Rules-Based Management Technology - Operating in step with SAM Pro Enterprise, Data-Basics’ signature Rules-Based Management (RBM) technology increases business efficiency by handling regular software situations on its own and raising flags as problems start to crop up. Using this technology, a company’s core ‘rules’ are established up front and are strategically reinforced throughout the organization.
Escalation Manager - One key component, SAM Pro’s Escalation Manager, automates much of the service workflow process, using pre-defined ‘escalation profiles’ that enable the system to automatically e-mail, fax or page the parts manager if, for example, a work order is waiting on specific parts. This automated functionality removes human intervention from routine processes, which helps customers generate a quick ROI for any business’s service department. It also enables personnel to spend less time ‘babysitting’ work orders and more time on critical up-selling or cross-selling opportunities. Click Escalation Manager for more details.
Another key component, SAM Pro’s ReportAnywhere, delivers critical information, whenever and wherever it’s needed. Detailed reports can be generated at any time, 24X7, and delivered at pre-determined intervals. This enables businesses to prevent revenue loss via timely sales information, and anticipate sales opportunities, instead of responding to crises. Click ReportAnywhere for more details.
The value of Rules-Based Management has been recognized by clients, consultants, and leading research firms. Aberdeen Group, a leading IT market analysis and positioning services firm, and the Association for Services Management (AFSM) International, the worldwide association for professionals in the high-technology services and support-s-business-industry, recently honored Data-Basics among the top ten entries documented in a new Aberdeen Group study. Click What Works: Ten Significant Implementations in Services Management to view the results of this important study.
Rules Based Management Technology provides a vital resource for field service, facilities management and construction firms, as well as HVAC, electrical and other specialty contracting firms.
In today’s volatile business climate, ‘knowing the score’ is more critical than ever. Sam Pro’s General Ledger module provides the accurate and timely financial information needed to accelerate management processes and capitalize on opportunities as they arise. Transactions post in real time, allowing management to see where the company stands on a daily basis. A flexible financial report writer enables the creation of statements that can be automatically distributed via ReportAnywhere.
Supports multiple companies/departments/divisions
Accepts real time data from AP, AR, Purchase Orders, Inventory and Payroll to eliminate manual posting and to ensure that account balances are always updated
Supplies budgets and comparative reporting to make monitoring income and expense accounts simple and easy
Multiple entry journal streamlines adjusting entries
Continue daily operations without having to close prior-year/month accounting periods
Corrections made to past accounting periods are automatically carried forward
Recurring GL Templates
Implement end of month transactions
Generate entries by cycle code
Authoritative GL Reporting and Layout Tool
Supports arithmetical operations, percentages & variances
Allows for ‘what if’ modeling
Import/Export Capabilities allow reports to be written/revised by Data-Basics ‘in-house’ experts
Produce financial reports for any time period, as often as required, automatically distributed via ReportAnywhere
Design and generate special use reports:
Income statement with expenses as a percentage of total expense or income
Cash Flow Analysis
Comparative Financial Statements
Supports Multi-National Currency
Early payments, subcontractors paid too early, missed discounts, and late fees all contribute to inflated expenses and lost opportunity costs. The Accounts Payable module furnishes the tools and information required to obtain the most value from each and every dollar spent. This module also provides valuable job costing information and adds multi-national currency support to your enterprise.
Automatically vouchers Purchase Orders
Easily add shipping and handling charges
Voucher a payable for which no PO exists (e.g., monthly rent)
Create credit memos
Proactive Cash Flow Control
Cash requirements planning
Custom AP Terms
Paid-when-paid terms selectable for sub-contractor invoices
Insurance Certificate control.
Expiration notices automatically sent via ReportAnywhere
Block payments if insurance is expired
Real time information displayed in vendor record:
Most recent items/prices detail
Rolling three year summary
Positive pay/issued reporting
Supports manual or system accounts payable checks
Cash Requirements reporting: current, future, past due, and retainage
Vendor Paid History reporting by vendor, PO number, effective date, or invoice
Supports retainage and partial payments
Simplified check voiding process
Increased efficiency in day-to-day operations
Automated bill payment processing
Automated PO vouchering
Multi-National currency support
Automatically voucher and reimburse foreign vendors in their currency
General ledger maintained in corporate currency
Designed as a collections management tool, Sam Pro’s Accounts Receivable module ‘pushes’ late pay information to Project Managers, Sales Personnel, Collection Managers and virtually anyone else in the organization who needs to know this vital data. Via ReportAnywhere, Customer Statements can be automatically emailed or faxed to customers based on pre-defined thresholds. Collection notes and ticklers keep Collection Managers on top of problem customers and quickly spot delinquent accounts in real time.
Cash Receipt Journal
Select invoices being paid from a list or by entering their numbers
Adjust detail on an item-by-item basis
Error corrections simple and straightforward
Optimize Collections Processing
On-line collection processing reduces outstanding receivables and minimizes customer support issues
Maintains complete history of all customer account transactions
Automatically distribute late pay information via ReportAnywhere
Track and analyze customers’ paying habits
From Client record
View all or open invoices
Drill down to invoice detail
View and add collection notes and tickle dates
View payments received
Receivables summary instantly accessible to dispatcher when taking a new service call
Automatic posting of Service, Construction and Sales Invoices
Sales Journal for credit memos, finance charges, pre-loading history, etc.
Rules Based Management
Automatically generate weekly report of past due accounts and deliver to managers via printer, fax or e-mail
Supports Multinational Currency
Receive funds in vendor’s currency
GL maintained in corporate currency
Sam Pro’s Payroll module is designed to meet the very unique requirements of the specialty contractor. Within the same pay period, multiple pay rates, states, and union fringes may be handled in order to efficiently process a payroll cycle. Raises can be scheduled in advance and can take effect in the middle of a pay cycle. The module not only tracks the direct cost of labor, but it calculates all of the employer taxes, union benefits, fringe benefits, and allocation of other overhead, such as G & A expenses, uniforms, truck usage and communication devices. Time card entry allows unlimited job, cost code, and cost category distribution.
A virtually unlimited number and variety of individual payroll requirements are available. Garnishments, 401Ks, cafeteria plans, and employee purchases are some examples. The structure of these deductions or add-ons is user-defined for maximum flexibility. The tax effects for each variable are also user-defined. Reporting provides a detailed history of all transactions.
The entire payroll process is handled efficiently, and includes quarterly tax reports, certified reports, union reports, and EEOC reports - which are automatically generated via ReportAnywhere.
Streamlined Payroll Processing
Remote Time Entry via internet connected application
Payroll Tax Reciprocity
Supports reciprocity with state, local and other taxes
Handles residual tax
Sensitive to field/office hours
State, local and other taxing authority rates automatically default
Distribute each employee’s timecard to a virtually unlimited number of jobs and categories
Information is verified as it is entered, and the system checks that all required fields have been completed
Defaulting fields reduce data-entry time
Taxes, deductions, and fringes automatically calculated
Generates the quarterly and annual reports that meet federal, state and local requirements
Generates W-2’s for all employees, including those who work in more than one state or location
Efficiently handles recurring and one-time deductions (401(k), cafeteria plan, etc. )
Deductions may be defined as a percent of wages, amount per hour, or a fixed amount
Automatically computes payroll and prints the paychecks for Union and Non-Union
Pay stubs show the breakdown of hours and deductions, and display all employee benefits
Supports Workers’ Compensation reporting
Accommodates multiple pay cycles
Payroll check reconciliation
Timely, accurate and relevant job costing is key to any company’s growth and profitability. With it, day-to-day expenses can be monitored, along with instant access to relevant financial data in real time.
The heart of SAM Pro Enterprise is Job Costing. By designing an enterprise-wide solution centered around Job Costing, tremendous efficiencies are realized in producing the necessary ‘paperwork’ every business requires.
Every module posts in real-time to the Job Costing system, eliminating the need to re-enter or ‘double-post’ any data. Payroll, Invoicing, Accounts Payable and Job Management information is all generated from job history, automatically providing the necessary ‘paperwork’ to complete the job. Not only are key costs tracked as jobs progress, they are automatically distributed to the management team via ReportAnywhere.
Rules-Based Management: Powerful Analytics
Proactive notification of jobs and work orders failing to meet defined goals
Automatic distribution of key management reports via ReportAnywhere
Powerful Job Profitability Monitoring
Profitability by Job, Maintenance Contract, Service and PM, Site, etc.
Meaningful information for Service, Maintenance, and Construction
Job Cloning Wizard
Quick setup of new jobs, cost codes, billing items
Use any job record as a template
Seamless integration with Payroll, AR, AP, GL, Invoicing, Service
Supports WIP (Work In Progress)
Automated job end-of-month processing
Job structure definable up to 7 levels deep
Service work orders can post to construction jobs, allowing for flexible departmental personnel sharing
Specify hours worked and billed for more accurate costing
Bill jobs for a site to a variety of clients, to handle
Contractor of record
Comparison of budget and actual data in real time
Update Job Progress Wizard
Projected total cost
Cost to complete
Define Cost Codes on a job-by-job basis
Job Cost Codes interface with Invoicing, greatly simplifying the billing process
Flexible Billing Items
Unlimited Jobs Per Project
Supports Percent Completed Accounting Method
Keeps detailed history for the life of a job and beyond: facilitates estimates for future jobs
Accepts in-house expenses into the job journal for costing and billing purposes
Unlimited authored notes on Job, Cost Code, Billing Item records
Flexible Change Order management
Purchase Orders automates and streamlines all purchasing procedures, enabling efficient control of material and subcontractor expenses. The Purchase Order module provides real-time information on what has been ordered, when it should be received, and what it costs. This module provides a quick ROI for field service and construction firms, as well as facilities, HVAC, electrical and other specialty contracting firms.
Used in conjunction with Data-Basics Service Provider/Subcontractor E-ware, a Purchase Order is automatically generated when a Work Order is created for a service provider/subcontractor.
Automatically Generate PO’s Based On Stock Parameters
Fully Integrated with Field Service
Automatic PO creation when work order is generated for service providers
Generate PO for work order materials from Dispatch Board
Block Payments if Required Insurance is Expired
Realtime Information Displayed in Vendor Record:
Last Time Bought - lists most recent items, prices of items bought from this vendor
Purchases Summary - rolling three year summary of items, quantities purchases
Purchase Order Tracking
Line-by-Line Committed Cost Detail on Job Cost Reports
Proactive Reorder Advice Management
Increased Operational Efficiency
Streamlined Data Entry
Automatic Inventory Updating
Instant Vendor Part Cross-referencing
Error Checking Prevents Illegal Status Changes
User-definable Purchase Order Comments
Detailed Freight and Shipping Instructions
Multi-national Currency Support
PO’s for Foreign Vendors Generated in their Currency
General Ledger Maintained in Corporate Currency
Currency Master enables your firm to operate in a corporate (base) currency and receive (AR) and/or remit (AP, Purchasing) funds in a currency of original entry. Entries should only be made for the currency (or currencies) of original entry, not for the corporate (base) currency.
With the exception of GL, all money fields will post in their currency of initial entry. For example, assume your firm uses Canadian currency as the corporate currency. With multinational currency enabled, you can pay a Vendor based the US in US Dollars; US dollars will appear on the check and be posted to AP.
Time and Material, Cost Plus, Fixed Fee, Progressive, T&M Not-to-Exceed, Flat Rate, Change Orders. There are many ways to invoice customers and most companies employ several if not all these methods on a daily basis. Worse yet, they find that they need to mix and match methods in a single invoice format. For example, a job starts off as a fixed fee contract but then adds a time and material change order.
Sam Pro’s Unified Billing module allows a single job to be billed in any combination of invoicing methods. The invoice layouts are user defined and assigned at the job level, allowing unique layouts for specific job/customer requirements. Service work orders can be billed along with construction invoices using one unified module. Pre-billing worksheets can be automatically distributed to Managers via ReportAnywhere.
Integrated Financial and Business Performance Data
Unified Service and Construction Invoicing
Enhanced forecasting capabilities
Allows multiple invoice formats per job
Cost Plus Invoice
Square Foot Invoice
% of Construction Complete
Time & Material
Time & Material Not-to-Exceed
Bill jobs to the:
Manufacturer (warranty work)
Contractor or other third party
Handles Commercial, Industrial and Residential
Document management/invoice archiving
PM Contract Billing
Directly to the work order
To the centralized labor and material journals
Via the Remote Tech Applet
Via the Remote Time Applet
Unlimited pricing rates for labor, material and other charges stored at job level
Default costing and pricing may be adjusted on an item-by-item basis
Supports Flat Rate Pricing
Custom-tailored formatting controls level of detail and information on Invoice
Supports Sub-Contracting Charges
Automatically alert service manager if completed work orders fail to be invoiced promptly
Escalation and notification of unbilled cost
This module provides a robust foundation for the inventory requirements of midsize as well as larger enterprises. Initially designed for a warehouse distributor who also did job shop manufacturing, Advanced Inventory easily handles the tasks associated with stocking multiple trucks and warehouses, assembling/refurbishing items, and handling multiple pricing structures.
Proactive inventory management
Notification of delayed or scheduled shipments with ReportAnywhere.
Stock status reporting
Increased operational efficiency
Monitor serialized and non-serialized inventory in real-time
Restocking Wizard simplifies truck stock maintenance
Works in conjunction with automatic purchase order generation for simplified restocking
Supports bar code entry
View real-time information from the inventory item record:
Stock status by location
Purchase orders/drill down detail
Bill of Material
Uses (in other equipment’s Bills of Material)
Year to date summary
Unlimited Warehouse, Truck and Shop Order Locations
Bill of Material/Components
Handles multiple subassemblies
Inventory or job centric costing options
Vendor and Customer Part Number Cross Referencing
Lot Control/Refrigerant Tracking
Costing to Location/Serialized Item:
Unit Pricing/Markups and Price Codes for special Client Pricing
Online analysis of inventory usage and sales
ReportAnywhere is a key component in the Rules Based Management design philosophy. It enables information to be automatically ‘pushed’ to Clients, Employees or Vendors based on pre-defined schedules and rules. By designing reports that extract and automatically deliver just the ‘exceptional’ data, management efficiencies and increases in customer satisfaction can be realized. Delivery mechanisms include email, fax and printed copy.
Schedule reports to execute anytime (24/7)
Distribute reports to anyone, anywhere (24/7)
Supports document management/archiving
Generate/view reports in a variety of formats
Standard HTML (Internet Explorer)
PDF (Adobe Acrobat)
DBReport (Data-Basics Report Viewer)
Text (Notepad/Word Processing)
CSV (Excel, Spreadsheet Software)
Design Reports that Alert You to Problems
Schedule these ‘exception reports’ for automatic distribution - via
Works with Escalation Manager
Enables management by exception
Increased Return on Investment
Reports ‘run themselves’ with no user intervention
Timely sales information prevents lost revenues
Strategic Enterprise Positioning
Proactive reporting ensures ‘fresh’ information
Anticipate opportunities instead of responding to crises
Work Order Management
SAM Pro Enterprise offers a complete work order management, dispatching and scheduling software system that is completely integrated with its Financial and Field Service software. Since all modules are written by Data-Basics, there are absolutely no integration issues to resolve. Data-Basics dispatching software is fully scalable, and ideal for field service, contracting, equipment sales and rental, facilities maintenance, construction and other industries.
Support Preventive Maintenance and Emergency Service Work Orders
Full Integration with Mobile Workforce & CRM Software
TechAnywhere - Wireless Field Service Tech Applet
ServiceAnywhere - Service Provider/Subcontractors Internet-Enabled Module
CSRAnywhere - Customer Sales and Service/CRM
Web Client Interface
Supports Management by Exception:
Manage only the problems
Customized escalation profiles
Works with Escalation Manager
Automatic notification of exceptions to anyone, anywhere with ReportAnywhere
Display multiple dispatch boards simultaneously
Select Power Board or Classic Board
Create PO for selected work order
Drag and drop scheduling
Direct access to work orders
Global dispatch for national accounts clients
New Call Work Order Creation
Past due AR warning
Enhanced call back processing
Quickly locate site and equipment records
Customized call scripting by work code, equipment
Displays warranty coverage, service days and site history
Bill of Materials
SAM Pro’s Bill of Materials module handles multiple subassemblies and supports inventory or job centric costing options. SAM Pro’s Shop Order Processing uses the information in the Bill of Materials to generate the required detail to create assemblies and sub-assemblies. Costs are tracked by the system so that the true cost is always known. This module is completely integrated with service, construction and accounting, providing a total enterprise system.
Customer Relationship Management
SAM Pro’s CRM software modules enables your firm to focus on your best prospects - your existing client base. From the National Call Center to the Web Client Interface, Data-Basics Customer Relationship Management software focuses on the needs of the customer, and on your firm’s requirements for an efficient, cost effective CRM software solution. Operating in step with Data-Basics’ Field Service software and Enterprise Automation software modules, SAM Pro Enterprise increases business efficiency and provides a rapid return on investment for the entire organization.
National Call Center - SAM Pro’s National Call Center provides a 360 degree view of your customers. Pertinent information - ranging from comprehensive job history to the on-call technician’s pager number - is always readily available.
Web Client Interface - The Web Client Interface allows you to offer your clients the ability to access their accounts via the Internet and request service anytime while increasing your back office efficiency and competitive differentiation.
QuoteMaster - This module will enable your sales personnel to easily generate quotes which include multiple options. When the customer approves the quote, both a work order and purchase order(s) can be automatically generated at the discretion of the user. Quotemaster will also support Escalation Management to ensure efficient workflow and customer satisfaction.
CSRAnywhere - This Internet-enabled module will provide your mobile sales workforce with the ability to efficiently manage leads and quotes in real-time. Leads may be generated by field technicians, back office personnel, and customers (via the Web Client Interface). ‘Ticklers’ (escalation events), documents and authored notes may be attached to leads. Supports ReportAnywhere. Sales Workforce Automation
CSRAnywhere - This Internet-enabled module will provide your mobile sales workforce with the ability to efficiently manage leads and quotes in real-time. Leads may be generated by field technicians, back office personnel, and customers (via the Web Client Interface). ‘Ticklers’ (escalation events), documents and authored notes may be attached to leads. Supports ReportAnywhere.
Quotemaster - This module will enable your sales personnel to easily generate quotes which include multiple options. When the customer approves the quote, both a work order and purchase order(s) can be automatically generated at the discretion of the user. Quotemaster will also support Escalation Management to ensure efficient workflow and customer satisfaction.