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Simpro – Mobile App Work Instruction
Review Date: 24/09/20 Next Review: 11/08/21 Page 1 of 53
Contents General Information ............................................................................................................................... 2
Modules ............................................................................................................................................... 2
Syncing App ......................................................................................................................................... 3
Selecting Date ...................................................................................................................................... 3
Refreshing All Data in App ................................................................................................................... 4
Service Module ....................................................................................................................................... 5
Completing a Job ................................................................................................................................. 5
See Details of Job ............................................................................................................................. 6
Contacts of Job – Site, Customer, Job, ACS Project Manager ......................................................... 6
Directions to Site ............................................................................................................................. 6
Start Travel / Start Work .................................................................................................................. 6
Complete JSEA ................................................................................................................................. 7
Viewing Notes .................................................................................................................................. 9
Work History at this Site ................................................................................................................ 10
Viewing Attachments ..................................................................................................................... 11
Adding Attachments ...................................................................................................................... 11
Assets on Service Jobs ................................................................................................................... 13
Adding Assets to Site .................................................................................................................. 15
Testing Assets ............................................................................................................................. 16
Assets on Maintenance Jobs.......................................................................................................... 17
Asset Missing from Site .............................................................................................................. 19
Testing Assets ............................................................................................................................. 19
Completing Job Card ...................................................................................................................... 21
Work Completed Notes .............................................................................................................. 21
Technician notes ........................................................................................................................ 22
Entering Times ........................................................................................................................... 22
Materials .................................................................................................................................... 25
Purchase Orders ......................................................................................................................... 26
Review and Finalise ....................................................................................................................... 28
Emailing to Customer ................................................................................................................. 30
Activities ............................................................................................................................................ 32
Quotes ................................................................................................................................................... 37
Simpro – Mobile App Work Instruction
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Adding Labour ................................................................................................................................ 42
Adding Items to Quote .................................................................................................................. 45
Sync to Simpro without emailing to customer........................................................................... 52
Sync to Simpro and Email to customer (with or without signature) ........... Error! Bookmark not
defined.
Convert to Job ................................................................................... Error! Bookmark not defined.
General Information
Modules
There are currently two modules available to users:
• Service o Job Schedule is shown o Job Cards and purchase orders o Enter activities (Lunch, After Hours, Leave, etc.)
• Quotes and Sales o Create Quotes o Create Jobs o View Draft Quotes (Quotes not synced to Office)
Modules are viewed by selecting the Hamburger to the top Left of the Screen
The screen will show:
Who is Logged In
The Modules Available. Pressing on the module will open that module
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The module you are working in will show at the top of the screen
Syncing App
Simpro Mobile will automatically sync every time you open the app, or re-enter a new module of the
app. This is shown in the top left hand corner of the screen
If you need to re-sync at any time press the circle arrow to the right of the Updated Time
Selecting Date
The date shows at the top left of the screen.
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Pressing the arrow will let you select a past or future date.
Refreshing All Data in App
This is only to be used if your app is freezing or not syncing correctly.
Press the hamburger at the top of the screen
At the bottom of the screen, press the ‘Refresh all Service Data’
Wait while the app Refreshes
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Service Module
Completing a Job
Ensure you are in the ‘Service Module’
Any Jobs you have scheduled to you will show
HELP:
If a job is not showing up:
• Check you are in the Service Module
• Check you are on the correct date
• Refresh Screen
• Ensure office staff have schedule correct job to you
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See Details of Job
From this view you can Press and see the details of the job
Contacts of Job – Site, Customer, Job, ACS Project Manager
Clicking on the will open the Job Contacts
Clicking on any blue icons will allow that action to happen (call or email)
Directions to Site
Clicking on the will open the devices ‘map’ program and will give directions to site
Start Travel / Start Work
Click on the Job you wish to start in your schedule
Job will open
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Press Start Travel / Start Work
If you utilised the Start Travel, once you get to site, press Start Work
Complete JSEA
At the bottom of the screen a notification will be highlighted in yellow/brown. This is for your Pre-
Audit
Click on Open Pre-Audit
Click on Job Safety Analysis
HELP:
If you select Start Travel and need to
know how to get to site, you can
utilise the Map and get directions
from inside the job
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Select any techs who are working with you (these are additional to yourself)
Press Start
Follow all questions, by selecting the answer, then pressing Next
When you have answered all questions, sign you signature in the Box and Press Next
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Press Done
Press Done
Viewing Notes
On the main job screen, if there any notes associated with the job, customer, schedule, site there
will be a number next to the Notes link
Click on the Notes Link
NOTE:
Site Notes will include details such
as Access Times, EWP/PPE required.
Schedule Notes may include details
such as who you are working with,
details about part or who to see on
site
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Review any notes
Press Done
Work History at this Site
History of work on the site can be viewed by selecting the link
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Viewing Attachments
On the main job screen, if there any attachments associated with the job, customer, or site there will
be a number next to the Attachments link
Click on the Attachments Link
Adding Attachments
Click on the Attachments Link
NOTE:
Job Attachments may include
Drawings, Maintenance Checks,
Photos, etc.
Site Attachments may include Site
Photos, Site Specific JSEAs, etc.
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Select either Job or Site
Job Attachments will be photos of coils, units, etc.
Site Attachments will be photos of Site and are not specific to the Job
Press Add
Select Take Photo or Gallery
Take Photo and press Use or Select the Photos you want to add
Once added you can rename the attachment
Press the Three Dots on the end of the attachment you want to Rename.
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Press Rename
Rename Image
Press Save
Photo will now have updated file name
Assets on Service Jobs
Assets are an important way we can have the history of a unit, for both the customer and ACS Staff.
Technicians are able to see details of what has occurred on any asset and who completed that
service. However, this can only happen if the assets are added to a job.
From the main job screen you can see what assets have been associated with the job
NOTE:
Renaming Images is really important to help determine
what photo goes with what unit, especially for
maintenances. Please ensure you try to include the unit
number or location in the name.
A short description of what the photo is showing is also
useful (i.e. Coil Clean Required – Moderate)
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If no asset has been associated with this job, the job screen will say – ‘No assets in the Cost Centre’
to add an asset to the job, press Assets
Search for the asset utilising the search bar and searching either Unit Number, Location, Model,
Serial Number and pressing the Magnifying glass
NOTE:
Ensure you take the time to search
multiple ways for a unit (unit number,
location, etc.) in case the unit is on the
site, but does not have all details
associated with it
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Adding Assets to Site
If no assets show up, press to add a new asset to the site
Select the Type of Asset (A/C – Ducted Split, etc)
Enter as many details known about asset as possible
Ensure Service Levels is turned off and No Service is selected
Ensure Service Levels is turned off and
No Service is selected.
These are only for maintenance and are
set up by Andrew.
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Press Green Done Button (or test to make notes about service completed today on asset)
Testing Assets
From the main job screen – the system will show the number of assets ‘Untested’ and ‘Passed’
‘Failed’ against the job. Anything untested needs to be tested.
Press Assets
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Press on the asset you want to pass/fail
View Past Results on the asset (from previous service jobs/maintenances where this asset was on
the job) by pressing
Mark if the asset has ‘passed’ or ‘failed’
Enter Notes about why asset has failed
Answer the ‘Have all required maintenance checks been completed? With n/a as service job
Press to go back to main asset list. OR if there are other assets you need to Test
Assets on Maintenance Jobs
Assets are an important way we can have the history of a unit, for both the customer and ACS Staff.
Technicians are able to see details of what has occurred on any asset and who completed that
service. However, this can only happen if the assets are added to a job.
From the main job screen you can see what assets have been associated with the job
Notes:
Assets Fail if a quote is required to fix
something (i.e. new fan belt required,
coil clean required – urgent), etc.
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Assets on maintenance jobs will automatically be added to the job and will be listed in the Assets
section.
If there are a number of assets on the mainteance you can search for the asset you want to pass/fail
Search for the asset utilising the search bar and searching either Unit Number, Location, Model,
Serial Number and pressing the Magnifying glass
NOTE:
Ensure you take the time to search
multiple ways for a unit (unit number,
location, etc.) in case the unit is on the
site, but does not have all details
associated with it
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Asset Missing from Site
CONTACT ANDREW
If there are assets missing from the maintenance job – DO NOT ADD NEW ASSETS or search for
assets associated with the site and add to the job. Please contact Andrew and he will advise.
Assets associated with maintenance contracts are automatically added and if they are not on the job
that you are currently completing, they may be serviced in a different month, or may be part of a
warranty maintenance. Or we may not maintain. Always contact Andrew if you think an asset is
missing and he will add from the office.
Testing Assets
From the main job screen – the system will show the number of assets ‘Untested’ and ‘Passed’
‘Failed’ against the job. Anything untested needs to be tested.
Press Assets
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Press on the asset you want to pass/fail
View Past Results on the asset (from previous service jobs/maintenances where this asset was on
the job) by pressing
Mark if the asset has ‘passed’ or ‘failed’
Enter Notes about why asset has failed
Answer the ‘Have all required maintenance checks been completed? Yes
Answer Is there any further work required with Yes if there is a quote required for this asset.
Press to go back to main asset list. OR if there are other assets you need to Test.
Repeat until all assets on the job have been passed/failed.
Notes:
Assets Fail if a quote is required to fix
something (i.e. new fan belt required,
coil clean required – urgent), etc.
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Completing Job Card
Work Completed Notes
This is shown on your final job card
To update notes for job card, press the next to the Work Completed Section and Ensure you
enter the Date you attended and any notes.
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Technician notes
These are private notes that the staff in the office can see and technicians when looking at history on
site. However, the client will not see them
To update notes for staff, press the next to the Technician Notes Section and enter notes for
internal staff
Entering Times
If once you have reviewed your job Card and the times are incorrect – or you have been on site all
day, but do not have an half hour block for lunch, you need to adjust the time blocks.
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Press next to the Time Recorded on main job screen
Update the times for your first (or only) timeblock
Click on the Start or End Time and update
Press Done
Press if you need to add a break for lunch
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Enter Start and End Times
Press Done
Review and Ensure Correct.
Once Correct, Press Back
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Materials
To add materials to Job, Press to enter any Kilometres or ACS Van Stock (Coil Clean,
etc.)
Click on the correct catalogue and search for the item you want to add
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Purchase Orders
To create a purchase order click on
Review Purchase Orders if already there, by clicking on the order.
If you need a new order Press
Search or scroll down to the supplier you are creating purchase order for. Click on the supplier
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Add details of what you are purchasing (i.e Daikin FTKS71 or 3 x Filter 600x600x600)
Press
Purchase order will now be listed
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Review and Finalise
When the job is completed and you have filled in every area of job card, press
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The customer can see the Details of what you entered in ‘Work Completed’ and Labour Times.
Ensure the current recording time block is selected.
Remove any incorrect time blocks (i.e. if your starting time block is not correct)
Ensure you get your signature and the customers signatures.
Select a Mobile Status and Press Stop Work and Finish
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Pressing the Stop work and Finish, will stop the running time block and will then update your times
Emailing to Customer
If the customer wants to receive the job card immediately, before pressing Stop Work and Finish,
ensure the Email Job Card Selection is turned on
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Ensure the email address is correct. If not press the X next to the email address and then press +Add
email.
Select the mobile status and then press Stop Work and Finish
You will be taken to your Service Schedule screen once the job has been emailed.
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Activities
Ensure you are in the schedule module
Press the
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Then press +Activity
Select the Activity (such as lunch, leave, etc.)
Press Enter Times
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Enter Start Times, press Done
Enter End Times, Press Done
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Press Note if you would like to enter any notes about the leave (i.e. if Training – enter what training)
Press Done
Press Done then Submit
Activity will now show on your schedule screen
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Quotes Select the Quote and Sales Module from the Hamburger Menu
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Press the
Select
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Press Choose on the Customer Line
Select the Customer
Press Add
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Press Choose on the Site Line
Select the Site
Press Add
Enter the Description of the Quote (the client will see this)
Enter any Notes these are for office staff
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Press Next
Enter any details in the description
Ensure Auto Calculate is turned off for Labour
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Adding Labour
Add Labour for the Quote, by pressing
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Select Labour
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Select Quote Rates and enter the number of hours
Press Add
Note:
For all service quotes, ensure you
enter the Quote Rate for Technician
and Apprentices
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Press Back
Adding Items to Quote
Ensure you are still in the price book section of the quote
Select ‘One Off Items’
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Enter details of the item being added (Filters, Admin Fee, Travel Fee, etc. etc.)
Ensure the Type is Material
Enter price this price MUST include mark up and GST.
If an item is cost price $50 and mark up (50%) 50 * 1.5 = $75, then add GST = $75 * 1.1 = $82.50
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Press Add
Repeat One Off Items until materials have been added.
Catalogue Items can be utilised for (km’s at the customers rates, coil cleaner, etc.)
,
Supplier Catalogues are no longer available in the Mobile App
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Add items from catalogues, until all added
Once all added, press at the bottom of the screen
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Ensure ‘.Service Quoted’ is the cost centre
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Press Change
Press Done when the quote is completed.
Press Present Options
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Select the check boxes of the quote that you want to present to the customer
Press Proceed
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Sync to Simpro without emailing to customer
Press Done
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