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Tech Tip 40: Narrative Printing on Invoice

Tech Tip 40: Narrative Printing on Invoice

In the new 7.0.3r3 release, we now provide the option to print, email, or fax the 8 1/2 x 11 invoice with the narrative and/or ticket number included! This is helpful with any kind of transaction which needs additional notation sent to the customer.

See the below steps on how this process works!

1. Navigate to Invoices>Transactions and Adjustments.
2. Modify the invoice in which you would like to add the narrative (example below).

3. Save the invoice and select the printer icon on the right hand toolbar.
4. When inside the print options, select 8 ½ x 11 format, which will show the additional
options to be included.

5. Select the options you would like to appear on the invoice, and then select to print, preview, fax, or email to complete the process. An example invoice is shown below:

Tech Tip #39 Adding a Logo to your Handheld Receipt

Route Manager allows you to customize the system in many ways, not only in the program, but on the receipts as well! Add a logo to the top of your handheld receipt to give it that extra touch and professional appearance when handing to your customers.

The image you select to appear as a header on the receipt must first be created and thensaved as a MONOCHROME Bitmap (BMP) file. The file can only be black and white. The size of the image must be compatible with the type of printer you have. For Android handhelds, you will want an image of about 500 X 200 (pixels) for your logo. For CE handhelds, refer to the table below; The software will scale the image to fit, so you may want to try a couple of size to be sure it looks correct on your receipt.

Creating Graphic Images for Your Receipt
In order for the handheld to be able to display a graphic image, you must follow these steps:
1. Create your image as specified above.
2. Save as a monochrome .BMP file in the RM2000 or RMA, Handheld, Data directory.
3. Depending on your version go to the following screen:
a. In RM2000, go to Lists, then to Handheld Options.
b. In RMAdvanced, go to Lists, then to Routes, then to Handheld Class.
4. Select the Messages Tab.
5. Place an “I” in the Justify Column.
6. Enter an “F” in the Font Column.
7. Input the name of the graphic file that you wish to use on the receipt.
8. Download the next route or do a Morning Card.
9. Print a sample receipt to see if it is acceptable.
10. Repeat the preceding steps until you have the desired results.t the name of the graphic file that you wish to use on the receipt.

Tech Tip #38: Credit Card “Easy Pay”

Route Manager makes credit card processing easy with the electronic funds module. This is included with every Route Manager setup; and gives you the capability to securely vault credit cards to an approved processor, and run credit cards through a large batch!

One of the newest features in the Credit Card screen is the option for “Right After Each Delivery”, also known as “Easy Pay”. Use this feature to have the program automatically run credit cards upon posting of an invoice!

This option can be selected on the customer’s account in the Payment Info tab. Please see the screenshot below for the selection of this option. Once an invoice is posted, the credit card will then be charged and payment is applied to the invoice automatically within Route Manager.

Tech Tip #37 Product Deposits on Hand Report

Have you been searching for a report showing your customers and their current deposits count? Look no further as the Product Deposits on Hand Report shows the total number of containers at each customer’s location in one report!

Where Can I Find This?

The Product Deposits on Hand report can be found under Reports>Accounting Reports>Other>Product Deposits on Hand.

Fields:

This report includes many sorts and filters for you to create a report customized to your needs. See below for some of the options available:

Sort Option 1 & 2:  The primary and secondary fields to sort by.  You can choose from the following categories:

  • Account Number
  • Account Name
  • Quantity
  • Asset Tax ID

Change Branch:  If you are logged into multiple branches, this option may be shown and allows you to re-select the branches to include in the report instead of having to completely exit the report.

Product Code:  Select the range of product ID’s to include in the report.

Acct No:  Enter the range of customers to generate in this report.

Deposits on Hand:  Enter the range of the number of deposits on hand.

Print Details:  Check this box to include account level detail on the report.

Include Customers with Zero Quantities:  Check this box to include customers without any bottles-on-hand quantities.

Show Customer Activity:  Select this option to display the report based on a range of customer activity dates.

Inactive Accounts Only:  Select this option to only show inactive accounts on the report.

Tech Tip #36: Auto Send Invoice After Delivery (Handheld)

If you saw our last tech tip regarding Auto Send Invoice after Delivery (Desktop), this next tip will show you how to further control email settings on the handheld. If you missed our previous tech tip, take a look at it before setting up the below options. You can find all tech tips on ars247.com!

Desktop Setup

In order to give the driver control of auto sending invoices, go to Lists>Routes>Handheld Class, Sales Rules 2 tab. Left click and drag the invoice after delivery icon over to the “Displayed Buttons” side. This will give the driver access to view this option on the confirm sales screen of the handheld.

 

To allow the driver to make further changes and allow him to modify the email & fax information on an account, select the Android tab in the Handheld Class screen and enable the option for “Allow Changes to Email & Fax#”. Furthermore, you can set this option to “Only Allow Changes to Blank Email &Fax#” as shown below.

 


Using the Handheld

First, the driver will service the stop just as they always have.  Once on the Confirm Sale screen, the driver can select the Send Invoice After Delivery button to open the screens that allow them to use the feature on the fly.

If the driver is allowed to make changes on the handheld (as discussed previously by enabling the feature on the Android tab in Handheld Class), they can update the email addresses from here. Simply tap the field and enter the address. Again, these changes will update the Desktop tabs accordingly.


Next, the driver may choose to send an invoice copy Now or Always by selecting the appropriate box next to the email address.  If the driver chooses the Send Now checkbox, as soon as this invoice is uploaded a copy will be sent to the email address showing on the screen.  If the driver chooses the Always option, then this invoice will be sent upon upload AND the system will automatically send all future invoices to this account (The system will check the box on the Route Tab in Customer Information for Send Invoice After Delivery feature).


For additional information on how to set this up, refer to supplemental document 4-36 on ARS247.com or ask one of our friendly support staff for assistance!

Tech Tip #35 Auto Send Invoice after Delivery (Desktop)

Tech Tip #35 Auto Send Invoice after Delivery (Desktop)

In Route Manager, there are now new options for sending an invoice (Handheld PDF Copy) to each customer after the invoice has been uploaded to the desktop system or after posting (depending on settings chosen).

Settings

In order for Route Manager to email an invoice copy, it must have a Reply To address established.

You will find these settings within the Handheld tab, located under File > Branch Setup. You will find a button labeled Auto Send Invoice SMTP Settings in the middle/left of the screen.

Select the Modify button on the right hand side of the screen, then the Auto Send Invoice SMTP Settings button to open the configuration screen.

Next, you will need to fill in the information into the fields below. Notice the new fields on the right hand side for additional options!

Customer Settings

Each customer has their own settings to enable this feature. The driver can also establish these settings from the handheld, which will be discussed in our next tech tip!

You will find the configuration options on the Route tab from within the Lists > Customer Information menu item.

Select the checkbox next to the Auto Send Invoice on Upload feature.  Then choose where to send the invoice copies:

  • Delivery Email (Email field on Route tab)
  • Bill To Email (Email field on Info tab)
  • Delivery Fax (Fax Number field on Route tab)
  • Bill To Fax (Fax Number field on Info tab)

For additional information on how to set this up, refer to supplemental document 4-36 on ARS247.com or ask one of our friendly support staff for assistance!

Tech Tip #34 Handheld Lease Agreements

Tech Tip 34: Handheld Lease Agreements

The Handheld Lease Agreement feature gives you the ability to establish new equipment lease agreements right from the handheld. The agreement details are set up on the desktop and available on the handheld with each delivery. As equipment is installed on an account, the customer will sign the new lease agreement and the information will be permanently stored on each account.

Lease Receipt Setup

The agreement can be formatted to suit your needs. This information can be setup or modified within the Handheld Class screen under: Lists > Routes > Handheld Class>Messages tab and choose the Lease Receipt option.


Daily Processing

The Handheld Lease Agreement automatically pops up on the handheld prior to printing the customer’s invoice when the driver has either added or swapped equipment on the account.


The lease agreement details will be displayed on the screen, verify that the information is accurate with the customer and touch the Save icon.


See below example as to how the Lease Agreement will print, followed by the customers invoice.


Desktop Reprint

Each Lease Agreement will be stored within the customer’s Contacts tab for easy reference. This information will be logged permanently unless it is deleted by a user. Access this by selecting the messages tab at the bottom of the screen.


For more information on setting this up, please review the RMA Supplemental Manual 4.10 found on ARS247.com or click below to email Support and a tech support representative can help you out!

Email Support

Your ARS Support Team

 

Tech Tip #33 Sending Delivery Calendars

Tech Tip #33 Sending Delivery Calendars

At least once a year you may be faced with the task of printing or emailing your delivery calendars. Route Manger allows you to easily complete this task with the Customer Delivery Calendar Report.

These reminders can prevent wasted trips on forgotten delivery days.  The Customer Delivery Calendar report can be found under Reports>Route Reports>Other>Customer Delivery Calendars.

One of our new features in 7.0.2r6 is the option to sort via Statement Code. This allows you to sort out customers whom will be emailed their delivery calendar rather than a printed page or postcard.

If you need any assistance, feel free to call us. We are standing by! Thank you for being our customer.

Your ARS Support Team

Tech Tip #15 Great News for CMC Users

Great News for CMC users

In our recent release for Route Manager Series 7 we have added even more customization for our Customer Message Centre module; you may now choose which invoice types you wish to send to your customers! Have you ever wanted to setup auto-send invoicing, but were concerned about sending information to a customer that you didn’t intend to? With this new tool you can customize what types of invoices are sent to your customers, so you have even more control of your business!

The first step is to ensure you have customers setup to Auto-Send Invoice upon Upload/Posting on the Customer Information page (Lists>Customer Information) and selecting the Route tab, on the lower left portion of the screen you will see the option to “Auto Send Invoice on Upload/Posting Via.”

 

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Once you select this option you can choose to send the invoice to either the Delivery Email, or the Bill To Email on the info tab. You also can check both boxes if you want to send to both addresses!

You can find the addresses here:

Bill To Email:

In the Customer Information page on the “Info” tab.

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Delivery Email:

In the Customer Information  page on the “Route” tab.

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**Note: This process is detailed on a customer by customer basis, if you need to have customers set to auto-send invoices on upload in bulk please contact support@advantagers.com for assistance**

Now that we have set up the customers to receive invoices automatically you can navigate to your Branch Setup page (File>Branch Setup) in order to make changes. Once in Branch Setup navigate to the “Handheld” tab, here you will select the “Modify” or Pen button and then the “Auto Send Invoice SMTP Setting” box.

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This box will launch the following screen:

**Note: You can choose to send invoices on Posting instead of on upload on this screen **

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From this screen simply select what types of Invoices you do not want to send to customers. We can also setup the required Return email address here, as well as put an email message and subject to send to customers!

If you need any assistance, feel free to call us. We are standing by! You can also learn more by visiting the supplemental chapter 4.36. Thank you for being our customer.

Your ARS Support Team


Tech Tip #14 Does Your Company Process Credit Cards?

Does your company process Credit Cards?

If you answered yes, you will want to make sure you are aware of any expired credit cards so you and your customers are not caught off guard when one expires! ARS has a simple report that can help you with this. It is the Expired Credit Cards Report!

We suggest you run this report each month for credit cards expiring in the next month or two so you can be proactive in reaching out to your customer and get an updated credit card on file.

Let us help make the process easier and tell you exactly where you need to look. The Expired Credit Card Reports can be found by navigating to:

Transactions > Payments > Credit Cards > Expired Credit Cards.

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Once you’re in the Expired Credit Card Report screen, enter an expiration date range to search for. You can also specify if you would like to just search for One Time Only credit cards, Monthly Billed Cards or Both. Want to print a letter to mail to your customer to notify them of their soon to be expired card? Check the Print Expired Letters box!

We are always here to help you! Feel free to give us a call if you need assistance in accessing this report. Thank you for being our customer!

Your ARS Support Team

About Us

For over 23 years Advantage Route Systems has been providing quality software to route companies like yours. Our customers include companies that span across several continents, from small one-truck operations to large corporations. We have solutions, products, and modules that address business needs for delivery companies. We have become “the handheld experts” and are #1 in the route delivery industry. We enjoy the opportunity to work with companies across the globe and we tailor our software to meet their needs.

Contact Info

3201 Liberty Square Parkway Turlock, CA 95380 USA

888-294-7688 or +1-209-632-1122 (outside US)

Sales@AdvantageRoute.com

Request a free demo

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