How To Set Up Exclusion Jobs In Service AutoPilot

                                

                                         Step 1. Send Contractor Job Offer
                                  Step 2. Print Contractor Materials List
                                  Step 3. Send Exclusion Confirmation Email To Client
                                  Step 4. Schedule Job

STEP ONE: SEND CONTRACTOR JOB OFFER

Send the Contractor A Job Offer Email.  After client has signed the estimate, and made the first half payment, email Contractor Job Offer to designated Contractor.

A. Pull up client account.
B. Open estimate by clicking on (1) All near Open Estimates on right side of account page.

C. Click on the correct Estimate.
D. Make sure all jobs client selected for exclusion are changed to WON, and all jobs for technician such as fecal cleaning or deodorization are changed to LOST. Click SAVE.

E. Scroll down to Est. Document on left side of screen. Click on drop down menu and select Contractor Job Offer.
F. Click Email in orange button at top of screen.

G. Change email from client email to contractor email. Be sure to do this first or you could accidentally send this email to our client!
H. Change X to Contractor name.
I. Change DAY, DATE to the correct day and date of job.
J. Click SEND.

K. Pull up estimate again as shown in Line B.
L. Change all jobs for technician such as fecal cleaning or deodorization back to WON. Very important!
M. Click SAVE.

STEP TWO:  PRINT CONTRACTOR MATERIALS LIST

A. Pull up client account.
B. Open estimate by clicking on ESTIMATE on right side of account page near Add A Job. May need to click (1)All.

C. Click on the correct Estimate.
E. Scroll down to Est. Document on left side of screen. Click on drop down menu and select Contractor Materials List.
F. Click Edit in orange button at top of SAP screen.

G. Click Print in black button on far left side of SAP screen.

H. In approximately 5 to 10 seconds, a small window will appear asking you to save this document. Save printdocument.pdf to desktop.

I.  Now click the download arrow in the top right corner of your tool bar as shown below.

J. Another window will pop up. Click on Print Document.

K. Your Contractor Materials List will now appear. Click once on this document and hold down Command + P to print.

L. Place this printed Contractor Materials List in the Contractor Hanging Wall File over credenza in Office Manager’s office.

STEP THREE:  SEND EXCLUSION CONFIRMATION EMAIL TO CLIENT

We must notify the client that the date of their exclusion has been confirmed. This email will also confirm that the second payment will be due on the date of the exclusion.

A.  Pull up client account.

B.  Click on Send in orange outlined box on top right corner of account page.

C.  Click Email.

D.  An email window will pop up.  Click on Search Documents in the black field under the Subject field.

E.   Scroll down to Your Exclusion Has Been Scheduled! and click.

F.   Change the DAY, DATE to the correct date.  Replace the $XXX.XX with the client’s account balance shown in red on account page.
G.  Click Send.

STEP FOUR:  SCHEDULE JOB

Once the contractor has accepted the job, schedule the job for the next available date.

A.  Pull up client account.
B.  Open estimate by clicking on (1) All near Open Estimates on right side of account page.

C. Click on the correct Estimate.

D.  Select all of the jobs for the contractor.  Do not select fecal cleaning or deodorization at this time.

E.  Click Schedule as shown below.

F. A window will pop up. Click Schedule.

G. A smaller window will pop up. Click Add A One Time Job.

H. A new window will pop up. Change the Start Date to the date you want to schedule the exclusion for. Below the Assigned To Menu, change the Resource to the contractor assigned for this job. Repeat this for each job.
I. Below the Rate Menu, change each field to ZERO. If these fields contain amounts when the job is completed in SAP, another invoice will be created for the client.
J. When the dates, the resources and the rates have been changed for these job, click save.

K. Click Ok.

L.  Click Save & Close.

M. Repeat for Fecal Cleaning or Deodorization, and assign the correct technician.