New Features
Equipment Service History

Equipment service history is now available in Dispatched.  With this new feature, you can view the entire service history for any piece of equipment including:

  • Date and time serviced
  • Parts and labor used to service the equipment
  • Technician that serviced the equipment
  • More...

Pricing:

Lease Customers:  This is included with your lease, call 325-260-0015 to activate.
Mobile Dispatched Field User License Customers:  This option is included with your monthly fees, call to activate 325-260-0015.
Existing Purchase Customers:  This option is available for $400, or free with activation of a Field User License, call 325-260-0015 to purchase.

  Customer Web Portal

A Customer web portal is now available for you to give to your customers.  Especially useful for high end commercial customers, the web portal allows your customer to submit work order service requests for any site address.  Your customer can also view their equipment and the service history for each piece of equipment.  More...

Pricing:

Lease Customers:  This is included with your lease, call 325-260-0015 to activate.
Mobile Dispatched Field User License Customers:  This option is included with your monthly fees, call to activate 325-260-0015.
Existing Purchase Customers:  This option is available for $200, or free with activation of a Field User License, call 325-260-0015 to purchase.

  Customer Electronic Signature Capture

For those of you using Dispatched Mobile, there is a great new feature that allows you to capture your customer's signature right on the mobile device.  The signature capture works on any mobile device or phone running Windows Mobile.  It also works for Tablet pcs.  More...

Pricing:

Lease Customers:  This is included with your lease, call 325-260-0015 to activate.
Mobile Dispatched Field User License Customers:  This option is available for $400, call to activate 325-260-0015.
Existing Purchase Customers:  This option is available for $400, with activation of a Field User License, call 325-260-0015 to purchase.

  Field Receipt Options

New options for Dispatched Mobile customers include field receipts for work orders.  Field receipts can be customized to include any necessary information.  The signed work order is converted into a printable receipt that can be given to the customer on site.  Your field technicians can use a mobile printer to print out a full page receipt for your customer.  Or, you can go completely paperless and email the customer a copy of the receipt right in the field. 

Any of the custom fields for work orders can also be added to the field receipt.  Just check the Print on Web box next to the custom fields to allow the software to print this information on the receipt.  For example, you could create a custom field called Recommended Repairs.  Field users could then fill in this box on their mobile device.  The information entered is then transferred to the field receipt that is generated.

In addition, if you are using the Equipment section in Dispatched, your receipt can include which piece of equipment was worked on.  Furthermore, you can even include any of the equipment description fields on the printed receipt.  For example, if you have a commercial account that requires the equipment model and serial number that was worked on, simply turn it on in the software.  You can specify which information should be included under the Advanced options on the Equipment form.  Simply check the Print on Web option to enable this information to print on the receipt.  Click the image above for a full page example.

If your business needs assistance in selecting in field printers, customizing the receipt, or would just like more information, please call 877-434-7724 (toll free).

Pricing:

Lease Customers:  This is included with your lease, call 325-260-0015 to activate.
Mobile Dispatched Field User License Customers:  This option is included with your monthly fees, call to activate 325-260-0015.
Existing Purchase Customers:  This option is available for $400, or free with activation of a Field User License, call 325-260-0015 to purchase.

  Advertising Campaign Tracking

Ever wonder if that big phone book ad is worth the cost?  With the advertising campaign tracking in Dispatched, you will know which advertising method is generating the most sales.  Each time a customer calls, you can record the method in which the customer found your business.  This can include any number of different advertising avenues such as different phone books, newspaper ads, online advertising, truck decals, referrals, etc.  Simply run the marketing report to see how many new jobs, (including the dollar value of the jobs) you received through each advertising method.  More...

Pricing:

Lease Customers:  This is included with your lease, call 325-260-0015 to activate.
Mobile Dispatched Field User License Customers:  This option is available for $150, call to activate 325-260-0015.
Existing Purchase Customers:  This option is available for $150, call 325-260-0015 to purchase.

Schedule Options

The Dispatched Schedule now has new options.  The Calendar view includes a one day, three day, and seven day view.  In addition, for Dispatched Mobile users, the calendar will also display color coded jobs that have been completed in the field and also jobs that the technician indicated could not be completed.  Another new feature for the schedule includes the ability to group employees.  Work orders can then be dropped on the group and automatically assigned to all employees in that group.  More...

Pricing:

This option is available for all users at no additional cost, simply go to Maintenance and Check for Updates within the software program.

  Multi-Day Jobs

Work orders in Dispatched can now be scheduled for multiple days, times, and technicians.  Any combination can be entered on the multi-day work order.  The calendar will reflect the scheduled dates and times chosen for each technician.  In addition, for those of you using the automatic dispatching option on the calendar, Dispatched will send out multi-day work orders to the appropriate technician for each day automatically. 

Simply click the Scheduled Date on a work order.  Then check the multi-day box.  Specify which days to schedule the job, time for the job to start and end, and which technicians are assigned.  The scheduled will then display the job according to your input. 

Pricing:

This option is available for all users at no additional cost, simply go to Maintenance and Check for Updates within the software program.

Quickbooks Sales Orders and Estimates

For those of you using Quickbooks, Dispatched has some great new integration features for Quickbooks sales orders and estimates.  You can turn any Quickbooks sales order or estimate into a work order in Dispatched by simply clicking the Import From Quickbooks button.  Dispatched will pull up a list of Quickbooks sales orders and estimates.  Simply choose the one you want and it becomes a work order in Dispatched.  Ever wanted to send work orders from Dispatched into Quickbooks as a sales order.  Now you can.  Under the advanced options button, simply chose send to Quickbooks as a sales order rather than an invoice.  For more information, or to see this in action, give us a call 877-434-7724 (toll free).

Pricing:

This option is available for all users at no additional cost, simply go to Maintenance and Check for Updates within the software program.

   Inventory by Truck or Warehouse

Inventory management is now part of Dispatched.  When you import your Quickbooks inventory items, Dispatched has the inventory count.  You can then setup multiple service vehicles or warehouses and assign portions of your Quickbooks inventory to each vehicle or warehouse.  When creating a work order, simply right click on the item to see how many are available on the service truck or in the warehouse.  Field technicians can also check inventory levels for their service vehicle, (or check the stock in the warehouse or another vehicle) using their mobile device.

Pricing:

Lease Customers:  This is included with your lease, call 325-260-0015 to activate.
Mobile Dispatched Field User License Customers:  This option is included with your monthly fees, call to activate 325-260-0015.
Existing Purchase Customers:  This option is available for $150, or free with activation of Field User License, call 325-260-0015 to purchase.

  Customer Demographic Data

Dispatched includes customer demographic data for each customer.  The median value of the home by tax district, zip code, county, and state are available in Dispatched.  The data is pulled from the most recent US Census.  Simply click Edit Map on a work order to view the average home value for your customer.  (Be sure to turn the customer demographic data on in the Company Information form first)  This information can prove very useful in your business sales and credit decisions. 

Pricing:

This option is available for all users at no additional cost, simply go to Maintenance and Check for Updates within the software program.

 

In This Issue:

New Features

 

Tips and Tricks

Future Innovations

Software Enhancements

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Discounts on Quickbooks and Intuit Products

Tips And Tricks

Accounting for Preventive Maintenance and Service Agreements

According to GAAP, (Generally Accepted Accounting Principles, which are followed by all CPAs) your service agreements are actually liabilities.  If you have received payment from a customer for a service agreement or preventive maintenance contract, and have not performed the service yet, then your balance sheet should reflect that customer pre-payment as a liability.  Not to worry, the following is a good tip on setting this up in Quickbooks and how it affects service agreements in Dispatched.  More...

Work Order Printing Options

Dispatched includes several printing options for work orders.  Work orders can be printed as they look on the screen, in a "text only" format, or on custom paper format.  The default printing option can be set on the Company Information form.  You can change the print option for individual work orders under the Advanced Options button on the work order form. 

Custom Phrases

In the service industry, we don't always have the luxury of dealing with the best spellers.  Custom Phrases were created in Dispatched to assist with this issue.  You can enter Custom Phrases under the Maintenance menu.  These Custom Phrases are then available for the technicians to use on their mobile devices when entering Work Performed.  Any number of Custom Phrases can be added and can include examples like, "All work is completed".  This is also a searchable field, so feel free to add as many phrases as needed.

 

Change The Labels

Dispatched comes with pre-filled labels for the two work order forms.  Users can change the labels for these forms.  This allows you to customize the form to show the information that is relevant to your industry.  Choose edit Company Information under the Maintenance menu, then click the Custom Work Order Labels button.

 

Integrated GPS or Stand Alone?

Oftentimes, a potential customer will say that they do not need our GPS package since they already have GPS in their vehicles.  The trouble with a stand alone GPS system is that it rarely gets used unless their is a suspected problem.  When a problem occurs, someone has to review the GPS reports and compare it with the work orders assigned for that day.  At best, this means flipping through multiple screens.  At worst, this means pulling from filing cabinets.  In either case, a stand alone GPS system requires a large time investment by office personnel to be useful.  With Dispatched, the integrated GPS system is built right in.  More...

Future Innovations

Remote Dispatcher

Remote Dispatcher will be an add on to Dispatched.  With the Remote Dispatcher module, your dispatcher will have the ability to assign work orders while out of the office.  Using a mobile device, the dispatcher will be able to view all work orders that have not been scheduled and assign them to the appropriate technician.  Remote Dispatcher will also allow your dispatcher to create and assign new work orders while out of the office.

Purchase Orders

As part of our continued commitment to new innovations, purchase orders have been a large request for Dispatched users.  In the next version release of Dispatched, purchase orders will be added.  Field technicians will be able to add a purchase order from their mobile device.  These purchase orders will also be available in the main program running back at the office.  Purchase orders can then be sent into Quickbooks as well.  As with all new innovations, customer feedback and suggestions are always welcome.  Please send any feedback or suggestions to support@dispatched.com.

Google Calendar

Many users of Dispatched have often requested the ability for individuals to view their calendar while away from the office or using a mobile device.  The Dispatched Calendar will integrate with Google Calendar in an upcoming release.  This will allow the user to view their schedule using any device with an internet connection.  Dispatched Mobile will also include a mini version of the Google Calendar right on their work order page.  In addition, users can view upcoming calendar events.  For more information on Google calendar, click here:  www.google.com/calendar

 

Software Enhancements

DeFNiC Software issues an update every 2-3 weeks for Dispatched that includes software enhancements.  In the past several months some much needed enhancements have been made that include the following:

  • Ship To Customers and Jobsites - The ship to area on a work order and in the customer form have had significant enhancements.  These are now listed as a drop down to choose from.  In addition, Customers with multiple ship to(s) or job sites can have separate equipment lists.  Also, new ship to addresses that are entered on a work order form are automatically added to the customer.

  • Multiple Text Messages - Already included in Dispatched is the ability to text message a technician when a work order is dispatched to them.  Since most wireless carriers (AT&T, Sprint, Alltel, Verizon) limit text messages to 160 character, we added the ability to send multiple text messages automatically.  This feature can be turned on in the Company Information form under the Maintenance menu.

  • Improved Schedule - The Dispatched schedule or calendar now has several improvements.  There are three different calendar views, including, single day view, three day view, and week view.  With the new ability to group employees, jobs and work orders can be assigned with a simple drag and drop to the calendar. 

  • Preventive Maintenance & Quickbooks Items - When setting up a preventive maintenance or service agreement in Dispatched, users can now add Quickbooks Items to the service agreement.  This allows you to set up a service agreement with the parts and service listed once, and each created work order will automatically have this information filled in.  This can be done on the service agreement form by clicking the Add Parts and Items button.

  • Employee Time Tracking - For those of you using Quickbooks, work order time tracking for employees can now be sent to Quickbooks time cards.  You can even specify the payroll item, service item, and whether it is billable to the customer.  Defaults can be set on the Company Information form.  This enhancement allows you to fill in the work order with the correct information without having to re-enter the time card information for each employee in Quickbooks.

  • Quickbooks Class Codes, Templates, and Work Performed - Also for Quickbooks users, Dispatched now has some advanced options when sending to Quickbooks.  If you are familiar with Quickbooks Class Codes, you can now use these on Dispatched work orders.  The Quickbooks items can be assigned to a class, as can the entire work order.  When sent into Quickbooks, the appropriate class codes will automatically transfer.  You can also specify which Quickbooks template to use when transferring a work order to Quickbooks as an invoice or sales order.  The work performed section can also be sent to Quickbooks in the description field on the sales order or invoice.  These options and defaults can be set under the Company Information section.

Dispatched is work order software designed for the service industry.  To learn more about Dispatched, follow these links: