Sage Timberline – Service Management (Part 1)

Sage Timberline Office a.k.a. Sage 300 Construction and Real Estate allows construction and real estate firms an opportunity to streamline workflow and processes between departments to improve accounting efficiencies. This blog will provide information on Sage Service Management.

The service management module allows you to create work orders and bill them as well. When you bill the work orders and receive purchase orders, the service module sends information to accounts payable, accounts receivable, payroll, and general ledger. When the information is received by these modules, entries are created.

When a work order is entered into service management, information travels simultaneously to the following tasks:

  • Purchase Orders which then moves over to AP to match the invoice as well as creating an inventory item
  • Creates AR invoice
  • Posts transactions to job cost, accounts receivable, general ledger, billing, payroll, and project management
  • Dispatch Board which then allows you to page a technician
  • Enter and edit time in payroll

Service management has a flexible dispatching function that allows you to handle most of the dispatching tasks in a window call the Dispatch Board. Restrictions can be put on this feature to allow only authorized users. The Dispatch Board allows you to create a new dispatch board view, open a dispatch board, set dispatch board functions and views, set assignment colors and time stamping.

The Dispatch Board is basically a scheduling board that tracks your employees’ work and schedule. You can automatically assign an employee a work order set tasks to be recurring if necessary.

There are 3 view options you can choose from: a priority view, a scheduled view and a combined view. The priority view looks just like it sounds. It lists all the assignments sorted by priority level. If the priorities are the same on more than one assignment, these assignments are sorted by work order numbers.

In the scheduled view, assignments are sorted by their scheduled time. These assignments can be scheduled to increments of half an hour and interval options up to 4 hours. The scheduled view also allows you to overbook an employee if necessary.

Assignments or tasks are referred to as Ecards. These Ecards are drag and drop assignments that can easily be moved to a new time or be moved to a different employee at a specific time.

You can break or split an Ecard into smaller segments if needed. Splitting will create a second Ecard and will split the time evenly between the 2 split Ecards. You cannot split suspended or complete Ecards. Splitting is only allowed on active Ecards.

The combined view allows you to see the priority levels compared to the scheduled assignments to help you better understand where your staffing needs are and what they need to be. This view will allow you to track both scheduled resources.

Service Management allows you to assign priorities to the Ecards. Each priority has its own color pattern. The color red is for urgent items, yellow is high priority, green is normal, light blue is low and white is at your convenience. Priority levels can be assigned using the assignment properties settings.

Written by:
Annie Terracciano
TGG Accounting

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