Overview

The Print Services section of Readysell automates management of support contracts for major pieces of equipment that remain on a customer's premises.  The print services contract is recorded as a machine in Readysell.  The machine contains key information about the equipment and the support agreement.  Each machine may have many meters.  Meters are used to track equipment usage. Meters can trigger routine service calls, replacement of consumables and periodic invoicing.  Cases track ad hoc service requests in respect to the machine placed by the customer.  Service orders can be generated for machines manually due to equipment failure or a case raised by the customer.  Service orders can also be generated for routine maintenance as specified in the contract.

The workflow is as follows:

• define a machine (see Creating a new machine)
• set up meters for the machine (see Conducting a meter count run)
• generate runs of suggested invoices
• email or sms the customers requesting meter counts
• capture actual copy counts into the meter count run via emails received from the machines or returned from customers, or manually enter counts into the meter count run
• generate invoices from the meter count runs

Getting Started

• Creating a new machine
• Creating a new machine as a template
• Generating a service order from a machine
• Generating a scheduled service order from a machine (Preventative Maintenance)
• Generating a sale order from a machine
• Testing import of meter count and associated information from emails sent by machines
• Setting Up Meter Charge Price Increases on Meters
• Understanding automatic assignment of machine ID
• Aggregation and charging using total machines and subtotal meters
• Setting up machines for monthly invoicing to one account
• Machines, contracts and preordered products
• Setting meter to use Count Variance Quantity Break
• Setting up meter to use Initial Charge field
• MPS split meter charge between finance company and customer using Machine Charge Group
• What to do if you get unexpected minimum charges
• Creating and charging a Hire Meter or a Type of Service Charge
• Setting next charge period
• Setting up customers and machines to support FM Audit integration
• Machines - separate 'Charge to'
• Minimum Charge on a Total Meter
• Minimum Charge and Quantity break on children meters
• Total Machine with a Minimum charge and Quantity Break - NOT COMPLETED
• Setting up Maximum Charge on a Meter
• Setting up customers and machines to support Print Audit integration
• Aggregation and charging using total machines and subtotal meters worked example
• Hire charges using a hire meter on a machine worked example
• Initial meter charges worked example
• Splitting meter charges between departments worked example
• Meter charge pricing all worked examples
• Charging a minimum total value for a machine using a total meter worked example
• Charging a maximum value for a machine meter worked example
• Charging a minimum value for a machine meter worked example
• Rolling minimum charge on children or total machine meters
• Managing Machine Addresses and Machine Invoice Address
• Machine counted and charged quarterly
• Transferring equipment covered by a machine service contract between customers
• Machine meter average monthly count
• Machine - LastCommunicationDate

Reference

Buttons

Image	Name	Description
	Generate Service Order	Generate a service order from the machine
	Generate Scheduled Service	Generate a scheduled service from the machine
	Create Sale Order	Create a Sales Order from the machine
	Standard Finalise Arrangements	User can create standard notes for financial. User would select, generate and adjust the financial note as required for each machine
	Set Charge Period	Set the Next Min Charge Run Period and Next Var Charge Run Period to an open period. This is useful when you need to skip the current charge period and set to the required period.
	Adding a Machine to a Contract from the Machines	When creating or copying a new machine, you can add a contract to this machine by clicking on the action button in the top ribbon 'Add to Contract' and the contract will be prepopulated onto the machine and the machine will be added to the contract as well. You can also navigate from the machine to the contract by dropping the Show Related action button in the ribbon on Machines and selecting 'Show contract' From the Contract itself, you can also navigate back to the Machine and Customer. If you wish to remove the contract from the machine, go to the Contract, click on the Machines Tab, find and highlight the machine, and then click on Delete. See link below Creating a new machine
	Check Invoicing	Check machines last meter charge invoiced period

Fields

Name	Reference
Machine ID	The machine ID for the machine
Name	This field shows the name of the machine
Status
Start Date	This is the start date for the machine
End Date	The end date for the machine
Product	This is the product for this machine
Customer	This is the customer for this machine
Address	The machine address is the actual physical location of the machine for that customer
Customer Reference	The customer's reference
Active Contract	The active contract for this machine
Contact Person	This is the contact person for this machine. Machine contact is required, unless status of the machine is archived
Machine Template	The machine template used to create this machine
User	The technician it automatically goes to if a service order is put in for that machine
Territory	The territory the machine falls under in terms of which technician may be looking after that area
Market Segment	How fast the machine is - segment by speed machine prints.  I.e. 1000 prints per minute (1000ppm)
Service Order Template	The service order template linked to this machine for generating service orders from this machine
Serial Number	Select/add a serial number for this machine
Override Card Type	The card type of the customer card can be overridden based on a machine instead
Charge To	Who is to get charged for this machine
Is Master	Is this the master machine?  If so, click on the check box to flag it
For Hire	Is this machine for hire?  If so, click on the check box to flag it
Meter Charge Overdue	To indicate if a machine has any meters overdue for charging
Last Communication Date	Is a populated date and time for when the last machine meter was done with a count method of "remote Access"
Last Service Order Date	Is a populated date and time for when the service order was conducted against this machine

Meters Tab

General Tab

Invoice Setting tab

Charge Splits tab

Charge Splits is used to split up the cost of meter charges based on 1 site using the same printer from all relevant levels of the building.  The split percentage can be set based on the usage.

Meter Usages

Meter Services tab

General tab

Description tab

The Description sub tab on the Meter Services tab is there for you to make a more detailed descriptive note of what happened during that meter service.  You do not have to click on a New button to record a note.  Instead click into the field and just start typing.  You can format the text in this field in any format you want limited to only the formats provided in Readysell.

Service Order tab

You can create a new service order from a machine in two ways.  1st way - use the Generate Service Order button at the top of the screen.  2nd way - use the button New on the Service Order tab.
This tab is used to create new service orders for this machine along with viewing past service orders for this machine. 

Message Logs tab

Notes tab

Notes that you can make against this machine. You do not have to click on a New button to record a note.  Instead click into the field and just start typing.  You can format the text in this field in any format you want limited to only the formats provided in Readysell.

Auto Increases tab

This tab allows you to have the system automatically adjust the meter run charges for you based on a percentage to increase them by and what the frequency will be for these increases. 

Auto Increase Meter Charges tab

General Tab

Service Order

Shipment Lines

This shows all shipment lines for service orders generated for this machine. 

Cases

This is the cases logged on this machine.  Brand new machines set up will not show anything here until emails/counts start flowing through along with customer enquiries on the machine. 

Activity Logs tab

This tab records all movements of the machine.  What changes were made to the machine, any service order it was added to, invoice it went to, etc.

Parts Tab

Accessories

Custom Field

Custom fields are fields that are created specifically for this store to use.  Custom Field in Machines are for fields for Machines that are added in for a specific use for this store. 

Finance - Financial agreement for each machine with the Finance Company
It allows you to optional record the financial arrangements about each machine in Readysell.

Notes

Field

Messages Tab

The ability to view phone call(In/Out) message logs and record notes against a message log line at the machine level