Preparing System Maintenance

System Maintenance is discussed a lot throughout training and you're probably well on your way to having it set up already. All of the values that you see in the drop down menus throughout EPASS, as well as most of the system configuration is done in System Maintenance. This is a list of all the tables that may be important for you to set up before going live. For a full list of tables go to the System Maintenance section and open the Tables.

You will see a YES/NO under the Sales or Service column indicating what companies will benefit from this feature.

TABLE NAME	DESCRIPTION	SALES	SERVICE
Barcode Schema	A list of formulas the scanner uses to extract the correct serial number from a manufacturer's serial number barcode.	YES	NO
Bin Location	For a service company this would be all bins in your warehouse, as well as truck bins. For a sales company it could be shelves in the warehouse or sections of a show floor. Whether you are a sales or service company, bin locations is something that could be done when you go live, or if you have too many tasks already it can easily be incorporated in the weeks after going live.	YES	YES
Branch	If you have more than one location then you will need a separate branch set up for each one. If you only have one location, use the "default" branch that is already created. For each branch that you have, you need to click the Terminals button and create a terminal for every computer in that branch, as this is where the defaults and localized settings for that computer are stored.	YES	YES
Brand	A listing of all brands you either sell or service.	YES	YES
City	For U.S. companies this would be a listing of all Zip Codes that you deliver to or service. For Canadian companies it a list of cities you deliver to or service.	YES	YES
Complaint	Any common complains or symptoms can be set up here. This is not required but can save some typing for your CSRs.	NO	YES
Contract Status	If you are using our Financing system these are required. EPASS already comes pre-loaded with a standard set of values.	YES	NO
Contract Type	If you are using our Financing system these are required.	YES	NO
Department	Setting up departments will all you to separate delivery from service. Typical departments would be "Delivery", "Service", "Installations", etc.	YES	YES
Extended Warranty	If you sell extended warranties then you need to have all of them set up here.	YES	YES
Insurance Code	If you are using our Financing system these are required.	YES	NO
Invoice Number	If you would like to use letters or numbers at the beginning of your invoice numbers so that the invoice number easily identifies the type of transaction then set these up. Some common ones are "Q" for quotes/estimates, "SA" for sales invoices, "SV" for service invoices, etc.	YES	YES
Invoice Type	These are your different sales categories and are critical for going live and are typically set up in the early stages of training. There are many options on the invoice type and usually these are set up with the advise of someone from the EPASS technical support team.	YES	YES
Job Status	These are very important to help you easily determine the status of an invoice/workorder. Used widely throughout EPASS. Some common ones for service would be "Parts On Order", "Parts In", "Scheduled", etc. Some common ones for sales would be "Estimated Delivery", "Firm Delivery", etc.	YES	YES
Labor Rate	If you multiple different flat rates then you can set them up here. We also have an import feature if you have your flat rate labor codes in Excel format.	NO	YES
List Price	Just a description of the different pricing levels you will use.	YES	YES
Location	All the inventory locations in your company, including warehouses, show floors, service vehicles, delivery trucks, etc.	YES	YES
Map Zone	This is typically discussed with someone from the EPASS technical support team, as there are several ways you can set up your map zones.	YES	YES
Markup	Formulas that can be used to automatically create your selling prices, based a designated cost.	YES	YES
Miscellaneous	All of your miscellaneous charges that do not involve an inventory item. Delivery charges, environmental fees, freight charges, haul away charges, etc.	YES	YES
Payment Type	All of the different methods of payment that you accept.	YES	YES
Price List Template	This is where you define the columns in your supplier price lists before importing models or items into EPASS. Read the Price List Template how to guide for detailed information.	YES	YES
Priority	These are used to designate any type of priority to the dispatcher. AM, PM, First Call, Last Call are some common priorities.	YES	YES
Product	A list of all the product categories you sell or service.	YES	YES
Qualification	These are used to designate qualifications needed for a service call or delivery. They can prevent a dispatcher from accidentally assigning a call to someone who cannot handle it. Examples are gas or refrigeration service, or Elite Brands, etc.	YES	YES
Route	A list of all your technicians or service vehicles, delivery trucks, and installation vehicles. Any vehicle that might be routed in dispatching.	YES	YES
Sale Referral	How the customer heard about your company. Website, Billboard, Newspaper, etc.	YES	YES
Salesperson	A list of all your salespeople, or for service companies a list of all technicians.	YES	YES
Service Performed	Any common service performed notes can be set up here. This is not required but can save some typing for your CSRs.	NO	YES
Tax	All the different tax rates you may encounter.	YES	YES
Technician	A list of all technicians.	NO	YES
User Security	All employees in your company who will sign into EPASS, Mobile Salesperson, Mobile Tech, or use the inventory scanners. All security is set up here as well.	YES	YES
Wireless Terminal	Each inventory scanner needs be assigned a unique terminal number and then set up here.	YES	YES