.

Customer Type is used to Categorise Customers.

Department is used to flag which area of the business a Job is logged for. It is also used when communicating to an Accounting Package, to post values to different sets of Accounts.

Email Type is used where ever email addresses are recorded in TSM. Common types are Work and Personal.

Employee Groups are used to quickly set Employees on Jobs, Assignments, and Time Sheets. Members of each group are either set here in the Codes module, or for each Employee in the Employee module.

Employee type is used to categorise Employees for searching and reporting.

Industry is used to Categorise Customers.

Prefixes and Suffixes are used on Invoice numbers to quickly identify different organisational units or Invoice types.

Prefixes and Suffixes are used on Invoice numbers to quickly identify different organisational units or Invoice types.

Prefixes and Suffixes are used on Job numbers to quickly identify different organisational units or Job types.

Prefixes and Suffixes are used on Job numbers to quickly identify different organisational units or Job types.

Job type is used for reporting and filtering on Jobs, and setting of colours Job List view grid.

Labour Type is used on Time Sheets to set many of the properties. These are:

• Rate: Is multipled by the Billable hours to obtain the amount to Invoice the Customer for the Timesheet.
• Tax Code: Sets the Tax on the Timesheet
• Usual Hours: Allows you to bill in Units instead of hours. So if you bill in 3 hour blocks, entering a Usual Hours of 3 and Billable of 2 will set the Billable Hours to 6 after saving the Timesheet.
• Inactive: The current Labour type code will no longer appear in Labour Type dropdowns, but can still be reported on.
• Force 0 Billable Hours: Sets the Timesheet's Billable Hours to 0, regardless of any other options. Used for recording Labour which is never chargeable.
• Additional Hourly Cost: Adds to the Employee's Hourly Cost, and is either included or excluded from the Base Cost total when the Employee Cost multiplier is set, depending on the option.
• Employee Cost Multiplier: Multiplies the Employee cost by the amount set. When set to something other than 1, the Employee's Overtime Overhead will be added to total cost instead of their Fixed Overhead.
• Minimum # Hours: Forces the Billable Hours to this this amount when logging a Timesheet for less than the amount specified. The Accumulate option will total other Timesheets on the same Job to determine if the Minimum has been met.
• Billable Hours: Forces the Timesheet's Billable Hours to the amount specified.
• Increment: Rounds the Billable up to the nearest number of minutes (e.g. charging in 15 minute increments). If the Accumulate option is checked, other Timesheets with the same labour type on the job will be tallied to determine if the Billable needs to be rounded up. The Disable Setup default is used to force the increment to 0 for this Labour Type, even when one is defined in Setup.
• Base Cost: Is used when the Markup Employee Hourly Cost (on Job Logging) is used to calculate the the Rate.

Defines who manufactures a particular Model of Product, and is used to categorise them.

Models are used to quickly select different products. The Manufacturer of each is defined here, while the Products under each Model are set on the Models tab of Inventory.

Payment terms are used to calculate the Invoice Due Date. When raising an Invoice, the Customer's Payment Terms are checked, and the Invoice Due date is set, based off the Invoice Date. If the Customer's terms are not set, the default Setup option is used. Each Payment Term can be set as a fixed # of days after the Invoice date, or due on a specific date of the current or next month.

When receiving Cash Receipts or Credits, this code sets how the money was received (e.g. Cash, Credit Card, EFT..)

The Employees module allows adding of People records associated with the employee (e.g. next of kin). This code allows you specify the relationship between the Employee and Person recorded.

Both Customer Contacts and Employee People records can have a Title recorded along with their First and Last Names.

Allows you to specify an Employee's role within the Organisation.

Priority codes are used to flag Job importance, and handle Customer SLAs for different circumstances (e.g. emergency or after hours work). The settings used are:

• Response Time: When raising a new Job with the current Priority Code, the Job's Due Date will be automatically set to be this number of minutes after the Job's Logged date and time.
• Estimated Duration: Sets the Estimated duration on the Job (in hours). Note when a Job has a Due Date, Estimated Duration, and an Employee set, TSM will automatically create an Assignment for the Employee (if the Auto Create Linked Primary Assignment option is enabled). In this way, setting a default Priority and Employee on a particular Customer will instantly assign a technician to attend within a given SLA as soon as a new Job is raised, without any additional administrative work needed.
• Service Fee: Automatically adds a Fee to the Job, with it's Price depending on the Customer's Price Level.
• Default Labour Type: Sets the Job's Default Labour Type, which will be used when raising Timesheets on the Job.
• Minimum Charge: Overrides the Minimum Charge in Setup. When a Minimum Charge is set, if the Job's total is less than this amount, the difference is added to the Job as a Fee.
• Office Hours: For purposes of charging labour, normal Office Work Hours and working on Saturday/Sunday can be set which override the Setup defaults.
• Charge Parts/Labour: Sets whether Parts and/or Labour is chargeable for work done under this Priority.
• Ignore Minimum Charge/Service Fee: Sets the Job not to use the Minimum Charge and Service Fee defined in Setup.

Use to categorise Products for searching and reporting purposes.

Defines a bin, warehouse, or vehicle where Inventory is stored.

Price Levels are used to assign different markups to Products, which are used when adding Parts, Fees, and Expenses to Jobs, depending on the Price Level of the Billing Customer.

Use to categorise Products for searching and reporting purposes.

Use to categorise Products for searching and reporting purposes.

Use to categorise Products for searching and reporting purposes.

Used to quickly set Resources on Jobs, Assignments, and Time Sheets. Members of each group are either set here in the Codes module, or for each Resource in the Resource module.

Set on Parts Used, Timesheets, Fees, and Expenses, to categorise sales for reporting purposes.

Customers can be assigned a Service area, while Employees and Resources can be set to cover multiple areas (using the Service Area tab).

Service Code can be set on Jobs, and can define a Minimum Margin, which prevents a Job being completed if the Job Total isn't sufficiently higher than than the Total Cost.

Used on Customers and Jobs to record where the work was sourced from (i.e. Yellow pages, internet).

Used on Jobs and Assignments to flag where the Job is up to. Important for workflow and filtering. The Status code can be automatically changed by TSM based on certain actions, defined in Setup.

All items which can be Invoiced have an associated Tax Code, which sets the rate tax is charged for the item. Use the bottom section to move existing Tax Codes to the right table to create nested tax codes, which allows handling of multiple tax rates (e.g. State and Federal).

When adding Parts Used on a Job or Invoice, setting a UOM will multiply the Quantity, Cost, and Price by the UOM's multiplier (set in Codes Setup). This is used when charging the product in different units than you use it in (e.g. you use a certain number of rolls on the job, but charge by the metre).