simpro mobile app work instruction

Simpro – Mobile App Work Instruction

Review Date: 24/09/20 Next Review: 11/08/21 of 53

Contents General Information ............................................................................................................................... 2

Modules ............................................................................................................................................... 2

Syncing App ......................................................................................................................................... 3

Selecting Date ...................................................................................................................................... 3

Refreshing All Data in App ................................................................................................................... 4

Service Module ....................................................................................................................................... 5

Completing a Job ................................................................................................................................. 5

See Details of Job ............................................................................................................................. 6

Contacts of Job – Site, Customer, Job, ACS Project Manager ......................................................... 6

Directions to Site ............................................................................................................................. 6

Start Travel / Start Work .................................................................................................................. 6

Complete JSEA ................................................................................................................................. 7

Viewing Notes .................................................................................................................................. 9

Work History at this Site ................................................................................................................ 10

Viewing Attachments ..................................................................................................................... 11

Adding Attachments ...................................................................................................................... 11

Assets on Service Jobs ................................................................................................................... 13

Adding Assets to Site .................................................................................................................. 15

Testing Assets ............................................................................................................................. 16

Assets on Maintenance Jobs.......................................................................................................... 17

Asset Missing from Site .............................................................................................................. 19

Testing Assets ............................................................................................................................. 19

Completing Job Card ...................................................................................................................... 21

Work Completed Notes .............................................................................................................. 21

Technician notes ........................................................................................................................ 22

Entering Times ........................................................................................................................... 22

Materials .................................................................................................................................... 25

Purchase Orders ......................................................................................................................... 26

Review and Finalise ....................................................................................................................... 28

Emailing to Customer ................................................................................................................. 30

Activities ............................................................................................................................................ 32

Quotes ................................................................................................................................................... 37



Adding Labour ................................................................................................................................ 42

Adding Items to Quote .................................................................................................................. 45

Sync to Simpro without emailing to customer........................................................................... 52

Sync to Simpro and Email to customer (with or without signature) ........... Error! Bookmark not

defined.

Convert to Job ................................................................................... Error! Bookmark not defined.

General Information

Modules

There are currently two modules available to users:

• Service o Job Schedule is shown o Job Cards and purchase orders o Enter activities (Lunch, After Hours, Leave, etc.)

• Quotes and Sales o Create Quotes o Create Jobs o View Draft Quotes (Quotes not synced to Office)

Modules are viewed by selecting the Hamburger to the top Left of the Screen

The screen will show:

Who is Logged In

The Modules Available. Pressing on the module will open that module



The module you are working in will show at the top of the screen

Syncing App

Simpro Mobile will automatically sync every time you open the app, or re-enter a new module of the

app. This is shown in the top left hand corner of the screen

If you need to re-sync at any time press the circle arrow to the right of the Updated Time

Selecting Date

The date shows at the top left of the screen.



Pressing the arrow will let you select a past or future date.

Refreshing All Data in App

This is only to be used if your app is freezing or not syncing correctly.

Press the hamburger at the top of the screen

At the bottom of the screen, press the ‘Refresh all Service Data’

Wait while the app Refreshes



Service Module

Completing a Job

Ensure you are in the ‘Service Module’

Any Jobs you have scheduled to you will show

HELP:

If a job is not showing up:

• Check you are in the Service Module

• Check you are on the correct date

• Refresh Screen

• Ensure office staff have schedule correct job to you



See Details of Job

From this view you can Press and see the details of the job

Contacts of Job – Site, Customer, Job, ACS Project Manager

Clicking on the will open the Job Contacts

Clicking on any blue icons will allow that action to happen (call or email)

Directions to Site

Clicking on the will open the devices ‘map’ program and will give directions to site

Start Travel / Start Work

Click on the Job you wish to start in your schedule

Job will open



Press Start Travel / Start Work

If you utilised the Start Travel, once you get to site, press Start Work

Complete JSEA

At the bottom of the screen a notification will be highlighted in yellow/brown. This is for your Pre-

Audit

Click on Open Pre-Audit

Click on Job Safety Analysis

HELP:

If you select Start Travel and need to

know how to get to site, you can

utilise the Map and get directions

from inside the job



Select any techs who are working with you (these are additional to yourself)

Press Start

Follow all questions, by selecting the answer, then pressing Next

When you have answered all questions, sign you signature in the Box and Press Next



Press Done

Press Done

Viewing Notes

On the main job screen, if there any notes associated with the job, customer, schedule, site there

will be a number next to the Notes link

Click on the Notes Link

NOTE:

Site Notes will include details such

as Access Times, EWP/PPE required.

Schedule Notes may include details

such as who you are working with,

details about part or who to see on

site



Review any notes

Press Done

Work History at this Site

History of work on the site can be viewed by selecting the link



Viewing Attachments

On the main job screen, if there any attachments associated with the job, customer, or site there will

be a number next to the Attachments link

Click on the Attachments Link

Adding Attachments

Click on the Attachments Link

NOTE:

Job Attachments may include

Drawings, Maintenance Checks,

Photos, etc.

Site Attachments may include Site

Photos, Site Specific JSEAs, etc.



Select either Job or Site

Job Attachments will be photos of coils, units, etc.

Site Attachments will be photos of Site and are not specific to the Job

Press Add

Select Take Photo or Gallery

Take Photo and press Use or Select the Photos you want to add

Once added you can rename the attachment

Press the Three Dots on the end of the attachment you want to Rename.



Press Rename

Rename Image

Press Save

Photo will now have updated file name

Assets on Service Jobs

Assets are an important way we can have the history of a unit, for both the customer and ACS Staff.

Technicians are able to see details of what has occurred on any asset and who completed that

service. However, this can only happen if the assets are added to a job.

From the main job screen you can see what assets have been associated with the job

NOTE:

Renaming Images is really important to help determine

what photo goes with what unit, especially for

maintenances. Please ensure you try to include the unit

number or location in the name.

A short description of what the photo is showing is also

useful (i.e. Coil Clean Required – Moderate)



If no asset has been associated with this job, the job screen will say – ‘No assets in the Cost Centre’

to add an asset to the job, press Assets

Search for the asset utilising the search bar and searching either Unit Number, Location, Model,

Serial Number and pressing the Magnifying glass

NOTE:

Ensure you take the time to search

multiple ways for a unit (unit number,

location, etc.) in case the unit is on the

site, but does not have all details

associated with it



Adding Assets to Site

If no assets show up, press to add a new asset to the site

Select the Type of Asset (A/C – Ducted Split, etc)

Enter as many details known about asset as possible

Ensure Service Levels is turned off and No Service is selected

Ensure Service Levels is turned off and

No Service is selected.

These are only for maintenance and are

set up by Andrew.



Press Green Done Button (or test to make notes about service completed today on asset)

Testing Assets

From the main job screen – the system will show the number of assets ‘Untested’ and ‘Passed’

‘Failed’ against the job. Anything untested needs to be tested.

Press Assets



Press on the asset you want to pass/fail

View Past Results on the asset (from previous service jobs/maintenances where this asset was on

the job) by pressing

Mark if the asset has ‘passed’ or ‘failed’

Enter Notes about why asset has failed

Answer the ‘Have all required maintenance checks been completed? With n/a as service job

Press to go back to main asset list. OR if there are other assets you need to Test

Assets on Maintenance Jobs

Assets are an important way we can have the history of a unit, for both the customer and ACS Staff.

Technicians are able to see details of what has occurred on any asset and who completed that

service. However, this can only happen if the assets are added to a job.

From the main job screen you can see what assets have been associated with the job

Notes:

Assets Fail if a quote is required to fix

something (i.e. new fan belt required,

coil clean required – urgent), etc.



Assets on maintenance jobs will automatically be added to the job and will be listed in the Assets

section.

If there are a number of assets on the mainteance you can search for the asset you want to pass/fail

Search for the asset utilising the search bar and searching either Unit Number, Location, Model,

Serial Number and pressing the Magnifying glass

NOTE:

Ensure you take the time to search

multiple ways for a unit (unit number,

location, etc.) in case the unit is on the

site, but does not have all details

associated with it



Asset Missing from Site

CONTACT ANDREW

If there are assets missing from the maintenance job – DO NOT ADD NEW ASSETS or search for

assets associated with the site and add to the job. Please contact Andrew and he will advise.

Assets associated with maintenance contracts are automatically added and if they are not on the job

that you are currently completing, they may be serviced in a different month, or may be part of a

warranty maintenance. Or we may not maintain. Always contact Andrew if you think an asset is

missing and he will add from the office.

Testing Assets

From the main job screen – the system will show the number of assets ‘Untested’ and ‘Passed’

‘Failed’ against the job. Anything untested needs to be tested.

Press Assets



Press on the asset you want to pass/fail

View Past Results on the asset (from previous service jobs/maintenances where this asset was on

the job) by pressing

Mark if the asset has ‘passed’ or ‘failed’

Enter Notes about why asset has failed

Answer the ‘Have all required maintenance checks been completed? Yes

Answer Is there any further work required with Yes if there is a quote required for this asset.

Press to go back to main asset list. OR if there are other assets you need to Test.

Repeat until all assets on the job have been passed/failed.

Notes:

Assets Fail if a quote is required to fix

something (i.e. new fan belt required,

coil clean required – urgent), etc.



Completing Job Card

Work Completed Notes

This is shown on your final job card

To update notes for job card, press the next to the Work Completed Section and Ensure you

enter the Date you attended and any notes.



Technician notes

These are private notes that the staff in the office can see and technicians when looking at history on

site. However, the client will not see them

To update notes for staff, press the next to the Technician Notes Section and enter notes for

internal staff

Entering Times

If once you have reviewed your job Card and the times are incorrect – or you have been on site all

day, but do not have an half hour block for lunch, you need to adjust the time blocks.



Press next to the Time Recorded on main job screen

Update the times for your first (or only) timeblock

Click on the Start or End Time and update

Press Done

Press if you need to add a break for lunch



Enter Start and End Times

Press Done

Review and Ensure Correct.

Once Correct, Press Back



Materials

To add materials to Job, Press to enter any Kilometres or ACS Van Stock (Coil Clean,

etc.)

Click on the correct catalogue and search for the item you want to add



Purchase Orders

To create a purchase order click on

Review Purchase Orders if already there, by clicking on the order.

If you need a new order Press

Search or scroll down to the supplier you are creating purchase order for. Click on the supplier



Add details of what you are purchasing (i.e Daikin FTKS71 or 3 x Filter 600x600x600)

Press

Purchase order will now be listed



Review and Finalise

When the job is completed and you have filled in every area of job card, press



The customer can see the Details of what you entered in ‘Work Completed’ and Labour Times.

Ensure the current recording time block is selected.

Remove any incorrect time blocks (i.e. if your starting time block is not correct)

Ensure you get your signature and the customers signatures.

Select a Mobile Status and Press Stop Work and Finish



Pressing the Stop work and Finish, will stop the running time block and will then update your times

Emailing to Customer

If the customer wants to receive the job card immediately, before pressing Stop Work and Finish,

ensure the Email Job Card Selection is turned on



Ensure the email address is correct. If not press the X next to the email address and then press +Add

email.

Select the mobile status and then press Stop Work and Finish

You will be taken to your Service Schedule screen once the job has been emailed.



Activities

Ensure you are in the schedule module

Press the



Then press +Activity

Select the Activity (such as lunch, leave, etc.)

Press Enter Times



Enter Start Times, press Done

Enter End Times, Press Done



Press Note if you would like to enter any notes about the leave (i.e. if Training – enter what training)

Press Done

Press Done then Submit

Activity will now show on your schedule screen



Quotes Select the Quote and Sales Module from the Hamburger Menu



Press the

Select



Press Choose on the Customer Line

Select the Customer

Press Add



Press Choose on the Site Line

Select the Site

Press Add

Enter the Description of the Quote (the client will see this)

Enter any Notes these are for office staff



Press Next

Enter any details in the description

Ensure Auto Calculate is turned off for Labour



Adding Labour

Add Labour for the Quote, by pressing



Select Labour



Select Quote Rates and enter the number of hours

Press Add

Note:

For all service quotes, ensure you

enter the Quote Rate for Technician

and Apprentices



Press Back

Adding Items to Quote

Ensure you are still in the price book section of the quote

Select ‘One Off Items’



Enter details of the item being added (Filters, Admin Fee, Travel Fee, etc. etc.)

Ensure the Type is Material

Enter price this price MUST include mark up and GST.

If an item is cost price $50 and mark up (50%) 50 * 1.5 = $75, then add GST = $75 * 1.1 = $82.50



Press Add

Repeat One Off Items until materials have been added.

Catalogue Items can be utilised for (km’s at the customers rates, coil cleaner, etc.)

,

Supplier Catalogues are no longer available in the Mobile App



Add items from catalogues, until all added

Once all added, press at the bottom of the screen



Ensure ‘.Service Quoted’ is the cost centre



Press Change

Press Done when the quote is completed.

Press Present Options



Select the check boxes of the quote that you want to present to the customer

Press Proceed



Sync to Simpro without emailing to customer

Press Done

simpro mobile app work instruction

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