DSM Instructional – Company Configuration

 

These instructions cover the Company Configuration options in DSM.

First, go to File > Administration > Company Configuration.  You will see the following screen.

DSM has the capability of running multiple businesses in one system.  Typically you would see only one company here.  Should you need to run another entity, you can click the Add button to enter an additional company.  NOTE: The addition of any secondary companies will result in an additional charge.  Please contact us at your convenience to discuss your options prior to adding a new company.

To configure a company, highlight  your company here and click “Edit” below.  You may also “double click” the company in the list to edit it.

You will see the following screen:

 

We’ll start with the General Tab.  It is similar to the System Configuration screen but specific to which company you may be editing.

On the left is the Company Configuration, it is basic company information.

At the bottom left is Print Logo on Reports.  It is an area for you to specify a logo.  By default, DSM will print a DSM logo so it is advised to add your logo.

Adding a logo here will cause all reports run within this company to print your company logo on them.  It will also put this logo on all printed quotes, orders, invoices and statements.  Other customization options are available for your printed items as well.  Contact Support for more information on this. 

In the upper right is General Settings.  Here is where you control the text formatting, time zone, country and starting time.

In the lower right are New customer Defaults.  These options control basic internal functionality of DSM.  Select the appropriate options to suit your business needs here.

 

 

The next tab is the Orders Tab. Select this tab to see the following screen:

Under the left side New Order Entry Defaults / Requirements you will find many options.

Checking the “Check Last Credit App Date” and specifying a number of days will cause DSM to prompt you for a new date in their customer record.  This is helpful when determining whether you want to do work for a specific company based on credit references.

The Give Balance Overdue Warning After “X” Days Option is the number of days DSM should take into account before warning you that they are a past due account.  If a client is past due and you attempt to enter a job for them, DSM will prompt you with a message stating so.

The option to Warn If New Job Is Entered More Than “X” Days Into The Future is to prevent you from scheduling too far out.

The option to Enable Customer Lead Tracking is a helpful feature and if checked, allows you to track where your new customers are coming from.  When checked, the system will prompt you for a selection when entering a new job.

Next is the COD Customer List.  This is used to specify which clients are to be COD by default.  You can also choose the COD terms in the customer record if you like.

The option to Allow Editing Of Who Entered Order After Initial Saving is a yes or no selection.  If set to yes, the system will allow users to change the “ENTERED BY” person on any order or quote.  If set to no, once saved, the order field will place the user ID of the person who entered the job in the field, then gray it out.

The option to Restrict Priority Assignment to Users That Can Delete Orders, if checked, will cause the system to deny access to the priority of the job selection.

The Automatically Print New Orders After Initial Entry option, if checked, will cause the system to print new jobs/orders after saving.

Optional Entry fields:  If checked, will REQUIRE the field on the job/order to be filled out before saving

In the upper right there are some other options as well.  Checking them will turn on other scheduling options.

At the bottom, the option to automatically number job sites (master sites), if checked, will number them for you.  If not checked, you can manually enter a job site number.

 

The BILLING Tab.  This screen allows you to control how the billing process flows throughout DSM.   

Default JT Number To Order #.  If checked, will cause the system to automatically number your job ticket with the order number.

Enter Mileage On Job Ticket.  If checked, will open the field on the job ticket entry screen allowing you to enter mileage on the truck. This is used in conjunction with vehicle maintenance & service.

Default Line Items (invoice items) From Itemized Order.  If yes, the system will automatically bring your billable items to the job ticket entry screen reducing the amount of entry.  If no, it will not bring the items over.  If set to ask, you have your choice.

Individually Ask To Invoice Each Job Ticket At Completion.  If checked, will cause the system to prompt you to invoice the job when done.  Further to this, the option below to prompt for payment is also a handy feature.  Set to yes if you want DSM to go to the payment screen.

Require Individual Invoicing.  If checked, will disable batch invoicing on the billing screen and require you to go one-by-one.

Default to Preview Invoice.  If checked, will preview the invoices to screen prior to printing.

Default Days on Billing Screen To Ignore Job Tickets.  Set the number of days (a delay basically) to not show work that has no billable items yet.  Generally you don’t want to see today’s jobs as there is nothing to bill, or field tickets aren’t in.

Invoice Note.  Type a note here to show on the bottom of invoices.

Statement Note.  Type a note to show messages at the bottom of statements here.

Per Quote Billing.  Generally, a billable item description (or invoice item) used to create a “one item” invoice showing the total of many items you may not want to list.  If used, simply use the item description first on any job ticket, then add as many others as you like.  The resulting invoice will only show your first item with the price of all the others.

 

The Timekeeping Tab.  The options here allow you to configure how DSM treats the flow of timecard information through the system.  It also has helpful warnings and certified payroll controls.

 

Under Settings:

Payroll First Day Of Week.  Choose your first day of the work week here.

Time Rounding Rules.  Pick an option here that suits your business model.

Overtime Calculation.  You can choose None, over 40, or over 40/over 8. 

Warn if worker hourly job rate of pay is zero.  If checked, the system will tell you that the worker has no hourly job rate specified in their user profile.

Warn if worker hourly travel rate of pay is zero.  If checked, the system will tell you that the worker has no hourly travel rate specified in their user profile.

Warn if workers hours overlap with another job.  If checked (recommended) the system will tell you if you’ve entered them on other jobs/orders.  Eliminates double booking of employees.

Timecard Revenue distribution.  Set your options here to determine how the system reports worker revenue distribution.

Certified Payroll Defaults.  The two fields here simply fill in the signing authority and title on the certified weekly reports.

 

 

The Financial Tab

There are only two options here.  Select your GL accounts for reporting purposes.

 

 

 

Job Costing Tab 

The options here determine how DSM calculates job cost reports based on settings.

 

 

 

The PO’s Tab.  (purchase orders)

Select your GL accounts here and determine where your parts are received.  E.g.  Shop, Will call, etc.  Also set your service technician hourly rate.  Also choose whether to charge tax on reports.

 

 

Tracking Devices

Pick your in-truck tracking device system here, then set your login options to hook it up with DSM.