Warehouse Job Item Sources

Recently, we added the ability to associate sources with job items.  Using this new feature, your technicians and office users can specify a 'technician' source (typically for associating labor entries with particular techs), or a 'reference number' source  (typically used for associating your parts vendors' PO numbers with items that you purchased) for each job item.

With this release, a third source type is now available:  the 'warehouse' source type. In addition to tracking your warehouse facilities, you can treat some or all of your technicians' trucks as warehouses in ServiceTrade as well, depending on your needs.   By associating job items with warehouses, your technicians can now indicate where each in-stock part that they used came from.  You can in turn use that information to drive inventory transactions in your inventory system.

Creating and Managing Warehouses

To manage your list of warehouses, go to your Items list and choose 'Warehouses' from the submenu:

On the list of warehouses, click 'Create Warehouse' to create a new warehouse, or click the name of any any existing warehouse to edit it.

You can optionally assign a warehouse to a particular office, if some of your warehouses will be used only by technicians from a particular office.

NOTE:  The ability to create and  warehouses in ServiceTrade is restricted to account administrators.

Using Warehouses as Job Item Sources

Once you have created some warehouses, the warehouse job item source option will appear for your technicians in the tablet application...

...and for your office users in the 'Manage Job Items' section of the job page in the web application:

Using Warehouses with Sage Intacct Integration

If you use ServiceTrade's integration with Sage Intacct, the source information that you collect on your job items can be sent to Sage Intacct as part of your invoicing workflow.  That information can then be used to drive your inventory processes inside Intacct.

To use this integration, you must be using the Warehouse dimension in Sage Intacct, and you must assign the external ID on each warehouse in ServiceTrade to match its corresponding warehouse in Sage Intacct.

See this support article for more information about setting up ServiceTrade's integration with Sage Intacct.

NOTE:  The warehouse dimension in Sage Intacct is usually displayed only on sales orders.  If you wish to make use of warehouse job item sources, we recommend that you configure the Sage Intacct integration to create sales orders, not AR invoices.

Invoice Notes Quick Add Shortcuts

Many ServiceTrade customers wish to include informative text on their invoices to help their customers understand the services that they delivered.  To support this need, it's now possible to quickly add information about the invoice's job to the invoice notes.

To use these shortcuts, click 'Edit Invoice' to edit your invoice, then click the quick add shortcut(s) that you wish to use:

The following shortcuts are available:

  • Job Description
  • Job Type - the type of job and the service lines associated with the job
  • Job Services - the full descriptions of the services that were performed on the job
  • Job Deficiencies - the descriptions of all deficiencies discovered on the job

Only shortcuts that can be applied to a given invoice are available; for instance, if a job has no deficiencies, the 'Job Deficiencies' shortcut option will not be displayed.

IMPORTANT:  If you use one of ServiceTrade's accounting system integrations, the ServiceTrade invoice notes will be sent to your accounting system as part of your invoice data, but that system may have a limit on the number of characters that can be displayed in its corresponding notes field.  Also note that not all accounting systems support a customized customer message on invoices; in particular, QuickBooks Desktop does not support customized messages in the invoice notes field.

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