Creating and Managing Companies and Locations

Derek Torres
Derek Torres
  • Updated

In ServiceTrade, all "Customers" are a combination of a Location (ship-to / Job-site) and a Company (bill-to).  One Company can have many Locations.  If creating a residential customer or other situation where there is no distinction, simply input the same information for the Company and the Location.

Creating a New Company

  1. On the Nav Bar, click Customers.
  2. Select Companies.
  3. Click Create Customer Company, to open the Create Company Menu.
    Screenshot_2022-12-06_at_11.06.34_AM.png
  4. Provide all relevant information as desired. Each field with a red asterisk next to it is required.
    • Select the Status "Active" if you are ready to perform work for this customer.
    • Select the Status "Pending" if this is a new customer that you are quoting, but they haven't approved any work.
    • Read more about Company and Location Status here.
  5. Click Save when done.

Creating a New Location

  1. On the Nav Bar, click Customers.
  2. Select Locations.
  3. Click Create Location.
    ST-Office-Create_Location.gif
  4. Provide all relevant information as desired. Each field with a red asterisk next to it is required.
  5. Select the taxable status of the Location.
  6. Check the box to create a contract specific to the Location, if needed.
  7. Select the relevant service lines by clicking the checkbox next to each performed at the Location.
  8. The final step will be to associate the Location with a Company. The Company can be a new one created at this step, or it can be one that already exists in the account.
    • To associate a new Location with an existing Company, you must type the Company's name into the name field and then select the Company from the drop-down.
  9. To create a new Company, simply provide the required information and click the green Save button at the bottom of the page.

Editing a Company or Location

  1. On the Nav Bar, click Customers.
  2. Select Companies or Locations depending on what you are trying to edit.
  3. Use the Search fields and click Search to find the Company (if you selected Companies) or Location (if you selected 'Locations') you want to edit.
    Screenshot_2022-12-06_at_11.23.21_AM.png
  4. Click on the blue Company or Location Name of the entity you want to edit.
  5. Click the blue Edit button.
    Edit_Button.png
  6. Make any edits you would like and click the Save button.

Company and Location Status Definitions

Company and Location Statuses are useful for your office to manage your Customers. Below we will define the four different Customer Statuses in ServiceTrade.

Status Definition
Active Indicates that the customer is active. Meaning you are currently performing work for and billing this customer.
Inactive*

Indicates that you have deactivated the customer. This means you no longer plan to perform work and bill this customer.

  • Locations that are made inactive will no longer show under Service Opportunities.

  • Companies and Locations that are made inactive will no longer show in most lists unless you explicitly search for inactive.

Pending*

Indicates the customer is a prospect and you haven't been approved to perform work for this customer yet.

You would typically use this when creating a new Company or Location that you plan to send a new Quote out to. Once the quote is approved by that customer, you would change the status of the customer to Active.

On Hold* You would use this status if a customer account has not paid their outstanding invoices or has an outstanding legal dispute.

*For customers in Inactive, Pending, or On Hold states, a badge will display to the right of the customer's name for all of that customer's jobs, invoices, quotes, locations, and assets. 

mceclip1.png

On Hold, Pending, and Inactive Customer Warning Messages

A warning will also be shown whenever a ServiceTrade user attempts to perform any of the following actions for a location whose parent customers are 'On Hold', ' Pending', or 'Inactive':

  • Create a job from a location page.
    • This does not include creating jobs from the Service Opportunities page.
  • Complete a job
  • Invoice a job
  • Send a Service Link for a job
  • Send an Invoice Link for an invoice
  • Send an invoice to your accounting system
  • Create a quote
  • Send a quote to a customer for approval
  • Approve a quote on a customer's behalf
  • Create a job from an approved quote

Example of a warning message for an 'on hold' customer:

mceclip3.png

Deactivating vs Deleting a Company or Location

Companies and Locations in ServiceTrade generally cannot be deleted once they have associated information, such as Services, Jobs, Contacts, etc. If you have not created any associated information, follow the steps below for deletion. Otherwise, you may only make the Company or Location "inactive" by following the steps for deactivation below. 

How to Deactivate

Complete the following steps to deactivate a Company or Location.

  1. Using Universal Search or other methods, navigate to the Customer or Location page for the entity you wish to make inactive.
  2. Click the red Deactivate button in the action menu on the right side of the page.
  3. Choose the option to Leave All Jobs Open or Cancel All Open Jobs.
  4. Then click Deactivate Location.
ST-Office-Deactivate_Location.gif

How to Delete

Companies and Locations in ServiceTrade generally cannot be deleted once they have associated information, such as Services, Jobs, Contacts, etc. If you have not created any associated information, follow the steps below for deletion.

Complete the following steps to delete a Company or Location

  1. Using Universal Search or other methods, navigate to the Company or Location page for the entity you wish to delete.
  2. Click Edit, toward the top right of this page, just to the left of the Google Street View.
    ST-Office-Edit_Location.png
  3. On the bottom right side of this page, there will be a Delete Location (or Delete Company) link.  If you do not have this link, then you may not be able to delete this record because there is associated information for it needed for other historical records.  Follow the instructions below to make the record inactive.
  4. Confirm by clicking the Delete Location (or Delete Company) button.
    ST-Office-Delete_Location.png

Reactivating a Company/Location

  1. Go to the Company or Location search list.  
  2. Select 'Inactive' from the Status drop-down.
  3. Search for the Company or Location name that you are looking for.
  4. Click the Company or Location name to be taken to its page.
  5. Click Edit.
  6. Flip Status from inactive to active.
  7. Click Save.

Merging Companies and Locations

Sometimes you might have duplicate locations or companies that you want to merge together. The Merge function in ServiceTrade allows you to merge these entities easily. The video and guide below will walk you through merging locations and companies.

Note: This example in the video uses Locations, but Company merging will function the same.

  1. On the Nav Bar, click Customers.
  2. Select Companies or Locations depending on what you are trying to edit.
  3. Use the Search fields and click Search to find the primary Company (if you selected 'Companies') or Location (if you selected 'Locations') you want to merge other locations or companies into.
  4. Click on the blue Company or Location Name of the entity you want to merge.
  5. Under Act on this menu, select the Merge button.
  6. On the Merge From menu, select the entity you want to delete and merge.
    Merfe_From.png
  7. On the Merge Into menu, verify that this is the correct entity.
  8. Click Confirm and Merge
    • Note: This action CANNOT be undone. 

 

FAQs

How do I add multiple address lines to a Location or Company?

In ServiceTrade, we map addresses to Google Maps to validate them and only use one line for Locations addresses. There is no multi-line addresses for Locations.

Companies can have multi-line addresses. See the image below:
Company_Multi_Line_Gif.gif

If syncing with accounting, Company and Location names should match bill-to and ship-to names in the accounting system. Either name matching or external IDs are the basis for sending Invoices to the right place, and addresses/address formats are not considered for this purpose. 

Where can I see the store number for a Location?

The store number is a legacy field that will only display:

  • As pop-up ToolTips (yellow bar) in certain lists
  • If you go to the "edit" function on a Location
  • In exports.

For the above reasons:

  • The store number is not useful as a visual aid.
  • We highly recommend including the store number IN the Location name itself. 

Why does the history button show on some Location pages and not on others?

We don't show history if there is no history to show.

How do I fix a Location that won't map correctly?

Note that we only automatically map Locations in the U.S.   To fix an existing Location that is not mapped correctly in ServiceTrade: 

  1.  Copy the address as entered into ServiceTrade.
  2. Paste that address into Google Maps in a separate browser tab.
  3. Observe the result that Google provides.
  4. Go back to ServiceTrade and update the Location address to be *exactly* what Google found, even if it was really close already.
  5. Save the Location, and the mapping should be correct.

I have tried to fix the address and my Location still won't map correctly.

In these cases, you may manually place a map pin to force the Location to be correct.

Map_Location.gif

  1. From the Location page: Go to the map at the bottom
  2. Click the "Adjust Location" button. Then move the pin to where it should be. You may need to zoom and pan the map to get what are you looking for on-screen.
  3. Click Save. From then on, the mapping geo-coordinates for that address will be correct everywhere in ServiceTrade (Location page, schedule, mobile app, etc).

Is there a way to put a Location on a "credit hold" or to otherwise prevent the creation of or scheduling of Jobs for a customer that has an outstanding Invoice?

You can change the Location's Company status to 'On Hold'.

  1. From the Company page, select 'edit.'
  2. There you need to change the status to 'On Hold.'
    Screen_Shot_2022-01-27_at_2.03.12_PM.png
  3. Once the status change is made for the parent Company, the status will be visible on the Locations page.

I accidentally merged two Locations. Is it possible to undo this?

No. Merging cannot be undone.

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