Beginning with DSM
First of all, Thank you for
your purchase of DSM!
Setup, Configuration, and basic usage of DSM
This document will give you the basic steps for using DSM including initial setup, configuration and general usage. We’ll start with a quick checklist to guide new users of DSM through the proper setup and configuration. Until these items are completed, you will have difficulty using DSM.
By the end of this documentation, you’ll be able to: Take a quote, enter customers, turn quotes into orders, add billable items to the order, assign workers to the order (job), enter the job ticket, make employee time card entries, invoice the order, enter the check (when the customer pays), return the check (if it bounces), send collection letters, then run any associated reports.
Installation:
(NOTE: If you’ve already installed DSM, please go
to page 3.)
Below are the typical steps to installing DSM.
1. Turn on the computer you are going to install DSM.
2. Once it's up and running, log into your network (if applicable)
3. Run the DSM install program using one of the methods below:
- from CD
- from the version downloaded from internet
4.
If installing from the cd, insert the cd in your computers CD drive, wait for
it to automatically start, then click on the DSM logo to begin. If it doesn't
automatically start, go to My Computer and
double click on your CD drive and it should
start up.
If installing from the setup file downloaded from the internet, just double
click on it.
5. Once the setup process starts, Click NEXT
four (4) times. It’s just telling you
the basics like where to install it.
6. The install program will then display a screen with for steps (tabs)
at the top. In Step one, Click next.
7. In step two, you have the options of Single, workstation, or
server. Choose one and click next. For more information on which option is best
for you, please call Technical Support @ 801-572-3570.
8. In step three, the installation program will ask (or could ask you
based on the selection in step 2) where the PATH is. The path is the location of the data. If you chose server, it will prompt you for the path of
C:\DSMSRV\ If this path doesn’t exist,
it will prompt you to create it. If you
selected single (stand alone), it will not ask you.
9. In the
final step (step 4), you’ll be prompted to click “finish.” Upon clicking finish the installation
program will typically require you to restart your computer. If it doesn’t prompt you to restart, please
restart your computer manually. Once
the computer has been restarted, just double click the DSM icon to launch.
***NOTE*** There have been enhancements in DSM and there are some more steps to complete for you to be able to use the system properly. Please follow the instructions below to finish your initial installation.
Steps to updating the
system prior to first use. Once the
system is up and running, go to file, utility, update software version.
On the update software
version screen as shown below, you have many options. By default, the “Automated Updates”
area has the activity set to “Get latest Software”
selected. This is the option you’ll
want. The next item to choose is the
method in which you’ll be retrieving the latest version. It’s located below the Activity selection window. If you have a connection to the internet such as, DSL, CABLE, T1
or other high speed internet access, just put the DOT next to internet.
(default) If you do not have a constant
connection to the internet, you’ll most likely want to select modem. (use the modem in your computer) Make the appropriate selection and click
“Connect Now”
Once you’ve connected
and the latest version is downloading, just sit back and relax. Depending on your internet connection speed,
this process could take anywhere from 2 – 25 Minutes. Once the file(s) are downloaded to your system, it will
automatically take care of itself by updating the files and taking a backup to
ensure a smooth transition and operation.
There may be some
additional downloads required during the use of DSM. If a special download is required, the system will prompt you
with the instructions.
Configuring DSM
To start, this first page is a checklist of what we’ll
accomplish in order to use DSM properly.
ð 1. Add employees to
the system (required)
Menu
Options-> [file > configuration > user/person]
ð 2. Enter work types and work groups (required)
Menu
Options-> [file > table maintenance > worktypes and
groups]
ð 3. Enter counties where you work (required)
Menu
Options-> [file > table maintenance > counties]
ð 4. Enter product codes (required)
Menu
Options-> [file > table maintenance > product codes]
ð 5. Define payment
terms (required)
Menu
Options-> [file > table maintenance > payment terms]
ð 6. Define business
information (required)
Menu
Options-> [file > configuration > system]
ð 7. Enter trucks (optional, but strongly recommended)
Menu
Options-> [action > edit trucks]
ð 8. Enter Diamond
Tools (optional,
but required for managing blade usage)
Menu
Options-> [file > table maintenance > diamond
blades]
ð 9. Enter customers (required, but can be done at time of
order entry)
Menu
Options-> [action > edit customers]
ð 10. Enter Job Sites
(required for
certified payroll processing ONLY)
Menu
Options-> [file > table maintenance > job sites]
NOTE: IF DSM IS ALREADY CONVERTED AND RUNNING LIVE, GO TO PAGE 6
Before proceeding with the checklist, we’ll need to convert DSM to a full working version. The typical installation of DSM will initially come up in demonstration mode. The demonstration mode is intended for you to basically fool around with the system to get used to it, and learn what it can do.
If you’re ready to convert it to a working version, use the following steps:
1. Go to File, configuration, turn demo into normal version. You’ll be presented with the following screen.
NOTE: (this will erase any data you’ve entered to
this point.)
Click ok and proceed to the next option as shown below and click “YES”
After the system purges any demo data, it will open and present the following screen.
Once complete, you may enter DSM
using the user name of DEMO and no password.
You will now be ready to configure DSM and get moving.
ENTERING EMPLOYEES INTO DSM
The first thing you’ll want to
do is enter your people into the system starting with yourself. To do this, go to file, configuration,
user/person. You’ll be presented with
the following screen:
From here, let’s click NEW
PERSON and enter yourself into the system.
Entering a person into DSM.
Fill out the basic information here. Start with USER ID, then Password (if required) If no password is specified, the system will just let the user in. We would suggest that passwords be used.
After that, there are 5 checkmarked areas.
1. Active - if checked, allows the user to be active in the system.
2. Login allowed – if checked, allows the user to login
3. Person does not go out on jobs – if checked, the system will not pull up their name in the listing of available workers when assigning a worker to an order (job)
4. Person never enters a new order – if checked, the system will not allow them to enter an order (job)
5. Hide on Sched Grid – Allows the user to be assigned to orders (jobs) but not show up on the dispatch screen or worker scheduler screen
A final item at the top is ACCESS. Valid entries are (D)ispatch, (M)aintenance, and (B)oth. Access type D will allow the user (when logged in) to view / change the dispatch screen taking into account the previous items on the user configuration screen.
Next, we’ll enter their names, addr, city, state, zip and other obvious items.
The most important items here is the Hourly, certified, prevailing, travel, before & after travel, and shop. Make sure you’ve entered their rates here.
The access rights are used to allow / deny access to certain areas of the system. For now, just give yourself all the rights available and let’s move forward. Once you’ve entered yourself in, take a moment and add all the other employees into the system.
ENTER WORK TYPES and GROUPS
The next step is to enter the worktypes and groups. There is a default listing in the system already for you to use. They are broken down below by workgroup, then work types assigned to the group.
The menu options are: [file > table maintenance > worktypes and groups]
1.
Flat sawing
a.
Flat
sawing
b.
Elect
flat sawing
c.
Elect
push sawing
d.
Push
sawing
e.
Soft
cut
2.
Core
Drilling
a.
Core
drilling
b.
Hand
held drilling
3.
Other
a.
Bobcat
work
b.
Break
& remove
c.
Gas
grinding
d.
Electric
grinding
e.
Hand
sawing
f.
Sealing
g.
Epoxy
h.
Demolition
4.
Sales
a.
Sales
b.
Quotes
5.
Wall
Sawing
a.
Wall
sawing
b. Hydro hand sawing
Enter any work types into DSM that you’ll be using above the ones already in the system, or you may delete any that you’ll not be using.
Enter the Counties
The next step is to enter the counties in which you work.
Menu Options-> [file > table maintenance > counties]
To add a county, click Add. Fill in the County Name, and the tax rate. The territory is not necessary at this time. Territories are typically used for breaking down the salesman sales territory. This will be covered in the advanced section of Configuration.
Enter Product Codes
Your
next step is to enter the product codes.
Basically, product codes are the items that happen on the job. Items such as Core Drilling, break &
remove, hand sawing, etc. which are billable items on the job. A sample is below:
To enter
your product codes into DSM, use the
menu options below
Menu Options-> [file > table maintenance > product codes]
Just add them in and save when done.
Define Payment Terms
The next step is to Define your customer payment terms. This is crucial to the collection process in DSM. To define the payment terms, use the options:
Menu Options-> [file > table maintenance > payment terms]
Typical terms might include Cash, Net 30 Days, or on hold. It’s your choice what to put in this section. If you choose, you do not need to enter anything here and use the default DSM ones for the time being. We would suggest leaving the default items in place and adding more if necessary.
Define Business Information
Next, we define the business information. (your business) To do so, the menu options are:
Menu Options-> [file > configuration > system]
Please refer to the picture
above for the detailed descriptions below:
At this point, you’ll enter the normal items in the top left hand area like: Name, address, city, state, zip, phone, fax and tax id #.
The next section (system paths) refer to the location in which you will send backups to. By default, the system default backup drive is A:\ (your floppy drive) . You can keep this location or choose your own. This can be any Drive letter your system may have. For example, if you wish to send the backup to your hard drive, just enter C:\ If you wish to send it to a specific folder on your computer, you’d enter C:\FOLDER\ or something like it. If you have a network drive (mapped drive) you can type it in as well. Other items here are:
1. Default backup start time. – A time frame in which to specifiy DSM to “hibernate” and do a backup. This requires the system to be left in DSM and no other computers in DSM so a backup can happen.
2. Enable Hibernation mode – If checked will “hibernate” at the specified times entered below it.
The next area is AT Road Configuration. DSM has the capability to integrate with the @Road system in a capacity of sending text messages to the @Road system used by your trucks. If your business utilizes the @Road system, you’d enter the Client Login ID and password that your @Road representative has given you.
The section below the @Road configuration (lower left) is used by DSM to send your orders, reports, or anything that prints, to an email address using the PDF format. DSM has default entries here to allow your system to use this feature immediately after setup. This email system uses your EMAIL SETTINGS on your computer to send the reports to its intended recipients. If you use MSN™ as your mail program, you’ll want to check the box that says “Send Via MAPI,” This is a special consideration that is used in conjunction with MSN to make the feature work. The only requirement is that you have a constant connection to the internet. (e.g. DSL, CABLE, T1, etc.) A modem (dialup connection) will work for testing purposes.
Additional Configuration Screens: (The 6 Buttons in the upper left hand
corner)
NOTE: Three buttons, Accts Payable, Remote Sync and Multi Company, are not covered in this documentation. They are covered in the advanced features documentation available from Peak Software Systems, Inc.
Order / Customer:
Upon clicking order / customer, you’ll be presented with
the following screen.
The first section of this screen is New Customer Defaults. This is intended to populate any new customer file with default information entered here, cutting down on entry time. Items here are:
1. State – Enter the state in which your new customers typically reside
2. Automatic customer numbering – if set to Y (yes), the system will automatically number your customers for you. The starting number generally is 000000, and is a six digit alpha-numeric field. If set to N (no) the customer number field will allow you to type in your own customer number.
3. Is customer taxable – Enter Y here if you want the system to charge tax on any order for any customer. Enter N, if not.
4. COD customer Number. Typically this will be COD, so enter COD here.
5. Terms. Using the terms in DSM, or any other terms you entered in an earlier configuration step, choose the typical terms for new customers here. Any new customer entered into the system will inherit these terms.
6. Notes on Cust screen – If set to Y, the system will pop up the customer notes (if any have been entered) prior to allowing you to edit them or enter an order for them.
7. Make inactive customers active on new order – If set to Y, the system will automatically mark a customer active on entry of a new order. Commonly, you’ll leave this at N (no) for the purpose of checking why the customer was marked as inactive. Usually due to Non payment or other reasons.
The next section is Order Screen Defaults. This section controls how the entry of an order / quote behaves. The options here are:
1. Auto print new orders – If set to Y, the system (upon entry of a new order and saved) will automatically print it.
2. Default Area Code – Enter the default area code for the system to drop in. If left blank, the area code will not be placed automatically.
3. Default Entry Name – If set to Y, the DSM will require that you select the name of the person entering the order. If set to N, the selection box will be deactivated.
4. Default City – If in a large city and you only work in that city, we advise you enter that city name here. This will cut down entry time when taking a new order. If you work in many cities, leave this field blank. It will ask you what city to enter when entering the order.
5. Entry of Salesman – If set to Y, the system will prompt you for the selection of the salesman which sold the order. If set to N, it will be deactivated. Below that is REQUIRED, If set to Y, it will require the entry, if set to N, it will not require it but still allow it.
6. Edit Entry Name – If set to Y, the system will allow you to change the selection box of who initially entered the order in the system. If set to N, and item 3 above is set to Y, it will be grayed out (but populated with the original entering party)
7. Entry of Map codes – If set to Y, the system will allow the entry of the MAP CODE PAGE used to locate the job.
8. Entry of Territory – If set to Y, the system will allow you to enter the territory the order / job is in. You’ll need to enter territories in the system if you wish to utilize this feature.
9. Restrict Priority – If set to Y, the system will only allow the priority of a job / order to be changed by a user with ADMINISTRATION rights. If set to N, it will allow anyone to change the priority of a job / order if there are two for any given day per worker assigned.
10. Itemize – If set to Y, the system will allow you to enter itemized costs (PRODUCT CODES) on the initial order / quote when entering it. If set to N, it will be grayed out.
11. Comments – If set to Y, the system will allow the entry of comments on the order. If N, it will not.
12. Disable Prelim – disabled
13. Jobsite duplicate Check – If set to Y, the system will check for other job sites based on the address entered and if found, present you with a selection screen. If set to N, it will ignore duplicate job site entries.
14. Require County – If set to Y, the system will prompt you to enter the county where the work is to be performed. It will not save the order or let you continue until you do so. If set to N, the field will be grayed out and unused.
15. Tax Status – disabled
16. Cancelled order worktype – A selection box that allows you to pick from all the work types in the system and choose which one you’d like to associate a cancelled order with. Typically, this will be cancelled and is the default entry in DSM. We suggest not changing this.
17. Assign Master Billing # - If set to Y, the system will automatically assign a master billing number when an order is created. This is helpful when you do multiple day jobs and wish to bill them all on one invoice. If you set to N, this feature will not automatically assign the number, however you may create one at any time during the billing process.
The next section is Display
Orders Screen Defaults. These are
the configuration settings that control how the dispatch screen (display
orders) is displayed. The options are:
1. Hide Select Order Highlight – If set to Y, the system will
automatically use a “highlighter” when
moving around the orders screen. The
typical color of highlight used is a light green. If the option is set to N, the system will use a blue bar to
select the orders.
2. Always Show estimated hours – If set to Y, the system will display the number of hours projected for the job if entered on the order. This is helpful when planning out your workers schedules.
3. Include helper hours – If set to Y, the system will calculate the number of hours projected on the job (if entered) and double, or triple them based on the number of helpers assigned to the job.
4. Exclude off work hours – if set to Y, the system will not show the hours of the employees that are???
The next section is Required
Equipment List. This is located at
the top right hand of the screen. This
is a simple list of the typical items you’d need on any given job. If you always have some items that are
needed on an ongoing basis, enter them here.
If you want them to default on the orders, make the appropriate check
mark on each to the right.
The section after this is Job
order print defaults. These options
are to configure how DSM prints orders and what options it is to present to you
when doing so.
1. Prompt for pricing – If set to Y, the system will prompt you to select which format to print. This is typically used for printing orders to give to the workers without revealing the pricing of the order. You can select from All detail, Lump sum, None and Unit only. There is an example below
More options will appear as well if this option is set to Y. The “Send To” option will allow you to tell the system where to send the report. These options are:
a. # of copies – Allows you to specify the number of copies to print.
b. Screen – sends report to screen with option to print to printer from there.
c. Printer – Send report to printer.
d. Pager – sends report to paging device. Could be nextell phone, text messaging system, @ Road, etc.
e. Email – Sends report to email address using PDF format
f. Fax to – Send to Fax machine using number specified by you. (must have WINFAX installed to use this feature)
g. Launch windows printer prompt before printing – if checked, the system will launch the Windows® printer prompt before printing. Typically this is used when more than one printer are installed on your computer.
2. Default
to – Defaults to the option selected.
All detail, Lump sum, None and Unit only are
the options available.
3. Format - Options are laser and impact. Laser printer is the default here and impact is the option to select if you’re going to use a dot matrix printer for printing.
4. If Multi Day job, default to Master – if set to Y, the order will print the master ticket instead of the normal job order.
5. Default copies to print – enter the number of copies to print. 1 is the default.
The next item is Assignment Defaults.
1. Warn of Scheduling conflicts – If set to Y, the system will warn you that a worker has been assigned to a prior order if you attempt to assign them to another at the same time. Default here is commonly Yes.
The last item on the screen is Enable new customer lead tracking.
1. Enable – if set to Y, the system will allow you to make a selection when entering a new customer on how they found you. (e.g. website, customer referral, etc.) If enabled, you can manage your lead types by clicking the button entitled “add/remove additional” If you enable this feature, you’ll see a screen similar to the one below with instructions on how to go about the final configuration of this feature.
Clicking OK will allow you to enter some.
Click the Add button and the customer list will appear.
To select one, just double click the customer and it will be added to the list.
When done, click exit and then OK, and you’re done with the Order Customer configuration screen.
Next we’ll move on to the Job ticket configuration screen. This is accessed by clicking the JOB TICKET button at the top right of the system configuration screen. Below is a screen shot of the Job ticket / invoice configuration screen.
The first area here is Job Ticket Configuration. It’s options are:
1. JT Mileage – If set to Y, the system will allow you to enter the mileage accumulated on the trucks when entering your job tickets.
2. OUT (jt mileage) – If set to Y, the system will allow you to enter the truck mileage both In and Out.
3. JT mileage Threshold – A figure in miles which you set to let the system know that when this figure is passed, it is to warn you that you have an unusually large amount of miles entered.
4. JT hours – If set to Y, the system will allow you to enter the hours on the truck when entering items on your job ticket.
5. JT Truck – If set to Y, the system will allow you to enter the Truck number. This is not necessary when tracking mileage for the purposes of Job costing however.
6. Helper Rate – Enter the hourly rate which you pay helpers.
7. Default new job tickets with order number – If set to Y, the system will automatically default your job tickets with the same number as its corresponding order number. If set to N, the system will allow you to enter your own. Should you have numbered and preprinted worker tickets, we suggest you set this item to N.
8. Default Line items – If set to Y, the system will automatically take the items placed on the order under “itemize costs” and place them on the job ticket when entered. This eliminates double entry.
9. Warn about quoted – If checked, the system will warn you that a customer has quotes on file (if any were entered) and allow you to either select them or cancel and proceed with this order.
10. Track Workmans – If set to Y, the system will track workmans compensation, timecard level / per job / per employee.
11. Enter Target amount – If set to Y, the system will allow you to enter the target invoice amount under a heading of STD cost on the job ticket. This shows up under the salesman target report.
12. Default it – If set to Y, the system will default the target amount as entered by the itemized costs previously entered on the order.
13. Enter Travel time type – If set to Y, the system will allow you to enter the travel time type of before & after jobs and inbetween jobs.
14. Enter timecard external cost code – If set to Y, the system will allow a cost code to be entered on each time card entry. This will only reflect in custom reports. Custom reports are available by contacting Peak Software Systems, Inc.
15. Keep Sales Tax enabled – If set to Y, the system will always keep the same tax rate enabled on every item billed to that customer. If set to N, it will still be enabled but allow you to change the rate if you’re charging tax on the invoice in question.
16. Require entry of sales tax – If set to Y, the system will require the entry of a tax code / rate. If set to N, it will be grayed out.
17. Enable timecard work type – If set to Y, it will allows you to allocate different dollar amounts to different worktypes in the same order.
18. Zero Job rate warning on TC Entry – If set to Y, makes the system warn you that the employee you’re entering a time card on doesn’t have an hourly rate defined.
19. Zero travel rate warning on TC Entry – If set to Y, makes the system warn you that the employee you’re entering a time card on doesn’t have an travel rate defined.
20. Show customer notes at JT entry – If set to Y, the system will pop up the customer notes before allowing the entry of the job ticket. This will only work if the option in the customer file is also checked to show the notes.
21. OT (overtime) default – Multiple select item. The options are:
a. Don’t default
b. Over 40
c. Over 40 over 8
These are to tell DSM how to handle overtime if used.
22. Per quote product Code - Allows you to enter a per quote product code that will in turn only print the first item on the quote while hiding the rest yet calculate the costs and print at the bottom. This way, the quote (when created) doesn’t show the detail to the customer.
The next Section is the Invoicing configuration. These options control how the invoices generate through DSM. These options are:
1. Generate invoice order – Options are (C)ustomer Number, Customer (N)ame and Job ticket (E)ntry order
2. Individual Invoicing – If set to Y, the system will allow the individual invoicing of a job after entry. If set to N, the system will not prompt you to generate the invoice, yet allow you to bill it in batch.
3. Manual Invoice # - If set to Y, it will allow you to manually type in the number to use for the invoice. If set to N, the system will automatically number them for you. We suggest letting the system number them for you.
After invoice generation:
4. Print the invoice – If set to Y, the system will prompt you to print the invoice after you’ve generated them. If you tell it not to print them, the invoices are STILL CREATED in the system even though you don’t print them.
5. Print Statement – If set to Y, the system will prompt you to print a customer statement after invoice generation.
6. Default invoice delay – Number in DAYS. Default is 3 days. This means that the system, when you attempt billing, will default to orders ready to be billed that are 3 days old or older. You can always change this date when billing.
7. Disable All ready – If set to Y, the system will turn off the button that is the “ALL READY” button. This option will generate all invoices ready to be billed. If set to N, the option is not available and you’ll have to individually invoice them. This can sometimes come in handy for those that will want to review each invoice prior to creation.
The next section is Job rate reports. There is only one option and that is to remove lost time from the day rate averages. Select Y if you wish to remove lost time from the job rate also.
The last section here is Shop worktype. Just enter the type of work that shop work
is. Typically this is SHOP. We suggest just leaving it the way it is.
From here, just CLICK OK and we’re done with Job ticket / Invoicing configuration.
CERTIFIED PAYROLL BUTTON
If you perform Certified payroll, you’ll want to enter some items here. Click the certified payroll button and you’ll see a screen like this:
The information requested here is simply the company title (which show up on the certified payroll reports), their title, the state income tax rate and whether you want to allow the display of the itemized payroll deductions on the report. Just enter the information in and you’re done with this screen.
Continuing on, click OK and let’s continue with the
configuration.
The next area to continue with is OTHER DEFAULTS. The items here are just some common configuration settings. You can change them if you wish but for the most part, they shouldn’t change except for the peak dial in id and password. These options are:
1. Assume AM starting time at – select a time when you want the system to begin the day.
2. Show Winfax® prompt – If set to Y, the system will access WINFAX® and bring up the prompt located within the software.
3. Send cover page – If set to Y, it will send the cover page you select. (see #4 below)
4. Default cover page – Type in the physical path to the document to be used as your cover page.
5. Peak Dialin ID – The unique ID that Peak Software Systems, Inc. has given you to access updates and technical support.
6. Password – Comes with # 5 above.
Next is Financial Defaults. These options control how DSM handles the financial end of things. The options are:
1. Outstanding days until warning on New order – Number of days that the system will wait until warning you that they have an outstanding balance when entering a new order. Typically this is 90 days. You may change it at any time.
NOTE: The system will not stop you from entering the order if they do have an outstanding balance.
2. First Day of the Week – Select the day of the week you’d like DSM to calculate your work weeks on.
3. Finance Charge – A percentage rate that gets charged on invoices past due. You can make this any rate you wish and apply the charges on a regular basis.
4. Labor Burden – A percentage that you enter to specify what amount of revenue is to be directly associated with your labor costs. Typically this could be 20%
5. Finance CODE – A code that is in the system that is like product codes which is used when adjusting invoice amounts.
6. Overhead burden – A percentage you enter that is used to specify what amount of revenue goes towards stuff like operating costs, rent, etc. Whatever you deem as overhead would be included here.
7. Default treatment days – A number of days the system will wait until sending a first collection letter.
8. Union cost per hour – A dollar figure that you enter in. This reflects the cost per hour as deemed by the union rules and regulations pertaining to the job.
9. Default job rate reports by – A selection in which you can choose the order the reports are generated. The options are:
a. Work date
b. Invoice date
10. Statement messages. This is a button that allows you to type in a message for each past due notice that the system generates. A screen shot is below:
11. Invoice messages – a button when clicked allows you to type in your own message that shows at the bottom of each invoice when created. Kind of like a little customization feature or a Holiday message, or whatever you like. A screen shot is below:
The next item is a Button. It is International Settings. Select your items here and click ok.
And the final configuration item is Maintenance. Click the button and you’ll see the screen like below:
Just enter in your
information there and hit OK, then OK again.