MoversSuite Role

Department

Coordinator

Sales

Dispatcher

Operations

Local Crew

Operations

Project Manager

Operations

Revenue Clerk

Accounting

Salesperson

Sales

Step

Description

Department

A.

Prospect walks in the door.

Sales

B.

Convert prospect to customer:

Perform credit check

Accounting

Setup customer in Microsoft Dynamics GP (in new account or if information changes are needed)

Accounting

Submit changes to third party rating system, e.g. UniGroup Standard Pricing.

Sales

C.

Create estimate for customer (utilizing data from third party rating system).

Sales

D.

Establish order/lead in MoversSuite (Office & Industrial module):

Create new order or lead through the New menu.

Sales

Confirm Account Profile for the order or lead.

Sales

On the Contacts and Locations tab, provide shipper information, Contacts, and Locations. You can utilize the Account Profile to set much of the needed order data.

Sales

On the Job Information tab, enter the following:

•      Client Notes (pricing and other public information)

•      Operational Notes (job details to Operations and Crew)

•      Scope of Work (areas of responsibility for Mover and Client)

•      Building Constraints

•      Job Start Date, Job End Date

•      Other data as needed

Sales

On the Local Services tab, create initial services along with establishing an Operational Plan.

Sales

On the Quote tab, build initial quote from services associated to the Operational Plan. Templates of quote information for recurring details can be defined within Quote Template Setup.

Sales

On the SIT/Recurring Billing tab, enter any applicable recurring billed items, e.g., storage.

Sales

On the Billing Information tab, enter all pertinent information related to revenue generation and billing including setting the Customer, Account, Tariff/Rate, Discount, Contract, and providing an Estimate Amount.

Sales

E.

Generate supporting documents:

Utilize the Forms Designer system to generate documents and emails based on pre-defined templates. Each generated document is stored within the Document Management system.

Sales

Utilize the MoversSuite Email Service to communicate to the customer and key personnel. Email messages can include documents saved to the system or those attached to the order through the Document Management system. Information on the email sent through the MoversSuite Email Service is also stored within the Document Management system.

Sales

F.

Perform Job Costing analysis.

Sales

G.

Confirm estimate/initial quote with the customer/shipper.

Sales

H.

Garner feedback from estimate/initial quote and submit changes to external pricing system with accepted or non-accepted proposal.

Sales

I. 

On the Quote tab, accept/finalize the quote.

Sales

J. 

Convert estimate to job:

On the Local Services tab, update and add Local Service requests and Send to Dispatch. The option to send an entire Operational Plan is available.

Operations

K.

Perform Job Costing analysis.

Operations

L. 

Perform Local Dispatch duties:

Clear approved services

Operations

Establish job start/end times

Operations

Confirm estimates; update estimates with a Change Order request

Operations

Assign crew and equipment resources

Operations

Print dispatching reports

Operations

Generate Work Ticket

Operations

M.    

Perform job services:

Update notes and documents and make available to crew using the MSCrew by setting the This Note Available to MSCrew option (right-click) on items within the Notes tab and the Available to MSCrew option (right-click) within Document Management.

Operations

Crew updates job information and service times

Operations

Crew updates notes for operations

Operations

Crew lead updates actuals (MSCrew Update Actuals)

Operations

N.

Actuals finalized within Local Dispatch through the Enter Actuals screen.

Operations

O.

Generate revenue within Revenue Entry:

On the Transactions tab, use the Import Revenue feature to import actuals for the work ticket(s).

Accounting

On the Revenue Import tab, import revenue from the invoice(s).

Accounting

On the Summary tab:

•      Use the Generate Transactions function to generating accounting transactions

•      Generate a New Complete or New Supplemental invoice

Accounting

P.

Finalize transactions within Microsoft Dynamics GP.

Accounting

Q.

Export data to third party payroll system, such as Kronos.

Accounting

R.

Export billing information to Microsoft Dynamics GP.

Accounting

S.

Perform Job Costing review.

Sales and Operations