Dispatching & Scheduling
Dispatching is a key element in DSM. Deciding who can do which job and when is a difficult process. DSM will help by keeping worker information on hand and adding up the estimated hours of work. At any point in time you know exactly how much work there is and which workers are available. Simply put, DSM makes it easy to schedule and do more work with the same number of people. Scheduling uses the same principle as the availability screen. When you go to specify an operator to do a job, a filtered list of only qualified employees is presented. Along with the name, the skill level, number of jobs scheduled thus far, and total estimated hours of those jobs are shown. Need to change workers? Just bring up the screen and select another operator. Want more detail? Look below the worker list and you will see the jobs for the worker highlighted above. This makes it a snap to see if you can squeeze in that extra job. If some jobs are not yet assigned, they appear below the highlighted worker's jobs to prevent double booking.
Customer Billing & Invoicing
Since customer billing and accounts receivable are usually done within DSM, the system knows the customer account balances. Therefore it can warn you before someone enters a job for a company that is way over due. If you allow access, dispatch can quickly drill down to the account information and view the invoices that are outstanding. Need more detail? Double click on the invoice and all the detailed information is available. You may also print copies of the invoices, fax, or email your customers a statement. When you use an automated system like DSM, viewing the customer’s order history is a snap. You simply select the appropriate customer and DSM will present you with a list of all the quotes and jobs, along with all the details in regards to the specific quote or job. By using DSM, it becomes much easier to stay on track when everything is compiled and viewed through the DSM system. Cash management is always important and DSM helps you to manage your customer’s unpaid invoices. While DSM generates monthly statements, these letters pick up where the others left off. The collection letter screen queries for unpaid invoices over a determined threshold. You then simply select the customer and create the collection letter. If payment is not received after the first letter is sent, a second letter, and later a final demand letter can be produced. This system mechanizes the process that so many manage by hand. It reduces the time to manage aging reports and collection letters from days to less than an hour. It also reduces burdensome calling time.
Truck & Equipment Maintenance
Keeping track of your trucks is important. DSM provides you with a simple mechanism for storing the basic information on your trucks. In addition, you can track the service you've done to the truck and specify when the next service should be done. This gives you a way to be sure your equipment is being maintained. It also gives you the maintenance and repair cost totals for each piece of equipment. Like most companies, you have an enormous investment in trucks, saws, compressors, generators, etc. DSM gives you a simple way to track what you have and where it is. DSM lets you assign equipment and blades to a truck, and a truck to an operator. This allows you to print equipment & blade inventory reports. Equipment, like trucks, needs regular servicing. The service module is exactly the same as the truck records so you can save all the service history and extract the maintenance and repair costs by piece of equipment. To make it easier to know when service is needed, DSM searches the database and looks for trucks or equipment that requires servicing. These items are then presented in a list for service to be preformed. If you choose to create service records, DSM actually creates and produces service order tickets suitable to be given to your mechanics. Once completed, the details are entered into DSM accordingly. Service records contain the details of repair and maintenance work done in your shop. If the work is taken out of shop, use the outside vendor field. You enter the labor/hours worked, a shop rate, any parts you used and any outside vendor cost. DSM totals these numbers for you to track the total cost. To simplify the system, the service record processing is identical for trucks and equipment. The system can even track part usage and automate the reorder process for commonly used parts.
Bit & Blade Tracking
Diamond blades are an essential tool and are typically a major expense item. Improper use, poor selection, or inconsistent quality can impact your bottom line. DSM makes it easy and convenient to track blade footage. DSM logs the blade information including make, spec, cost, type, size, and which worker has it. Footage is entered at the job ticket level easily, quickly and efficiently. With minimal effort, you can have accurate footage logs to leverage your diamond purchasing. This alone can save you thousands per year.
Job Cost Profit & Loss
After the job is done, enter the job ticket information into DSM (DSM automatically tracks missing job tickets). DSM will help your business create and generate your invoices (what you will bill on the invoice), diamond blade usage (which blades you used and what the footage was) and worker time card information (who worked on the job and how long did it take). These three items create the invoice: timekeeping, blade wear analysis, and hourly revenue reports by man, work type, job costing, and more. Enter the data once and it flows through the system and generates the information you are looking for.
Purchase Orders
Purchase orders allow you to control costs. DSM provides a simple, yet powerful system for tracking orders and receipt of goods. With the purchase order system, it is easy to compare the price quoted to the price on the invoice. You also know how much you’ve already ordered to avoid potential cash flow crunches. Reorder points on both diamond blades and shop parts can be set, making it easy to place orders. A blade & part reorder screen allows you to build PO’s in seconds. DSM gives your business the ability to accomplish more in the same amount of time.
Bid Tracking
DSM provides you the ability to generate and store quotes, which are not yet jobs. You may also print professional quotes that can be sent right from the DSM to your customers. Best of all you can recall them at any time, on any computer, in no time at all.
Email Integration
DSM has the capabilities of using two methods to email. It can use the built in system, or can integrate with any MAPI compatible email client such as Microsoft® Outlook.
QuickBooks® Integration
DSM is known for its ability to help you manage your service business more efficiently, but now you can integrate QuickBooks® with DSM for the best of both worlds. The QuickBooks integration means no more manual entries from DSM into QuickBooks which will further increase productivity and eliminate data entry errors.
Document Manager
DSM allows you to store any documentation and pictures related to a customer or specific job. Utilizing the DSM document manager is like having an electronic filing cabinet at your finger tips.
Certified Payroll Processing
DSM can produce both the weekly (WH-347) and monthly (CC-257) reports.
AIA Billing
The AIA billing system is a standardized method of construction percentage of completion contract billing ie. Progress Billing, developed by the American Institute of Architects.
Missing Job Tickets
Missing Job Tickets Report
