Organizations
An organization is a grouping of Sites that make up the parent organization.
The purpose of the organization is to provide the ability to group sites into logical hierarchies. These groupings are client-specific and offer a means to provide security (if you want only users of a certain organization to see data, you may define so that they cannot see other organization's information) as well as specific groupings for reporting purposes. Organizations are set up by Verisae personnel, so in the event a user needs changes to be made to a given organizational structure, the user should contract Verisae Technical Support.
Example of functionality in use
Any multiple number of organization levels can be created using this tool, and therefore the levels can be used to parcel sustainability reports. Sites are built out under organizational structures. Sites can be moved to different parts of an organization; however, that activity must be coordinated with Verisae Technical Support.
Configuration of functionality
While this functionality is configured by Verisae, it follows a natural hierarchy in that all organizational units eventually roll out into a single entity. Users can be established an organization or at a site level, thus allowing access to one or multiple sites depending on the structure.
Other Notes
For reporting purposes, it may be necessary to maintain an equal number of organizational levels for a client, so that equitable levels display on reports. This may involve creating placeholder levels to accommodate flat organizational structures.
Navigation: Sites > Organizations > (Select HQ) > Admin > Notices.
Description of functionality
Notices are simple text messages displayed to the user when creating/editing or dispatching a work order from the new call center and are valid for a specific time period only.
The Notices smart table consists of the following columns:
|
Column |
Description |
|---|---|
|
Notice Title |
This column displays the name associated with the Notice. |
|
Start Date |
This column displays the date on which the Notice takes effect. |
|
End Date |
This column displays the date on which the Notice will expire. |
| Date Created | This column displays the date which the Notice was created. |
| Created By | This column displays who created the Notice. |
| Acknowledge | This column displays whether or not Acknowledge is required for the Notice. |
|
Affects |
This column displays the name of the constituent(s) associated with the notice. |
Example of functionality in us
To create a new Notice, select the New button to the bottom left of the Notices screen. This will navigate you to the Notice Detail form.
| Fields | Description |
| Notice Title | Required free text field; define a name to associate to the Notice |
| Notice Type |
|
| Start Date | Required calendar chooser; defines when Notice will take effect |
| End Date | Required calendar chooser; defines when Notice will expire |
| Notice Description | Required free text field; further description of Notice |
| Require User Acknowledgement | Required dropdown; determines if the user must acknowledge the Notice when creating/dispatching the WO. Options include No (default) and Yes. |
| Display On | Required dropdown; determines if the Notice should display on WO Creation or WO Dispatch (Assign WO). |
| Dashboard | Required dropdown if Display On is WO Creation; determines if Notice should display on the Dashboard. Options include No (default) and Yes. |
| Call Center | Required dropdown if Display On is WO Creation; determines if Notice should display on the Call Center. Options include No (default) and Yes. |
| Kiosk | Required dropdown if Display On is WO Creation; determines if Notice should display in Kiosk. Options include No (default) and Yes. |
| Mobile | Required dropdown if Display On is WO Creation; determines if Notice should display in Mobile. Options include No (default) and Yes. |
| Create SM WO | Required dropdown if Display On is WO Creation; determines if Notice should display on creation of SM WO. Options include No (default) and Yes. |
| WO Summary - Central Application | Required dropdown if Display On is Assign WO; determines if Notice displays on dispatch in the central app. Options include No (default) and Yes. |
| WO Summary - Mobile | Required dropdown if Display On is Assign WO; determines if Notice displays on dispatch in Mobile. Options include No (default) and Yes. |
Display notices
Notices will be display on Call Center screens when Call Center conditions are met that match the Notice Types associated with defined notices during the specified time period. Notices can be displayed in three templates:
New Inbound Call screen, Inbound Call screen, Outbound Call screen: An indicator will be displayed for all types of Notices on the New Inbound Call screen in the "Selected Site" section. The Notice will also appear beneath the Notices tab on the WO Summary screen. Selecting the tab displays all applicable Notices for the WO.
Notices can also be displayed in the following locations:
- 1st Level Invoice Approval
- 2nd Level Invoice Approval
- 3rd Level Invoice Approval
Notices will display on the Approve Work Order screen if any Notices were applicable at the time of WO Creation. A Notice icon will be displayed in the Site Detail section. The Notices tab will also appear on this screen. Selecting the tab displays all applicable Notices for the WO.
Notices can be displayed in the following locations:
- 1st Level Group Invoice Approval
- 2nd Level Group Invoice Approval
- 3rd Level Group Invoice Approval
On Group Approvals smart tables, a check mark will be displayed in the Notices column if any notices are applicable on the work order. Selecting the check mark will open a Notices pop-up, listing all applicable Notices.
Configuration of functionality
The ability to indicate notices in the application can be turned on or off by role.
Other Notes
If the notice has been associated with work orders, the notice cannot be deleted, the message will be populated as 'This record can't be deleted because it has child records.
Auto-Approval
Navigation: Sites > Organizations > (Select an Organization) > Admin > Auto-Approval.
Client Admin - Auto-Approval
Description of functionality
Auto-Approval Rule and Auto-Approval Exception functionality exists within the Auto-Approval section of Client Admin.
Auto-Approval Rules
The Auto-Approval Rule page can be used to define Invoice Approval rules for a client. Upon navigation to the Auto-Approval Rule page, the user will see the Auto-Approval Rules smart table, displaying existing Auto-Approval Rules.
To create a new rule, select the New button below the bottom left of the smart table. Rules may be defined for 1st, 2nd, or 3rd Level Approval.
|
Functionality |
Description |
| 1st Level Approval | First level invoice approval rules can be defined to automatically approve work orders under a given set of criteria. Once defined, the 1st Level Approval Rule is applied to work orders, which automatically advances them to the next stage of approvals if the work order is less than the defined financial threshold. |
|
2nd Level Approval |
Second level invoice approval rules can be defined to automatically approve work orders under a given set of criteria. Once defined, the 2nd Level Approval Rule is applied to work orders, which automatically advances them to the next stage of approvals if the work order is less than the defined financial threshold. |
|
3rd Level Approval |
Third level invoice approval rules can be defined to automatically approve work orders under a given set of criteria. Once defined, the 3rd Level Approval Rule is applied to work orders, which automatically advances them to the next stage of approvals if the work order is less than the defined financial threshold. |
Define Auto-Approval Rules
First, second, and third level invoice approval rules can be defined to automatically approve work orders under a given a set of criteria. Once defined, the approval rule is applied to work orders, which automatically advances them to the next stage of approvals if the work order is less than the defined financial threshold.
To set up a new 1st, 2nd, or 3rd Level Approval Rule, select the New button located beneath the Auto-Approval Rules smart table.
The New Auto-Approval Rule page appears. Fill out the fields on the Auto-Approval Rule Detail form to set the rule details.
New Auto-Approval Rule page
The form consists of the following fields:
| Field | Description |
| Name | Required free text field for name of rule |
| Approval Level |
Required dropdown field to select level of approval for rule
|
| Status |
|
| Requires Review If Over | Required free text field used to set the 1st, 2nd, and 3rd Level Approval threshold value |
| Alert Recipients | Users can select the Add button to send an email to the chosen recipients when the Auto-Approval Rule has been applied within the application. When the Add button is selected, all users under the client roster appears. |
Rule Builder tool
The Rule Builder allows users to specify the criteria for when the auto-approval rule should apply. Criteria includes:
| Criteria option | Saved Values option |
| Account Code | Allows for the selection of Account Codes |
| Asset Category | Allows for the selection of asset categories and subcategories |
| Capital Budget | Allows for the selection of Capital Budgets |
| Client | Auto-populates with Client Name; read-only |
| Organization | Allows for the selection of multiple regions; rule will apply to any Site in those regions |
| Provider Type | Allows for the selection of Internal or External |
| Service Provider | Allows for the selection of multiple Service Providers |
| Site | Allows for the selection of multiple Sites |
| Site Type | Allows for the selection of multiple Site Types |
| Work Order Billing Type | Allows for the selection of WO Types |
| Work Order Priority | Allows for the selection of client-defined WO Priorities |
Configuration and notes
Typically, the Auto-Approval option will be used by the client's System Administrator to configure the Invoice Approval rules. The Auto-Approval section is configurable by role. This can be turned on with view rights only or with full access.
Notes
When creating a rule with Capital Budget or Account Code as a criteria, the user may only choose one or the other. For example, if a user selects Capital Budget as a criteria for the rule, they will not be able to select Account Code as another criteria for the same rule.
Setting up an Auto-approval authorization means the user is allowing the applied rule types to have WOs automatically approved for payment. The user can limit the work order amount for authorization for each rule type.
When setting up an Auto-approval rule, the user can also set up alerts to be sent out by email to a user within the client roster of the application. Users must have a valid email address in order to receive alerts when a work order approval rule is met.
It is the GROSS total (Net total + tax) that is being evaluated against the rule value.
Auto-Approval Exceptions
Auto-approval exceptions allow users to define conditions that will flag and/or hold invoices in the approvals process. This functionality is typically used by system administrators that need a way to evaluate invoices that require further review.
Defining Auto-Approval Exceptions
To create a new Auto-Approval Exception, select the New button beneath the smart table. This will open the New Auto-Approval Exception page where the user will enter the details of the new exception rule.
The form consists of the following six fields:
| Field | Description |
| Name | Required free text field for name of new exception rule |
| Provider Type |
Require dropdown field to select the provider type to which the exception rule applies All (default)ExternalInternal |
| Status |
Required dropdown field to choose the status of the exception rule Active (default)Inactive |
| WO Billing Type |
Required field with chooser to select WO Billing Types to which the exception can be applied The chooser will populate with all WO billing types; users may select multiple typesWhichever WO Billing Type the user chooses will impact the exception rules that appear in the Exception Builder |
| Manual Review Level |
Optional field with chooser to select client-defined Manual Review Levels Exceptions in the Exception Builder will only be applied to providers with the Review Level listed in this field. If a Manual Review Level is not select, the rule will apply to all levels.This field only appears for clients with one or more defined Manual Review Levels. |
| Description | Optional free text field for description of new exception rule |
Exception Builder
The Exception Builder allows users to select which exception rules they would like to enforce. Only one exception from the Builder must be met in order for the invoice to be held from auto-approval.
To begin building a new exception, the user will select the plus sign (+) from the Builder. Selecting the add button will open Select Exception Rule pop-up and display all available exception rules. The user may select multiple exception rules at once to build their rule.
- The pop-up contains a Name column with exception types and columns for different billing types.
- The pop-up will only display columns related to the billing types selected in the WO Billing Type field.
- An "X" will appear in the column next to the exception type if the exception can be applied to that WO Billing Type.
- If an exception type that is being used in the same exact criteria in a different rule, a pop-up notification will appear to let the user which existing rule is already using that exception type.
The following are auto-approval exception rules that are included in the Exception Builder:
| Exception Type | Value | Description |
| Asset Under Warranty | N/A |
Exception will be met if the asset is within its "Warranty Expiration Date" in its asset detail information and the asset tag is selected at the time of creating a work order. |
| Breach of Accept SLA | N/A | Exception will be met when work is accepted past the Accept SLA. |
| Breach of Fix SLA | N/A | Exception will be met when work is completed past the Fix SLA. |
| Breach of Response SLA | N/A | Exception will be met when work is started past the Response SLA. |
| CIS Work Orders | N/A | Exception will be met if user indicates "CIS work order." |
| Disbursement Adjustment | N/A | |
| EAM Used to Start Pause or Complete Work Order | N/A | Exception will be met if the start, pause, or job complete action was performed via EAM. |
| Flat Rate Overridden | N/A | Exception will be met ifOverride Flat Rateis set toYeson theInvoice. |
| Flat Rate Threshold Exceeded | N/A | Exception will be met if the work order was invoiced with a total exceeding the definedFlat Rate Threshold. |
| Geo Accuracy Exceeded | N/A | Exception will be met if geoaccuracy is exceeded. |
| Geo Fence | N/A | Exception will be met if geofence is broken. |
| Kiosk not used to start and stop work order | N/A | Exception will be met if the job has been started, stopped, or both via the central application rather than Kiosk. |
| Labor Charges | Editable monetary value | Exception will be met if the user adds and "Labor Charges" at the time of creating the work order invoice. |
| Labor Charges Adjustment | Editable monetary value | Exception will be met if the user adds any "Labor Charges Adjustments" at the time of creating the work order invoice. |
| Linked to Site Events | N/A | Exception is met when a WO is linked to a site event. |
| Manual Review Level | N/A | This exception determines whether or not the client will invoke Random Manual Review. If it is set to "Yes," when a work order is about to be auto-approved, the provider's manual review level is checked to see what percentage of work orders need to be manually reviewed and what % are allowed to be auto approved. Manual Review Levels and Contractor Manual Review Levels are set in the Admin menu. |
| Miscellaneous Charges | Editable monetary value | Exception will be met if the user adds any "Miscellaneous Charges" at the time of creating work order invoice. |
| Misuse Abuse Indicated | N/A | Exception will be met if the technician indicates Misuse/Abuse when completing the job/service. |
| No Tag Found |
|
Exception will be met if the user indicates "No Tag Found" at the time of creating the work order. |
| Not To Exceed Value | N/A | Exception will be met if NTE Value is exceeded. |
| PPM Comp Payment Auto Advanced WOs | N/A | |
| Part Charges | Editable monetary value | Exception will be met if the user adds any "Parts Charges" at the time of creating work order invoice. |
| Part Charges Adjustment | Editable monetary value | Exception will be met if the user adds any "Part Charges Adjustments" at the time of creating the work order invoice. |
| Percent Above Category AOV | Editable percentage |
Exception is met if the total value of the invoice is above the AOV held against Category level. Note: Cannot be selected if "Percent Above Subcategory AOV" is selected. |
| Percent Above Subcategory AOV | Editable percentage |
Exception is met if the total value of the invoice is above the AOV held against Subcategory level. Note: Cannot be selected if "Percent Above Category AOV" is selected |
| Previously Recalled | N/A | Exception will be met if a work order was recalled at least once it its complete lifecycle. |
| Previously Rejected | N/A | Exception will be met if a work order was rejected at least once in its complete lifecycle. |
| Same Day Trip Charges | N/A | Exception will be met if a service provider attempts to charge for multiple trip charges on the same day at the same site. |
| Sites Added | N/A | |
| Total Over Estimate | N/A | Exception will be met if the user indicates the total work order amount is over the estimate cost at the time of creating the work order invoice. |
| Travel Charges Adjustment | Editable monetary value | Exception will be met if the user adds any "Travel Charges Adjustments" at the time of creating the work order invoice. |
| Work Order Time Out | N/A | Exception will be met if the technician has started a job via Kiosk and not paused/completed the work within the timeout limit. This limit is set within the Kiosk2 Configuration detail in the Client Profile accessible by Super User log-in. |
After the user chooses all exception types and clicks the Select button on the pop-up, the exception types will be populated in the Exception Builder.
- Exception Type: Name of Exception Type selected from the pop-up
- Value: Some exceptions will have an editable value field. Invoices need to exceed the specified value to meet the exception.
- Exception: Dropdown with option of "Yes" or "No." If Yes, the invoice will be flagged and held when the exception is met.
Auto Approval Exceptions in Action
Flagged work orders will be marked with a red "X" in the Flag column on both the Invoice Approval and Group Approval pages. When users select the "X" flag, the Flagged Conditions pop-up will appear within the window. This pop-up provides details on the criteria that caused an invoice to be flagged.
Work orders that display a red "X" meet at least one of the Flag or Exception types mentioned above.
Information about the flagged work order is also available for view in Work Order History.
2nd Level WO Approvals smart table with Flag
Configuration and notes
Auto Approval Exceptions can be managed by system administrators.
The ability to view and edit the Auto Approval Exceptions table is configurable by role.
Estimate and Quote Auto-Approval rules
Navigation: Sites > Organizations > (Select an Organization) > Admin > Estimate and Quote Settings > Estimate and Quote Auto-Approval Rules.
Description of functionality
This functionality is used for the Quote/Estimate process where the user can set up and use auto-approval rules for all three levels of approvals that may be applicable for a Quote/Estimate.
Example of functionality in use
This smart table displays all the levels of Quote/Estimate auto-approval rules defined for the client.
Define Quote/Estimate Auto-Approval Rules
- The user will select the New button in the bottom left corner of the page to open the Estimate and Quote Auto-Approval Rule Detail page (Screenshot 2). This page is used for defining the Quote/Estimate auto-approval rules for the client.
- Fill in the required fields on the Rule Detail form.
- After the user fills in all required fields, they will select the Save button to apply the rule within the application.
After an auto-approval rule is set up, any time a Quote/Estimate work order is submitted by a provider that meets the rule, the Quote/Estimate work order will be automatically approved.
Estimate and Quote Auto-Approval Rule Detail page
The following is the field descriptions on this page:
| Field | Description |
| Name | Free text field for user to enter Estimate/Quote rule name |
| WO Type | Required dropdown field to select WO Type (Estimate or Quote) |
| Approval Level |
Required dropdown field used to define the approval level for a Quote/Estimate auto-approval rule. Options include: 1st Level ApprovalIf the Estimate WO amount exceeds the 1st Level threshold amount, the Quote/Estimate WO will require approvalIf the Estimate WO amount is less than the 1st Level threshold amount, the Quote/Estimate WO will be auto-approved2nd Level ApprovalIf the Estimate WO amount exceeds the 2nd Level threshold amount, the Quote/Estimate WO will require approvalIf the Estimate WO amount is less than the 2nd Level threshold amount, the Quote/Estimate WO will be auto-approved3rd Level ApprovalIf the Estimate WO amount exceeds the 3rd Level threshold amount, the Quote/Estimate WO will require approvalIf the Estimate WO amount is less than the 2nd Level threshold amount, the Quote/Estimate WO will be auto-approved |
| Capitalized Only |
Dropdown field to determine whether or not the rule will be applied to Capitalized WOs only No (default)Yes |
| Status |
Dropdown field to determine whether the auto-approval rule is applicable to any Quote/Estimate WO or not Active (default)Inactive |
| Requires Review If Over | Required free text field for the user to enter the amount for the rule. (E.g., if the user wants to set up the rule to be under $799.99, they would set the Require Review If Over field to $800.00. This means any Quote/Estimate WO submitted with an amount of $799.99 and under will be automatically approved and any Quote/Estimate WO submitted with an amount $800.00 or higher will require manual approval.) |
| Comments to Recipients | Free text field for comments related to the auto-approval rules. This field allows the user to enter any information they want to include in the alert that will be sent to the intended recipients. |
| Alert Recipients | Field used for adding users to be alerted with the Quote/Estimate auto-approval rules. If the user chooses to have an alert sent out when setting up the Quote/Estimate auto-approval authorization, they can select the Add button and the client roster will appear. This allows the user to send an email to the chosen recipients when that auto-approval rule has been applied within the application. |
Configuration
- Normally the Estimate and Quote Auto-Appproval Rules option will be used by the client's administrator to configure the Quote/Estimate auto-approval rules. This functionality is configurable by role. This can be turned on with view rights only or with full access.
Notes
- In case where a category is used as a criterion of the approval rule, its subcategories will also come under that rule.
- In case where a client has at least one Estimate auto-approval rule defined for any of the three levels, the existing two fields "2nd Level Estimate Threshold" and "3rd Level Estimate Threshold" will not be displayed. Instead a message "Auto Approval Rules for the estimates are in use." will be displayed.
- When an Quote/Estimate-auto approval rule is passed (auto-approval) or failed (requires review) an history event for each level approval is also recorded in the work order history page.
Work Order Invoice
The Flat Rate and Flat Rate Threshold fields now appear on the invoice.
The Override Flat Rate drop-down selector appears in the Total Work Order Charges section when the Allow Flat Rate Override is set to Yes in the Provider Setup. The Override Flat Rate dropdown is set to No by default.
This option to override Flat Rate only appears when the Subtotal is below the Flat Rate Threshold.
New Invoice Calculations
If the normally calculated Subtotal is less than or equal to the Flat Rate Threshold, then the Flat Rate is charged as defined in Contract Charges.
If the normally calculated Subtotal is greater than the Flat Rate Threshold, then the Subtotal is charged.
The Trip Charge is deducted from the work order if it was already applied to the work order for the same day.
