All-In-One Field Service Management Software by Aptora

CDVs

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Technician Efficiency CDV

Type: Custom Data View

Reports Included: No
Description: List of Invoices, Sales, Estimates, and Credits with work order analysis information attached. This CDV is current limited to transactions for the last two (2) years.
Drill Down: Yes, opens transaction (Tran Type)

Description & Field Explanations

1. WO Technician – The assigned technician on the work order. If there is more than one work order attached, the invoice will appear multiple times.
2. Full Name – The work order’s assigned technician full name. This will be displayed as Last Name, First Name MI.
3. Employee Alias – The work order’s assigned technician alias.
4. Employee Number – The work order’s assigned technician employee number.
5. Invoice Number – The transaction number of the sales transaction.
6. Invoice Date – The date of the sales transaction.
7. Attached WOs – The sum of the work orders attached to the invoice.
8. WO Date – The date of the work order. If there is more than one work order attached, the invoice will appear multiple times.
9. WO Status – The status selected on the attached work order. If there is more than one work order attached, the invoice will appear multiple times.
10. WO Description – The description on the attached work order. If there is more than one work order attached, the invoice will appear multiple times.
11. Technician Notes – The private and technician notes on the attached work order. If there is more than one work order attached, the invoice will appear multiple times.
12. Work Order Types – The type selected on the attached work order. If there is more than one work order attached, the invoice will appear multiple times.
13. Is Callback – The indicator a work order is flagged for being a callback. This is a Yes/No field.
14. Callback WO # – The work order number of the callback, if Is Callback is Yes.
15. Callback Employee Name – The assigned technician’s name for the work order callback, if Is Callback is Yes.
16. Callback Employee Alias – The assigned technician’s alias for the work order callback, if Is Callback is Yes.
17. En Route Minutes – Sum of hours times 60 for the billable technician where the work order is assigned on timesheet entries, the work order is assigned to the transaction, and the timesheet notes contains the word “en route”.
18. Working Minutes – Sum of hours times 60 for the billable technician where the work order is assigned on timesheet entries, the work order is assigned to the transaction, and the timesheet notes contains the word “working”.
19. En Route Hours – Sum of hours for the billable technician where the work order is assigned on timesheet entries, the work order is assigned to the transaction, and the  timesheet notes contains the word “en route”.
20. Working Hours – Sum of hours for the billable technician where the work order is assigned on timesheet entries, the work order is assigned to the transaction, and the  timesheet notes contains the word “working”.
21. TS Minutes – Sum of hours times 60 for the billable technician where the work order is assigned on timesheet entries and the work order is assigned to the transaction.
22. TS Hours – Sum of hours for the billable technician where the work order is assigned on timesheet entries and the work order is assigned to the transaction.
23. Billed Minutes – Sum of transaction labor minutes for all items that are service items marked as Used for Labor Only. Note: Labor Minutes is an item preference which must be enabled and labor minutes allocated to the invoice items. If no labor minutes exist on the invoice line item, the minutes will be calculated from the default labor minutes on the labor item setup.
24. Billed Hours – Sum of transaction labor minutes divided by 60 for all items that are service items marked as Used for Labor Only. Note: Labor Minutes is an item preference which must be enabled and labor minutes allocated to the invoice items. If no labor minutes exist on the invoice line item, the minutes will be calculated from the default labor minutes on the labor item setup.
25. Total En Route Minutes – Sum of all hours times 60 for the billable technicians where the work order is assigned on timesheet entries, the work order is assigned to the  transaction, and the timesheet notes contains the word “en route”.
26. Total Working Minutes – Sum of all hours times 60 for the billable technicians where the work order is assigned on timesheet entries, the work order is assigned to the transaction, and the timesheet notes contains the word “working”.
27. Total En Route Hours – Sum of all hours for the billable technicians where the work order is assigned on timesheet entries, the work order is assigned to the transaction, and the timesheet notes contains the word “en route”.
28. Total Working Hours – Sum of all hours for the billable technicians where the work order is assigned on timesheet entries, the work order is assigned to the transaction, and the timesheet notes contains the word “working”.
29. Total TS Hours – Sum of hours for the transaction where the work order is assigned on timesheet entries, the technicians are billable, and the work order is assigned to the transaction.
30. Total TS Minutes – Sum of hours times 60 for the transaction where the work order is assigned on timesheet entries, the technicians are billable, and the work order is assigned to the transaction.
31. % of Hrs – Percentage of hours for technician divided by the total hours for the transaction where the work order is assigned on timesheet entries and the work order is assigned to the transaction.
32. Billed Minutes Difference – Difference of Billed Minutes minus Total Working Minutes.
33. Billed Hours Difference – Difference of Billed Hours minus Total Working Hours.
34. % of Billed Minutes – Product % of Hrs times Billed Minutes Difference.
35. % of Billed Hours – Product % of Hrs times Billed Hours Difference.
36. Billed Efficiency % – Quotient of % of Billed Minutes divided by Working Minutes.
37. Diagnostic Only – The indicator a work order or invoice has only diagnostic item(s) selected. If no other billable items are present, the transaction is considered Diagnostic Only. This is a Yes/No field. Note: Diagnostic items are Service item types marked as This Service Item is used as a Diagnostic Fee on the Additional Info tab of the item setup.
38. Options Presented – Sum of the group items selected on the work order items tab.
39. Options Accepted – Sum of the group items selected on the work order which have been accepted.
40. Invoice Total before Discounts – The transaction Subtotal.
41. Discounts – Sum of all discounts entered on the sales transaction.
42. SA Discounts – Sum of all Service Agreement discounts entered on the sales transaction for 100% coverage.
43. Invoice Net Sales before Tax – Difference of Invoice Total before Discounts minus Discounts.
44. Invoice Tax – The transaction calculated tax amount.
45. Invoice Total w Tax – Sum of Invoice Net Sales before Tax plus Invoice Tax.
46. % of Total Revenue – Product of Invoice Total w Tax times % of Hrs.
47. Tran Cost – Sum of transaction cost for all items that are not service items marked as Used for Labor Only.
48. Labor Cost – Sum of timesheet hours times current rate plus hours times current liability where the Work Order is assigned to the Timesheet for the billable technician and the work order is assigned to the invoice. Note: These rates may be reviewed in the Job Costing Time Sheet Details CDV. For a technician hours to be considered billable, the option Employee is Billable must be enable in their Employee Payroll Items.
49. Labor Liab – Sum of Labor Cost plus Labor Liab. Note: The labor liability is recorded at the time of the timesheet entries. These amounts include the employer liability for FICA SS (6.2%), FICA Med (1.45%), FUTA and SUTA rates which are set under Employees | Unemployment Tax Rates. This amount may be reviewed in the Job Costing Time Sheet Details CDV.
50. Total Labor – Sum of Labor Cost plus Labor Liab.
51. Total Labor Burden – Sum of Labor Cost plus Labor Liab plus Labor Burden times Total Labor.
52. Labor Burden – Value set under Edit | Preferences | Customer:Jobs | Company Preferences | Apply Labor Burden to Job Costing.
53. Total Cost w Labor+Burden – Sum of Tran Cost plus Total Labor plus Total Labor Burden.
54. % of Total Cost – Results of % of Hrs times Total Cost w Labor+Burden.
55. GP $ – Difference of % of Total Revenue minus % of Total Cost.
56. GP % – Results of GP $ divided by % of Total Revenue.
57. Cust:Job Name – The name of the Customer:Job record.
58. Cust:Job Display Name – The full display name of the Customer:Job record.
59. Sales Rep – The full name of the sales rep selected in the header of the sales transaction.
60. Sales Rep Alias – The alias of the sales rep selected in the header of the sales transaction.
61. Tran Department Display – The department’s full name selected in the header of the sales transaction.
62. Tran Department Alias – The department’s alias selected in the header of the sales transaction.
63. Tran Department – The department’s What Best Describes This department selection selected in the header of the sales transaction.

Invoice/Sale/Credit/Estimate List CDV (report)

Using the Invoice/Sale/Credit/Estimate List Report CDV

Type: Custom Data View

Reports Included: No

Description: List of Invoices, Sales, Estimates, and Credits with analysis information attached. This CDV is current limited to transactions for the last three (3) years.

Drill Down: Yes, opens transaction (Tran Type)

Columns and data for the Invoice/Sale/Credit/Estimate List Custom Data View are outlined below:

Column Name Form Field Notes
Cust:Job Name Invoice/Sale/Credit/Estimate Associated Transaction Customer:Job Name
Tran No Invoice/Sale/Credit/Estimate Transaction Header Number
Tran Date Invoice/Sale/Credit/Estimate Transaction Header Date
Tran Type Invoice/Sale/Credit/Estimate Transaction Header Type
Tran Status Invoice/Sale/Credit/Estimate Status
Tran Subtotal Invoice/Sale/Credit/Estimate Subtotal
Tran Tax Invoice/Sale/Credit/Estimate Tax Total
TranUseTax Invoice/Sale/Credit/Estimate Use Tax Total
Tran Total Invoice/Sale/Credit/Estimate Total
TranBalance Invoice/Sale/Credit/Estimate Amount Due
Date Paid Invoice/Sale/Credit/Estimate Calculated Field This is the date the last payment was applied making the Invoice or Credit Memo balance zero.
TranLaborCost Timesheets Calculated Field Sum of line item cost or item’s labor cost for all items that are service items marked as Used for Labor Only Note: Labor Minutes is an item preference which must be enabled and labor minutes allocated to the invoice items.
TSLaborCost Timesheets Calculated Field Sum of timesheet hours times hourly rate where the Work Order is assigned to the Timesheet for the technician.  These rates may be reviewed in the Job Costing Time Sheet Details CDV.
Labor Burden Company Preferences & Timesheets Calculated Field
Total Labor Timesheets Calculated Field Sum of TSLaborCost plus Labor Burden
SA Discounts Invoice/Sale/Credit/Estimate Calculated Field Sum of all discount type line items which as Service Agreement Discount types within the transaction
Total Discounts Invoice/Sale/Credit/Estimate Calculated Field Sum of all discount type line items within the transaction
TranPartCost Invoice/Sale/Credit/Estimate Calculated Field Sum of transaction cost for all items that are not service items marked as Used for Labor Only plus TranUseTax.
TranTotalCost Invoice/Sale/Credit/Estimate Calculated Field Sum of TranTotalCost plus Total Labor Burden
GrossProfit Invoice/Sale/Credit/Estimate Calculated Field Difference Tran Total minus TranTotalCost
PercGP Invoice/Sale/Credit/Estimate Calculated Field Results of TranTotalCost divided by % of Tran Total
Internal Memo Invoice/Sale/Credit/Estimate Internal Memo
Tran Department Display Invoice/Sale/Credit/Estimate Transaction Header Associated Department Display
Tran Department Name Invoice/Sale/Credit/Estimate Transaction Header Department Name
Tran Department Alias Invoice/Sale/Credit/Estimate Transaction Header Associated Department Alias
Tran User Created Invoice/Sale/Credit/Estimate Security Label
Tran Date Created Invoice/Sale/Credit/Estimate Security Label
Tran User Revised Invoice/Sale/Credit/Estimate Security Label
Tran Date Revised Invoice/Sale/Credit/Estimate Security Label
From Mobile? Invoice/Sale/Credit/Estimate ***** Yes if created in the Aptora Mobile II application.  No if created in the desktop application.  No includes migrated transactions.
Cust:Job Display Name Invoice/Sale/Credit/Estimate Associated Transaction Customer:Job Full Name
Tran Bill To Line 1 Invoice/Sale/Credit/Estimate Bill To Line 1
Tran Bill To Attn Invoice/Sale/Credit/Estimate Bill To Attn
Tran Bill To Address Invoice/Sale/Credit/Estimate Bill To Address
Tran Bill To Address2 Invoice/Sale/Credit/Estimate Bill To Address2
Tran Bill To City Invoice/Sale/Credit/Estimate Bill To City
Tran Bill To State Invoice/Sale/Credit/Estimate Bill To State/Province
Tran Bill To Zip Invoice/Sale/Credit/Estimate Bill To Zip/Postal Code
Tran Bill To County Invoice/Sale/Credit/Estimate Bill To County
Tran Work Line 1 Invoice/Sale/Credit/Estimate Work Address Line 1
Tran Work Attn Invoice/Sale/Credit/Estimate Work Address Attn
Tran Work Address Invoice/Sale/Credit/Estimate Work Address
Tran Work Address2 Invoice/Sale/Credit/Estimate Work Address2
Tran Work City Invoice/Sale/Credit/Estimate Work Address City
Tran Work State Invoice/Sale/Credit/Estimate Work Address State/Province
Tran Work Zip Invoice/Sale/Credit/Estimate Work Address Zip/Postal
Tran Work County Invoice/Sale/Credit/Estimate Work Address County
AR Account Invoice/Sale/Credit/Estimate Invoice/Credit Accounts Receivable COA Affected
Account Number Customer:Job Payment Tab Account Number
Sales Rep Invoice/Sale/Credit/Estimate Associated Transaction Sales Rep Name
Sales Rep Alias Invoice/Sale/Credit/Estimate Associated Transaction Sales Rep Alias
Sales Rep First Name Invoice/Sale/Credit/Estimate Associated Transaction Sales Rep First Name
Sales Rep Last Name Invoice/Sale/Credit/Estimate Associated Transaction Sales Rep Last Name
TranID Invoice/Sale/Credit/Estimate Table ID of Transaction
CustID Invoice/Sale/Credit/Estimate Table ID of Customer:Job
Generated Date Custom Data Viewer **** Date the CDV data was generated
Generated Time Custom Data Viewer **** Time the CDV data was generated

Employee Efficiency CDV

Introduction to the Employee Efficiency CDV

Employee Efficiency CDV (Custom Data View) is a report that lists invoices, sales, and credits with the assigned work orders and labor hours associated.  This CDV also contains columns to show efficiency of the time estimated from the work orders to the hours the technician worked to the time billed on invoices. The report has “drill down” capability to open the transaction record.

Form Access

  1. From the main menu, click Reports | Custom Data Views
Custom Data View File Path
Custom Data View File Path

Update Your CDVs

Please be sure to update your CDVs. Go to the Custom Data Viewer menu (top left). Click Check for Updates.

Open the Employee Efficiency CDV

Then, in the Custom Data Viewer, click Data Views | Employee Efficiency

Custom Data Viewer - Employee Efficiency
Custom Data Viewer – Employee Efficiency

Columns and Data Definitions – Employee Efficiency CDV

Columns and data for the Employee Efficiency Custom Data View are outlined below:

Employee Efficiency CDV
Custom Data View – Employee Efficiency
Column Name Form Field Notes
WO Technician Work Order : General Tab Assigned To
Tran No Invoice/Sale/Credit/Estimate Number
Tran Date Invoice/Sale/Credit/Estimate Date
Tran Type Invoice/Sale/Credit/Estimate Type located in Title Bar
WO Minutes Work Order : General Tab Duration If the work order is a multiday, the minutes are the Duration for the employee where the work order is assigned to the transaction.
WO Hours Work Order : General Tab Calculated Field WO Minutes divided by 60
TS Minutes Timesheets Calculated Field Sum of hours times 60 for technician where the work order is assigned on timesheet entries and the work order is assigned to the transaction
TS Hours Timesheets Calculated Field Sum of hours for technician where the work order is assigned on timesheet entries and the work order is assigned to the transaction
Billed Minutes Invoice/Sale/Credit Calculated Field Sum of transaction labor minutes for all items that are service items marked as Used for Labor Only Note: Labor Minutes is an item preference which must be enabled and labor minutes allocated to the invoice items.
Billed Hours Invoice/Sale/Credit Sum of transaction labor minutes divided by 60 for all items that are service items marked as Used for Labor Only Note: Labor Minutes is an item preference which must be enabled and labor minutes allocated to the invoice items.
Total TS Hours Timesheets Calculated Field Sum of hours for the transaction where the work order is assigned on timesheet entries and the work order is assigned to the transaction
Total TS Minutes Timesheets Calculated Field Sum of hours times 60 for the transaction where the work order is assigned on timesheet entries and the work order is assigned to the transaction
% of Hrs Timesheets Calculated Field Percentage of hours for technician divided by the total hours for the transaction where the work order is assigned on timesheet entries and the work order is assigned to the transaction
WO Minutes Difference Work Order/Transaction Calculated Field Difference of WO Minutes minus TS Minutes
WO Hours Difference Work Order/Transaction Calculated Field Difference of WO Hours minus TS Hours
Billed Minutes Difference Timesheets/Transaction Calculated Field Difference of Billed Minutes minus TS Minutes
Billed Hours Difference Timesheets/Transaction Calculated Field Difference of Billed Hours minus TS Hours
Emp % Mins Billed Timesheets/Transaction Calculated Field Percentage of % of Hrs times Billed Minutes
Emp % Hrs Billed Timesheets/Transaction Calculated Field Percentage of % of Hrs times Billed Hours
Billed Efficency % Work Order/Transaction Calculated Field Results of % of Hrs times Billed Minutes divided by TS Minutes
Worked Efficency % Work Order/Transaction Calculated Field Results of % of Hrs times TS Minutes divided by WO Minutes
Hours Match? Timesheets/Transaction Calculated Field Comparison of WO Minutes and TS Minutes
Full Name Work Order : General Tab Associated Assigned To Employee
Employee Alias Work Order : General Tab Associated Assigned To Employee
First Name Work Order : General Tab Associated Assigned To Employee
Middle Initial Work Order : General Tab Associated Assigned To Employee
Last Name Work Order : General Tab Associated Assigned To Employee
Employee Number Work Order : General Tab Associated Assigned To Employee Number
Tran Subtotal Invoice/Sale/Credit/Estimate Subtotal
Tran Tax Invoice/Sale/Credit/Estimate Tax Total
Tran Total Invoice/Sale/Credit/Estimate Total
% of Total Timesheets/Transaction Calculated Field Results of % of Hrs times Tran Total
TranBalance Invoice/Sale/Credit/Estimate Amount Due
Discounts Invoice/Sale/Credit/Estimate Calculated Field Sum of all discount type line items within the transaction
Total + Discounts Invoice/Sale/Credit/Estimate Calculated Field Difference of Tran Total minus Discounts
% of Total w Discounts Timesheets/Transaction Calculated Field Results of % of Hrs times Total + Discounts
Tran Cost Invoice/Sale/Credit/Estimate Calculated Field Sum of transaction cost for all items that are not service items marked as Used for Labor Only.
Labor Cost Invoice/Sale/Credit/Estimate Calculated Field Sum of timesheet hours times hourly rate where the Work Order is assigned to the Timesheet for the technician.  These rates may be reviewed in the Job Costing Time Sheet Details CDV.
Labor Liab Invoice/Sale/Credit/Estimate Calculated Field Sum of timesheet hours times current rate plus hours times current liability where the Work Order is assigned to the Timesheet for the technician.  These rates may be reviewed in the Job Costing Time Sheet Details CDV.
Total Labor Invoice/Sale/Credit/Estimate Calculated Field Sum of Labor Cost plus Labor Liability
Labor Burden Invoice/Sale/Credit/Estimate Calculated Field Value set under Edit | Preferences | Customer:Jobs | Company Preferences | Apply Labor Burden to Job Costing
Total Labor Burden Invoice/Sale/Credit/Estimate Calculated Field Sum of Labor Cost plus Labor Liability plus Labor Burden times Total Labor
% of Total Cost Timesheets/Transaction Calculated Field Results of % of Hrs times Tran Cost
Total Cost w Labor Invoice/Sale/Credit/Estimate Calculated Field Sum of % of Total Cost plus Total Labor Burden
GP $ Invoice/Sale/Credit/Estimate Calculated Field Difference of % of Total w Discounts minus Total Cost w Labor
GP % Invoice/Sale/Credit/Estimate Calculated Field Results of Total Cost w Discounts divided by % of Total w Discounts
Cust:Job Name Invoice/Sale/Credit/Estimate Customer:Job Name
Cust:Job Display Name Invoice/Sale/Credit/Estimate Customer:Job Full Name
Sales Rep Invoice/Sale/Credit/Estimate Tran Sales Rep
Sales Rep Alias Invoice/Sale/Credit/Estimate Associated Customer:Job Sales Rep Alias
Sales Rep First Name Invoice/Sale/Credit/Estimate Associated Customer:Job Sales Rep First Name
Sales Rep Last Name Invoice/Sale/Credit/Estimate Associated Customer:Job Sales Rep Last Name
Tran Department Display Invoice/Sale/Credit/Estimate Tran Header Dept Full Name
Tran Department Name Invoice/Sale/Credit/Estimate Tran Header Dept Name
Tran Department Alias Invoice/Sale/Credit/Estimate Tran Header Dept Alias
Tran User Created Invoice/Sale/Credit/Estimate Transaction Security Label
Tran Date Created Invoice/Sale/Credit/Estimate Transaction Security Label
Tran User Revised Invoice/Sale/Credit/Estimate Transaction Security Label
Tran Date Revised Invoice/Sale/Credit/Estimate Transaction Security Label
Bill To Address Invoice/Sale/Credit/Estimate Bill To Address
Bill To Address2 Invoice/Sale/Credit/Estimate Bill To Address2
Bill To City/State/Zip Invoice/Sale/Credit/Estimate Bill To City, State, Zip
Bill To County Invoice/Sale/Credit/Estimate Bill To County
Bill To Country Invoice/Sale/Credit/Estimate Bill To Country
Bill To Subdivision Invoice/Sale/Credit/Estimate Bill To Subdivision
Work Address Invoice/Sale/Credit/Estimate Work Address
Work Address2 Invoice/Sale/Credit/Estimate Work Address2
Work City/State/Zip Invoice/Sale/Credit/Estimate Work City, State, Zip
Work County Invoice/Sale/Credit/Estimate Work County
Work Country Invoice/Sale/Credit/Estimate Work Country
Work Subdivision Invoice/Sale/Credit/Estimate Work Subdivision
TranID Invoice/Sale/Credit/Estimate Table ID of Transaction
EmployeeID Employee Table ID of Employee
CustID Customer:Job Table ID of Customer:Job
Generated Date Custom Data Viewer **** Date the CDV data was generated
Generated Time Custom Data Viewer **** Time the CDV data was generated

Related Content

Invoice/Sale/Credit/Estimate List CDV

Inventory By Warehouse Bins CDV

Inventory Cost Review CDV

Inventory Cost Review – Custom Data View

Reports Included: Yes

Description: List of invoices, sales, credits, and inventory/serialized adjustments with items containing costs that vary from the daily average cost.

Drill Down: Yes, opens transaction type

Columns and data for the Inventory Cost Review Custom Data View are outlined below:

Column Name Form Field Notes
Tran Date Invoice/Sale/Credit/

Inventory Adjustment/

Serialized Adjustment

Date
Tran Number Transaction Number
Tran Type Invoice/Sale/Credit/

Inventory Adjustment/

Serialized Adjustment

Type located in Title Bar
Tran Date Invoice/Sale/Credit/

Inventory Adjustment/

Serialized Adjustment

Date
Tran Number Invoice/Sale/Credit/

Inventory Adjustment/

Serialized Adjustment

Number
Item Name Invoice/Sale/Credit/

Inventory Adjustment/

Serialized Adjustment

Associated Item Name/Number
Item Type Item Associated Item Type
Tran Qty Invoice/Sale/Credit/

Inventory Adjustment/

Serialized Adjustment

Associated Transaction Item Quantity
Tran Cost Invoice/Sale/Credit/

Inventory Adjustment/

Serialized Adjustment

Associated Transaction Cost/Unit Price
AvgCost Item Register Calculated Field The reported average cost for the item as of the transaction date
Cost Match? Invoice/Sale/Credit/

Inventory Adjustment/

Serialized Adjustment

Calculated Field Analysis of whether the transaction cost matches the item register reported average cost
Cost Difference Invoice/Sale/Credit/

Inventory Adjustment/

Serialized Adjustment

Calculated Field AvgCost minus Tran Cost
Expected Total Cost Invoice/Sale/Credit/

Inventory Adjustment/

Serialized Adjustment

Calculated Field AvgCost times Tran Qty
Tran Total Cost Invoice/Sale/Credit/

Inventory Adjustment/

Serialized Adjustment

Calculated Field Tran Cost times Tran Qty
Value Difference Invoice/Sale/Credit/

Inventory Adjustment/

Serialized Adjustment

Calculated Field (AvgCost times Tran Qty) minus (Tran Cost times Tran Qty)
Recommended Action ****** Proposed resolution to correction the difference calculated
Item User Created Item Item Security Label
Item Date Created Item Item Security Label
Item User Revised Item Item Security Label
Item Date Revised Item Item Security Label
Tran User Created Invoice/Sale/Credit/

Inventory Adjustment/

Serialized Adjustment

Transaction Security Label
Tran Date Created Invoice/Sale/Credit/

Inventory Adjustment/

Serialized Adjustment

Transaction Security Label
Tran User Revised Invoice/Sale/Credit/

Inventory Adjustment/

Serialized Adjustment

Transaction Security Label
Tran Date Revised Invoice/Sale/Credit/

Inventory Adjustment/

Serialized Adjustment

Transaction Security Label
TranID Work Order Table ID of Transaction
ItemID Item Table ID of Item Employee

PO Reimbursables CDV

Type: Custom Data View

Reports Included: No

Description: List of purchase order items with a customer selected on the line entries and associated purchasing and invoicing transactions. This CDV is good for making sure the items you have purchased for a specific job have been received and subsequently invoiced.  The use of the reimbursables feature on invoices is required to show the invoiced transactions.

Drill Down: Yes, opens purchase order.

Columns and data for the PO Reimbursables Custom Data View are outlined below:

 

Column Name Form Field Notes
Item Name Purchase Order Line Item Name
PO Item Qty Purchase Order Line Item Qty
PO Item Cost Purchase Order Line Item Rate
PO Item Amount Purchase Order Line Item Amount
Item Manufacturer Item Equipment Manufacturer
Item Equip Type Item Equipment Type
Item Type Item Type
PO Vendor Name Purchase Order Vendor
PO Number Purchase Order Number
PO Date Purchase Order Date
PO Expected Date Purchase Order Expected Date
PO Memo Purchase Order Memo
PO Closed? Purchase Order Header Closed
PO Vendor Address Purchase Order Vendor Address
PO Vendor Address2 Purchase Order Vendor Address 2
PO Vendor City/State/Zip Purchase Order Vendor City, State, Zip
PO Ship To Name Purchase Order Ship To Name
PO Ship To Address Purchase Order Ship To Address
PO Ship To Address2 Purchase Order Ship To Address
PO Ship To City/State/Zip Purchase Order Ship To City, State, Zip
Customer:Job Name Purchase Order Line Item Customer:Job Name
Customer:Job Display Purchase Order Line Item Customer:Job Full Name
PO Item Description Purchase Order Line Item Description
PO Line Item Order Purchase Order Line Item Order
PO Qty Rcvd Purchase Order Line Item Received Qty
PO Item Closed? Purchase Order Line Item Closed
Receipt Date Item Receipt/ Bill / Check /Credit Card Charge Receipt Date
Receipt Type Item Receipt/ Bill / Check /Credit Card Charge Receipt Transaction Type
Receipt Ref # Item Receipt/ Bill / Check /Credit Card Charge Receipt Reference #
Receipt Qty item Receipt/ Bill / Check /Credit Card Charge Receipt Qty
Receipt Warehouse Item Receipt/ Bill / Check /Credit Card Charge Line Warehouse
Receipt Serial Number Item Receipt/ Bill / Check /Credit Card Charge Reference Number
PO Item Department Name Purchase Order Line Item Dept Name
PO Item Department Display Purchase Order Line Item Dept Full Name
Reimb? Purchase Order **** This field will be Yes if the line has been place on an invoice or sale using the Reimbursables option from an invoice or sale.
Invoiced? Invoice or Sale **** This field will be Yes if the PO Line Item has been invoiced.
Invoice Date Invoice or Sale Associated Invoice/Sale Date
Invoice Number Invoice or Sale Associated Invoice/Sale Number
PO Item WO Number Purchase Order Associated WO Number
PO Item WO Status Purchase Order Associated WO Status
PO Item WO Date Purchase Order Associated WO Date
POItemID Purchase Order Table ID for PO Item Line
ItemID Item Table ID for Item
POID Purchase Order Table ID for Purchase Order
CustID Customer:Job Table ID for Customer
DeptID Department Table ID form Department
WOID Work Order Table ID for Work Order
BillID Item Receipt/ Bill / Check /Credit Card Charge Table ID for Transaction
InvoiceID Invoice or Sale Tabble ID for Transaction
VendorID Vendor Table ID for Vendor

Customer Equipment CDV Report

Type: Custom Data View

Reports Included: No

Description: List of customer equipment with details for the last work order completed, number of pending work orders, and customer demographics.

Drill Down: Yes, opens the equipment record.

Columns and data for the Customer Equipment Custom Data View are outlined below:

Column NameFormFieldNotes
Customer:Job NameCustomer:JobName 
Department NameCustomer:Job Additional Info TabDepartment Name 
Department Full NameCustomer:Job Additional Info TabAssociated Department Full Name 
Department AliasCustomer:Job Additional Info TabAssociated Department Alias 
    
Equipment TypeEquipmentType 
Equipment ManufacturerEquipmentManufacturer 
ModelEquipmentModel 
Serial NumberEquipmentSerial Number 
Equipment DescriptionEquipmentCalculated FieldEstimated Cost minus Cost to Date
Equipment LocationEquipmentCalculated FieldCost to Date divided by Estimated Cost
Install DateEquipment  
Install Age DaysEquipmentCalculated FieldNumber of days from the Install Date to the date the CDV was run.
Install Age MonthsEquipmentCalculated FieldNumber of months from the Install Date to the date the CDV was run.
Install Age YearsEquipmentCalculated FieldNumber of years from the Install Date to the date the CDV was run.
Mfg YearEquipmentYear Mfr. 
Mfg Age YearsEquipmentCalculated FieldNumber of years from the Year Mfr. to the date the CDV was run.
Equipment NotesEquipmentNotesNotes are found under the Menu option.
General Our WarrantyEquipmentOur Warranty General 
General MFG WarrantyEquipmentManufacturer Warranty  General 
Our Labor WarrantyEquipmentOur Warranty Labor 
MFG Labor WarrantyEquipmentManufacturer Warranty  Labor 
Our Parts WarrantyEquipmentOur Warranty Parts 
MFG Parts WarrantyEquipmentManufacturer Warranty  Parts 
In ServiceEquipmentIn Service 
Equipment ParentEquipmentParent Equipment 
Service AgreementService AgreementTypeThe service agreement information is based on the equipment being assigned to the service agreement.
SA Term BeginsService AgreementTerm Begins 
SA Term EndsService AgreementTerm Ends 
SA NumberService AgreementNumber 
Last Completed Work OrderWork Order : General TabDate 
Last Work Order DetailsWork Order******From the last work order completed, a copy of the date, technician’s name, brief description, detailed description, private notes, and technician notes.
Last Work Order TypeWork Order : Additional Info TabType 
Last Work Order DeptWork Order : Additional Info TabDepartment 
# Pending WOWork OrderCalculated FieldThe number of work orders for the customer which have not been completed or cancelled.
Customer:Job DisplayCustomer:JobDisplay 
Billing ParentCustomer:JobParent Name of child accountThis is the parent name of the record.  When the customer is the parent, this field will be the same as the customer name.
Company NameCustomer:Job : Address TabCompany 
DBACustomer:Job : Address TabDBA 
Bill To AddressCustomer:Job : Address TabBill To Address 
Bill To Address2Customer:Job : Address TabBill To Address2 
Bill To City/State/ZipCustomer:Job : Address TabBill To City, State Zip 
Bill To CountyCustomer:Job : Address TabBill To County 
Bill To CountryCustomer:Job : Address TabBill To Country 
Bill To SubdivisionCustomer:Job : Address TabBill To Subdivision 
Work AddressCustomer:Job : Address TabWork  Address 
Work Address2Customer:Job : Address TabWork Address2 
Work City/State/ZipCustomer:Job : Address TabWork City, State, Zip 
Work CountyCustomer:Job : Address TabWork County 
Work CountryCustomer:Job : Address TabWork Country 
Work SubdivisionCustomer:Job : Address TabWork Subdivision 
SalutationCustomer:Job : Address TabSalutation 
First NameCustomer:Job : Address TabFirst Name 
Middle InitialCustomer:Job : Address TabMiddle Initial 
Last NameCustomer:Job : Address TabLast Name 
ContactCustomer:Job : Address TabContact 
PhoneCustomer:Job : Address TabPhone/Ext 
Phone ExtCustomer:Job : Address TabPhone/Ext 
Cell PhoneCustomer:Job : Address TabCell Phone 
FaxCustomer:Job : Address TabFax 
PagerCustomer:Job : Address TabPager 
PinCustomer:Job : Address TabPin 
Alt PhoneCustomer:Job : Address TabAlt. Phone 
Alt ContactCustomer:Job : Address TabAlt. Contact 
EmailCustomer:Job : Address TabEmail 
WebsiteCustomer:Job : Address TabWebsite 
OwnerCustomer:Job : Address TabOwner 
Map CodeCustomer:Job : Address TabMap Code 
Account NumberCustomer:Job : Payment TabAccount Number 
Sales Rep AliasCustomer:Job :Sales Rep Alias/Name if Vendor 
Additional Info Tab
Sales Rep NameCustomer:Job :Sales Rep Name 
Additional Info Tab
EquipmentIDEquipmentTable ID of Equipment 
ParentEquipIDEquipmentTable ID of Parent Equipment 
CustomerIDCustomer:JobTable ID of Customer:Job 
ParentIDCustomer:JobTable ID of Parent Record 

Missing Invoices on Work Orders CDV

Type: Custom Data View

Data View: Missing Invoice Work Orders

Customer: Aptora

Public: Yes

Reports Included: No

Description: List of invoices, sales, and credits which have been created and no corresponding work order is attached.

Drill Down: Yes, opens transaction type

Columns and data for the Missing Invoice Work Orders Custom Data View are outlined below:

Column Name

Form

Field

Notes

Cust:Job Name

Invoice/Sale/Credit

Customer:Job

 

Tran No

Invoice/Sale/Credit

Number

 

Tran Date

Invoice/Sale/Credit

Date

 

Tran Type

Form Type

Invoice/Sale/Credit

 

Tran Total

Invoice/Sale/Credit

Total

 

Tran Department Display

Invoice/Sale/Credit

Associated Department Full Name

 

Internal Memo

Invoice/Sale/Credit

Internal Memo

 

Tran Department Name

Invoice/Sale/Credit

Department

 

Tran Department Alias

Invoice/Sale/Credit

Associated Department Alias

 

Cust:Job Display Name

Invoice/Sale/Credit

Customer:Job

 

Tran Sales Rep Name

Invoice/Sale/Credit

Associated Transaction Sales Rep Name

 

Tran Sales Rep Alias

Invoice/Sale/Credit

Associated Transaction Sales Rep Alias

 

Tran Sales Rep First Name

Invoice/Sale/Credit

Associated Transaction Sales Rep First Name

 

Tran Sales Rep Last Name

Invoice/Sale/Credit

Associated Transaction Sales Rep Last Name

 

Tran Bill To Line 1

Invoice/Sale/Credit

Bill To Line 1

 

Tran Bill To Attn

Invoice/Sale/Credit

Bill To Attn

 

Tran Bill To Address

Invoice/Sale/Credit

Bill To Address

 

Tran Bill To Address2

Invoice/Sale/Credit

Bill To Address2

 

Tran Bill To City

Invoice/Sale/Credit

Bill To City

 

Tran Bill To State

Invoice/Sale/Credit

Bill To State

 

Tran Bill To Zip

Invoice/Sale/Credit

Bill To Zip

 

Tran Work Line 1

Invoice/Sale/Credit

Work Line 1

 

Tran Work Attn

Invoice/Sale/Credit

Work Attn

 

Tran Work Address

Invoice/Sale/Credit

Work Address

 

Tran Work Address2

Invoice/Sale/Credit

Work Address2

 

Tran Work City

Invoice/Sale/Credit

Work City

 

Tran Work State

Invoice/Sale/Credit

Work State

 

Tran Work Zip

Invoice/Sale/Credit

Work Zip

 

From Mobile?

Invoice/Sale/Credit

Calculated Field

Indication of whether transaction was created from Aptora Mobile II. (Invoices Only)

Tran User Created

Invoice/Sale/Credit

Transaction Security Label

 

Tran Date Created

Invoice/Sale/Credit

Transaction Security Label

 

Tran User Revised

Invoice/Sale/Credit

Transaction Security Label

 

Tran Date Revised

Invoice/Sale/Credit

Transaction Security Label

 

TranID

Invoice/Sale/Credit

Table ID of Transaction

 

CustID

Invoice/Sale/Credit

Table ID of Customer:Job

 

Missing Department Entries (how to locate) CDV

Type: Custom Data View

Data View: Missing Department Entries

Customer: Aptora

Public: Yes

Reports Included: No

Description: List of all transaction line entries which are missing a department in the register for Income Statement accounts.

Drill Down: Yes, opens transaction type

Columns and data for the Missing Department Entries Custom Data View are outlined below:

Column Name

Form

Field

Notes

Tran No

Transaction

Number/Reference

 

Tran Date

Transaction

Date

 

Tran Type

Form Type

  

Items Name

Transaction Items Grid

Associated Item Name

 

Account Name

Transaction Line

Associated Line Account Selection

 

Register Amount

General Journal

******

Value of debit/credit impact for Chart of Account

Qty

Transaction Line

Quantity

 

Cost

Transaction Line

******

Unit cost for line items with an item selected. When only an account is entered, the cost is the amount to be debited or credited.

Total Cost

Transaction Line

Calculated Field

Qty times Cost

Price

Transaction Line

*****

Unit Price Ea for line items with an item selected. When only an account is entered, the price is the amount to be debited or credited.

Amount

Transaction

Calculated Filed

Qty times Price

Line Item Description

Transaction

Department

Line description/memo

Tran Date Created

Transaction

Transaction Security Label

 

Tran Date Revised

Transaction

Transaction Security Label

 

From Mobile?

Transaction

Calculated Field

Indication of whether transaction was created from Aptora Mobile II. (Invoices Only)

Cust:Job Name

Transaction Line

Associated Customer:Job Name

 

Cust:Job Display Name

Transaction Line

Associated Customer:Job Display Name

 

TranID

Transaction

Table ID of Transaction

 

AccountID

Transaction

Table ID of Chart of Account

 

CustID

Transaction

Table ID of Customer:Job

 

Missing Work Orders Invoiced CDV

Type: Custom Data View

Data View: Missing Work Orders Invoiced

Customer: Aptora

Public: Yes

Reports Included: No

Description: List of work orders which have been completed and no corresponding invoice/sale is attached.

Drill Down: Yes, opens work order.

Columns and data for the Missing Work Orders Invoiced Custom Data View are outlined below:

Column Name

Form

Field

Notes

Technician Assigned

Work Order : General Tab

Assigned To

 

Employee Alias

Work Order : General Tab

Assigned To

 

Customer Name

Work Order

Customer:Job

 

Customer Display Name

Work Order

Customer:Job

 

WO Date

Work Order : General Tab

Date

 

WO Number

Work Order

Work Order #

 

WO SA Item

Work Order : Additional Info Tab

Associated Service Agreement

 

WO SA Description

Work Order : Additional Info Tab

Associated Service Agreement Description

 

WO SA Number

Work Order : Additional Info Tab

Associated Service Agreement Number

 

WO SA Term Begins

Work Order : Additional Info Tab

Associated Service Agreement Term Begins

 

WO SA Term Ends

Work Order : Additional Info Tab

Associated Service Agreement Term Ends

 

Is Planned Maintenance?

Work Order : Additional Info Tab

Planned Maint.

 

SA Discount Applied?

Work Order : Items Tab

********

Indicates whether a line item for a service agreement discount has been added

WO Start Time

Work Order : General Tab

Start Time

 

WO Status

Work Order

Status

 

WO Type

Work Order : General Tab

Work Order Type

 

WO Department

Work Order : Additional Info Tab

Department

 

WO Full Department

Work Order : Additional Info Tab

Associated Department Full Name

 

WO Dept Alias

Work Order : Additional Info Tab

Associated Department Alias

 

WO Stage

Work Order : General Tab

Associated Stage

 

WO Brief Description

Work Order : General Tab

Brief Description

 

WO Detailed Description

Work Order : General Tab

Detailed Description

 

WO Private Notes

Work Order : Notes Tab

Private Notes

 

WO Technician Notes

Work Order : Notes Tab

Technician’s Notes

 

WO User Created

Work Order

WO Security Label

 

WO Date Created

Work Order

WO Security Label

 

WO User Revised

Work Order

WO Security Label

 

WO Date Revised

Work Order

WO Security Label

 

 WorkOrderID

Work Order

Table ID of Work Order

 

 EmployeeID

Work Order

Table ID of Assigned To Employee

 

 CustJobsID

Work Order

Table ID of Customer:Job

 

 DeptID

Work Order

Table ID of Department

 

Resetting Inventory Counts CDV

Introduction

A common question our trainers and support experts get is “How do I remove all inventory counts and start fresh?”  There are many reasons a company may want to do this.

  1. The Balance Sheet asset account for inventory is not reconciling to the inventory valuation.
  2. The counts are not accurate on a large scale.
  3. Inventory management has not been done in the system to maintain accuracy for the average cost, quantities on hand, etc.

When you need to start over with inventory quantities, it is recommended to reset all item quantities to zero, count your physical quantities on hand, and re-import the new quantities and values.

Resetting Counts to Zero

You may reset the counts to zero in bulk by doing an Inventory Qty Import.  You may export the existing item quantities by using one of the two options:

  1. Inventory Valuation by Warehouse (Reports | Company | Items ) through the date you are wishing to reset.  You may then export this report to MS Excel, removing the serialized items and changing the quantity be the reported quantity times – OR
  2. Running the Inventory Count By Warehouse CDV (Reports | Custom Data Views).  You may then export this report to MS Excel, removing the serialized items and changing the quantity be the reported quantity times -1.

For either option, please make sure there is a cost for the item as this will affect the asset value and average cost.  When formatting the import file, the columns needed for importing are listed below.

  1. Item:  This is the name of the item.
  2. Warehouse: This is the warehouse the item count resides in.
  3. Cost: This is current average cost of the item. You will want this to be accurate as it will impact the value of inventory.
  4. Date: This is the date the count is conducted.
  5. Qty: This is the quantity counted.  You will not have negative entries for the initial inventory import. For example, if the system states you have five (5) and you want the quantity to be zero (0), the Qty would be negative five (-5).

Import the exported file to reset the quantities to zero.  Rerun the Inventory Valuation or Inventory Valuation by Warehouse to verify the counts have been reset to zero.

Perform a physical inventory count of the items in your warehouses, including trucks.  Enter the counted values into the spreadsheet. Import in the new counts to set the starting quantities and value.

Importing Counts

  1. Save the above file to your desired file share location.
  2. Open your live company file.
  3. Navigate to File | Company Utilities | Import.
  4. Select the workbook that was just saved to your file share directory. On the Import Wizard screen, select Inventory Qty and click Next >.
  5. Select the Inventory worksheet.
  6. If not checked, check the box that indicates your column headers are in the first row.
  7. Field headings should be mapped for those fields that are available to import.
  8. Click Next >.
  9. Check the box next to Clip Strings to Length.
  10. Click Next >.
  11. Check the box acknowledging importing of your data.
  12. Click Next >.
  13. Click the Import button.
  14. Once the import is complete, you may close the form.

Tips

  • You may use the import option to perform routine inventory adjustments after you monthly, quarterly, or annual physical counts.
  • In MS Excel, you can create formulas to calculate differences for imports.
  • If you are unsure of how to import and would like to make sure you are gathering and formatting the information correctly, please email trainer@aptora.com and schedule some time to go over this process.
  • To minimize the need to reset inventory, it is recommended to disable the preference to sell out of stock inventory.  This preference is located under Edit | Invoices/Sales/Estimates | Company Preferences.
  • If you are finding you are doing multiple inventory resets, you may want to speak to your accountant to determine the impact this is having on your financials.   You may also wish to schedule training to go over best practices for inventory control.
  • If you do not wish to affect the inventory balance on the Balance Sheet, add a column to the import file for the account and enter the account number for the asset account assigned to the item.
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