AESM

AESM CAN BE ADAPTED TO ANY SERVICE PROVIDING COMPANY OR BUSINESS. ANY SERVICE COMPANY HAS THE NEED TO FOLLOW WORK FLOW, ADMINISTER INVENTORY & PART ORDERING, SCHEDULING WORK AND TRACKING EMPLOYEE WORK.

AESM IS FLEXIABLE AND HAS MANY FEATURES DESIGNED TO ADAPT THE PROGRAM TO THE NEEDS OF THE SERVICE ORGANIZATION BE THEY A SMALL SHOP OR LARGE SHOP.

In the past few years, the appliance and electronics service industry has changed dramatically. The methods of tracking the work, parts and finances were once rather simple. Satisfying a warranty claim was rather straight forward. Software programs were very simple in their approach to the service business. The parts order and inventory concept was equally simple. The service center manager as a result of the simplicity of the requirements, had a financial cushion when dealing with parts and warranty work.

Welcome to the 21st century . Manufacturers and 3rd party warranty houses have tightened their requirements demanding much more information to satisfy claims. Parts are expensive enough but the requirement that defective parts be returned has added a new wrinkle. If the part is not returned the penalty can be multiples of the actual value of the part cost. Manufacturers and distributors interchange information on parts ordered which must be included in the warranty claim information. This interchange of information prevents multiple use of this information. Simply put they are putting the squeeze on the service centers.

Our system, “Appliance & Electronics Service Management (AESM)”, has been under going a dramatic change in the past years to meet the ever changing demands of the service industry. We are in constant contact with the warranty centers. We have made changes in data gathering to meet their specifications. With all the changes, we have maintained the user friendly approach.

The changes we have made in the past few months were the many steps required to introduce a new concept in service center management. There have been numerous changes as a result of users input suggesting these changes. Many of them we implement as quickly as possible. Consider the following features that are now available in the system.
∙ Service Order Schedule
∙ DUD return adm.
∙ Part Return For Credit Adm
∙ Advanced Parts & Inventory System....
. Volume Warranty Claim Submission

. Automation of the dispatch from other service organizations and updating process

 

 

The following is further details on various features of the program.

WORK ORDERS
∙ Recall Order Feature....This identifies the previous work orders on the same equipment.
∙ User Comment -Ticket History- This is a unlimited user note capability on a work order.
∙ Service Scheduling .....The ability to schedule service calls at any time in the ticket process. It also allows the creation of work loads for the technicians.
∙ BILLING......The ability to see all billing detail on one screen

. Invoice Printing .......2 optionsar available.....Plain Paper printing or PrePrinted 3 part Forms.
■ Detail listing of all keyboard user activity on work orders

PART DETAIL ON WORK ORDER....A single screen view of all part activity.
■ A drop down menu displaying the part price and other data associated with the particular work order.
∙ DUD INFO....This provides details on the dud.....
∙ PART DETAIL.....This provides detail information of the highlighted part on a work order. (PO, invoice information, and much more)
∙ TRANSFER PART....This provides the ability to move a part from one work order to another or to return it to inventory.
∙ PART RETURN FOR CREDIT.....This provides the means of setting up a part in the “part return Adm module” for return for credit.
■ Place order for part from within the work order and upon receipt, it is automatically applied to the work order.

INVENTORY ADMINISTRATION SYSTEM. There are 2 options :
■ 1. Standard Inventory system. This is system that most other Service management programs offer and has been in use in the industry for years .
■ 2. Advanced Inventory Management System (AIMS)...this is a totally new approach to inventory management. The standard system (1.) Looked at inventory like a bucket of parts from which you take a part and use it. This required the center to maintain external records on the purchasing detail of the part to be used for accounting and warranty claims. AIMS provides the ability within AESM to track the specific detail on parts from the time it is ordered to its use and proper billing for the part. As the part is used the specific detail becomes a part of the work order. A complete history of the part through the system is generated. AIMS has the ability to track 308 million individuals parts and retain history of use.
■ The time to perform a inventory in the service center has been dramatically reduced and upon completion, reports are generated identifying exceptions. These exceptions can be parts that simply disappeared or parts that were assigned to a work order that were not properly billed out. Financial reports to be used at tax time on your inventory investment.
■ An permanent archive of part history is created which can be used at any time to address problems or for analysis of part usage in budget planning.

PARTS ORDERING PROCESSING & ADMINISTRATION
■ DUD/CORE & PARTS RETURN ADMINISTRATION
∙ These procedures prove the capability to track DUD/CORE activity and it is fully integrated into the work orders. The Parts return procedure provides the ability to track the return for credit of parts. Again it is fully integrated into the work order process.
■ PART ORDER PROCESSING
∙ Part orders (purchase orders) can be created in 2 ways. From the work order or a direct generation of purchase order for inventory purposes.
∙ Upon receipt of ordered parts, the associated PO is processed. If the part was ordered via a work order, the part is activated on the work order automatically and if the AIMS module is used, all detail information is then a part of the work order. If the part is ordered for inventory, upon receipt the PO detail is associated with the part and when it is used on a work order the specific detail follows the part.
■ MOVE PARTS BETWEEN ORDERS OR TO INVENTORY
∙ This provides a one step method to move part between work orders or from a work order to inventory. The previous location in the case of work order to work order moves is retained for record purposes but is not picked up in billing or warranty processing.
■ Parts order that were originally generated on separate PO’s can be grouped together on a single PO. This is valuable where the distributor give break on shipping for orders of a certain dollar amount.

REPORTS LETTERS & LABELS
A variety of reports are available .
∙ Accounts Receivable.
∙ Tech Analysis
∙ This is in constant change as the need for more detail is needed to manage your service center. Requests for these additions are welcomed.

WARRANTY CLAIM GENERATION & PROCESSING

How many man hours are you spending processing warranty claims. If you are spending more thatn 2 hours a week with a volume of 200 or more claims, you are spending too much time.


∙ This procedure provides the capability to create a text file of warranty claims based on manufacturer or warranty processing center or a combination of both. When the unit has been returned to the customer and the work order is placed in the proper status, this module will pick up these orders. This offers the option of performing warranty work in a fraction of the time it would take to do the task individually to the various web sites. It is a working module and is current with the manufacturers and warranty processors requirements.

ACCOUNTING ADMINISTRATIVE PROCEDURES
∙ This feature provides unique features...
∙ Completed order processing. This displays only those orders in the completed status. This will speed up the finalizing of work orders as you don’t have to look for them in the normal display of work orders.
∙ The property manager module provides the capability to bill to a single location for multiple locations (apartments/rentals).
.Today you service equipment outside of your local city in other tax jurisdictions. You are required in some of these locations to obtain a business license and report each month along with paying the tax collected for the city and county. Each location is subject having different levels of taxes. AESM now has the ability for you to set up these various locations with their taxing requirements and when you have a service call in that location, the billing is computed using their tax tables. There is no limit to the number of locations you can set up.

Reports are available to retrieve the correct information on each location to use to report to those locations.

SPECIAL PROCEDURES & MODULES
■ SERVICE CALL ENTRY
∙ This feature provides an abbreviated entry form for the entry of service calls.