Trakker Mobile Quick Start for Rental Services

The basic Rental Invoice

Start the Trakker App (Route Sales Trakker or Field Service Trakker)
Open Schedule
Look through the list of todays appointments
Find the first one
- Tap the Address to Open Google Maps for Turn by Turn Directions
- Tap the white area in the appointment to open the Detials
Optional (by company policy)
- Log Travel Time by tapping Travel To Site
- Log the Arrival by tapping Arrived at the site
Tap Appointment Wizard
- This open the work order, which will turn into an invoice
Look at the basic information such as the service and billing address to verify you are at the correct customer location.
- If the GPS detects that you are not near the customer, it will give you an alert stating that you are x number of files from the customer site.
- This is useful for businesses like Starbucks which may be every few blocks apart
A PO# may already be filled in, if not it can be manually entered here, or at several other points during the invoice process. Including after the invoice is completed, this is the invoice can be re-opened and this is the ONLY field that can edited after the invoice number was assigned
Office Notes can be reviewed or filled in by tapping the Office Notes button
Invoice Notes can be reviewed or filled in by tapping the Billing Notes button
Rental delivery details
- Tap Rentals
- The list of rental items this customer has will be displayed along with the quantity of each item that should be found at this customer location
- Tapping the BLUE + will add 1 (for each tap) to both the Delivered and Returned list
  - Tapping a grey +/- will change the quantity only for the associated field value
  - Using this method makes it very easy to set the DEL an RET to match
  - If there is a change, just reduce or increase the RET amount (typically) to reflect the difference from what is being Delivered and Returned
- To add a NEW rental item to this customer (an item not already on their list) tap the +Add New above the existing list
  - A new scrollable and searchable list will be displayed with 3 columns
    - Group
    - Available Products
    - Selected Products
  - Search
    - By Code/Desc
      - Fill in any part of the product Code or Description
      - Select Code/Description from the blue Drop Down selector
      - Tap Search
      - X will clear the search
    - by Group
      - On the left side may be a group list that can be tapped for quick searches by type, if the office set these up
      - EXAMPLE of a drill down:
        
        List: FRUIT, VEGITABLE, BAKERY
        
        select BAKERY-> CAKES, BREADS
        
        select BREADS
        
        each step along the way above not only shows sub-categories, but will also filter the list of items on the right to chose from. So when Bakery was selected, all Cakes and Breads would be listed on the right, but then when Breads was selected, only Bakery Breads would be listed on the right
  - Tap the desired product from the center column, it will be added to the right ‘selected’ column
    - Tap + next to the new item to increase the quantity to the desired amount
    - Repeat for as many new items needed
    - Tap Back
- The new item(s) will be on the list with DEL qty matching the number fill tapped in and the Returned as 0
Tap Back
When done entering all Notes, Rentals, Products…
- Tap Complete
Totals Screen
- The taxes are then calculated
- Bottom line discount can be applied (if allowed by company policy)
- additional fees such as delivery charges, handling fees, hazardous material fees can be added (up to 2)
- Can fill in PO# (if ready)
- BACK will still let you edit
If good then tap COMPLETE ->
Customer Signature Screen
- Get the customer signature
- Type in their name (REQUIRED)
- IF this is an OFF CYCLE visit check the Off Cycle Checkbox
  - An Off Cycle visit is one that will not change the time frame of their normal Route Days. For example if the customer is set to be a 56 day customer, and they are set to SMART AI Routing, but they have an emergency need so a visit is made and invoice is created, their next 56 day visit should still be calculated from the previous visit 4 weeks ago, NOT 56 days from this off cycle (emergency) visit. So this checkbox would be checked
- Can review and possibly change the customer’s Auto Invoice email address (per your company policy)
Click OK to FINISH
- Invoice # is assigned
- rental items delivered are reduced and the Need Service Qty is increased for any returned items, as well as any Products(parts) sold are reduced from this truck’s inventory
- NOTE: VOID will void everything done on this order
Answer how payment is being made.
- on top of this screen will be listed the type of payment expected. Some company policies can require payment at the time of the visit and not let you exit this unless it has been received
- Select Type
- Fill in amount
- Tap SAVE
  - NOTE: Multiple types can be taken, so if part in CASH part in Check, fill in the Cash amount, then hit SAVE-> Then on next screen can tap +Add Payment
DONE->
This will return you to the Appointment List

Additional needs on the Invoice

From time to time additional things may be needed on the invoice such as time and/or materials. In order to add those, the steps above are mostly the same except before completing the invoice.

You may have noticed the icon called EQUIPMENT. This is a list of Equipment/Fixtures/Systems/Cabinets/… or simply different locations/rooms a customer may have at this site. When add working with Parts or Labor at least one EQUIPMENT item must typically exist.

Check for equipment

Tap Equipment to see if any equipment is already defined for this customer.
If something is listed you are done
If not
- Tap +Add Equipment
- Name (REQUIRED) for the equipment. Try to make it a useful name for possible future reference like back office, behind main cooler…
- Location (OPTIONAL) is sometimes helpful as well if there are more than one of that type of equipment in different areas of the building
- If this equipment you installed it can also be useful to fill in an Install Date and check the ACTUAL INSTALL DATE as opposed to a guess to the age of the system
  - (Default is 1/1/1972 because a date is required and uncommon for equipment to be over 50 years old)
- Tap Save
- Tap Back

You are now ready to enter the Part and Labor

Tap Parts and Labor
Select the Equipment to apply these Parts/Labor to
If the office has built a template for this type of service, simply select the template from the list (you will be able to make adjustments to the items automatically loaded from the template)
IF using a Template to prepopulate a list of consumable items need to be regularly checked
- use the Create A Fill Cabinet From Template button
OTHERWISE Tap
- Continue (Multi Item Quick Entry)
This will open a list (much like the +Add New Rentals) to search/sort and adjust quantities to
- There is a DROP DOWN on the top to select between PRODUCTS, FLAT RATE, LABOR, RENTAL, AND ALL
- The list area below that has 3 columns
  - Group
  - Available Products
  - Selected Products
- You can search by
  - Code/Desc
    - Fill in any part of the product Code or Description
    - Select Code/Description from the blue Drop Down selector
    - Tap Search
    - X will clear the search
  - Group
    - On the left side may be a group list that can be tapped for quick searches by type, if the office set these up
    - EXAMPLE of a drill down:
      - List: FRUIT, VEGITABLE, BAKERY
      - select BAKERY-> CAKES, BREADS
      - select BREADS
      - each step along the way above not only shows sub-categories, but will also filter the list of items on the right to chose from. So when Bakery was selected, all Cakes and Breads would be listed on the right, but then when Breads was selected, only Bakery Breads would be listed on the right
- Tap the desired product from the center column, it will be added to the right ‘selected’ column
  - Tap +/- next to the items on the right will increase/decrease the quantity being delivered
  - Repeat for as many new items needed
  - Tap Back, back
  - (till get to main invoice wizard form)
The invoice can now be completed as normal