HVAC Central Office Edition
The HVAC Central Office Edition is a software program designed to handle all accounting functions and the dispatch and billing of service order and job related invoices in the heating, ventilation, air conditioning, and plumbing industry.
The HVAC program is an integrated collection of programs that include a general ledger, accounts receivable, accounts payable, payroll, invoicing and inventory control, service order entry and dispatch, job costing, mailing list management, and remote communications. All modules work together to create transactions needed to operate all functions of the HVAC business.
This is the main menu for the Hvac Central Office program.
The service order entry and dispatch area is used to enter service order requests. Reports and inquiries are sorted by service order date, service address, technician, customer name, telephone number, and service order number. Printing of the service can be a detailed report or a full page service order. All service orders are maintained after dispatch to give full service order history. Lookups help the operator to enter service orders very quickly.
Service Order Dispatch - Calendar View - By Technicians
Service Order Dispatch - Grid View
Service order entry and dispatch allows quick entry with historical service reference to prior service orders. Completed service orders can be quickly turned into customer invoices for mailing or just for company records. A customer receipt may be entered directly on the invoice to save additional time. Full general ledger distribution occurs for the billing, cash receipts, and job cost areas that will flow directly to your balance sheet and income statement.
Workorder Entry Screens
Work Order Entry - Parameters tab
Work Order Entry - Line Items tab
Work Order Entry -Totals tab
Work Order Entry - Site Information tab
Work Order Entry - Estimate Information tab
Work Order Entry - Time Tracking tab
Work Order Entry - Equipment Covered tab
Work Order Printouts - Technician Field Invoice
Document images may be stored with the work order / invoice to maintain an image copy of the handwritten service invoice. The images are stored within the database tables, not in computer directory folders, which allows you to view the images even from offsite laptops or branch offices.
WorkOrder Entry - Document Image
If Microsoft Mappoint is installed on your computer, the service dispatch area can show a customer's map location and driving directions to the address.
Dispatch - Mappoint Integration
The invoicing program handles lump sum and separated item invoices. The flat rate pricing catalog can be used to quickly enter all items for a flat rate lump sum invoice and also as a template of items for the separated item invoices.
Invoices allow creation of new customers, lookup of existing customers, job designation, residential or non-residential designation, separated item or lump sum invoice designation, whether the invoice is tax exempt or not, a discount percent for the customer, individual line item entry for separated item invoices, or the very quick flat rate item entry for pulling all needed line items based on the flat rate catalog entries.
City sales tax calculations work with the city tax files to calculate the sales tax correctly and prepare entries for the state/city sales tax reports.
Job costing is provided that will accommodate the completed contract method, the percentage of completion method, or a hybrid method where job costs are updated per job but no general ledger distribution occurs for the job in progress.
A flat rate price catalog can be entered for your company pricing that gives pricing for normal hours, overtime hours, and with a service agreement. The flat rate area can print both a management catalog with full detail and a technician catalog showing only needed pricing. By printing with a laser printer, the flat rate catalogs look like they came from a print shop.
Flat Rate Catalog - Browse Screen
Flat Rate Catalog - Entry Screen
Flat Rate Catalog - Detailed Customer Price List Printout
The Flat Rate Pricing section is fully integrated with the invoicing section to allow lump sum line entry for flat rate invoices with sales taxation calculated based on cost or retail price.
The accounting system provides the accrual accounting method using average cost calculations in inventory with an open item accounts receivable customer aging.
The invoice area works in tandem with the inventory area to correctly subtract the invoice items from a particular truck inventory and generate the necessary general ledger transactions that will flow to the general ledger area.
Multiple truck inventories can be added based on a sample truck or individually. All truck inventories work in relation to the master inventory.
The job cost area is used to enter jobs and their detailed cost items. A master job cost code section speeds the entry of new jobs. The job cost control file allows complete flexibility in setting up the needed general ledger distribution accounts. Jobs may be accounted for by using the completed contract method, the percentage of completion method, or with job costs updated but no general ledger distribution. Costs are entered as material costs, payroll costs, and fixed and variable overhead costs. Fixed and variable costs for each job can be automatically calculated for you at the end of the month. A completion status entry denotes the job as completed and allows the billing area to distribute revenue and cost values as billing occurs.
The accounts receivable area is used to enter customers, cash receipts, and miscellaneous transactions. Invoices from the invoice entry area update the open item receivable files. Cash receipts are applied to these unpaid invoices. Summary and detailed aging reports can be run by customer number or alphabetical by customer name. On screen inquiry allows a quick review of a customer account transaction history. Customer statements can be printed in customer number or name order.
The accounts payable area is used to enter vendors, vendor invoices and checks. Vendor invoices can be entered with detailed line item general ledger distribution. Checks may be generated with computer checks or manual checks. Computer checks are dot matrix pin fed or laser printed in either a pre-printed or all-purpose check. Check entry can derive from open invoices in the payables open file or from direct entries that are non-AP. Aging and cash requirements reports are available in both summary and detailed form sorted by either vendor number or vendor name. History is maintained for both invoice and check entry.
The payroll area is used to enter employees, their associated deductions, and payroll checks. You may generate computer printed checks and/or enter manual checks from your checkbook. Use the manual check entry to pre-calculate your payroll checks if you continue to keep your payroll on your checkbook. Computer checks can be printed in a pre-print format or all-purpose format ( use the same check for accounts payable ) in both dot matrix pin feed or laser printed checks. Full history of all checks is maintained to make easy work of quarterly reporting and end of year work. Laser or Pin-fed W-2’s can be printed. One very useful feature at the end of the year is the ability to start a new payroll year without clearing the past year’s entries. This is very helpful when all reconciling entries have not been made in the first few weeks of January and you need to generate the first payroll of the new year. Last year’s W-2 reporting can be printed even after a new year has begun. Withholding is calculated for federal and all states. If your company has city withholding required, you can enter the needed tax rates in the city tax tables.
The general ledger area is used to enter accounts and transactions. Multiple balance sheet and income statement layouts are allowed. Layout control allows complete flexibility in output. Trial balance reports can be printed in both summary and detailed, with or without monthly subtotals, and with all accounts or starting and stopping at designated accounts, and within a stated day range. The general ledger allows continuation into a new year without closing the prior year. Monthly detail is not released until the end of the year closing. It is possible to continue posting of entries with several years entries still available for trial balance, balance sheet, and income statement printing. This is very useful to the companies who have to make adjusting entries at the end of the year, but need to start the new year.
The customer file area has reporting capabilities to allow searches, printed reports, printing of labels and rolodex cards, and a mail merge feature.
All in all, this is one of the most complete and easy to use systems for the HVAC industry that can be found. Over the next few years, enhancements will be made to constantly improve the system and help us better serve your company. Your suggestions are always welcome, so keep us informed of your company’s needs.