Program Description
This new program is located in the Service Reports Service History Reports menu (SD-4-4-22). This report is used as a tool to analyze a customer’s profitability.
Rev 15 Changes
The heading for the “Machines Sold/Placed Prior To” date was printing the date incorrectly. This has been corrected.
Changes have also been made to this report so that when it looks at Contract History to find meter readings that were billed through Contract Billing, it will skip any that are associated with a Credit Memo. Prior to Revision 15, it would only skip voided Contract Invoices.
Rev 14 Changes
An option was added to the report to be able to run for a range of branch numbers. The program uses the branch number from the Serial File (SERIALD) to determine if a machine is included in branch range entered.
The operator will be asked “Include Machines Sold/Placed In Date Range (Y/N)”. If the operator answers this question N for No, any machine with a date sold / placed within the beginning and ending date range of the report will not print on the report. The date sold / placed is in the Serial file (SERIALD) and can be found in the Machine Placement program. If the operator answers this question, machines with a date sold / placed within date range entered will be included on the report.
The operator will also be asked “Only Print Machines Sold / Placed Prior To Date Entered Or A’ll”. If the operator enters a date at this prompt, any machine with a date sold / placed after the date entered or equal to 0, will be skipped. If an A for all is entered, all machines will be included.
The “Labor” total on the report was split into “Labor Mechanical” and “Labor Travel”. “Labor Travel” includes the time from the technician was dispatched on a service call until the time the technician arrived at the customer. “Labor Mechanical” includes the time from the time of the technician’s arrival to the completion of the service call.
The question “Include Travel Time In Labor Cost (Y/N)” was changed to “Include Travel Labor Cost On Report (Y/N)”. The old prompt would included the travel time in the labor cost field if the operator answered the question Y. With the new prompt, if the operator answers it Y for yes, the Travel Labor Cost will print on the report as a separate total. If N for no is entered, the Travel Labor Cost will not print on the report.
For base revenue, the report used to ask “Use A’ctual Or C’urrent Base Revenue On Grand Totals”. When a “C” was entered at this prompt, the report would calculate base revenue on both the machine detail and contract totals using the current base rate in the Contract Line Item File (CNLI.DT). When an “A” was entered at this prompt, the report would ask the operator to enter up to 5 item types for base revenue. The program would then check the Sales History File (SHHIST.DT) and find the actual base billed for the contract and print that in the contract totals. The machine detail would have the base revenue calculated using the current base rate in the Contract Line Item File (CNLI.DT).
This report has now been changed to ask “For Base Revenue, Use A’ctual, C’urrent, Or Actual On G’rand Total”. If “G” is entered, it will work like a “A” worked prior to Revision 14. The report will use sales history to find the actual base revenue for the contract and print it on the contract totals. The machine detail would use the current base rate in the Contract Line Item File (CNLI.DT) to calculate base revenue. If a “C” is entered at this prompt, the report would use the current base revenue in the Contract Line Item File (CNLI.DT) to calculate base revenue in both the machine detail and the contract total section. If an “A” is entered at this prompt, the report will use the Sales History File (SHHIST.DT) to calculate base revenue for both the machine detail and the contract total sections on the report. This method should only be used with a date range that is later to the date Revision 13 was loaded at your site. Revision 13 changed the way base revenue is stored in Sales History to allow for base revenue per machine to be calculated. For dates prior to when Revision 13 was loaded, a “G” or “C” must be entered in order base revenue on the report.
The Actual On G’rand Total option will only be available if the report is sorted by Contract, by Group Bill, or by Customer, and all item numbers and all serial numbers was selected.
When checking the Contract History File (CNHIST.DT) to find meter readings that were billed, the report did not exclude contract billings that were voided. So, if an invalid meter reading was entered on a contract, the contract was billed, the invoice was voided and rebilled correctly, the bad meter reading may of appeared on the report. This has been corrected, so that voided contract invoices are excluded.
There was a problem with the month headings on the copy usage section of the report. The current system date’s month, would have the previous year instead of the current year. This would be correct, unless the meter reading was entered on the machine. The report will now check to see if the meter reading was entered on the machine in the current system month. If the last meter reading date in the Contract Line Item File is within the current month, the current month heading would have the current year.
The Contact name was moved up to the first section of the report instead of the second page. The address, phone number, and fax number were also added to the heading of the report.
On machine detail, the contact name is from the Serial File (SERIALD). The address will come from the Customer File (CUSTD) if the machine is not on a contract. It will come from the Contract Header File (CNHDRD) if the machine is on a contract. The phone and fax number will come from the Customer File (CUSTD).
When sorted by customer, the customer totals will take the contact name, address, phone number and fax number all from the Customer File (CUSTD). When sorted by contract or group bill, the contract totals will take the contact and address from the Contract Header File (CNHDRD), and the phone and fax number will be taken from the Customer File (CUSTD). When sorted by item, the item totals will not print the contact name, address, phone or fax numbers.
On the detail and on the total sections, each machine, customer, item, contract, etc takes up two pages. The item number, serial number, customer number, contract number, study dates, etc would be repeated on the top of the second page. This has been removed.
The totals on the customer, item, contract or group bill summary has changed. The report will now show a subtotal of meter revenue, base revenue and meter + base revenue after listing each machine. After the subtotal, the report will print the following totals:
REPORT TOTAL ######.##
PLUS METER + BASE ######.##
TOTAL REVENUE ######.##
MINUS COST ######.##
GROSS PROFIT ######.## AS A PERCENTAGE OF REVENUE ### %
The “REPORT TOTAL” is the total listed above labeled “TOTAL DETAIL ITEMS” under the revenue column. The “PLUS METER+BASE” is the total if METER+BASE in the serial detail. The “TOTAL REVENUE” is the sum of “REPORT TOTAL” plus “PLUS METER+BASE” total. “MINUS COST” total is the total listed above labeled “TOTAL DETAIL ITEMS” under the cost column. The “GROSS PROFIT” is the “TOTAL REVENUE” minus “MINUS COST” total. The “AS A PERCENT OF REVENUE” total is the “GROSS PROFIT” total divided by “TOTAL REVENUE” total.
The program now has the logic to prorate the Estimated Copies Used During Study Period if the machine is placed within the date range of the report. If the machine’s date placed in the Serial File (SERIALD) is within the date range of the report, the program will check the date of the oldest meter reading within the date range. The meter reading is either from service calls and contract history. If the report is sorted by Item or Machine (serial number), and if the oldest meter reading date is after the beginning date of the report, and before the date placed, the calculation for estimated copies will not be changed. The calculation will still take copies produced per day times number of days in the report range. If however, the oldest meter reading within date range is after the date placed of the machine, and the date placed of the machine is within the date range of the report, the report will prorate the copies produced. The copies will be prorated by taking copies per day times the number of days from the date placed to the ending date of the report.
When the report calculates estimated copies, if the number of copies produced in study period is 0, the program will now use the AMV in the Serial file to determine copies per day and multiply that times number of days in report range to get the Estimated Copies Used During Study Period. Prior to this modification, the Estimated Copies would be 0 if the Copies Produced were 0.
When the report looked at Sales History, the report would not included any sales history if the customer number in the Sales History record was not the same customer the machine was currently placed at. The report will now only check to see if the customer number in the sales history file is within the range of customer numbers entered when running the report. This is also true when it is looking at Service History. It will pull information for a machine even if the machine is currently placed at another site. The report will just validate that the customer number in the Service History file is within the range of customer numbers entered by the operator. This is the same logic that was added to the Copy Comparison Report in Contracts.
Options have been added to the report to print the be able print customers, contracts, group bills, or item numbers that have a gross profit dollar amount over or under a certain limit. The report can also print records that have a gross profit percentage over or under a certain limit. The report can print the top or lowest certain number of customers, contracts, group bills, or items based on the gross profit dollars, gross profit percentage, or revenue dollars. These questions are not asked if the report is run for a single machine.
Screen sample:
Enter Gross Profit Dollar Limit Or A'll
You may specify the records that are included on the report by entering a gross profit dollar limit. This affects the detail and summary that is printed. As an example, if the contract sort is selected and a gross profit dollar limit is specified only detail and the summary of contracts that have a gross profit either over or under the entered amount are included on the report. Enter an A for all gross profit dollar amounts.
(9 Digits Or A)
Print Those That Are L'ess Than Or G'reater Than GP$ Limit Entered
The cursor stops at this prompt if a gross profit dollar amount was entered. To include all records on the detail and summary that have a gross profit dollar amount that is less than the specified amount, enter an L. To include all records on the detail and summary that have a gross profit dollar amount that is greater than the specified amount, enter a G.
Enter Gross Profit Percentage Limit Or A'll
You may specify the records that are included on the report by entering a gross profit percentage limit. This affects the detail and summary that is printed. As an example, if the contract sort is selected and a gross profit percentage limit is specified only detail and the summary of contracts that have a gross profit percentage either over or under the entered amount are included on the report. Enter an A for all gross profit percentages. (4 Digits Or A Enter 20 to equal 20%)
Print Those That Are L'ess Than Or G'reater Than GP% Limit Entered
The cursor stops at this prompt if a gross profit percentage was entered. To include all records on the detail and summary that have a gross profit percentage that is less than the specified percentage, enter an L. To include all records on the detail and summary that have a gross profit percentage that is greater than the specified amount, enter a G.
Enter How Many Contracts To Print, Or A'll
The prompt changes to match the sort, i.e. contracts versus customers. Within the desired gross profit limit you may specify how many records to include. Or if setting no limits you may specify how many records to include. When specifying a number of records to include the report includes the highest or lowest number on down, thus ranking them.
Based On Gross Profit D'ollars, P'ercentage, Or R'evenue
The cursor stops at this prompt if a number of records to include was entered. Enter a D to limit the number of records based on gross profit dollars. Enter a P to limit the number of records based on gross profit percentage. Enter an R to limit the number of records based on revenue.
As an example, you have specified contracts with a gross profit percentage greater than 30% and of them only 50 contracts. The first 50 contracts with a gross profit percentage nearest to 30% are included. As another example, you have specified contracts with a gross profit dollar amount greater than $500.00 and only 50 contracts and you enter an R for revenue. Contracts with a gross dollar amount greater than $500.00 and the top 50 with the highest revenue are included. Note, when specifying the gross profit limits and amount of records to include this only relates to the designated current period. If a previous period is included and the current record falls within the specified parameters the previous information is included. But if there is previous but the current does not fall within the parameters the record is not included.
If the operator chooses to print detail of each machine, all machines will print regardless of the ranking of the machine. However, only contracts or customers with totals in the ranges chosen will print on the report. Therefore, it is recommended that the operator enter N for no to the "Print Detail of Machine" prompt when entering a number of contracts or customers to print.
Rev 13 Changes
The following fields are described in detail:
Sort By CU’stomer, CO’ntract, G’roup Bill, I’tem, M’achine Or E’nd
Enter CU for customer sort, CO for contract sort, G for group bill sort, I for item sort, or M for machine sort. Enter E or type a forward slash (/) to end out of the program and return to the previous menu. If M is entered, a serial number must be entered and the report will run for one individual machine.
Print Detail of Each Machine (Y/N)
Enter Y to have totals print for each individual machine along with the total page for the customer, contract, group bill or item (depending on the sort). Enter N to see the total page for each sort variable (customer, contract, group bill or item). This option will eliminate the totals for each individual machine. Sort by machine does not allow this option.
Should Meter Revenue Be Included In Each Machine’s Revenue (Y/N)
Enter Y to have the Meter Revenue total on the customer, contract, group bill or item total (depending on the sort) page split out by serial number instead of being printed as one lump sum. Enter N to have the Meter Revenue printed as one lump sum and not split out by serial number. Sort by machine does not allow this option.
Beginning Date
Ending Date
Enter the date range that you would like the report to use. The dates entered must be valid dates and the beginning date must be prior to the ending date. There is no limit to the time span that can be printed on the report, however, there needs to be service history and sales history for the entire date range in order for the calculations to be accurate.
Beginning Customer Number Or A’ll
Ending Customer Number
Enter the range of customer numbers that should be printed on the report, or enter A for all customer numbers. The beginning customer number must be less than the ending customer number.
Beginning Item Number Or A’ll
Ending Item Number
Enter the range of item numbers that should be printed on the report, or enter A for all item numbers. The beginning item number must be less than the ending item number.
Beginning Serial Number Or A’ll
Ending Serial Number
Enter the range of serial numbers that should be printed on the report, or enter A for all serial numbers. The beginning serial number must be less than the ending serial number.
Press ESC To Interrupt And Return To Menu
Notes: ^ = Go Back 1 Space / = Cancel
To cancel the report and return to the menu, enter a forward slash (/) at any prompt. Enter Shift-6 (^) at any prompt to return to a previous field.
Print C’ontract Machines, N’on-Contract Machines, Or B’oth
Enter C to have only machines on contract printed. Enter N to have only machines not on a contract printed. Enter B to have both machines on a contract and not on a contract print. If the sort is by contract number, by group bill number, or by machine, this prompt will not be asked, because only machines on a contract will prompt. If this prompt is answered N, the contract number range question and the group bill number range question will not be asked. If B is entered, and a range of contracts or group bills is entered, the report will print all machines not on contract that meet the other criteria and all machine on contracts that meet the contract range or group bill number range criteria.
Beginning Contract Number Or A’ll
Ending Contract Number
Enter the range of contract numbers that should be printed on the report, or enter A for all contract numbers. The beginning contract number must be less than the ending contract number.
Beginning Group Bill Number Or A’ll
Ending Group Bill Number
Enter the range of group bill numbers that should be printed on the report, or enter A for all group bill numbers. The beginning group bill number must be less than the ending group bill number.
Beginning Contract Expiration Date Or A'll
Ending Contract Expiration Date
Enter the range of contract expiration dates or enter A for all contract expiration dates. The beginning expiration date must be less than the ending expiration date.
Include Travel Time In Labor Cost (Y/N)
Enter Y if the travel time should be included in the Labor Cost calculation. Travel time is the time on each service call from Dispatch Time to Arrival Time. If included in Labor Cost, the report will multiply the travel time by the labor rate and add that to the mechanical time multiplied by the labor rate to equal the Labor Cost. Enter N to not have travel time included. The DISPA.DT data file is accessed for this information.
Include CB As Failures (Y/N)
Enter Y to have Callback calls included in as failures on the report. Callback calls are calls with a CB call type. This will affect the Mean Days Between Failure and Mean Copies Between Failure. Enter N to not have Callback calls included as a failure.
Include SH As Failures (Y/N)
Enter Y to have Shop calls included in as failures on the report. Shop calls are calls with a SH call type. This will affect the Mean Days Between Failure and Mean Copies Between Failure. Enter N to not have Shop calls included as a failure.
Include TA As Failures (Y/N)
Enter Y to have Technical Assistance calls included in as failures on the report. Technical Assistance calls are calls with a TA call type. This will effect the Mean Days Between Failure and Mean Copies Between Failure. Enter N to not have Technical Assistance calls included as a failure.
Include Calls With Measure Response Time Set To N In Avg Time Calcs (Y/N)
When a service ticket is entered, the operator is asked Measure Response Time Y/N. If N is entered, the calls should not be added into the Avg Call To Arrival, Avg Time To Fix, and Avg Call To Fix calculations. If these calls should be included, enter Y.
Enter Up To 5 Correction Codes For Avoided Calls
Enter up to five service codes that are used for the correction code on calls that were avoided. These are calls that the dispatcher or someone at the office intervened and fixed before the technician was dispatched. These must be valid codes in the Service Code file. These are used to calculate Number Of Avoided Calls. Any number up to and including five codes can be entered. When the last code is entered, return to go to the next prompt.
Enter Up To 5 Correction Codes For Cancelled Calls
Enter up to five service codes that are used for the correction code on calls that were cancelled. These are calls that the customer cancelled before the technician was dispatched. These must be valid codes in the Service Code file. These are used to calculate Number Of Cancelled Calls. Any number up to and including five codes can be entered. When the last code is entered, return to the next prompt.
Use A’ctual Or C’urrent Base Revenue On Grand Totals
Enter A if the Base Revenue on the totals should be the actual base revenue that was billed in the time period, not the current base rate on the contract. Currently, this can be broken down to contract number level, not serial number level. On the detail of the individual machines and on the customer, contract, or group bill total page where the serial numbers are listed, it will print the current base rate times number of months in report range divided by base billing period. If A is entered, the actual base revenue on a separate total line for the customer, contract, or group bill total page will print. This figure will then be used to calculate the gross profit and the remaining calculations. An example is in this documentation. To calculate the actual base revenue the report looks through sales history for sales in date range tied to the machine’s ship to customer and contract numbers. The sales history record also has to have a base revenue item type (that is entered in the next prompt). This total actual base revenue is not prorated. The program validates that the date of the sale history transaction is within the date range.
Enter C at this prompt if this report should use the current contract base rate to calculate base revenue. The calculation is base rate times number of months in report date range divided by base billing period.
Enter Up To 5 Item Types For Base Revenue
Enter up to five item types that should be used when the report looks into sales history to find base billings. When the final one is entered, return to go to the next prompt. All item types entered, must be valid item types in the Item Type file. This question will only be asked if A was entered at the Use A’ctual Or C’urrent Base
Revenue On Grand Total question and sort is by customer, contract, or group bill, and the report is being printed for all items and all serial numbers. All other sorts will default to use the Current Base. If no item types are entered, the Base Revenue on the report will be $0.
Enter Up To 5 Item Types For Labor Revenue
Enter up to five item types that should be used when the report looks into sales history to find Labor Revenue. When the final one is entered, return to the next prompt. All item types entered, must be valid item types in the Item Type file. If no item types are entered, the Labor Revenue on the report will be $0.
Enter Up To 5 Item Types For Mileage Revenue
Enter up to five item types that should be used when the report looks into sales history to find Mileage Revenue. When the final one is entered, return to go to the next prompt. All item types entered, must be valid item types in the Item Type file. If no item types are entered, the Mileage Revenue on the report will be $0.
Enter Up To 5 Item Types For Parts Cost And Revenue
Enter up to five item types that should be used when the report looks into sales history to find Parts Cost and Revenue. When the final one is entered, return to the next prompt. All item types entered must be valid item types in the Item Type file. If no item types are entered, the Parts Cost and Revenue on the report will be $0.
Enter Up To 5 Item Types For Meter Billings Cost & Revenue
Enter up to five item types that should be used when the report looks into sales history to find Meter Billings Cost and Revenue. When the final one is entered, return to the next prompt. All item types entered, must be valid item types in the Item Type file. If no item types are entered, the Meter Billings Cost and Revenue on the report will be $0.
Enter Up To 5 Item Types For Drum Cost And Revenue
Enter up to five item types that should be used when the report looks into sales history to find Drum Cost and Revenue. When the final one is entered, return to go to the next prompt. All item types entered, must be valid item types in the Item Type file. If no item types are entered, the Drum Cost and Revenue on the report will be $0.
Enter Up To 5 Item Types For Supply Cost And Revenue
Enter up to five item types that should be used when the report looks into sales history to find Supply Cost and Revenue. When the final one is entered, return to go to the next prompt. All item types entered, must be valid item types in the Item Type file. If no item types are entered, the Supply Cost and Revenue on the report will be $0.
Enter Up To 5 Item Types For Toner Cost And Revenue
Enter up to five item types that should be used when the report looks into sales history to find Toner Cost and Revenue. When the final one is entered, return to go to the next prompt. All item types entered, must be valid item types in the Item Type file. If no item types are entered, the Toner Cost and Revenue on the report will be $0.
Enter Up To 5 Item Types For Commission Cost And Revenue
Enter up to five item types that should be used when the report looks into sales history to find Commission Cost and Revenue. When the final one is entered, return to the next prompt. All item types entered must be valid item types in the Item Type file. If no item types are entered, the Commission Cost and Revenue on the report will be $0.
Enter Up To 5 Item Types For Accessories
Enter up to five item types that are for accessories. This will be used to skip accessories from printing on the report in detail and the customer, contract, group bill or item (depending on the sort) total page. It will also be used in the accessory list portion of the detail to print the accessories that are on the contract with the machine. When the final one is entered, return to the next prompt. All item types entered must be valid item types in the Item Type file. If no item types are entered, no accessories will be skipped from printing in the detail, and no accessories will print in the accessory portion of the report.
Exclude Non-Product Time Within Calls (Y/N)
Enter Y if you would like non-product time performed within a service call to be excluded from the maintenance time. An example of this is if the technician goes to lunch within the middle of a long service call. When the service ticket for the call is entered, the dispatcher would enter Y to enter non-product time. When the lunchtime is entered, the call number of the service call appears in the call number field. If that is accepted and not zeroed out, the non-product time is linked to the service call and will be excluded if this question is answered Y. The report has logic to not allow the maintenance time go negative. For example, if there is a one hour lunch and a one hour meeting both linked to the service call, and the service call only has a one hour and fifteen minute maintenance time, the report would show only 15 minutes of maintenance time and not –45 minutes. The program will only deduct non-product time until the mechanical time does not go below zero.
Enter N if the non-product time should not be excluded from the maintenance time.
Enter Burden Rate Or Use D’efault
Enter the cost per hour rate for technicians that should be used when calculating labor cost. If D for default is entered, the report will use the burden rate from the Sales Rep/Service Technician file. If that field is zero, the report will use the burden rate stored in Service Call Control File Maintenance (BI-3-1-18-10).
Enter Mileage Rate
Enter the mileage rate that should be used. The mileage rate stored in Service Call Control File Maintenance (BI-3-1-18-10) is the default and can be overridden. This is the mileage rate that will be used to calculate mileage cost.
Opening Time (ex. 800 = 8:00)
Enter the time that your company opens. This is in military time format. This time must be between 6:00 AM and 10:00 AM. It is used to calculate response time. The default of 8:00 AM will display.
Closing Time (ex. 1700 – 17:00)
Enter the time that your company closes. This is in military time format. This time must be between 15:00 (3:00 PM) and 19:00 (7:00 PM). It is used to calculate response time. The default is 17:00.
Number Of Hours In Work Day
Enter the number of hours in the work day. It should be the number of hours between the open and closing times that were entered, if the lunch hour should be included in the response time. It should be one hour less than that if the lunch hour (12:00 – 13:00) should be excluded from the response time. This number must be between 6 and 12.
Are There Any ½ Days (Y/N)
The report will automatically exclude weekends and holidays. It finds holidays by finding the days that no service calls were entered, dispatched, or marked complete. If there are any ½ day holidays in the date range, they should be entered here. The report assumes that the morning from opening time to 12:00 is worked on ½ day holidays. If there are any ½ day holidays in date range, enter Y. If Y is entered, there will be five additional prompts to enter up to five ½ day holiday dates. The dates entered must be between date range of the report. Enter N if there were not any ½ day holidays.
Sort by Machine
If an M is entered, the report will not ask some of the questions that are related to printing more than one machine. The fields that will be skipped are:
Print Detail of Each Machine (Y/N)
Separate Revenue Out By Machine (Y/N)
Beginning and Ending Customer Number
Beginning and Ending Item Number
Beginning and Ending Serial Number
Print Contract, Non-Contract Or Both
Beginning and Ending Contract Number
Beginning and Ending Group Bill Number
The following screen will display when the machine sort is requested:
Enter Serial Number
At this prompt, the operator can enter the serial number of the machine, the machine id, the first part of the serial number or machine id followed by an asterisk (*), or an asterisk (*) followed by the ending part of the serial number. The serial numbers that meet the criteria will display and the operator can choose the correct machine.
Below is an example of the serial search:
After the serial number is chosen, the original screen is redisplayed, and the item and serial number on displayed on the top of the screen. See figure below:
Once the questions have been answered, the report will build the “holiday index”. This index is used to exclude holidays from the response time. The report will then run. After the report has finished, the program will go back to the Sort by CU’stomer, CO’ontract, G’roup Bill, I’tem Or M’achine question. The operator can run report again, only this time it will skip rebuilding the holiday index. It will also skip asking the printer selection. The second report will go to the same printer that the first report did.
Report Process
If this is the first report ran since coming off the menu, the report will build a holiday temporary index. This is an index that contains every date that has had a call entered, dispatched or completed on that day. It is used during the calculation of response time so that any holidays are excluded.
The report then calculates number of months in the report range. It does this by taking the number of days divided by 30 and rounds to nearest month. If the number of months turns out to be 0, it will let it equal one. For example, 1/1/98 to 1/10/98 date range will be one month and 3/1/98 to 4/10/98 will be one month also. However, 3/1/98 to 4/15/98 will be two months.
The report will then start going through machines. If the sort is by customer and there was a range of customers entered, it will use the Customer Number / Item Number (CUSTITX) index. Otherwise, it will use the Item Number / Serial Number (MODSERX) index. It will look for machines that are within the item number range, serial range, customer range, contract number range, and group bill number range entered. If contract machines were chosen, the report checks to make sure that the machine is on a contract. If non-contract machines were chosen, then the report will check to make sure that the machine is not on a contract by checking the contract number field in the Serial (SERIALD) data file. The machine also has to be placed at a customer site and cannot have an item type equal to one of the accessory item types that were entered.
Once a machine gets through the above checks, it is ready to be processed. The report will get the service plan description from the code type (CTYP.IX) index file. If the machine is on a contract, it will make sure it is valid. It will also get the contract line item for this machine. From these two files, the report will get the dates of the contract, group bill number, base billing period, base rate, meter billing period, billing method, copies included, quantity breaks and rates, and copies made for last 12 fiscal months. While it is going through the contract line item file, it will add any serial number that has an item type equal to an accessory item type to a temporary accessory index that is contract number / item number / serial number. This is used to print the accessories on the contract. The meter readings in the serial file will be looked at to get the lowest and highest meter readings in the date range.
The report will then go through the service history file to find all calls for the machine within the date range that have the service ticket entered and do not have a custody (CU) call type, and have the same customer number as the one that it is currently placed. The report will then add to the appropriate number of call totals. The travel, maintenance, and response times will be calculated and accumulated. The travel and maintenance times will be taken times burden rate in the sales rep/ service tech file or global file to get costs or at the cost entered. The meter reading will be looked at to see if it is the lowest or highest in the date range. The mileage for the call will be accumulated so that mileage cost can be calculated.
The report will go through sales history file to find all records in the range of dates that are linked to the machine. The ship-to customer number is looked at also to make sure it is correct. The sales or cost extension will add to the appropriate accumulator based on item type. Meter Cost, Labor Revenue, Mileage Revenue, Drum Cost, Drum Revenue, Toner Cost, Toner Revenue, Parts Cost, Parts Revenue, Supply Cost, Supply Revenue, Commission Cost, and Commission Revenue are all calculated from the Sales History file.
If the Contract History module is activated, the report will then look in the Contract History file to find billing and contract void records for this machine within the date range of the report. It will then check the meter readings on those records to get the lowest and highest meter reading in the date range.
The report will then calculate the AR aging for the bill-to Customer for the machine. If the machine is on a contract, it will use the bill-to Customer in the Contract Header file. Otherwise, it will use the bill-to Customer in the Customer File. It will calculate two different aging totals. One will be the customer’s total AR. The other one will be the aging totals of the machine’s contract invoices, if the machine is on a contract. An invoice is determined to be a contract invoice by looking at the Invoice Line Item File for a message line that starts with “* RENTAL CONTRACT NO. “, “* MAINTENANCE CONTRACT NO. “, or “LEASED MACHINE – CONTRACT NO. “ and is followed by the machine’s contract number. The invoice is aged based on the system date when the report was run. If the report is run for no detail only one aging will print.
The report then takes all of the totals for the machine and adds them to a temporary data file. It will then go to the next machine.
When all of the machines have been processed, if the operator chooses to print actual base revenue, the report will then go to get actual base revenue. This is done by going through the temporary customer number / contract number temp index that was created above. The report will find all sales history records that have a transaction date within the date range, that are linked to the bill-to customer number and contract number, and that have one of the base revenue item types that were entered by the operator. Voided records are skipped. The sales extensions will be accumulated and will print as the total actual base revenue on the total for that customer number, contract number, or group bill number.
The report will then go through the temporary file and print the report.
Report Results
Examples of the report are as follows:
If machine detail is printed, it will print two pages for each machine, and then two or more pages for every customer total, contract total, group bill total, or item total (depending on how the report was sorted).
This screen shows printed detail for the machine with serial number 2 and item number SF90:
Machine Detail
Serial Number
This is the Serial Number of the machine retrieved from the Serial (SERIALD) data file.
Item Number
This is the Item Number of the machine retrieved from the Serial (SERIALD) data file.
Study Dates
This is the date range selected for the report.
Customer Name
This is the ship-to Customer Number name from the Customer (CUSTD) data file is selected.
Customer Number
This is the ship-to Customer Number from the Serial (SERIALD) data file.
Summary of Detail Items
Meter Billings Cost/ Meter Billings Revenue
This is the accumulated Sales Extension and Cost Extension for Sales History records that are linked to the machine within the date range of the report with an Item Type equal to one of the Meter Billing Item Types entered. If Y is entered for the Separate Meter Revenue Out By Machine question, the Meter Billings Revenue field will be blank and the Meter Billing Revenue will be listed below under the Revenue From Base Billings section.
Labor Cost
If Travel Time is included in Labor Cost, the calculation for this field is Travel Time in Minutes plus Maintenance Time in Minutes times Burden Rate divided by 60 (rounds down). If Travel Time is not included in Labor Cost, the calculation for this field is Maintenance Time times Burden Rate divided by 60 (rounded down). If Non-Product Time should not be included in Labor Cost based on input, then the Non-Product time within the service file will be subtracted from the minutes before it is multiplied by Burden Rate and divided by 60. Burden rate will be the amount inputted if D was not entered. If D for default was entered, the report will use the burden rate in the Sales Rep/Service Technician File. If D for default was entered and the Sales Rep/ServiceTechnician File reads 0 for Burden Rate, the report will use the Burden Rate stored in Service Call Control File Maintenance (BI-3-1-18-10). This is calculated per service call and accumulated. This information is calculated from the actual service times stored in the Service History file (DISPA.DT).
Labor Revenue
This is the accumulated Sales Extension and Cost Extension for Sales History records that are linked to the machine within the date range of the report with an Item Type equal to one of the Labor Item Types entered.
Mileage Cost
This is calculated by taking the total mileage for all service calls in date range times the mileage rate that was entered. The mileage is the difference between the start and end mileage in the Technician Labor File.
Mileage Revenue
This is the accumulated Sales Extension and Cost Extension for Sales History records that are linked to the machine within the date range of the report with an Item Type equal to one of the Mileage Item Types entered.
Drum Cost / Drum Revenue
This is the accumulated Sales Extension and Cost Extension for Sales History records that are linked to the machine within the date range of the report with an Item Type equal to one of the Drum Item Types entered.
Toner Cost / Toner Revenue
This is the accumulated Sales Extension and Cost Extension for Sales History records that are linked to the machine within the date range of the report with an Item Type equal to one of the Toner Item Types entered.
Parts Cost / Parts Revenue
This is the accumulated Sales Extension and Cost Extension for Sales History records that are linked to the machine within the date range of the report with an Item Type equal to one of the Parts Item Types entered.
Supply Cost / Supply Revenue
This is the accumulated Sales Extension and Cost Extension for Sales History records that are linked to the machine within the date range of the report with an Item Type equal to one of the Supply Item Types entered.
Commissions Cost / Commissions Revenue
This is the accumulated Sales Extension and Cost Extension for Sales History records that are linked to the machine within the date range of the report with an Item Type equal to one of the Commission Item Types entered.
Total Detail Items Cost
This is Total of Meter Cost, Labor Cost, Mileage Cost, Drum Cost, Toner Cost, Parts Cost, Supply Cost, and Commission Cost.
Total Detail Revenue
This is Total of Labor Revenue, Mileage Revenue, Drum Revenue, Toner Revenue, Parts Revenue, Supply Revenue, and Commission Revenue. If N is entered to the Separate Meter Revenue Out By Machine question, the Meter Revenue will also be included.
Revenue From Base Billings
Serial Number
This is the serial number of the machine that was selected.
Meter Revenue
If Y is entered for the Separate Meter Revenue Out By Machine question, this will print the Meter Revenue. See the explanation of this field under the Summary of Detail Items section. This will not print if N is entered.
Curr. Base Rev
This is the current base revenue from the machines Contact Line Item record. It is divided by Base Billing Period and then multiplied by the number of months in the report date range.
Meter + Base
If Y is entered in the Separate Meter Revenue Out By Machine question, this will be the total of Meter Revenue plus Curr. Base Revenue. This will not print if N is entered in the question.
Grand Total
This will show the Total Cost, which is the same as the Total Detail Items Cost field. It will also show the Total Revenue, which is the Total Detail Items Revenue field plus Current Base Revenue. If Y is entered to the Separate Meter Revenue question, the Meter Revenue will print.
Gross Profit
This is calculated by taking Grand Total Revenue minus Grand Total Cost.
As A Percent Of Revenue
This is calculated by taking Gross Profit divided by Grand Total Revenue rounded to two decimal places.
Meter Reading Dates
From/To
These are the dates of highest and lowest meter reading in date range. This is from looking at the Serial File, Service History File and Contract History File.
# Days
This is the number of days between the two meter reading dates.
Copies Produced During Period
This is the number of copies made between the above dates. This is from looking at the Serial File, Service History File and Contract History File for the lowest and highest meter reading.
Average Copies Per Day
This is calculated by taking Copies Produced During Period divided by # Days rounded off to four decimal places.
Number of Days In Study
This is the number of days between the beginning and ending dates of the report.
Est. Copies Used During Study
This is calculated by taking the Average Copies Per Day times the Number of Days In Study.
Average Copies Per Month
This is calculated by taking the Number Of Days In Study divided by 30 to get the Number of Months (rounded to 1 decimal position). The report takes Est. Copies Used During Study divided by the Number of Months rounded to nearest copy.
Copy Usage
Copy Usage
This is the number of copies made per calendar month will be printed. The number of copies is stored in the Contract Line Item file and can be viewed in Meter File Maintenance. Whenever a meter is entered in meter reading entry, the number of copies made since last meter reading entry will be posted in these fields. This section will only be printed if the machine is on a contract.
Revenue/Cost Per Copy
During Study of ### Days
This is the Number Of Days In Case Study from above in the Meter Reading Dates Section.
Revenues
This is the Grand Total Revenue from above in the Summary of Detail Items Section.
Revenues Per Copy
This is calculated by taking the Revenues divided by Est. Copies Used During Study (from the Meter Reading Dates Section). This is rounded to five decimal positions.
Cost
This is the Grand Total Cost from above in the Summary of Detail Items Section.
Cost Per Copy
This is calculated by taking the Cost divided by Est. Copies Used During Study (from the Meter Reading Dates Section). This is rounded to five decimal positions.
Gross Profit
This is the Gross Profit from above in the Revenues From Base Billings Section.
Gross Profit %
This is the As A Percent Of Revenue total from above in the Revenues From Base Billings Section.
Service Call Information
Miscellaneous Note
Only service calls completed within date range and are linked to the customer number that the machine is currently placed at will be included in the totals. The Service Ticket must be entered. Custody calls (calls with CU Call Type) will not be included in the totals.
Total Calls In Study
This is the total number of service calls for this machine. This includes all Call Types.
Of Above, Hold Calls
This is the total number of service calls for this machine that were put on hold for any reason. When a call is put on hold for any reason, the operator has an option to mark call complete and create a new call. Only calls where this was answered yes will be included in this total.
Of Above, PM Calls
This is the total number of preventive maintenance service calls for this machine. These are the calls with a PM Call Type.
Avg Call To Arrival
This is calculated by finding the total time from call entry to arrival time in minutes for all service calls for the machine and then divided by the number of service calls. If N was entered to the Include Calls With Measure
Response Time Set To N question, the calls with that field set to no will not be included in the time or the number of calls that is used to get the average. It will be printed in day/hour/minute (DD:HH:MM) format.
Avg Time To Fix
This is calculated by finding the total time from arrival time to completion time in minutes for all service calls for the machine and then divided by the number of service calls. If N is entered to the Include Calls With Measure Response Time Set To N question, the calls with that field set to N will not be included in the time or the number of calls that is used to get the average. If N is entered to the Include Non-Product Time Within Service Call question, any non-product time that is linked to the call will be subtracted before it is divided by the number of calls. It will be printed in day/hour/minute (DD:HH:MM) format.
Avg Call To Fix
This is calculated by finding the total time from call time to completion time in minutes for all service calls for the machine and then divided by the number of service calls. If N is entered to the Include Calls With Measure Response Time Set To N question, the calls with that field set to no will not be included in the time or the number of calls that is used to get the average. If N is entered to the Include Non-Product Time Within Service Call question, any non-product time that is linked to the call will be subtracted before it is divided by the number of calls. It will be printed in day/hour/minute (DD:HH:MM) format.
Total Labor Time
This is the total time from Arrival Time to Completion Time for all service calls for the machine. The total minutes is divided by 60 and rounded to two decimal places to get the number in hours.
Total Travel Time
This is the total time from Call Time to Arrival Time for all service calls for the machine. The total minutes is divided by 60 and rounded to two decimal places to get the number in hours.
Labor & Travel
This is calculated by taking Total Labor Time in minutes plus Total Travel Time in minutes divided by 60 and rounded to two decimal places to get the number of hours.
Number of Recalls
This is the number of callback service calls for the machine. Callbacks have a CB Call Type.
Number of Avoided Calls
This is the number of service calls for the machine that has a correction code that equals one of the Avoided Correction Codes that was entered by the operator.
Number of Cancelled Calls
This is the number of service calls for the machine that has a correction code that equals one of the Cancelled Correction Codes that was entered by the operator.
Mean Days Between Failure
This is calculated by taking Number Of Days In Study (from the Meter Reading Date Section) divided by the number of failures. Failures are calls with an EM Call Type. If Y is entered to the Include As Failures questions, calls with a CB, TA or SH call type will also be included. This number is rounded to the nearest day. PM and CC call types are never included in the number of failures.
Mean Copies Between Failure
This is calculated by taking Est. Copies Used During Study (from the Meter Reading Days Section) divided by the number of failures. Failures are calls with an EM call type. If Y is entered to the Include As Failures question, calls with a CB, TA or SH Call Type can also be included. This number is rounded to the nearest copy. PM and CC call types are never included in the number of failures.
Contract & Machine Information
Install Date
This is the Date Placed from the Serial data file.
Current Meter & Date
This is the Highest Meter Reading and Date found in the date range for the dealer in the Serial file, Service History File, or Contract History File.
Base Amount & Cycle
This is the Current Base Amount from machine’s Contract Line Item.
The base billing period in the Contract Header file determines the Cycle. If the base billing period equals 12, the Cycle is Y for yearly. If the base billing period equals 6, the Cycle is S for semi-annually. If the base billing period is 3, the Cycle is Q for quarterly. And if the base billing period is 1, the Cycle is M for monthly. If the base billing period does not fall into any of the above categories, the base billing period will print as the Cycle.
Meter Plan & Cycle
Meter Plan is the Copies Included for the machine. If the machine is on a method 3 contract, the Copies Included is stored in the Contract Header File. If the machine is on a method 2 contract, the Copies Included is stored in the Contact Line Item File. If the machine is on a method 1 contract, the report will check the first quantity break on the machine. If there is a quantity break 1, but rate 1 is 0, that quantity break number will print in copies included.
To accommodate the group bill/batch bill logic, the following will hold true:
Batch bill Y and group bill Y
Method 1 or 2 the information will be retrieved from the first machine on the group bill contract.
Method 3 the information will be retrieved from the group bill contract header record.
Batch bill Y and group bill N
Method 1 or 2 the information will be retrieved from the first machine on the contract.
Method 3 the information will be retrieved from the contract header record.
Batch bill N and group bill Y
Method 1 or 2 the information will be retrieved from the individual machine contract.
Method 3 the information will be retrieved from the individual machines contract.
Batch bill N and group bill N
This will calculate as illustrated above.
The Cycle is determined based on the meter billing period in the Contract Header file. If the meter-billing period equals 12, the Cycle is Y for yearly. If the meter-billing period equals 6, the Cycle is S for semi-annually. If the meter-billing period is 3, the Cycle is Q for quarterly. And if the Meter Billing Period is 1, the Cycle is M for monthly. If the meter-billing period does not fall into any of the above categories, the meter-billing period will print as the Cycle.
Quantity Break and Rates
The contract quantity breaks and rates of the machine will print. The report will print as many breaks as the machine has, up to seven.
Service Contract Dates
This is the Contract Start and Expiration Dates stored in the Contract Header (CNHDR.DT) data file.
SP and SP Description
This is the Service Plan of the machine stored in the Serial data file. The Service Plan Description is from the Service Code Type (CODE.DT) data file.
Accessories
Any serial number on the machines contract that has an Item Type equal to one of the Accessory Item Types that was entered by the operator will print on the report. If the machine is not on a contract, or there are no Accessories on the contract, this section will not print.
Contact
This is the Contact Name from the Serial data file.
A/R Aging
A/R Aging For This Contract
This is the A/R aging for all invoices that are tied to the contracts Bill To customer account. The program determines a contract invoice by reviewing the message lines on the invoice to validate the contract number. The aging is based on the current system date. If the machine is not on a contract, this section will not be printed.
A/R Aging For This Customer
This is the A/R aging for all invoices that are on the Bill To customer account. If the machine is on a contract, the Bill To customer number will be used from the contract header file. If the machine is not on a contract, the machines Ship To customer number will be used to access the customer file and retrieve the Bill To customer number. The aging is based on the current System Date.
Following is an example of a report sorted by item number without machine detail:
Report Totals
The report will print total pages per customer, contract, group bill or item, depending on how the report was sorted. If the report is ran sorted by machine, only the machine detail for the individual machine will print and no total will be printed. The top portion of the report total pages will vary based on how the report was sorted.
If the report was sorted by Customer Number, the Ship-To Customer Number, Name, and Study Dates will print.
If the report is sorted by Contract Number, the Contract Number, Ship-To Customer Number, Name, and Study Dates will print.
If the report is sorted by Group Bill Number, the Group Bill Number, Ship-To Customer Number, Name, and Study Dates will print.
If the report is sorted by Item Number, the Item Number, Item Description, and Study Dates will be printed.
Ship-To Customer Number
This is the Customer Number that the machines are placed at that is stored in the Serial File.
Name
This is from the Customer (CUSTD) data file.
Contract Number
This is from the Serial (SERIALD) data file.
Group Bill Number
This is from the Contract Header (CNHDR) data file.
Study Dates
This is the date range of the report.
Summary of Detail Items
Meter Billings Cost/ Meter Billings Revenue
This is the accumulated Sales Extension and Cost Extension for Sales History records that are linked to all of the machines within the date range of the report with an Item Type equal to one of the Meter Billing Item Types entered. If Y is entered to the Separate Meter Revenue Out By Machine question, the Meter Billings Revenue field will be blank and the Meter Billing Revenue will be listed below under the Revenue From Base Billings section.
Labor Cost
If Travel Time is included in Labor Cost, the calculation for this field is Travel Time in Minutes plus Maintenance Time in Minutes times Burden Rate divided by 60 (rounds down). If Travel Time is not included in Labor Cost, the calculation for this field is Maintenance Time times Burden Rate divided by 60 (rounded down). If Non-Product Time should not be included in Labor Cost based on input, then the Non-Product time within the service file will be subtracted from the minutes before it is multiplied by Burden Rate and divided by 60. Burden rate will be the amount inputted if D was not entered. If D for default was entered, the report will use the burden rate in the Sales Rep/Service Technician File. If D for default was entered and the Sales Rep/Service Technician File has a 0 for Burden Rate, the report will use the Burden Rate stored in Service Call Control File Maintenance (BI-3-1-18-10). This is calculated per service call and accumulated. The actual times are used from the Service History File (DISPA.DT).
Labor Revenue
This is the accumulated Sales Extension and Cost Extension for Sales History records that are linked to all of the machines within the date range of the report with an Item Type equal to one of the Labor Item Types entered.
Mileage Cost
This field is calculated by taking the total mileage for all service calls in date range times the mileage rate entered. The mileage is the difference between the start and end mileage in the Technician Labor File.
Mileage Revenue
This is the accumulated Sales Extension and Cost Extension for Sales History records that are linked to all of the machines within the date range of the report with an Item Type equal to one of the Mileage Item Types entered.
Drum Cost / Drum Revenue
This is the accumulated Sales Extension and Cost Extension for Sales History records that are linked to all of the machines within the date range of the report with an Item Type equal to one of the Drum Item Types entered.
Toner Cost / Toner Revenue
This is the accumulated Sales Extension and Cost Extension for Sales History records that are linked to all of the machines within the date range of the report with an Item Type equal to one of the Toner Item Types entered.
Parts Cost / Parts Revenue
This is the accumulated Sales Extension and Cost Extension for Sales History records that are linked to all of the machines within the date range of the report with an Item Type equal to one of the Parts Item Types entered.
Supply Cost / Supply Revenue
This is the accumulated Sales Extension and Cost Extension for Sales History records that are linked to all of the machines within the date range of the report with an Item Type equal to one of the Supply Item Types entered.
Commissions Cost / Commissions Revenue
This is the accumulated Sales Extension and Cost Extension for Sales History records that are linked to all of the machines within the date range of the report with an Item Type equal to one of the Commission Item Types entered.
Total Detail Items Cost
This is Total of Meter Cost, Labor Cost, Mileage Cost, Drum Cost, Toner Cost, Parts Cost, Supply Cost, Commission Cost.
Total Detail Revenue
This is Total of Labor Revenue, Mileage Revenue, Drum Revenue, Toner Revenue, Parts Revenue, Supply Revenue, and Commission Revenue. If N is entered to the Separate Meter Revenue Out By Machine question, the Meter Revenue will also be included.
Revenue From Base Billings
Serial Number
This is the serial number of all of the machines that are included in the totals.
Meter Revenue
If Y is entered to the Separate Meter Revenue Out By Machine question, this will print the Meter Revenue for each Serial Number. See the explanation of this field under the Summary of Detail Items section. This will not print if N is entered for the question.
Curr. Base Rev
This is the current base revenue from the machines Contact Line Item record for all machines listed in the total. The Base Rate for each machine is divided by Base Billing Period and then multiplied by the number of months in the report date range.
Meter + Base
If Y is entered to the Separate Meter Revenue Out By Machine question, this will be the total of Meter Revenue plus Current Base Revenue. This will not print if N is entered to the question.
Total Actual Base Revenue
If A is entered to the Use Actual Or Current Base Revenue On Grand Totals question, this line will print. It will be the Actual Base Revenue that was accumulated from the Sales History file for the contracts included in the total. If Y is entered to the Separate Meter Revenue Out By Machine question, there will be one additional total on this line. It will be the total of the Meter Revenues for all machines listed plus the Total Actual Base Revenue. This will be what is added to Total Detail Items Revenue to get Grand Total Revenue. If C is entered to the Use Actual Or Current Base Revenue On Grand Totals question, this line will not print.
Grand Total
This will show the Total Cost, which is the same as the Total Detail Items Cost field. It will also show the Total Revenue, which is the Total Detail Items Revenue field plus Current Base Revenue. If Y is entered to the Separate Meter Revenue question, the Meter Revenue will show, whereas if N is answered, the Meter Revenue will not show.
Gross Profit
This is calculated by taking Grand Total Revenue minus Grand Total Cost.
As A Percent Of Revenue
This is calculated by taking Gross Profit divided by Grand Total Revenue rounded to two decimal places.
Copy Study
Copies Produced During Period
This is the total of the Copies Produced During The Period for all machines included in the total. This is the difference between the highest and lowest meter reading for all machines.
Average Copies Per Day
This is calculated by taking Copies Produced During Period divided by Number of Days rounded off to four decimal places.
Est. Copies Used During Study
Copies Produced During Period for all machines included is divided by Total Number Of Days for all machines included rounded to four decimal positions to get Average Copies Per Day. The Average Copies Per Day is then multiplied by the Number Of Days In Study to get Est. Copies Used During Study.
Average Copies Per Month
This is calculated by taking the Number Of Days In Study divided by 30 to get the Number of Months (rounded to 1 decimal position). Then, the report takes Est. Copies Used During Study divided by the number of Months rounded to nearest copy.
Copy Usage
Copy Usage
The number of copies made per calendar month for all machines included in the total will be printed. The number of copies is stored in the Contract Line Item file and can be viewed in Meter File Maintenance. Whenever a meter is entered in meter reading entry, the number of copies made since last meter reading entry will be posted in these fields. Only machines on contract are included in this section.
Revenue/Cost Per Copy
During Study Period of: ### Days
This is the same as the Number Of Days In Case Study which is the number of days within the date range of the report.
Revenues
This is the Grand Total Revenue from above in the Summary of Detail Items Section.
Revenues Per Copy
This is calculated by taking the Revenues divided by Est. Copies Used During Study (from the Copy Study Section). This is rounded to five decimal positions.
Cost
This is the Grand Total Cost from above in the Summary of Detail Items Section.
Cost Per Copy
This is calculated by taking the Cost divided by Est. Copies Used During Study (from the Copy Study Section). This is rounded to five decimal positions.
Gross Profit
This is the Gross Profit from above in the Revenues From Base Billings Section.
Gross Profit %
This is the As A Percent Of Revenue total from above in the Revenues From Base Billings Section.
Service Call Information
Miscellaneous Note
Only service calls completed within date range and linked to the customer number that the machine is currently placed at will be included in the totals. The Service Ticket must also be entered. Custody calls (calls with CU Call Type) will not be included in the totals.
Total Calls In Study
This is the total number of service calls for the machines included in the total. This includes all Call Types.
Of Above, Hold Calls
This is the total number of service calls for the machines included in the total, that were put on hold for any reason. When a call is put on hold for any reason, the operator has an option to mark call complete and create a new call. Only calls where Y for yes is entered will be included in this total.
Of Above, PM Calls
This is the total number of preventive maintenance service calls for the machines included in the total. These are calls with a PM Call Type.
Avg Call To Arrive Time
This is calculated by finding the total time from call entry to arrival time in minutes for all service calls for all of the machines included in the total, and then divided by the number of service calls. If N is entered to the Include Calls With Measure Response Time Set To N question, the calls will not be included in the time or the number of calls that is used to get the average. It will be printed in day / hour / minute (DD:HH:MM) format.
Avg Time To Fix
This is calculated by finding the total time from arrival time to completion time in minutes for all service calls for all of the machines and then divided by the number of service calls. If N is entered to the Include Calls With Measure Response Time Set To N question, the calls with that field set to N will not be included in the time or the number of calls that is used to get the average. If N is entered to the Include Non-Product Time Within Service Call question, any non-product time that is linked to the call will be subtracted before it is divided by the number of calls. It will be printed in day / hour / minute (DD:HH:MM) format.
Avg Call To Fix
This is calculated by finding the total time from call time to completion time in minutes for all service calls for all of the machines and then divided by the number of service calls. If N is entered to the Include Calls With Measure Response Time Set To N question, the calls will not be included in the time or the number of calls that is used to get the average. If N is entered to the Include Non-Product Time Within Service Call question, any non-product time that is linked to the call will be subtracted before it is divided by the number of calls. It will be printed in day / hour / minute (DD:HH:MM) format.
Total Labor Time
This is the total time from Arrival Time to Completion Time for all service calls for all of the machines. The total minutes is divided by 60 and rounded to two decimal places to get the number in hours.
Total Travel Time
This is the total time from Call Time to Arrival Time for all service calls for all of the machines. The total minutes is divided by 60 and rounded to two decimal places to get the number in hours.
Labor & Travel
This is calculated by taking Total Labor Time in minutes plus Total Travel Time in minutes divided by 60 and rounded to two decimal places to get the number of hours.
Number of Recalls
This is the number of callback service calls for all of the machines included in the total. Callbacks have a CB Call Type.
Number of Avoided Calls
This is the number of service calls for all of the machines included in the total that have a correction code that equals one of the Avoided Correction Codes that was entered by the operator.
Number of Cancelled Calls
This is the number of service calls for all of the machines included in the total that have a correction code that equals one of the Cancelled Correction Codes that was entered by the operator.
Mean Copies Between Failure
This is calculated by taking Est. Copies Used During Study (from the Meter Reading Days Section) divided by the number of failures. Failures are calls with an EM Call Type. If Y is entered to the Include As Failures questions, calls with a CB, TA or SH Call Type can also be included. This number is rounded to the nearest copy.
A/R Aging
A/R Aging For This Contract
This is the A/R aging for all invoices that are tied to the contracts Bill To customer account. The program determines a contract invoice by reviewing the message lines on the invoice to validate the contract number. The aging is based on the current system date. If the machine is not on a contract, this section will not printed. If the sort is by Item Number, the aging is not printed.
A/R Aging For This Customer
This is the A/R aging for all invoices that are on the Bill To customer account. If the machine is on a contract, the Bill To customer number will be used from the contract header file. If the machine is not on a contract, the machines Ship To customer number will be used to access the customer file and retrieve the bill-to customer number. The aging is based on the current System Date. If the sort is by Item Number, the aging is not printed.
Miscellaneous Notes
The item types are the keys to categorizing the dollar figures for costs and revenue. If a credit memo is entered for a contract base, meter, or both, it is essential that the correct item numbers are used. These item numbers should have the same item type as the sales analysis item numbers that were used to bill the contract originally. The other essential item in sales history for categorizing the cost and sales is the linkage of an invoice, credit memo, order entry order, or service call to the actual machine. Having the contract number and/or serial number in sales history record allows the program to properly group the data.