Machine & Equipment Edition / Serialized Documentation
This page provides links to detailed documentation about running your office machine dealership and service center easily and efficiently using the Service Automation or Serialized module of your DDMS system.
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On this page: OFrequently Asked Questions | Documentation
Frequently Asked Questions
New! Machine Billing (pdf) Redesigned in graphical software, Machine Billing application gives you unparalleled flexibility when limiting, filtering, sorting, customizing, and updating your machine data, thanks to new functionality of the EBS SQL database and a common task panel and wizard interface. DDMS 10.2 and higher makes it easy to email/fax a meter reading request, enter meter readings. In DDMS 10.0 and higher, you can automate the process of Cycle, Meter, Lease, or any combination of billings, specify to print consolidated or non-consolidated pick tickets and set limits for the machines to bill. In DDMS 10.2 and higher, the generate renewals task gives you the greatest control and flexibility over the renewal process.
Setting Up Third Party Remote Meter Readings (pdf) Monthly manual collection of meter readings can cost your business enormous amounts of time and money. Third-party Web services automate meter readings and populate serialized machine records on your DDMS server. In DDMS Machines & Equipment Edition Version 8.22.0 and above, you can set up a connection to FM Audit Web Audit. In DDMS 8.24.20 and above, you can connect with PrintFleet. With this automation in place, you can have better control over your copier and printer accounts and individual machine profitability.
Reindexing the Last 10 Machine Service Calls When you retrieve a customer record in the Serialized/Machine Service (EZO) Log In Calls screen and select [Ø] Call-In or one of the customer’s serial items, the screen should display a list of this customer’s last ten calls. If previous calls are not displayed, and you are fairly certain that this customer has logged calls for the selected system, try reindexing, or rebuilding, the Z-NUMBERS file, which stores information about the last 10 calls.
Faxing Meter Reading Requests This serialized inventory feature lets you fax meter reading forms to your customers. It works with the DDMS faxing module.
Updated! Reports for Machine Dealers (pdf) Reports in the DDMS Machines & Equipment edition can help you manage your machine sales and service workflow. This 158-page manual features detailed instructions on how to run every report that our machine applications offer. It is illustrated with sample reports using representative machine & equipment data.
Documentation on Specific Applications
New! ServiceTrak Mobile Dispatching (pdf) As the new mobile dispatching solution for DDMS, ServiceTrak™ gives technicians real-time access to service call and customer information while in the field. It also reduces paperwork and eliminates redundant data entry tasks, increasing overall service department efficiency.
New! Toner Yield (pdf) Toner Yield is a new analysis tool in DDMS that enables you to track toner cartridge performance and compare it to the manufacturer’s claimed yield—invaluable information when renewing service contracts. Customer service reps can also use this feature to see how much toner has been shipped for a particular machine.
Sending Data to Business Equipment Information (BEI) Services (pdf) Version 8.12 of DDMS Machines & Equipment edition features a new application that extracts dealers’ serialized information to create reports of your machine service and performance data to BEI Services (www.beiservices.com). The information allows dealers to compare their performance with other dealers of the same type, geographic location, or other criteria. In addition, the generated report is used by BEI to determine rewards in their Intense Tech compensation program.
DDMS Machines and Equipment Edition (pdf) To supplement your system's core accounting applications, DDMS offers powerful tools for managing equipment sales and service. These tools make it easy to track sales and leases of serialized equipment. They also provide management for your service department, including parts inventory, machine and technician tracking, call logging and dispatching, and contract management. All serialized tools are fully integrated with other system functions to provide a complete business solution.
Reports for Machine Dealers (pdf) This manual features detailed instructions on how to run every report that a machine dealer needs, and is illustrated with sample reports using representative machine & equipment data. Standard Reports include Deferred Income, Item Transfer, Cancellation Form, Contract Forms, Renewals Invoiced, Renewals To Be Updated/Updated, Tech Recap Analysis, Tech Total Analysis, Contract Totals, Contract Billing To Be Billed, To Be Depreciated, Exceptions 3-30, Maintenance History, Customer Hits, History Analysis, Maintenance History, Critical Parts Usage, Serial Record and Inventory Maintenance, Machine Warranty Status, Workorder Journal, and Use Tax Journal. Custom Reports include Copies Between Calls, Meter Reading Request, Lease Maturity, Expired Lease/Buy Out, Maintenance Agreement, Rental Billing, Deleted Customer Machine, On-Hand Items, Service Contract, Sold Machines, Service Workorder, Technician's Chronology, Customer Contract, Item Journal, Call In History by Customer, Meter Cards, Call In/Problem/Solution Code List, Customer Contract Data, Contract Types, Customers with Serial Machines, Deferred Income, Depreciation Master Listing, Serial Exceptions, Call Monitor, Serial Meter Maintenance, Serialized Item, Item Journal, In Stock Equipment, Meter Billing, Last Five Meter Readings, Rent/Loan/Demo/Lease, Billing Information, Customer Machine Listing with Shipto, Time Block Contract Usage, Umbrella Machine Listing, and Copies Used.
Selling Machines and Contracts in DDMS (pdf) This handout covers the basic procedures for selling equipment and service contracts in DDMS and the flow of transaction data through the system. Topics include selecting the specific equipment, identifying the purchaser, and specifying the machine’s physical location at the customer’s site. Machine warranties, maintenance agreements, and per-call maintenance will also be discussed.
Machine and Contract Setup (pdf) Learn how to setup and manage machines and service contracts through DDMS. This document focuses on the Machine Detail and Machine Contract Types windows. Topics include the machine sales flow, how machine detail is updated from both Purchasing and Machine Order Entry, and the various types of contracts you can create through DDMS.
Machine Rentals, Leases, and Trade-Ins (pdf) Discover how DDMS’ enhanced leasing and trade-in management functions make it easier than ever to manage equipment rentals, leases, and trade-ins. This document assumes familiarity with the procedures for setting up contract and machine information in DDMS. See also Machine and Contract Setup (pdf)
Machine Accessory Management (pdf) This powerful feature is fully integrated with Demo Picker and Machine Order Entry. It enables you to quickly locate on-hand equipment and accessories for a specific machine or immediately backorder out-of-stock items. You’ll also learn how to use Accessory Management to track accessory history, including when a particular accessory was installed and even the machine to which it was previously assigned.
Service Work Orders (pdf) Learn the procedures for logging, dispatching, and completing service calls in the DDMS system. Topics include assigning and dispatching service calls in the graphical Machine Monitor, reviewing service call history, viewing and managing technicians using the Monitor Schedule tab, and the various Work Order options, including completing and billing service calls, waiting on parts, and so on.
Machine Meter Enhancements (pdf) To assist machine dealers with tracking performance data for the life of each serialized machine, some critical meter-related data has been shifted from the Customer Contracts Meter tab to the Machine Detail Meters tab. It's important to be consistent when setting up multiple meters per machine, setting one to track black copies and one to track color copies. Learn how to properly set up machine meters, convert existing meters if necessary, and set up the department break-out for meters in your Contract Types Department Tab. The system now prompts for meter readings and dates when you create a new machine record or sell a machine in Serialized Order Entry.
Machine Disposition Setup You can assign dispositions to machines beginning in Version 8. A machine disposition shows the overall status of the machine, whether it’s on hand, rented, leased, sold, and so forth. The disposition is adjusted based on the changes to the status of the machine equipment. If you plan to use the new disposition feature, you must perform the steps described in this document after loading your software update.
DDMS Serialized Setup Manual (pdf) This manual contains all the information you need to start practicing or to start using the Serialized application to run your office machine & equipment dealership. Learn how to customize your Serialized parameters, order entry, call monitor, call logging, tickets, billing, renewal billing, reports, and contract forms. Learn how to set up call codes, service types, territory codes, qualification codes, technicians, contract types, lease contracts, labor, travel rates, contract renewals, and passwords. Become familiar with the files and data used by the Serialized application. This manual is designed to help you set up and get started on the serialized application.
Purchasing for Machine Dealers (pdf) This handout introduces you to the graphical purchasing application. This handout looks at basic procedures for creating and receiving P/Os for machines, parts, and accessories. Additional topics include basic short-buy purchasing, low-stock purchasing for inventory, and using the low-stock report to maintain technician car inventories.
Text-Based Serialized Reference Manual
The text-based serialized application includes powerful features that let you quickly respond to service calls, automatically create contracts, and easily generate billings. The purpose of the serialized inventory module is to track every item as a unique, individual unit. Using this module, you know who owns, borrows, or leases each individual unit, what maintenance has been performed on that unit, what service is due, and how much profit each unit has generated for your company.
To view the Serialized Reference Manual Documentation, you have two options:
- Download and Install the PDF on Your System. Some users prefer the PDF version for the ability to print multiple sections at once and refer to a specific page. If you've installed Adobe Acrobat Reader 4, the downloadable PDF allows you to search the entire Serialized manual.
- View the PDF Published on DDMS.com. Some users prefer to view the PDF online. However, if you have trouble finding the global Search icon, you may need to install a different version of Adobe Acrobat Reader.
Download and Install the PDF on Your System.
The Serialized PDF document files have been compressed into a ZIP file so they download faster and in one unit. You must use a compression utility program to extract the PDF documents that are packaged inside. To download, extract, and view the Serialized Documentation in PDF, follow these steps:
- Right-click
this link, serialized.zip, and select Save Target
As...
(Do not select Open or any other option). - Specify the location where you want to place the software update file. Select or create a folder such as c:\Downloads\.
- Click OK.
- When your downloading is complete, open the folder where you downloaded the file.
- Double-click the serialized.zip icon.
- If an error occurs or Windows asks you to select a program, click Cancel. You must install compression software. We can recommend three (prices are subject to change):
- In ZipGenius, click the Extract button.
- At Settings, select All Files.
- Place checkmarks beside Use Stored Paths, Open Destination Folder, and Close ZipGenius.
- At Destination, click Browse.
- Choose the folder you wish to place the files, such as c:\Downloads\Serialized\
- Click OK to close the Browse window.
- Click Extract.
- If prompted about a file that already exists, click Yes to overwrite it.
- When the Destination folder opens, double-click the introscr.pdf icon. This will open the table of contents.
To view these files, you need Acrobat Reader 4.0. For downloading instructions, click here. If you have trouble searching, you may need to install an older version of Acrobat Reader, such as Adobe Reader Version 5 with Search and Accessibility (opens in new window; be sure to choose the version for your language and operating system).
View the PDF Published on DDMS.com
Click here to view the PDF online
(Requires Acrobat Reader 4.0. For PDF viewing and downloading instructions, click here.) The table of contents appears.
If you have trouble searching, you may need to install an older version of Acrobat Reader, such as Adobe Reader Version 5.1 with Search and Accessibility (opens in new window; be sure to choose the version for your language and operating system).