Introduction Last updated: 07/05/2021 @ 02:07pm

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Choosing a Package

Some info on which package is best

Accounting Options

Getting Started Last updated: 07/05/2021 @ 02:07pm

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Importing Data

Subheading Test

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Customers Last updated: 07/05/2021 @ 02:07pm

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Adding Customers

Items / Services Last updated: 07/05/2021 @ 02:07pm

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Item Types

Leads Last updated: 07/05/2021 @ 02:07pm

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Contracts Last updated: 07/05/2021 @ 02:07pm

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Work Orders Last updated: 07/05/2021 @ 02:07pm

  • Work Orders

    • Work orders are our active compilation of all outstanding work in our system, and are distributed to crews via the App for their time/material usage input; management can better monitor real-time time/material costs and profitability for every job

    • When created from the contract page, work orders will contain the correct charge type, estimated time/material quantities needed and pricing information

    • Atlantic uses 3 Charge Types:

      • No Charge: typically used for corrections or repairs that need to be made on work previously completed

      • Flat Priced: the job has been bid out at a flat amount, with predetermined time/material quantities

      • Time and Material: the job has been agreed to be completed and invoiced based upon the actual amount of time and materials used for quality work; estimated quantities should still be entered in work orders so crews know about how long/how much of an item they should be using

    • The proper department, scheduling information and renewal needs need to be set for all work orders

      • Departments are fairly straight forward to determine (tree care, landscape construction, property maintenance, design, plowing, etc.)

        • Primary crews should only be selected when creating a routed work order (mowing, plowing); the primary crew is determined from reviewing the corresponding report OR if confirmed by a supervisor for immediate scheduling. Otherwise leave as ‘No Main Crew,’ this will be determined when scheduling the work
      • Scheduling can be set as:

        • Unscheduled: this work should be done as soon as possible, though does not have a tentatively planned date

        • Scheduled: there is a planned start date or tentative time frame for the work to be done, but can be flexible

          • Set a tentative scheduled date for a work order that should be scheduled at a later time in the year (ex: creating an Overseeding work order in January; for obvious reasons we cannot overseed as soon as possible at that point in the year; the best time to put down seed would be in the spring; set the Start Date to an arbitrary day in April, so it does not bog down the week planner)
        • Scheduled/Locked: the work needs to happen on a firm date

      • Renewal settings:

        • Work order does not renew

          • Most work orders will be set to this; this is for one-time jobs
        • Prompt on work order completion

          • Renew the work order after the current order is marked to finished

          • The next planned date is unknown

          • Mostly used for snow plowing and driveway staking

        • Recurring work order

          • For recurring jobs: mowing, recurring hedge trimming, etc.

          • Recurring time period needs to be set for a span of the work to be completed in

          • Frequency (Days): the number of days that should pass before returning to repeat the work

          • Minimum (days): the least amount of time, in days, that must pass before returning to repeat the work

          • Preferred Day: Is there a preferred day to return? This is usually set by a supervisor, not based upon the customer’s request

  • Work orders have various statuses:

    • Not Started – The work has not started yet

      • In Progress – The work has started but is not completed

      • Finished – The work is completed and ready to be invoiced

      • Cancelled – The work does not need to be done

      • Waiting – FOR MOWING AND PLOWING/DRIVEWAY STAKING ONLY

        • This is to ‘hide’ mowing and plowing services during their off seasons, so the work orders do not bog down the week planner

        • If other work is left in ‘waiting,’ it is likely to get missed

Creating Work Orders

o Work orders are our active compilation of all outstanding work in our system, and are distributed to crews via the App for their time/material usage input; management can better monitor real-time time/material costs and profitability for every job o When created from the contract page, work orders will contain the correct charge type, estimated time/material quantities needed and pricing information o Atlantic uses 3 Charge Types: o No Charge: typically used for corrections or repairs that need to be made on work previously completed o Flat Priced: the job has been bid out at a flat amount, with predetermined time/material quantities o Time and Material: the job has been agreed to be completed and invoiced based upon the actual amount of time and materials used for quality work; estimated quantities should still be entered in work orders so crews know about how long/how much of an item they should be using o The proper department, scheduling information and renewal needs need to be set for all work orders o Departments are fairly straight forward to determine (tree care, landscape construction, property maintenance, design, plowing, etc.) • Primary crews should only be selected when creating a routed work order (mowing, plowing); the primary crew is determined from reviewing the corresponding report OR if confirmed by a supervisor for immediate scheduling. Otherwise leave as ‘No Main Crew,’ this will be determined when scheduling the work o Scheduling can be set as: • Unscheduled: this work should be done as soon as possible, though does not have a tentatively planned date • Scheduled: there is a planned start date or tentative time frame for the work to be done, but can be flexible o Set a tentative scheduled date for a work order that should be scheduled at a later time in the year (ex: creating an Overseeding work order in January; for obvious reasons we cannot overseed as soon as possible at that point in the year; the best time to put down seed would be in the spring; set the Start Date to an arbitrary day in April, so it does not bog • Scheduled/Locked: the work needs to happen on a firm date o Renewal settings: • Work order does not renew o Most work orders will be set to this; this is for one-time jobs • Prompt on work order completion o Renew the work order after the current order is marked to finished o The next planned date is unknown o Mostly used for snow plowing and driveway staking • Recurring work order o For recurring jobs: mowing, recurring hedge trimming, etc. o Recurring time period needs to be set for a span of the work to be completed in o Frequency (Days): the number of days that should pass before returning to repeat the work o Minimum (days): the least amount of time, in days, that must pass before returning to repeat the work o Preferred Day: Is there a preferred day to return? This is usually set by a supervisor, not based upon the customer’s request

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Invoices Last updated: 07/05/2021 @ 02:07pm

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Equipment Last updated: 07/05/2021 @ 02:07pm

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Vendors Last updated: 07/05/2021 @ 02:07pm

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File Manager Last updated: 07/05/2021 @ 02:07pm

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Reports Last updated: 07/05/2021 @ 02:07pm

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