Clients

We invite you to refer to the AyaNova v3 Manual for complete details on all features, tutorials, installation and configuration, and reference information.

Clients are what or whom you are performing service for. A client may be a company, a client may be an individual, or a client may even be a bus. 

Client’s information is entered once via the Client entry screen. When a service work order, quote, or preventive maintenance item is needed for a client, you only have to select the client from a selection list without having to re-entry information.

A history of all service workorders, quotes, preventive maintenance and units that are associated with a single client is maintained.

Active

If unchecked, client will appear only in Client grid screen, and not be listed in Client drop down selection lists any new service work orders, preventive maintenance, quotes or as a unit owner.

Client Name

This is a text field where you enter the company or client name if it’s not a company.  This field is used to fill any list in AyaNova where you need to select a client and be identified in any Client column.

If the client 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.

Client names should be unique so that they can easily be selected from drop-down selection lists without having to open the Client entry screen to determine which client name is the one you want.

AyaNova CE Users – The previous version of AyaNova required each client to be named uniquely. This is no longer a requirement but is still recommended so easy to select from the Clients drop down list.

If you have branches of the same company with the same name to enter, we recommend you append to their name something descriptive so you can tell them apart when selecting them for work orders.

For example you could append the company name with the street name or city name or country or branch number if the client numbers their branches.  For example: “First national bank #102”, “First national bank #343” etc.

Because it’s necessary to select a client very often in AyaNova you should enter client names here in a way that takes full advantage of the client list selection auto-select shortcut feature.  This feature allows you to type the first few characters of a client’s name to select them so the first part of the name should be the most distinctive.

Refer to the Tips on Use section for more about the auto-select shortcut feature.

Account Number

The account number for your client may be obtained from your accounting software, and is another way of identifying your client in reports or via the Clients grid.  This is a text field only and not tied to any particular accounting feature.

Region

This drop down lists all available regions if applicable. Only an Administrator can set up additional Regions.

This aspect will be expanded in future versions of AyaNova. At present, this would be used for sorting purposes in grids.

See the Administration section in this manual for additional information on setting up Regions and what regions would be used for.

Website

If you click on the Website button to the left, it will open up your computers default web browser to that entered URL address. Entering the client’s web address also allows you to easily select it from the Client grid if this is a need in your service.

Dispatch Zone

By assigning a client to a dispatch zone, along with AyaNova scheduled users assigned to dispatch zones, you can quickly view scheduled users via the Schedule screen that service this zone and be able to assign more efficiently.

Assigning clients to dispatch zones also is useful for sorting and filtering clients within the various grids.

Clicking on the Dispatch Zone button “jumps” to and opens the Dispatch Zones grid. This is useful so that you can quickly and easily add additional Dispatch Zones to select from, or edit existing as needed and as you have rights to.

Client Group

Assigning clients to client groups is useful for sorting and filtering clients within the various grids.

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.

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 service is performed – 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.

If presently viewing the Physical Address, the label Physical Address will have a checkmark beside it and be labeled in the button.

If presently viewing the Postal Address, the label Postal Address will have a checkmark beside it, and be labeled in the button.

The Physical Address defaults to showing as AyaNova is mostly concerned with where service is performed, and the physical address displays in the Clients grid, and within Service workorders, quotes and PM’s.

To edit the type of address, click on the button.

This brings up the Address entry screen.

Address screen menu option:

- If viewing the Physical Address – this will be the Copy this address to the postal address menu option. If viewing the Postal Address – this would be Copy this address to the physical address menu option. Makes it easier then having to enter twice, especially if the mailing address is exactly the same as the physical address where service is performed.

Bill Head Office

Not currently used by AyaNova, this checkbox is for future features

HeadOffice

Assigning a client to a specific HeadOffice is for reporting purposes and/or filtering purposes only and is not required.

If the HeadOffice is not in the drop down list and no HeadOffice has been selected as the image above, than with the drop down selection list blank, click on the HeadOffice button to open up a new HeadOffice entry screen so that you can enter the HeadOffice details, save, close and than select it from this list.

Or if the HeadOffice is selected from the drop down list, you can open up the HeadOffice entry screen displaying that HeadOffice information by clicking on the HeadOffice button

Contract

Selecting a contract will automatically apply that contract’s settings on rates to be used and part discounts to service workorders where this client is selected. You can also see right away in a service workorder that this client has a contract as the Contract icon will display in the toolbar menu of the service workorder.

For example, if have selected a contract that restricts specific rates to be used, only those rates will be available for selection in a service workorder.

Or for example, if have selected a contract that applies a discount to parts, when parts are selected within a workorder item, this discount will automatically be entered.

You can quickly view the specifics of a contract by selecting it from the drop-down selection list, and than clicking on the Contract button to open the Contract entry screen.

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. Refer to the section on Contracts further in this manual.

Contract Expires

If the contract has expired, it will not show the Contract icon within a service workorder

Entering the contract expiry date is useful to:

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.

Refer to the end of the Clients & HeadOffices section for further information on using Bank Service

General Notes

These might be general information about the client that you wish to maintain with the client record. 

Note that if you are viewing the General Notes the label General Notes will display on the button, as well as the drop down will show a checkmark next to General Notes.

Schedulable User Note

If you have standing instructions for scheduled users that perform service for this client, you may wish to enter them here rather than re-entering in every service workorder for this client.

The Scheduled User Notes will display along with the client name, address and contact information in the service workorder entry screen and is selectable within Detailed format report templates.

Note that if you are viewing the Schedulable User Notes the label Schedulable User Notes will display on the button, as well as the drop down will show a checkmark next to Schedulable User Notes.

Popup Notes

Popup notes automatically “popup” whenever a service workorder for this client is opened whether a new service workorder, or viewing an existing service workorder.

A example of use would be the accounting department wants to indicate to dispatch when taking any service requests to remind the client about outstanding payments. As the popup will popup when the dispatch creates a new service workorder, this reminds the dispatch right than to talk with the client about this.

Custom Fields

Refer to the tutorials on adding custom fields and to the section “Custom Fields” for information on how to add custom fields to entry screens.

AyaNova CE Users - Note: Units (customer equipment) are not accessible from this screen. To view all units that are owned by this client, open the Units grid where units can be filtered by client.