Header -

Exit - This button closes down the Dispatch window.

Refresh - This button will refresh the Dispatch window.

Copy All Dispatch - This button will copy all of the dispatch items within the Dispatch window allowing for pasting functionality in another program or document such as Excel.

Branch - This field is where the user may filter by branch to determine what data will be displayed in the Dispatch window.

Department - This field is where the user may filter by department to determine what data will be displayed in the Dispatch window.

Work Orders - When selected, this option will set the Dispatch window to only display work orders.

Quotes - When selected, this option will set the Dispatch window to only display quotes.

Reset -If you start from the Invoicing window and retrieve a document then Select the inquiry menu and choose Dispatch, this will open the Dispatch window and will have that specific work order selected.  Clicking this Reset button will deselect that work order in the Dispatch results pane.  

Don't Use Auto Select -If you have the Dispatch window open in the background and are actively working in the Invoicing window, when you retrieve a work order in the Invoicing window then click back to the Dispatch window the view will change to the appropriate tab for that work order and select that work order number in the Dispatch results pane. 

Minutes - This field is where the user may input how many minutes until the page is refreshed. (Only when Auto Refresh is checked) (Accepts values like .01, .05, 1.5, etc...)

Auto Refresh - The user may check this box to have the page automatically refresh itself depending on how many minutes the user put in the "Minutes" box.

Tabs -

Not Dispatched - When a work order is created in the Invoicing window it is automatically added to the Not Dispatched tab in the Dispatching window and will remain there until you Dispatch it to a technician.   

**Note - many of the fields in the support portion of this tab are not visible until you select a work order in the results pane.  

Double clicking any work order in the Not Dispatched tab will retrieve that work order in the Invoicing window.  

Sort By - This field is where the user may select how they want to sort which WOs are shown first.  For example, if you want the oldest work orders to be at the top of the list in the results pane you would simply choose the Sort By option for Open Date

Hide GM Monthly Billing - Some companies sell the monthly billing through the service department and others sell it through other departments.  If you sell the monthlies through the service department and do not want them to appear in your dispatch results pane you can flag this field to hide the GM monthly work orders. 

Hide Tagged Documents - When checked, this box will hide "tagged" documents. (An asterisk will appear next to the Company name to designate "tagged" items.) (See also the field labeled 'Tag')

1. Call - This field auto-populates based on when the work order was opened

2. Schedule - This field is optional and can be used to schedule work orders for a future date and time.  Using this field will allow the user to also utilize the Schedule tab to view the daily/weekly planner view.  If you set this field the green save button will appear to save the date/time setting. 

3. Schedule Hours - This fields also works in conjunction with the Schedule field and the Schedule tab.  If you enter a number of hours the tech is expected to be on that particular work order it will block out that many hours on the Schedule tab for that work order

4. Tag - When checked, this option will mark an asterisk to designate "tagged" items.  The asterisk will appear in the 'Company' column next to the customer name

5. Van / Mechanic - This drop down menu is where the user may select a van or a mechanic from the list.  Once a Van/Mechanic is selected the Dispatch button will appear. 

6. Dispatch - The Dispatch button will not appear until a Van/Mechanic is selected.  

7. Show All - By default the list of names that appear in the Van/Mechanic field are names that are assigned to the specified Branch.  Clicking this Show All flag will change that list so that it also includes names that are assigned to other branches. 

      Dispatched - Once a work order is Dispatched to someone it will then show up in the Dispatched tab and will remain there until it is either marked as Completed or invoiced.   

**Note - many of the fields in the support portion of this tab are not visible until you select a work order in the results pane.  

Double clicking any work order in the Dispatched tab will retrieve that work order in the Invoicing window.  

1. Sort By - This field is where the user may select how they want to sort which WOs are shown first.  For example, if you want the oldest work orders to be at the top of the list in the results pane you would simply choose the Sort By option for Open Date

2. Arrival - This field can either be set manually or can be set by a technician on Softbase Mobile by clicking 'On Site'.  For companies who do not use Softbase Mobile, if a tech calls in to notify you he is onsite you can mark this Arrival flag and set the date and time setting.  If it is set by a technician via Softbase Mobile this also starts his time entry.       

3. Complete - This field can either be set manually or can be set by a technician on Softbase Mobile by clicking 'Complete'.  For companies who do not use Softbase Mobile, if a tech calls in to notify you the job is complete you can mark this Complete flag and set the date and time setting, this will then move this work order from the Dispatched tab to the Work Complete tab in Dispatch.  If it is set by a technician via Softbase Mobile this stops his time entry and removes the work order from Softbase Mobile.    

4. Dispatch Status -This is an optional status field.  You can set the values for this dropdown field by going to the Softbase Main menu, Administration tab, then select Repair Codes-Other Setups.  Select the Dispatch Status tab.  Any existing options will be listed in the drop down menu.  You can add any new status options there then click Add.  This Dispatch Status can be used by a technician via Softbase Mobile and be visible to office personnel under the Dispatched tab.  There is also a Status column in the results pane in the Dispatched tab. 

5. Call -This field auto-populates based on when the work order was opened

6. Schedule - This fields also works in conjunction with the Schedule field and the Schedule tab.  If you enter a number of hours the tech is expected to be on that particular work order it will block out that many hours on the Schedule tab for that work order.  If you set this field the green save button will appear to save the date/time setting. 

7. First Visit? - This flag can be marked if you want to be able to run reports based on which work orders were completed upon the first visit to the customer's location

8. Schedule Hours - This fields also works in conjunction with the Schedule field and the Schedule tab.  If you enter a number of hours the tech is expected to be on that particular work order it will block out that many hours on the Schedule tab for that work order

9. Dispatch Priority -If you select a work order from the list in the results pane in the Dispatched tab then choose a Dispatch Priority and click the green button to save the priority setting this will highlight the work order number in the WO # column of the results pane.  Dispatch Priority 1 will highlight in red, 2 will highlight in yellow, and 3 will highlight in green.  

10. Van / Mech -The name that shows here is the technician or van that it is dispatched to.  

11. Show All - By default the list of names that appear in the Van/Mechanic field are names that are assigned to the specified Branch.  Clicking this Show All flag will change that list so that it also includes names that are assigned to other branches.

12. unDispatch - If you dispatched a work order by mistake or if you or have a need to un-dispatch it simply select the work order from the list in the results pane then click this unDispatch button.  This will remove the work order from the Dispatched tab and return it to the Not Dispatched tab.  

13. On/Off Site - For companies who are not using Softbase Mobile, if the technician indicates he is onsite you can click this On Site button.  This will highlight the work order in grey in the results pane, it will also update the Arrival field with the current date/time setting. Technicians using Softbase Mobile can click this button themselves to begin their onsite time.  If a technician needs to leave the customer's location with the intent of returning at a later time you can simply click this same button to mark them Off Site.  

14. Van/Mech List - If you need to dispatch multiple technicians to a work order you can utilize this list to flag the other technicians who need to access this work order. The first technician will need to have been dispatched to the work order, then you can select other technicians here.  

      On Site - This tab only shows the workorders who currently have a status of On Site. 

Double clicking any work order in the On Site tab will retrieve that work order in the Invoicing window.

1. Sort By -This field is where the user may select how they want to sort which WOs are shown first.  For example, if you want the oldest work orders to be at the top of the list in the results pane you would simply choose the Sort By option for Open Date

2. Off Site - Clicking this button will remove the On Site status and will remove the work order from the On Site tab.  

      BO Parts -This tab only shows work orders that have been dispatched and have or had backordered parts.

Double clicking any work order in the BO Parts tab will retrieve that work order in the Invoicing window.

1. Sort By - 

   This field is where the user may select how they want to sort which WOs are shown first.  For example, if you want the oldest work orders to be at the top of the list in the results pane you would simply choose the Sort By option for Open Date

2. Schedule -This fields also works in conjunction with the Schedule field and the Schedule tab.  If you enter a number of hours the tech is expected to be on that particular work order it will block out that many hours on the Schedule tab for that work order.  If you set this field the green save button will appear to save the date/time setting. 

3. Schedule Hours - 

   This fields also works in conjunction with the Schedule field and the Schedule tab.  If you enter a number of hours the tech is expected to be on that particular work order it will block out that many hours on the Schedule tab for that work order.  

    

4. Paper Work Turned In - If you set this flag then click the green button to save the change this will remove the work order from the BO Parts tab and move it to the Work Complete tab.  
   
5. Van / Mech -The name that shows here is the technician or van that it is dispatched to.
6. Show All -
   
7. Change -If you need to dispatch the work order to a different technician after the parts come in you can simply choose the technician from the Van/Mech drop down field and click the Change button.  
8. Re-Dispatch - The user can click on this button if they simply need to re-dispatch to the same technician after the parts arrive. 
   
9. On/Off Site - For companies who are not using Softbase Mobile, if the technician indicates he is onsite you can click this On Site button.  This will highlight the work order in grey in the results pane, it will also update the Arrival field with the current date/time setting. Technicians using Softbase Mobile can click this button themselves to begin their onsite time.  If a technician needs to leave the customer's location with the intent of returning at a later time you can simply click this same button to mark them Off Site. 
10. Colors - If a work order has been dispatched and has or previously had backordered parts, it will show up in the results pane under the BO Parts tab.  If the work order is highlighted in pink this indicates it still has backorders on it.  If the work order is not highlighted, this indicates the parts have been received and the work order should be redispatched.  

      Work Complete - This tab only shows work orders that have been marked as complete either manually in the Dispatch window or by the technician via Softbase Mobile.  Double clicking any work order in the Work Complete tab will retrieve that work order in the Invoicing window.

1. Sort By - This field is where the user may select how they want to sort which WOs are shown first.  For example, if you want the oldest work orders to be at the top of the list in the results pane you would simply choose the Sort By option for Open Date

2. Complete - This will display the date/time setting of when the work order was marked as complete.  If you make a change to this information the green save button will appear to save the change.  

3. Paper Work Turned In - For companies who do not use Softbase Mobile, you can set this flag when the technician turns in his paperwork.  This will move the work order from the Work Complete tab to the Paper Work Done tab.  For technicians who are on Mobile this step is not necessary as their signed work orders already go to Doc Center.  

      Paper Work Done - This tab only shows work orders that have been Paperwork Turned In.  Double clicking any work order in the Paper Work Done tab will retrieve that work order in the Invoicing window.

1. Sort By -This field is where the user may select how they want to sort which WOs are shown first.  For example, if you want the oldest work orders to be at the top of the list in the results pane you would simply choose the Sort By option for Open Date

2. Paper Work Turned In - If the work order shows up in this tab, this flag will already be marked, but if for some reason you need to unselect that flag you can do so here.  

      All -This tab shows all work orders in all statuses differentiated by color.  At the bottom of this tab you will see 'Not Dispatched' will not be highlighted in any color, 'Dispatched' will be highlighted in dark blue, 'Order Recv'd' will be highlighted in light blue, 'Back Ordered' will be highlighted in pink, 'Work Compete' will be highlighted in green, and 'On Site' will be highlighted in grey.  Double clicking any work order in the Work Complete tab will retrieve that work order in the Invoicing window.

1. Sort By - This field is where the user may select how they want to sort which WOs are shown first.  For example, if you want the oldest work orders to be at the top of the list in the results pane you would simply choose the Sort By option for Open Date

2. Arrival -This field can either be set manually or can be set by a technician on Softbase Mobile by clicking 'On Site'.  For companies who do not use Softbase Mobile, if a tech calls in to notify you he is onsite you can mark this Arrival flag and set the date and time setting.  If it is set by a technician via Softbase Mobile this also starts his time entry.  

3. Complete -This field can either be set manually or can be set by a technician on Softbase Mobile by clicking 'Complete'.  For companies who do not use Softbase Mobile, if a tech calls in to notify you the job is complete you can mark this Complete flag and set the date and time setting, this will then move this work order from the Dispatched tab to the Work Complete tab in Dispatch.  If it is set by a technician via Softbase Mobile this stops his time entry and removes the work order from Softbase Mobile.   

4. Hide GM Monthly Billing - Some companies sell the monthly billing through the service department and others sell it through other departments.  If you sell the monthlies through the service department and do not want them to appear in your dispatch results pane you can flag this field to hide the GM monthly work orders. 

5. Hide Tagged Documents - When checked, this box will hide "tagged" documents. (An asterisk will appear next to the Company name to designate "tagged" items.) (See also the field labeled 'Tag')

6. Dispatch Status -This is an optional status field.  You can set the values for this dropdown field by going to the Softbase Main menu, Administration tab, then select Repair Codes-Other Setups.  Select the Dispatch Status tab.  Any existing options will be listed in the drop down menu.  You can add any new status options there then click Add.  This Dispatch Status can be used by a technician via Softbase Mobile and be visible to office personnel under the Dispatched tab.  There is also a Status column in the results pane in the Dispatched tab. 

7. Call -This field auto-populates based on when the work order was opened

8. Schedule - This fields also works in conjunction with the Schedule field and the Schedule tab.  If you enter a number of hours the tech is expected to be on that particular work order it will block out that many hours on the Schedule tab for that work order.  If you set this field the green save button will appear to save the date/time setting. 

9. Schedule Hours - This fields also works in conjunction with the Schedule field and the Schedule tab.  If you enter a number of hours the tech is expected to be on that particular work order it will block out that many hours on the Schedule tab for that work order.  

10. Dispatch Priority - If you select a work order from the list in the results pane in the Dispatched tab then choose a Dispatch Priority and click the green button to save the priority setting this will highlight the work order number in the WO # column of the results pane.  Dispatch Priority 1 will highlight in red, 2 will highlight in yellow, and 3 will highlight in green.

11. Tag - When checked, this option will mark an asterisk to designate "tagged" items.  The asterisk will appear in the 'Company' column next to the customer name

12. Van / Mech - This drop down menu is where the user may select a van or a mechanic from the list.  Once a Van/Mechanic is selected the Dispatch button will appear.

13. Show All - By default the list of names that appear in the Van/Mechanic field are names that are assigned to the specified Branch.  Clicking this Show All flag will change that list so that it also includes names that are assigned to other branches.

14. On/Off Site - For companies who are not using Softbase Mobile, if the technician indicates he is onsite you can click this On Site button.  This will highlight the work order in grey in the results pane, it will also update the Arrival field with the current date/time setting. Technicians using Softbase Mobile can click this button themselves to begin their onsite time.  If a technician needs to leave the customer's location with the intent of returning at a later time you can simply click this same button to mark them Off Site. 

      Schedule - If you utilized the Schedule fields in the other tabs, those scheduled items will appear in this Schedule tab.  

1. All - Clicking this button will select all names in the dispatch list below.

2. None -Clicking this button will de-select all names in the dispatch list below. 

3. Refresh - Clicking this button will Refresh the Schedule view. 

4. Week View - The schedule view is one day by default, but if you'd like to see it by a weekly view mark this flag.  

5. Colors - The work orders will be color coded based on the status of the job.  Dispatched work orders will be dark blue, work orders where a tech is marked as On Site will be grey, work order marked as Complete will be green, work orders that are not dispatched will be yellow, and if there are and Transportation Log items in your schedule they will be red.   

      Setup - This tab can be used if you need to move items based on what order you'd like them to appear in the other tabs.  By default they are in this order: