CDA Service Manager

Version 8.8 Upgrade

 As we move forward with our development, we have gathered information from our users to assist us in providing you with the necessary software tools to make the CDA Service Manager system even more powerful.  In addition, this release has the required support for the new Microsoft Windows 7 operating system as well as all the service packs for Windows XP and Vista.  64 bit operating systems are also supported in this release.   Recommended Server Operating Systems are Windows 2003 and Windows 2008.  However, Windows 2000 Servers are still supported.

 Windows98, Windows ME and Microsoft Media Edition operating systems are not supported.

 Our latest Real-Time Interface module includes all the functionality required to comply with Sony for Entitlement and Visibility as well as any other requirements to do business with all vendors and manufacturers.   There has been some miss-leading information giving our users the impression that they need to use NSA’S Service software to comply with Sony.   We want to re-assure you that your CDA software will handle everything you need.

 This is a major software upgrade and incorporates many new and enhanced features.  As always, CDA will offer FREE training to get you up and running with the new additions as quickly as possible. 

 CDA will be installing these upgrades on a first come first server basis.  The target release date is October 1^st.  Please place your order early.

 Thank you,

 CDA Software

New Additions:

·         A new MAP button has been added to the Work Order window.  This button is located to the right of the customer’s address and will provide a Quick-Link to Google Maps.  The customer’s address will automatically be looked up and displayed.

·         Three new buttons have been added to the Scheduler’s Route Window.  The “View Route Map” button will take all of the addresses for a selected route and send a quick-link to Google Maps to automatically show the route on a map.  The order of the route is depending on the Job Number order that you have assigned to each call.  The “MapPoint Export” button will extract all of the required data and create a CSV export file.  This file can easily be imported into MapPoint.  The “View Next 6 Days” button will display a multiple route window that will show all scheduled jobs for the next 6 days.  Once displayed, you will have the ability to advance the view day-by-day or 6 days at a time.  You will also be able to change the sort order so you can view the calls in different ways.

·         The new Sony Entitlement and Visibility features will provide real-time assignments of authorization numbers for warranty repairs with just the click of a button.  The number is automatically entered into CDA.  In addition, complete real-time status updates are provided for all dispatches handled by Service Bench.  This includes Sony warranty claims that do not originate from Service Bench.  If you manually enter a Sony warranty claim, the job will automatically be created on Service Bench and all subsequent updates are handled in real-time.  THERE IS NO LONGER ANY NEED TO ROUTE THIS DATA THROUGH NSA.   (Service Bench Real-Time Interface Module is Required)

·         A new Record Lock engine has been added to record lock information if a record is accessed while another user has it open.  The following window will be displayed showing the CDA User’s Name, the Date and Time the file was opened, and the name of the actual computer that holds the lock. 

·         A new “Custom Work Order Search” window will allow you to create any combination of sort options.  As example, you will now be able to display only customer’s with the last name of SMITH and the first name of BOB having a Zip Code of 21212.  The results are displayed in a standard browse window giving full functions.   You will also be able to perform partial string searches such as Last Name of SMITH and Address beginning with 4231 or Area Code of (410), etc.

·         We created a new “Filter Creation” window for the Incomplete Unit Report.  You can now include multiple field selections and sort options to customize the report for your specific needs.  You can also Include an export to CSV.

 ·         We also created a new Completed Units Report to allow for any combination of sort options.  It also includes export to CSV.

·         A new “In-House Sub-Status” data table has been added.  This is accessible from the Utilities Menu and will allow you to create your own custom In-House Sub-Statuses.   Apply these sub-statuses to each work order via a drop-down window.   This data table will require user assigned privileges located in the “Utilities Privileges” window of the User Profile section.  Also added the ability to run incomplete unit reports by this Sub-Status code.  The In-House Sub-Status will also be displayed on all of the Work Order Browse windows.

·         We Re-formatted the Work Order Browse windows to show a larger record list region and provide additional functions and information.  You will now have access to the Technician’s commission’s window as well as your In-House Sub-Statuses.

·         Receive Codes: Added the ability to create a custom structure for parts. An example is 25% mark-up on parts if the cost is under $75.00, otherwise use a 15% mark-up.  Etc.

·         Added an Auto Purge feature to the CDA Scheduler.  You can set the number of days to purge in the System Settings menu. 

·         Added a selection to Include Headers when creating custom Export formats.   

·         When changing the Primary Tech on a work order, the system will now ask you if you also want to change the other tech assignments on the work order such as Parts, Itemized Labor and Diagnostics.  In many cases these are the same as the Primary Tech.  This will also update the Tech Commissions file.  This feature can be turned off via the System Settings window from the Utilities menu. 

·         Added a new User Profile to restrict users from opening Work Orders or Routes belonging to others. 

·         Enhancements to the On-Line Unit Status module will now give you the ability to select work orders for automatic email notifications whenever the status of the job changes.  You will also be able to set the system to alert you prior to sending the email so you can choose weather or not you want to send it.  This feature can also be disabled in the System Settings window from the Utilities menu.

·         A new report called “Jobs Tally” replaces the “Product Tally” report that only provided counts for products.  The new report will allow you to customize sorts in any combination of Department Code, Billing Code, Brand Code, Product Code, and Model Number.  Filter by COD Jobs, Warranty Jobs, 3^rd Party, or All Jobs.  The report will provide information such as Total COD Jobs, Total Warranty Jobs, Total 3^rd Part Jobs, Total Reworks, and Turn-Around days.  Export to CSV also available. 

·         The system will now control split billing for electronic submission on a single work order.  New fields have been added to the Billing window to control Billed and Re-Billed dates for both Warranty and 3^rd Party charges.  Separate records will be created in the Claims Submission file and will upload in the same batch.  This includes billing that goes to different processors.

·         In addition, you can now assign a coverage type for each part added to a work order.  Mix COD, WARRANTY, and 3^RD PARTY parts on the same work order. 

·         The new “Parts Activity” engine will provide a detailed history of all parts that have been associated with a work order including parts that have been removed or transferred as well as parts that have been returned for what ever reason.  If you have the Parts Tracking module, the system will also record when parts or cores have been return as well as when payment or credit is received.  The Date, Time, and User stamps will provide a complete history of every time a part is touched. 

·         A new field has been added to the Work Order named “Ticket #”.  This can be used as additional control for dispatch and 3^rd Party jobs.  This field has also been added to the search engine for look-up and browse.

 ·         Version 8.7 introduced a Document Scanning module allowing you to scan and attach an unlimited number of documents to a work order or Vendor’s Invoice record.  We enhanced this module to also include an “Attachments” window.  This new engine will give you the ability to attach additional file types including JPG, GIF, TIF, BMP, XLS, DOC, and many others.   Files can be added from within the work order using the “Add File” button or you can simply save a file to the CDA Attachments folder.  As example, if you receive a file via email and want to attach it to a work order, simply add the work order number in front of the file name and save it to the CDA Attachments folder.  The file will then be visible from within the work order and can be viewed, printed, or emailed with a click of the mouse.  (This is now a part of the Document Scanning Module.)

·         When entering a part on a work order, if the part is not available an options window is displayed.  We modified this window to also show all available inventory locations that have the part you entered.  You also now have the option to pull the part or order it from another location.

·         The Totals & Estimates Window will now show the Sales Tax Rate that is being used on the job.  You will have the ability to disable the Auto Tax Rate feature and enter a custom Tax Rate if needed.  The user must have privileges assigned to him via User Profiles to be able to use this feature.

 ·         The Vendor’s Invoice module now provides a flag for each vendor to tell the system if the vendor includes core charges on their invoices to you.  The totals displayed in the Vendor’s Invoice windows will reflect this setting.

·        A new Automated Reporting engine has been added.  You will now be able to select reports that you would like to run on a regular basis, pre-set the criteria, create a schedule for the report to run, and add Email recipients.  CDA will run the report on the scheduled days, compile it into a CSV (Excel) file and automatically email the file to the selected recipients.   This will avoid having to depend on employees to run crucial reports and will keep you up to date with vital information needed to keep abreast of parts, cores, revenue, purchase orders, etc.  The setup for these new automated reports can be found in the Utilities Menu.  A new CDA task file also needs to be added to your server’s Scheduled Tasks to scan for automated reports every day. 

Additional Enhancements:

·         In-House and Depot Comments will now include a Time Stamp along with the Date Stamp.

·         Added Time Stamp to all CDA Statuses

 ·         Added “Customer’s Last Name” to the Work Order Parts form that prints from the Scheduler. 

·         The system will now automatically check the “Part Installation” box in the Scheduler if the calendar event has a part line with a quantity greater than zero.

·         Added “Department Code” to the printed Purchase Order.

 ·         Added “City” and “State” to the Open Jobs Log Browse window.

 ·         In the “Completed” window of a work order, we added a check box “Panasonic Unit Update Exception Claim”.   To comply with Panasonic’s new Warranty Type: UNIT UPDATE.  For these specific types of repairs, enter the appropriate code into the Authorization Number field and check this check box.  This will make the claim available for upload. 

·         Added Turn-Around times with percentages to all Completed Units reports. 

·         When selecting to print a P.O., you now have an option to export to a CSV (Excel) file.  Some manufacturers and vendors are beginning to accept this

        format. 

·         Added a summary total to the bottom of the “Report by Schedule Date” report. 

·         Added ability to select the number of copies to print for Unit Labels. 

·         Added “Requires Core Return” to Work Order Parts Browse window 

·         Added the ability to print a “Status Form” from the Parts Tracking Window.  This will list every detail of the part and its current status including the deadline for Core return.  An excellent form to keep with the part.  

·          When a Work Order is displayed, if the job is marked Paid, the “Search Availability” button and the “Schedule Date” field will be disabled.  This will prevent the user from inadvertently scheduling a completed job.  This option can be turned off via the System Settings window from the Utilities menu. 

·         Added a few fields to the “Chassis Info” window on a work order. “Model Version”, “Original Software Version”, and “New Software Version”.   

·         All information in the “Chassis Info” window will now transfer when creating a new work order. 

·         Enhanced the Vendor Invoice Export function to allow batching by a date range. 

·         Added the ability to browse Vendor Invoice by Part Number. 

·         You can now select to print a Counter Invoice from within the forms selection menu of a work order. 

·         You now have the option to set a flag in the Vendor’s file if the Vendor adds the cost of cores on their invoices.  The system will use this flag to calculate totals on vendor invoices.    

·         Added a new report named “Multiple Serial Numbers”.  This report will provide information on all serial numbers that have been serviced more than once within a selected date range. 

·         Revised the file format for Samsung to include new fields they are now accepting for processing claims

Bug Fixes: 

The following reported problems have been corrected. . . 

1. Batch Payments do not update the Current Status on the Record as PAID until the work order is opened and closed.
2. When Receiving Parts, the Total Stock Qty. does not update until the Stock Record is opened.
3. The “Parts to be Reordered” report does not account for parts already on order and not received.
4. Intermitting error when printing an invoice from the “Apply Credits” window.
5. On the Work Order Parts window, the “Last Vendor’s Invoice #” field does not display the complete number.  Cuts off after 10 digits. 
6. The “Saved Folder” data table in the CDA Message Center was not being re-indexed when running the CDAINDEX utility.  This was causing multiple intermitting problems in the Message Center.
7. Intermitting error when entering a Schedule Date on a Work Order with multiple work orders open on the CDA desktop.
8. CDA Message Center: Sometimes selects the wrong recipient when replying to or forwarding messages.
9. Discounts are calculated incorrectly when changing or removing a Receive Code on the Counter Sale window.  No problem when adding the code for the first time.
10. When printing the In-House Memo section of a work order, only the 1^st page prints.

 As an on going effort to assure program accuracy, we urge you to report all program problems and errors.  This is an open development product and is continually being updated and modified.  There is always going to be a need for fine tuning and addressing problems as they surface.   As always, we thank you for your understanding and cooperation during these times.

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