Corrigo Release Notes 7media.corrigo.com/workordernetwork/WON Documents... · ARTracking& Payments...

CorrigoNet Release NotesRelease 7.8May 2013

Copyright © 2013 Corrigo, Inc. All Rights Reserved.This document may not be copied, disclosed, transferred, or modified without the prior written consent of Corrigo,Inc. Corrigo, Inc. assumes no responsibility or liability for any errors or inaccuracies that may appear in this manual.The software described in this document is provided under written license only, contains valuable trade secretsand proprietary information, and is protected by the copyright law. Unauthorized use of the technology or its doc-umentation can result in civil damages and criminal prosecution.

TrademarksThe trademarks, logos, and service marks displayed in this manual are the property of Corrigo, Inc. Users are notpermitted to use these marks without the prior written consent of Corrigo, Inc.

CONTENTS

AR Tracking & Payments 1Overview 1

Create and Post Payments 1

Changes to the Customer InvoiceWorkflow 1

Payment Process Overview 1

Make a Payment 1

Payment Details 3

Create a Credit ThroughOverpayment 4

Credit Creation Process 4

Use Credit Balances or Credit Memos to Pay Invoices 5

Updates to Credit Memos 5

Paying Invoices with Credit Balances and/or Credit Memos 6

Customer Invoice Screen Changes 8

Account Balance 10

Visits Enhancements 11Ability to Add or Delete Visits fromWithin aWork Order 11

Real-Time Exception Parameters 11

Customizable IVR Codes and Prompts 12

Change to Visit Description 14

Read-Only Exception Settings 14

Calendar Preview of Visits 14

Visit Details and Feedback Appear inWorkTrack: What the Provider Sees 15

“Bad” Visit Verification Flag 16

Actual Visit Details and Status Appear in Printer Friendly View 16

Next Occurrence Field in PMRM Import/Export Schedule 17

Refrigerant Management Enhancements 18Refrigerant Tracking Updates 18

Changes to the Refrigerant Tracking Columns 18

Changes to the Accidental Leak, Added, and Recovered Screens 19

Changes to Leak Rate Calculations 20

Historical Refrigerant Transaction Upload 21

General Details 21

Upload Prerequisites 22

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Additional Steps for Uploading to a New Work Order 22

Customer Details Screen Enhancements 23Customer Notes Extensions 23

Display of theMost Recent Edit Details 23

Resolved Checkbox and a "Resolved?" Column 24

New Report Wizard Options for Notes 24

PMRM Schedule List on Customer Details Screen 25

Display Assignee inWork Order List with Hyperlink 25

Customer Group Contacts Displayed 25

Make Customer Inactive ButtonMoved to Customer Details Screen 26

Restriction on Contract Link 26

Customer Site/Locations Search 26

Purpose 27

Reporting Enhancements 28Changes to Existing Reports 28

Customers and Contacts Reports 28

Asset Reports 28

Customer Invoices and Invoice-Related Premium Reports 28

PMRM Schedules 28

Product Catalog andQuantity on Hand Reports 29

Refrigerant Tracking - Equipment and Refrigerant Tracking - Cylinder Reports 29

Stock Locations with Products and Transactions Reports 29

Work Order Details Reports 29

New Reports 30

Consolidated AR Aging Report 30

Received Payments Report 30

Replenishment Orders Report 30

Miscellaneous Features 31Asset Warranties Information onMobile Devices 31

Setting to Hide NTE on Provider Print Form 32

"Assigned To" Information Added to Customer Invoice Download File 33

Add DBA to List of Terms Covered by Terminology 33

Internet Explorer 10 Compatibility View 33

Deprecated Features & Functionality 35WAP Has Been Deprecated 35

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Vendor IVR Has Been Deprecated 35

Other Features of the 7.8 Release 36

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AR Tracking & Payments

AR Tracking & PaymentsOverview7.8 extends the Customer Invoicing functionality introduced in 7.7 with the ability to record pay-mentsmade by a customer on an account to enable the tracking of Account Receivables. Pay-ments aremade either manually through the “back-office” web interface or electronically via a webservices call. The system allows you to apply the payment to a specific invoice or invoices, updatingthe status of those invoices to “Paid” and, in doing so, creating a reference from the invoice to thepayment transaction. A single payment can be applied to one or more invoices and, in the case ofpartial payments, a single invoice can havemultiple payments.

Create and Post PaymentsNote: To create and post payments, your role must have the privilege Financial – CustomerPayments and youmust have direct access to the billing account you will post payments to.

Changes to the Customer Invoice WorkflowTheCustomer Invoice workflow is directly affected by this new Payment functionality. With the Pay-mentsmodule enabled, you no longer have tomanually assign the status of an invoice—Posted,Partial Payment, or Paid in Full; rather the status is assigned automatically as a result of posting apayment or partial payment.

Payment Process OverviewWhen posting a payment, you will complete the following steps:

1. Select whomade the payment.2. Record details of the payment (e.g.: Amount).3. Select the invoices to apply the payment towards (i.e.: What invoices is this payment for?).4. Post the payment to finalize the transaction and update balances.

Make a PaymentTomake a payment, complete the following steps:

1. On the Payments List screen (Financial > Payments List) click theCreate New Payment but-ton to begin creating a payment in the system or click an existing payment in the system to addmoremoney to it.

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2. If you have not previously selected a Billing Account from the scope selector, a popup screenappears, requiring you to select one before continuing.The Payment Details popup screen then appears.

3. Enter the details including the payment method (check, cash, credit card, etc.) and the pay-ment amount. Refer to the section below for complete information about all of the PaymentDetails fields.

Note: For existing payments, the Payment Details screen appears when the edit details linkon the Payment screen is clicked.

4. ClickOK on the details popup to close the popup and display the Payment screen.5. Click theSelect Invoices button to open the Unpaid Invoices list.6. Select the invoice(s) to pay off and optionally adjust the amount to be applied.

Note: You cannot applymore than is available from the payment and any selected credits.

7. Click theApply Payment button.Asmoney from the payment is applied, the system keeps track of the original payment amount(#1 below), the amount allocated (#2) and the balance remaining (#3).

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Corrigo, Inc. Release Notes7.8


8. When you are satisfied with the way themoney has been distributed, clicks theActions drop-down list and select Post to apply themonies to the invoices.Note: After posting the payment, the payment allocations are locked in and it is no longer pos-sible to make changes.The system recalculates each invoice balance to show the current amount remaining and theamount just applied. If an invoice has a balance remaining, it is identified with a status of Par-tial Payment in the system. If all monies have been paid, the status changes toPaid in Full.

Payment DetailsDuring one of the first steps in the payment creation process, you are taken to a Payment Detailspopup screen containing the following six fields:

l Payment Date—The date of the payment. Defaults to current date, but is editable.l Period—Option to select the specific financial period in the system for the payment, if oneexists. Otherwise, the field is blank.

l Method—Provides you with a list of payment types fromwhich to choose, with "Check" beingselected by default: Check, Cash, Credit Card, EFT, and Account Credit Only (which is usedfor credit memos, not payments).

l Reference—Optional text field of 100 characters that can be used to reference a checknumber, credit card type, or something else specific to the payment andmethod.

l Payment Amount—The amount of the payment.l Use Existing Credit—This provides the ability to use one or more Account Credits in con-junction with the new payment to pay the invoice or invoices. Select this credit amount fromthe dropdown list.

The Payment screen that openswhen the payment details are saved in the system displays theinformation entered into the six fields listed above along with the following additional informationabout the payment:

l Billing Account—The billing account to which the payment is beingmadel Payment Status—The status of the payment. Every payment in the system is assigned one ofthe following statuses:

o Draft—The payment has been saved, but has not yet been posted. A Draft paymentcan still be edited and/or deleted from the system.

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o Posted—The payment has been posted and all of the payment amount has beenapplied to invoices.

o Posted–Credit—The payment has been posted, but some of themoney remains unal-located and can be used in the future to pay the balance on another invoice within thesame billing account.

l Payment #—The payment number, which is a serial reference number.l Memo—A general notes field to record anything else about the payment.

Create a Credit Through OverpaymentWhen a payment is posted and the amount of the payment exceeds the total amount of themoneyapplied, a credit is created in the system.

Credit Creation ProcessThe process of creating a credit is the same as for creating a payment except after the payment isposted to the system a credit balance remains. In the image below, for example, the paymentamount was $4,500, of which $1,000 is being applied to Invoice 2, which leaves a credit balance of$3,500.

Figure 1.1 Payment screen showing payment to be posted and remaining credit balance

When the payment is posted, the following changes occur:

l The $3,500 becomes a credit in the system for this billing account (#1 in the image below)l The status of the payment changes fromDraft toPosted - Credit on both the Payment screen(#2) and on the Payments List screen (#2).

l The payment is assigned a number in the system for tracking purposes (#3)l The status of the invoice changes fromPartial Payment toPaid in Full (#4) because theinvoice balance is now $0.00.

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Figure 1.2 Payment screen updates after a credit is created in the system

Figure 1.3 Payments List screen changes after a credit is created in the system

Use Credit Balances or Credit Memos to Pay InvoicesAfter a credit has been created as either a credit balance or as a credit memo, it can be used to paydown other invoices that belong to the same billing account.

Updates to Credit MemosPrior to this release, credit memos could be created, but because there was no Payment module,thememos could not be applied to invoices. Beginning with this release, credit memos, like creditbalances, can be used to pay off outstanding invoices for the same billing account.A credit memo (like a credit balance) can be added to a payment. When this happens, the “new”money from the payment is used first in paying off outstanding invoices, followed by asmuch of thecredit memo as needed. If only part of themoneywithin a credit memo is used to pay off out-standing invoices, the credit memo, with its new balance, remains available.The Payment Details screen below shows that $16 from a credit memo—identified as Inv#9—wasadded to a $50 payment to pay off a $66.00 invoice (not shown). If the credit memo—Inv#9—orig-inally contained a $100 credit, after this payment, the credit memowould remain, but with an $84balance, which can be applied to other invoiceswhen needed.

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Figure 1.4 Payment Details screen showing payment amount and credit applied to invoice

Paying Invoices with Credit Balances and/or Credit MemosThe process of using a credit balance or credit memo to pay an invoice is very similar to the processof using a payment. The key difference is that the credit balance or credit memo already exists inthe system, so there is no need to enter details about it. To understand how credit balances andcredit memos are handled in the system, the example from the previous section can be used. In it,a $4,500 payment wasmade to the TelCo billing account, but the total charges on outstandinginvoices for that billing account was only $1,000. After the payment was applied to the $1,000invoice, a credit balance of $3,500 was created, as shown in the figure below.

Figure 1.5 Payment screen showing credit balance

When new invoices are posted to the TelCo billing account, that $3,500 credit balance can beapplied in the following ways:

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l The credit balance can be used by itself to make a paymentl The credit balance can be added to an existing payment as long as the payment has a statusof draft and has beenmade to the same billing account

l The credit balance can be combined with a new payment to the same billing accountAlthough the preliminary steps in each of thesemethods are different, the bulk of the processes islargely the same. To use credit balances andmemos, you would do the following:

1. On the Payments List screen (Financial > Payments List) click either theCreate New Pay-ment button tomake a paymentORClick theView/Edit button of a draft payment . . .

... and then click the edit details link on the Payment screen that appears.

2. On the Payment Details popup click the Use Existing Credit drop-down list and select a creditbalance or credit memo to add to the payment. Multiple credits can be selected for the pay-ment. After they are selected, they appear above the drop-down list along with the originatingpayment number (for credit balances) or the invoice number (for credit memos).

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Note: If this is a credit balance-only or credit memo-only payment, you do not need to fill in anyof the fields at the top.

3. ClickOK to view the Payment screen, displaying any new payment amount included (#1 in theimage below) aswell as the total of all credits—credit balances and credit memos—added tothe payment (#2). For the payment shown below, the $3,500.00 credit balance from payment#1005 was used by itself; no new payment or other credits were added.

4. After the payment is funded, the process is the same as fromStep 5 onward in theCreate andPost Payments section of this document.

Note: After all of themoneywithin a credit balance is allocated, the status of the corresponding pay-ment changes fromPosted - Credit toPosted. When all of themoney in a credit memo is allocated,its status changes fromCredit Memo toMemo-Credit Used.

Customer Invoice Screen ChangesAs a result of the introduction of a Payment module into the system, the following changes havebeenmade to the Customer Invoice screen:

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l A Balance field has been added (#1 in the image below), allowing you to tell at a glance howmuch of the original invoice amount remains to be paid.

l The Invoice Status field now displays the status automatically, based on workflow and pay-mentsmade to the invoice (#2). The four possible values areDraft, Posted, Partial Payment,or Paid in Full.

Figure 1.6 Customer Invoice screen changes for release 7.8

For Partial Payment and Paid in Full invoices, clicking the invoice status link opens a Pay-ments Applied screen, as shown below, listing each posted payment, the date of the payment,the user who posted the payment, any reference associated with the payment, and theamount of the payment.

Figure 1.7 Payments Applied screen with details of each payment made to an invoice

l TheCustomer Invoice Action Log, which openswhen the View Action Log link (#3) is clickedon the Customer Invoice screen, now includes payment details, including the date and timeeach payment wasmade, the payment number, and the name of the user who posted the pay-

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ment.

Figure 1.8 Customer Invoice Action Log listing payment details

Account BalanceA key concept in the Payment component is that of "Account Balance," which is defined in the fol-lowingmanner:Account Balance = (Sum of all Invoice Balances, where Invoice Status NOT=(“Fully Paid” OR “CreditUsed”) – (Sum of all Payments where Status = “Posted - Credit”)

The account balance is available via reporting, but is not yet visible in the Billing Account details.

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Visits Enhancements

Visits EnhancementsSeveral changesweremade to Visit functionality to improve usability and overall effectiveness ofVisits. In brief, these changesmake visits easier to manage andmore transparent for the serviceproviders who are required to check in and out of visits.

Ability to Add or Delete Visits from Within a Work OrderCorrigoNet now allows you to create ad-hoc visits or delete scheduled visits fromwithin the Visitstab on theWorkOrder Details screen, as shown below.

Figure 2.1 Add New and Delete buttons on the Visits tab within the Work Order details screen

l To add a visit, click theAddNew button at the bottom of the Visits tab, which opens the AddVisit screen where you can define the date, time, duration, and crew size of the visit.

l To delete a visit, select it in the list and click theDelete button at the bottom of the Visits tab.Note: You are restricted from addingmore than one visit per day and the system keeps track of thevisits to be created. To illustrate, if you have weekly visit work orders, each containing 7 visits perweek, you would not be allowed to add an eighth visit for the first day of the following week if theschedule is already set up to create a visit for that day in an upcoming work order

Real-Time Exception ParametersVisit compliance ismanaged through exceptions. As part of creating a visit schedule, you have theoption of defining exceptions via the Visits tab. For example, in the schedule defined below, the sys-tem is set to track and highlight whenever:

l Check-in occursmore than 10minutes after the scheduled 2:00 a.m. start time.l Check-out occurs less than 1 hour and 20minutes after check-in.l Either check-in or check-out happens using a phone other than the one at 831-555-1212.

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Figure 2.2 Real-time exception parameter fields within the Maintenance Schedule screen

Previously, these exceptionswould only apply when the next work order was created. This createda problem in caseswhere, for example, there was a need to update the check-in phone number fora visit scheduled for the same day or the next day, not just 2 or 3 weeks down the road. In 7.8, theexceptions can be updated at any time. This allows updates to the exceptions to suit the currentbusiness environment and should significantly improve communication of expectationswith theservice provider

Customizable IVR Codes and PromptsThe IVR code—the number used by the provider to identify the specific work when checking inthrough the IVR—and IVR prompts are now defined per visit schedule rather than being auto-matically assigned. This allows the setting of IVR codes that match the specific work location, forinstance a store number.Note: It is recommended that a store number or some other self-evident number is used for theIVR code, but any number will work.IVR prompts are only used if and when an IVR code is not unique and it is necessary to knowwhich of the schedules the caller really intends to check in to. For example, in the event two storesboth had the store number 1047. The prompt would be used to distinguish between them. Theprompt for the first storemight be “ACME Supply onMain Street," while the prompt for the secondstoremight be “Harrold’s onGrand,” along with the appropriate Spanish translations.When a pro-vider called in to the IVR, theywould hear something like the following exchange:

IVR SYSTEM: “Please enter you IVR code followed by the # sign”CALLER: [Enters 1047#]IVR SYSTEM: “For ACME Supply onMain Street press 1. For Harrold’s onGrand, press 2.”

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Visits Enhancements

Figure 2.3 IVR Code and IVR Prompt fields within the Visits tab on the Maintenance Schedule screen

To add/update the IVR code and prompts through the UI, complete the following steps:

1. Go toWorkOrders > PM/RMSchedules.2. Search for and go into the details of the specific schedule you want to update.3. Click on the Visits tab.4. Enter the following, as shown above:

o IVR codeo English IVR prompto Spanish IVR prompt

5. Save the schedule.To add/update the IVR code and prompts through the Import/Export process, complete the fol-lowing steps:

1. Go to Our Company > Import/Export > PMRMSchedules Export.2. Export PMRMSchedules for appropriate scope.3. When opening the export in Excel, you will see three new fields in the export:

o IVR Codeo EnglishIVRPrompto SpanishIVRPrompt

4. Update these fields with an appropriate code/prompt for the schedule.5. Save the file locally as an .xls file.6. Re-import by going to the PMRMSchedules Import screen.IMPORTANT: The following is intended for Corrigo internal use only. For visits to continue work-ing after upgrade, two important things need to be updated:

1. Add IVR code and prompts as described above.2. Update the Visits IVR Phone Number:

a. Each instancemust now have its own IVR phone number.b. Select Numbers in PVP.

i. More numbers have been allocated in PVP.ii. Update to the new application.iii. When selecting a number for use, make sure to add to the instance you are asso-

ciating it with in the Notes section.

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c. The phone number needs to be registered in the NOC. On theManage Databasescreen, the number used should be added to the following:

i. Voice Portal DNISii. Voice Portal Phone #

d. Update the number on theWONetwork > Settings screen.

Change to Visit DescriptionThe Visits Description was removed in 7.8. This field contained, in almost all cases, redundant infor-mation and was deemed unnecessary so it is not longer visible/accessible.

Read-Only Exception SettingsA read-only version of the Visit Exception Settings (including any changes youmade to them) canbe viewed from the back-office by opening the details screen of a work order that includes the visitand then clicking the Logs/List tab > Visits sub-tab > "view visit settings" link. The image below istheWorkOrder view of the same visit information shown above

Figure 2.4 Read-only IVR Code and IVR Prompt fields within the Visit Settings popup screen

Calendar Preview of VisitsYou can preview the visits that have been set up for a PMRMschedule by clicking thePreview Vis-its button at the top of theMaintenance Schedule screen, which is shown below. To access thisscreen, go toWorkOrders > PM/RM Schedules and click the name of the PMRM schedule youwant to view.

When you click this button, the Visit Preview screen appears, displaying a calendar showing all vis-its that have occurred and all that are scheduled for the future.

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Visits Enhancements

Figure 2.5 Calendar view of past and upcoming visits

Visits that have occurred already display theWorkOrder number related to the Visit; visits thathave not yet taken place do not have a corresponding work order yet, so they display the word“Future” instead, as shown in the image above.

Visit Details and Feedback Appear in WorkTrack: What the ProviderSeesAfter a visit work order is created and sent to a service provider, visit details are visible to the Ven-dor in theWorkTrack application.In 7.8, the information is updated in a dynamic fashion so changes to exceptions, and added ordeleted Visits appear to the provider as soon as they are updated. Most importantly, feedbackregarding a specific completed visit is now visible to the service provider. Now when the visit isupdated, for instance a “bad” visit is changed to “good” by the storemanager, this is visible to theprovider in real time including any commentsmade.As shown in the figure below, the Time, Duration, and Crew Size columns that appear on the Visitsscreen display the scheduled values. Performance of a visits is denoted by the (good) and(bad) icons. Hovering your cursor over these icons displays the actual values for each visit in apopup box, as shown below for theMarch 26 visit.

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Figure 2.6 Visit feedback seen through the WorkTrack UI

“Bad” Visit Verification FlagIf a Visit ismarked as Bad—either confirmed bad or changed fromGood to Bad—the work orderitself is flagged. Providers should be aware of this and look out for email alerts based on thisWOflagging to know when the customer is not happy.

Actual Visit Details and Status Appear in Printer Friendly ViewThe printer-friendly form thatWorkTrack providers can view and print out now contains detailsabout the actual check-in and check-out times for each visit along with a summary of the status ofeach visit: Good or Bad. If the requestor, such as a StoreManager, has left feedback commentsabout the visit, it appears in the Comment column.

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Visits Enhancements

Figure 2.7 Visit feedback seen in the printer-friendly PDF file

Next Occurrence Field in PMRM Import/Export ScheduleA Next Occurrence field was added as an EXPORT-ONLY field to the PMRM Import/ExportSchedule. This field is intended to be a help when updating PMRMSchedules. On export the fieldwill contain the date of the next work order for the schedule. If helpful, this field can then be sub-stituted as the start date when re-importing. This is not always necessary, but in some cases canbe helpful to ensure the schedules remain on track.

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Refrigerant Management Enhancements

Refrigerant Management EnhancementsIn order to access the following functionality, the Refrigerant modulemust be enabled for the cus-tomer.

Refrigerant Tracking UpdatesChanges to the Refrigerant Tracking ColumnsTheRefrigerant Tracking subtab, shown below, which is found in theWorkOrder details > ServiceHistory tab has been reconfigured to display all refrigerant transactions related to the work order,even if the related refrigerant asset is not related to any of the work order line item assets.

Figure 3.1 Display of all refrigerant transactions within the Work Order details screen

Clicking a link in the Transaction column opens up a summary screen listing the details of the par-ticular refrigerant transaction, including information about who performed the transaction.

Figure 3.2 Added to Equipment details screen

Clicking a link in the Equipment column opens up an Equipment Refrigerant Usage History screen(shown below) that provides detailed information about all of the transactions across all workorders that have been carried out on that particular piece of refrigerant equipment. Links in thework order column allow you to open the work orders directly and review the details of each refrig-erant transaction.

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Figure 3.3 Equipment refrigerant details screen with direct links to associated work orders

Changes to the Accidental Leak, Added, and Recovered ScreensModifications have beenmade to each of the three screens that can be accessed via theAddRec-ord button on the Refrigerant Transactions tab.

l Accidental Leak screen—Because the work order record can display refrigerant transactionsfor multiple pieces of equipment, youmust first select the relevant piece of equipment that hada leak. The remaining fields are the same as theywere before.

l Added screen—Because the work order record can display refrigerant transactions for mul-tiple pieces of equipment, youmust first select the relevant piece of equipment to which a cyl-inder was added. In addition, the cylinder drop-down list is now populated based on thecylinders accessible to the user listed in the Performed By field, so changing the Performed Byuser might lead to changes in the options available under the Cylinder field. Also, a Fixed Leakfield has been added to the screen tomake it possible to calculate rolling leak rates. Knowingthat a leak has been fixedmakes it possible to calculate the Rolling LeakRate (discussedbelow).

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l Recovered screen—Because the work order record can display refrigerant transactions formultiple pieces of equipment, youmust first select the relevant piece of equipment to which acylinder was added. In addition, the cylinder drop-down list is now populated based on the cyl-inders accessible to the user listed in the Performed By field, so changing the Performed Byuser might lead to changes in the options available under the Cylinder field.

Changes to Leak Rate CalculationsIn determining leak rates, the system now calculates the Rolling LeakRate, rather than the Annu-alized LeakRate, which was used previously. The formulas below describe the two different leakrate formulas: in both cases, leak rates are calculated only when refrigerant is added to the system.Because the rolling average uses “since leakswere last repaired” as ameans of calculating therate, the refrigerant transaction Added screen now includes a Fixed Leak Yes/No field.

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Figure 3.4 Leak rate calculation formulas: Annualizing and Rolling Average

Historical Refrigerant Transaction UploadGeneral DetailsWhen deploying a new customer with historical refrigerant transactions it is now possible to importand report on those historical transactions in CorrigoNet. The upload of the historical refrigeranttransaction data is handled through the Historical Refrigerant Transactions import link within theImport/Export Spreadsheets screen (Our Company > Import/Export) and is intended to be run onlyduring the initial Corrigo refrigerant deployment, not on an ongoing basis.

Figure 3.5 Refrigerant Upload spreadsheet for historical refrigerant transaction information

Uploading the Excel spreadsheet containing the historical data creates an "Added to Equipment"refrigerant transaction record in CorrigoNet, which is visible on the Refrigerant Transactions sub-tab of the Service History tab of the corresponding work order. . .

Figure 3.6 "Added to Equipment" transaction record visible through the Work Order details screen

and on the Equipment Refrigerant Usage History screen for each cylinder that was added.

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Figure 3.7 "Added to Equipment" transaction record visible through the Equipment Refrigerant Usage Historyscreen

Upload PrerequisitesIn order for the upload to work, the followingmust be true:

l A “dummy” historical cylinder has been created in the system for each refrigerant type that willbe included in the historical transactions upload. The cylinder capacity should be sufficient tohold the sum of refrigerant used in all of the historical transactions.

l All “Performed By” users exist in the system and are associated with all cylinders in the uploadspreadsheet. Note that the Excel spreadsheet should list theUser ID, not the name of the Per-formed By user: for example, JJones, rather than Jack Jones.

l All refrigerant equipment assetsmust exist in the system prior to the start of the upload.l The "Leak Fixed" column in the Excel spreadsheet must be populated. This is to allow the sys-tem to calculate and track rolling leak rates for refrigerant in the system. For more details onthis, refer to the See "Changes to Leak Rate Calculations" on page 20section of this doc-ument.

Additional Steps for Uploading to a NewWork OrderIf theWorkOrder Number listed in the upload file does not match an existing work order number, anew one-line request work order is created and assigned to the user or group listed in the Per-formedBy column in the Excel spreadsheet.Note that if you are creating new work orders for the transaction history information, rather thanadding it to existing work orders, the CreatedDate, Task, and Customer columns in the Excelspreadsheet must be populated, even though they are labeled "optional." In addition, the Customercolumn should list the Customer's system number, not the Customer's name: for example,SE0144, rather thanShell #144 or Shell Downer's Grove.

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Customer Details Screen Enhancements

Customer Details Screen EnhancementsSeveral changesweremade to the Customer Details screen tomake it a more useful and func-tional customer management tool.

Customer Notes ExtensionsTheNotes panel at the bottom of the Customer Details screen (#1 in the image above) allows therecording of customer/location related issues, items, exchanges, etc. that exist outside the contextof a given work order. In 7.8 this feature has been extended to provide a fast and easyway to trackminor, non-work order issues from creation to resolution.

Display of the Most Recent Edit DetailsWhen a note is created, the system automatically records the name of the note creator and dateand time that he or she created the note and displays it on the Edit Note screen (#1 in the screen-shot below). These notes are editable and the system keeps track of all changes, displaying thename of themost recent user to make changes and the time and date those change wasmade (#2below).

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Figure 4.1 New features on the Edit Note screen

Resolved Checkbox and a "Resolved?" ColumnA Resolved check box on the Edit Note screen allows you, if you have the necessary authorization,to mark an issue as resolved (#3 in the image above), which adds a corresponding checkmark inthe Resolved column of the Notes field (shown below). This enables you to tell at a glance whichnotes still need to be worked on and which are no longer active.

Figure 4.2 Resolved column within the Notes option on the Customer Details screen

New Report Wizard Options for NotesIn addition, the following three fields have been added to the Customer & Contacts Report Wizard:

l Last Updated Byl Last Updated Datel Resolved?

These fields allow you to generate targeted, detailed reports about the current status and recentactivities carried out on any customer notes in the system.

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PMRM Schedule List on Customer Details ScreenThe dropdown list on the Customer Details screen (accessed by clicking the arrow labeled #1 onthe screenshot at the start of this section) now contains a PMRMSchedules panel that lists all ofthe customer’s PMRMscheduleswith links to the schedule details. This should significantly aid inthemanagement of recurring services by consolidating and showing PMRMSchedules for a givencustomer location without requiring additional searching.

Figure 4.3 PMRM Schedules option within the Customer Details screen

Note: The PMRM Schedules option is only be visible if your role has the URL privilegeWorkOrders – PMRM.

Display Assignee in Work Order List with HyperlinkTheWorkOrders panel (accessed by clicking the arrow labeled #1 on the screenshot at the start ofthis section) lists all of the customer’s work orders and now contains an Assigned To column dis-playing the name of the assigned service provider or technician for each work order. This is helpfulin figuring out who the provider or tech is who typically services the customer.

Figure 4.4 "Assigned To" column in Work Orders table within the Customer Details screen

Customer Group Contacts DisplayedTheContacts panel (accessed by clicking the arrow labeled #1 on the screenshot at the start of thissection) now displays contacts related to the customer location through customer groups aswell asthe “direct” or local contacts. In this way, everyone associated with a given location can be viewedtogether, providing you with a single place where you can go to understand who has access to agiven location and where you can place requests, approve work, or check on updates. This is par-ticularly helpful when dealing with accounts that have large operational hierarchies that includeArea, District, and/or Regional managers who have roll-up responsibility for a given store/location.You can tell at a glance whether a contact is a local contact or a group contact by viewing the Asso-ciation column: local contacts are listed as having a Customer association, group and billingaccount contacts are listed as having a Customer Group association.

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Figure 4.5 Customer Group contacts added to the Contacts screen

Make Customer Inactive Button Moved to Customer Details ScreenTheMakeCustomer Inactive button that allows authorized users tomake a customer inactive hasbeenmoved to the bottom of the Customer Details screen (#2 in the screenshot at the start of thissection). As before, access to the button is controlled by thePermission – Customer Deletion priv-ilege and a warning screen pops up when the button is pressed.

Restriction on Contract LinkTheContract link on the Customer Details screen (#3 in the screenshot at the start of this section)is now only active if your role has the Financial - Customer Price List/Contract Admin privilege. Ifyour role does not have this privilege, you are restricted from being able to access the ContractDetails screen and all the related price list information accessible through it.

Figure 4.6 Contract link only available to authorized users on Customer Details screen

If your role has not been assigned the Financial - Customer Price List/Contract Admin privilege, theword Contract on the Customer Details screen appears as a regular, non-linked field heading.

Customer Site/Locations SearchTheCustomer Site Search screen, accessible if your roles has theCustomer – Locations Searchprivilege associated with it, was added as part of a previous release, but wasmissing a few of thefeatures necessary tomake it work as intended. Those issues have been resolved in 7.8, includingthe ability to set the screen as the user/role’s default/home screen, which is recommended forCSR-type users.

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PurposeTheCustomer Site/Locations Search screen is intended to be used instead of the Customer –Search screen. Roles should be configured with one or the other, but not both. The Site/Locationssearch screen was primarily designed for Third Party FacilityManagement clients, as it providesthe following useful features:

l Amore powerful search capability, including the ability to search acrossName, DBA, andNumber in a single search or to search by address

l More helpful information in the list, including Address, Billing Accounts, and Contract detailsl A faster screen to search and page through

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Reporting Enhancements

Reporting EnhancementsChanges to Existing ReportsThe following enhancements weremade to existing reports within the system.

Customers and Contacts ReportsAs a result of the new resolved and note tracking feature withinWorkOrder notes, the followingthree fields have been added to the options available under the Notes section in Step 2 forCus-tomers and Contacts reports:

l Last Updated Byl Last Updated Datel Resolved?

With these fields, if you are an authorized user, it is now possible tomonitor all actions being car-ried out on notes in the system and to track progress on any notes that are still unresolved.

Asset ReportsWhen creating Asset reports, Step 1 of the Report Wizard now allows you to specify a scope ofPortfolio, instead of the defaultCustomer Zone.This change allows you to find assets across large portfolios for various uses, including rolling-outPMRMschedules, rather than being restricted to viewing only the asset within a specific CustomerZone.

Customer Invoices and Invoice-Related Premium ReportsBecausemost aggregator clients have a number of different billing accounts that aremanaged bydifferent people, changes have beenmade to the Billing Account parameter as it appears inCus-tomer Invoices reports and all other invoice-relatedPremium reports.Rather than require you to select hundreds of billing accountsmanually in order to run a report, youcan now access amulti-select drop-down list for the Billing Account parameter. This parameter dis-plays only those billing accounts you have direct access to and contains a Select All check box thatenables you to quickly and efficiently identify the billing accounts you want to include in your report.

Figure 5.1 "Select All" option in the Billing Account Default Value field

PMRM SchedulesAs a result of changesmade to the Visits screens, the "Description" option is no longer availableunder the Visit(s) section for PMRM Schedules reports.

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Product Catalog and Quantity on Hand ReportsWhen configuringProduct Catalog andQuantity on Hand reports using the Report Wizard, a newgroup of column options has been added in Step 2. Called Product CustomField(s), this group ofoptions allows you to include any or all product custom fields in the generated report.

Refrigerant Tracking - Equipment and Refrigerant Tracking - Cylinder ReportsAs a result of themove from an annual leak calculationmethod to a rolling leak rate calculation one,the following fields have been added to theRefrigerant Tracking - Equipment andRefrigerantTracking - Cylinder reports:

l LeakRatel Rolling LeakRatel Leak Fixed?

With these fields, if you are an authorized user, it is now possible tomonitor leaks and leak fixes asthey occur so that related government monitoring agencies can be provided with timely, detaileddata.

Stock Locations with Products and Transactions ReportsWhen configuringStock Locationswith Products and Transactions reports using the Report Wiz-ard, the Product Category parameter in Step 6, "Parameters " displays as amulti-select field withOperation values of In/Not In rather than as a "StartsWith" field as it was before.

Figure 5.2 Product Category parameter as a multi-select field

This change brings these two reports into alignment with the way the Category field is handled intheProduct Catalog andQuantity on Hand report.

Work Order Details ReportsWhen configuringWorkOrder Details reports using the Report Wizard, a new option has beenadded to the Quote section: "Date Quote was Submitted." This field allows you to track all workorders in the system that have had quotes submitted on them and to identify those that have not yetbeen accepted, rejected, or responded to in anyway.

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Reporting Enhancements

Provider Label & Entity Name fields have also been added to theWorkOrder DetailsReport Wiz-ard. The Entity Name option now appears in a new Entity section in Step 2 and the Provider Labeloption now appears in the Primary Assignment section.The Provider Label parameter and Entity Name parameter also display asmulti-select fields withOperation values of In/Not In in Step 6 of the Report Wizard.

Figure 5.3 Provider Label and Entity Name parameters as multi-select fields with In/Not In operation options

New ReportsThe following reports were added to the system.

Consolidated AR Aging Report<Pending>

Received Payments Report<Pending>

Replenishment Orders ReportA Replenishment Orders report has been added to the list of available Parts andMaterials Inven-tory reports, allowing you to see a list of all items that need to be replenished or re-ordered, basedon the re-order threshold value set up for each item on the Replenishment List screen (Materials> Replenishment > List).The default scope for the report includes all replenishment orders and there is, by default, norequirement to select a Stock Location. The list of possible report parameters has been groupedinto the following four sections to allow you to customize the amount and type of data you want toinclude in the report:

l Replenishment Orderl Replenishment Order Line Itemsl User Information—Includes any available details about the user who created the replen-ishment order

l Ship to Location InformationIn addition, the following parameters display asmulti-select fields in Step 6 of theWizard, allowingfurther customization of the generated report:

l Order Statusl Store Room/Ship Tol Supplier

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Miscellaneous Features

Miscellaneous FeaturesAsset Warranties Information on Mobile DevicesWith the latest version of the CorrigoNet Mobile Technician application, iPhone and Android userscan now view asset warranty information, if there is any, for both single andmultiple line itemworkorders.If there is an active warranty associated with an asset, a redW appears beside the Asset headingon theWorkOrder Details screen.

Apple iOS View Android View

Note: If there ismore than one asset associated with the work order, the asset row is renamedMul-tiple Items. Tapping on this row brings up a list of assets where the red warranty “W” appears.TheWarranty screen that is accessed through the Assets row displays the following warranty-related fields:

l Description—The details in this field are particularly useful when there aremultiple warrantiesassociated with the work order items and you need tomake sure you are reviewing the correctwarranty.

l Timeframe—Displays the initial warranty coverage date and the expiration date along with acountdown of the number of days left in the warranty.

l Warrantor—Displays the company that is acting aswarrantor and provides the name and tel-ephone number or email address of the contact at the company.

l Additional Info—Displays any additional information that was listed when the warranty wasentered into CorrigoNet. If nothing was added, this field does not appear.

l Coverages—Displays each of the coverage types, such as Labor andMaterials, associatedwith the warranty along with the coverage status, duration, and expiration date.

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Apple iOS View Android View

Setting to Hide NTE on Provider Print FormInWorkTrack, the NTE field on the print template that the Provider prints and gives to the customercan be hidden or displayed, based on the Company's preferences.

Figure 6.1 NTE field as seen on the WorkTrack print-friendly invoice

The field's behavior is controlled by the "Hide NTE field on Vendor printer-friendly forms?" settingon theWorkOrder Network Settings screen. By default, the field is set to Yes. This gives you theability to prevent your end customers from being able to compare what they are paying for a jobwith themaximumamount (the NTE) the Provider can earn from the job.

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Miscellaneous Features

Figure 6.2 "Hide NTE field" control on the Work Order Network Settings screen

"Assigned To" Information Added to Customer Invoice Download FileWhen downloading customer invoices from the Customer Portal, the Excel file that is created con-tains information about the provider assigned to each work order included in the invoice. This datais useful for larger companies as they need to keep track of who is doing work at each of their loca-tions.

Figure 6.3 "Assigned To" column within the Customer Invoice download file

Add DBA to List of Terms Covered by TerminologyA DBA field has been added to theManage Terminology screen within the Our Company tab. Thischange allows residential property companies to have a different term, rather than DBA appearthroughout CorrigoNet. The following is a list of themain placeswhere this field appears:

l TheWorkOrder Details screenl TheCustomer Details screenl TheCustomer Search screenl TheCustomer Site Search screenl Throughout theMobile apps screensl Throughout the Tablet app screens

Internet Explorer 10 Compatibility ViewIf you are using Internet Explorer 10, the system requires you to do the following:

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l Turn Compatibility View ON whenworking in the Back Office interface.l Turn Compatibility View OFF whenworking in the Customer Portal.

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Deprecated Features & Functionality

Deprecated Features & FunctionalityWAP Has Been DeprecatedDue to the widespread adoption of the Android and iPhone apps, , theWAP functionality, firstdesigned around the phones that existed over a decade ago, has been removed from the system.

Vendor IVR Has Been DeprecatedDue to the introduction of significant enhancements to the Vendor IVR workflow, the previous Ven-dor IVR functionality has been removed from the system.

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Other Features of the 7.8 Release

Other Features of the 7.8 ReleaseThe following featureswere also part of the 7.8 release:

Summary

Follow Up to Hide default task

Miscellaneous clean up related to "Charges"

Modify "Add Service Fee" dialog on PMRM schedule.

Additional changes related to Charges Module

iOS Behavior to close a "Roll-up"

Adding an address with extended characters results in a non-printable character

Disable theExport button after it is pressed

Add new fields toWODetails Wizard Report Template to allow reporting on current verification values

Can't create a "Work Order Details" type Report with "All Columns" selected.

Restrict the user from removing a default team from awork zone on the Team Summary > Work ZoneScope > Team - Setup screen

Create aCompliance Info button that opens a non-modal dialog with compliance data.

Add check to PMRM Schedule BO tomake sure theWork Zone and Customermatch

IE10 Issue - Bulk Email processing fails after first email is sent

PATCH 7.6a: Extend Reporting Fields toWizard: Financial > Vendor Invoices and change label

PATCH 7.6a: 1. Change the label of "TimeOn-Site" to "Total Time" and add days to time field so that it dis-plays DD:HH:MM

iOS: Rotating the device on the signature capture screen causes the signature to be lost

Changes to better support Credit Memos

Allow the copying of sent notes from the CorrigoNet Corp interface

Copy of a PMRM Schedule uses a wrong work zone to create PMRMwork orders

Add "Skill Level" to task

Create a Stock Location Import/Export

Renaming PM/RM template via export/import causes unexpected schedule reset

Make product search controls "contains" search versus "starts with" in multiple cases listed.

Hide the "Charges" group in theWizard Report WODetails when Charges module is not enabled.

Add a totals Field to theWOSummary Screen.

Create Replenishment List Premium Report

Add Invoice Due Date to Customer Invoice Details

Update logic on applicable theme for customer notifications

On PMRM Import, when looking up Invoice Items, fail the import if uniquematch is not found.

Map CorrigoNet emergency priorities toWTSP emergency priority

Increase alert overdueminutes input boxes from 2 to 3 digits.

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Summary

Dispatch Boardmust use secondary additional sorting by WO ID

Modification of new customer invoice creation so that user need not select billing account again if it wasalready selected in scope list.

Field label consistency

Add the 'Entity' field that appears on the Billing Account Details screen to the Billing Accounts Import/Ex-port spreadsheet file

iOS/Android: Display "Scheduled" Work Order list in chronological order according to scheduled start andfilter out completed work order

Rules clarification and change request for AssignWorkOrder method on Activity2.asmx

Limit the number of rows in Exports

Display payment balance

Customer Portal Asset Drilldown Slow For Hovnanian

New export methods to support CBRE portal client

Change in Visit IVR in case phone number is not recognized

Unexpected error occurred on the Dispatch Board

"Show Compliance Info" returns a script error when clicked from the Vendor Invoice review screen

Premium report 'Vendor Invoice Review' does not have correct phone number validation for IVRcheck in/out

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Corrigo Release Notes 7media.corrigo.com/workordernetwork/WON Documents... · ARTracking& Payments...

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Transcript of Corrigo Release Notes 7media.corrigo.com/workordernetwork/WON Documents... · ARTracking& Payments...