Head Offices are used to group clients together for viewing and reporting purposes.
For example, filter the Service Workorder grid by the Head Office to list all workorders for clients that have that same Head Office so you can produce a report for those specific workorders.
A Head Office may be the actual head office for a number of your customers, or a Head Office may be yourself, with "Client" each unit you are servicing.
Head Offices can not be selected for service workorders, quotes, PM's or as owning units.
From the Head Offices grid you can:
| • | Create a new Head Office |
| • | Open up a Head Office entry screen of a head office. Click on the head office listed in the Head Office column. |
| • | Open up other entry screens such as a Contract, and the Client Groups subgrid by clicking on the field under the columns to open up the corresponding entry screen |
| • | Send an external email to a head office by selecting the email address under the Email Address column to open up your default email program. |
| • | Open the web site of the head office by clicking on the website address to automatically open up your web browser to that URL |
The Head Office entry screen
Active
If unchecked, Head Office will appear only in head office grid screen, and not be listed in head office drop down selection lists.
Head Office Name
This is where you enter the head office company or name if it’s not a company. This field is used to fill any list in AyaNova where you need to select a head office and be identified in any head office column.
If the head office is not a company, then typically you would type the last name followed by a comma, a space and then the first name like this: Smith, Joe.
As with client’s names and any object name, the head office name should be unique so it is identifiable via the drop down selection lists.
Account Number
The account number for your head office may be obtained from your accounting software, and is another way of identifying your head office in reports or via the head offices grid. This is a text field only and not tied to any particular accounting feature.
Web Address
If you click on the Web Address button to the left, it will open up your computers default web browser to that entered URL address. Entering the head office’s web address also allows you to easily select it from the head office grid if this is a need in your service.
Region
This drop down lists all available regions if applicable. Only an Administrator can set up additional Regions.
Client Group
Assigning head offices to client groups is useful for sorting and filtering head offices within the grid.
Clicking on the Client Group button “jumps” to and opens the Client Groups grid. This is useful so that you can quickly and easily add additional Client Groups to select from, or edit existing as needed and as you have rights to.
Contact
Suggestion is to enter the first and last name of the main contact for this head office in this field
Enter in the main contacts email address here
Business, Fax, Home, Mobile, Pager
Enter appropriate phone numbers where indicated.
Postal Address and Physical Address
The Postal Address would be the address where they receive mail. The Physical Address would be where they receive deliveries or where they are physically.
You can switch between these two addresses by clicking on the drop down arrow to display, and than clicking on either the Postal Address or Physical Address.
Contract
Selecting a contract assigns that contract settings to this head office, which in turn assigns it to all clients that have this head office selected within their Client entry screen.
Selecting a contract will automatically apply that contract’s settings on rates to be used and part discounts to service workorders where clients that have this head office selected.
This cuts down having to select the same contract for every client that has this same head office.
You can quickly see the specifications of the contract by selecting the contract from the drop down selection list, and than clicking on the Contract button to open that contract.
If the contract desired is not in the drop down list and no contract has been selected as the image above, than with the drop down selection list blank, click on the Contract button to open up a new Contract entry screen so that you can enter the Contract details, save, close and than select it from this list.
Contract Expires
If the contract has expired, it will not show the Contract icon within a service workorder and contract specifics would not apply.
Entering the contract expire date is also useful because it you could run a report of contract expiry dates so that you can see at a glance which will expire soon and renew them.
Bank Service
If checked, this displays the Bank Service button to open the Banking grid.
Banked service allows you to manually enter in prepaid amounts, and to automatically apply against the balance from service workorders.
General Notes
These are notes about this head office for viewing when on the head office record screen only. They are not intended to be used elsewhere in the program.
Other Contacts
Enter additional contacts information in this text box.