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Contract Import Utility 8.5 User Guide

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Table of Contents

Contract Import Utility ............................................................................................................................ 1

Overview ........................................................................................................................................... 1

Accessing the Contract Import Utility .................................................................................................... 2

Installation for 8.5 ........................................................................................................................... 2

Add In Menu ................................................................................................................................... 2

Key Concepts ......................................................................................................................................... 5

Contracts in Progress .......................................................................................................................... 5

Source Transactions ............................................................................................................................ 5

Menu Bar ........................................................................................................................................... 5

Right-Click, Multi-Select, and Drag and Drop Functionality ...................................................................... 6

Getting to the Contract Import Utility ................................................................................................... 7

Statuses ................................................................................................................................................ 9

Creating a Status ................................................................................................................................ 9

Overview ........................................................................................................................................ 9

How to Create a Status .................................................................................................................... 9

Deleting a Status ................................................................................................................................ 9

Overview ........................................................................................................................................ 9

How to Delete a Status .................................................................................................................... 9

Creating Contract Import Records ......................................................................................................... 10

Importing Bulk Transactions .............................................................................................................. 10

Overview ...................................................................................................................................... 10

How to Import Bulk Transactions .................................................................................................... 10

Bulk Import Spreadsheet ................................................................................................................ 12

Contract Import Utility

Importing from Individual Transactions .............................................................................................. 21

Overview ...................................................................................................................................... 21

How to Import Contract Information from Individual Transactions ..................................................... 22

Basic Contract Information ................................................................................................................ 23

Overview ...................................................................................................................................... 23

Completing the Basic Information ................................................................................................... 24

Base Billing Tab ................................................................................................................................ 24

Overview ...................................................................................................................................... 24

Completing the Base Billing Tab ...................................................................................................... 24

Equipment Tab ................................................................................................................................. 25

Adding Equipment ......................................................................................................................... 25

Editing Equipment ......................................................................................................................... 26

Removing Equipment ..................................................................................................................... 28

Status Column ............................................................................................................................... 28

Warnings Column .......................................................................................................................... 31

Right-Click Menu ........................................................................................................................... 32

Meters Tab ....................................................................................................................................... 34

Editing Meters ............................................................................................................................... 34

Using the Meters Filter ................................................................................................................... 35

Adding Meters ............................................................................................................................... 36

Editing Meter Groups ..................................................................................................................... 37

Removing Meters from Meter Groups .............................................................................................. 39

Creating Meter Groups ................................................................................................................... 40

Removing Meter Groups ................................................................................................................. 41

Table of Contents

v

Using Advanced Add ...................................................................................................................... 42

Meters Region Warnings Column .................................................................................................... 44

Meter Groups Region Status Column ............................................................................................... 45

Meter Groups Region Warnings Column ........................................................................................... 46

Right-Click Menus .......................................................................................................................... 48

Miscellaneous Tab ............................................................................................................................ 49

Overview ...................................................................................................................................... 49

Completing the Miscellaneous Tab .................................................................................................. 49

Billing/Contact Tab ........................................................................................................................... 50

Overview ...................................................................................................................................... 50

Remarks Tab .................................................................................................................................... 52

Overview ...................................................................................................................................... 52

Completing the Remarks Tab .......................................................................................................... 52

Import Notes Tab ............................................................................................................................. 53

Overview ...................................................................................................................................... 53

Completing the Notes Tab .............................................................................................................. 53

Creating Contracts in e-automate .......................................................................................................... 53

Creating Contracts in e-automate ....................................................................................................... 53

Overview ...................................................................................................................................... 53

How to Create Contracts from Contract Import Records .................................................................... 53

Errors and Warnings ...................................................................................................................... 54

Creating Equipment in e-automate from the Contract Import Utility ...................................................... 57

Overview ...................................................................................................................................... 57

Creating Each Equipment Separately ............................................................................................... 57


Creating Equipment in Bulk ............................................................................................................ 60

Managing Import Records ..................................................................................................................... 61

Saving Contract Import Records without Submitting to e-automate ....................................................... 61

Overview ...................................................................................................................................... 61

How to Save Contract Import Records Without Submitting to e-automate .......................................... 61

Deleting a Contract Import Record ..................................................................................................... 62

Overview ...................................................................................................................................... 62

How to Delete a Contract Import Record ......................................................................................... 62

Copying a Contract Import Record ..................................................................................................... 63

Overview ...................................................................................................................................... 63

How to Copy a Contract Import Record ........................................................................................... 63

Using the Export Function ................................................................................................................. 63

Overview ...................................................................................................................................... 63

Exporting a list of Contract Import Utility Contracts .......................................................................... 63

Exporting Statuses ......................................................................................................................... 63

Exporting/Importing a Contract ...................................................................................................... 64

DQM Master Models .......................................................................................................................... 64

Overview ...................................................................................................................................... 64

How to Map Items ......................................................................................................................... 64


Overview

The Contract Import Utility is an e-automate add-in tool that enables you to create Installment Based Billing contracts from:

• Digital Quote Manager quotes • Sales orders • Sales invoices • Pre-populated tab-delimited text files • Starting from a blank contract

Using the Contract Import Utility, the information from these transactions is imported into a contract import record within the Contract Import Utility. You can then make any changes or add any additional information to the contract import record and, then, submit the import record to e-automate to be created into a contract in your e-automate database.

For an additional cost, you can purchase the Contract Import Utility Pro. The Contract Import Utility Pro provides the bulk import functionality which offers you the ability to import information for contracts in bulk from an excel file or a tab-delimited text file such as Microsoft Notepad. You can import contract information, equipment information, meter groups information, and meter details in large quantities using the bulk import feature. For information on how to obtain the Bulk Import feature, contact [email protected]. For more information on how the Bulk Import feature works, see the Importing Bulk Transactions topic.

The power of the Contract Import Utility is in its ability to gather information at various points in the sales process and to automatically turn that information into contracts with minimum user input. The Contract Import Utility is designed to allow you to enter some data into a contract now, save it, and come back later to finish creating the contract. Contracts are not actually created until you click the [Create contract] button. Until that point, the entry records are in a temporary state and are not yet considered contracts. This process significantly reduces the manual work required to create contract records in e-automate and helps reduce hard copy records thereby keeping your workflow moving quickly and efficiently. There is no need to wait for the entire sales and delivery process to be complete before you begin processing a contract.

The screen below lists all in-progress entries and completed contracts created in the Contract Import Utility. When you open the Contract Import Utility for the first time, you will see a blank list. From this list window you can create additional statuses to assign to contract import records, delete contract import records, and copy existing import records to use for similar contracts.

Last Update: 01/15/15 © ECi - All rights reserved Page 1

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Accessing the Contract Import Utility

Installation for 8.5

If you are using version 8.5, you must follow the steps below. Otherwise, continue to the Add In Menu topic below.

1. Obtain the new Addins folder from https://dl.dropboxusercontent.com/u/10818415/Addins.zip. 2. Rename your current Addins folder to something else such as AddinsOLD. 3. Copy the new Addins folder to the location where you have e-automate installed. The default location

is C:\Program Files\Digital Gateway\e-automate client. Note: After you have copied the appropriate Addins folder, the dates of the files in the Addins folder will be 12/8/2014.

Add In Menu

The Contract Import Utility is automatically installed with e-automate version 8.7 and higher. In order for you to access the Contract Import Utility functionality you simply need to place the menu option on your e-automate Tools menu. Use the following instructions to add the Contract Import Utility to your e-automate menu Tools menu.

1. From the Tools menu, select Add-in manager… to open the Add-in manager window.


https://dl.dropboxusercontent.com/u/10818415/Addins.zip

2. In the Menu text field, enter CIU or Contract Import Utility. 3. Click in the Command line or web URL field and then click on the folder icon on the right hand

side of the field to browse your computer.

4. In the Open window, navigate to where the Addins folder is located. The default location is C:\Program Files\Digital Gateway\e-automate client\Addins.

5. In the Addins directory, select the file eAddIns.exe and click [Open]. 6. In the Command arguments field, type the following command exactly as it appears below. Be

sure to match upper and lower case letters. SCQContracts

7. Check the Include user e-info checkbox. 8. Click [QuickAdd] to add your entry to the list. 9. Click [Close] to close the Add-in manager window.

Note: On the Tools menu a new option for CIU or Contract Import Utility is displayed. Use this option to access the Contract Import Utility.

10. Restart e-automate.


Key Concepts

Contracts in Progress

Import records are considered in progress and a contract is not actually created until you click the [Create contract] button. Until that point, the contract import records are in a temporary state.

Source Transactions

The Contract Import Utility is designed primarily as an import utility. It can import from four types of source transactions:

• Digital Quote Manager quotes Note: DQM will not appear as an import option unless Digital Quote Manager is installed.

• e-automate Sales Orders • e-automate Sales Invoices • Properly formatted tab delimited text files

Note: To import from a text file, create a blank template text file from the New menu. The text file can be edited in Excel and saved as a tab-delimited format. To see an example of how it could be filled out, create a Contract record and use the Export function.

At any time you can edit the contract import record you are working on against the source transaction to check for changes that may have occurred since you first began working on the contract and update your contract-in-progress.

Menu Bar

The Contract Import Utility toolbar runs along the top of the application. You use the buttons on the toolbar to preform the various task and functions offered by the Contract Import Utility.

You use this button to create new contract import records from scratch or from individual transactions.

You use this button to make changes to in-progress contract import records.

You use this button to delete in-progress contract import records that you no longer want to import into e-automate.


You use this button to create a new contract import record from an in-progress contract import record.

You use this button to view in-progress contract import records without having the ability to edit the information.

You use this button to bulk import multiple contract records into the Contract Utility from various file types. This functionality is available at an additional cost. For information on how to obtain the Bulk Import feature, contact [email protected]. For more information on how the

Bulk Import feature works, see the Importing Bulk Transactions topic.

You use this button to delete all the non-completed contract import records in the list.

You this button to created all equipment simultaneously for import records with an Open (Equipment ready to be created) status to e-automate.

You use this button to submit all contract import records with an Open (Validated) status to e-automate.

You use this button to access the Help menu for the Contract Import Utility.

You use this button to export the list of in-progress contract import records from the Contract Import Utility into an Excel file.

You use this button to refresh the list of in-progress contract import records.

You use this button to close the Contract Import Utility.

Right-Click, Multi-Select, and Drag and Drop Functionality

The Contract Import Utility offers the ability to access the application's different capabilities through right-click menus, multi-select functionality, and drag and drop functionality as optional methods.

• Right-Click Functionality: Most tasks in the Contact Import Utility are accessed through right-click menus.

• Multi-Select: Many lists can be bulk edited by multi-selecting the items you want to edit and right-clicking on them. To multi-select, click on the first line item in the group you wish to select, press and hold the SHIFT key and click on the last line item. All items between the two will be selected. To select specific items that are not next to each other in the list, press and hold the CTRL key and click on all the items you wish to select. Lists are storable by their column headings making multi-select a very useful tool.



• Drag and Drop Functionality: In addition to using right-click menu functionality, the Meters tab uses drag-and-drop functionality. This functionality is designed to make handling and manipulation of meter groups easier. All functions can be performed from the right-click menu, but certain functions have been augmented with drag and drop abilities.

Getting to the Contract Import Utility

1. From the Tools menu, select Contract Import Utility (or whatever you named the Contract Import Utility) to launch the application. The screen that displays lists the in-progress contract import methods. This list will be empty the first time you open the Contract Import Utility.


Statuses

Creating a Status

Overview

The status of a contract in the Contract Import Utility tells you what state the contract import record is currently in. The Contract Import Utility comes with two statuses, Completed (the contract has been created in e-automate with this import record) and Open (in progress import record; not yet a contract in e-automate). You can create additional statuses to meet your company's individual needs.

How to Create a Status

To create a status, do the following:

1. Right-click in the contract import record list and select Statuses to open the Service Contract Import Statuses window.

2. Click [New] to open Add status window. 3. In the Status field, enter a name for this status. 4. In the Description field, enter a brief description for this status. 5. If you want this status active, leave the Active checkbox checked. If you want this status created,

but not active uncheck the Active checkbox. 6. To add this status, and keep the Add status window open to create another status, click [Apply].

Note: Statuses will not display in the list window until you click [OK]. 7. To add this status and close the Add status window, click [OK].

Deleting a Status

Overview

The status of a contract import record in the Contract Import Utility tells you what state the contract import record is currently in. The Contract Import Utility comes with two statuses, Completed and Open. You can create additional statuses to meet your company's individual needs. You also have the ability to delete a status if you find you no longer need it. You can only delete a status that is not currently being referenced by an import record.

How to Delete a Status

To delete a status, do the following:

1. Right-click in the contract import record list and select Statuses to open the Service Contract Import Statuses window.

2. Select the status you want to delete. 3. Click [Delete] to display a confirmation window. 4. Click [Yes] to delete the status.


Creating Contract Import Records

Importing Bulk Transactions

Overview

For an additional cost, you can purchase the Contract Import Utility Pro. The Contract Import Utility Pro offers you the ability to import information for contracts in bulk from an excel file or a tab-delimited text file such as Microsoft Notepad. You can import contract information, equipment information, meter groups information, and meter details in large quantities using the bulk import feature. For information on how to obtain the Bulk Import feature, contact [email protected].

How to Import Bulk Transactions

1. From the menu bar click the button to open the Bulk Import Settings window.

2. You can select whether you want to import from an Excel file or from a tab-delimited text file. • Import from an Excel workbook: When selected, you must identify the path where the

Excel file is located by click the button.



• Import from tab-delimited text file: When selected, you must then identify the path to

the type of file you want to import. Click the next to the file type (Contract, Equipment, Meter Group, or Detail meter) you want to import.

3. In the Import issues file field click the button to locate the Excel file to which you want to import any issues that my occur with the import.

4. If you want to make sure that files with errors do NOT import, check the Import only if no errors detected checkbox. If you want the bulk files to import regardless of any errors that may come up, uncheck the Import only if no errors detected checkbox. You have the opportunity correct any errors before the records import into e-automate.

5. Click [OK]. A window displays informing you whether or not the import was successful and how many of the different type of records (Contract, Equipment, Meter Group, and Meter detail) were imported.


Any issues with the import can be found in the file you specified in the Import issues file field of the Bulk Import Settings window.

Bulk Import Spreadsheet

The BulkContractImportMasterTemplate spreadsheet gives you the ability to import information for contracts in bulk. With this spreadsheet you can import contract information, equipment information, meter groups information, and meter details. You must enter the information into the spreadsheet that you want imported into the Contract Import Utility, and then you can import that information into the Contract Import Utility using the Bulk Import functionality.

The BulkContractImportMasterTemplate spreadsheet consists of the following five sheets.

• ReadMe • Contracts • Equipment • MeterGroups • DetailMeters

Each sheet has several columns. Columns in red are required. Columns in blue are conditionally required: this means they are based on settings configured in your e-automate database. Columns in purple indicate the value is required to create the contract/equipment, but not required for import.

The first columns of each sheet are tag columns. The tag columns are reference columns for the other spreadsheets linking entries on the different sheets to a single record. You may enter any value as long as it is text. The value you enter in the tag columns must be unique within that particular sheet. All tag columns are required on the spreadsheet. The tag values are not imported into e-automate with the rest of the record information.

Each column has a red triangle in the top right corner of the cell. If you point your cursor to the red triangle, a tooltip displays that explains the field and the field’s requirements.

Spreadsheet Location

The spreadsheet can be found in the Addins folder where you installed e-automate. The default location is C:\Program Files\Digital Gateway\e-automate client\Addins\ BulkContractImportMasterTemplate.xlsx.


ReadMe

The ReadMe tab provides you with basic information you need to know about the import spreadsheet. The ReadMe tab explains what the different colored columns mean, what the tag columns are, and the general requirements for the columns on each tab.

Contracts Sheet

On the Contracts Sheet you enter information pertaining to the contract. The Contracts Sheet provides the following columns to which you may enter contract information.

ContractTag: Entered on the Contracts sheet as a reference for the other sheets on the spreadsheet. If you have an equipment on the Equipment sheet you need to reference a ContractTag. The ContractTag is a unique indicator of each specific contract and will be referenced on the Equipment sheet and the MeterGroups sheet.

ContractNumber: Number assigned to the contract associated with the contract created upon import. You may leave this cell blank and the next available contract number will be assigned.

CustomerNumber: Number assigned to the customer associated with the contract created upon import.

StartDate: Date you want the contract to begin.

ExpirationDate: Date you want the contract to expire.

ContractType: Contract type which specifies default settings on the contract. It also identifies the default base distribution code which tells e-automate how to handle revenue and unearned revenue on the service contract. The base distribution code also specifies how or if the deposit based charges are taxed or not.

Description: Method by which the record was imported.

BillCode: Designation of how this customer is billed for services performed on equipment covered by the contract unless the bill code is overridden in another area of the contract.

Renewable: Whether or not you want this contract to be able to be renewed. Use the dropdown menu to select the appropriate identifier.

RenewalCycle: If this contract is renewable, you must identify the cycle on which you want the contract renewed.

BaseBillingCycle: Identified period of time in which recurring contract billing occurs, contract accruing occurs, meter requests are generated, or fixed assets are depreciated.

BaseStartBillingDate: Date on which you want the base billing cycle to begin.

BaseArrears: Whether or not you want to bill the contract base charge at the end of the identified base cycle instead of at the beginning of the base cycle.


UseEquipmentBaseRates: Whether or not you want to specify a specific rate for each piece of equipment you add to the contract.

BaseRate: Base amount you want to bill the customer.

BaseRatePeriodType: Type of period base rate period.

BaseRatePeriod: Which period you want the base rate amount charge to your customer.

BasePreBillingNoDays: If you want to bill the contract in advance of the billing period date, you enter the number of days you want to bill the base in advance in this field. Only applicable if you have entered a False value in the BaseArrears cell.

BasePreBillingNoMonths: If you want to bill the contract in advance of the billing period date, you enter the number of months you want to bill the base in advance in this field. Only applicable if you have entered a False value in the BaseArrears cell.

OverageBillingCycle: Overage cycle you want for this contract. The overage cycle is the specified period of time you want e-automate to bill for overage on the contract. The overage billing cycles that you may enter are predetermined in e-automate.

OverageStartBillingDate: Date on which you want the overage billing cycle to begin.

AllowBulkMeterEstimation: Whether or not you want to allow e-automate to perform bulk meter estimates in the Bill Contracts window for this contract. Enter Yes or No.

BillingGroup: Group under which you want this contract designated. Organizing groups of contracts that have similar attributes makes it easier to maintain/manage the contracts. Use the lookup icon to select the billing group.

BranchNumber: Branch assigned to the customer associated with this customer. Required only if branching is enabled in e-automate.

DivisionNumber: Division to which you want to associated the contract invoice to pay taxes. Note: Division is not traditionally an exposed feature in e-automate. Most users do not have division functionality, but there is a default main division. If you are using divisions enter an appropriate division. If you are not using divisions, enter Main.

Bill: Whether or not you want the contract to bill and accrue. Enter Yes if you want the contract bill and accrue. Enter No if you do NOT want the contract to bill and accrue.

GroupInvoices: Enter Yes, if you want this contract billed as a single invoice grouped with billings for other contracts also checked. In order for contracts to bill on a single invoice, the contracts must have the same customer, bill-to customer, (matching attention, name, address, city, state, and zip), branch, taxable (checked or unchecked), terms, charge methods, charge accounts and contract statuses. Otherwise, enter No.

BillToNumber: Number assigned to the customer to which you want this contract billed.


TaxCode: Appropriate tax code for the Bill to customer identified.

Taxable: Whether or not this contract is taxable. Enter Yes if you want this contract to be taxable. The contract is taxed based on the tax definitions associated with the tax code and associated tax authorities. E-automate calculates and assesses tax on the sales quote according to the tax code identified. Enter No if you do not want this contract to be taxable

TaxExemptCode: If the contract is tax exempt, enter the tax exempt code that explains why. You must enter a tax exempt code that was previously created in e-automate.

UseEquipmentTaxCode: When your contract is configured to use equipment base rates, you can choose to allow e-automate to tax each equipment on the contract based on the equipment location. Enter Yes if you want e-automate to look up the appropriate tax code for each equipment. Enter No if you do NOT want e-automate to look up the appropriate tax code for each equipment

Term: Payment terms for this contract.

SalesRepNumber: Sales rep responsible for this contract.

ReportGroup: Defines the default reports associated with this service contract. You use the report group to identify a default primary report for this service contract as well as supplemental reports and the associated format for the reports. With customized report group and with e-automate’s document queuing configured, e-automate sends the primary report to the document queue as well as to the supplemental reports.

ChargeMethod: Method used to charge the customer.

CardToBill: If you entered Credit Card/ACH in the ChargeMethod cell, enter the card number you want to use to charge the customer.

UseAlternateOverageBillTo: Enter Yes to bill the overage to a different customer than identified in the BillToNumber column. Otherwise, enter No.

AlternateOverageBillToTaxCode: Appropriate tax code for the Bill to customer identified in the UseAlternateOverageBill column.

AlternateOverageBillToTaxable: Enter Yes to flag overages for the alternate overage bill to as taxable. Otherwise, enter No.

AlternateOverageBillToTaxExemptCode: If necessary, enter the tax exempt for the alternate overage bill to.

AlternateOverageBillToUseEquipmentTaxCode: Enter the appropriate tax code for the alternate overage bill to.

AlternateOverageBillToTerm: Enter the terms you want associated with the overage only contract invoice.

AlternateOverageBillToReportGroup: Enter the report group associated with the alternate overage bill to. The report group identifies the default and supplemental reports that are generated when this overage


invoice is billed. If you have document queuing enabled, e-automate queues the reports identified by the report group to the document queue when this contract is billed.

AlternateOverageBillToChargeMethod: Enter the customer to which you want to bill overage on this contract. This applies to overage only and allows e-automate to create two invoices from a single contract when doing contract billing so the contract has both base and overage.

AlternateOverageBillToCard: Credit card you want charged for the alternate overage bill to.

ContactNumber: Number assigned in e-automate to the person to contact at this company.

Contact: First and last name of person associated with the Contact Number entered in the ContactNumber column.

Phone: Phone number associated with the contact person.

Fax: Fax number associated with the contact person.

BlanketPO: Purchase order number from the customer for this contract. If the customer profile indicates the customer requires a PO, you must populate this field. The PO prints on the contract invoice.

LeaseScheduleNumber: Lease schedule number to be tracked, if any. The lease schedule number can be a leasing company’s number, and can be used in conjunction with the e-agent Contract Invoice Upload task. See e-agent Help for additional information.

Job: Job associated with the contract, if any. Note: If you create a job and assign it to a number of transactions in e-automate, you can run reports showing revenue and other information generated from job-associated components.

MiscChargeCode: Enter an appropriate contract miscellaneous charge code. You use the miscellaneous charge code to identify the general ledger account, department, and tax flag to which you want the miscellaneous charge to post.

MiscChargeQuantity: Quantity of the miscellaneous charge you want to assess.

MiscChargeRate: Amount you want charged for a quantity of 1 for this miscellaneous charge.

MiscChargeDescription: Brief description of the miscellaneous charge.

MiscChargeBillingEnabled: Enter Yes to enable billing for this miscellaneous charge. Enter No to disable billing for this miscellaneous charge.

MiscChargeBillAlways: Enter Yes to have e-automate always bills this miscellaneous charge with the cycle defined in the MisChargeBillCyleFlag column. Otherwise, enter No.

MiscChargeBillCycleFlag: Defines the cycle with which you want to bill this miscellaneous charge: Base, Overage, and Lease.


UseEAgentContractItemUsageAlerts: Enter Yes if you want to use the e-agent task, Contract Item Usage Alert to automatically send information about actual meter totals and expected meter totals based on the yield settings for items sold under this contract. Otherwise, enter No.

PoolItemUsage: If you want to see usage for the entire contract rather than for each equipment when using the Contract Item Usage Alert, enter Yes. Otherwise, enter No.

ServiceHours: Enter a service hours code that defines coverage hours for this contract. This tells e-automate if there are different hour’s settings for service calls provided under this contract when calculating regular and overtime hours.

ContractAdjustmentCode: Enter the desire contract adjustment code if you want to add a contact adjustment. Note: An adjustment code adds an additional charge to the contract based on either the base and/or overage calculation for each billing of the contract. This charge appears on the contract invoice near the miscellaneous charge with the explanation defined as the Description field on the Adjustment code. The adjustment code can be calculated based on a fixed rate for base and/or fixed rate for overage. You can also associate a percentage of the base and/or the overage on the adjustment code with a maximum and minimum for both base and overage. If you are adding equipment or removing equipment associated with a contract, e-automate does not bill the adjustment codes on prorated invoices. For more information on contract adjustment codes, see the online help topic, Creating Contract Adjustment Codes.

RecurringRemark: Any recurring remarks that you want displayed on each contract invoice.

OneTimeRemarks: Remarks you want to print on the next contract invoice.

ImportNotes: Any notes pertaining to this import. These notes display on the Import notes tab of the contract record in the Contract Import Utility.

Equipment Sheet

On the Equipment Sheet you enter information pertaining to the equipment on the contracts. In order for the system to match your spreadsheet entries with existing equipment records, the system performs the following checks.

• If you provide a valid equipment number, but not a valid item number or a valid serial number the system looks for an existing record that matches the entered equipment number.

• If you provide a valid equipment number and a valid serial number, but not a valid item number, the system looks for an existing record that has both the entered equipment number and entered serial number.

• If you provide a valid equipment number, and valid item number, but not a valid serial number, the system match the spreadsheet entry to the existing record that matches the entered equipment number and item number.

• If you provide a valid equipment number, a valid item number, and a valid serial number the system matches the entry to an existing record by (1) locating a matching equipment number and serial number, (2) locating a matching equipment number, item number, and serial number. The entry may be rejected if (1) the equipment number is found, but not the item number and serial number, or (2) equipment number is found, but not the item number.


• If you do not provide a valid equipment number, but you do provide a valid item number, and a valid serial number the system looks for an existing record that matches the item number and serial number entered on the spreadsheet.

The Equipment Tab provides the following columns to which you may enter contract information.

ContractTag: Entered on the Contracts sheet as a reference for the other sheets on the spreadsheet. If you have an equipment on the Equipment sheet you need to reference a ContractTag. The ContractTag is a unique indicator of each specific contract and will be referenced on the Equipment sheet and the MeterGroups sheet.

EquipmentTag: Entered on the Equipment sheet as a reference for the other sheets on the spreadsheet. If you have a meter on the equipment you will need to reference the ContractTag, EquipmentTag, and MeterTag on the DetailMeters sheet. If it is a meter on the equipment but not on a meter group you do not need to reference the MeterTag but you will still need to reference the ContractTag and EquipmentTag.

EquipmentNumber: Equipment number assigned to the equipment you want included under this contract. The equipment number you enter must be a number that currently exists in your e-automate database. If you are creating a new piece of equipment you may leave the field blank or enter 'Next' to have e-automate automatically assign the next sequential number when the contract is imported into e-automate.

Make: Make associated with the equipment you want included under this contract record. If the make entered differs from the make that is currently associated with the model record, the system enters the make currently associated with the model record and not the make you entered into the spreadsheet. A note is added to the summary file.

Model: Model associated with the equipment you want included under this contract record.

Item: e-automate item number assigned to the equipment on the item record. This field is required, along with the serial number, when new equipment is being created or to match with equipment that currently exists in e-automate when the equipment number is not provided.

SerialNumber: Serial number associated with the unique instance of the equipment you want included under this contract record. This field is required, when the equipment number is not provided, when new equipment is being created, or to match with equipment that currently exists in e-automate.

IPAddress: Unique IP address associated with the piece of equipment you want included under this contract record if the equipment requires network capability.

MACAddress: Unique MAC address associated with the piece of equipment you want included under this contract record if the equipment requires network capability.

StartCoverageDate: Date when equipment added to the contract becomes covered by the contract. Note: This does not have to be the date the equipment begins billing. This field should be used when you are adding equipment during the contract period, not when the contract begins. If the equipment you are adding is covered from the contract Start date, this field should not be populated.

StartBaseBillingDate: Date when equipment added to the contract begins billing on the contract. Note: By offering different coverage and billing dates, it allows you to put equipment on a contract, cover it


and begin billing at a different time. This field should not be populated if the billing for the equipment begins at the contract Start date.

BaseRate: If you want to use contract base rate, enter the base amount you want to bill the customer.

BranchNumber: Branch number for the branch associated with the customer on the contract record. Required only if branching is enabled in your e-automate database.

DivisionNumber: If you are using divisions, enter the division to which you want to associate the contract record. If you are not using divisions, this field defaults to Main. Required only if branching is enabled in your e-automate database. Note: Division inot traditionally an exposed feature in e-automate. Most users do not have division functionality, but there is a default main division.

TaxCode: Tax code that you want assigned to the equipment.

BillCode: Bill code that defines the coverage of items, labor, and travel for the equipment on this contract record.

ServiceHours: Hours defined for coverage of this equipment. Hours codes define company work days, holidays, working hours, and overtime hours.

BaseDistributionCode: Code that define the way in which base revenue or deferred contract revenue is distributed for the equipment on this contract record.

LocationNumber: Customer number assigned to the customer where the equipment on this contract record is located.

LocationRemarks: Remarks about this equipment’s location. For example, a location note might be “second floor,” or “NW corner of office 132,” “faculty room,” et cetera.

Note: The information entered in this field creates a primary note on the contract record when the contract record is created in e-automate.

Notes: Any notes you want entered into the contract record. Imports in the Import notes tab of the contract record in the Contract Import Utility.

Meter Groups Sheet

The MeterGroups sheet gives you the ability to import multiple meter groups for the equipment on contracts. On the MeterGroups sheet you enter information pertaining to meter groups for equipment on the contracts. The MeterGroups sheet provides the following columns to which you may enter contract information.

ContractTag: Entered on the Contract sheet as a reference for the other sheets on the spreadsheet. If you have an equipment on the Equipment sheet you need to reference a ContractTag. The ContractTag is a unique indicator of each specific contract and will be referenced on the Equipment sheet and the Meter Groups sheet.


MeterGroupTag: Entered on the MetersGroup sheet as a reference for the DetailMeters sheet. The MeterGroupTag is a unique indicator of each specific meter group and will be referenced on the DetailMeters sheet. The number you enter corresponds to the line number of the associated meters on the DetailMeters sheet.

MeterGroup: Name of meter group.

Description: Brief description of meter group.

CoveredCopies: Number of covered copies or minimum copies you want on the next overage billing cycle.

OverageMethod: Overage method for this group. You can enter between Allowance, Minimum, or Allowance with Credits. Note: Your e-automate system administrator enables which methods you can enter.

OverageBillingCycle: Billing cycle for overage.

OverageRate: Rate you want charged per copy that exceeds the number of covered copies or the minimum. Note: You can enter up to six decimal places for overage rates.

CreditRate: Credit rate for copies made below the allowance.

OverageDistributionCode: Code that defines how you want the overages for this meter group distributed and posted to the general ledger.

BillMeterGroupBaseAmount: Enter Yes if you want to bill a meter group base rate for this meter group. Otherwise enter No.

BaseRatePerCopy: Base rate per click you want to bill for the specified allowance identified in the CoveredCopies column.

RoundBaseAmountDigits: Number of decimal places to which you want to round the base amount on the billing.

BaseAmount: Base amount you want charged for this meter group.

BaseDistributionCode: Code that defines how you want this meter group base distributed and posted to the general ledger.

Detail Meters Sheet

The DetailMeters sheet gives you the ability to import meter details for the equipment on the contracts. On the DetailMeters sheet you enter information pertaining to meter details for equipment on the contracts. The Detail Meters sheet provides the following columns to which you may enter contract information.

ContractTag: Entered on the Contracts sheet as a reference for the other sheets on the spreadsheet. If you have an equipment on the Equipment sheet you need to reference a ContractTag. The ContractTag is a unique indicator of each specific contract and will be referenced on the Equipment sheet and the Meter Groups sheet.


EquipmentTag: Entered on the Equipment sheet as a reference for the other sheets on the spreadsheet. If you have a meter on the equipment you will need to reference the ContractTag, EquipmentTag, and MeterTag on the DetailMeters sheet. If it is a meter on the equipment but not on a meter group you do not need to reference the MeterTag but you will still need to reference the ContractTag and EquipmentTag.

MeterTag: Unique number that is entered on the DetailMeters sheet. It is a unique indicator for each detail meter that is referenced or created.

MeterGroupTag: Entered on the MetersGroup sheet as a reference for the DetailMeters sheet. It is a uunique indicator of each specific meter group.

Meter Type: Meter classification for the meters associated with the equipment on the contract.

ExpectedMonthlyVolume: Anticipated volume of clicks expected for this meter per month.

StartMeterReadingDate: Date you want the meter reading to begin.

StartMeterReadingOverrideBillingDate: Override the meter date for contract billing. Note: When e-automate bills for overage on a contract, it bills for a specified period of time called the overage cycle. The overage cycle has a start and an end date and to bill for overage, you collect a meter on or near the start date and near the end date. The collected meters are required by e-automate to be within a specified number of days of the start and end dates, this specified number of days is called the Billing Meter Tolerance. If the meter you collected for a start meter is outside the Billing Meter Tolerance you can use the StartMeterReadingOverrideBilingDate column to specify a date for the meter within the Billing Meter Tolerance for the contract. When e-automate does contract billing, it will use the override date not the actual meter collection date when determining acceptable meters for contract billing. A variance of up to 27 total days off the actual date is allowed by e-automate. Your administrator determines how many days before or after.

StartMeterReadingDisplay: Current meter reading.

StartMeterReadingIsEstimate: States the reading entered in the StartMeterReadingDisplay cell is an estimated meter reading.

Importing from Individual Transactions

Overview

When you open the Contract Import Utility for the first time, you will see a blank list. After you have already utilized the Contract Import Utility this list screen displays all completed and in-progress contract import records created in the Contract Import Utility.

To create one specific contract import record or create contract import records from individual transactions or sources you use the New button to begin. The New button launches the first New service contract import record window. There are five sources from which you can create a contract:

• Start from a blank contract • Import from a Digital Quote Manager quote

Note: Not shown if you do not have Digital Quote Manager installed.


• Import from a sales order • Import from a sales invoice • Import from a text file

Select the source from which you wish to start, and find the relevant transaction in the drop down menu. Click [OK] to load the new information into a new contract. If you choose to import from a text file, you will have to browse your network to find the text file.

After selecting the source, the second New service contract import record window displays. This window looks similar to a contract record in e-automate. Certain fields will automatically populate depending on what information was present in the source record from which you imported. Typically the Customer, Status, Equipment, and some Meter information will populate. Enter the appropriate information as needed. Proceed through the tabs on the contract creation screen just as you would do to create an Installment Based Billing Contract in e-automate.

How to Import Contract Information from Individual Transactions

1. From the menu bar, click [New] to open the New service contract import record window.

2. If you want the lookup fields to display transactions for a specific customer, use the lookup in the

Customer field to select the customer for whom you want to create a contract import record.

Otherwise, the subsequent lookup fields will display all applicable transactions.

3. Choose one of the following sources from which you want to create a contract import record:

• Blank Contract: To start with a blank contract import record, select the Start from blank

contract radio button.

• DQM Quote: To create a contract import record from a Digital Quote Manager sales quote, do the following:

a. Select the Import from a DQM quote radio button.

b. In the DQM Quote field, use the lookup to select the sales quote from which you want to create a contract import record. Note: If a customer has been selected in the Customer field, the Filter by customer checkbox will be checked and only quotes for the selected customer will display in the lookup. To view Digital Quote Manager sales quotes for all customers, uncheck the Filter by customer checkbox.

• Sales Order: To create a contract import record from a sales order, do the following:

. Select the Import from a sales order radio button.

a. In the Sales order field, use the lookup to select the sales order from which you want to create a contract import record. Note: If a customer has been selected in the Customer field, the Filter by customer checkbox will be checked and only sales orders for the selected customer will display in the lookup. To view sales orders for all customers, uncheck the Filter by customer checkbox.

• Sales Invoice: To create a contract import record from a sales invoice, do the following:


. Select the Import from a sales invoice radio button.

a. In the Invoice field, use the lookup to select the invoice from which you want to create a contract import record. Note: If a customer has been selected in the Customer field, the Filter by customer checkbox will be checked and only sales invoices for the selected customer will display in the lookup. To view sales invoices for all customers, uncheck the Filter by customer checkbox.

• Text File: To create a contract import record from a text file, do the following:

. Select the Import from a text file radio button.

a. To locate a template file that has already been created, skip to step d.

b. To create a new template file, do the following:

i. Click [Create import template file] to open the Save As window.

ii. In the File name window, enter a name for this template file.

iii. Click Save to open the Select columns window.

iv. Check the checkbox to the left of each column you want to import. Note: It's best to select all columns and only fill out the information you want. Note: Some columns will not let you uncheck them. These columns are required to create a template file.

v. Click [OK] to save the newly created template text file.

c. Click […] to browse your directory and locate the template text file.

4. Click [OK]. A window displays letting you know how many pieces of equipment have been imported.

5. Click [OK] to open the New service contract import record window where you enter contract information.

6. Proceed through the tabs on the contract import record creation screen just as you would do to create an Installment Based Billing Contract in e-automate. Note: For instructions on how to use the tabs see any of the following topics. Equipment Tab Meters Tab Miscellaneous Tab Billing Contact Tab Remarks Tab Import Notes Tab

Basic Contract Information

Overview

After selecting the source, the New Service Contract Import window displays where you will enter the details of the contract. The Contract Import Utility allows you to create Installment Based Billing Contracts. Certain fields will already be populated depending on what information was present in your source record. Typically the Customer field and Status field will be populated, and the Equipment information, and some Meter information will be imported. Enter the appropriate information as needed. Proceed through the tabs


on the contract import record creation screen as you would to create an Installment Based Billing Contract in e-automate.

Completing the Basic Information

1. Complete the following fields as appropriate: Number: Number that will be assigned to the contract when created in e-automate. Automatically assigned the next sequential number in the database after the contract is created. You may also assign a number upon creation of the contract. After you click the [Create contract] button, a dialogue box displays that gives you the option of assigning a number. Note: This value can be up to 32 characters long. While usually the number is editable, you can also designate it as non-editable in the Tools > Options menu of e-automate. Customer: Name of the Customer for whom this contract import record is being created. Contract type: Contract type which specifies the revenue and unearned revenue accounts for contract revenue. Also specifies the distribution of revenue earned from contracts as well as taxability of contract amounts. Contract bill code: Designation of how this customer will be billed for service performed on equipment covered in the contract. Typically this is a time and materials bill code. However, it is important to note that the Contract bill code does designate the charges for labor and parts/supplies which are usually charged at $0 under contract. Status: Status associated with this contract. Import description: Brief description of this contract import record. Start date: Date on which the contract begins. Expiration date: If this contract will expire on a particular date, check the box and select the date. This contract can expire when the unearned balance is used up.

2. To make this contract renewable using the e-automate batch renewal process, check the Renewable checkbox.

3. In the Renewal cycle field, if this contract is renewable, use the lookup icon to select a renewal cycle. Note: After the contract is created in e-automate, you can associate rate schedules with the renewal cycle so your contracts will increase their rates upon renewal. You can also create a contract for a four-year period and then have the contract renewable at annual intervals instead of four-year intervals. This can be done in the Contract Module of e-automate.

Base Billing Tab

Overview

As you can only create Installment Based Billing contracts with the Contract Import Utility, the Base Billing Tab is similar to the Base Billing tab when creating an Installment Based Billing contract in the e-automate, but it is simplified. On this tab you must indicate the base rate and the number of months for which that rate is applicable. If you want meters and meter groups added to the contract, it is a good idea to add the Overage cycle now.

Completing the Base Billing Tab

1. Verify the Base billing tab is forward, if it is not click it to bring it forward. 2. Do one of the following:


• To use the specific base rates for each piece of equipment covered under the contract, check Use equipment base rates.

• To record a base amount to bill the customer for all equipment on this contract, do the following:

a. In the Base rate of field, enter the base amount to bill the customer for all equipment on this contract.

b. In the for field, enter the number of months to which the Base rate of amount applies. Note: If the contract is $1,200 for 12 months and is billed annually, e-automate would generate an invoice in the amount of $1,200 during the first billing.

c. In the Billing cycle field, use the lookup to select the billing cycle to be used for the base rate charges. For accrual contracts this cycle should be at least quarterly.

d. In the Billing period field, verify the dates are correct. If necessary, make changes. The system automatically populates this field to match the contract Start date.

e. To bill the contract base rate after the base billing period instead of before the base billing period, check Bill base rate in arrears. Note: This setting is commonly used on government contracts and not typically in longer-term contracts.

f. In the Bill base in advance fields, use the down arrow in the second field to select Month or Day and in the first field enter the amount of days or months in advance you want this contract to bill.

g. In the Overage cycle field, use the lookup icon to select the cycle in which you intend to bill overage. Note: You can have one overage cycle for each contract.

h. In the Billing period field, verify the date for the overage cycle, you may change as appropriate.

Equipment Tab

Adding Equipment

Overview

On the Equipment Tab you validate all equipment that import from the source you selected. Some equipment may be imported into the contract import record with incomplete information such as an invalid or missing serial number or an invalid location. You will use the right-click functionality to fix the incomplete information. Equipment must validate before the contract can be created.

The first two columns are for Status messages and Warning Messages. The Status column will give you important details about what information needs to be added or fixed in order to add this equipment to a contract. Messages such as “Invalid serial number” or “Invalid location” will populate here. The Warnings column provides information about issues that will not stop the contract from being created, but should be considered before proceeding.

You can validate records in this list in bulk by multi-selecting and using the right click menu. For example, if you have an “Invalid Location” warning, you can multi-select all the equipment records with an invalid location, right-click and choose “Update Location.” This will update all the selected records at once.

If you are starting from a blank contract import record or you want to add equipment to an already existing contract import record you may do so by following the steps below.


How to Add Equipment

1. Click the Equipment tab to bring it forward. 2. Click [Add…] to open the Add Contract Equipment window. 3. In the Equipment source field, use the dropdown menu to select the appropriate equipment

source. 4. In the Equipment number field, enter the equipment number.

Note: This field is inactive if you selected New (Auto number) in the Equipment Source. 5. In the Item field, use the lookup to select the item. Selecting the item in this field populates the

Make and Model fields and makes them inactive. 6. In the Make field, if you have not selected an item in the Item field, use the lookup to select the

equipment make. 7. In the Model field, if you have not selected an item in the Item field, use the lookup to select the

equipment model. 8. In the Serial number field, enter the serial number for this item. 9. In the Base rate field, enter the base amount to bill the customer for this equipment.

Note: This field will be inactive if you did not check the Use equipment base rates checkbox on the Base billing tab. Note: This amount applies to the for field on the Base billing tab. For example, if you set the Base rate field on a piece of equipment to be $1,200, then set the for field on the Base Billing tab at 12, and the contract is to be billed annually, e-automate would use the rate specified here for the 12 months identified on the Base billing tab.

10. In the Start date field, enter a start date if the start date of this piece of equipment on the contract is different from the contract Start date. This field is used for moving equipment and prorating during the contract period. When you are creating a new contract you do not have to enter the start date.

11. In the Bill code field, use the lookup to select the bill code to be used for this equipment. This bill code overrides the Contract bill code field, if entered. Typically, you enter a bill code here for equipment that is covered differently from the Contract bill code.

12. In the Service hours field, use the lookup to select a service hours code that defines coverage hours for this equipment. This tells e-automate if there is a different charge for overtime outside your company hours definition.

13. The Tax code field is included for display purposes. The tax code is resolved once the import record is converted into a contract. The tax code that will be assigned is the tax code assigned to the equipment location customer.

14. In the Location field use the lookup to select the location of this equipment. 15. In the Location remarks field, enter any notes you want to add regarding the equipment location. 16. To have the equipment records automatically created in your e-automate database when the contract

is created, check the Create Equipment on OK checkbox. Note: When checked, the Contract Import Utility does not allow you to add the equipment if you have not identified a serial number. If left unchecked, the Contract Import Utility allows you to add the equipment to the contract, but gives you a Status error for the missing serial number, allowing you to add the serial number later.

17. Click [OK] to add the equipment to service contract.

Editing Equipment

Overview


On the Equipment Tab you validate all equipment that imports from the source you selected. Some equipment may be imported into the contract import record with incomplete information such as an invalid or missing serial number or an invalid location. You will use right-click functionality to fix the incomplete information. Equipment must validate before the contract can be created.



If you need to make changes to the details of any of the equipment, use the following steps. The changes update in e-automate as well.

How to Edit Equipment

1. Click the Equipment tab to bring it forward 2. In the Equipment region, select the equipment you want to edit. 3. Click [Edit…] to open the Edit Contract Equipment window. 4. In the Equipment number field, enter the equipment number.

Note: This field is inactive if you selected New (Auto number) in the Equipment Source. 5. In the Item field, use the lookup to select the item. Selecting the item in this field populates the

Make and Model fields and makes them inactive. 6. In the Make field, if you have not selected an item in the Item field, use the lookup to select the

equipment make. 7. In the Model field, if you have not selected an item in the Item field, use the lookup to select the

equipment model. 8. In the Serial number field, enter the serial number for this item. 9. In the Base rate field, enter the base amount to bill the customer for this equipment.

Note: This field will be inactive if you did not check the Use equipment base rates checkbox on the Base billing tab. Note: This amount applies to the for field on the Base billing tab. For example, if you set the Base rate field on a piece of equipment to be $1,200, then set the for field on the Base Billing tab at 12, and the contract is to be billed annually, e-automate would use the rate specified here for the 12 months identified on the Base billing tab.

10. In the Start date field, enter a start date if the start date of this piece of equipment on the contract is different from the contract Start date. This field is used for moving equipment and prorating during the contract period. When you are creating a new contract you do not have to enter the start date.

11. In the Bill code field, use the lookup to select the bill code to be used for this equipment. This bill code overrides the Contract bill code field, if entered. Typically, you enter a bill code here for equipment that is covered differently from the Contract bill code.

12. In the Service hours field, use the lookup to select a service hours code that defines coverage hours for this equipment. This tells e-automate if there is a different charge for overtime outside your company hours definition.

13. In the Tax code field is included for display purposes. The tax code is resolved once the import record is converted into a contract.


14. In the Location field use the lookup to select the location of this equipment. 15. In the Location remarks field, enter any notes you want to add regarding the equipment location. 16. To have the equipment records automatically created in your e-automate database when the contract

is created, check the Create Equipment on OK checkbox. Note: When checked, the Contract Import Utility does not allow you to add the equipment if you have not identified a serial number. If left unchecked, the Contract Import Utility allows you to add the equipment to the contract, but gives you a Status error for the missing serial number, allowing you to add the serial number later.

17. Click [OK] to add the equipment to the contract import record.

Removing Equipment

Overview

On the Equipment Tab you validate all equipment that imports from the source you selected. Some equipment may be imported into the contract import record with incomplete information such as an invalid or missing serial number or an invalid location. You will use right-click functionality to fix the incomplete information. Equipment must validate before the contract can be created.



If you want to remove equipment from this contract import record, use the following steps.

How to Remove Equipment

1. Click the Equipment tab to bring it forward. 2. In the Equipment region, select the equipment you want to remove from the contract import

record. Note: To select multiple equipment, click on the first line item in the group you wish to select, press and hold the SHIFT key and click on the last line item. All items between the two will be selected. To select specific items that are not all together in the list, press and hold the CTRL key and click on all the items you wish to select.

3. Click [Remove] to remove the equipment.

Status Column

Overview


On the Equipment Tab you validate all equipment that imports from the source you selected. Some equipment may be imported into the contract import record with incomplete information such as with an invalid or missing serial number or an invalid location. Most incomplete information can be fixed by using the right-click functionality. Equipment must validate before the contract can be created.

The first two columns are for Status messages and Warning Messages. The Status column will give you important details about what information needs to be added or fixed in order to add this equipment to a contract. Messages such as “Invalid serial number” or “Invalid location” will populate here. The Warnings column provides information about issues that will not stop the contract from being created, but should be considered before proceeding. See the Warnings Column topic for more information. Messages such as Base rate is zero will populate in this column. Both the statuses and the warnings can be fixed by using the right-click menu. You can edit records in this list in bulk by multi-selecting and using the right click menu to update all the selected records at once. To select multiple equipment, click on the first line item in the group you wish to select, press and hold the SHIFT key and click on the last line item. All items between the two will be selected. To select specific items that are not all together in the list, press and hold the CTRL key and click on all the items you wish to select.

Status Column

The Status column displays details about what information needs to be added or fixed in order to add this equipment to a contract import record. Use the steps under the relevant heading below to fix the status errors.

Invalid Item Number

To validate equipment with an Invalid Item Number status error, do one of the following:

• Use the right-click option. a. Right-click on the equipment with the status error. b. Select Update item to open the Item window. c. In the Item field, use the lookup to select the correct item. d. Click [OK] to update the item.

• Use the Edit option. e. Select the equipment with the status error. f. Click [Edit] to open the Edit Contract Equipment window. g. In the Item field, select the correct item number. h. Click [OK] to save the change.

Missing Serial Number

Different methods are necessary to validate equipment with a Missing Serial Number status error, depending on which method you used to add the equipment to the contract import record.


If you entered the equipment using the Add function, you can enter the serial number using the Edit function. Note: When using the Add function, if you check the Create Equipment on OK checkbox, the Contract Import Utility does not allow you to add the equipment if you have not identified a serial number.

1. Select the equipment with the status error. 2. Click [Edit] to open the Edit Contract Equipment window. 3. In the Serial number field, enter the serial number. 4. Click [OK] to save the information.

Sales orders must be fulfilled in e-automate in order to create the contract through the Contract Import Utility. If the sales orders are not fulfilled the Contract Import Utility allows you to import the equipment from the sales order, but you will get the Missing serial number status error. If you have imported an unfulfilled sales order, you may must go in and fulfill the sales order. During the process of fulfilling a sales order you will be required to enter the serial number. After the sales order has been fulfilled, you will then go back into the Contract Import Utility and audit against the source transaction to validate the equipment.

Do the following:

1. Fulfill the sales order, by doing the following: a. From the e-automate Sales menu, select Sales Orders to displays the Sales Orders list

window. b. From the Sales Order list, select the sales order you want to fulfill. c. From the e-automate toolbar, click [Fulfill] to open the Fulfill Order window.

Note: There are two fulfill buttons. The [Fulfill] button with the invoice is for fulfilling inventory items (sales); the [Fulfill] button with the service vehicle is used for fulfilling service items. e-automate determines the difference based on the unit of measure for items on the sales order. Items with units of measure that have the unit of measure type Hours are considered service Note: If you have set up sales orders to require approval, you must select a sales order that is approved. You approve a sales order by adding an approver in the Approver field on the Miscellaneous tab of the sales order.

d. If there are multiple shipments, determine which shipments you want to invoice. Check the checkbox beside each shipment you intend to invoice.

e. In the Items region, double-click on the item to open the Edit Fulfillment Detail window. f. In the Serial number field, use the lookup to select the appropriate serial number. g. Click [OK] to save the information and return to the Fulfill Order window. h. Click [OK] in the Fulfill Order window to openr the Auto-create/update equipment

settings window. i. Make changes, if necessary. j. Click [OK] to fulfill the order.

2. In the Contract Import Utility New Service Contract Import Record window, right-click on the equipment with the status error and select Audit against source transactions.

Missing Location Number and Invalid Location

To validate equipment with a Missing Location Number status error, do one of the following:

• Use the right-click option. a. Select the equipment with a status error.

Note: To select multiple equipment, click on the first line item in the group you wish to


select, press and hold the SHIFT key and click on the last line item. All items between the two will be selected. To select specific items that are not all together in the list, press and hold the CTRL key and click on all the items you wish to select.

b. Right-click on the selected equipment and select Update location to open the Location window.

c. In the Location field, use the lookup to select the appropriate location. d. Click [OK] to update the location for all selected equipment.

• Use the Edit option. a. Select the equipment with the status error. b. Click [Edit] to open the Edit Contract Equipment window. c. In the Location field, select the appropriate location. d. Click [OK] to save the change.

Pending Equipment

If the Pending Equipment error displays, it means the equipment does not yet exist in e-automate. To validate this equipment, you will need to enable the Create Equipment on OK option. To enable this option, do one of the following:

• Use the right-click option a. Select the equipment with the status error.

Note: To select multiple equipment, click on the first line item in the group you wish to select, press and hold the SHIFT key and click on the last line item. All items between the two will be selected. To select specific items that are not all together in the list, press and hold the CTRL key and click on all the items you wish to select.

b. Right-click on the selected equipment and select Create Equipment on OK. In the Equipment number column *(Next) now displays.

• Use the Edit Option a. Select the equipment with the status error. b. Click [Edit] to open the Edit Contract Equipment window. c. Check the Create Equipment on OK checkbox located in the lower left corner. d. Click [OK] to save the setting and return to the Edit Server Contract Import Record

window. The equipment number now displays in the Equipment number column.

Warnings Column

Overview

On the Equipment Tab you validate all equipment that imports from the source you selected. Some equipment may be imported into the contract import record with incomplete information such as with an invalid or missing serial number or an invalid location. Most incomplete information can be fixed by using the right-click functionality. Equipment must validate before the contract can be created in e-automate.

The first two columns are for Status messages and Warning Messages. The Status column will give you important details about what information needs to be added or fixed in order to add this equipment to a contract. Messages such as “Invalid serial number” or “Invalid location” will populate here. The Warnings column provides information about issues that will not stop the contract from being created, but should be


considered before proceeding. Both the statuses and the warnings can be fixed by using the right-click menu. You can edit records in this list in bulk by multi-selecting and using the right click menu to update all the selected records at once. To select multiple equipment, click on the first line item in the group you wish to select, press and hold the SHIFT key and click on the last line item. All items between the two will be selected. To select specific items that are not all together in the list, press and hold the CTRL key and click on all the items you wish to select.

Warnings Column

The Warnings column displays details regarding information that should be fixed but is not necessary to create the equipment. Use the steps under the relevant heading below to fix the warning errors:

Base rate is zero

To fix this warning message you will need to use the Edit contract option. Do the following:

1. Select the equipment with the warning message. 2. Click [Edit] to open the Edit Contract Equipment window. 3. In the Base rate field, enter the amount to be billed to the customer for the base rate on this piece

of equipment. 4. Click [OK] to save the information.

Right-Click Menu

Overview

The Contract Import Utility offers the ability to access the application's different capabilities through right-click menus. You use the right-click menu on the equipment tab to accomplish a number of tasks. Below is a list of those tasks and how to execute them.

Equipment Tab Right-Click Menu Options

Update Item

This option can be used to fix the Invalid item number Warning message or to replace the listed equipment with another.

1. Right-click the item you want to update. 2. Select Update item to open the Item window. 3. In the Item window, use the lookup to select the appropriate item. 4. Click [OK] to update the item.

Update Location

This option can be used to fix the Missing location number and Invalid location Warning messages or to simply change the selected location.

1. Right-click the equipment whose location you want to update. 2. Select Update location to open the Location window.


3. Use the lookup to select the appropriate location. 4. Click [OK] to update the location.

Update Meter Readings

This feature will query the meter reading history for each equipment searching for a meter reading that would be acceptable to be used as the start meter reading on this contract import record.

1. Right-click the equipment whose meter readings you want to update. 2. Select Update meter readings to open the Auto Update Start Meter Readings on Meters

window. 3. Select one of the following radio buttons:

• Find oldest meter reading compared to the contract start date: When selected the Contract Import Utility queries the meter reading history for each equipment searching for the oldest meter read compared to the contract start date.

• Find closest meter reading compared to the contract start date: When selected the Contract Import Utility queries the meter reading history for each equipment searching for the closest meter reading compared to the contract start date.

4. If you want the system to ignore the start meter reading that is already present on a particular meter in the Contract Import Utility and replace it with the results of the Find oldest meter reading compared to the contract start date or Find closest meter reading compared to the contract start date query, check the Skip over meters already have start meter readings checkbox. Note: If this box is not checked then meters with start meter readings present will be skipped when running this query.

5. Click [OK] to query for meter reads. A window displays informing you of the number updates found.

Audit Against Source Transactions

This option updates the Contract Import Utility with any applicable changes that have been made to the source transaction since it was pulled into the Contract Import Utility. For example, if you import from an e-automate sales order where the serial number was not identified, the equipment's Status column will display Missing serial number. Then, if that sales order is updated in e-automate with a serial number you can use the Audit against source transactions function to pull the serial number into the Contract Import Utility. This option is most useful when importing from a Digital Quote Manager quote. Digital Quote Manager quotes are always in progress with information continually being modified until the quotes are pushed to e-automate as sales orders. Note: You can disable this function by selecting the Remove links to source transactions function.

1. Right-click the equipment you want to on audit against their source transaction. 2. Select Audit against source transactions. A confirmation window displays showing you how many

updates were found and made.

Remove Links to Source Transactions

This option disables the Audit against source transactions option. When selected, all future updates made to that source transaction cannot be updated in the Contract Import Utility.

1. Right-click the equipment from which you want to remove links to source transactions 2. Select Remove links to source transactions.


Go to Meters

When selected, the Meters tab will be brought forward and this Meters list will be sorted by equipment.

1. Right-click on any piece of equipment and select Go to Meters to bring the Meters tab forward.

Create Equipment on OK

When selected, this equipment will be created in e-automate when you click [OK] in the Edit Service Contract Import Record window.

1. Right-click the equipment you want created in e-automate when this contract information is saved. 2. Select Create equipment on OK.

Do Not Create Equipment Save

When selected, this equipment will not be created in e-automate when you click [OK] in the Edit Service Contract Import Record window.

1. Right-click the equipment that you do not wanted created in e-automate when this contract is created.

2. Select Do not create equipment on OK.

Meters Tab

Editing Meters

Overview

The Meters tab is where you manage the meters associated with the equipment listed on the contract import record. On this tab you can modify the meters as well as create and modify meter groups and assign the meters to those meter groups. Creating meter groups allows you to charge an overage rate for any or all meters on equipment on this contract import record. All equipment on the Equipment tab must be validated before you can create meter groups.

The tab is divided into two sections, the Meters region and the Meter Groups region. The Meters region lists the meters associated with the various equipment added to this contract import records and contains the filters by which you can sort the meters list. The Meters tab allows you to filter the meters list based on equipment selected on the Equipment tab and the Meter Group selected in the Meter Groups region of the Meters tab. The Meters region provides you with the functionality to edit meters, and assign the meters to meter groups via the right-click menu. The Meter Groups region lists all meter groups and provides the functionality to create new meter groups, and modify existing meter groups via the right-click menu.

On the Meters tab the Contract Import Utility provides several different methods to manage meters for equipment on a contract import record. When editing and updating meters and editing and updating meter groups, most functions can be accessed through right-click menus. When assigning meters to meter groups you can use the right-click menu to add the meter to a meter group, or drag and drop the meters into the meter groups.


How to Edit Meters

1. In the Meters region, select the meter you want to edit.

2. Click [Edit] to open the Edit Meter window.

3. In the Expected monthly volume field, enter the expected monthly click count of this meter on this model.

4. In the Reading date field, check the checkbox and enter a start date for the meter reading.

5. If you need to override the meter date for contract billing, use the Override billing date field to identify the override date for the meter. Check the checkbox and enter a date. Note: When e-automate bills for overage on a contract, it bills for a specified period of time called the overage cycle. The overage cycle has a start and an end date; to bill for overage, you collect a meter on or near the start date and near the end date. e-automate requires that the collected meters be within a specified number of days of the start and end dates. This specified number of days is called the Billing Meter Tolerance. If the meter you collected for a start meter is outside the Billing Meter Tolerance, you can use the Override billing date field to specify a date for the meter within the Billing Meter Tolerance. When e-automate performs contract billing, it will use the override date, not the actual meter collection date. e-automate allows a variance of up to 27 total days off the actual date. Your administrator determines how many days before or after.

6. If this meter reading is an estimated reading, check the Reading is estimate checkbox.

7. In the Reading display field, enter the meter.

8. Click [OK] to save the changes to the meter.

Using the Meters Filter

Overview

On the Meters tab you manage the meters associated with the equipment listed on the contract import record. On this tab you can modify the meters as well as create and modify meter groups and assign the meters to those meter groups. Creating meter groups allows you to charge an overage rate for any or all meters on equipment on this contract import record. All equipment on the Equipment tab must be validated before you can create meter groups.

The tab is divided into two sections, the Meters region and the Meter Groups region. The Meters region lists the meters associated with the various equipment added to this contract import record and contains the filters by which you can sort the meters list. The Meters tab allows you to filter the meters list based on equipment selected on the Equipment tab and the Meter Group selected in the Meter Groups region of the Meters tab. The Meters region provides you with the functionality to edit meters, and assign the meters to meter groups via the right-click menu. The Meter Groups region lists all meter groups and provides the functionality to create new meter groups, and modify existing meter groups via the right-click menu.

On the Meters tab the Contract Import Utility provides several different methods to manage meters for equipment on a contract. When editing and updating meters and editing and updating meter groups, most functions can be accessed through right-click menus. When assigning meters to meter groups you can use the right-click menu to add the meter to a meter group, or drag and drop the meters into the meter groups.

How to Use the Meters Filter


1. In the Meters region, select one of the following Meters filter radio buttons: None: When selected, no filter applies; all equipment are listed. Equipment: When selected, the list displays all meters for the piece of equipment that is currently highlighted on the Equipment tab. Meter Group: When selected the list displays all meters assigned to the meter group that is currently highlighted in the Meter Groups region. No meter group: When selected, the list displays equipment that are not assigned to a meter group.

Adding Meters

Overview

On the Meters tab you manage the meters associated with the equipment listed on the contract import record. On this tab you can modify the meters as well as create and modify meter groups and assign the meters to those meter groups. Creating meter groups allows you to charge an overage rate for any or all meters on equipment on this contract. All equipment on the Equipment tab must be validated before you can create meter groups.


When editing and updating meters, and creating and editing meter groups most functions can be accessed through right-click menus. When assigning meters to meter groups you can use the right-click menu, or drag and drop the meters into the meter groups. To add meters to meter groups you can add the meters to meter groups that have been previously created, or you can create a meter group from one or more selected meters. When using this method, the selected meter(s) will automatically be assigned to the meter group upon creation of that meter group.

How to Add Meters to Existing Meter Groups

To add meters to existing meter groups, do one of the following:

• Use the drag and drop function, by doing the following: 1. In the Meters region, click on the meter you want to add to a meter group and drag it to

the meter group in the Meter Groups region to which you want to add the meter. • Use the right-click menu, by doing the following:

1. In the Meter Groups region, select the meter group to which you want to add meters. 2. In the Meters region, select the meter you want to add to a meter group.

Note: To select multiple meters, click on the first line item in the group you wish to select, press and hold the SHIFT key and click on the last line item. All items between the two will be selected. To select specific items that are not all together in the list, press and hold the CTRL key and click on all the items you wish to select.

3. Right-click on the selected item(s) and select Add to selected meter group. The Meter group column will display the meter group to which you assigned this meter(s).


How to Add Meters to a New Meter Group

In the Meters region, you have the ability to create a meter group from one or more selected meters. When using this method to create a meter group, the selected meter(s) will be automatically assigned to the meter group upon creation of the meter group.

To add a meter to a new meter group, do the following:

1. In the Meters region, select the meter you want to add to a meter group. Note: To select multiple equipment, click on the first line item in the group you wish to select, press and hold the SHIFT key and click on the last line item. All items between the two will be selected. To select specific items that are not all together in the list, press and hold the CTRL key and click on all the items you wish to select.

2. Right-click on the selected meter(s) and select Add to a new meter group to open the Add Contract Meter Group window.

3. In the Meter group field, enter a name for this meter group. 4. In the Description field, enter a brief description for this meter group. 5. In the Overage type field, use the lookup to select the overage type.

Note: Overage types tell e-automate what general ledger accounts and departments to use when you generate revenue from overages.

6. In the Overage method field, use the lookup to select the overage method for this group. You can choose between Allowance, Minimum, or Allowance with Credits.

7. In the Covered copies field, enter the number of covered copies per billing cycle. 8. In the Overage rate of field, enter the rate that is charged per copy that exceeds the number of

covered copies. Note: You can enter up to six decimal places for overage rates.

9. In the Credit rate of field, enter the rate you want used for unused copies on this meter group. If the customer uses less than the number in the Covered copies field, e-automate uses this rate as the credit amount per click.

10. Click [OK] to add the new meter group with the selected meter(s) assigned to it. If you want to create multiple meter groups without closing out of this window, click [Apply]. Note: If you add multiple meter groups and click [Apply] the selected meter(s) will be assigned to the last meter group created.

11. If you want to allow e-automate to perform bulk meter estimates in the Bill Contracts window for this contract, check Allow bulk meter estimation located in the Meter Groups region.

Editing Meter Groups

Overview

On the Meters tab you manage the meters associated with the equipment listed on the contract. On this tab you can modify the meters as well as create and modify meter groups and assign the meters to those meter groups. Creating meter groups allows you to charge an overage rate for any or all meters on equipment on this contract import record. All equipment on the Equipment tab must be validated before you can create meter groups.

The tab is divided into two sections, the Meters region and the Meter Groups region. The Meters region lists the meters associated with the various equipment added to this contract import record and contains the filters by which you can sort the meters list. The Meters tab allows you to filter the meters list based on


equipment selected on the Equipment tab and the Meter Group selected in the Meter Groups region of the Meters tab. The Meters region provides you with the functionality to edit meters, and assign the meters to meter groups via the right-click menu. The Meter Groups region lists all meter groups and provides the functionality to create new meter groups, and modify existing meter groups via the right-click menu.

When editing and updating meters and creating and editing meter groups, most functions can be accessed through right-click menus. When assigning meters to meter groups you can use the right-click menu, or drag and drop the meters into the meter groups. To add meters to meter groups you can add the meters to meter groups that have been previously created, or you can create a meter group from one or more selected meters. When using this method, the selected meter(s) will automatically be assigned to the meter group upon creation of that meter group.

How to Edit Meter Groups

To edit the settings of a meter group, do one of the following

• Use the Edit Option, by doing the following: 1. In the Meters Group region, select the meter group you want to edit. 2. Click [Edit] to open the Edit Contract Meter Group window. 3. Make the any necessary changes in the following fields:

Meter Group: Name for this meter group. Description: Brief description for this meter group. Overage type: Use the lookup to select the overage type. Note: Overage types tell e-automate what general ledger accounts and departments to use when you generate revenue from overages. Overage method: Use the lookup to select the overage method for this group. You can choose between Allowance, Minimum, or Allowance with Credits. Covered copies: Number of covered copies per billing cycle. Overage rate of: Rate that is charged per copy that exceeds the number of covered copies. Note: You can enter up to six decimal places for overage rates. Credit rate of: Rate to be used for unused copies on this meter group. If the customer uses less than the number in the Covered copies field, e-automate uses this rate as the credit amount per click.

4. Click [OK] to save the changes to the meter group with the selected meter assigned to it.

• Use the right-click menu, by doing the following: 1. Right-click on the meter group you want to edit. 2. Select one of the following options to open their corresponding window.

• Update method: In the Method field, use the lookup to select an overage method for this group and click [OK]. You can choose between Allowance, Minimum, or Allowance with Credits.

• Update overage type: In the Overage type field, use the lookup to select the overage type and click [OK]. Note: Overage types tell e-automate what general ledger accounts and departments to use when you generate revenue from overages.

• Update covered copies (Absolute): In the Covered copies field, enter the actual number of copies you want covered on this contract per billing cycle.


• Update covered copies (Percent): In the Percent of expected copies , enter the percent of the volume of copies you want covered on this contract per billing cycle.

• Update overage rate: In the Overage rate field, enter the rate that is charged per copy that exceeds the number of covered copies. Note: You can enter up to six decimal places for overage rates.

• Update credit rate: In the Overage rate field, enter the rate to be used for unused copies on this meter group. If the customer uses less than the number in the Covered copies field, e-automate uses this rate as the credit amount per click.

3. Click [OK] to save the information.

Removing Meters from Meter Groups

Overview



On the Meters tab the Contract Import Utility provides several different methods to manage meters for equipment on a contract. When editing and updating meters and editing and updating meter groups, most functions can be accessed through right-click menus. When assigning meters to meter groups you can use the right-click menu to add the meter to a meter group, or drag and drop the meters into the meter groups.

If you do not want a meter assigned to the meter group it is currently assigned to, use the steps in this topic to remove the meter from the meter group.

How to Remove Meters from Meter Groups

1. In the Meters region, select the meter you want to remove. Note: To select multiple meters, click on the first line item in the group you wish to select, press and hold the SHIFT key and click on the last line item. All items between the two will be selected. To select specific items that are not listed consecutively in the list, press and hold the CTRL key and click on all the items you wish to select.


2. Right-click on the selected meter(s) and select Remove from meter group(s) to remove the meter(s) from the assigned to meter group(s).

Creating Meter Groups

Overview

The Meters tab is where you manage the meters associated with the equipment listed on the contract import record. On this tab you can modify the meters as well as create and modify meter groups and assign the meters to those meter groups. Creating meter groups allows you to charge an overage rate for any or all meters on equipment on this contract. All equipment on the Equipment tab must be validated before you can create meter groups.


On the Meters tab the Contract Import Utility provides several different methods to manage meters for equipment on a contract import record. When editing and updating meters and editing and updating meter groups, most functions can be accessed through right-click menus. When assigning meters to meter groups you can use the right-click menu to add the meter to a meter group, or drag and drop the meters into the meter groups.

To create new meter groups through the Meters Groups region you can use the Add... function or the Advanced add function (see the Using Advanced Add topic for more information). With the Advanced add you create meter groups and automatically add appropriate meters to those groups. You can use Advanced add to create several meter groups at once and assign multiple meters to those groups.

How to Create Meter Groups in the Meters Group Region Using the Add Function

1. In the Meter Groups region, click [Add...] to open the Add Contract Meter Group window. 2. In the Meter Group field, enter a name for this meter group. 3. In the Description field, enter a brief description for this meter group. 4. In the Overage type field, use the lookup to select the overage type.





8. In the Credit rate of field, enter the rate to be used for unused copies on this meter group. If the customer uses less than the number in the Covered copies field, e-automate uses this rate as the credit amount per click.

9. Click [OK] to add the new meter group with the selected meter assigned to it. If you want to create multiple meter groups without closing out of this window, click [Apply].


Note: If you add multiple meter groups and click [Apply] the selected meter will be assigned to the last meter group created.


How to Create Meter Groups Using the Advanced Add Function

See the Using Advanced Add topic for more information.

How to Create Meter Groups in the Meters Region

In the Meters region, you have the ability to create a meter group from a selected meter. When using this method to create a meter group, the selected meter will be automatically assigned to the meter group upon creation of the meter group.

To create a meter group to which selected meter(s) will automatically be added, do the following:

1. In the Meters region, select the meter you want to add to a new meter group. Note: To select multiple meters, click on the first line item in the group you wish to select, press and hold the SHIFT key and click on the last line item. All items between the two will be selected. To select specific items that are not listed consecutively, press and hold the CTRL key and click on all the items you wish to select.

2. Right-click on the selected meter(s) and select Add to a new meter group to open the Add Contract Meter Group window.

3. In the Meter group field, enter a name for this meter group. 4. In the Description field, enter a brief description for this meter group. 5. In the Overage type field, use the lookup to select the overage type.






10. Click [OK] to add the new meter group with the selected meter(s) assigned to it. If you want to create multiple meter groups without closing out of this window, click [Apply]. Note: If you add multiple meter groups and click [Apply] the selected meter(s) will be assigned to the last meter group created.


Removing Meter Groups

Overview




If you find it necessary to remove a meter group use the steps in this topic.

How to Remove Meter Groups

1. Select the meter group you want to remove. Note: To remove all meter groups, click [Select all].

2. Click [Remove] to remove the selected meter group(s).

Using Advanced Add

Overview


The tab is divided into two sections, the Meters region and the Meter Groups region. The Meters region lists the meters associated with the various equipment added to this contract import record and contains the filters by which you can sort the meters list. The Meters tab allows you to filter the meters list based on equipment selected on the Equipment tab and the Meter Group selected in the Meter Groups region of the Meters tab. The Meters region provides you with the functionality to edit meters, and assign the meters to meter groups via the right-click menu. The Meter Groups region lists all meter groups and provides the functionality to create new meter groups, and modify existing meter groups via the right-click menu. To create new meter groups through the Meters Groups region you can use the Add... function (see the Creating Meter Groups topic) or the Advanced add function.

With the Advanced add you create meter groups to which the Contract Import Utility will automatically add appropriate meters based on specific criteria you specify. This gives you the ability to create several meter groups at once assigning multiple meters to those groups. There are many scenarios where advanced add simply will not be able to automatically assign all your meters to meter groups, nor is that the intended design. Its purpose is to provide you the means to automate as much of the process as feasible and give you a good starting point to make changes and additions later. Meters can be assigned to only one meter group


at a time. If a meter is already assigned to a meter group you cannot assign it to another meter group unless you remove it from the original meter group first. See the Removing Meters from Meter Groups topic.

How to Use Advanced Add

1. In the Meter Groups area, click [Advanced add] to open the Auto create meter groups settings window.

2. In the Groups by region, you must determine which meters you want automatically added to this meter group.

3. Select one of the following radio buttons: By meter type: When selected, a meter group will be created for each meter type and meters with that type will be automatically assigned to the appropriate group. By meter: When selected, a meter group will be created for each individual meter and those meters will be assigned to their individual meter group. By equipment code and meter type: When selected, a meter group will be created for all combinations of equipment codes and meter types. Once created all meters matching the criteria will be assigned to the appropriate meter groups. By model category and meter type: When selected, a meter group will be created for all combinations of model category and meter types. Once created all meters matching the criteria will be assigned to the appropriate meter groups. By model and meter type: When selected, a meter group will be created for all combinations of model and meter type. Once created all meters matching the criteria will be assigned to the appropriate meter groups.

4. In the Meter type filter field, use the lookup to select the meter type that you want considered for this meter group. Advanced add is only capable of automatically adding meters of a given meter type to a meter group. If you want to add meters with different meter types to this meter group, you can add them manually. See the Adding Meters to Meter Groups topic for more information.

5. In the Overage type field, use the lookup to select the overage type. Note: Overage types tell e-automate what general ledger accounts and departments to use when you generate revenue from overages.


7. In the Covered copies region, do the following: a. In the Method field, use the dropdown menu to select one of the following:

• Percent of expected copies: When selected the covered copies are defined by a percentage of the volume.

• Absolute: When selected you enter the actual number of covered copies. b. In the Covered copies field, do one of the following:

• If you selected Percent of expected copies in the Method field, enter the percentage of the copies volume you want covered on the contract per billing cycle.

• If you selected Absolute, enter the actual number of copies you want covered on the contract per billing cycle.

8. In the Overage rate of field, enter the rate that is charged per copy that exceeds the number of covered copies. Note: You can enter up to six decimal places for overage rates.


10. Click [OK] to save the meter group. 11. If you want to allow e-automate to perform bulk meter estimates in the Bill Contracts window for this

contract import record, check Allow bulk meter estimation located in the Meter Groups region.


Meters Region Warnings Column

Overview



In the Meters Region there is a Warnings column that displays information about issues that exist with the meters. These issues will not stop the contract from being created, but should be considered before proceeding.

These issues can be taken care of using the right-click menu. You can take care of multiple records in this list by multi-selecting and using the right click menu to update all the selected records at once. To select multiple equipment, click on the first line item in the group you wish to select, press and hold the SHIFT key and click on the last line item. All items between the two will be selected. To select specific items that are not all together in the list, press and hold the CTRL key and click on all the items you wish to select.

Warnings Column

The Warnings column displays details about what information should be fixed but is not necessary to create this contract. Use the steps under this heading to fix the status error:

Missing start meter reading

If you do not fix this warning it will not prevent you from moving forward and creating the contract. However, you will still need to input a start meter in e-automate before you can bill the contract.

To validate meters with a Missing start meter reading status error, do the following:

1. In the Meters region, select the meter with the status error. 2. Click [Edit] to open the Edit Meter window where you will manually input the start meter reading

date and the meter count. 3. In the Reading date field, check the checkbox and enter a start date for the meter reading. 4. If you need to override the meter date for contract billing, use the Override billing date field to

identify the override date for the meter. Check the checkbox and enter a date. Note: When e-automate bills for overage on a contract, it bills for a specified period of time called the overage cycle. The overage cycle has a start and an end date; to bill for overage, you collect a


meter on or near the start date and near the end date. e-automate requires that the collected meters be within a specified number of days of the start and end dates. This specified number of days is called the Billing Meter Tolerance. If the meter you collected for a start meter is outside the Billing Meter Tolerance, you can use the Override billing date field to specify a date for the meter within the Billing Meter Tolerance. When e-automate performs contract billing, it will use the override date, not the actual meter collection date. e-automate allows a variance of up to 27 total days off the actual date. Your administrator determines how many days before or after.

5. If this meter reading is an estimated reading, check the Reading is estimate checkbox. 6. In the Reading display field, enter the meter. 7. Click [OK] to save the changes to the meter.

Meter Groups Region Status Column

Overview


The tab is divided into two sections, the Meters region and the Meter Groups region. The Meters region lists the meters associated with the various equipment added to this contract and contains the filters by which you can sort the meters list. The Meters tab allows you to filter the meters list based on equipment selected on the Equipment tab and the Meter Group selected in the Meter Groups region of the Meters tab. The Meters region provides you with the functionality to edit meters, and assign the meters to meter groups via the right-click menu. The Meter Groups region lists all meter groups and provides the functionality to create new meter groups, and modify existing meter groups via the right-click menu.

In the Meter Groups region the first two columns display information about issues that exist with the meter groups. The Status column will give you important details about information that needs taken care of in order for the Contract Import Utility to allow you to create the contract in e-automate. The Warnings column provides information about issues that will not stop the contract from being created, but should be considered before proceeding. Most of these issues can be taken care of using the right-click menu. You can take care of multiple records in this list simultaneously by multi-selecting and using the right-click menu to update all the selected records. To select multiple equipment, click on the first line item in the group you wish to select, press and hold the SHIFT key and click on the last line item. All items between the two will be selected. To select specific items that are not all together in the list, press and hold the CTRL key and click on all the items you wish to select.

Status Column

The Status column displays details about what information needs to be added or fixed in order to create this contract in e-automate. Use the steps under the relevant heading below to fix the status errors:

Missing Overage Method

To validate meter groups with a Missing Overage Method status error, do one of the following:


• Use the right-click option. a. Right-click on the meter group with the status error. b. Select Update method to open the Method window. c. In the Method field, use the lookup to select the correct method. d. Click [OK] to save the overage method.

• Use the Edit option. a. Select the meter group with the status error. b. Click [Edit...] to open the Edit Contract Meter Group window. c. In the Overage method field, use the lookup to select the correct overage method. d. Click [OK] to save the overage method.

Missing Overage Type

To validate meter groups with a Missing Overage Type status error, do one of the following:

• Use the right-click option. a. Right-click on the meter group with the status error. b. Select Update Overage type to open the Overate Type window. c. In the Overage type field, use the look up to select the overage type. d. Click [OK] to save the overage type.

• Use the Edit option. a. Select the meter group with the status error. b. Click [Edit...] to open the Edit Contract Meter Group window. c. In the Overage type field, use the look up to select the overage type. d. Click [OK] to save the overage type.

Missing Meters

If you are getting this Status error it simply means you do not have any meters associated with this meter group. All you have to do to fix this status error is to add a meter to the meter group.

Meter Groups Region Warnings Column

Overview




In the Meters Group region the first two columns display information about issues that exist with the meter groups. The Status column will gives you important details about information that needs taken care of in order for the Contract Import Utility to allow you to create the contract in e-automate. The Warnings column provides information about issues that will not stop the contract from being created, but should be considered before proceeding. Most of these issues can be taken care of using the right-click menu. You can take care of multiple records in this list simultaneously by multi-selecting and using the right-click menu to update all the selected records. You can take care of multiple records in this list simultaneously by multi-selecting and using the right-click menu to update all the selected records. To select multiple equipment, click on the first line item in the group you wish to select, press and hold the SHIFT key and click on the last line item. All items between the two will be selected. To select specific items that are not all together in the list, press and hold the CTRL key and click on all the items you wish to select.

Warnings Column

The Warnings column displays details about information that should be fixed but is not necessary to create the equipment. Use the steps under the relevant heading to fix the warning errors:

Overage Rate is Zero

To validate meter groups with an Overage Rate is Zero warning, do one of the following:

• Use the right-click menu. a. Right-click on the meter group with the status error. b. Select Update overage rate to open the Overage rate window. c. In the Overage rate field, enter the rate that is charged per copy that exceeds the number

of covered copies. Note: You can enter up to six decimal places for overage rates.

d. Click [OK] to save the overage rate to this meter group.

• Use the Edit option. a. Select the meter group with the status error. b. Click [Edit...] to open the Edit Contract Meter Group window. c. In the Overage rate of field, enter the rate that is charged per copy that exceeds the

number of covered copies. Note: You can enter up to six decimal places for overage rates.

d. Click [OK] to save the overage rate to this meter group.

Credit Rate is Zero

To validate meter groups with a Credit rate is zero warning, do one of the following:

• Use the right-click menu. a. Right-click on the meter group with the status error. b. Select Update credit rate to open the Credit rate window. c. In the Credit rate field, enter the rate to be used for unused copies on this meter group. If

the customer uses less than the number in the Covered copies field, e-automate uses this rate as the credit amount per click.

d. Click [OK] to save the credit rate to this meter group. • Use the Edit option

a. Select the meter group with the status error.


b. Click [Edit...] to open the Edit Contract Meter Group window. c. In the Credit rate of field, enter the rate to be used for unused copies on this meter group.

If the customer uses less than the number in the Covered copies field, e-automate uses this rate as the credit amount per click.

d. Click [OK] to save the credit rate to this meter group.

Right-Click Menus

Overview

The Contract Import Utility offers the ability to access the application's different capabilities through right-click menus. You use the right-click menu on the Meters tab to accomplish a number of tasks. Below is a list of those tasks.

Meters Region Right-Click Menu

• Add to new meter group: You use this option to create a meter group from one or more selected meters. When using this method to create a meter group, the selected meter(s) will be automatically assigned to the meter group upon creation of the meter group.

• Add to selected meter group: When selected, the selected meter will be added to the meter group currently highlighted in the Meter Groups region.

• Remove from meters group(s): You use this option to remove the selected meter(s) from assigned meter group(s).

• Go to equipment: When selected, the Contract Import Utility will display the Equipment tab with the equipment associated with the meter highlighted.

• Go to meter group: When selected, the meter group that this meter is assigned to will highlight in the Meter Groups region.

• Update volume: You use this option to update the expected monthly click capability of this meter on this model.

Meter Groups Region Right-Click Menu

• Update method: You use this option to validate meter groups with a Missing overage method status error message or modify the overage method assigned to this meter group.

• Update overage type: You use this option to validate meter groups with a Missing overage type status error message or modify the overage type currently assigned to this meter group.

• Update covered copies (absolute): Enter the number of covered copies per billing cycle. • Update covered copies (percent): Enter the percentage of the volume you want to use for

covered copies per billing cycle. For example, if you have 50,000 for the volume and select this option with 50%, the covered copies would then be 25,000.

• Update overage rate: You use this option to validate meter groups with an Overage rate is zero warning message or modify the overage rate currently assigned to this meter group.

• Update credit rate: You use this option to validate meter groups with a Credit rate is zero warning message or modify the credit rate currently assigned to this meter group.


How to Use the Right-Click Menu Options

1. Right-click on the meter group you want to modify. 2. Select one of the above options to open it's corresponding window. 3. Depending on which option you selected, either enter the appropriate information, or use the lookup

to select the appropriate information in the field provided. 4. Click [OK] to save the information.

Miscellaneous Tab

Overview

The Miscellaneous tab is exactly the same as the Miscellaneous tab when creating an Installment Based Billing contract in e-automate. On the Miscellaneous tab you configure contracts that bill base charges and overages on the contract. You can bill the base annually and the overage quarterly or monthly. e-automate allows you to have different billing cycles for base and overage on one contract. In addition to billing the base charge you can configure e-automate to combine the base and the overage charges so the customer receives one amount even though it is broken down on the contract as base and lease amounts. Overages in e-automate are always billed in arrears even if they are billed quarterly.

Completing the Miscellaneous Tab

1. Click the Misc. tab to bring it forward. 2. To add a miscellaneous charge to the contract import recrd, do the following:

a. To bill a miscellaneous charge only one time, check the Bill miscellaneous charge only once checkbox. When checked, the system will only bill the bill-to customer for this miscellaneous charge once with the identified bill with setting. When unchecked, e-automate bills the identified miscellaneous charge (as defined in the bill with field) repeatedly based on the appropriate cycle.

b. In the Bill with field, select one of the following: • Base or Overage: e-automate bills the charge identified with either the base or

overage cycle on the contract, whichever occurs first. If Bill miscellaneous charge only once is unchecked, e-automate bills this charge every time the contract bills with either the base or the overage cycle for the duration of the contract.

• Base Cycle: e-automate bills the charge with the base cycle identified on the contract. If Bill miscellaneous charge only once is unchecked, e-automate bills this charge every time the contract bills the base on the contract for the duration of the contract.

• Overage Cycle: e-automate bills the charge with the overage cycle identified on the contract. If Bill miscellaneous charge only once is unchecked, e-automate bills this charge every time the contract bills the overage on the contract for the duration of the contract.

3. In the Description field, enter a brief description of the charge. This description displays on the contract invoice as the charge explanation.

4. In the Amount field, enter the amount you want to charge the customer. 5. In the Misc. charge account field, enter the general ledger account to which you want the charge

posted. This is typically a revenue field.


6. In the Department field, use the lookup icon to select the department with which the miscellaneous charge is associated.

7. In the Tax as field, use the lookup icon to select how you want the miscellaneous charge taxed. 8. To add a contract adjustment to the contract, use the lookup icon in the Adjustment code field to

select your adjustment code. Note: An adjustment code adds an additional charge to the contract based on either the base or overage calculation on the contract. This charge appears on the contract invoice near the miscellaneous charge with the explanation defined as the Description field on the adjustment code. The adjustment code can be calculated based on a fixed rate for base and/or fixed rate for overage. You can also associate a percentage of the base and/or the overage on the adjustment code with a maximum and minimum for both base and overage. For more information on contract adjustment codes, see the e-automate STEPS topic, Creating a Contract Adjustment Code (SC-1240).

9. To be able to receive automatic notification of whether this contract is over or under your specified supply yields, check the Use e-agent contract item usage alerts for this contract checkbox. For more information see the e-automate STEPS topic, Configuring Contract Item Usage Alerts (SC-1550).

10. To see usage for the entire contract rather than for each equipment, click the Pool item usage across entire contract checkbox. For more information see the e-automate STEPS topic, Configuring Contract Item Usage Alerts (SC-1550).

11. In the Service hours field, use the lookup icon to select a service hours code that defines coverage hours for this contract. This tells e-automate if there is a different charge for overtime outside your company hours definition.

Billing/Contact Tab

Overview

The Billing/Contacts tab is similar to the Billing/Contacts tab when creating an Installment Based Billing contract in the e-automate. On the Billing/Contacts tab you identify billing information for this contract including an alternate bill to customer to whom you want to bill this contract's overages, which billing group to which you want this contract assigned, tax code you want to assign to this contract, charge method, etcetera.

1. Click the Billing/Contact tab to bring it forward.

2. In the Bill to field, use the lookup icon to select a customer to which you want to bill this contract import record.

3. To bill the overage to a different customer than the one identified in the Bill to field, do the following:

a. Check the Use alternate bill to for overage checkbox and click the ellipses button […] to open the Overage bill to window.

b. In the Bill to field, use the Lookup to identify the customer to which you want to bill overage on this contract. Note: The alternate billing applies to overage only and allows e-automate to create two invoices from a single contract when doing contract billing where the contract has both base and overage.

c. In the Terms field, use the lookup icon to identify the terms to be associated with the overage-only contract invoice.


d. The tax code defaults to the tax code assigned to the customer ,but you may change it by using the lookup in the Tax code field to identify the appropriate tax code.

e. The Taxable checkbox and Exempt code field default to those assigned to the Bill to customer, but you may change if necessary. To edit the taxable status, do the following.

i. If the customer identified is not taxable, uncheck the Taxable checkbox. The Exempt code field becomes active.

ii. If necessary you may use the Look up in the Exempt code field to select an exempt code that identifies why the customer is not taxable.

f. If you are using equipment base rates on the contract, e-automate enables the Use individual tax codes field to allow you to charge tax based on each equipment location.

g. In the Charge method field, use the Lookup to select an appropriate method to charge the customer.

h. In the Report group field use the Lookup to select the appropriate report group. The report group identifies the default and supplemental reports that are generated when this overage invoice is billed. If you have document queuing enabled, e-automate queues the reports identified by the report group to the document queue when the contract created from this contract import record is billed.

i. Click [OK] to save your overage bill to alternate settings.

4. To assign a contact for this contract import record, complete the following fields as appropriate. Contact: Use the Lookup to select the contact person you want to assign to this contract import record. Name: If you did not select a contact, you can enter a contact in the name field. This field automatically populates if you select a person in the Contact field. Phone: Contact person's phone number. This field automatically populates if you select a person in the Contact field. Fax: Contact person's fax number. This field automatically populates if you select a person in the Contact field.

5. Complete the following fields as appropriate: Branch: Branch assignment of the customer. This field displays if the branching feature is enabled. Group invoices according to customer, bill to, etc: When checked, the contract created from this import record is billed as a single invoice grouped with billings for other contracts. In order for contracts to bill on a single invoice from grouped contracts, the contracts must have the same customer, bill-to customer, branch, tax flag, terms, charge methods, charge accounts and contract statuses. Bill Contract: When checked, the contract will be billed and accrued. When not checked the contract is not billed or accrued. Billing group: Designation to group this contract with other contracts in order to make them easier to maintain. Use the lookup icon to select the billing group. Note: You could group all the contracts belonging to the same region or state in a billing group, or you may group contracts by person responsible for billing the contract. Tax code: Tax code for this contract import record. Taxable: When checked, the contract created from this import record is taxable. e-automate will tax based on the tax definitions associated with the tax code and associated tax authorities. To determine the default taxable status the system looks, first, at the bill to customer. If the bill to customer's taxable status is not available, the system then looks at the ship to customer's taxable status. If the ship to customer's taxable status is not available, the system will look at the assigned customer's record for taxable status. You may change as necessary. Exempt code: Exempt code that identifies why the customer is not taxable, if applicable. This field is only active if the Taxable checkbox is unchecked. To determine the default exempt code the


system looks, first, at the bill to customer. If the bill to customer exempt code is not available, the system then looks at the ship to customer exempt code. If the ship to customer exempt code is not available, the system will look at the assigned customer's record for the exempt code. You may change as necessary. Use equipment tax codes: When a contract import record is configured to use equipment base rates, you can select this option which allows e-automate to tax each equipment on the contract based on the equipment location. When checked, e-automate can look up the appropriate tax code for each equipment. Terms: Payment terms for this contract import record. Sales rep: Sales rep responsible for this contract import record. Report group: Use the Lookup to select the appropriate report group. The report group identifies the default and supplemental reports that are generated when this overage invoice is billed. If you have document queuing enabled, e-automate queues the reports identified by the report group to the document queue when this contract is billed. Blanket PO: Purchase order number from the customer for this contract. This is pre-populated from the customer profile. Note: If the customer profile indicates the customer requires a PO, you must populate this field. The PO prints on the contract invoice. Lease schedule number: Lease schedule number to be tracked, if any. Note: The lease schedule number can be a leasing company’s number, and can be used in conjunction with the e-agent Contract Invoice Upload task. See e-agent Help. Job: Job associated with the contract import record, if any. Note: If you create a job and assign it to a number of transactions in e-automate, you can run reports showing revenue and other information generated from job-associated components. Charge method: The method used to charge the customer. If you select Credit Card, e-automate displays the Card to bill field. Card to bill: Use the lookup icon to select the credit card you want to bill for this contract import record. If no credit card is present, save this import record, edit the customer record and add a charge account. See the e-automate STEPS topic, Creating a Customer Record, Billing Tab (P-1150). Note: This field only displays if you selected Credit Card in the Card to bill field.

Remarks Tab

Overview

On the Remarks tab you enter any remarks you want displayed on the contract invoices. You can enter a remark that displays only on the next printed invoice or add a recurring remark that displays on each printed contract invoice.

Completing the Remarks Tab

To include remarks, do the following:

1. To add a remark that prints only on the next printed contract invoice, click in the One-time remark field, and enter the remark.

2. To add a recurring remark that is displayed on each contract invoice printed, click in the Recurring remark field and enter the remark.


Import Notes Tab

Overview

On the Import Notes tab you include any notes regarding this import record.

Completing the Notes Tab

To enter import notes, do the following:

1. Click in the field and enter the import notes.

Creating Contracts in e-automate

Creating Contracts in e-automate

Overview

When you have all data you want entered into the contract import record, you are ready to submit the import record to e-automate. Once submitted a contract is created in e-automate with all the information you had entered in the contract import record. You can create each contract separately, one at a time, or you can create all contracts simultaneously, in bulk.

Contracts will be created for only those contract import records with an Open status an Error Status prefix of ++++ will be created in e-automate. For more information on error status see Errors and Warnings sub-topic below.

Contracts are not actually created in e-automate until you click either of the [Create contract] buttons. Until that point, the contract records are in a temporary state.

How to Create Contracts from Contract Import Records

1. To submit contract import records to e-automate, you can do either of the following. • To submit all contract import records in the list with an Open (Validated) status to e-

automate, click the button on the Contract Import Utility toolbar.

• To submit an individual contract import record to e-automate, click [Create contract] located in the lower rights corner of the New/Edit service contract import record window.


If you have any missing information, the Contract Import Utility will display dialogs that tell you what information is missing. Some information may need to be added in the Contract Import Utility in order to create the contract in e-automate. Some information may be added through the Reports Console in e-automate after the contract is created.

2. A dialog displays verifying you want to save this contract import record and create the contract in e-automate.

3. Click [OK]. A dialog displays informing you whether or not the contract(s) was/were successfully submitted and created in e-automate. If the contract import record(s) did not import successfully, the dialog will tell you why.

4. Click [OK].

Errors and Warnings

Error Status

If certain information was not provided in the contract import record, the contract cannot be created in e-automate. The issues are reported in the Error Status column found on the main window of the Contract Import Utility. The error indicates the reason why the contract import record did not import into e-automate. Import records with errors will have an Open status.


When you submit the contract import records, the Contract Import Utility validates that the contract import records are ready to become contracts in e-automate. If the contract import record does not validate, the contract will not be created in e-automate. The utility validates four different areas in the import record have the proper information for the import record to become a contract in e-automate.

Order the application validates areas of contract import record: 1. General information 2. Detail/Equipment 3. Meter Groups 4. Meter Details

The beginning portion of the error in the Error Status column indicates which areas have issues and which areas are ready to submit to e-automate using the symbols shown in the following table. The order the symbols display in corresponds to the order in which the application validates those areas.

Symbol Indicates: X One or more issues exists in the

corresponding area of the import record. + Corresponding area is ready to be

submitted to e-automate. P No issues, equipment creation pending.

*Pertains to detail/equipment only* blank Contract creation complete.

As an example, the following image explains an error with the prefix with XX++.


Warning Status

The Warning Status column displays issues with the contract import record that you should be aware of, but will not keep the contract from being created in e-automate.

When you submit the contract import records the Contract Import Utility checks four different areas in the import record for warnings.

Order the application checks areas for warnings: 1. General information 2. Detail/Equipment 3. Meter Groups 4. Meter Details

The beginning portion of the warning in the Warning Status column indicates which areas have issues using the symbols shown in the following table. The order the symbols display in corresponds to the order in which the application validates those areas.

Symbol Indicates: W One ore more warnings exist. * No warnings exist. blank Contract creation complete.


As an example, the following image explains an warning with the prefix with *W**.

Creating Equipment in e-automate from the Contract Import Utility

Overview

If you have new equipment on your contract import records that do not currently exist in e-automate, you will need to create that equipment in e-automate. You can create each piece of equipment separately, one at a time, or you can create all new equipment simultaneously, in bulk, for on all in-progress contract import records with an Open status.

Creating Each Equipment Separately

To have the equipment created in e-automate separately, you must indicate you want the equipment created when the contract is created in e-automate. To do so, you must check the Created equipment on OK checkbox located in the lower left corner of the equipment record in the contract import record. With this checkbox checked, the equipment will be created in e-automate when the import record is submitted and the contract created in e-automate.


To have each equipment created in e-automate when the import record is submitted to e-automate, do the following.

1. From the list of contract import records, select the import record for which you want to create equipment in e-automate.

2. Click [Edit] on the toolbar to open the selected contract import record.


3. Click the Equipment tab to bring it forward.

4. Select the equipment you want created upon contract creation in e-automate and click [Edit...]. The

Edit contract equipment window opens.


5. Check the Create equipment on OK checkbox.

Creating Equipment in Bulk

The Contract Import Utility provides the ability to simultaneously create equipment in e-automate for all equipment that are on in-progress contract import records. The equipment will be created for only those import records that have an Open status and an Error status prefix of +P++. For more information on error status see Errors and Warnings sub-topic of the Creating Contracts in e-automate topic.

To create equipment in e-automate in bulk, do the following.

1. Click the button on the Contract Import Utility toolbar. A confirmation window displays. 2. Click [Yes] to confirm you want all equipment created in e-automate for all import records with an

Open status and an Error status prefix of +P++. When the equipment creation process is complete, the Bulk equipment creation window displays informing you how many records equipment records were created in e-automate and how many were not created and why they were not created.


3. Click [OK] to close the Bulk equipment creation window.

Managing Import Records

Saving Contract Import Records without Submitting to e-automate

Overview

The Contract Import Utility is designed to allow you to gather information at various points in the sales process and automatically turn that data into contracts with minimum user input. It significantly reduces the manual work required to create contract records in e-automate and helps reduce hard copy records thereby keeping your workflow moving quickly and efficiently. There is no need to wait for the entire sales and delivery process to be complete before you begin processing the paperwork into e-automate contract records. The Contract Import Utility is designed to allow you to enter some data into a contract import record now, save it, and come back later to finish creating the contract import record. Contracts are not actually created in e-automate until you click the [Create contract] button on the contract import record (creates the individual contract) or the [Contracts] button on the Contract Import Utility toolbar (creates multiple contracts). Until that point, the contract records are in a temporary state. If you want to save information you have entered into a contract import record, but are not yet ready to submit the import record to e-automate and want to come back later to enter more information, you click the [OK] button.

How to Save Contract Import Records Without Submitting to e-automate

1. If you are not ready to submit a contract import record to e-automate, but want to save the entered information to modify later, click [OK] located in the lower right corner of the New/Edit Service Contract Import Record window.


Deleting a Contract Import Record

Overview

The Contract List window displays all contract import records that are currently being created or have already been created using the Contract Import Utility. From this window you can create statuses to assign to contract import records being created, delete contract import records, and copy existing import records to use as new contracts.

How to Delete a Contract Import Record

To delete a contract import record, do the following:

1. Select the contract import record you want to delete. 2. Click [Delete] or right-click on the import record you want to delete and select Delete to display a

confirmation window. 3. Click [Yes] to delete the contract import record.


Copying a Contract Import Record

Overview

The Contract List window displays all contract import records that are currently being created or have already been created using the Contract Import Utility. From this window you can create statuses to assign to contract import records being created, delete contract import records, and copy existing import records to use as new contract import records.

How to Copy a Contract Import Record

To copy an existing contract import record, do the following:

1. Select the contract import record you want to copy. 2. Click [Copy] or right-click on the import record you want to copy and select Copy to open a new

contract import record that displays the copied information. 3. Follow the steps under the Creating a Contract topic to make any necessary changes to the

contract import record.

Using the Export Function

Overview

There are multiple locations in the Contract Import Utility where you can export a list into an Excel or Text delimited file. The Export functions allow you to export the information into a list to make changes in bulk and then import that information back into the Contract Import Utility.

Exporting a list of Contract Import Utility Contracts

You use the export function in this window, to export a list of the contracts created in the Contract Import Utility. The exported list will have all information present in the columns listed in the main window such as the contract status and contract type.

To export the list of contracts created with the Contract Import Utility, do the following:

1. From the Contract Import Utility menu, click [Export]. The list exports into an Excel file.

Exporting Statuses

The status of a contract in the Contract Import Utility tells you what state the contract import record is currently in. The Contract Import Utility comes with two statuses, Completed and Open. If necessary, you can create additional statuses.

1. Click [Export] to export the status to an Excel document.


Exporting/Importing a Contract

You use this Export function to make changes to a large contract import record. Exporting will take the data as you currently have it in the contract import record and export it to a text file where you will make the changes. After you have made the necessary changes to the exported contract import record, you can then import it back into the Contract Import Utility by either using the [Import] button or through the New Service Contract Import Record window using the Import from a text file source.

To export a Contract Import Utility contract, do the following:

1. Click [Export] located in the lower left corner of the contract record to open the Save As window opens.

2. In the File name window, enter a name for this file. 3. Make sure the Save as type field is populated with Text files. 4. Click [Save] to open the Select columns window. 5. Check the boxes next to the column names you want to export into the file.

Note: It is good practice to select all columns and then do not enter information you do not want in the exported file.

6. Click [OK] to save the exported file.

To import a contract back into the Contract Import Utility, do the following:

1. Do one of the following: • From the main Contract Import Utility main window click [New] to open the New Service

Contract Import Record window. • From the Service Contract Import Record window, click [Import] located in the lower

left corner to open the Import settings window. 2. Select the Import from a text file radio button. 3. Click [...] to browse your network and locate the file. 4. Select the file and click [Open]. 5. Click [OK] to open the Select Columns window. 6. Check the boxes next to the column names you want to import into the file. 7. Click [OK]. A window displays letting showing you the number of equipment that have imported and

number of equipment that have been updated.

DQM Master Models

Overview

The DQM Master Models function allows you to map items from your e-automate database to the master model list that is used in Digital Quote Manager. If your e-automate item number does not match the Digital Quote Manager manufacturing number then you would use this tool to link the items. With this function you can also view the current mapping of your items. The DQM Master Models window is accessed through the right-click menu in the Contract List Window.

How to Map Items


1. From the Contract List Window right-click on the contract import record that has the items you want to map and select DQM Master Models to open the DQM Master Models window.

2. In the Equipment list, select the piece of equipment you want to map. Note: If you do not see the equipment you want to edit, click the [Refresh] button located at the top of the window.

3. Click [Edit] to open the Edit DQM Master Model window. 4. In the Linked item field, use the lookup to select the item you want to map. 5. Click [OK] to link the items and close the Edit DQM Master Model window.


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