1. PM Master Contract
Overview

2. PM Master Scheduler Overview
The PM Master Schedule is designed to streamline the process of generating the PM Schedules and Billings from a single viewer.
When a PM Master Schedule is completed correctly, and then the Create PM Billing and Create PM Work Orders functions are run, the system will:
Check the PM Master Schedule records and, if applicable, create the appropriate lines on the Client Site Billing Tab and the Client Site Equipment PM Schedule tabs. These lines will be created regardless of whether or not you actually check the Do boxes and create the PM Invoices or PM Work Orders.
Create the PM Invoices (if you are doing advanced billing) and the PM Work Orders if you check the Do boxes.
The system will not create duplicate lines for dates that are already on the Client Site Billing Schedule or Client Site Equipment PM Schedule.
Work Orders will only be generated for applicable Client Site Equipment records if they are active (e.g., the Inactive box is not checked) and they are flagged as Under Contract (this box is checked). In addition, the Master Contract Id must be completed if it is to be associated with a specific Master Contract. PM Billings will only be generated for applicable Client Sites if they are Active (they are not flagged as Inactive, and the Date Closed field is not filled in.
Work Orders will be generated to the Technician specified in the Client Site Equipment record. If this Technician is a Subcontractor (with a Vendor Id included in the Technician record), a PO will also be generated, using the information contained on the Service Provider Rates tab.

3. PM Master Scheduler Registry Entry
Registry Options for Master Contract-
Registry Id: sys-viewer-vmstrcntrct
Setting PM Work Codes with Auto Populate
The options enable you to specify the default work code on a month-by-month basis when the Auto Populate button is clicked to generate or update the Schedule tab.
Setting Key: PMWorkCode-01 Setting Value: WorkCodeId
Setting Key: PMWorkCode-02 Setting Value: WorkCodeId Etc….
The above entries take precedence over the following "PMWorkCode" Setting Key that applies to ALL months.
Setting Key: PMWorkCode Setting Value: WorkCodeId
This option provides the default work code for all inspections when the Auto Populate button is clicked.
Setting GL Accounts with Auto Populate
Setting Key: GLCreditAccount Setting Value: GLAccountId for Revenue Recognition Setting Key: GLDebitAccount Setting Value: GLAccountId for UNbilled Revenue
This option provides the GL accounts to be applied the Advanced Billing tab when the Auto Populate button is clicked. Note that the Debit account is accessed via the Magnify button.

4. PM Master Scheduler Registry Entry

5. Master Contract /PM Master Scheduler Viewer
The Main Tab in the upper section of this screen displays the header scheduling information.
The tabs on the lower section will list the Sites included on this Contract, as well as specify the scheduling and billing details.
Work Orders associated with this Contract are also listed.

6. PM Master Scheduler: Main Tab
The Job, Cost Code, Billing Item, and Cost Category fields in the Main tab should only be filled in if one job (and one job only) will be billed and costed to this contract. If these fields are completed, the corresponding fields on the Site List tab must remain blank.
When creating a new record, you would begin by entering a unique Id and brief Description of this contract.

7. PM Master Scheduler: Setting the Start and End Dates
The Start and End Date fields must define the calendar year that this contract covers. The time span must not exceed one year. The system will use this range when computing the year(s) for the Billing Dates (if applicable) and the PM Schedule dates when the Create PM Billing and Create PM Work Order functions are run.

8. PM Master Scheduler: Filter Tab
Next, we want to enter the Sites included on this contract.
Instead of entering them one at a time, click the Filter tab to use a shortcut.
These fields will be discussed in a separate presentation.

9. PM Master Scheduler: Entering the Ranges
The Filter tab enables you to auto-populate the sites included in this contract by filling in one or more of the ranges, and then clicking the Auto Populate button. The Site List may then be adjusted manually by adding or deleting lines.
Typically, the Site range would be completed to select Sites with similar Id’s. By also completing the City or State, Sites added to the list would be limited to a specific city, state, or list of cities.

10. PM Master Scheduler: Using % in a Range
For example, to populate the list with only those records whose Site Id begins with SW, you would enter SW% and then click the Auto-Populate button.

11. PM Master Scheduler: Site List Populated
The Site List has been populated. You may delete lines from the Site List if needed. In this example, we will delete SWTEST.

12. PM Master Scheduler: Equipment Under Contract
Once the Site List has been populated, the Equipment tab lists all equipment that is associated with the Sites on the Site List. A registry entry may restrict the generation of PM’s to only the equipment that is under contract.
To change the Contract Status of a piece of equipment, right-click on the applicable Equipment line. If a piece of equipment is removed from the Contract, the Contract Id field in the Equipment record will be cleared.
Tip: to transfer equipment from Contract A to Contract B: remove it from contract A with a right-click, go to contract B, and add it with the right-click.
Double-click on a line to access, review, or update the entire Equipment record.

13. PM Master Scheduler: Site List Fields
Now that Equipment and Site Lists have been populated correctly, your next step is to complete the Job, Cost Code, Billing Item, and Cost Category fields (if you did not specify these fields on the Main tab).

14. PM Master Scheduler: Setup / Renew
The Setup/Renew tab enables you to quickly generate or update the entries on the Advanced Billing and/or Schedule tabs. If you are updating your contract with this tab, be sure that all PM’s and Billings for the current contract year have already been generated (with the Create PM WO’s and Create PM Billings functions).
Note that we have entered the Annual Amount of the contract (per site), and clicked the Renewable and Amortize Revenue boxes.

15. PM Master Scheduler: Setup / Renew
If the Amortize field is checked, the Amount Earned will be evenly distributed by month when the Auto Populate button is clicked. Notice that the system has flagged the “Earned” boxes in the Schedule Block for you.

16. PM Master Scheduler: Setup / Renew
The Bill and Inspect fields enable you to select the months to Bill the contract, and also which months that an inspection should be scheduled for. The Adv. Bill and Schedule lower tabs will be updated by the Auto Populate Button.
Fill out the Bill? And Inspect? boxes, then click Auto Populate..

17. PM Master Scheduler: Adv. Bill Tab
The Advanced Billing tab defines the advanced billing schedule for those active Sites included on the Site tab. This information will be generated to the Client Site PM Billing tab when the Create PM Invoice function is run. The Auto-Populate function has completed this tab for you.
The Mo and Da fields specify the month (1-12) and day (1-31) of the scheduled billing. The system will derive the year based on the Start and End Date fields on the Main tab. The user may adjust the Day field if needed.

18. PM Master Scheduler: Adv. Bill Tab
The Amount Bill field specifies the billing amount that will be associated with every Site on the Site List tab. Either the Contract Value (on the Site list) or the Bill Amount should be completed – not both. If you wished to assign different values to the billing dates, the Bill Amount on the Adv. Bill tab would be completed.

19. PM Master Scheduler: Scheduling Tab
The Scheduling tab will be used to generate the Client Site Equipment PM Schedule lines and Work Orders. Auto-Populate (and your registry entry) did the initial setup of this tab for you.
The Mo and Da fields determine the Month (1-12) and Day (1-31) of the scheduled maintenance. The system will derive the year based on the Start and End Date fields on the Main tab during PM Work Order Generation. The user may adjust the Day field if needed.

20. PM Master Scheduler: Scheduling Tab
The Scheduling tab will be used to generate the Client Site Equipment PM Schedule lines and Work Orders.
You may specify an Escalation Profile Id, and then check the appropriate box(es) to include items flagged as standard or pleated filters, belts or other on the parts list that is included in the Work Requested field of the PM Work Order. These fields are used by the system when generating PM Work Orders for Technicians that are defined as subcontractors. The system references the Service Parts list in the Service tab of the Site Equipment record when determining which Parts List to write to the PM Schedule.

21. PM Master Scheduler: Saving the Master Contract
Once your Contract has been correctly entered, Add or Save the Master Contract.

22. Generating PM Invoices and Work Orders
The Service Invoice tab of Service Management lets you access the Generate PM Work Orders and Generate PM Billing functions. PM Invoices should be generated before their corresponding Work Orders.
When the system runs these functions, it will use the Master Contract data to update the Client Site Billing Schedule and the Client Site Equipment PM Schedules before generating the PM Work Orders and Invoices.

23. PM Invoices: Generate PM Billing
This function enables you to select which PM Invoices to generate if you are billing in advance. If you are amortizing your PM Billings, it will also generate the necessary GL transactions for the date defined by the Start and End Date. The effective date of the amortization entry will be the End Date.
Notice that you must specify an Accounting Period Id to run the function. Note that the system will consult the PM Master Scheduler (Master Contract) records that you have created.

24. Generating PM Invoices Checklist
The PM Billing Checklist enables you to select which PM Invoices will be generated. Only those lines with the Ok box checked will have Invoices created.
Next, you will print and post your PM Invoices in the usual manner (depending upon whether you are using invoice format 4 or PM Workorder Invoices).

25. Correcting PM Invoices
Enter a negative line (not marked renew) on the Client Site PM Billing tab to reverse the incorrect billing. Then enter a correct line to issue a new invoice. Run Generate PM Billings to create both the reversal and correct invoice.

26. Generate PM Work Orders
This function enables you to select (by Date, Client Site, Branch or Master Contract) which PM Work Orders to Generate. The system will consult the Master Contract (PM Master Scheduler) records you have created as part of this process.

27. Create PM Work Orders Checklist
The checklist enables you to confirm the Work Orders to be created. If the ‘Do’ box is checked, the Work Order will be created. If it is cleared, the Work Order will not be created. Click Go to create Work Orders.

28. New PM Work Orders
Jumping ahead to the WO dates from the checklist, you’ll see the PM Work Orders have been generated, assigned to Technicians, and added to your Dispatch Board.

29. Schedule PM Work Orders
You can easily see all unassigned PMs on the child tab of the Power Board by highlighting your “Unassigned PM” tech on the parent. Click on the work order you’d like to schedule, and use Techfinder on the left toolbar to look for an available time.

30. Schedule PM Work Orders
Click on the desired time slot. with. Review other workorders scheduled for that tech and day in the bottom left pane. Reschedule other workorders if necessary. The top line represents the PM workorder you started with. Select a time on the chart to the right to pop up the scheduling box. Hitting okay will schedule the workorder and return to the dispatch board. This workorder will no longer be on the unassigned tech list.

31. Renewing the Master Contract
Start Renew Master Contract uses the existing information in the Master Contract to revise this record when a contract is renewed. A year will be added to the End Date of each Contract that you renew with this function. Alternately, the Renew/Setup tab of the Master Contract may be used to update your Master Contracts.
The Renewable? flag in the Master Contract record must be checked for it to be eligible for update via this function.
Important Note: If you are updating your contract with this function, be sure that all PM’s and Billings for the current contract year have already been generated (with the Create PM WO’s and Create PM Billings functions) before you proceed with the update.
Start Expiration Date: End Expiration Date: These required fields define the range of End Dates of the Contracts that you wish to renew.

32. Renewing the Master Contract
Escalation Percent This field enables you to automatically escalate the Amount Billed and the Amount Earned fields in the Master Contract. For example, to escalate the contract by 7%, you would simply enter 7.
Value Adjustment Type: Round Truncate None This field defines how adjusted contract totals with partial dollar amounts will be handled. By default, amounts will be Rounded up or down to the next whole dollar value.
Default Distribution: o Weighted o Even This field sets the default payment distribution method for the Renew Service Contract Checklist screen. It controls how the dollar amounts in the renewed billing schedule will be distributed. By default, this option is set to ‘Weighted’. Selecting this option results in each new billable amount being proportionally increased by the escalation percentage. If you select the Even option, the system will ‘smooth’ the billing schedule so that all payments are the same (or within a few pennies of each other).
When you click Go the Checklist screen will appear so that you can confirm you renewals.

33. Renewing the Master Contract – Checklist Screen
Do This field enables you to select which PM's will be added to the schedule. By default, all Contracts are selected. Double-click on the Do field to select or deselect a Contract.
Master Contract Id: The contract that is being renewed.
Weighted If this box is checked, the weighted methodology will be used.
New Value: This value was generated by the escalation percent that you selected in the range screen. It may be adjusted here if needed.
Old Value The old contract value per site (from the Master Contract).
Once again, click Go to update the Master Contract.

34. Accelerated Payment Technologies
APT integration (Accelerated Payment Technologies) provides a secure portal opened from SAMPro to submit credit card transactions for authorization and settlement with no need for a physical credit card terminal. TechAnywhere already provides this functionality via credit card swipe.
Instead of swiping a credit card, SAMPro users can launch APT's XWeb Hosted Payment Form portal. This portal may be used to capture and save an Alias to be used later by SAMPro for recurring PM Billing (via the Payment Alias button in the Client Site or Master Contract record) or to record a single payment for Service Billing (with the Process Payment button in the AR Cash Receipts and Work Order COD tab).
The customer's credit card information will be stored securely by APT. For recurring payments for PM's, a Payment Alias will be recorded in SAMPro in the Client Site and/or Master.

35. Recurring PM Billing Process
SAMPro Client Site
APT Web Portal
Request Alias
Alias Returned
Credit Card Info Stored in APT
Credit Card Alias Stored in SAMPro
Credit Card Approved

36. Setting a Payment Alias in the Client Site
From the Client Site, click the Payment Alias to enter a credit card number to store for future payments. Be sure to have the credit card number and expiration date on hand. Once clicking the Payment Alias button, you will have 60 seconds to enter this information.
Click Yes to enter the credit card number and expiration date.

37. Setting a Payment Alias in the Client Site
Once you’ve accessed the x-web portal, enter the customer’s credit card number and expiration date. Click Submit.

38. Setting a Payment Alias in the Client Site
You will see the credit card number you’ve entered masked so that only the last four digits appear as numbers. You will also see the Alias Success: Created message on your screen.

39. Setting a Payment Alias in the Client Site
Back at the Client Site screen, you’ll see that the Payment Alias, Masked CC No, and CC Expiration Date fields have been populated. Save the record.

40. Preventative Maintenance APT Payment Processing
To process a PM invoice using APT, generate PM Billing as usual. Stored APT Payment Aliases are not used for Service calls, only PM or Master Contract work.

41. PM APT Payment Processing
The PM Work Order lists APT as the Payment Type, and has the Masked CC Number listed on the payment lines of the COD tab.

42. PM APT Payment Processing
Once the Invoice is generated, the APT Payment is processed alongside it. The Invoice will list the APT payment applied to the invoice, and can be ed to the client.

43. PM Agreement Frequently Asked Questions
Vocabulary
Time of Service PM – Client is charged a predetermined amount at the time the service is performed.
Scheduled PM Agreement – Client is billed on a schedule.
Can I reverse a scheduled PM invoice?
Yes, use the Start Job Invoice Reversal.
How does the system Amortize my scheduled billings?
On the Billing Schedule Tab of the Client Site enter the Amount Earned and its related information. When the function Generate PM Invoices is execute a GL transaction will be created for the amortized amount for the specified date period.
When I reverse a scheduled PM invoice does the Amortized portion reverse as well?
No, the invoice reversal application will not reverse any amount amortized during the initial compute. This must be done through a GL Journal Entry.
How do I Amortize on a monthly basis even if I do not bill monthly?
The function Generate PM Invoices should be run monthly even if no invoices are being produced. It is the Generate PM Invoice function that will trigger the amortization process.

44. PM Agreement Frequently Asked Questions
If I do scheduled PM billing, how do I schedule the work?
The PM work schedule is entered on the PM Schedule Tab of the Client Site Equipment.
PM schedules are assigned to Client Site Equipment. If I have many pieces of equipment at a site, do I have to enter a schedule for each one?
This option is available. Some people choose to create a pseudo piece of equipment for a site called PM and attach the schedule to this equipment.