CentreCharge 2013 Upgrade Training
RJmetis Ltd
Unit 8
Great Guildford Business Square
30 Great Guildford Street
London
SE1 0HS
Tel 0845 303 1000
www.rjmetis.com
RJmetis Training Courses
Course Objectives
The objective of this course is to enable users to gain a comprehensive working knowledge of using CentreCharge to manage your customer operations. You will leave with the tools to streamline all aspects of operations, saving time and money as well as helping you to enhance customer service levels.
Prior Knowledge
It will be assumed that course delegates are comfortable using Windows Operating systems.
Where to get help after the course
If you require more help, please contact your internal system administrator:
Your system administrators are:
………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………
If you need Support directly from RJmetis team Nominated Contacts can call our telephone numbers below, all other users can e-mail us at:
A full knowledge base can also be found on our website: www.rjmetis.com
Contents
Contents 3
Course Objective 8
1.0 Look and Feel 8
1.1 Icons and Branding 8
1.1.1 Main Toolbar 8
1.1.2 Prospect Toolbar 10
1.1.3 Additions to Menu 11
1.2 Notes and Tasks icon & labelling enhancements 12
1.3 Point of sale calculator enhancements 12
2.0 Viewing Licences Information 14
2.1 Open the Licence detail 14
2.4.2 The General Tab of the Licence 15
2.4.3 Seeing the Notice Terms of a Licence 15
2.4.4 The Address Details on the Licence 15
2.2 Viewing the Rent Schedule & Deposit of the Licence 16
2.3 Viewing the Virtual Services Schedule on the Licence 17
2.4 Viewing the Contract Services on the Licence 17
2.5 Viewing the Non standard Terms of the Licence 17
2.6 Viewing a Copy of the Licence Agreement 17
3.0 Licences & Customer Movements 18
3.1 Access a list of all Licences 18
3.2 Creating a New Licence for Billing Edition Customers 19
3.2.1 Enter Contact details of the client if they aren’t already in the database 20
3.2.2 Enter the Building and Type of client 20
3.2.3 Select the Licence Agreement you want to use 21
3.2.4 Capture Marketing Details regarding the Licence 21
3.2.5 Enter in the Term 21
3.2.6 Make the Licence “Rolling” or with no fixed term. 21
3.2.7 Enter Notice Information 22
3.2.8 Enter the Billing & Registered Address details 22
3.2.9 Can I save my Licence information if my information is complete and return to complete at a later date? 22
3.3 Enter the Rent information 23
3.3.1 Select the Unit the Client is moving into. 23
3.3.2 What if the Client requires 2 or more Units? 24
3.3.3 Select the Actual Workstations 24
3.3.4 Select Reference Text 24
3.3.5 Select the Schedule of billing 25
3.3.6 Set the Pricing of the deal 25
3.3.7 Select which months are to be invoiced. 25
3.3.8 How to select the 2nd month as the Pro Rata Payment on the first or initial invoice 26
3.3.9 How do add the Deposit for the Room or a Virtual Service manually 27
3.3.10 Enter the Contract Services 28
3.3.11 Viewing what is on the Initial Invoice and adding one off charges 28
3.3.12 Adding Non Standard Terms to the Licence 29
3.3.13 Preview the Licence Agreement & issue to the client by email or Print. 29
3.3.14 Completing the Check List Prior to Activating the Licence 30
3.4 Reserving Units 30
3.5 Activating the Licence and producing the initial invoices 31
3.5.1 Completing the Financial Data 31
3.5.2 Creating the Initial Invoice 32
3.5.3 Produce Pro forma Invoice 32
3.6 Creating a Licence from an existing opportunity (Customer Edition) 33
4.0 Client Renewals, Upgrades and Downgrades 35
4.1 Renewals 35
4.1.1 Definition of a renewal in CentreCharge 35
4.1.2 Tracking my renewals 35
4.1.3 Renewing the Licence at the end of the term 37
4.1.4 Renewing the Licence at the end of the term with a Pricing increase or decrease 39
4.2 Licence Transfers (Moves & Changes in contract) 39
4.2.1 Licence Transfers explained 39
4.2.2 Client Moving office within a contract (upgrade or downgrade) 39
4.2.3 Issue the Credit Note and return the Deposit. 41
4.2.3 Client adding further offices 43
4.2.4 Client reducing or increasing rent within a contract 43
4.2.5 Virtual client upgrading to a unit 43
4.2.6 Reporting on Licence transfers 43
4.3 Leavers and the Termination of Licences 44
4.3.1 Returning the Deposit 45
4.3.2 Capturing and billing any unbilled ad hoc charges. 46
4.3.4 Reporting on leavers 47
5.0 Configuring of Licences & Deposits 48
5.1 Accessing Licencing and Deposit Controls 48
5.2 Force users to complete a Check List that before a Licence can be activated 49
5.2.1 Creating a Check List 50
5.2.2 Check Lists for different classifications 50
5.3 Always show the user the First or Initial Invoice once a New Licence has been activated. 50
5.4 Standardise the generation of First or Initial Invoices once a new Licence has been activated. 50
5.5 Hide Customer Bank Details from Licence Activation Form 50
5.6 Preventing Users changing VAT or Tax rates on Licences 50
5.7 Allowing users to set up Month on Month or Anniversary Billing 51
5.8 Allowing users to Pro Rata the 2nd month of billing. 51
5.9 Setting a Prefix for Licence Agreements 51
5.10 Place controls on how far Notice on a licence can be back dated 51
5.11 Setting Auto Deposit Calculations 51
5.11.1 Deposit Calculations Explained 51
5.11.2 Insuring my Units have a Deposit Auto calculation 51
5.12 Charging clients increased rent if they are in between Licences 51
5.13 Activating the Licence Approval Process 52
5.13.1 Activating the Approvals Process 52
5.13.2 Setting Approvals based on Deal Contract Value 52
5.13.3 Choosing the user with the ability to approve deals below the Contract Value 52
5.13.4 Setting Approval Based on Notice Period 52
6.0 Billing Changes 53
6.1 Pre-Bill Run Checks 53
6.1.1 Run the Pre Billing report 53
6.1.2 Check Your Charge Sheets 54
6.1.3 Check Your Batch Sheets the Complete & Approve them 55
6.1.4 Make sure you have Confirmed your Provisional Bookings 55
6.1.5 Import your Call logger Charges 55
6.2 Conducting the Bill Run 55
6.3 Invoice Tax Date selection 59
6.3.1 Setting the preference for the Invoice Tax Selection 59
6.4 Add multiple invoices to an email 60
6.5 Copy a printed invoice 61
7.0 Set up of an Office/Suite or Unit 61
7.1 Mark the office to use auto calculate a Deposit 62
7.2 Adding a Deposit Item to Multiple Rooms 63
7.3 Merge Units or offices to create a larger office 64
7.4 Split a Unit to create multiple offices from a single space 65
7.5 Copy an item 65
8.0 Unreadable leads 67
8.1 Preview Unreadable Leads 67
8.2 Add Broker updates to the Broker Notes 67
8.3 What do I do with update emails on an existing opportunity or lead. 67
9.0 Other Useful Features 69
9.1 Spell checker 69
9.2 Pro rata and standard calculator 69
9.3 Logging on as another user to see the affect of your access level change. 71
9.4 New Look ups 71
9.4.1 Check List Items 72
9.4.2 Check out Reasons 72
9.4.3 Credit Note Reasons 72
9.4.4 Credit Note Type 72
9.4.5 Non Standard Terms 72
9.5 New Lead Status 72
10.0 Upgrading From CentreCharge 5.0 to CentreCharge 2010 73
10.1 Step 1 – Get your orders straight prior to the upgrade 73
10.2 STEP 2 - Schedule a date and provide licences 73
10.3 Allow Users to edit Activated Licences in CentreCharge 2010 74
10.4 Re -set up any Stepped Deals 74
10 .5 Reset up all Licences where Opportunities are Under Offer 74
10.6 Check orders & edit licences 75
Course Objective
The Objective of this training is to provide Nominated Contacts of CentreCharge an overview of the key features and changes in CentreCharge 2010. The version has been developed to make it easier to use CentreCharge with the single biggest addition being the addition of a Licences module.
1.0 Look and Feel
The Look and feel has been enhanced . The purpose was to modernize the software but to make the following happen:
· More instantly recogniseable icons to for users. The icons have been chosen to reflect the function they represent.
· Some names of modules and sections have been changed to be more relevant to everyday users.
1.1 Icons and Branding
As you will notice the look and feel of the main menus has changed to provide more intuitive naming and recognition of key Icons
1.1.1 Main Toolbar
The Icons on the Main Toolbar have been altered as shown on the image below:
The changes are as follows:
· All icons have been changed
· A new Licences icon will list all Licences
· A new Icon called Units has been added to main bar which replaces Suites and Rooms
· Printed Invoices can now be accessed direct from the main Toolbar
· Reservations has been renamed Meetings
· Check in has been removed from the old system
· Walk in has been added to create a quick licence
· Pending Orders has been renamed Under Offer
Below is the new Toolbar.
Icons are:
Access to Accounts
Access to Licence Agreements
Access to Units (which are your offices or units within your building)
Access to all Invoices that have been produces or printed
Provides a List of Accounts Receivable
Click Here to add a charge to a client account
Click Here to add a sundry charge to a Batch of Charges (eg:postage)
Provides a list of all charges added through the Point of Sale Module
Provides access to Meeting Room diary
Provides Access to a Quick Licence generator tool for a Walk In
Click Here to access your Prospect Dashboard (Customer Edition Only)
Click Here to access all Units and clients current Under Offer.
1.1.2 Prospect Toolbar
The Prospect Toolbar icons have been altered as follows:
Click on the + and you are able to create a new Agent, Lead, Campaign, Account, Contact, Opportunity, Licence or Task.
Leads Icon to access all Leads
Opportunities Icon to access all Opportunities
Tasks Icon to access a list of all tasks
Contacts Icon to access a list of all Contacts
Agents Icon to access a list of Agents and Brokers
New Task icon to create a new task
Viewing Icon to book a viewing task
SMS icon to send a text message – credits required
Create a New Licence agreement
Use the Calculator and Pro Rata Calculator tool
Access Documents folder to create a document
Send an email to a contact icon
Accept a lead to a broker function
Reject a lead from a Broker Function
Overturn an Opportunity button
Campaigns List
Availability search
1.1.3 Additions to Menu
There is a new addition to The Menu bar.
1. A new View menu
The image below shows the View menu which list all the Toolbars.
2. A new Tools Menu
This provides access to the calculator. The calculator can also be accessed by pressing the F10 key.
1.2 Notes and Tasks icon & labelling enhancements
The Notes & Tasks section has been enhanced to display new icons for Attachments, Notes and Tasks. The Entry type also now reflects the types of record.
1.3 Point of sale calculator enhancements
As a simplification the Point of sale calculator has been enhanced. When you double click on the item in the Point of sale screen or have selected an item with a zero value, the calculator will appear. The calculator has been amended so that once you click on price to edit the price the apply changes box will appear.
Click on this to save the change you have made.
2.0 Viewing Licences Information
The following section allows you to view the Licence history of the client.
2.1 Open the Licence detail
In order to access the detail of the Licence you can double click on the Licence and it will open the following screen which contains all the information pertaining to the Licence. The screen will show a number of Tabs which relate to the Licence and a Toolbar which offers some controls which will be explained in the Licence Section.
2.4.2 The General Tab of the Licence
The General Tab shows The main Properties of the Licence as well as the Term , the End Date and the whether the Contract is rolling or not.
2.4.3 Seeing the Notice Terms of a Licence
To view the Notice date, The Date Notice was Given and the Expected Move Out Date click on the Notice Tab.
2.4.4 The Address Details on the Licence
To view both the Billing and Registered Addresses on the Licence click on the Addresses Tab
2.2 Viewing the Rent Schedule & Deposit of the Licence
To view which Office, the Billing Frequency the rental price and the Deposit click on the Rental Tab.
By clicking on the Schedule you will also be able to view the schedule of rent over the contract as well as what has been invoiced.(See below)
2.3 Viewing the Virtual Services Schedule on the Licence
Simply Click on the Virtual Tab and the Virtual Services will be listed.
2.4 Viewing the Contract Services on the Licence
To view the recurring services on the licence. Click on the Services Tab and you will ne able to view the Item , the Billing Frequency, the Qty, the unit price and also access the billing schedule and history.
2.5 Viewing the Non standard Terms of the Licence
If there have been any Non Standard Terms agreed on the Licence they will be recorded in the Non Standard Terms Tab.
2.6 Viewing a Copy of the Licence Agreement
If you click Preview Licence on the Licence Toolbar it will create a preview of the Licence. This licence cannot be edited.
The Preview of the Licence will be shown in the Preview Pane below.
3.0 Licences & Customer Movements
Licences and Leases are the lifeblood of any property based business. When units are let on a short term basis it is imperative to keep track of your contracts and the movements as well as any Deposit movements. Within CentreCharge 2010 the Licence module allows you to keep a handle on this
3.1 Access a list of all Licences
In order to access a list of all licences click on the icon on the main toolbar. This will bring a list of all licences.
In order to view the Licence properties as detailed in section 2.4 simply double click to open the licence.
3.2 Creating a New Licence for Billing Edition Customers
In order to create a new licence simply click on the Walk In button on the main toolbar.
This will open the licence screen as shown.
3.2.1 Enter Contact details of the client if they aren’t already in the database
Simply Type in the Account Name , the contact and the Billing Contact
3.2.2 Enter the Building and Type of client
Now you must select the Building the client will be moving into along with the type or classification. (is the client a resident or a Virtual).
3.2.3 Select the Licence Agreement you want to use
You then must tell the system which Licence use. Any documents set up by your Administrator will be displayed and you must select the correct one as this will be the document that is produced for the client.